Inclusive Hosted Enterprise Resource Planning

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