Cloud-Based Enterprise Resource Planning System and Implementation Services

The Vendor is required to provide a cloud-based Enterprise Resource Planning (ERP) system with full implementation services.
- Solution will replace the Town's current platform and serve as the centralized hub for finance, human resources, payroll, utility billing, parks and recreation, and financial planning operations.
- Finance & Accounting (ERP)
• General Ledger with fund accounting and multi-fund support
• Accounts Payable and Accounts Receivable
• Fixed Asset Management
• Purchasing and procurement workflow (requisitions, POs, approvals)
• Bank reconciliation and cash management
• Month-end and year-end close processes
• Audit trail and role-based financial controls
- Financial Planning & Analysis (FP&A) / Budgeting
• End-to-end budget lifecycle: request, draft, review, adoption, and amendment
• Budget versioning and comparison (requested vs. recommended vs. adopted)
• Real-time budget-to-actual reporting including encumbrances
• Configurable approval workflows with role-based access
• Capital budgeting and long-range planning support
• Automated alerts when spending approaches budget thresholds
- Human Resources & Payroll (HCM)
• Employee records, onboarding, and lifecycle management
• Payroll processing for regular, hourly, and seasonal employees
• Benefits administration and open enrollment
• Time and attendance tracking
• Position control and workforce planning
• Compliance with state public sector payroll requirements
- Utility Billing
• Customer account management and service order processing
• Automated billing cycles with meter data integration
• Consumption monitoring with automated exception alerts (high/low thresholds)
• Disconnect/reconnect workflow with real-time payment visibility
• Customer self-service portal for payments, account management, and service requests
• Automated payment reconciliation
• Integration with payment processors and Town's meter data management system
Parks & Recreation
• Program registration and facility reservation management
• Reporting by revenue stream, facility, and program
• Support for consolidated or integrated payment processing across departments
• Integration with point-of-sale systems for recreational facilities, concessions, and golf operations
- Point of Sale (Enterprise-Wide)
• Integrated point-of-sale supporting multiple departments including Parks & Recreation, concessions, golf operations, and other Town revenue-generating functions
• Merchant processing with automated GL posting and revenue reconciliation
• Support for consolidated or integrated payment processing across departments
• Configurable by department with unified reporting and audit controls
- Implementation Services
• Project management and dedicated implementation support
• Business process analysis and configuration planning
• Data migration from current systems (with Town participation in validation)
• System configuration, testing, and user acceptance testing (UAT) support
• Training for administrative staff, department users, and system administrators
• Change management support and go-live planning
• Post-implementation hypercare support (minimum 60 days)