The vendor is required to provide a comprehensive, cloud-based enterprise resource planning (ERP) system to replace its existing financial system and streamline processes across all departments.
- The new ERP system should provide an integrated, user-friendly platform that enhances data accuracy and accessibility for both staff and residents, optimizing service delivery.
- Includes the applications and services:
1. Financial Management
• Accounts Payable
• Accounts Receivable
• Bank Reconciliation
• Budgeting
• Cashiering
• Cash Receipting
• Fixed Asset Management
• General Ledger
• Project & Grant Accounting
• Purchase Order
• Utility Billing with Online Payment Portal
2. Community Development & Permitting
• Planning, Zoning, and Engineering
• Code Enforcement
• Building, Permits and Inspections
• Business Licensing and Registration
3. Public Works Management
• Work Order Management
• Fleet & Asset Management
• Inventory Management
4. Human Resources & Employee Services
• Payroll
• Timesheets
• Human Resources Management
• Applicant Tracking
• Employee Self-Service Portal
5. Risk Management
• Insurance Claims
• Incident Tracking
• Risk Mitigation
6. Project & Contract Management
• Project Planning & Scheduling
• Resource Allocation
• Budget & Financial Tracking
• Task Management & Collaboration
• Procurement & Purchasing
• Bid Management
• Contract Management
• Reporting & Analytics
7. Parcel Management
• GIS Integration
• Property Records Management
• Mapping and Location Services
• Permit and Code Linkage
• Zoning and Land Use Data
• Automated Updates
8. Resident Engagement Portal
• Online Service Requests
• Inquiry and Follow-up Tracking and Management
9. Document Management System
• Centralized Storage and Retrieval of Electronic Documents
• Version Control and Audit Trails
- Required Services:
- System Design and Installation
• Cloud-Hosted Environment Design: Design a scalable cloud-hosted environment tailored for
ERP deployment.
• Software Installation: Complete installation of all ERP modules to ensure functionality across departments.
• Anticipated Number of Users: Concurrent users are those who utilize the system and will be completing a large amount of transactions daily. All proposed systems shall allow for at least
20 concurrent users. The majority of usage occurs between 7:30 a.m. and 5:00 p.m.,
Monday through Friday.
- Security and Compliance Requirements and System Features
- The ERP solution must comply with:
• ISO 27001, NIST 800-53, FIPS 140-3, or Fed RAMP standards for cloud security.
• Multi-Factor Authentication (MFA) for administrators and users.
• AES-256 encryption for data at rest and in transit.
• Role-Based Access Control (RBAC) for granular permission settings.
• AI & Machine Learning Readiness (Predictive maintenance, fraud detection, process optimization).
• Chatbots & Virtual Assistants for customer service automation.
• Detailed audit logs to track system changes and ensure regulatory compliance.
• Uptime Guarantee: Minimum 99.9% uptime with a disaster recovery plan featuring:
1 Recovery Point Objective (RPO) < 15 minutes
2.Recovery Time Objective (RTO) < 1 hour
- System Integration and Data Conversion
• Integration: Ensure seamless integration with existing Village systems where applicable.
• Data Conversion: Complete migration of historical data from current systems into the new ERP; vendors will be expected to convert existing data for all modules; conversion costs should be broken out by module; the village reserves the right to elect any or all of the proposed conversion services; mutually agreed specifications for the conversion services and testing procedures will be included in the negotiated contract at a future date.
• Workflow Development: Design workflows and reporting dashboards to support daily operations and strategic planning.
- Implementation Services
• Project Management: comprehensive project management, including a designated project manager from the vendor; the chosen vendor will act as the primary point of contact throughout the project, ensuring the successful delivery of a fully operational ERP system that meets the village's current and future needs.
• Configuration and Testing: System configuration, data conversion, and user acceptance testing.
• Documentation: Development of system documentation tailored to the village’s operations.
• Scalability and flexibility: Design the system to support the village’s growth without major infrastructure changes.
- Deployment and Hosting
• Cloud-Based Deployment: Implement cloud deployment to optimize accessibility, security, and scalability.
• Data Backup and Disaster Recovery: Provide robust data backup, disaster recovery, and redundancy measures.
• Data Security and Compliance: Ensure compliance with government standards for data security to protect sensitive information.
- Technical requirements necessary for system implementation and maintenance, including specific licenses, hardware, and software dependencies:
• Hardware, Operating System, and Database:
1.Provide minimum and recommended configurations for both physical and virtual environments.
• Licenses and Additional Products:
1. Identify any additional licenses or hardware not included in the proposal.
• Network Requirements:
1.Specify required communication protocols, bandwidth, and network setup.
• Data Integration and Web Services:
1. Describe web services available for real-time data exchange and the integration process for third-party or in-house systems.
• System Availability and Maintenance:
1. Outline scheduled downtime requirements, expected annual uptime percentage, and maintenance frequencies.
• Disaster Recovery and Business Continuity:
1. Detail recovery plans, including backup methods, redundancy, and recovery expectations.
• Administrative Toolsets and Monitoring:
1. Specify administrative tools for system configuration and monitoring, and the programming skills required for system maintenance.
- Contract Period/Term: 4 years
- Questions/Inquires Deadline: March 7, 2025