1-Nephi City RFP - ERP Software (4).docx

NEPHI CITY

REQUEST FOR PROPOSALS

Enterprise Resource Planning (ERP) Software

1. Introduction

Nephi City is requesting proposals from qualified vendors to provide an Enterprise Resource Planning (ERP) software solution to support the City's financial, administrative, utility, and operational functions.

2. About Nephi City

Nephi City is a full-service municipality located in central Utah. The City provides multiple utilities including electric, natural gas, solid waste, stormwater, water and sewer. The City is seeking an ERP solution that can support multiple departments while providing a unified platform for managing financial and operational data.

For proposal preparation purposes, vendors should note the following about the City's current operations:

· Approximately 50 full-time and 100 part-time employees

· City population: approximately 7,200 residents

· Target implementation/go-live date: November - December 2026

3. Project Objectives

· Implement a modern, integrated ERP solution.

· Improve financial management and reporting.

· Streamline payroll and human resource processes.

· Improve utility billing and customer account management.

· Support purchasing, budgeting, and asset management.

4. Scope of Services

Financial Management Nephi City operates on a biennial budget. Vendors should describe how their ERP solution supports the development, management, reporting, and amendment of a two-year budget. The ability to effectively manage a biennial budget will be considered an advantage during the evaluation process.

In addition, the ERP should have the following functionality:

· General Ledger

· Accounts Payable/Receivable

· Budgeting

· Fixed Assets

· Cash Management

· Financial Reporting/Annual Audit Reports/Data Exporting

· Ability to create customized financial reports Nephi City — RFP for ERP Software

Payroll and Human Resources

1. Payroll Processing

2. Employee Records

3. Leave and Compensatory Time Tracking

4. Benefits Administration

5. Time Keeping Utility Billing

· Electric

· Natural Gas

· Solid Waste

· Stormwater

· Water

· Sewer

· Meter Reading Integration

· Payment Processing Purchasing and Inventory

· Purchase Orders

· Vendor Management Benefit Integration

· Compliant with URS

· Integrates with PEHP Insurance payments

5. Vendor Qualifications Considerations

Please provide the following information regarding your qualifications:

· Company background and history

· Experience with local government ERP systems

· Experience serving municipalities with utility operations

· Experience with Utah municipalities

· Client references

· Implementation and support staff

· Timeliness for support questions and requests

· Integration with third party vendors, specifically Civic Review and Xpress Bill Pay

· Experience and integration with benefits, specifically PEHP and URS

6. Customer Support Considerations

Please provide the following information regarding your customer support services:

· Average time from submitting a support request to initial response.

· Typical resolution times for low, medium, and high-priority issues.

· Support methods available (phone, email, online portal, chat, etc.).

7. Implementation Services Considerations

Please provide the following information regarding your implementation services:

· System Configuration

· Data Migration

· Testing

· Staff Training

· Ongoing Support Services

8. Pricing Proposal Considerations

Please provide the following information regarding your pricing structure:

· Software licensing or subscription

· Implementation services

· Data conversion

· Training

· Annual maintenance and support

· Optional modules

· Any additional costs

· Contract term length and renewal options

9. Project Timeline

Vendors should provide a proposed implementation schedule, including time needed to convert data and down time for the City during data conversion.

10. Proposal Submission Requirements

· Company Summary and Qualifications

· Customer Support

· Implementation Approach

· Pricing Proposal

· Project Timeline

· Additional Information

11. Vendor Questions and Inquiries All questions and inquiries regarding this RFP must be submitted in writing. Questions may be submitted through email directly to Sara Samuelson, Finance Director, at ssamuelson@nephi.utah.gov.

All written questions and the City's corresponding responses may be distributed as an addendum to this RFP.

Question Submission Deadline: 5:00 p.m. (Mountain Time) on September 18, 2026

12. Technical and Cost Proposal Submission Vendors must submit their proposal as two (2) separate files/documents: one containing the Technical Proposal and one containing the Cost Proposal. The Cost Proposal must not be included with, or referenced within, the Technical Proposal.

1. Technical Proposal — Company Summary and Qualifications, Customer Support, Implementation Approach, Project Timeline, and Additional Information.

1. Cost Proposal — Pricing Proposal information as described in Section 8.

13. Award Methodology This is a Request for Proposals (RFP). Award will not be made on the basis of lowest cost alone. Rather, the contract will be awarded to the highest scoring, responsive, and responsible Offeror whose proposal is determined to be the most advantageous to the City, meeting the stated requirements of this RFP, based on the Evaluation Criteria set forth in Section 14.

The City reserves the right to award to the vendor whose proposal provides the best overall value, and is not obligated to award to the vendor proposing the lowest price.

14. Evaluation Criteria Proposals will be evaluated based on the following criteria:

The City may invite selected vendors to provide demonstrations or participate in interviews prior to final selection. To be invited, a vendor's proposal must meet or exceed a minimum score threshold of 85 points.

15. Proposal Submission Instructions

Proposals must be received by 1:00 p.m. (Mountain Time) on September 23, 2026. Vendors should also note the following submission requirements:

· Submit one copy of the proposal, by email or physical delivery.

EMAIL

ssamuelson@nephi.utah.gov

MAIL OR HAND DELIVERY

Nephi City Attn: Sara Samuelson, Finance Director 21 East 100 North Nephi, UT 84648

Proposals received after the submission deadline may not be considered. The City may request clarification, interviews, product demonstrations, or additional information during the evaluation process.

Nephi City reserves the right to reject any or all proposals and to award the contract in the best interest of the City.

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