1-RFI 265X901166.pdf

PROJECT MEMORANDUM | April 3, 2026 1

PROJECT MEMORANDUM

DATE: April 7, 2026

TO: System Vendors

FROM: City of Cincinnati Team

SUBJECT: Request for Information (RFI) 265X901166

The City of Cincinnati (City) has retained Berry Dunn McNeil & Parker, LLC (BerryDunn) to assist with an assessment of the current environment to determine if efficiencies may be obtained with different systems. The City currently uses CGI Advantage as both a financial suite and Vendor Self-Service (VSS) as well as PeopleSoft for HR modules. The City is issuing this RFI to acquire information to assist with reviewing vendor capabilities and solutions currently available in the marketplace as it relates to each functional area below.

The functional areas in scope of the RFI include the following:

System Functional Areas

No. Subject Area No. Subject Area

1 General Ledger (GL) and Financial Reporting 6 Fixed Assets

2 Budgeting: Operating, Personnel, and Capital 7 Human Resources (HR) and Personnel

Management

3 Accounts Payable (AP) 8 Payroll

4 Accounts Receivable (AR), Cash Receipts, and Miscellaneous Billing 9 Time and Attendance – General

Government

5 Procurement 10 Time and Attendance – Public Safety (Advanced Scheduling)

As part of this phase of the project, we are contacting the vendor community to understand the availability of modules, functionality, and the related timeline and cost with implementing a new system(s). Information collected from this RFI will inform the City’s future planning process.

The City does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted, or the City use of such information. Although "proposal" and "proposer"' may be used in this RFI, your response will be treated as information only. It shall not be used as a proposal. However, should a procurement solicitation materialize, no basis for claims against the City shall arise as a result of a response to this RFI or the City’s use of such information as either part of our evaluation process or in developing specifications for any subsequent procurement solicitation.

PROJECT MEMORANDUM | April 3, 2026 2

The following statistics are provided to assist with the development of your response:

Statistical Information Area Statistic

Total Approved Budget FY2026 $2.067 Billion (including MSD)

Recommended CY 2026 [Metropolitan Sewer District (MSD) only]

$299.2 Million

Fiscal Year July 1 – June 30

Population Served 314,915

General Ledger and Financial Reporting

Number of Funds 255

Number of Accounts

1,199 breakdowns can be found below:

Balance sheet: 273 Object: 355 Revenue: 571

Chart of Accounts Structure

City’s core account string is structured as follows:

• Fund (three digits)

• Department (three digits)

• Unit (four digits)

• Object (Expense), Revenue, Balance

Sheet (four digits)

Budgeting

Annual Operating Budget $1,287.5 Million (including MSD)

Annual Capital Budget $779.3 Million (including MSD)

Purchasing, Bids, and Contract Management

Number of purchase cards in use 70 Travel and training 140 P-card

Accounts Payable

Active Vendors 18,387

Number of Invoices Submitted for Payment Per Year 70,000+

Number of 1099’s issued per Year 350- 400

Fixed Assets

Fixed Assets Classification The City classifies fixed assets as items having a unit cost of $5,000 or more and an estimated useful life of more than a year.

Human Resources and Personnel Management

Total Number of Employees Approx: 7,660

PROJECT MEMORANDUM | April 3, 2026 3

Statistical Information Area Statistic

Included in totals above:

# of Full-time Equivalents (FTE) 6,560

# of Full-Time Employees (exempt) 4,493

# of Full-Time Employees (non-exempt) 917

# of Part-Time Employees 1,100

# of Sworn Law Enforcement Employees

972 (Police)

917 (Fire)

Number of Bargaining Groups 7

Number of Retirements Processed Per Year

2024: 208 Retirements 2025: 165 Retirements

Number of Personnel Actions Processed Per Year

2024: 16,472 Personnel Actions 2025: 15,183 Personnel Actions

Time and Attendance + Scheduling

Departments using time clocks (current list)

MSD,

Greater Cincinnati Water Works (GCWW), Department of Public Services

Number of employees to use time clocks (future)

Recreation in addition to the departments above.

Departments to potentially use scheduling functionality (future)

Police Emergency Communication Center (ECC) Fire

Number of employees to use advanced scheduling (e.g., shift swaps, bidding, minimum coverages)

ECC

Fire

Payroll

Number of W2’s per Year 2024 7,473

Pay Frequency Biweekly

Number of Employees Paid per Cycle (average) About 6,300

Functional Area Customer Department Users

Financial Modules, including:

• General Ledger and Financial Reporting

PROJECT MEMORANDUM | April 3, 2026 4

Functional Area Customer Department Users

• Budgeting (Operating, Capital, Personnel)

• Procurement

• Accounts Payable

• Accounts Receivable, Cash Receipts and Misc

Billing Human Capital Management, including:

• Human Resources and Personnel Management

• Benefit Administration

• Payroll

• Time Entry

• Advanced Scheduling

6,770

The enclosed MS Excel workbook contains six (6) worksheets where the City is requesting information related to the availability of modules, availability of functionality, implementation timeline, and cost:

• Availability of modules (Tab 1): Please respond to the list of the City’s desired modules using the indicators included in this tab.

• Availability of functionality (Tab 2): Please respond to the list of the City’s desired functionality using the indicators included in this tab.

• Implementation approach (Tab 3): Please provide your recommended phasing for the modules you provide and the related timeline for each phase.

• Cost (Tab 4): Please provide both low and high-cost estimates for the products and services included in this tab, specifically for a Software-as-a-Service (SaaS) deployment. Estimates should be detailed by the following categories:

o Software Licensing and Subscription Fees – Costs associated with software access and usage.

o Professional Services – Includes costs related to analysis, configuration, customization, project management, training, and change management.

o Hardware – Costs related to any necessary physical infrastructure.

o Travel expenses – Costs related to vendor travel.

o Interface Development Costs – Covers potential system integrations, interfaces and interoperability; see Tab 8 for details.

o Data Conversion – Covers potential costs related to Data Conversion, the vendor must perform a Minimum Viable Product (MVP) level data migration for employee information records, ensuring essential data transfer while retaining the rest in an alternate repository.

o Other Additional Costs – Any other relevant expenditures.

PROJECT MEMORANDUM | April 3, 2026 5 o Recurring SaaS Costs – Recurring costs associated with software access and usage.

o Optional Costs – Optional service offerings and software costs associated with the proposed software.

• Informational Questions (Tab 5): Please respond to the list of informational questions related to your solution.

• Potential Information Exchanges (Tab 6): This section provides a preliminary list of potential information exchanges, intended solely for informational purposes. It serves as a reference to help illustrate anticipated future system interoperability needs.

Following receipt and review of RFI responses, the City may conduct informal vendor outreach sessions. The City anticipates scheduling informal outreach sessions during the week of April 27, 2026, and requests that vendors keep their schedules open for potential participation.

Selection of vendors for these sessions will be determined at the City’s sole discretion based on responses received.

The informal outreach sessions are intended to support the City’s understanding of available solutions and may include, but are not limited to, the following focus areas:

• Firm overview and high-level software navigation

• Financial management modules

• Human Capital Management (HCM) modules

• Question-and-answer discussion

Vendors selected to participate in the informal outreach sessions will receive advance notification, along with additional details and a proposed agenda, prior to the scheduled session.

To meet the City’s requested timeline, we are asking that responses be returned by no later than 12:00 p.m. ET on Tuesday, April 23, 2026, and we would appreciate them sooner, if possible. Responses to the RFI Workbook must be submitted as MS Excel Workbooks.

Responders shall submit responses via the City’s Bonfire portal at https://cincinnatioh.bonfirehub.com/.

Questions and Inquiries, written only, will be accepted by any and all firms. Inquiries pertaining to this Request for Information must include the following in the subject line: RFI number and RFI. All written questions should be submitted through the Bonfire portal, https://cincinnatioh.bonfirehub.com/. All questions shall be received no later than 6:00 p.m. ET, April 15, 2026.

General Instructions For Submitting Information Submission of Responses to the RFI The Responder shall develop a written response to this RFI structured to comply with Section II of this RFI. While each submission will be considered objectively, the city assumes no obligation to accept to take action on any submission. The City assumes no liability for any costs incurred in preparing or submitting any submission.

Responses to this RFI must be submitted through the City’s Bonfire portal at https://cincinnatioh.bonfirehub.com/

PROJECT MEMORANDUM | April 3, 2026 6 https://cincinnatioh.bonfirehub.com/. Responses submitted by hard copy, mail, or e-mail will not be accepted.

Important notes:

• Logging in and/or uploading your file(s) does not mean your response is submitted.

Responders must successfully upload all file(s) and must click the submit button before closing time.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your response.

• If a requested file is mandatory, you will not be able to complete your submission until the requirement is met.

• Uploading large documents may take time, depending on the size of the file(s) and your internet connection speed.

• Please note the type (doc, .pdf, etc.) and number of files (one only or multiple) allowed.

The maximum file size for upload is 1,000 MB. Please do not embed any documents within your uploaded files as they will not be accessible or evaluated.

For technical questions or issues related to your submission, please contact Bonfire directly at support@gobonfire.com or 1 (800) 354-8010, ext. 2. The support team is available Monday- Friday, 8:00 a.m. – 8:00 p.m. ET. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

Submissions can be withdrawn at any time until the deadline date, at which time submissions will be considered firm and become the property of the City and will not be returned. Responder must login to Bonfire to withdraw their submission through the system. If resubmitting, Responder is responsible for submitting prior to the closing time and receiving a new email confirmation receipt. By responding to this RFI, Responders waive any challenge to the City’s decisions. The City is governed by the Ohio Public Records Laws as described below and responses to the RFI may be subject to disclosure under Ohio Public Records Laws.

Corrections and Addendums If it becomes necessary to revise any part of this request or if additional data is necessary to enable an exact interpretation of provisions in this request, an addendum will be issued. It is the responsibility of the Responder to ensure that all addenda are received prior to submitting information.

Public Records Requirements By submitting this response, the Responder acknowledges that the City is governed by the Ohio Public Records Laws. Notwithstanding any statement to the contrary, the City’s handling of any confidentiality obligations is subject to the limitations of this paragraph. Responder’s submission may be subject to disclosure under the Ohio Public Records Laws. The City shall have no duty to defend the rights of Responder or any of its agents or affiliates in any records requested to be disclosed. Confidential proprietary material must be clearly identified by the Responder as "trade secret" and easily separable from the rest of the submission. The Responder recognizes https://bonfirehub.zendesk.com/hc

PROJECT MEMORANDUM | April 3, 2026 7 and agrees that the City is not responsible or liable in any way for any losses that the Responder may suffer from the disclosure of information or materials to third parties.

Upon receipt of a public records request for which any document clearly marked by Responder as “Trade Secret” is responsive, the City will notify Responder of its intent to release records to the requestor. Responder shall have a maximum of five (5) business days beginning with the date it receives notification to respond to the City by either accommodating the requestor or pursuing legal remedies to stop the City’s release of requested information. Said notification shall relieve the City of any further obligation under any claim of Responder or any of its agents or affiliates in any jurisdiction in connection with the disclosure of such records. Responder and its agents and affiliates shall have the right to pursue legal and/or equitable remedies to stop or limit disclosure at their sole expense.

Thank you in advance for your assistance with this important project.