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County narrows ERP vendors to three; staff seeks $600,000 for implementation
Summary
Finance staff briefed commissioners on a shortlisting of three ERP vendors from six proposals, outlined a multi‑stage RFP process and recommended up to $600,000 from internal reserves toward implementation while keeping a $400,000 reserve; departments described time‑consuming payroll and reporting workarounds the new system would address.
Klamath County finance staff told commissioners on Dec. 10 that an RFP process for a new enterprise resource planning system produced six proposals and shortlisted three vendors for demonstrations.
"We did receive 6 proposals, and the first round that we just completed today was to shortlist those," Susan Alexander of the finance department said. She said the county’s vendor contract runs through December 2026 and staff estimated roughly 18 months for implementation.
Departments described frequent manual workarounds that a modern ERP could reduce. Monica Friel, finance budget manager with the sheriff’s office, said time‑tracking and payroll exports are cumbersome: "Every payroll, we have at least a room and a half worth of paper," she said. Jessica Dale from Public Health said budgeting, forecasting and project reporting require substantial manual reconciliation.
Staff said $600,000 is currently available in internal service reserves and proposed using that sum if needed for implementation while keeping at least $400,000 in reserve for other internal services. Alexander described a three‑stage evaluation process—shortlist, scripted demos (50 points), and reference/on‑site checks (25 points)—and said the shortlisted vendors will be announced publicly on Thursday, followed by demos.
Commissioners asked about cost, return on investment and timing. Staff said two of the three shortlisted vendors could be covered by the $600,000; the third vendor would require additional funds. No formal procurement decision was made at the meeting; staff will proceed with demonstrations and solicit wider participation from county staff during demos.
Next steps: staff will announce the shortlisted vendors, schedule demos with scenario scripts, collect feedback forms from participating departments and return with recommendations for contract negotiation.
