Enterprise Resource Planning System Replacement

The Vendor is required to provide enterprise resource planning system replacement support a wide range of core business functions that the town has implemented, including finance, financial reporting, property taxation, utility billing, and citizen self-services.
- ERP system and implementation services
•    ERP system implementation planning and design 
•    ERP system build, configure and test
•    ERP system deployment 
•    ERP system hyper care and post launch support
•    The proponent is expected to include sustainment and support phases and activities throughout the project as required, and following project completion. 
•    The post-implementation sustainment and support services should be detailed, including enhanced first-year (year 1) support following go-live. 
•    Such support should address stabilization activities and critical operational needs, including financial close, property tax assessment and billing, financial reporting, and other key financial outputs. 
•    The proponent shall also describe the ongoing support model beyond year 1 
•    While this agency refers to an “ERP” system, the immediate scope is limited to a financial system replacement. 
•    The town acknowledges potential future synergies through a modular ERP system approach and is interested in systems that will allow the town to expand into other ERP system capabilities in the future.
- Data conversion, migration, and load activities
•    Develop data migration schedules, plans, and strategies, 
•    Provide data migration activity, status, and error tracking, 
•    Provide target system data documentation including data architecture diagrams, data dictionaries, load templates and formatting guides, etc., 
•    Complete data load and validation activities, 
•    Develop go-live cutover schedule, plan, and strategy development, 
•    Provide SME support on topics of interest related to data conversion and extraction as required.
- Training and change management
•    Developing change management schedules, plans, assessments, and strategies, 
•    Developing and providing user management guides, 
•    Developing and providing training and change management material, 
•    Delivering a combination of in-person and virtual staff training sessions, 
•    Supporting staff through the training and post go-live period with ad-hoc questions and inquiry support, 
•    Providing SME support on topics of interest related to training and change management as required.
- High priority required functions
1. Finance
•    General ledger
•    Accounts payable (AP)
•    Accounts receivable (AR)
•    Fixed assets and tangible capital assets (TCA)
•    Banking and cash management
•    Cash receipting and point of sale (POS)
•    Vendor management
•    Customer management
•    Financial statement and reporting
2. Property taxes
•    Tax rolls and account management
•    Assessment
•    Taxation
•    Payment and adjustments
•    Arrears and penalties
•    Reporting
•    Tax certificates
3. Utilities
•    Utility and account management
•    Meters and services
•    Consumption and billing
•    Payment and adjustments
•    Arrears and penalties
•    Reporting.