Sponsor: Information Services
Title
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Agreement with Enterprise Resource Planning Implementation Contractor
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Recommendation
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1. Approve selection of and the agreement with Collaborative Solutions, LLC, doing business as Collaborative Solutions of Minnesota, LLC, for implementation services for the period of April 1, 2025, through February 28, 2027, and may be renewed for up to three additional one-year periods.
2. Authorize the Chair and Chief Clerk to execute the agreement.
3. Authorize the County Manager to execute amendments to the agreement in accordance with the county’s procurement policies and procedures, provided the amounts are within the limits of available funding.
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Background and Rationale
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The county is replacing the current Enterprise Resource Planning (ERP) system, PeopleSoft, with a new commercial off the shelf ERP system. The county implemented its current system in 1999, and the system contains significant customizations to support county processes. In 2023 and 2024, the county completed a needs assessment of the current system and processes to identify key opportunities for improvement in the new system. Key objectives of this project include:
• Move to a modern, cloud-based system with improved functionality compared to current
systems.
• Leverage standard functionality and align processes with best practices, when possible, to
minimize customizations.
• Become more efficient in operations and resident services.
• Develop integrations between the new ERP system and other county systems to facilitate . efficient data transfers and processes.
This project will impact all departments across the county and is led by Finance, Human Resources and Information Services.
As part of this effort, a Request for Board Action (RBA) is being considered by the county board to approve a funding plan. The investments made in the project include the cost of the software, the cost of the implementation partner and funding for internal resources plus contingency due to the large size and nature of the project. The financing proposal includes technology project funds, General Fund fund balance use and bonds. Investing in an ERP system benefits all Ramsey County staff and the public as it makes paying invoices, approving contracts and many other everyday financial and human resources processes easier.
The cost of the implementation contractor agreement is $6,495,204.
The selected implementation contractor will lead many activities with Ramsey County resources to implement the new ERP system including but not limited to program support, monitoring of risks, planning, build and installation of environments, architect and configuration, testing, data conversions, integrations, reporting, change management, training, deployment and post implementation support.
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County Goals (Check those advanced by Action)
☐ Well-being ☒ Prosperity ☐ Opportunity ☐ Accountability
Racial Equity Impact
This action by itself does not have a measurable racial equity impact. The ERP System supports all county work and therefore inherently supports Ramsey County’s racial equity work. The county plans to issue bonds to finance this ERP capital improvement project as well as other approved projects, each of which provides programs and services to the community. The racial equity impact should be considered by the county departments during the development of the associated programs and services for each capital project.
Community Participation Level and Impact
This action does not have a direct impact on the residents of Ramsey County, however investing in an updated and modernized ERP system benefits all Ramsey County staff and the public as it makes paying invoices, approving contracts and many other everyday financial and human resources tasks and processes easier.
☒ Inform ☒ Consult ☒ Involve ☐ Collaborate ☐ Empower
Fiscal Impact
Funding for this agreement is included in the overall ERP Funding Request presented in a separate RBA before the Ramsey County Board today, 2025-115: Enterprise Resource Planning Funding Plan and Request for Approval.
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ERP Project Funding Summary |
|
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Project Category |
Cost |
|
Collaborative Solutions Implementation Partner |
$6.5 million |
|
WorkDay ERP Software |
$2.5 million |
|
Euna Budgeting Software |
$0.7 million |
|
Internal Resources |
$8.5 million |
|
Contingency |
$3.8 million |
|
TOTAL Project Category Costs: |
$22 million |
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Funding Sources |
Amount |
|
IT Project Fund |
$4.0 million |
|
Use of General Fund |
$6.0 million |
|
Technology Bonds in the 2026 CIP |
$12 million |
|
TOTAL Funding Sources Amount: |
$22 million |
Last Previous Action
None.
Attachments
1. Model_IS000214_0.02
2. Exhibit _1_Hosting_Security_Exhibit
3. FINAL RC SOW 32625 CT