The Vendor is required to provide consulting services for a new enterprise resource planning solution (ERP) to support the city in:
• Assessing current business processes and systems for Finance (accounting, budgeting, AP/AR, payroll, procurement, grants, capital, fixed assets) and Human Resources (core HR, position management and talent acquisition, performance management, benefits and leave management, time and attendance, and workforce metrics and reporting);
• Developing a comprehensive Project Charter and integrated project plan for the ERP initiative;
• Developing an outcome-focused ERP RFP and supporting a competitive vendor selection process (enterprise suite and best-of-breed options); and
• Providing implementation advisory, change management, and Chart of Accounts redesign support to replace the City’s legacy environment.
- The system is highly customized, aging, and increasingly misaligned with modern public-sector ERP capabilities, reporting needs, integration requirements, and user expectations.
- The consultant will support the City in achieving:
• Clear ERP Strategy & Roadmap
o A documented ERP strategy and roadmap (including analysis of enterprise suite vs. best-of-breed) that is understood and endorsed by Finance, HR, IT, Procurement, and executive leadership.
• High-Quality, Results-Driven ERP Proposal
o A complete ERP RFP package (Scope of Work, requirements, evaluation tools, and response templates) that is outcome-focused and ready for competitive solicitation.
• Transparent, Defensible Vendor Selection
o A documented, criteria-based selection process resulting in a defensible recommendation aligned with evaluation criteria and City procurement requirements.
• Risk-Informed Implementation Plan
o A realistic, phased implementation plan (including governance, change management, and staffing) that mitigates risk, defines resource requirements, and sets clear milestones.
• Improved Processes & Usability
o Future-state process and requirements that increase efficiency by eliminating bottlenecks and reducing manual effort.
- Project Governance, Charter & Integrated Project Plan
• Facilitate a project kickoff with Leadership Sponsors, Steering Committee, Project Manager, and key stakeholders to confirm drivers, objectives, guiding principles, constraints, and risks.
• Develop a Project Charter defining: purpose, business drivers, SMART objectives, scope in/out, risks, assumptions, governance, roles, and approval/sign-off.
• Develop a detailed, integrated project plan (phases, milestones, tasks, dependencies, critical path, staffing plan before/during/after go-live).
• Define project governance (Steering Committee cadence, escalation paths, decision rights, status reporting).
- Business Process Analysis and Needs Assessment
• Conduct documentation review of current systems, workflows, policies, data flows and integrations.
• Facilitate interviews and workshops with Finance, HR, IT, Procurement, and impacted departments.
• As a result of the documentation review and workshops, map major “as-is” processes discovered.
• Develop “to-be” recommendations for streamlined, integrated processes aligned with ERP and municipal best practices (e.g., BPMN-based process maps, end-to-end flows).
- Chart of Accounts (COA) Assessment & Redesign
• Analyze the current COA structure, usage, and reporting limitations.
• Facilitate workshops with Finance/Budget to identify reporting and analytical needs.
• Design a future-state COA that aligns with public-sector ERP best practices, supports fund accounting, budgeting, grants, projects, performance reporting and user accessibility.
• Develop a COA crosswalk for data migration and change management.
• Recommend COA governance and maintenance procedures.
- Implementation Advisory & Change Management
• Review and advice on the vendor implementation plan, governance, and staffing.
• Facilitate ongoing project status reviews, risk/issue management, and readiness assessments.
• Provide process and configuration guidance to keep design aligned with the City’s objectives and controls.
- Change Management Requirements:
• Conduct a change readiness assessment (interviews/surveys).
• Develop a Change Management Plan including stakeholder engagement, communications, and high-level training strategy.
• Provide an organization wide comprehensive communication plan, including templates and key messaging for city led communications.
- Pre-Proposal Conference Date: January 22, 2026
- Questions/Inquires Deadline: January 29, 2026
