Project Manager

Project Description

The Town of Truro is seeking an experienced consulting firm to conduct a comprehensive Enterprise Resource Planning (ERP) Needs Analysis and Readiness Assessment.

The Town currently uses Microsoft Dynamics GP, implemented in 2010, along with several standalone departmental applications. The existing environment has challenges related to scalability, system integration, and functionality. Microsoft Dynamics GP is approaching its end of life, with support currently noted as ending in 2031 and mainstream support anticipated to end in 2029.

The project aims to:

• Assess the

Town's current ERP system, applications, infrastructure, and business processes.

• Identify

functional, technical, and operational gaps.

• Determine the

Town's readiness to implement a new ERP solution.

• Identify

opportunities to improve efficiency and streamline business processes.

• Assess data

management, governance, quality, migration readiness, and integration requirements.

• Develop

business and technical requirements for a future ERP system.

• Prepare an RFP

for procuring and implementing the new ERP solution.

• Support the

Town during the ERP vendor evaluation and selection process.

Important: This engagement does not include the actual purchase, implementation, configuration, or execution of data migration for the new ERP system.

Project Responsibilities

The successful consulting firm will be responsible for delivering the following three phases.

Phase 1: ERP Needs Assessment and Readiness Analysis

Estimated duration: 8 months

The consultant must:

• Conduct an

organization-wide ERP needs and readiness assessment.

• Facilitate

workshops with Town departments and stakeholders.

• Review

existing systems, applications, infrastructure, and technology capabilities.

• Analyze

current business processes and operational workflows.

• Identify

inefficiencies, bottlenecks, and opportunities for improvement.

• Document

functional and technical business requirements.

• Assess

organizational readiness, change management capabilities, and training needs.

• Review data

governance, data quality, security, accessibility, and integrity.

• Assess future

data migration requirements and readiness.

• Identify

integration requirements for standalone applications.

• Conduct a

strengths, weaknesses, opportunities, and challenges analysis.

• Perform a gap

analysis.

• Develop

functional and technical recommendations.

• Prepare an

implementation readiness action plan.

• Provide a

market intelligence report covering ERP solutions, modules, integrations, implementation considerations, and market pricing.

Phase 2: Development of ERP Solution RFP

Estimated duration: 2 months

The consultant will:

• Translate the

assessment findings into a comprehensive ERP procurement RFP.

• Define the

scope of work, project tasks, milestones, dependencies, and deliverables.

• Document

functional, operational, and technical requirements.

• Prioritize

requirements as mandatory, desirable, or optional.

• Define

reporting and analytics requirements.

• Identify data

migration and data protection requirements.

• Define

security controls, including access controls, encryption, and audit trails.

• Recommend

implementation methodologies and vendor qualification criteria.

• Develop a

comprehensive pricing matrix.

• Assist with

evaluation criteria and weighting factors.

• Prepare a list

of suitable ERP solution providers.

• Support

responses to vendor questions and preparation of addenda.

• Participate in

a pre-proposal meeting, if required.

Phase 3: ERP Vendor Evaluation and Selection

Estimated duration: 4 months

The consultant will:

• Review

technical and financial proposals from ERP vendors.

• Identify

risks, omissions, exceptions, and compatibility issues.

• Assist with

developing reference-check questions.

• Support the

evaluation of vendor proposals against the RFP criteria.

• Assist with

scoring and shortlisting vendors.

• Support the

preparation of vendor demonstration agendas and scenarios.

• Facilitate

vendor product demonstrations.

• Assist with

preparing a recommendation presentation for the CAO and Council.

• Provide

contract negotiation support after the ERP vendor is selected.

Departments Involved

The assessment must involve the Town's major service areas, including:

Department / Service Area

Finance

Human Resources

Information Technology

Public Works

Planning

Recreation

Police

Fire

Water Utility

The project will require consultation with stakeholders across these departments.

Required Qualifications and Requirements

Requirement

Details

Business experience

At least 5 years providing professional consulting services

ERP experience

Previous ERP system experience is preferred

Financial stability

Must demonstrate financial stability

Similar project references

Three public-sector references for similar projects completed within the past 5–7 years

Resources

Sufficient personnel, equipment, and resources to deliver the project

Conflict of interest

Must not be affiliated with an ERP solution provider that may bid on the subsequent ERP procurement

Insurance

Must provide sufficient insurance coverage upon award

WCB

Must provide WCB coverage or an acceptable equivalent for out-of-province bidders