Enterprise Resource Planning Accounting Software

The Vendor is required to provide a comprehensive, fully integrated, public-sector enterprise resource planning (ERP) accounting software solution to serve the current and projected needs of the commission.
- A New, Expanded ERP Financial System, The commission Desires to achieve the following goals:
•    A centralized single service platform that is easily used by and meets the needs of all departments
•    Enhance both internal and external access to data
•    Improve levels of efficiency by eliminating duplicative or redundant and manual processes where possible
•    Implementation of efficient business tools such as workflow automation
•    Improve processes based on leading business practices, becoming more formal, standard and consistent to enhance controls and reduce risk
•    Improve grant/project management with real-time spend analysis via a management dashboard for internal and external purposes
- The current financial system is used for various financial functions, including general ledger, accounts payable, accounts receivable, payroll, cash management and centralized cost allocations.
- Financial processes are not highly formalized but standardized and are partially documented at this time.
- The various finance processes also involve a great deal of redundant entry with mostly manual, but some automated workflow across all departments.
- The department reviews and processes manual requisitions, creates purchase orders, processes accounts payable and accounts receivable transactions, processes payroll and related federal and state tax reporting, manages/oversight of procurement functions, and prepares the annual comprehensive financial statements for audit.
- The system runs from a Microsoft (MS) access database and is hosted on-site on a secure dedicated server.
- Remote access is capable but often causes the system to run slow with frequent system crashes requiring a compact and repair of the MS access database.
- The financial system no longer supports the business or integrated data needs of the commission management, the employees and finance department system users.
- The system can import timesheets, but no other data, so employee management causes duplicated entry with the GMS accounting system.
- The current financial system lacks sufficiently consolidated or corroborated data sets for use in management decision making and analysis and considerable human effort is expended for data extraction, validation and reconciliation.
- The future ERP system to meet the following high-level goals:
•    The system is desired to replace the current financial system and reduce manual processes.
•    The system should be a long-term, stable, and scalable solution that will integrate, interface or potentially replace other processes and/or systems currently in use, as well as be able to interface with potential future processes or systems that might be required.
•    The system should be on a single platform, distributed and accessible throughout the entire commission from any location or remote site, with a common look and feel across modules and departments. 
•    The internal & external customer interface and functionality should be user-friendly.
•    The system will have central, inter-relational databases that feed data throughout the system based on a single point of entry (thereby eliminating duplicate entry of the same piece of information).
•    The system will have the ability to capture significantly more information than previously available in an improved, easily accessible and customizable format.
•    The system will enable easy reporting of data in both standard out-of-the-box reports and custom developed reports.
•    The system will be flexible and simple to adapt, expand, or change to meet specific department’s information needs.
•    The system should provide easy access to information across modules with a self-service, searchable format.
•    The system will employ standard, formal business processes based on leading practices that are uniform throughout the system.
•    The system will maximize the efficiency of business operations through automated workflows, notifications and document availability.
•    The system will be able to support current resource levels and be easily expandable to accommodate a growing customer base.
- The ERP system should provide data processing and reporting for the following financial/administrative functions: general ledger, budgeting, contract management, project & grant accounting, procurement/requisitioning/purchase orders, payroll and human resource management, accounts payable, billing/accounts receivable/cash receipts management, bank reconciliation, central service cost allocation, reports and data for preparing an annual comprehensive financial report.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 25, 2025