2026 RFP - Business Central Consulting and Support.pdf

1 | P a g e

REQUEST FOR PROPOSALS

FOR

MICROSOFT DYNAMICS 365 BUSINESS CENTRAL

CONSULTING AND SUPPORT

September 17, 2026 Tahoe Transportation District

P.O. Box 499 Zephyr Cove, NV 89448

1 | P a g e

SECTION 1 – PROCUREMENT SCHEDULE

The Tahoe Transportation District (TTD) is issuing this Request for Proposals (RFP) for Microsoft Dynamics 365 Business Central consulting and support.

The following is the timeline for the procurement process:

September 17, 2026 Request for Proposals Issued September 25, 2026 @ 3:00 pm (PDT) Deadline for Submitting Questions September 30, 2026 Response to Questions Posted October 8, 2026 by 3:00 pm (PDT) Deadline for Submittals October 12 – 15, 2026 Virtual Interviews, if necessary October 20, 2026 Evaluations Completed and Notification to Award

Contract Posted October 21, 2026 Contract Awarded (anticipated) November 1, 2026 Service Begins

SECTION 2 – DESCRIPTION OF TTD

TTD is a special purpose district created by Article IX of the 1980 Tahoe Regional Planning Compact with authority to own and operate a regional public transportation system for the Tahoe Region.

Approximately two-thirds of the Tahoe Region is located in California, and one-third is located in Nevada. The Tahoe Region contains an area of about 501 square miles, of which Lake Tahoe is approximately 191 square miles. Overlapping jurisdictions in California include the City of South Lake Tahoe, El Dorado County, and Placer County. Overlapping jurisdictions in Nevada include Washoe County, Douglas County, and Carson City. Tourism is the economic heartbeat of the region and visitors to the area far outnumber the year-round resident population.

TTD is currently governed by a fourteen-member Board of Directors made up of local jurisdictions, private transportation management associations, both state’s governor’s and TRPA’s appointees, an at-large member, and two state DOT agencies. TTD’s mission is to implement transportation infrastructure and services. This includes bicycle, roadway, pedestrian, waterborne and public transit. To that end, TTD is eligible to apply for and receive state and federal grants. TTD also has the authority to levy specific taxes to support transit and infrastructure improvements, but that authority has so far not been exercised.

TTD provides both intra- and interregional connectivity that is vital to the region. TTD operates a coordinated transit system for the South Shore of Lake Tahoe and connects to other areas in the region. South Shore area services include local fixed-route service serving South Lake Tahoe, California, and Stateline, Nevada, along with commuter service that connects South Lake Tahoe, California, to Carson City, Nevada, via the rural Nevada communities of Minden and Gardnerville.

TTD provides supplemental summer service known as the East Shore Express, a transit link between Incline Village and Sand Harbor State Park.

TTD is located at 128 Market Street, Suite 3F, Stateline, NV 89449 (Administrative Office).

2 | P a g e

Systems Summary:

TTD currently utilizes Microsoft Dynamics 365 Business Central (with Serenic Payroll add-on); UKG timekeeping.

Approximately 70 employees, with 20 users in total accessing Business Central.

Endpoint Devices Count Desktops/Laptops (Windows 10/11) 27 Server (Azure) 1 Software Microsoft Office 365 Suite Adobe Products Microsoft Dynamics 365 Business Central UKG Timekeeping

SECTION 3 – SCOPE OF SERVICES

TTD requires a consultant for support, troubleshooting, and configuration for Microsoft Dynamics 365 Business Central and the Serenic Payroll add-on. Services will be provided on an as-needed basis to support TTD’s finance team. The selected contractor shall provide ongoing support and consulting services, which may include, but are not limited to:

1. Troubleshooting and resolution of Business Central and Serenic Payroll issues.

2. System configuration, modifications, and implementations.

3. Support for existing integrations, imports, workflows, reports, journals, and customized functionality.

4. Assistance with system upgrades, enhancements, and changes to existing configurations.

5. Development or modification of reports, schedules, and other reporting tools.

6. Recommendations for system improvements, efficiencies, and best practices.

7. Assistance with special projects and other Business Central or Serenic payroll-related requests identified by TTD’s finance team.

Services shall be performed based on written requests from TTD’s finance team. The contractor shall use best efforts to complete the requested work efficiently and minimize the amount of time and resources required. Hours vary by month.

SECTION 4 – PROPOSAL REQUIREMENTS

Form of Proposals:

Proposals shall include, at a minimum, the following information presented in a clear and concise format to demonstrate the firm’s competence and professional qualifications for the satisfactory performance of the services:

1. Include a cover letter with a summary of the proposal and a contact name and information for the proposal. The cover letter must be signed by the chief executive officer, owner, or chair of the proposer.

3 | P a g e

2. Provide a company profile including the proposer’s name, business address, and telephone number, as well as a brief description of the proposer’s size (nationally and locally), date of establishment, type of organization, and local organizational structure.

3. Provide resumes of key personnel assigned to fulfill this Scope of Services.

4. Specifically indicate any requirements in this RFP that are not acceptable or cannot be performed.

5. Statement of acknowledgement of having received all addenda, if any are issued.

6. Whether or not the firm is a certified DBE or Small Business Enterprise.

7. If the annual gross receipts of the firm is less than $1 million, less than $5 million, less than $10 million, or less than $15 million.

8. Specifically indicate any provisions in the form of the agreement (Attachment A), including insurance and indemnification provisions, which are not acceptable and propose any alternative language or terms.

9. Provide a signed copy of the Certification Regarding Debarment, Suspension and other Responsibility Matters (Attachment B).

10. Provide a signed copy of the Certification of Contractor Regarding Federal Tax Liability and Recent Felony Convictions. (Attachment C)

11. Provide a reference from a current client from the last two (2) years.

12. Provide a statement which discloses any past, ongoing, or potential conflicts of interest that the firm may have as a result of providing the goods.

Contents of the Proposal:

The purpose of the proposal is to demonstrate the qualifications and capacity of the firm seeking to provide Business Central support for TTD in conformity with the requirements of this RFP. The proposal should demonstrate the qualifications of the firm.

The proposal shall describe the proposer’s familiarity and experience with TTD software and systems.

The proposal must address all points outlined in the RFP and discuss how each task will be approached and accomplished.

The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of this RFP.

Proposals should not exceed 10 pages (with the exception of attached materials which shall not be counted for purposes of the page limit, e.g. resumes). Attachments should be labeled as attachments and included separately with the proposal.

Delivery of Proposals:

Digital Delivery: Firms must deliver their proposal through submission on PlanetBids.

Physical Delivery: Firms must deliver one (1) electronic version of their proposal on a USB flash drive and two (2) printed copies. Delivery shall be made either (1) in-person or by courier service to the Tahoe Transportation District, Attn: Linda Rao, 128 Market Street, Suite 3F, Stateline, NV 89449 or (2) via mail at P.O. Box 499, Zephyr Cove, NV 89448.

4 | P a g e

Please mark the envelope as “Business Central Support and Consulting.” Proposals must be received no later than 3:00 p.m. on October 8, 2026, to be considered responsive.

Proposals shall be submitted no later than the deadline and date specified above. A responding firm’s failure to submit proposals as required before the deadline shall cause the submittal to be disqualified.

Responding firms assume the risk of the method of dispatch chosen. TTD assumes no responsibility for delays caused by any delivery service. Postmarking by the due date shall not substitute for actual receipt of the submittal by TTD. Late submittals shall not be accepted, nor shall additional time be granted to any responding firm.

Proposal Preparation Costs:

Issuance of this RFP does not commit TTD, in any way, to pay any costs incurred in the preparation and submission of a proposal. TTD will not reimburse responding firms, including the selected firm, for any expenses incurred in preparing or submitting proposals. All costs related to the preparation and submission of a proposal shall be paid by the respondent.

Changes, Additions or Clarifications:

Any changes, additions or clarifications to the RFP will be made by amendments (addenda). Any additional supporting materials and addenda will be posted on the TTD website, https://www.tahoetransportation.org/procurements/.

Requests for clarifications about this RFP may be submitted at any time before 3:00 p.m. PDT on September 25, 2026. Questions and/or requests for clarifications should be submitted in writing via e-mail to: Tiffany Harrison, tharrison@tahoetransportation.org

Responses will be posted no later than 5:00 p.m., September 30, 2026 on PlanetBids.

Licenses, Permits, Taxes:

The price or prices for the work shall include full compensation for all taxes, permits, etc. that the respondent is or may be required to pay.

Public Record/Confidential Information:

All responses become property of TTD. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of state public records laws.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

TTD will treat all information submitted in a proposal as available for public inspection once TTD has selected a contractor. If you believe that you have a legally justifiable basis for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately as part of your response package. This portion of the submittal must be clearly marked “Confidential.”

The final determination as to whether TTD will assert your claim of confidentiality on your behalf shall be at the sole discretion of TTD. If TTD makes a determination that your information does not

5 | P a g e meet the criteria for confidentiality, you will be notified. Any information deemed to be non-confidential shall be considered a public record.

Disadvantaged Business Enterprise (DBE) Requirements:

TTD hereby notifies firms that in regard to any contract entered into pursuant to this RFP, DBE’s will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

A DBE is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and Asian-Indian Americans.

Equal Employment Opportunity:

Each proposer must agree that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title VII of the 1964 Civil Rights Act and amendments, except as permitted by said laws.

Review of Proposals and Selection Criteria:

Upon receipt of the proposals, TTD shall review and evaluate the proposals for responsiveness to the RFP in order to determine whether proposers possess the qualifications necessary to provide the goods. TTD may request clarifications of proposals directly from the proposers.

Following the evaluation of RFP’s, TTD will check references of the top firm(s) prior to making a selection. Virtual interviews will be conducted between October 12 – 15, 2026, if necessary.

Submitted proposals will be evaluated using the criteria established below.

CATEGORY MAX POINTS

Responsiveness to RFP 10 Project understanding 20 Familiarity with Business Central & software used by TTD 30 Implementation Plan & Timeline 10 Qualifications of staff 20 Pricing 10

TOTAL 100

Negotiation and Award:

TTD shall award a contract to the responsible proposer whose proposal is most advantageous to TTD, i.e., the “best value.” TTD reserves the right to award to other than the low bidder. TTD reserves the right to reject all proposals and to waive any irregularity, informalities or oversights in the RFP documents, or any corresponding proposals at its sole discretion.

TTD may negotiate directly with qualified proposers and may request a final best offer from one or more proposers. TTD will work with the selected firm to finalize the scope of work and negotiate a

6 | P a g e contract between TTD and the selected firm. All costs incurred by the firm in connection with this work and negotiations shall be borne by the firm and the firm shall have no right to reimbursement from TTD.

In the event that TTD and the selected firm fail to finalize the scope of work and cost, or fail to negotiate a contract, TTD will reject the selected firm’s proposal. In the event of rejection, the firm shall have no right to reimbursement for costs incurred by the firm in connection with any work and negotiations. TTD will then select another firm that staff believes will provide the best value, qualifications, and work and negotiate with that firm.

TTD reserves the right to award any number of contracts it deems necessary to achieve success.

This RFP does not commit TTD to award a contract. If TTD decides to award, the agreement will be sent to the firm for signature. No proposal shall be binding upon TTD until after a contract is executed by duly authorized representatives of TTD and the selected consultant. No minimum amount of work is implied or guaranteed under the contract.

Contract Term:

TTD is seeking an agreement for a three (3) year period, with a possibility of two (2) option periods that could be exercised at the discretion of TTD. The initial three (3) year period would span from November 1, 2026 through October 31, 2029, with the two possible option periods ending on October 31, 2030 and October 31, 2031, respectively.

Additional Contract Provisions:

The proposer and TTD will enter into a contract in the form attached as Attachment A. The proposal must specifically indicate any provisions in the form of the contract which are not acceptable and propose any alternative language or terms.

Required Review and Waiver of Objections by Responding Firms:

Responding firms should carefully review this RFP and all attachments, including but not limited to the form contract (Attachment A) for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”). Comments concerning RFP objections must be made in writing and received by TTD no later than the date specified above.

Protests based on any objection shall be considered waived and invalid if these faults have not been brought to the attention of the TTD, in writing (https://www.tahoetransportation.org/wp-content/uploads/2020/07/TTD-Bid-Protest-Procedures.pdf), by the deadline for written comments.

If a consultant that has not been selected wishes to dispute the award recommendation, the protest must be submitted in writing no later than five (5) calendar days after announcement of the selected consultant, detailing the grounds, factual basis, and providing all supporting information.

Protests will not be considered for disputes of proposal requirements and specifications. Failure to submit a timely written protest will bar consideration of the protest.