REQUEST FOR PROPOSAL

NO. 26-117FIN

Enterprise Resource Planning (ERP) System Procurement and Implementation

KEY RFP DATES:

The schedule below is tentative and subject to change at the discretion of the City, with appropriate notice to prospective proposers. All times are Pacific Standard Time.

RFP Release Date: Wednesday, October 14, 2026 Deadline for Questions and Exceptions: Tuesday, October 27, 2026, by 4:00 PM City Provides Responses to Questions: Thursday, November 5, 2026, by 4:00 PM Proposal Due Date: Thursday, December 10, 2026, by 4:00 PM

Table of Contents

I. PROPOSER RFP CHECKLIST

II. CITY BACKGROUND

III. PROJECT OVERVIEW

IV. SCOPE OF SERVICES

V. PROJECT TIMELINE

VI. TERM OF AGREEMENT

VII. MINIMUM QUALIFICATIONS

VIII. SUBMITTAL INSTRUCTIONS

IX. PROPOSAL CONTENTS AND FORMAT

X. EX PARTE COMMUNICATION

XI. QUESTIONS AND REQUESTS FOR INFORMATION OR CLARIFICATION

XII. EXCEPTIONS

XIII. ADDENDA

XIV. SELECTION CRITERIA AND PROCEDURES

XV. INSURANCE

XVI. UNDERSTANDING THE RFP

XVII. WITHDRAWALS

XVIII. GENERAL TERMS AND CONDITIONS

ATTACHMENTS

Attachments A and B shall be completed in full and submitted with the Proposal. Attachments C, D, and E shall be signed and submitted with the Proposal.

A EASTVALE ERP REQUIREMENTS

B EASTVALE VENDOR COST PROPOSAL

C NON-COLLUSION AFFIDAVIT

D NON-LOBBYING CERTIFICATION

E CERTIFICATION OF NON-DISCRIMINATION BY CONSULTANTS

I. PROPOSER RFP CHECKLIST

� Download the RFP Documents from the City’s website. Register if new to the City’s PlanetBids website.

https://www.eastvaleca.gov/home Go to Bids & RFP’s

� Carefully review the entire RFP document. Questions can be submitted for clarification in accordance with the instructions provided herein.

� Download, review, and acknowledge all addenda issued for the RFP. All addenda are released on the City’s online bidding system, PlanetBids.

� Prepare your firm’s proposal in the format required in the RFP. Address all sections of this RFP requiring information and proposed services in a clear and concise manner.

� Complete and include all required attachments, certifications, licenses, and other forms with proposal.

� Upload your proposal on time on the City’s online bidding system. Allow sufficient time to submit proposal fully. No late proposal shall be accepted. No exceptions shall be made.

Throughout this document, the terms “Vendor”, “Proposer”, “Firm”, “Consultant”, and “Contractor” shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP).

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II. CITY BACKGROUND

Eastvale is the most northwest city in Riverside County, in Southern California, and is surrounded by the Cities of Chino and Ontario in San Bernardino County on the west and north and the Riverside County Cities of Jurupa Valley, Norco and Corona on the east and south. The Santa Ana River and Cucamonga Creek waterways border the city as does Interstate 15 and Highway 60.

To learn more about the City of Eastvale, please visit: https://www.eastvaleca.gov/home

The following information provides an overview of the City’s current ERP environment, including current software applications in use, key organizational and operational metrics, and the City’s current technology environment. Additional information regarding third-party applications and anticipated integrations is provided in Attachment A – Eastvale ERP Requirements.

Current Software Applications In Use at the City

Current System / Application Primary Function Accela Permitting, cashiering, and payments Ameritas Dental insurance enrollment, eligibility, and premium information APPLE Retirement Retirement plan contributions for part-time, temporary employees CalPERS Retirement and medical plans Citizens Business Bank Banking and cash management Colonial Supplemental insurance enrollment, eligibility, and premium information CSG / Forte Credit card payment processing for the Accela permitting system Data Ticket Code enforcement citation and payment processing Docusign Electronic signature routing EASE Benefits administration Employee Development Department State of California (EDD)

Quarterly Contribution Return and Report of Wages (DE9)

Esri ArcGIS GIS-based dashboards and data visualization, including integration of applicable ERP financial data via API

Evident Vendor certificate of insurance tracking Innovative Business Solutions Kronos UKG

Timekeeping and leave requests

HdL Business registration platform and online portal, includes payment processing

IRS Federal tax reporting and filing Laserfiche Document management

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Current System / Application Primary Function Lincoln Employer-paid insurance enrollment, eligibility, and premium information MissionSquare Retiree health account administration NBS Special district and community facility district administration NeoGov Insight Recruitment NeoGov Onboard Employee onboarding OpenGov Budget management and online (public-facing) budget book PlanetBids Electronic procurement and bidding SAP Concur Requisition and Invoice Workflow/Processing System Springbrook Financial management, payroll processing, and HR Sterling Flexible spending account administration United Pet Care Pet care benefit enrollment, eligibility, and premium information Voya Deferred compensation plans VSP Vision insurance enrollment, eligibility, and premium information

Key Organizational and Operational Metrics

Metric Measure Finance Number of Springbrook ERP Users 48 Number of Concur Users (Requisition and Invoice processing)

Accounts Payable Invoices Approximately 140 per month Accounts Receivable Invoices / Billings Approximately 10-15 per month Active Vendors 1,980 Journal Entries Approximately 480 per fiscal year Cash Receipts Approximately 4,900 per fiscal year Purchase Orders Approximately 25-30 per month (average) Payroll Payroll Cycles Bi-weekly payroll for all employees, with the exception of

City Council, which is paid monthly. Off-cycle payrolls are processed for employee terminations, as needed.

Paychecks / Direct Deposits 80 per pay period (biweekly), all direct deposits Pay Structure Ten step salary schedule and a 2.5% increase between each salary step and a 2.5% increase between pay grades.

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Metric Measure Work Schedules All current full-time employees work a 4/10 schedule, and

City is closed every Friday.

Human Resources Full-Time Employees Approximately 80 Part-Time Employees Approximately 8 Bargaining Units None Position Classifications Currently filled: 62; Total: 105 Annual Recruitments Average of 25 per calendar year

Current Technology Environment

Technology Current Standard Office Productivity Microsoft 365 Browser(s) Google Chrome, Microsoft Edge Email Microsoft Outlook / Exchange Online Identity / Directory Services Microsoft Entra ID / Active Directory Single Sign-On Microsoft Entra ID / Active Directory Electronic Signatures DocuSign / Adobe Acrobat Pro Desktop Operating System Microsoft Windows 11 Mobile Devices / Operating System Apple iOS/iPadOS and Android Internet Bandwidth 1 Gigabit Multi-Factor Authentication Microsoft MFA or Cisco Duo

III. PROJECT OVERVIEW

The City of Eastvale (City) is seeking proposals from qualified firms and organizations (Proposers) to provide a proven, modern, robust and integrated Enterprise Resource Planning (“ERP”) solution and related implementation services to replace the City's existing ERP environment. The ERP solution will support the City’s finance, human resources, payroll, and related administrative operations.

The City is seeking a Software-as-a-Service (“SaaS”) solution and related professional services necessary for successful implementation, including project management, system configuration, business process review, data conversion and migration, integration development, testing, training, documentation, go-live support, and post-implementation support.

The objectives of the proposed solution should include the following:

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A. A modern, integrated ERP platform supporting finance, human resources, and payroll operations.

1. Finance: General Ledger Accounting, Bank Management and Reconciliation, Purchasing / Procurement, Vendor Management, Contract Management, Accounts Payable, General Billing / Accounts Receivable, Budget, and Fixed Asset Management.

2. Human Resources: Core HR, Position Control, Employee Master File, Benefits Administration, Leave Administration, Personnel Actions, and Employee Self-Service.

3. Payroll: Pay Administration / Salary Management and Payroll Processing.

B. Streamlined and automated business processes using configurable workflow and industry best practices.

C. Reduced redundant data entry and reliance on manual processes and spreadsheets.

D. Robust reporting, analytics, dashboards, inquiry, and drill-down capabilities.

E. Improved employee and new vendor self-service capabilities.

F. Secure mobile and browser-based access, where appropriate.

G. Integration with retained City applications using documented APIs or other standardized integration methods.

H. Improved system security, auditability, internal controls, and regulatory compliance.

I. Scalable platform capable of supporting the City's future operational needs.

The City is also requesting proposals for certain optional functionality which may be implemented at the City’s discretion. This includes:

• Project Accounting;

• Fleet Management;

• Inventory Management;

• Recruitment;

• Onboarding;

• Time and Attendance; and

• Offboarding.

Modules identified as optional are optional for the City to select and purchase but are not optional for the Proposer to address and price in Attachments A and B of this RFP, provided the Proposer offers the applicable functionality.

Detailed functional, technical, integration, and data conversion requirements are also included in Attachment A – Eastvale ERP Requirements.

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IV. SCOPE OF SERVICES

The Contractor shall provide all software, professional services, project management, technical services, change management support, training, and other resources necessary to successfully implement the proposed Enterprise Resource Planning (ERP) solution for the City of Eastvale.

The solution shall include the functionality, services, integrations, data conversion, and other requirements identified in this RFP and the Eastvale ERP Requirements (Attachment A).

At a minimum, the Contractor shall provide the following services:

A. Project Management and Planning

Provide overall project management, implementation planning, scheduling, status reporting, communications, scope and change management, risk and issue management, decision tracking, and coordination with City staff and applicable third parties.

B. System Design and Configuration

Conduct discovery and business process review and design activities, identify opportunities to streamline and improve business processes based on industry and public-sector best practices, and configure the ERP solution to meet the City's approved business, functional, workflow, reporting, security, and technical requirements while minimizing customization. Configure and validate required reports, workflows, security roles, and other solution components necessary to support the City's approved business processes.

C. Data Conversion

Plan, map, convert, validate, reconcile, and support the migration of required data from the City's existing systems in accordance with the data conversion requirements identified in Attachment A.

D. Integrations

Design, configure, develop, test, document, and implement the integrations required between the ERP solution and the City's retained third-party systems in accordance with the integration requirements identified in Attachment A – Eastvale ERP Requirements.

E. Testing and Quality Assurance

Develop and execute an appropriate testing strategy and support City participation in system, integration, conversion, user acceptance, and other testing necessary to validate the solution prior to go-live.

F. Training and Knowledge Transfer

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Provide training and supporting documentation for system administrators, functional users, end users, and other City personnel, as applicable, and provide sufficient knowledge transfer to enable the City to effectively administer and use the solution. This includes creating user manuals and videos for each module that are specific to Eastvale configurations.

G. Deployment and Go-Live

Develop and execute a comprehensive deployment and go-live plan, including cutover planning, final data conversion, readiness activities, and production deployment.

H. Post-Go-Live Support

Provide stabilization and post-go-live support following deployment for a minimum 12-month period, including timely resolution of implementation-related issues and transition to ongoing support services. The City shall have the option to extend post-go-live support at the agreed upon pricing during contract negotiations with the successful Proposer.

I. Ongoing Software, Maintenance, and Support

Provide the software/SaaS services, maintenance, updates, technical support, and other ongoing services included in the proposed solution for the term of the Agreement. Upon expiration or termination of the Agreement, provide reasonable transition assistance and the City's data in a complete, usable format to facilitate transition to the City or a successor provider.

J. Documentation and Deliverables

Provide project plans, configuration documentation, technical and integration documentation, data conversion documentation, testing materials, training materials, and other project deliverables necessary to support implementation and ongoing operation of the ERP solution.

The Contractor shall work collaboratively with the City and its designated project management consultant throughout the implementation. The Contractor shall be responsible for coordinating its activities with City staff, subcontractors, third-party providers, and other project participants as necessary to successfully complete the services.

V. PROJECT TIMELINE

The schedule below is tentative and subject to change at the City’s discretion. The City reserves the right to modify the schedule as necessary.

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Event, Milestone, or Deliverable Date or Date Due RFP Release Date Wednesday, October 14, 2026 Deadline for Questions and Exceptions Tuesday, October 27, 2026, by 4:00 PM City Provides Responses to Questions Thursday, November 5, 2026 Proposal Due Date Thursday, December 10, 2026, by 4:00 PM Proposal Evaluation December 2026 – January 2027 Finalist(s) Notified and Proof-of-Capabilities (POC) Packet Provided

On or about February 2027

POC Demonstrations March 1 – March 11, 2027 Preferred Vendor Selection Late March 2027 Contract Negotiations April – June 2027 Anticipated Contract Award On or about August 2027 Anticipated Project Start On or about September 2027

Proposers selected as finalists will be required to participate in scripted POC demonstrations.

Additional information regarding the POC process is provided in Section XIV, Selection Procedures and Criteria.

VI. TERM OF AGREEMENT

The initial term of the Agreement shall be for five (5) years upon City execution of the Agreement, with an option to extend for two (2) additional five-year terms, not to exceed seven (15) years total, based upon acceptable performance by the Proposer, acceptable fees, and subject to the same terms and conditions of the Agreement. Pricing shall remain firm for the initial Agreement term and the two optional year terms, pursuant to the submitted Eastvale Vendor Cost Proposal (Attachment B).

VII. MINIMUM QUALIFICATIONS

Proposers must meet the following minimum qualifications. Proposers that do not meet the minimum qualifications may be disqualified from further consideration.

A. Proposer must have been continuously engaged in providing public-sector ERP software and ERP implementation services for a minimum of five (5) years.

B. Proposer must be able to provide the services detailed in the Scope of Services section of this RFP, either directly or through clearly identified subcontractors or partners.

VIII. SUBMITTAL INSTRUCTIONS

It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the city’s online bidding system, PlanetBids. No other form of submittal will be accepted.

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PlanetBids will not accept late proposals, and no exceptions shall be made. If submittal is completed by the deadline, Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully.

Submit proposal online at: https://vendors.planetbids.com/portal/43976/portal-home

Proposer shall be solely responsible for informing itself with respect to the proper utilization of the online bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City’s assigned RFP Administrator. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.

Proposals shall NOT be submitted via telegraphic, electronic, or facsimile means.

All notifications, updates and addenda will be posted online on PlanetBids at https://vendors.planetbids.com/portal/43976/portal-home. Proposers registered with PlanetBids and have downloaded the RFP documents from the online bidding system will receive email notifications upon the release of project updates and communications. Please ensure registration and contact information is updated in PlanetBids. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal.

IX. PROPOSAL CONTENTS AND FORMAT

Proposers should structure their proposals as described below and in such a way to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

Colored displays, promotional materials, photographs, etc., are not necessary nor desired.

Emphasis should be concentrated on conformance to RFP instructions, responsive to the RFP requirements, and the completeness and clarity of content. Digital dividers and clear organization of content material are encouraged. Proposals shall include each of the sections listed below, and in the order presented. Failure to address all items will impact the evaluation and may classify the response as non-responsive, precluding it from further consideration.

Required Proposal Sections are as follows:

A Title Page B Letter of Transmittal C Executive Summary D Company Background and Experience

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E Client References F Proposed ERP Solution G Implementation Approach and Project Schedule H Ongoing Support and Maintenance I Cost Proposal J Appendices K Required Attachments and Certifications

Below, each section is detailed further. The required information must be included in Proposer’s submissions at minimum. Additional information relative to the Proposer’s experience, service or product offerings, proposed innovation, etc. may be included as supplemental information.

A. Title Page

The Title Page shall include, at minimum, the following:

1. Name of Project: RFP No. 26-117FIN Enterprise Resource Planning (ERP) System Procurement and Implementation

2. Proposer’s Legal Company Name

3. Date of Submittal

The Title Page must be addressed to the following City Project Manager:

Amanda Wells, Finance Director City of Eastvale, Finance Department 12363 Limonite Avenue, Suite 910 Eastvale, CA 91752

B. Letter of Transmittal

The Letter of Transmittal should include all of the following:

1. Identify the submitting organization and its legal name.

2. Identify the proposed ERP solution, including any subcontractors and/or third-party solution providers included in the proposal.

3. Identify the person(s), by name and title, authorized to contractually obligate the organization.

4. Identify the primary contact responsible for the proposal, including name, title, mailing address, phone number, and email address.

5. Acknowledge that all components of the proposal, including Attachments A and B, have been accurately completed and that the Proposer commits to the information provided therein.

6. Acknowledge that the proposal shall remain valid for three hundred and sixty-five (365)

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7. Include the signature of the person authorized to contractually obligate the organization.

C. Executive Summary

Provide a brief and concise summary of the Proposer's understanding of the City's needs, the proposed ERP solution, the proposed implementation approach, and the Proposer's qualifications and experience to successfully complete the project. Identify any key features, benefits, or distinguishing characteristics of the proposed solution and approach.

D. Company Background and Experience

This section shall describe the Proposer's background, qualifications, and experience relevant to the services required by this RFP. At a minimum, the Proposer shall provide the following:

1. Company Background

a. Brief description of the company, including organizational structure, years in business, and primary products and services.

b. Location of the company's headquarters, implementation and support operations, and the office or team that will serve the City.

c. Description of the company's experience and commitment to serving public-sector clients.

E. Client References

Proposer shall provide five (5) references from other similar public agencies, at least two

(2) of which must be from California cities or public agencies for which services similar to those specified in this RFP have been performed. Proposer grants permission for the City to contact any individuals listed as references.

1. For each reference, Proposer must include the following information:

a. Agency name

b. Agency address

c. Name of the Project Manager

d. Project Manager’s phone number and email address

e. Brief description of the project, including the ERP solution and modules implemented

f. Contractor’s Project Manager(s) assigned to the Agency’s project and respective level of involvement

g. Implementation services provided, including significant integrations and data

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h. Project start date and go-live date

i. Original contract amount and final implementation cost

2. City may disqualify a Proposer if:

a. References fail to substantiate Proposer’s description of services and deliverables provided; or

b. References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or

c. City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours.

F. Proposed ERP Solution

Proposer shall provide a detailed description of the proposed ERP solution and how it will meet the City's needs and requirements. At a minimum, the Proposer shall address the following:

1. Proposed Solution

a. Identify the proposed ERP solution, including product name, current version/release, if applicable, and deployment model.

b. Identify the proposed modules and functionality, including any optional modules offered to the City.

c. Identify any third-party applications or solutions required to provide the proposed functionality and clearly distinguish them from functionality provided directly within the proposed ERP solution.

d. Describe the overall architecture of the proposed solution and how the modules operate as an integrated system.

2. Solution Capabilities

a. Describe the solution's workflow, reporting, analytics, dashboards, document/attachment management, mobile capabilities, and self-service functionality.

b. Describe available configuration and customization capabilities and the Proposer's approach to minimizing customizations.

c. Describe the solution's integration capabilities, including available APIs and other standard integration methods.

3. Hosting, Security, and Business Continuity

a. Describe the proposed SaaS hosting environment, including the hosting provider and data center environment.

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b. Describe the solution's approach to data security, user access, authentication, audit trails, encryption, and protection of sensitive data.

c. Describe system availability, backup, disaster recovery, and business continuity capabilities.

4. Product Roadmap

a. Describe the product roadmap and the Proposer's approach to ongoing product development and enhancement.

5. ERP Requirements

a. Complete the Eastvale ERP Requirements (in Attachment A) in accordance with the instructions provided.

b. Provide all explanations and supporting information required for responses identified as a workaround/customization or third-party solution.

G. Implementation Approach and Project Schedule

Proposer shall describe its proposed implementation methodology, project management approach, staffing, and project schedule for successfully implementing the proposed ERP solution. At a minimum, the Proposer shall address the following:

1. Implementation Methodology and Approach

a. Describe the overall implementation methodology and approach, including major phases, activities, and deliverables.

b. Describe the approach to business process review, system configuration, and use of industry best practices.

c. Identify the roles and responsibilities of the Proposer, any subcontractors or third-party providers, and City staff at each phase of this project and throughout the implementation, including post-go live.

2. Project Organization and Staffing

a. Assuming a September 2027 implementation start date, provide a project organization chart identifying the specific key personnel proposed for the City project, including their roles and responsibilities.

b. Provide qualifications and relevant ERP implementation experience for key project personnel.

c. Identify the anticipated level of effort and resource commitments required from City staff throughout each phase of the implementation.

d. Identify any subcontractors or third-party resources that will participate in the implementation and describe their roles.

3. Project Management

a. Describe the project management approach, including schedule, scope, RFP No. 26-117FIN ERP System Procurement & Implementation Page 15 of 36 communication, risk, issue, and change management.

b. Describe the project governance structure, status reporting, escalation procedures, and methods used to monitor project progress, schedule, and budget.

c. Describe the process of selecting an appropriate Project Manager for the City of Eastvale and commitment to client satisfaction and success.

4. Implementation Project Schedule

a. Provide a detailed implementation schedule based on an anticipated September 2027 project start date.

b. Identify the proposed implementation phases and sequencing of major functional areas and modules.

c. Identify major tasks, activities, milestones, deliverables, dependencies, estimated durations, and anticipated completion and go-live dates.

d. Identify Proposer and City resource requirements throughout the implementation.

5. Data Conversion and Integration

a. Describe the proposed approach to data conversion, including data extraction, mapping, cleansing, transformation, validation, reconciliation, testing, migration, and risks and mitigation strategies.

b. Describe the proposed approach to developing, configuring, testing, and deploying the integrations identified in the Eastvale ERP Requirements.

c. Identify City and third-party responsibilities associated with data conversion and integrations.

6. Testing

a. Describe the overall testing methodology and approach, including system, integration, conversion, payroll, and user acceptance testing, as applicable.

b. Describe the Proposer's and City's respective responsibilities for developing test plans/scripts, performing testing, resolving issues, and determining readiness for go-live.

7. Training and Knowledge Transfer

a. Describe the proposed training and knowledge-transfer approach for end users, managers, system administrators, and other applicable City staff.

b. Identify the types of training to be provided, training delivery methods, training materials, and timing of training activities.

c. Describe how training materials and documentation will be tailored to the City's configured solution.

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H. Ongoing Support and Maintenance

Proposer shall describe the ongoing support, maintenance, and services that will be provided following implementation of the proposed ERP solution. At a minimum, the Proposer shall address the following:

1. Post-Go-Live Support

a. Describe the post-go-live stabilization and support services provided following implementation, including the duration and level of support provided.

b. Describe the process for transitioning from the implementation team to ongoing support.

2. Ongoing Customer Support

a. Describe the ongoing customer support model, including support locations, staffing, hours of operation, and methods for requesting support.

b. Describe the support ticketing process, including issue prioritization, response and resolution targets, escalation procedures, and status communication.

c. Identify any dedicated account management or customer success resources that will be assigned to the City.

3. Software Maintenance and Updates

a. Describe the software maintenance, release, update, and upgrade process, including frequency and notification procedures.

b. Describe how updates are tested and deployed and the City's ability to review or test significant changes prior to production deployment, if applicable.

c. Identify whether software updates and upgrades are included in the proposed SaaS subscription fees.

4. System Availability and Monitoring

a. Describe how system availability and performance are monitored and how the City will be notified of planned maintenance, outages, or significant performance issues.

b. Describe the proposed service level commitments, including system availability and support response and resolution targets.

5. Ongoing Training and Resources

a. Describe ongoing training opportunities, user documentation, online resources, knowledge bases, user communities, and other resources available to City staff following implementation.

b. Identify any additional costs associated with ongoing training or support resources.

6. Contract Transition

a. Describe the proposed transition/exit strategy upon expiration or termination of

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I. Cost Proposal

Proposer shall complete and submit the Eastvale Vendor Cost Proposal (Attachment B) provided with this RFP. The Cost Proposal shall include all one-time and recurring costs associated with the proposed ERP solution and implementation, including software/SaaS subscription fees, implementation services, data conversion, integrations, training, third-party products or services, optional modules, and any other costs necessary to provide the proposed solution and services. All costs shall be clearly identified and provided in accordance with the instructions contained in the Cost Proposal.

Proposer shall separately identify all applicable California sales and use taxes in the Cost Proposal, including taxes applicable to software and SaaS pursuant to California Senate Bill 122 (SB 122), effective January 1, 2027. Taxes shall be separately stated and shall not be included within the base price of the applicable products or services.

Proposer shall identify any assumptions, exclusions, or additional costs not specifically reflected in the Cost Proposal. The City reserves the right to negotiate compensation and/or payment terms prior to award of any resulting agreement.

Proposals shall be valid for a minimum of three hundred and sixty five (365) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City.

Pricing shall remain firm for the entire initial Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to accept, reject, or negotiate any proposed pricing adjustment.

J. Appendices

Proposers shall carefully examine the RFP for required documentation not specifically covered in each of the subsections of this section of the RFP and shall place such documentation in an appendix. Information considered by the firm to be pertinent to this project, but not specifically requested in this RFP, may also be placed in an appendix. The firm is reminded that this is not an invitation to submit voluminous amounts of extraneous material. Examples of documents that can be included in this section include:

1. Sample standard reports and dashboards

2. Sample implementation project plan from a comparable ERP implementation

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3. Other relevant product, implementation, or technical documentation

K. Required Attachments and Certifications

In addition to the abovementioned proposal contents, the following attachments, included in this RFP, shall be completed and included as part of the proposal submittal package:

• Attachment A: EASTVALE ERP REQUIREMENTS

• Attachment B: EASTVALE VENDOR COST PROPOSAL

• Attachment C: NON-COLLUSION AFFIDAVIT

• Attachment D: NON-LOBBYING CERTIFICATION

• Attachment E : CERTIFICATION OF NON-DISCRIMINATION BY CONSULTANTS

The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed non-responsive and will be rejected. The City reserves the right to reject any or all proposals submitted, and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise.

PLEASE NOTE:

• Attachments C, D, and E must be signed by a representative of the Firm that is legally authorized to contractually bind the Proposer.

• City will not waive notarization requirement when applicable on any of the required attachments.

X. EX PARTE COMMUNICATION

Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned RFP Administrator, and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids.

The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s).

XI. QUESTIONS AND REQUESTS FOR INFORMATION OR CLARIFICATION

Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a

RFP No. 26-117FIN ERP System Procurement & Implementation Page 19 of 36 regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.

Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab.

General process questions may be directed to the following RFP Administrator:

Karla Lopez Purchasing Manager kalopez@eastvaleca.gov

XII. EXCEPTIONS

Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Should the Proposer be considered for award recommendation and progress into the negotiations phase, the requests for exceptions or modifications to the City’s terms and conditions will be discussed at that time.

The City will not accept any requests after the deadline for questions and reserves the right to reject or strike any requests for exceptions or additional terms and conditions related to RFP and insurance and indemnification terms and conditions.

XIII. ADDENDA

Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system, https://vendors.planetbids.com/portal/43976/portal-home. Proposers shall be responsible for maintaining current contact information for their company and monitoring the site to obtain information regarding this solicitation.

XIV. SELECTION CRITERIA AND PROCEDURES

A. Selection Criteria

Proposals will be evaluated using the following criteria:

• Cost for services

• Company financial stability

• Provided references for each application proposed

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• Qualifications, experience, and technical background of staff

• Past performance of the consultant on other, similar projects

• Thoroughness and reasonableness of timeline and roadmap for “go live”, with an appropriately phased approach for the City

• Technical approach including proven technical ability to design, install, and support the proposed system

• Quality, clarity, and responsiveness of proposal

• Perceived risk or lack thereof

• Ability to meet the needs of the City

• Demonstrated ability to work in a cooperative and collaborative manner with clients

• Results of interviews, POC demonstrations, and site visits, as applicable

• Ability to prepare and execute a contract in a timely manner

• Commitment to continually evolving the system to remain current with evolving best practices

B. Initial Review

All proposals submitted will be initially reviewed for conformance to the specific requirements of the RFP. Any proposals considered not in conformance with the specific requirements of the RFP will not advance to the second phase of review.

C. Second Review and Scoring

Proposals advanced to the second phase will be reviewed and scored by a City project team. Each member of the City project team will evaluate each proposal as to its conformance and responsiveness to the specific sections of the RFP. The results of the City project team’s scores will be tabulated utilizing a scoring sheet that compiles all scores and identifies the highest scoring proposals in numerical order. The top two scoring proposals will be invited to participate in a multi-day, onsite, scripted POC.

The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of proposal is complete. If clarifications are made as a result of such discussion, the Proposer shall provide such clarifications in writing to the City.

D. Proof of Capabilities (POC) Demonstration

Proposer finalists will be required to participate in a POC demonstration to allow City staff to fully understand the proposed solution. The POC demonstrations are a multi-day process for each selected vendor and will include an onsite, scripted demonstration using

RFP No. 26-117FIN ERP System Procurement & Implementation Page 21 of 36 scenarios developed and provided by the City. Demonstrations are intended to evaluate critical product functionality. Proposer finalists must be prepared to invest the time and resources in the POC demonstration to be successful in this procurement. POC demonstrations will be attended by key City stakeholders who will utilize a POC evaluation tool to score the ability of the Proposer’s solution to meet the needs of the City. As the conclusion of the POC demonstrations, the results of the participant scoring will be tabulated to arrive at the identification of the highest scoring solution for the City’s needs.

Proposers shall be prepared to invite their own subject matter experts with practical working knowledge of the proposed system for each module and not only marketing team members.

E. Selection

The City intends to select one (1) proposer to perform the scope of services. The City endeavors to select the proposer that is judged to be the most capable of accomplishing all specified requirements in a cost-effective and time efficient manner. Following the identification of the highest scoring solution provider, the selected Proposer shall enter into exclusive negotiations with the City to formalize the scope of services and costs. If the City is unable to obtain a fair and reasonable price or cannot reach agreement regarding the terms for the scope of services, then the City will end negotiations with that proposer and begin negotiations with the next proposer which best meets the needs of the City, and so on until the City and a Proposer reach agreement.

XV. INSURANCE

Contractor shall procure and maintain for the duration of the contract agreement, at its own cost and expense, the following insurance policies and coverage with companies qualified and approved to do business in California and acceptable to City.

1. Commercial General Liability Insurance

a. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate, and $2,000,000 products and completed operations. The policy shall include a per project or per location general aggregate endorsement. If a per project/location endorsement is not available, the limit for the general aggregate shall be doubled.

b. The policy shall allow and be endorsed as primary and not seek contribution from the City’s coverage.

c. The policy(s) shall provide and be endorsed to include, the City, its officers, officials, employees, agents, and volunteers as additional insureds on ISO form CG 20 10 (or equivalent) for ongoing operations, and, for construction or service agreements, ISO form CG 20 37 (or equivalent) for completed operations.

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d. Any failure to comply with reporting provisions of the policies by Contractor shall not affect coverage provided to the City.

e. Coverage shall state that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

f. Coverage shall provide and be endorsed to include a waiver of subrogation in favor of the City and its officers, officials, employees, agents, and volunteers.

2. Business Automobile Liability

a. Contractor shall provide automobile liability coverage for owned, non-owned, and hired autos using ISO Business Automobile Coverage form CA 00 01 (or equivalent) with a limit of not less than $1,000,000 each accident. If the Contractor’s business/company does not own any automobiles, coverage for hired and non-owned autos shall be provided. The policy shall provide and be endorsed that the City, its officers, officials, employees, agents, and volunteers are included or named as additional insureds.

b. The policy shall provide and be endorsed to include a waiver of subrogation in favor of the City, its officers, officials, employees, agents, and volunteers.

3. Umbrella or Excess Liability

a. The limits of liability for commercial general liability and automobile liability may be provided through a combination of primary and umbrella or excess liability policies provided each policy complies with the requirements set forth in this agreement. Excess policies shall be follow-form to the underlying policies.

Umbrella or excess policies shall include City and its officers, officials, employees, agents, and volunteers as additional insured

4. Workers’ Compensation and Employers’ Liability - Statutory

a. Contractor shall, at its sole cost and expense, maintain Statutory Workers’

Compensation Insurance and Employer’s Liability Insurance for all persons employed directly or indirectly by Contractor. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than $1,000,000 each accident, $1,000,000 by disease-policy limit, and $1,000,000 by disease-each employee. No proprietor, partner, executive officer, or member shall be excluded. In the alternative, Contractor may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the California Labor Code shall be solely in the discretion of City.

b. The insurer, if insurance is provided, or Contractor, if a program of self-insurance is provided, shall allow, and be endorsed to waive all rights of subrogation against City and its officers, officials, employees, agents, and volunteers.

c. The requirement to maintain Statutory Worker’s Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Contractor does not have any employees.

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5. Professional Liability

a. Vendor shall maintain professional liability insurance that insures against professional errors and omissions that may be made in performing professional services in the minimum amount no less than $2,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of the start of work, and Vendor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the work.

6. Technology Errors and Omissions (technology manufacturers coverage)

a. Vendor shall maintain technology errors and omissions insurance that insures against professional errors and omissions that may result from providing technology services and products in the minimum amount of $2,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of the start of work, and Vendor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the work.

7. Cyber Liability

a. Vendor shall provide Cyber Liability Insurance with limits not less than $2,000,000 per claim. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information or personally identifiable information (PII), alteration of electronic information, extortion, and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties, and credit monitoring expenses with limits sufficient to respond to these obligations.

XVI. UNDERSTANDING THE RFP

It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of this RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries.