Municipal Finance ERP System

The vendor required to provide municipal finance ERP expertise to conduct a comprehensive needs analysis for its future financial system strategy.
- Include a requirements catalogue, options analysis, budget estimates, risk register, change management approach, and draft procurement materials to support the acquisition of a new financial system.
- Requirement:
A. Initiation and plan
•    Kickoff; stakeholder map; project plan and schedule; data request list.
•    All submissions should include a proposed timeline of work, including completion date.
B. Current-state assessment
•    Process mapping for core finance cycles: GL, ap, AR, payroll, cash receipting, bank recs, budget and forecast, total cost of acquisition (TCA), project and cost accounting, grants and debentures, procurement and p-card, reporting and analytics.
•    Systems and data landscape review: interfaces, master data, records and content (Laserfiche), e-procurement, spreadsheets.
•    Controls, security, privacy and FOIPOP considerations in the municipal context.
C. Requirements and future state
•    Develop a requirements catalogue, including:
•    Chart of accounts design principles, segments, and reporting hierarchies aligned to public sector accounting standard (PSAS) and council and management reporting.
•    Budgeting (operating and capital), commitment control and encumbrances, project and grant tracking.
•    Procure-to-pay and integration with e-procurement processes per policy p-04 (posting, awards, contract records).
•    TCA lifecycle, asset capitalization and PS 3280 and ARO touchpoints where relevant.
•    Reporting and analytics: financial statements, dashboards, key performance indicators "KPI).
•    Data governance, privacy, retention, and public access to information implications.
•    Role-based security, audit trail, approvals, e-signatures.
D. Options analysis and recommendation
•    Evaluate options (e.g., retain and enhance, best-of-breed, municipal SaaS ERP) across functionality, risk, roadmap fit, implementation effort, 5- to 10-year total cost of ownership (TCO), vendor viability, data migration, change-readiness.
•    Include market scan of municipal-fit solutions and implementation partner ecosystem.
•    Recommend preferred option with rationale.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 21, 2026