The vendor required to provide SaaS (software as a service) based enterprise resource planning (ERP) solution and a qualified professional services provider to implement the proposed ERP solution, including overseeing the implementation of any proposed third-party software.
- Accounting
• ERP system (microsoft dynamics – great plains) to streamline the full cycle of accounting activities and their corresponding approvals.
• Systems being used to track project and grant information and are seeking an integrated system to track projects and grants as both grantee and grantor.
• Intends to come to a standard definition on what a “project” is for financial tracking purposes to help rationalize project tracking in the new system.
- Budget
• The ERP system to replace its current budgeting system (FMS) to develop and administer the operating budget and overall work program (OWP) required by department.
• Due to system limitations, a significant amount of work for both documents are performed outside the system and manually re-entered.
• Interdepartmental collaboration (including use of the system by departmental staff) related to budget development and execution and quarterly and annual reporting to the Caltrans.
• Perform budget forecasting and analysis within the ERP system and to improve transfer and fund balance carryover functionality.
- Grants management
• Significant grants management needs as both grantee and grantor.
• Large number of grants and expects new funding sources with differing grant requirements on a regular basis, which create new reporting needs.
• To bill its grants, agency must manually track a significant amount of cost information in excel, outside its system of record (dynamics GP).
• Grant management system that tracks grant-related data, documents, financial information and simplify grant-related financial functions such as billing and compliance reporting.
- Project management and accounting
• Manages a large number of projects both on behalf of and in conjunction with local subrecipients in addition to a number of agency-led projects whose topics span the breadth of agency statutory responsibilities.
• Multiple tools and systems to manage projects including, but not limited to, excel, dynamics GP, power bi, teams, and other programs as required to manage projects from funding award to close out reporting.
• The number of programs and other tools required to effectively manage a project as well as create a dashboard integrating real time information from other departments (e.g. Finance) to provide at a glance updates on items associated with projects while also allowing for easy retrieval of in-depth information.
- Customer billing, accounts receivable, and treasury
• Accounts receivable needs are related to grant billing (discussed above), but it does have some customer billing requirements for events, membership dues, sponsorships, cash match, and other miscellaneous items.
• The ERP system for miscellaneous billing, aging, cash receipts, and reporting.
• Retain this system and have it report into new ERP but is not contemplating a full interface at this time.
- Time entry and payroll
• Dynamics GP for time entry and payroll processing.
• This project as an opportunity improves the user experience for time entry and to streamline the payroll process and eliminate manual steps involved in calculating and tracking payroll.
• Integrated system with improved payroll reporting capabilities, especially as it relates to project time budgets.
- Budget: $415 million
- Contract Period/Term: 5 years
- Pre-Proposal Conference Date: January 22, 2026
- Questions/Inquires Deadline: January 29, 2026
