Enterprise Resource Planning System

The Vendor is required to provide and implementation of an integrated, SaaS-based enterprise resource planning (ERP) solution.
- Intended to:
•    Invite proposals for the procurement and implementation of a modern, integrated SaaS-based ERP solution.
•    Select a vendor capable of delivering a comprehensive ERP system tailored to the needs of municipal government operations.
•    Evaluate proposed implementation methodologies, integration strategies, and data migration approaches to support successful deployment.
•    Understand the vendor’s available support structures and identify resource requirements, both from the vendor and from internal staff, during and after implementation.
•    Assess proposed solutions that support flexible implementation approaches— whether as a joint ERP platform across multiple municipalities or as independent deployments.
•    Ensure that proposed solutions demonstrate adherence to applicable municipal financial legislation, regulations, and recognized public sector accounting standards and best practices.
•    Assess how the proposed ERP system leverages artificial intelligence (AI) capabilities to enhance efficiency, strengthen internal controls, improve decision-making, and support automation of key business processes.
•    Evaluate the risks, benefits, and implications of a joint ERP environment versus separate ERP solutions, with specific attention to autonomy, licensing, customization, and governance.
•    Support the selection of a solution that aligns with each municipality’s goals and strategic direction, providing a solid foundation for long-term success. 
- Company / Entity Separation
•    Each municipality must be configured as its own legal entity within the joint tenant.
•    Financial ledgers, chart of accounts, vendor and customer records, HR/Payroll data, and other operational datasets must remain logically separated.
•    Cross-entity data sharing must only occur where explicitly authorized by all participating Owners.
- Security & Access Controls
•    Role-based access must be enforceable at the entity level so users may only view and transact within their own municipality’s data, unless granted cross-entity rights.
•    Each municipality must have administrative rights to manage its own users, roles, and permissions without reliance on other Owners.
- Financial & Operational Autonomy
•    Support for independent fiscal calendars, accounting policies, tax and utility billing configurations, and payment processing (including separate bank accounts and EFT setups).
•    Each municipality must have the option to select only the ERP modules it requires, without obligating other municipalities to license or implement the same modules.
•    Workflows, approval rules, forms, numbering sequences, and document\report templates must be configurable by municipality without affecting other Owners.
•    Payroll tax updates must be able to be applied independently, recognizing that participating municipalities may operate on different payroll schedules.
- Procurement & Licensing
•    Municipalities must not be required to purchase modules, integrations, or licenses they do not require.
•    Each municipality must have the right to adopt additional modules, features, or third-party integrations independently.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 19, 2025