The vendor is required to provide enterprise resource planning (ERP) solution that encompasses finance administration, human capital management (HCM), procurement, budget management, grants, loans, and pension management capabilities. additionally, it includes the services necessary for implementing, supporting, and hosting the solution.
- Minimum requirements
1. Software solution
• Be architected in a suite-based model, as depicted in figure 2, providing primary out-of-the-box functionality.
• Be a highly configurable, business-friendly solution.
• Be offered through a software as a service (SaaS) environment for all capabilities and functions defined within this solicitation.
• Feature a user-friendly interface that is intuitive and easy to navigate, with a clean, modern design to facilitate faster user adoption and enhance productivity.
• Incorporate ai capabilities to enhance decision-making and operational efficiency, serving as a modern platform that supports future innovation.
• Meet and maintain the standard functionality required for municipalities the size and complexity of the city.
• Meet and maintain the state requirements for municipalities in the state.
• Meet and maintain all federal regulatory and statutory compliance requirements.
2. Implementation services
• Have successfully implemented, in the last 3 years, the proposed SaaS solution for state and local government agencies comparable in size to the city
• Have successfully completed at least five (5) data migrations from oracle EBS into a modern ERP of similar data amount as provide references for such projects.
• Be a certified implementation partner of the proposed software vendor(s).
3. Support services
• Have successfully provided post-deployment support services, in the last three (3) years, for state and local government agencies comparable in size to the city
• Have supplied support services that will adapt to the changing state and federal regulations and policy changes for municipalities comparable in size to the city
4. Hosting services
• Have provided SaaS hosting services for municipalities comparable in size to the city
5. Procurement
• Provide the response to the solicitation in the provided attachment response forms. all response forms must be completed and provided on or before the proposal's due date and time.
- Software solution
• Enable users at different levels to work collaboratively and view up-to-date information for making city wide financial decisions.
• Simplify the chart of accounts (COA) design and functionality to improve internal controls and financial reporting by reducing errors caused by manual workarounds; and efficiently meet state and federal reporting and compliance requirements.
• Simplify and automate workflow routings to increase internal efficiencies and limit manual errors.
• Streamline payroll functionality to reduce reconciliation errors.
• Improve capital, grant and loan management capabilities.
• Standardize business processes through an automated workflow, routing, and approval system (within a module and across modules within the system).
• Provide valuable, accurate, and timely financial and budgetary reporting and data through intuitive and user-friendly tools.
1. Perform general accounting
• General ledger: holds account information needed to prepare financial statements, including accounts for assets, funds, encumbrance, and project accounting in accordance with governmental accounting standards.
• Chart of accounts: the recording and management of all financial transactions required to develop and publish periodic federal, state, financial, and operational reports.
• Encumbrance accounting: prevent overspending of funds considering commitments already made; an encumbrance reserves the anticipated amounts required to cover the obligations and reduces the available budgetary balance for that expenditure. 2. Manage billings and accounts receivables
• Invoicing: auto-create the billing documents for material and services rendered and deliver the resulting document to the respective customer.
• Aging: determine the length of time a receivable has remained outstanding.
• Collections: develop payment plans and monitor adherence to collection commitments for all customers.
3. Manage treasury and cash
• Cash management: predict cash inflow and outflows, automate the process of matching bank statements with internal records, offer real-time visibility into cash positions across various accounts, and manage short-term assets and liabilities.
• Investments management: facilitate the management of investment portfolios, track performance, and ensure compliance with investment policies.
• Debt management: manage the city’s borrowing activities, including tracking loan agreements, interest payments, and maturity schedules. 4. Manage accounts payable
• Invoice and voucher processing: track and manage vendor invoicing and vouchers.
• Matching: track and manage vendor expenses and payments in the same period.
• Aging: create payment plans for paying debts and other outstanding payments related to inventory, supplies, or services.
• Payments and disbursement: track, reconcile, and manage all payments.
5. Manage finance service delivery and support finance relations and requests
• Self-service portal: provide employees with access to financial information and services, such as overall reporting and payroll inquiries, through intuitive self-service portals.
• Financial document management: robust document management capabilities within the system to attach, store, and retrieve documentation associated with financial transactions.
• Finance knowledge base: maintain a centralized repository for financial management information, providing users with access to guides, procedures, and best practices related to accounting, budgeting, cash flow tracking, AR, AP, and other key financial functions.
6. Manage fixed assets
• Asset request and authorization: create and set up assets; track and manage asset requisition processes.
• Acquire and build asset: easily and accurately add new assets. (e.g., as part of construction).
• Commission and deploy an asset: ensure that all components of assets are designed, installed, tested, and maintained per the operational requirements.
• Transfer assets: transfer assets and manage transactions and period close activities for asset books.
• Depreciation additions and write downs: automatically calculate depreciation and useful life based on asset types.
• Retire, salvage and dispose: retire assets using various types of retirement options (e.g., full retirement, cost retirement, etc.).
7. Manage and process payroll
• Payroll structure and periods maintenance: set up employee pay schedules based on the city’s requirements.
• Earnings and deductions: calculate and allocate appropriate earnings and deductions for gross to net pay.
• Leave and terminations: track and manage employee leaves and terminations.
• Retroactive pay: adjust wages based on criteria defined by the city; criteria may include but are not limited to incorrect salary, pay increases, hourly wages, etc.
• Accounting, distribution of labor & taxes: calculate labor distributions and apply them to employee time records.
8.Perform period close
• Transaction finalization: record and allocate all financial transactions for a period and that no other entries are made after the period close date.
• Accruals and adjustments: record necessary accruals and adjustments to account for expenses incurred but not yet paid and revenue earned but not yet received.
• Account reconciliation: match internal records with bank statements and ensure all cash transactions are accurately recorded, reconciling sub-ledgers with the general ledger to ensure consistency.
• Consolidation: aggregate financial data from multiple entities within the city to produce consolidated financial statements.
9. Property management
• Facilities management: maintain an inventory of all properties with space information and utilization, location, condition, and value, and insurance requirements.
• Lease tracking: track leases start and end dates and other milestones, tenant information, rental rates including increases and proration, and any special lease terms
- Grants and loan management
1. Manage grants
• Grantee and grantor application: track and manage grant proposal applications.
• Grantee and grantor management: record and manage awarded grants throughout the lifecycle.
• Grantee and grantor administration: track and manage expenses, time and material costs, indirect costs, billings, and invoices related to grants and recognize grant revenue.
2. Manage loans
• Loan origination and setup: process loan applications, evaluation, and approval, and set up loan terms, including interest rates, repayment schedules, collateral, and any covenants.
• Loan administration: manage disbursement of loan funds, and scheduling and collections of loan payments, including principal and interest.
• Interest and amortization: the ability to calculate interest based on loan terms, including fixed, variable, or compound rates, and generate amortization schedules that outline the breakdown of principal and interest payments over the life of the loan.
• Loan forgiveness: the ability to forgive loans based on certain circumstances.
- Human capital management
• Provide a modern solution to manage all employee personnel data in a central location, and provide the city staff with tracking, monitoring, and automated management capabilities to improve upon critical human capital management capabilities.
• Improve business processes and supporting functionality (e.g., recruiting, learning and development, workforce scheduling, benefits, etc.) to lay the foundation for standardization and automation, empowering employees through access to employee information, management of training and development opportunities, access to policies, procedure and program guidance, knowledge base, and virtual assistance.
• Eliminate inefficient paper-based processes and manual workarounds and introduce a more user-friendly application process that engages applicants.
• Enable users at various levels (human resources, managers, employees, etc.) to work collaboratively and view up-to-date information.
• Provide self-service functions for employees, managers, and faculty to maintain and view personal information and team/data information including qualifications, educational background, employment history, etc.
• Provide valuable, accurate, and timely HCM reporting and data through intuitive and user-friendly tools.
1. Administer HR
• Personnel information management: organize all employee information into a single electronic employee file.
• Position management: administer a collection of related tasks and responsibilities that are grouped together for the purpose of accomplishing work within an organization; position management also stores all the characteristics of the position within the employee record.
• Personnel actions: document and record all personnel actions attributed to the employee, including, but not limited to, hiring, dismissing, layoff, promotion, demoting, etc.
• Organization management: manage organizational redesign as the city restructures its departments, including the ability to produce reports and analyses based on historical organization structures (i.e., rollups) as well as the current structure.
2. Acquire talent
• Request to fill: notification and analysis of an existing or future position opening created to fill a resource in a vacant position.
• Recruiting: automated requisition development from the approved request to fill and workflow associated with the review and approval, and job posting to multiple job boards.
• Applicant tracking: receiving and reviewing applications electronically, scheduling and conducting interviews, finalizing evaluation, and conducting selection.
• Hiring: determining compensation, developing the offer letter, finalizing the contract, and scheduling an employee start date.
• On-boarding: automated workflows through which new employees acquire the necessary access, workstation, equipment, knowledge, skills, and behaviors to become effective organization members, including completing employment forms, acquiring passcodes/security/system access, delivering organization orientation, and required training, determining workstation location and equipment, and obtaining other business accessories.
3. Manage total rewards
• Compensation planning: determine budget, review salary, perform market analysis, and administer salary changes, in addition to the management of employee wages, benefits, and terms of payment packages.
• Benefits management: manage an employee’s benefit enrollment, in a centralized manner, including but not limited to, beneficiaries, eligibility determination, plan enrollment/change, employee total contribution, etc.
4. Manage HR service delivery
• Employee and manager policy of procedure guidance: document, store, access, and search descriptions of how all employees, regardless of job description or title, are expected to conduct themselves in the organization.
• HR knowledge base: maintain and manage all information that allows an employee to easily find documentation to questions.
• Employee of manager self-service: provide employees and managers the ability to manage assigned data elements and transactions based on role-based security.
• Engagement measurement: provide employees and managers the ability to manage assigned data elements and transactions based on role-based security
5. Manage workforce performance
• Qualifications management: determine eligibility and collect, record, and monitor the requirements needed to perform a job. requirements include, but are not limited to, skills, credentials, certificates, degrees, etc.
• Career training and management: advertise, schedule, enroll in, record participation of attendance, and document and store the completion record.
• The ability to plan for and provide the necessary courses/information/training to prepare an employee for employment and/or provide an employee with advanced skills.
• Staff evaluation management: plan, execute, and monitor periodic performance reviews that include, but are not limited to, completed and/or ongoing activities, accountability, effectiveness, and efficiency.
• Succession management: create, store, retrieve, and deliver training content to develop employees within the organization.
• The ability to develop individual learning plans based on position qualifications, training requirements, and performance evaluation direction.
6. Manage workforce
• Time and attendance: capture and monitor employee time and attendance, labor tracking, and data collection.
• Leave management: process and manage employee absences including sick days, parental leave, intermittent leave, short-term leave, long-term disability, etc., in addition to submission and approval of denial of requests.
• Workforce scheduling (optional): develop schedules that align staffing needs to budget, available skills, and workplace of organization demand
7. Manage workforce compliance and guidance
• ADA/EEO management: manage ADA and equal opportunities within the organization.
• Program management: development and execution of employee-based programs, including the advertising, enrollment, tracking participation, and monitoring of the program outcomes such as health and wellness, etc.
• Safety management: manage the health and safety of employees and non-employees within the city.
• Recognition: identify and acknowledge an employee.
• Illness and injury management: identify, document, and monitor employee accommodations according to ADA and EEO and enable employees to return to the city when ready
8. Manage employee relations
• Agreement support: track, manage, and maintain all agreements, clauses, etc., and provide support for search and recovery, enforcement of guidelines, and assistance in negotiations.
• Compliance management and guidance: track and monitor adherence to federal and state regulations and ensure organizational policies and procedures are abided by employees.
• Worker complaint and grievance management: document and track employee complaints from initial reporting, analysis, and investigation to disposition and corrective action.
• Discipline management: document and record the activities and results associated with behavior corrective action.
9. Manage pensions
• Activity processing and tracking: manage and monitor the various tasks and transactions related to pension plans to ensure all activities are executed efficiently, accurately, and in compliance with state and federal regulations.
• Member maintenance: manage and update the information and records of participants in a pensions plan, ensuring all member-related data is up to date.
• Eligibility and enrollment: determine who can participate in a pension plan and manage the process of enrolling eligible individuals.
• Benefit estimates and calculation: determine the future payouts that participants can expect to receive upon retirement.
• Active death benefit calculation and processing: determine the benefits payable to beneficiaries when a plan participant passes away while still actively employed and contributing to the pension plan.
• Retiree death processing: manage and execute the necessary procedures when a retired plan participant passes away to ensure remaining benefits are correctly handled according to the pension plan’s rule and the retiree's preferences.
• Termination processing: manage the procedures and calculations necessary when a participant leaves their employment before retirement, whether voluntary or involuntary.
• Retirement processing: manage the transition of a participant from active employment to retirement status, ensuring the pension benefits are accurately calculated, communicated, and disbursed according to the plan’s rules.
• Disability application processing: handle applications from participants seeking to access their pension benefits due to a disability that impacts their ability to work.
• Refund of contributions: return the contributions made by a participant to the pension plan, typically when the participant leaves the plan before becoming fully vested or under specific circumstances outlined in the plan’s rules.
• Beneficiary maintenance: manage and update the records of individuals designated to receive benefits from a participant’s pension plan in the event of the participant's death.
• Employee contribution processing: manage the collection, allocation, and recording of contributions made by employees to their pension plans.
• Communications management: strategic planning, execution, and monitoring of interactions between the pension plan administration, participants, beneficiaries, employers, and other stakeholders.
• Document management: systematic handling of all documents related to the administration and operation of pension plans, including creation, storage, retrieval, and disposal of documents.
• Monthly pension payroll: calculation, processing, and disbursement of pension payments to retirees and beneficiaries monthly.
• Tax reporting: calculation, documentation, and submission of tax-related information for both the pension plan and its participants.
• Third party deferred retirement option plan (drop) administration: integration and interface with third party administrator to transmit all demographic data, status effective dates, enrollments, beneficiaries and benefit amount for drop participants,
• Member self-service: allow participants to independently access and manage their person-related information and services through online portal or mobile application.
- Contract Period/Term: 3 Months
- Pre-Proposal Meeting (Non-Mandatory) Date: April 15, 2025
- Questions/Inquires Deadline: April 29, 2025