The vendor required to provide inclusive hosted enterprise resource planning (ERP) system must be hosted on a secure platform, easily accessible by authorized personnel, and adhere to best practices in security and compliance.
- Requirement:
1. Payroll management
• Handle multi-department payroll processing
• Support compliance with federal, state, and local regulations
• Integrate with time-tracking systems (currently ERP pro10)
• Automate tax reporting and filings
• Enable self-service for employees (e.g., access to pay stubs, tax forms)
2. Project management
• Track project budgets, timelines, and resources
• Integrate financial data with project milestones and expenses
• Support multi-department collaboration
• Provide reporting and analytics on project performance
3. Contract management
• Centralize all contract records and documents
• Automate contract approval workflows
• Track contract compliance and key milestones
• Integrate contract management with financial and procurement systems
4. Procurement
• Manage procurement workflows from requisition to payment
• Automate supplier selection, purchase order creation, and vendor management
• Ensure compliance with procurement policies
• Integrate with budgeting and financial systems
5. Asset management
• Track acquisition, maintenance, and depreciation of physical assets
• Manage asset lifecycles from procurement to disposal
• Provide real-time reporting on asset values and conditions
• Ensure compliance with accounting standards and regulations
6. Financial management
A. Controlling functions
• Standard financial reports including activity, fund, and balance sheet
• Reports based on in-house queries and user-defined data
• Vendor management with cloud-based document storage
• Automated bill-pay capability
• Calendar reminders integration for insurance, contract, and retainage requirements
• Transaction processing with user defined detail and tagging
B. Treasury functions
• Integration with banking software
• Automate revenue recognition through integration with industry specific software (citizen serve)
• Customer accounting and transaction reporting
• Transaction processing with user defined detail and tagging
C. Budgeting
• Extensive detail and note documentation
• Ability to integrate multiyear project budgets
• Instant budget to actual reporting
• Customizable reports
• Ability for department heads to see previous year’s actual, current year budgeted, ytd actual, and then enter requested amount for next budget year
• Special budget administrator functionality
• Ability to save historical development during budget preparation
• Ability for users to enter justifications by line item as part of the entry screen
• Ability to display summary data by funds, accounts, and departments
• Ability to enter multiple funds per department
• Export customized budget pages to excel for presentations
• Ability to enter workload data, performance measurement, and annual goals.
• Capital project tracking ability by fund and by year
D. General ledger
• Provides all procedural functions of a fund accounting system in conformity with GAAP and GASB accounting standards
• Provides maintenance for multiple funds, supports multiple bank accounts that are associated with single or multiple funds
• Automatically assigns journal entry numbers and provides audit trail capabilities to capture journal entry history
E. Accounts payable
• Include a function for a “two-way” or “three-way” match of purchase orders to billing and shipping records
• Must include the capability to allow payment of vendors using ach.
• Ability to integrate fixed asset management with payables.
• Ability to create a paperless accounts payable process.
• Ability to have a built-in encumbrance system
• Automatic budget verifications for purchase orders and contracts.
• Show individual vendor history on demand
F. Accounts receivable
• Integrate with the general ledger
• Ability to an unlimited number of miscellaneous invoices
• Ability to duplicate (renew) invoices
• Ability to “write-off” accounts receivables
• Ability to print and electronically send customer statements
7. Public works and municipal management
A. Ticketing system
• Citizen portal integration: residents can submit issues (e.g., potholes, broken streetlights) via the web or mobile.
• Automated routing: requests are assigned to appropriate departments or crews based on type and location.
• Status tracking: real-time updates for staff and citizens on ticket progress.
• Analytics and reporting: insights into response times, issue frequency, and resolution rates.
B. Fleet maintenance
• Tools for managing the city’s vehicle and equipment inventory.
• Preventive maintenance scheduling: alerts for oil changes, inspections, and part replacements.
• Work order management: track repairs, labor, and parts used.
• Fuel tracking and usage logs: monitor fuel consumption and optimize routes.
C. Facilities maintenance
• Maintenance scheduling: routine inspections and upkeep for HVAC, plumbing, electrical systems, etc.
• Work order tracking: assign tasks to internal staff or contractors.
• Inventory management: supplies and parts for repairs.
• Energy usage monitoring: integration with smart meters or sensors to track utility consumption.
D. Stormwater
• Asset mapping: GIS integration to visualize stormwater infrastructure (drains, retention ponds, etc.).
• Inspection and maintenance logs: track cleanings, repairs, and inspections.
• Regulatory compliance: ensure adherence to EPA and state stormwater regulations.
• Incident reporting: document flooding, blockages, or illicit discharges.
E. Streets and roads
• Pavement condition tracking: assess and prioritize resurfacing or repairs.
• Work order management: for pothole repairs, striping, signage installation, etc.
• Project planning: budgeting and scheduling for capital improvements.
• GIS integration: map-based interface for asset tracking and planning.
- Questions/Inquires Deadline: January 14, 2026
