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 setting 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:

1. Conduct an organization-wide ERP needs and readiness assessment.
2. Facilitate workshops with Town departments and stakeholders.
3. Review existing systems, applications, infrastructure, and technology capabilities.
4. Analyze current business processes and operational workflows.
5. Identify inefficiencies, bottlenecks, and opportunities for improvement.
6.



Document functional and technical business requirements.
7. Assess organizational readiness, change management capabilities, and training needs.
8. Review data governance, data quality, security, accessibility, and integrity.
9. Assess future data migration requirements and readiness.
10. Identify integration requirements for standalone applications.
11. Conduct a strengths, weaknesses, opportunities, and challenges analysis.
12. Perform a gap analysis.
13. Develop functional and technical recommendations.
14. Prepare an implementation readiness action plan.
15. 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:

1. Translate the assessment findings into a comprehensive ERP procurement RFP.
2. Define the scope of work, project tasks, milestones, dependencies, and deliverables.
3. Document functional, operational, and technical requirements.
4. Prioritize requirements as mandatory, desirable, or optional.
5. Define reporting and analytics requirements.
6. Identify data migration and data protection requirements.
7. Define security controls, including access controls, encryption, and audit trails.
8. Recommend implementation methodologies and vendor qualification criteria.
9. Develop a comprehensive pricing matrix.
10. Assist with evaluation criteria and weighting factors.
11. Prepare a list of suitable ERP solution providers.
12.



Support responses to vendor questions and preparation of addenda.
13. Participate in a pre-proposal meeting, if required.

Phase 3: ERP Vendor Evaluation and Selection Estimated duration: 4 months The consultant will:

1. Review technical and financial proposals from ERP vendors.
2. Identify risks, omissions, exceptions, and compatibility issues.
3. Assist with developing reference-check questions.
4. Support the evaluation of vendor proposals against the RFP criteria.
5. Assist with scoring and shortlisting vendors.
6. Support the preparation of vendor demonstration agendas and scenarios.
7. Facilitate vendor product demonstrations.
8. Assist with preparing a recommendation presentation for the CAO and Council.
9. 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

📌 Project Manager (Truro)
🏢 Workiy
📍 Truro