ERP and Utility Billing System Procurement Including Implementation Services

The Vendor is required to provide to replace its existing ERP system with a proven, state-of-the-art, cloud-based ERP solution.
- Financial Management including but not limited to: General Ledger / Accounting, Budget, Accounts Purchasing / Procurement, Vendor Management, Contracts Management, Accounts Payable including Vendor Self Service, Accounts Receivable / General Billing, / Cash Management, Capital Accounting, Project and Grant Accounting, Fixed Assets Management, Bank Management / Reconciliation, Business License
- Payroll Processing including Pay Administration / Salary Management, Payroll Execution, Year-End Processing (W2s, 1099s), Salary Projections, and comprehensive analysis capabilities
- Human Resources (HR) Management including but not limited to: Core HR, Position Control, Recruitment, Employee On-boarding, Employee Master File, Benefits Administration, Leave Administration, Learning Management and Certification, Performance Reviews, Personnel Actions, Employee Self Service, Time and Attendance, Employee Separation / Off-boarding
- Utility Billing (UB) including but not limited to Customer Account and Location details, AMI and Meter Readings, Financial Management, Billing and Collection / Delinquency Management, Service Order Management
- The new ERP system should meet the following objectives, at minimum:
• Provide a single, comprehensive and integrated solution to manage the City’s financial and human resource functions;
• Reduce or eliminate the need for redundant data entry;
• Reduce or eliminate the need for manual input when preparing the annual budget and financial statements;
• Provide an up-to-date, user friendly and intuitive user interface to promote system use and productivity;
• Streamline business processes to take advantage of best practices through automation, integration, workflows, and the use of artificial intelligence;
• Provide interface capabilities with third-party systems used for training, GIS, cashiering, and others;
• Improve and provide necessary reports and access to data through inquiry or drill down capabilities; and
• Provide a vendor self-service portal and an employee self-service portal.
- Implementation Services
• Project Management, including but not limited to:
• A comprehensive project management plan, with ongoing updates throughout the project duration
• Meeting agendas and summary notes, including identification of configuration decisions
• Risk and Issue identification and management
• Project Status Reporting
• Software installation and configuration
• Business process review and redesign based on best practices identified through implementation engagements of the proposed solution with similar clients
• Implementation consulting and configuration leadership and support
• Integration leadership and support, including recommended approach identification, support during integration setup activities, testing, and implementation
• Data Conversion leadership and support, including recommended approach identification, support during data conversion activities, testing, and implementation
• Testing Support during all phases of testing, including provision of testing documentation and outcome tracking support
• End-User training, including standard training documentation which may be updated according to the City’s specific solution configuration
• Configuration and validation of required reports (previously noted)
• General solution documentation
• Software Maintenance
• Post-Implementation Support
- Solution should provide the following capabilities in terms of its user interface and other general system characteristics:
• Enhanced operational effectiveness by making more timely, accurate and complete information available to citizens, vendors, City executives, and other City personnel (i.e., dashboard, portal)
• Increased access to information and services through online portals / modules
• Improved management and public policy decision making by increasing the ability to analyze data
• Allow for ongoing upgrades of technology to support current and future core functional needs
• Utilize and manage technology in a cost-effective manner
• Continual innovation to encourage implementation of best business practices (i.e. encourage streamlining and automation of standard business transactions, enhanced and on-line capabilities, etc.)
• Enhanced features and functionality to support increased automation and operational efficiencies (i.e. automated workflow, integrated document management, use of electronic approvals / signatures, etc.)
• Improved reporting and simplified staff access to financial, payroll, human resources, and utility billing data and information for self-serve access and activities
• Robust audit and transaction logging capabilities
• Regulatory compliance to protect personal identifying information and cardholder data, and to adhere to State and Federal mandated regulations
• An intuitive, consistent (within and across modules), well-designed and browser-based user interface
• Fully integrated system where data is only entered one-time (single points of data entry) to eliminate re-keying of information but available for viewing or update as appropriate across the functions of the proposed solution
• Ability to drill into a record view to the supporting source data and documents that have been added, and to drill across from a record into related data in other, integrated modules
• Processing transactions in real-time, making data immediately available for inquiry and Reporting
• Ability to easily export information directly to Excel, including the ability to retain data formats upon export
• A well-documented and accessible API (Application Programming Interface) or web API that can be used for integrations and data extraction
• City-defined fields, reports, hot keys, and business rules/workflows
• Ability to modify setup/configuration (i.e., setup codes, report parameters, etc.) without the assistance of the software provider
• Robust security capabilities with the ability to integrate to Microsoft Entra ID and with the ability to apply security access by role, individual or member of group and apply rules for exception based on functions, departmental data, etc.
• Ability to define workflow by record-type (i.e., journal entries, time submission/review/approval, personnel action forms, etc.) and department, applicable across all appropriate modules
• Ability to view and manage workloads, assignments, and related thresholds.