1-0619-093026 RFP Enterprise Resource Planning (ERP) System Software.pdf

REQUEST FOR PROPOSALS

RFP# 0619-093026

Enterprise Resource Planning (ERP) System Software

Proposal Release Date

Monday, July 13, 2026

Mandatory Pre-Bid Meeting

Tuesday, July 28, 2026 @ 1pm, EST

City Hall Auditorium

City of Nashua

229 Main Street

Nashua, NH 03061 or via ZOOM

Proposal Submittal Due Date

Wednesday, September 30, 2026 @ 3pm EST

To

Amy Girard, Purchasing Manager

City of Nashua

229 Main St

603-589-3330

City of Nashua

RFP# 0619-093026 Page 2

REQUEST FOR PROPOSALS

RFP# 0619-093026

Enterprise Resource Planning (ERP) System Software

Introduction

The City of Nashua, NH, herein referred to as “the City”, is seeking proposals from qualified vendors that possess outstanding qualifications, experience and knowledge to provide a fully integrated, Windows-based, ERP system that includes a full suite of Financial, Payroll, Human Resources, Tax and Utility Billing modules. Additional aspects are also of interest, such as Document Management, Licensing and

Permitting, Event Management and Timekeeping. The specific functional areas and services requested in this Request for Proposal (RFP) are detailed in Section II – Scope of Work.

Objectives

The City is looking to upgrade or replace its current system(s) with a fully integrated cloud-based solution which embeds best business practices in the software. The City is interested in vendors that can incorporate as many of the functional areas that are detailed in Section II – Scope of Work. In the event that a functional area is not available, integration with the City’s existing systems will be considered. To maintain security of the City’s infrastructure, the names of the existing systems will only be revealed to the successful bidder.

The proposed solution should have demonstrated successful implementations in at least 5 cities and 5 school districts within the past five years, who are similar in size, requirements and complexity. This solution should be highly configurable to meet the varying needs of the City.

The awarded contract will be with the ERP vendor as the prime contractor. If the ERP vendor wishes to use an integration partner, the City would prefer that the partner be a subcontractor to the ERP vendor.

The City will reserve the right to accept or reject any proposed partners, while retaining the ERP vendor’s solution.

The proposed solution is to be used by all City departments, including School District, DPW, Police, Fire, and Library. For this reason, all departments’ needs shall be given adequate consideration in the development of project policies and activities. Stakeholder input from each department will be sought throughout the project.

Proposals submitted in response to this RFP, including the vendor’s responses to the Requirements matrices, will be included as part of the final contract terms for the selected vendor.

The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding to this RFP. All proposals become the sole property of the City. This RFP is not a binding contract and alone shall not be interpreted as such.

RFP# 0619-093026 Page 3

Table of Contents

Introduction

Objectives

Section I – Background and General Information

Organization Overview

Project Background

Table 1 – Transactional Statistics

Project Timeline

Section II – Scope of Work

Use of Artificial Intelligence

Requirements

Financial Components

Human Resources/Payroll Components

Billing Components

Software Solution Components

Project Management Services

Planning

Implementation Plan

System Integration Plan

Data Conversion Plan

Table 2 – Data Conversion

Data / System Interface Plan

Table 3 – Current Interfaces

Test Plan

Training Plan

Documentation

Pre and Post Go-Live Support

Section III – RFP Guidelines and Schedule

Table 4 – Proposal Timeline

Section IV – RFP Evaluation

Evaluation Method

Short List Selection

Demonstration Scenarios

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Final Selection

Solution Confirmation / Best and Final Offer

Contract Negotiation

Evaluation Criteria

Stage 1

Stage 2

Stage 3 – (short-listed vendors only)

Section V – RFP Response Requirements and Format

Table 5 – Response Format

Title Page

Letter of Transmittal

Table of Contents

Executive Summary

Company Background and Experience

Project Understanding

Project Staffing and Organization

Project Work Plan and Schedule

System Description

System Functionality

Table 6 – Requirements Worksheets rating legend

Software Maintenance, Updates and Support

Cost Proposal

Client References

Exhibits

Section VI – City of Nashua Standard Contract Terms

Definitions

Independent Contractor Status

Standard of Care

City of Nashua Representative

Changes to Scope of Work

City of Nashua Cooperation

Discovery of Conflicts, Errors, Omissions, Ambiguities, or Discrepancies

Termination of Contract

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A. Termination, Abandonment, Or Suspension at Will

B. Termination for Cause

C. General Provisions for Termination

Dispute resolution

No damages for Delay

Insurance

Indemnification

Fiscal contingency

Compensation

Compliance with applicable laws

Nondiscrimination

Assignment, transfer, delegation, or subcontracting

City inspection of contract materials

Disposition of contract materials

Public records law, copyrights, and patents

Final acceptance

Taxes

Non-waiver of terms and conditions

Rights and Remedies

Prohibited Interests

Third Party Interests and Liabilities

Survival of rights and Obligations

Severability

Modification of contract and Entire Agreement

Choice of Law and Venue

Bond

Data Security

Confidentiality

Appendix A – Requirements Worksheets

Appendix B – Pricing Format

Appendix C – Client References

Appendix D – State and Federal Reporting

Appendix E – RFP Checklist

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Section I – Background and General Information

Organization Overview

Located 45 minutes from Boston on Route 3, The City of Nashua, New Hampshire (often called the “Gate

City”) covers 32 square miles in Hillsborough County and along the Merrimack River in southern New

Hampshire. It is the second largest city in New Hampshire and is the center of a diverse and dynamic population of about 90,000, with an operating budget of approximately $384M. The City is governed by an elected Mayor and an elected Board of Aldermen. The Board of Aldermen is the governing body of the

City of Nashua and as such is the policy-making entity of the City, except where otherwise expressed in the City Charter. The Board of Aldermen consists of nine (9) ward aldermen elected for a term of two years at every municipal election and six (6) at-large aldermen elected for a term of four years.

The Board of Education is the governing body for the City’s dependent school district with an enrollment of approximately 10,000 students, with the Board of Aldermen approving the annual budgets.

Project Background

The City’s current ERP system is housed on-site and includes applications Account, Cashiering, Human

Resources, Payroll, Reporting, Procurement Inventory. Over the years, the City has had to incorporate additional system to cover such items as Budgeting, Waste Water Billing, Property Tax Billing (including the Abatement, Credits & Exemptions, and the Lien process), Welfare, Vital Records & Contracts, Licensing

& Permitting, Code Enforcement, Land Management Systems, Timekeeping & Scheduling, and Document

Management.

With the current version of the ERP system coming up on End of Life (EOL) in 2030, it is prudent that the

City conducts an adequate review of current ERP systems available today. As technology changes, the

City is looking for a modern scalable solution that will increase efficiencies, consolidate many of its different systems, and lower total cost of ownership. It’s imperative that a new solution satisfies the needs across the entire organization, consisting of City, School District, DPW, Police, Fire and Library.

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Table 1 – Transactional Statistics

Financial: Payroll/Human Resources:

Category Value Category Value

Full-time users

Number of full and part time employees

Concurrent licenses

Number of payroll checks processed per year 110,000

Number of actively used funds

Number of PAF’s processed each year 12,500

Number of legal entities 1 Number of pay codes 471

Number of actively used budget cost centers – annual operating 155

Number of deduction codes

Number of actively used budget cost centers – multi-year projects 290

Number of job rate classes

(Active Positions) 1,200

Number of assets, liability and equity accounts 2,000

Number of job applications received per year 4,100

Number of revenue accounts 1,275 Number of Evaluation Cycles 2

Number of transfer accounts

Number of Training Classes offered per year >200

Number of recurring journal vouchers (daily, weekly and most monthly) 1,400

Number of A/P checks processed per year 19,600 Other:

Number of purchase orders created per year 7,400

Number of commercial customers receiving monthly utility bill 3,000

Number of fixed assets

1,988

Number of residential customers received quarterly utility bill 21,000

Number of grants received

Number of tax bills mailed out every year (July and December) 28,900

Number of vendors 15,000

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Project Timeline

The City feels that a phased approach for implementation is the best option given the varying deadlines of each department. Dealing with both calendar year and fiscal year terms, it is virtually impossible for the City to convert to a new system simultaneously. For planning purposes, the City has identified a total implementation timeframe spanning 48 months from contract acceptance for the successful completion of all activities. The core financial functions would be migrated first, with HR and Payroll functions following behind. The vendor is requested to assess and confirm this timeframe or suggest other optimum timelines that more readily support the vendor’s proposed solution and associated resource requirements. It is also the vendor’s responsibility to work with City staff to update interfaces with all systems (current ERP, etc.) to continuously support the City’s operations throughout this project as proposed modules are implemented. It is the intent of this RFP to incorporate as many of the separate systems as possible that the City currently utilizes into a single cohesive system.

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Section II – Scope of Work

Use of Artificial Intelligence

The City embraces the use of Artificial Intelligence (AI) in software applications under the guidelines that no confidential, proprietary, or personally identifiable information is ever submitted to public AI platforms at any time.

The Contractor may use AI tools to support software development activities such as code generation, documentation, testing, debugging, and requirements analysis, provided that all AI-generated outputs are reviewed, validated, and approved by qualified personnel before delivery. AI shall be used solely to improve efficiency and productivity and shall not replace professional judgement, quality assurance, or compliance with applicable laws, regulations, contractual requirements, and organizational standards.

The Contractor must identify the extent of AI being utilized in the proposed solution and knowingly remains fully responsible for the operation, accuracy, security, originality, and quality of all deliverables of any AI content or AI-assisted tools.

Requirements

The City intends to acquire and implement a suite of applications that will meet present and future needs.

The selected vendor will implement a system that is based on proven solutions that use current technologies. The software vendor’s solution must be inclusive of data conversions, software installation, configuration, and licensing and any related professional services.

The City expects to award a maintenance contract for ten (10) years with five (5) one-year options to renew.

It is imperative that the vendor’s ERP solution must offer the following:

• All modules should be fully functional solutions with workflow management that will provide multiple levels of processes and approvals

• Security functionality in the system should be flexible, provide controls that meet the latest auditing standards and are in accordance with best practices in the industry

• Seamlessly integrate employee access across the City’s multiple Windows Active Directory domains using single-sign-on (SSO) and existing multi factor authentication (MFA) technologies

• Basic financial processes such as closing year-end and opening new fiscal year should be automated and require no developer intervention

• All systems quoted should provide user defined fields and full export functionality into Excel and pdf as well as provide flexible standardized reporting

• The system should provide customized ad-hoc report writing capabilities

In addition, the vendor’s solution must substantially meet the following requirements that the City deems to be critical and the vendor must make a statement to this effect in their proposal:

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Financial Components

Accounts Payable

• Common vendor master file with the purchasing module

• Integration with core financial modules

• Budget checking functionality on non-purchase order transactions

• Ability to generate required warrants for city and school district

• Ability to create recurring invoice transactions

• Fully functional 1099 tracking and generation

• Catch duplicate invoices

• Works with document management functionality

• Integration with supporting software

• Automatic uploading of invoicing into software by the vendor

• Multiple payment type options (Check, ACH, Credit Card)

• Upload capability

• Utility billing tracking and reporting

• Workflow approval

• Ease of closing the fiscal year

• Open receiver report

Budget Management

• Ability to develop multiple year budgets, 3, 5 and 10-year forecasts

• Integration with core financial modules, as well as human resources, payroll and timekeeping

• Base line budget generation along with what-if scenario and flexible forecasting functionality

• Ability to generate payroll forecasts with what-if scenarios that are linked to both position control and payroll for real-time costing – this can be in the budget, payroll or human resources modules

• Ability to cost multiple contracts based on position and contract provisions/rules

• Ability to present and manage budgets in a variety of formats including program budgeting

• Detail line item by department budget capability (needs assessment into budget)

• Budget presentment for department proposed and adopted budget

• Multiple fund budget capability

• Narrative and table capability

• Workflow for budget approval with open positions and current staff

• Capital project projection

• Replace City’s existing Budget Management system or Integrate

Bank Reconciliation

• Flexible file import functionality to accommodate bank data formats

• Ability to generate required reporting

• Bank reconciliation program

• Credit Card reconciliation

• Student activity reconciliation

• Upload capability

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Purchasing

• Common vendor master file with the accounts payable module including multiple remit-to addresses

• Budget checking functionality on requisitions

• Ability to house and track multiple-year encumbrances

• Ability to have workflow management process with multiple levels of approvals

• Fully functional encumbrance system that integrates with accounts payable and general ledger and is able to roll balances over into the new fiscal year

• Ability to attach documentation to both the requisition and purchase order, at the time of creation and after being issued

• Capability to add notes to the purchase order, both to the vendor and internal notes

Accounts Receivable/Billing/Cash Receipts

• Full integration with all core financials

• Flexibility to define and track various types of goods and services

• Ability to track labor costs for outside services provided by the city and integrate with payroll module

• NH Property Tax Billing

• Misc. or general billing for multiple functions and departments

• Permit billing (add permit module)

• Invoice billing

• Grants billing

• Receipting module

• Aging reports

• DRA MS61 reporting

• Upload capability

• Ability to have student accounts

• Facility rental management

• Online customer payment portal

• Parks and rec receivable module (create section)

Contracts Management

• Fully functional contract management capability that includes tracking insurance, key dates, bid information, change orders and other industry-standard items

• Ability to integrate with purchasing and accounts payable modules

• Electronic signature integration

• Contract execution and storage

• Contract closeout and archival

• OCR capability for scanned contracts

• Role based routing

• Automated notifications and reminders for contracts expiring

• Insurance certificate tracking

Fixed Assets

• Fully functional GASB 34 compliant system that will integrate with accounts payable and generate depreciation posting and audit reports

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• Ability to record both depreciable and non-depreciable items regardless of capitalization threshold

• Inventory management that connects to purchase orders

General Ledger

• Ability to work in three open fiscal years

• Flexibility to handle multiple segments to comply with City and School NH State and GASB reporting requirements

• Ability to support unlimited number of funds, to define multiple-year funds, and to segregate between multiple-year and lapsing funds

• Period driven system (not date driven)

• Auditor access

Grants and Project Accounting

• Fully functional tracking of revenues and expenditures for a variety of municipal and school projects such as capital construction or grant funded expenses

• Ability to maintain independent hierarchies to support reporting across funds, cost centers, object, program or other account segments and integrate with core financials and payroll

• Ability to track multiple funding sources for all projects

• Ability to track a multi- year review of grants

• Fully integrated project accounting system including salaries, benefits and indirect costs for City and schools

• Auditor access

• Strategic Ledger for Police

Financial Reporting

• Ability to export to multiple formats including Excel and pdf

• Flexible filtering and querying capability

• System interface with third party report generators if needed

• Ability to generate reports that meet the needs of the School District and the City. The School District has completely different reporting requirements than the City. They necessitate a system that can produce customized reports to meet ALL reporting needs.

• NH State and Federal reporting for City and School (DRA, DOE25)

• Auditor access

• Run historical data from previous years

• Recreate historical reports

• Ability to create custom reports with reoccurring updates

Human Resources/Payroll Components

Applicant Tracking/Online Job Applications

• Ability to support the management of all city and school applicants, tracking all required information

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• Ability to maintain both current and historical data

• Ability to integrate with position control to tie into open positions

• Seamlessly integrate tracking into the employee records (interview to hire) and onboarding

• Mobile access for applicants in a secure platform

Leave Management

• Fully functional solution that supports multiple contract obligations

• Ability to support single employee holding multiple positions

• Ability to integrate with other human resources modules, payroll, timekeeping and core financials

• Flexible filtering and querying capability

Position Control

• Fully functional workflow management solution for an easy configuration for yearly pay increases

• Ability to support single employee holding multiple positions

• Ability to track, support and generate reporting of current and historical data relative to all positions within the city and school district

• Ability to integrate with other human resources modules, payroll, and budget management

Timekeeping and Scheduling

• Eventually replace City’s existing Timekeeping system but integrate for the next 3 years

• Fully functional solution that supports multiple contract obligations

• Ability to support single employee holding multiple positions – charge time to different cost centers or departments in any pay period

• Ability to integrate with Human Resources, Payroll and core Financial modules

• Ability to schedule and track various pay types – regular vs over time,

• Ability to schedule and track various pay cycles – weekly, bi-weekly, monthly

• Flexible filtering and querying capability

• Communicate with on-prem timeclock devices

• Provide a secure web-based interface

Benefits Management

• Fully functional solution that supports multiple contract obligations

• Ability to support single employee holding multiple positions

• Ability to perform mass updates in employee/employer contributions and link to master deduction file

• Ability to integrate with other human resources modules, payroll, timekeeping and core financials

• Flexible file import functionality to accommodate vendor data formats

• Ability to run open enrollment (portal)

• Ability to send information to the insurance carriers

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Personnel Management

• Fully functional personnel workflow management solution that will support all activities within the employment cycle from hiring to separation

• Ability to perform mass updates in salaries and link to payroll module

• Ability to generate payroll forecasts with what-if scenarios that are linked to both position control and payroll for real-time costing – this can be in the budget, payroll or timekeeping modules

• Ability to integrate with other human resources modules, payroll, and timekeeping

• Ability to support single employee holding multiple positions

• Flexible reporting functionality to comply with the latest federal and state laws, regulations and professional standards

• Ability to forecast multi-year contracts with wage/step increases

• Ability to fill out and track, fill out and review personnel files

• Electronic personnel files

• Easy way to track professional development

Payroll

• Fully functional payroll workflow management solution that will support multiple pay cycles, pay types, deductions, contract obligations and state taxes

• Ability to support single employee holding multiple positions

• Ability to integrate with all human resources modules, timekeeping and core financials

• Ability to encumber remaining pay by position

• Ability to generate payroll forecasts with what-if scenarios that are linked to both position control and payroll for real-time costing – this can be in the budget, payroll or timekeeping modules

• Ability to cost multiple contracts based on position and contract provisions/rules

• Generation of checks outside the pay cycle

• Ability to customize the layout of live checks and paystubs

• Ability to generate W-2

• Ability to support files to be transferred to banks and other vendors and the state for retirement

• Ability to adjust as needed to comply with CBA requirements, union contracts or new federal, or state laws

• Integration of federal and state tax laws

• Ability to calculate retro pay easily

• Ability to set parameters to be able to flag errors with an alert

• Calculate alternate rates for Fire, Police, DPW and custodians i.e., longevity, education, stipends

• User friendly Employee self-service interface

• Mobile access for employees to see W-2, paystubs and in a secure platform

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Training

• Ability to track, support and generate reporting of current and historical training, licenses and certifications for all positions within the City and School District for the purpose of certificate maintenance and salary determination

• Ability to support single employee holding multiple positions

• Ability to integrate with other human resources modules and payroll

• Ability to host and registration of workshops, and then integrate to the personnel administration module.

Billing Components

Utility Billing

• Interactive Entry/Edit of Customer Account Information including ID, Status Code, Parcel ID, Route, Cycle, Meter ID, Meter Serial, Meter Specs, etc.

• Calculate consumption and average usage from meter readings

• Provide exception reports for missing, high, low readings

• Provide user defined tolerances

• Allow for contract or other non-meter-based consumption

• Capability to assess all charges to a single account and/or service

• Each service billed must be allowed to have its own cycle

• Determine minimum charges when no meter reading is available

• Ability to "hold" a customer from a billing cycle, track "on demand" billings and produce final billing for all services

• Process adjustments against a customer account

• Assess penalties, surcharges, interest and/or discounts

• Print bar-coded account number on remittance and generate mailing labels for customers.

• Generate billing copies for landlords, property managers, trusts or other interested parties.

• Provide inquiry to customer and other historical data based on account number, part of name, address, parcel ID, etc.

• Provide rate setting analysis including consumption by account types, revenue history, and projections

• Provide an Accounts Receivable function or interface and track collection activity and lien notes

• Support cash receipts processing with upload capability

• Interface to Generalized Cashiering Function, Receipt Control and Reporting, Direct Debit Account, Automatic Card Charge, Online Customer Payment

• Ability to integrate with core financials

• Billing services include Wastewater, solid waste and septic pumping station charges

• Replace City’s existing Utility Billing system or Integrate

Tax Billing

• Ability to integrate with core financials

• Ability to integrate with City’s Assessing system for ownership, property value, exemption and credit information

• Replace City’s existing Tax Billing system or integrate

• Ability to convert liens to tax deeded property, generate a tax deed

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• Prepare all notices, including delinquent, reminder, tax statements, lien, and deed notices

• Prepare Registry of Deeds Lien and Lien Release Reports

• Prepare State of NH DRA MS 61 report, Cash receipts, uncollected, abatement, tax deeding and refund reports

• Scan and attach check payments

• Document Management system for source documents

Software Solution Components

The City has prepared requirements worksheets by functional area to be completed by the software vendor. These worksheets are an integral piece of the RFP and will form part of the basis for scoring the software vendor’s overall response. The worksheets are meant to determine how much of the required functionality each vendor’s product can provide. The requirements are weighted and will be scored based on the vendor’s response. The entire set of requirements worksheets are subject to verification at any time during the procurement process. If such verification determines that a vendor misrepresented product functionality, they may be disqualified. It is therefore very important that vendors complete the worksheets accurately as it will affect their opportunity to be considered further in this procurement.

The requirements worksheets are described in Appendix A and need to be completed and submitted electronically as part of the RFP response submittal. The electronic version of this RFP document can be downloaded via the City’s website using the following URL:

https://www.nashuanh.gov/Bids.aspx

Please note that each functional area identified in the previous section is not necessarily broken out in the same manner as the requirements worksheets. There are separate tabs for each functional area.

There is also a place in the worksheets to record additional information to describe/clarify the line item as necessary. The worksheets identify several areas that the City is interested in pursuing, and it is understood that not all of them may be available in a single solution.

Project Management Services

The vendor shall assign a Project Manager dedicated and available for the entire duration of the project.

This Project Manager may only be replaced upon approval by the City. The City project management team will work with the vendor’s Project Manager(s) to coordinate all project activities. All communications between the City and the vendor shall be coordinated through their respective Project Managers.

At a minimum, the vendor’s Project Manager shall be responsible for the following:

• Managing the day-to-day activities required to successfully implement the vendor’s solution

• Providing periodic updates to the Project Work Plan and Schedule. Minor changes to the plan are subject to approval by the City’s Project Management. Major changes must be approved in a written change order to the Contract

• Developing a Project Staffing Plan that includes vendor and City staffing, level of participation in the project, and timing on when the staff members need to be available to work on the project.

https://www.nashuanh.gov/Bids.aspx

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The City requires the vendor to staff the project with seasoned professionals with relevant public sector experience

• Submitting bi-weekly Status Reports, including quarterly Executive reports

• Taking part in regularly scheduled status and communication meetings

• Working with the City’s Project Management to prepare agendas for project status meetings that highlight plans and major issues

• Leading the combined project team to identify, manage, and address issues that arise throughout the course of the implementation

• Communicating and coordinating the activities of the vendor’s staff

• Working with the City’s Project Management to ensure that the project stays on-track and within the established budget

• Developing a Project Scope Change Plan to include:

✓ Change Request Recording

✓ Change Request Evaluation

✓ Assessment of impact of the change to the project

✓ Change Request acceptance procedures

✓ Integration of the changes into the implementation

✓ Documentation of the changes

Planning

The vendor shall work with City staff and will be responsible for planning and executing all phases of the system life cycle. This includes, but is not limited to Planning, Analysis, Design, System Implementation, Data Conversion, Interface Implementation, Testing, Training, and System and Program Documentation.

As part of planning, the vendor shall include a high-level outline for an Implementation Plan that includes the implementation strategy, cultural change management plan, and the strategy for transitioning from existing legacy systems to the new ERP System while considering interim interfaces and the impact on City operations as legacy systems are phased out.

Implementation Plan

The City requires that each vendor prepare a high-level outline of an Implementation Plan stating the required tasks, estimated hours, responsibility, major deliverables, and timing. At a minimum, the RFP response will cover the following areas:

• Implementation approach

• Installation of proposed application solution in a test and production environment

• Application set-up (tailoring, configuration, end-user set up)

• Workflow design and configuration

• Forms design and configuration

• Application-level security design and configuration

• Design and development of customized reports

Each implementation task should define the level of resources required, timing of resource needs and deliverables for both the system provider and the City. The successful vendor will be expected to submit

RFP# 0619-093026 Page 18 a detailed version of the Implementation Plan encompassing the time frame between Contract execution and project completion.

The City recommends a phased implementation approach with core financials and benefits related items transitioning based on the Fiscal year calendar (ending June 30) while payroll functions need to transition on the calendar year.

System Integration Plan

The Systems Integration Plan shall include:

• Integration methodology

• Approach to phase out legacy applications and to support those legacy applications which must be incorporated into the total system

• Plan to address any unavoidable custom code, and 3rd party integrations included in the vendor’s overall solution

• Types of existing integration technologies and interfaces available, including previously built interfaces to other systems identified in this RFP

• Methods used to gather and document detailed requirements, and translate these detailed business requirements to the design of a software configuration, customization and integration of the business rules, workflow, user interfaces, and reports.

Data Conversion Plan

The vendor shall utilize their data conversion tools/methodology to perform database conversions for the

City’s existing database and other ancillary systems.

The City’s project team has determined the degree of data conversion/migration necessary on a functional area basis. For areas/modules that are deemed to need data imported/migrated from existing applications, the City’s technical staff will export data fields in a flat file format (e.g., CSV, ASCII) suitable for import into the new system and allow the vendor the ability to develop their mapping and conversion routines.

The vendor will be required to provide all tables and field mapping, conversion, and import routines to the City’s technical staff for verification and validation review. The vendor is ultimately responsible for data conversion.

The following table is not necessarily all inclusive, but is intended to provide an idea regarding the data the City anticipates needing to be converted to the new system:

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Table 2 – Data Conversion

Module Data to Convert

Core Financial

General Ledger 5 years data. All years should be detailed

Projects/Activities Same as GL (will be derived from GL mapping), capability to convert to State GL coding

Grant Management No data to convert (no existing system)

Budget Management 5 years (in line with the number of years of GL data converted)

Purchasing/Contracts All open purchase orders and 5 years of history

Vendor Master File All vendor records, no one-time vendors

Accounts Payable 5 years of detailed data

Revenue Management

(AR/Billing/Cash Receipts)

5 years of detailed data

Customer Master File All customer records

Capital Assets All existing capital assets and non-capital (controllable) assets

Inventory (Fixed Assets) 5 years of detailed data

Billing

Billing Management 5 years of data (history beyond 5 years should be accessible through another stand-alone application)

Payment Processing/Cash Receipts 5 years of data (history beyond 5 years should be accessible through another stand-alone application)

Customer/Account Management 5 years

HR/Payroll

Benefits 5 years

Applicant Tracking 1 year

Personnel Administration 5 years

Training/Certification 5 years

Leave Management 5 years

Timekeeping 4 years plus current year

Payroll 4 years plus the current year, for all pay history

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Data / System Interface Plan

The City employs several interfaces for the current systems to communicate with each other. To this end, the vendor shall include an Interface Plan that describes the vendor’s methodology and implementation approach to address required interfaces.

At a minimum, all modules must be integrated, and the following systems need to be interfaced to the new ERP System through automated and secure communication protocols if they are not contained within the proposed system:

• To = Interface TO the vendor’s ERP System, FROM the listed application / sub-system.

• From = Interface FROM the vendor’s ERP System, TO the listed application / sub-system.

Table 3 – Current Interfaces

Interface Requirements Point to

ERP

ERP to

Point

Accounts Payable

1. Risk Management Software

• Claim payment information will need to be interfaced to the new ERP system in order to produce checks

X

2. Bank Entity

• Positive Pay file needs to be interfaced to the bank and be able to receive reconciliation information

Accounts Receivable

3. Credit Card Processing Software

• Receivable data will need to be interfaced to the new ERP system

4. Tax collection data

• Payment data needs to be interfaced to and from the new ERP system

5. Lockbox

• Payment data needs to be interfaced to the new ERP system

6. Fuel Software – Used to track fuel supply and sales

• Fuel sales data will need to be interfaced from the fuel system to the new ERP module to produce billings

Utility Billing

7. Scale house Software – Used to weigh solid waste and to calculate customer billings

• Receivable information will need to be interfaced to the new ERP to produce billings

RFP# 0619-093026 Page 21

ERP

ERP to

Point

8. Pennichuck – Used to track consumption of waste water

• Consumption data will need to be interfaced to the new ERP in order to calculate billings

9. Lockbox

• Waste water payment data needs to be interfaced to the new ERP

Human Resources/Payroll

10. New Hampshire Retirement System (NHRS) – Used to provide pension plans to City employees

• Contribution information needs to be extracted from the new ERP system into an XML file which will be loaded through the NHRS website

• Interface of data from NHRS to the new ERP system to automate the monthly retirement payment posting

11. Health Care Providers

• Interface benefits data to vendors, such as dental and medical providers

12. Benefits Management

• Send employee demographic information from new ERP system and receive deduction elections

13. Timekeeping Software

• Bi-directional data needs to be interfaced with the

14. Check and PO printing Software

• The City currently uses a 3rd party vendor that integrates with the current ERP system to create the desired format for checks and Purchase Orders.

15. Bank Entity

• Positive Pay file is produced from the ERP system that is provided to the bank for direct deposits.

16. Risk Management Software

• Workers Comp payment info to new ERP system to produce checks

Other

17. Document Management

• Send GL coding and vendor info X

18. Welfare Software – Used to manage welfare cases.

• Warrant and receipt data will need to be interfaced to the new ERP system

19. Assessing Software X

RFP# 0619-093026 Page 22

ERP

ERP to

Point

• Data on property characteristics currently interfaces with Tax software

20. Risk Management Software

• Employee data such as wages, addresses and other demographics will need to be interfaced from the

21. Dog License Software

• Dog license data and payment info will need to be interfaced with the ERP

22. School District SIS

• Send employee information from new ERP system X

23. School District Budgeting Software

• Send info from new ERP system or provide new Budgeting Solution

24. Custom applications

• Pull data from ERP system; i.e., Tax Abatement info

RFP# 0619-093026 Page 23

Test Plan

• Testing – The vendor shall include a Test Plan covering: unit, system, performance under normal and volume/stress conditions, fail-over, and security. The test plan shall describe the proposed approach taken with each stage of the test, the processes involved, plan to address issues encountered, testing tools utilized, acceptance criteria, and sign-off procedures.

• User Acceptance – The vendor shall include a User Acceptance Test Plan, test data, sample test scripts, plan for maintaining test data, and methods to track reports and fixes for system malfunctions.

• Final Acceptance – The vendor shall include a Final Acceptance Test Plan, test data, sample test scripts, and methods to track and ensure all detailed requirements of the program are tested and approved by the City.

Training Plan

The vendor will be responsible for providing core training to all members (estimate of 50-75 people) of the following departments: Financial Reporting/Accounting, Treasurer, Accounts Payable, Purchasing, Human Resources, Benefits, Payroll and IT Programming. This is required so these groups understand system capabilities before configuration activities begin. These groups will be responsible for assisting the vendor in documenting business processes and procedures for the configuration of the system and production of training materials. Members of these departments will then train the end users regarding daily tasks such as entering/modifying requisitions, basic system navigation, report generation, etc. The vendor shall provide training materials sufficient for the City’s use to train future staff. Vendor’s on-going training schedules, locations and costs should also be provided in the event that further training or customized training services are required in the future.

The vendor may use one or more of the following training methodologies:

• Instructor-led hands-on classroom training (on-site)

• Virtual classroom training (on-line)

The vendor shall provide electronic and hard copies of all training materials necessary for the vendor-conducted training. The City retains the right to reproduce training materials for internal training, refresher courses or for sessions for new staff following implementation. On-going training schedules, locations and costs should also be provided in the event that additional training is required in the future.

Documentation

Sample documentation does not need to be provided as part of the initial RFP proposal; however, short-listed vendors will be asked to provide, at minimum, the Table of Contents and sample chapters of key user documents, such as the Administrative and End-user manuals, systems and application diagrams, etc.

Ultimately, the selected vendor must provide complete printable documentation of the vendor's software suite.

RFP# 0619-093026 Page 24

The documentation shall include standard software materials as well as specific user documents.

Standard software is defined as that which fully satisfies the requirements of this RFP without the need for modification. Database design documentation shall completely describe both the logical and physical structure of the system’s database. The documentation shall define and describe the individual elements

(files, tables and fields) and the relationships between them. This requirement is for a complete and thorough description of the physical and logical database schematic. This will permit City staff to develop and maintain interfaces between the Vendor’s system database and other applications subsequent to project completion, and will facilitate the development of complex customized reports.

User documents are those that describe the Vendor’s software from a system administrator and end-user’s point of view. All primary users must be provided with printed or online user documentation that ideally includes both a User’s Guide (tutorial format) and a Reference Guide. All future system updates and changes must be accounted for in revised pages for manuals. This must occur simultaneously with distribution of a software patch, system update or version release.

For the selected vendor, the City will require a copy of all vendor-supplied documentation in a file format compatible with commercially available Microsoft software, such that it can be maintained, customized, and updated. Final documentation shall be easily reproducible by the City and the City shall be granted the rights to reproduce any document supplied under this contract for its own needs. In addition, the City requires a copy of the design and configuration materials that will be developed by the vendor during implementation that document all setup decisions and rules that were established for each module.

Pre and Post Go-Live Support

The vendor will be responsible for assisting the City in such tasks as planning, preparation, pre-go-live issue resolution, conversion, post go-live issue resolution, communications, etc. during the weeks leading up to and weeks / months shortly after go-live. The vendor should describe the resources, approach, and plans that will be used to assist the City during this critical time in the project.

Please note that requested information regarding the vendor’s long-term Support and Maintenance plans are addressed elsewhere in this RFP. This section should focus specifically on the pre-go-live, conversion, and post go-live support offered by the vendor.

RFP# 0619-093026 Page 25

Section III – RFP Guidelines and Schedule

The City is now accepting submittals electronically via Bonfire. Please review the electronic documents linked here, Bonfire Vendor Registration and Bonfire Vendor Submission for more information. We strongly recommend that you give yourself sufficient time and at least one (1) business day before the due date to begin the upload process and finalize your submission.

If a vendor chooses to submit their proposal outside of Bonfire, the following is an alternate option:

Submission of one (1) printed copy and one digital copy on a USB drive in sealed envelope(s) or package(s) clearly marked "RFP# 0619-093026". Proposals must be submitted in the format provided and address the item(s) specified in the RFP package. The cost proposal should be in a separate sealed envelope clearly marked with “RFP# 0619-093026 Cost Proposal.”

The USB drive shall contain two (2) separate electronic files, each corresponding to the sealed envelopes.

Failure to submit proposals in accordance with these requirements may result in the proposal being deemed non-responsive.

Regardless of the method of submission, proposals must be received in the Purchasing Department located in City Hall, Room 11 no later than the date and time specified in Table 4 below:

City of Nashua – Purchasing Department

229 Main Street

Postmarks or other timestamps will not be accepted in lieu of actual delivery. Vendors can use whatever delivery mechanism it chooses as long as it remains clear that the vendor is responsible for submissions prior to the date and time.

The time of receipt shall be considered when a proposal has been officially documented by the Purchasing

Department, in accordance with its established policies, as having been received at the location designated above. The City accepts no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall be the vendor’s responsibility.

Further details are available on the City's web site, www.nashuanh.gov, under Services; Bid Opportunities;

Current Bids and on the Bonfire website. Proposals will be opened in public on the due date and time.

Results of the proposal opening will be posted on the City's website, www.nashuanh.gov, under Services;

Bid Opportunities; Bid Results within twenty-four (24) hours of the opening.

Please note paper copies of proposal documents are not available in the City’s Purchasing Office.

The City assumes no liability for the payment of costs and expenses incurred by any party in responding to this invitation for proposals. All proposals become the sole property of the City of Nashua. This request for proposals is not a contract and alone shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

https://www.nashuanh.gov/DocumentCenter/View/28837/Bonfire-Process-Overview---Vendor-Registration https://www.nashuanh.gov/DocumentCenter/View/28838/Bonfire-Process-Overview---Vendor-Submission http://www.nashuanh.gov/

RFP# 0619-093026 Page 26

The Pre-Proposal Meeting is MANDATORY for any vendor interested in submitting a proposal for this RFP.

Vendors may attend the Pre-Proposal meeting either remotely via Zoom or in person. If you would like to attend via Zoom, please contact the Purchasing Department at purchasing@nashuanh.gov for the meeting invitation. Those choosing not to participate via Zoom may attend in person at City Hall, Auditorium, 3rd Floor, 229 Main Street, Nashua, NH 03061.

mailto:purchasing@nashuanh.gov

RFP# 0619-093026 Page 27

Table 4 – Proposal Timeline

Item Date RFP Issue Date Monday, July 13, 2026

Mandatory Pre-Bid Meeting Onsite or via Zoom

Tuesday, July 28, 2026, 1:00pm

Deadline for Vendor Questions Friday, August 07, 2026, 5:00pm

Vendor Question Answers Posted Wednesday, August 12, 2026, 1:00pm

Proposals Due Wednesday, September 30, 2026, 3:00pm

Anticipated Short List Selection Friday, October 30, 2026

Short-Listed Vendor Interviews and In-Depth Demonstrations (3 days per vendor)

Monday, November 16, 2026 to Friday, December 11, 2026

Anticipated Finalist Selection Thursday, December 31, 2026

Anticipated Project Start Date Monday, February 01, 2027

Vendors are encouraged to submit questions via email; however, the City assumes no liability for assuring accurate and complete email transmission/receipt and is not responsible to acknowledge receipt.

Inquiries must be submitted in writing, citing the RFP title/number, Page, Section, and must be received no later than the date and time specified in Table 4 above to:

229 Main Street Nashua, NH 03061 purchasing@nashuanh.gov

The City will consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue an addendum to clarify or modify this RFP. Answers to vendor submitted questions and other addenda will be posted on the City’s website www.nashuanh.gov, under Services; Bid

Opportunities; Current Bids; and on Bonfire no later than the date and time specified in Table 4 above.

The City hereby notifies all vendors that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award.

All proposals are binding for one hundred twenty (120) days following the deadline for proposals, or until the effective date of any binding resulting contract, whichever is later.

Proposals must be submitted in the format provided and address the items specified in this request. The

City may reject any or all of the proposals on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim or cause of action by any unsuccessful bidder against The City. The City reserves the right to waive any irregularities when the public interest will be served thereby.