Enterprise Resource Planning System

The vendor is required to provide enterprise resource planning (ERP) system with a proven, customizable, commercial‐off‐the‐shelf (COTS) ERP system.
- The new ERP system should meet the following objectives:
•    Consolidate information, link processes and functions, and eliminate separate departmental spreadsheets in favor of a single system that integrates authority financial and non‐financial functionality through a common system.
•    Streamline business processes to take advantage of best practices through automation, integration, and workflows 
•    Provide a user‐friendly and intuitive user interface to promote system use and productivity 
•    Eliminate the need for redundant data entry and manual data entry and processes. 
•    Improve and provide necessary reports and reporting capabilities, and access to data through inquiry or drilldown capabilities and provide staff with the ability to download data and reports in usable formats (excel, pdf) 
•    Provide interface capabilities with other mission critical systems and platforms currently in use at authority.
- Solution should provide the following capabilities in terms of its user interface and other general system characteristics:
•    Enhanced operational effectiveness by making more timely, accurate and complete information available to authority staff across departments 
•    Ability to easily export information directly to excel, adobe pdf, and other file formats. 
•    Improved reporting and simplified staff access to financial, payroll, human resources, procurement, and inventory and fleet management functions.
•    Provide an intuitive, consistent (within and across all modules), well-designed and browser-based user interface 
•    Allow for mobile app and mobile web access to ERP system functionality 
•    Allow for ongoing upgrades of technology to support current and future core functional needs 
•    Enhanced features and functionality to support increased automation and operational efficiencies 
•    Enable technically supported workflows to eliminate duplicate and manual data entry 
•    A well-documented and accessible API (application programming interface) or web API that can be used for integrations and data extraction. 
•    Agency-defined fields, reports, hot keys, and business rules and workflows 
•    Training and access to base system configuration to enable authority staff to modify setup and configuration independently without professional services engagement unless desired. 
•    Robust security capabilities cybersecurity framework(s) cybersecurity framework or other comparable framework of controls and accreditation with the ability leverage active directory and microsoft ENTRA id and leverage group memberships within to apply security access by role, individual, or group membership.
- Functional requirements
1. Finance:
•    ERP with integrated and modern general ledger, accounts payable and receivable, fixed asset tracking and budgeting capabilities. 
•    Strong integration with HR and procurement processes is a must, with customizable reporting options and the ability to create and assign project codes to track costs across multiple departments.
2. Human resources:
•    ERP platform to streamline and optimize HR functions within the agency, with an emphasis on payroll, benefits administration, recruitment and job requisition creation, and absence management. 
•    Specific qualifications and experience supporting complex payroll scenarios with multiple pay codes and pay bands as well as multiple simultaneous contractual requirements and union collective bargaining agreements across departments should be emphasized in the response. 
•    Solution should be capable of tracking employee absences and be able to pull and display such data from multiple sources
3. Procurement:
•    ERP platform which will enable easier management of procurement processes for the agency, with an emphasis on vendor management, purchasing workflows, and asset cost tracking. 
•    Solution should have tight integrations with finance, inventory control and maintenance, and document management system (DMS) for archival of procurement data and allow for in-ERP requisition processes that follow established customer service processes for purchase requests. 
•    Purchase request approval workflows should be flexible enough to accommodate flow parameters that include cost levels, grants, and other potential funding sources. 
•    Specific qualifications around multiple suppliers bid processes, RFP management and contracts, as well as optimized request and approval workflows for both consumable and inventory supply purchases should be emphasized in the response.
4. Inventory control:
•    ERP platform which will streamline and optimize inventory management processes for the agency, enable a modern parts master list customized to authority specific requirements, and enable easy parts identification and tracking capabilities for both inventory management staff as well as for maintenance and facilities teams.
5. Legal and claims management:
•    ERP platform which can enable and support claims and compensation processes supported by the authority legal department. 
•    The ability to document and investigate both workers compensation and liability claims for the agency. 
•    The system will need to integrate tightly with customer service complaint processes and with finance and with 3rd party claims administration service (beacon) as necessary. 
•    Capabilities, experience, and recommendations on identifying claims trends in terms of both cause and root cause should be highlighted in the response.
6. Customer service:
•    ERP system that can support the customer service department, specifically with regard to the complaint process allowing for the receipt via email, phone, social media or reported in person), enable proper coding, notification workflow, and instigate review and investigation. 
•    The system needs to enable complaint prioritization with appropriate workflows and timelines associated with each, and enable granular reporting on trends and enable data export via excel or pdf.

- Questions/Inquires Deadline: September 3, 2025