E Procurement System

The Vendor is required to provide for a robust and efficient e-procurement system.
- The new solution will support the city’s procurement needs while ensuring efficiency, compliance, and scalability. 
- Solution must be cloud-based, user-friendly, provide real-time seamless integration with Workday Enterprise Resource Planning (ERP), E-Builder, DocuSign, and B2G Now, and be compatible with existing workflows, financial systems, and reporting structures.
- Solution Must:
•    Seamlessly integrate with Workday ERP, OnBase, B2Gnow, and other related systems or modules used by the City in the procurement process;
•    Be compatible with existing financial systems, reporting structures, and support integration for budget checking, fund availability, and encumbrances;
•    Be configurable to support department-specific workflows and use cases, including support for custom business rules and approval logic;
•    Allow configuration of new workflows without dependence on vendor-led development;
•    Be fully ADA compliant for both public- and employee-facing components;
•    Support both internal (City staff) and external (vendors, community) users;
•    Provide tools for the import and management of historical procurement data, including data from legacy systems, spreadsheets, document storage locations, or temporary solutions;
•    Empower users to generate timely, accurate reports without specialized technical skills.
- The system must include:
•    Citywide Procurement Operations
o    Bid Management
o    Solicitation Management
o    Contract Templates
o    E-Procurement
o    Electronic Signatures
•    Catalog and Item Management
o    Item File / City Catalog
o    Punch-out Catalogs (Expanded Use)
•    Workflow and Approvals
o    Mobile Approvals
o    Configurable routing, notifications, and role-based access
•    Vendor Management
o    Vendor Self-Service Portal
o    Vendor Registration and Invoice Submission
o    Vendor Diversity Tracking and Reporting
•    Financial Management
o    Accounts Payable (AP)
o    E-Invoicing for AP and Accounts Receivable (AR)
o    Accounts Receivable (AR)
o    Grants Reimbursement Tracking
o    Project/Grant Accounting
- The City shall have the option to adjust the behavior of application components to meet future business needs through direct manipulation of an explicit business process model, making design manageable by business users without the need for substantial IT support.
- This documentation must include:
•    Supported protocols
•    Authentication and authorization methods
•    Data formats and schemas
•    Rate limits and performance constraints
•    Architectural diagrams
•    Source and target system details
•    Error handling procedures
•    Automated reprocessing logic (if applicable)
- Access levels shall be definable to restrict use of system level functions (such as user authorization), and to provide data access levels to restrict the use of data entry, data approval, data retrieval, data modification, database structure creation or modification functions.
- Capabilities and availability of alternate processing, communications, and operations facilities; including locations (City, State, Country) of primary and backup data centers
- The System group’s functionality around business processes and provides access to this functionality via interoperable services;
- Supplied services are engineered to improve System agility and to be generic and reusable; and
- Disparate System components share related data to ensure consistency.
- Support and Maintenance.
•    Prevention and Correction of Solution Defects;
•    Prevention and Correction of Software Defects;
•    Software Updates and Enhancements;
•    Hardware Updates and Enhancements;
•    Compliance with laws;
•    Training and Documentation for Major Updates and Enhancements;
•    Reporting of Defects;
•    Telephone Support;
•    Remote Support;
•    Onsite Support;
•    Change Control Procedures;
•    Severity Levels, Response Times, and Resolution Times;
•    Disaster Recovery;
•    Phone Logs; and
•    Technical Records.

- Contract Period/Term: 5 years
- A Non-Mandatory virtual Pre-Proposal Conference Date: August 18, 2025
- Due Date of Written Questions Prior to Pre-Proposal Conference: August 8, 2025
- Due Date of Written Questions After Pre-Proposal Conference: August 25, 2025
- Intent to Bid Due Date: September 24, 2025