The vendor required to provide enterprise financial management solution to support finance, AR and AP, fixed assets, grant administration, contract management, and other business-related functions.
- Goals and needs
• Automate and streamline business processes across departments.
• Reduce reliance on spreadsheets for tracking capital projects, budget availability, grants, and other reporting needs.
• Provide accurate and timely reporting on agency-wide and departmental budgets.
• Support recording and documentation to track expenses against a project or a grant.
• Integrate with existing payroll, timekeeping, fare collection, point of sale, procurement systems and fleet maintenance management systems.
- Requirement:
1. System implementation plan (SIP)
• Detailed implementation activities as assigned by the agency;
• Project team roles and responsibilities associated with the implementation activities and tasks;
• A detailed schedule which lists each project task, start and end dates for each task, milestone dates, critical path and critical decision dates.
• Identify any requirements to meet the schedule from agency staff.
• High level approach and plan to validate testing and acceptance of each system component;
• High level approach and plan for quality assurance and quality control;
• System roll-out plan.
2. Communication and coordination
A. Action items list
• Action item number;
• Action item title;
• Item priority number;
• Date generated;
• Person assigned with lead resolution responsibility;
• On-going narrative regarding resolution status;
• Current unresolved date;
• Resolved date;
• Item close date
B. On-going meetings and conference calls
• Agency staff shall participate in a bi-weekly meeting and conference call unless it is determined by both parties that they can be cancelled or shifted to monthly.
• Project manager will coordinate and guide these meetings and will determine additional meeting or conference call participation by other agency staff and any outside consultants as required.
3. System design review (current)
A. Gap analysis
• Computer hardware infrastructure.
• A complete review of all current agency software programs.
4. Preliminary design documentation
• Conceptual diagram illustrating all elements in the proposed system and data flows between the systems;
• System network diagram identifying all network intersections and connectivity;
• An overview of the equipment, system, and configuration proposed for implementation;
• Detailed technical documentation for each equipment item;
• Details on servers, workstation, and network infrastructure;
• Detailed technical documentation on all software, including functions of each module;
• Detail on the formatting of all user interface screens;
• Format of all reports;
• The data fields, to be included in all data exchange interfaces and any other software aspects warranting advance agreement with agency prior to system customization and configuration.
5. Final design documentation and review
• Updated preliminary design incorporating agency feedback and comments;
• Final list of equipment to be purchased by the vendor;
• Final design and configurations of the system to be installed including all customizations to be made to the systems;
• Matrix table providing cross-references between the requirements and final design
• Any needs from agency staff, or facility needs.
- Budget: $20 million
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 29, 2026
