2-RFP Questions and Answers (4).docx

RFP Q&A: ERP Software (NS27-106) Questions received from prospective vendors, and the City's responses, compiled for reference.

Q: The RFP lists an implementation/go-live target of November/December. Is there flexibility in that timeline? Starting implementation by November looks feasible, but going live by December would be very ambitious.

A: Yes, it's flexible. Our current contract with Caselle runs through December 31, 2026, but we should be able to adjust that end date as needed.

Q: Could you clarify how you'd like the Technical Proposal requirements (Company Summary and Qualifications, Customer Support, Implementation Approach, Project Timeline, and Additional Information) structured? Should we pull in Sections 4 and 5 and address each individual bullet point in detail, or would a summary addressing the key areas be sufficient? Also, regarding the integration requests: what are you looking to pull and push, and what information should pass back and forth with both CivicReview and PEHP? What do you mean by “integration” here — we have our own Permitting and Land Management (LAMA) solution, so would responding with our solution to replace CivicReview be an option, or are you sticking with CivicReview?

A: Yes, that's correct — the technical proposal should encompass all of the sections mentioned above. Regarding Civic Review, we'll be pulling payment data through Xpress Bill Pay. The PEHP data will only include the calculation of insurance payments due, not actual insurance information. At this point, we'd like to proceed with Civic Review.

Q: What systems does the City currently use for financial management, utility billing, payroll, human resources, and timekeeping? How many years of historical data must be converted from the City's existing systems into the new ERP solution? What is the approximate number of active utility accounts and meters currently managed by the City? Will the City accept a cloud-hosted/SaaS ERP solution, or is a specific hosting/deployment model required?

A: We currently use Caselle for our core software, along with Xpress Bill Pay for online payments. We'd like 8 years of historical data converted, or as much as Caselle allows. We process about 4,500 utility bills per month, and in 2025 we paid roughly 6,500 invoices (this can fluctuate). Cloud hosting is acceptable.

Q: Does the City require a single vendor to provide all modules and functional components in the RFP, or may a vendor propose only selected portions of the scope — for example, just Utility Billing and Customer Support/Customer Service?

A: At this time, we're seeking a single software solution that can meet all of our requirements on a unified platform. If we're unable to find an all-in-one solution, we may issue a separate RFP in the future for specialized, single-purpose software.

Q: Would the City consider a best-of-breed proposal limited to budgeting and capital improvement planning (CIP) — specifically mBUDGET and mCIP — integrated with the City's selected ERP system, rather than a complete ERP covering accounting, payroll, HR, and utility billing? Would this be evaluated for a separate award, or must each proposer provide the complete ERP solution?

A: At this time, we're seeking a single software solution that can meet all of our requirements. If we're unable to find an all-in-one platform, we may issue a separate RFP in the future for specialized, single-purpose software.

Q: What software is the City currently using? What are two or three main priorities for improvement, or reasons for making a change? The RFP's stated go-live date is December of this year. If an agreement were signed the week after proposals are due, that would leave less than two months for implementation — we would not be able to meet this timeline. Is that a deal breaker?

A: We currently use Caselle. The main reasons for the change are customer service/support wait times, and wanting to keep our automatic integration with Xpress Bill Pay. On the timeline: it's not a deal breaker. Our contract with Caselle ends in December, but we could extend it if needed — we know this is a tight timeline.

Q: How tied is the City to Xpress Bill Pay? A real-time integration isn't available with our system — Xpress Bill Pay would require exporting a file from their system and importing it into ours, since we use our own natively integrated payment solution (Tyler Payments) rather than third-party vendors like Caselle does. Has the City seen demos from other ERP vendors, and if so, what stood out — positively or negatively?

A: Admittedly, this is a sticking point for our staff — they've been adamant about wanting real-time integration, as it's one of the main reasons we're switching in the first place. That said, please submit a proposal anyway, as there are many factors we'll be weighing.

Q: How many utility bills does the City send out each month, and how many invoices did the City pay out of accounts payable last year?

A: We process about 4,500 utility bills per month. In 2025 we paid around 6,500 invoices; this is an estimate and can fluctuate.

Q: Would the City consider extending the proposal submission deadline by one week — from September 23, 2026 to September 30, 2026 — to give vendors time to incorporate the City's answers (due September 18) into their proposals?

A: There's an urgency to get started, so our immediate response is not to extend the deadline. We're happy to keep answering questions in the meantime.

Q: Does the City's current ERP system have Utility Billing built in, or is it interfaced through another system such as Neptune 360? Is it permissible to submit a proposal for an ERP system that integrates with a third-party UB partner?

A: Our current software has utility billing fully integrated. We're looking for a solution that has all of the features and capabilities built in.

Q: What are your overall objectives for why you want to evaluate a new system?

A: We're seeking a single software solution that can meet all of our requirements on a unified platform.

Q: How many users need ERP/accounting access, broken out by full access vs. view/approve only? Is Nephi City a single entity, or are there related entities/component units to include? How many departments, and how is each currently processing payments?

A: We need 5 users with access. Nephi City is a single entity. We have several departments but process all payments in one office under our software. We bill for electricity, gas, sewer, and garbage.

Q: Is November–December 2026 the target for go-live, or project kickoff?

A: Our current contract with Caselle runs through December 31, 2026, but we should be able to adjust that end date as needed.

Q: What system(s) are you using today? (Accounting, payment processing, spend management, etc.)

A: Caselle.

Q: How many funds are you operating under, and at what level do you budget — fund, department, or object code? How many fixed assets do you have? How many bank accounts/financial institutions need reconciliation, and which ones? What's the average number of invoices per month, and average lines per invoice, citywide? Do you have any grants requiring separate tracking/reporting?

A: We have 17 funds and budget by department. We have 665 current fixed assets. We have 12 accounts that are reconciled monthly. We process about 4,500 utility bills per month. In 2025 we paid around 6,500 invoices; this is an estimate and can fluctuate. We have grants periodically that need tracking.

Q: Should we assume 50 full-time and 100 part-time employees for payroll scoping? Any specific payroll needs we should be aware of? Is time tracking tied to specific jobs/projects, or just for payroll purposes? What specifically do you need integrated with PEHP insurance payments, and what data needs to flow into the ERP?

A: Those numbers are correct. We do need the ability to have employees clock in and out, with time off tracking and schedules. We need to be able to calculate the PEHP payments — that is the only information that we need.

Q: What are purchase orders used for today? (Assuming office equipment, not inventory.)

A: We use purchase orders for any large purchase.

Q: How is utility billing handled today, and do you bill on a single cycle or throughout the month?

A: We integrate with Sensus and have the meters read, and the software calculates our bills. We bill on a monthly cycle.

Q: Civic Review and Xpress Bill Pay — what specific data needs to flow between these systems and the ERP?

A: We need real-time integration with Xpress Bill Pay and Civic Review. When someone makes a payment, we need it to show on the software as a payment.

Q: How many years of historical data need to migrate, and what level of detail are you hoping to migrate over?

A: We'd like 8 years of historical data converted, or as much as Caselle allows, with complete copied detail.