Enterprise Resource Planning Software and Implementation Services

The Vendor is required to provide enterprise resource planning (ERP) system and implementation services for include:
1. Capital asset management
•    The city needs a centralized, integrated system to coordinate with relevant departments and improve tracking of asset types, funding, and lifecycle 
•    The city needs a system with enhanced asset type distinction, lifecycle tracking, communication support, GIS mapping, RFID capabilities, and better financial reporting, particularly for grant funded assets
2. Customer billing
•    The city needs a unified, integrated system instead of separate tools with improved visibility into invoices, receivables, and aging data. 
•    The city needs a system with automate setup and clearing of accounts receivable when payments are received to reduce delays in billing (e.g., invoices currently issued 6–12 months late). 
•    The city needs the system to provide the ability to accept online payments for accounts receivable and expand payment options beyond cash and check
•    The city needs a system with automated alerts for past-due balances and dashboards with real-time AR and aging visibility 
•    The city needs the system to allow billing based on schedules or frequencies, notifications when escrow amounts exceed limits, ability to apply CPI adjustments, tax rules, and compounding interest. 
•    The city needs the system to generate invoices tied to capital assets and track billing KPIs
3. Budget
•    The city would like real time budget-to-actual reporting functionality for department managers. 
•    The city would like grant and project management functionality that will recognize and manage budgets that cross fiscal years. 
•    The city would like enhanced reporting capabilities to provide more comprehensive, customizable, and user-friendly financial and operational reports. 
•    The system should improve data integration by enabling seamless information transfer, including robust import and export functionalities between the ERP system and Microsoft excel or similar platforms.
4. Accounting
•    The city would like to simplify the chart of accounts structure to align with GASB standards, reducing complexity and improving the accuracy of financial reporting. 
•    The city expects to streamline financial processes by eliminating paper-based methods, enabling document attachment, and improving document management and retention for better disaster recovery. 
•    The city expects to automate general ledger transactions, including recurring journal entries and departmental cash receipts, to minimize manual intervention and reduce errors. 
•    Transparency act, improve data accessibility, and standardize departmental reporting formats. 
•    The city expects to improve grant and project tracking by integrating comprehensive functionalities within the ERP system, enabling consistent use of project codes, automating reconciliation, and providing real-time budget comparisons.
5. Procure – pay
•    The city would like to replace fragmented procure-to-pay processes with a single, fully integrated ERP solution that unifies vendor management, requisitions, purchasing, receiving, accounts payable, and disbursements currently spread across as400 (central square), opengov, laser fiche, spreadsheets, and paper.
•    The city expects the system to establish a centralized, authoritative vendor and contract repository that eliminates duplicate vendor records, supports commodity-based searching, tracks contract limits and cumulative spend, and serves both procurement and finance without manual re-entry.
•    The system should automate and standardize procurement workflows—from requisition intake through purchase order issuance and change management—to reduce manual workarounds, enforce city approval thresholds, and improve consistency across departments.
- Treasury
•    The system should automate and streamline cash receipting and reconciliation processes currently performed manually (e.g., batch creation, keying payment codes, balancing one-sided track-it transactions, and excel-based bank reconciliation with truest) to improve accuracy, timeliness, and staff efficiency.
•    The city wants to replace fragmented treasury systems with a single, integrated ERP platform that serves as the system of record for cash receipts, online payments, disbursements, and bank reconciliation, reducing reliance on disconnected solutions such as as400, track-it, point and pay, core, rec track, cry wolf, and manual binders.
•    The system should increase automation and accuracy across treasury operations by minimizing manual data entry, enabling automated posting and reconciliation, and fully leveraging ERP functionality to improve efficiency, auditability, and data integrity.
- Human resources
•    The city expects to transition from its current multi-system environment to a single, integrated ERP platform that supports end-to-end HR processes and reduces duplicate data entry.
•    ERP to provide secure self-service for employees and supervisors to manage personal data, benefits enrollment and life-event changes, training records, performance evaluations, incident reporting, and required acknowledgements.
•    ERP to support effective-dated records, standardized retention rules, and secure document management aligned with its current records purging practices and regulatory requirements for personnel, medical, benefits, and risk-management files.