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Cookeville approves $2.43M ERP contract and $227,700 implementation consulting to replace legacy system
Summary
Council authorized a 10-year ERP contract (Univeris implementing SAP ByDesign; PDS for payroll/HCM) estimated at $2,430,785 and approved a not-to-exceed $227,700 consulting agreement (Soft Resources) to support implementation over an estimated 13–18 months.
The Cookeville City Council authorized the city manager to execute a contract to replace the city’s aging ERP system and approved a consulting contract to support implementation.
Finance and IT staff (Miss Sizemore) said an RFP and vendor demonstrations led staff to recommend entering an agreement with Univeris to implement SAP ByDesign for financials and PDS for payroll and human-capital management. "I'm recommending that we enter into a contract with Univeris utilizing SAP by design for the ERP platform and PDS for a payroll and HCM for human capital management," Miss Sizemore said. The 10-year estimated cost is $2,430,785, which includes one-time implementation costs; staff negotiated a 3.5% annual increase cap on pricing.
Staff asked the council to also authorize phase-3 professional services with Soft Resources for implementation assistance, with a not-to-exceed amount of $227,700. Miss Sizemore said the implementation is expected to take about 13 months and could extend up to 18 months depending on scheduling and project needs.
Council approved both items by voice vote (authorizing the ERP contract and the consulting services) and thanked staff for the procurement work. Council members said the new system should reduce staff hours tied to legacy, largely paper-based processes and pay for itself over time through efficiency gains.
