Item K2 � K.2
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
June 17, 2020
Agenda Item Number: K.2
Agenda Item Summary #7019
BULK ITEM: No DEPARTMENT: BOCC District 3
TIME APPROXIMATE: STAFF CONTACT: Heather Carruthers (305) 292-3430
N/A
AGENDA ITEM WORDING: Reconsideration of the Board's conditional approval on 5/20/20 of
the Clerk's implementation of the Enterprise Resources Planning (ERP) System.
ITEM BACKGROUND: On 5/8/20, the Clerk made a presentation at the BOCC's special meeting
regarding the need to update the Clerk's Enterprise Resources Planning (ERP) system and asked the
Board to acknowledge the approximate $4.5 million expenditure over the life of the project. The
Board requested more information and asked that an item be placed on the agenda for the 5/20/20
regular business meeting. On 5/20/20, the Clerk and Workday and Collaborative Solutions made a
presentation on the proposed new system. Following discussion, the Board approved the Clerk's
item with the condition all modules be researched to identify any modules that can be added at a
later date due to the costs involved.
After the 5/20/20 meeting, the Board was presented with additional information about the extended
longevity of the current system. At a special meeting held on 6/4/20, the Board moved to reconsider
its 5/20/20 conditional approval and directed that the item be heard again at its 6/17/20 meeting.
The motion to reconsider passed unanimously.
PREVIOUS RELEVANT BOCC ACTION:
5/20/20 (P2) Following an update and presentation by the Clerk, the BOCC approved the
Clerk's implementation of the ERP system with the condition that all modules be
researched to identify any modules that can be added at a later date to reduce
costs.
5/8/20 (Al) The Clerk provided an update and presentation of the Enterprise Resources
Planning (ERP) System; the Board continued the item to the BOCC 5/20/20
meeting requesting the Clerk provide more detailed information regarding the
ERP system.
8/21/19 (N6) The Clerk provided a summary and status of the Financial System Upgrade.
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K.2
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: N/A
DOCUMENTATION:
FINANCIAL IMPACT:
Effective Date: TBD
Expiration Date:
Total Dollar Value of Contract: @ $4.5 million
Total Cost to County: @ $4.5 million
Current Year Portion: @ $1.5 million
Budgeted: No.
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details: Clerk proposes using excess fees for current year's/phase one portion.
REVIEWED BY:
Bob Shillinger Completed 06/08/2020 3:19 PM
Heather Carruthers Completed 06/08/2020 3:23 PM
Kathy Peters Completed 06/08/2020 4:02 PM
Board of County Commissioners Pending 06/17/2020 9:00 AM
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