Addendum 1 RFP 26_02 FINANCIAL ERP SOFTWARE.pdf

ADDENDUM I RFP 26-02: Financial ERP Software

1 | Page RFP26-02: Financial ERP Software – Addendum I

ACKNOWLEDGEMENT

RECEIPT OF ADDENDUM I

RFP 26-02: FINANCIAL ERP SOFTWARE

Please note that this issuance constitutes Addendum No. I to RFP 26-02 – Financial ERP Software.

Addendum No. I is issued to formally respond to vendor questions received and to provide clarifications to the solicitation. The responses contained herein are intended to clarify the City’s requirements and shall be incorporated into and made part of the official RFP documents. Also, note, the numbers are an estimated number. Unless expressly modified by this Addendum, all other terms, conditions, scope requirements, evaluation criteria, and submission deadlines remain unchanged and in full force and effect. All proposers are responsible for acknowledging receipt of Addendum No. I in their proposal submission.

Upon receipt of documents, please email this page to:

City of Mableton Procurement Manager Email : Pearl.Alexander@mableton.gov

I hereby acknowledge receipt of documents pertaining to the above reference RFP.

COMPANY NAME:

CONTACT PERSON:

ADDRESS:

CITY: STATE: ZIP:

PHONE: FAX:

EMAIL ADDRESS:

Signature Date mailto:Pearl.Alexander@mableton.gov

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The following updates or clarifications are being applied to the standard agreement:

ADD Questions and Answers:

ADD:

1. Technology Alliance Solutions, Inc.

A. Current Environment & Data Migration

1. Legacy Systems Overview Can the City provide a high-level list of current systems or tools used for the following functions, including approximate user counts and/or data volumes where available?

• Finance / General Ledger Quickbooks-BS&A Software (currently)

• Accounts Payable / Accounts Receivable Quickbooks-BS&A Software (currently)

• Procurement BS&A Software (currently)

• Budgeting BS&A Software (currently)

• HR / Payroll / Timekeeping PayCom

• Document Management BS&A Software (currently) and Laserfiche

• Property Tax Billing & Receipting Quickbooks-BS&A Software (currently)

• Citizen Payments / Online Services BS&A Software (currently)

2. Historical Data Migration Scope How many fiscal years (or approximate record volumes) of historical data does the City intend to migrate for:

• Financial transactions and balances 2 years plus current

• Vendor and master records 2 years plus current

• HR / Payroll (included in financial transactions, do not use ERP software for payroll & HR)

• Property tax billing and payment history 2 years plus current

3. Post-Migration Validation & Sign-Off Does the City require formal post-migration reconciliation (e.g., trial balance validation, sample transaction audits) and written City sign-off prior to go-live, or is vendor-led validation acceptable?

Yes

4. User Acceptance Testing (UAT) Will City staff be available for structured User Acceptance Testing (UAT), including validation of migrated data and business processes, prior to go-live? Yes

B. Integrations & Third-Party Systems

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5. Court Systems Integration Which court system(s) does the City interface with for fines or revenue (e.g., Cobb County State or Magistrate Court), and what integration method is preferred (API, file-based exchange, or other)?

Justice One

6. Banking & Payment Processing Are real-time or API-based bank/payment integrations required, or are file-based methods (e.g., ACH, lockbox, positive pay) sufficient? Optional Please confirm whether multi-bank or multi-processor support is required. yes

7. ESRI ArcGIS Platform & Scope Does the City utilize ArcGIS Enterprise (on-premises), ArcGIS Online, or both? no For the required GIS integration:

• Which data elements must synchronize (e.g., parcel IDs, zoning layers, asset locations)? n/a

• Is bidirectional data flow expected? n/a

8. Document Management Direction (Laserfiche vs. Microsoft) Does the City prefer continued integration with its on-premises Laserfiche environment, or is migration to or replacement with a Microsoft-native platform such as SharePoint Online acceptable (with equivalent governance and security)? Document mgmt. must interface with software and is connected to the solution.

If Laserfiche integration is required, does the current environment support Web Service or API-based integration? n/a

C. Functional Scope Clarifications

9. HR / Payroll Functional Depth Please clarify the required scope for HR and payroll:

• Full employee lifecycle management (core HR, benefits, time & attendance), or optional

• Core payroll processing, tax compliance, and GL posting with third-party payroll integration.

Optional but must be able to integrate with other solutions

10. Timekeeping & Court Systems Replacement Does the City currently operate dedicated timekeeping or court systems that must be integrated, or should vendors assume these are within scope for replacement? n/a

11. Property Tax System Role Will the ERP serve as the system of record for property tax assessments, or primarily manage billing, collections, receipting, and GL posting based on data received from Cobb County? primary

12. Budgeting & Audit Requirements Does the City anticipate a need for highly granular, department-specific budget visibility, yes and are there audit log retention or compliance requirements beyond standard Georgia public-sector mandates? optional

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D. Portal Usage, Identity & Security

13. Citizen Portal Transaction Volumes

Can the City provide estimated annual or peak transaction volumes (or concurrent user counts) for the Online Citizen Service Portal to assist vendors in sizing licensing and infrastructure appropriately? Less than 15

14. Identity & Single Sign-On (SSO) Does the City utilize Microsoft Entra ID (Azure AD) as its primary identity provider, no and should SSO be scoped for both internal City staff and external citizen portal users? yes

15. Hosting & Security Preference Does the City have a preference or requirement for deployment within Azure Government Community Cloud (GCC) to meet public-sector regulatory, compliance, or security controls? yes

E. Implementation Approach & Cost Structure

16. Go-Live Strategy

Does the City prefer a phased rollout by functional area (e.g., core financials first, followed by property tax and portal), or a single comprehensive “big-bang” go-live? Would like to see proposers’ options

17. Existing Microsoft Licensing Does the City currently maintain a Microsoft Enterprise Agreement (EA) or existing M365/D365 licenses that should be factored into the proposal to avoid redundant licensing costs? no

18. Five-Year Cost Presentation Is there a required City-provided template for the five-year cost breakdown (one-time and recurring), or is a vendor-provided itemized format acceptable? Vendor itemization accepted Please confirm whether optional modules (e.g., Code Enforcement) should be priced within the primary total cost of ownership or listed separately. Separately

19. Administrative & Registration Requirements Will a Georgia Secretary of State Certificate of Authority be accepted as proof of registration to conduct business in Cobb County, yes and is there a specific ownership percentage threshold for disclosure of corporate principals? Not required

20. Backup, Retention & Recovery Expectations Are there specific data backup retention periods, recovery point objectives (RPO), or recovery time objectives (RTO) beyond the RFP’s stated minimum 90-day retention requirement, no and does the City require detailed disaster recovery or business continuity procedures to be included in the proposal? yes

F. Service Levels, Support Model & Operational Governance

21. System Availability (Uptime) SLAs

What are the City’s minimum system availability (uptime) requirements? Minor-within 48 hours Major – within 24 hours Does the City distinguish between SLA expectations for: no both equally important

• Core internal financial systems (e.g., General Ledger, AP/AR), and

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• External-facing systems such as the Online Citizen Service Portal?

22. Support Personnel Residency (CONUS) Does the City require that all technical support personnel—including help desk, application support, and Tier 3 engineering staff—be based within the Continental United States (CONUS) to meet data privacy and security standards? yes

23. Data Sovereignty & Residency Beyond the primary production environment, does the City require that all backup data, disaster recovery environments, and long-term archival storage remain exclusively within the Continental United States (CONUS)? yes

24. Tiered Response & Resolution SLAs What are the City’s required response-time and resolution-time SLAs for varying severity levels (e.g., Critical/System Down within 12 hours, High Impact/Partial Functionality within 12 hours, Standard Inquiry)?

25. Performance & Latency SLAs (Citizen Portal) Does the City require specific performance SLAs for the citizen-facing portal, such as maximum page-load or transaction latency thresholds, particularly during peak periods (e.g., property tax and business license renewal cycles)? Minor-within 48 hours Major – within 4 hours

2. Sproutly ERP

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Functional Area Question

No. Vendor Question City Response

How many total ERP users are anticipated at go-live, broken down by department?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

2 How many concurrent users are expected?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

How many external/public users are anticipated for the Online Citizen Service Portal?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

Approximately how many transactions do you process annually across AP, AR, and payroll?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

5 Approximately how many vendors are in your system?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

What financial/accounting system(s) is the City currently using? BS&A

What systems are currently used for Payroll, HR, Budgeting, and Procurement? Paycom for PR and HR BS&A for POs no Contract Mgmt/Procurement system in place.

8 Are any of these systems under active contracts? Yes

What is your current server/hosting environment? Do you have preferences between on-premises, cloud (SaaS), or hybrid deployment? We use Google; Saas

Please confirm the required integrations (Laserfiche, SharePoint 365, ESRI ArcGIS, banks, payment processors) and identify any other critical systems requiring integration (e.g., timekeeping, utility billing).

Required integration with banks, payment processors, would like to see this applicable integrations.

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Does the City have an existing identity provider for SSO (e.g., Azure AD), and is SAML2 required at go-live? We are officially on Saas and Google platform.

Does the City require full fund accounting, and how many funds are currently managed? Yes, under 10

Does the City manage state or federal grants, and approximately how many active grants exist? Local and State under 5

What are your most complex approval workflows currently?

How many approval levels typically exist for purchase requisitions and invoices?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

Approximately how many employees are on payroll, and how many pay cycles or pay groups exist? estimated 60 employees, 26 pay cycles, 2 pay groups.

Is the City open to a third-party payroll integration, or must payroll be fully native to the ERP?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Is Property Tax managed internally or through another agency/system, and how many parcels/accounts are involved? Internally, approximately 40,000 parcels

Can you elaborate on your property tax requirements? Do you need full tax billing, collections, and assessment functionality, or primarily reporting/integration with county systems? Full tax billing

How many active business licenses are currently managed annually?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

What specific code enforcement capabilities are you seeking in the "optional" module? Software solution to work along with property tax billing and business licenses

Beyond the three modules listed for the Online Portal (Business License, Property Tax, AR), what other citizen self-service functions would add value?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

How many years of historical data are required to be migrated for each module? 2 years plus current

23 What are your retention requirements? See state records retention policy

What is your target go-live date? Is there a fiscal milestone driving Phase 1 delivery?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Would the City of Mableton consider extending the questions due date to February 10, 2026? Extension will not be honored. Thanks

Would the City of Mableton consider extending the proposal due date to March 16, 2026? Extension will not be honored. Thanks

Are there fiscal year constraints we should consider (e.g., avoiding year-end close periods)?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

What is your preference for training delivery—on-site, remote, or hybrid? How many users will require training across different role types?

The City does not prescribe fixed quantities at this time and will not provide internal operational metrics. Proposers should reasonably assume a growing municipality and recommend scalable, role-based solutions based on comparable Georgia cities of similar size.

Beyond the stabilization period, what are your expectations for ongoing support response times and coverage hours?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Which functions are highest priority for mobile access? Are there specific field operations requiring mobile functionality?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Can you provide examples of your most critical reports? Are there specific state or audit reports we should be aware of?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Are specific security certifications required (SOC 2 Type II, NIST alignment), or are these preferred?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Is there an approved budget range for software, implementation, and ongoing support?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Are optional modules expected to be priced as alternates or future phases?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

The RFP mentions four optional 12-month renewals—does this apply to both software licensing and support, or only specific services?

Please respond based on the requirements outlined in the RFP and propose a scalable, best-practice approach.

Functional Requirements - Other Modules

Budget & Contract

Current Systems & Infrastructure

User & Volume Information

Training & Support

Data Migration

Functional Requirements - HR/Payroll

Project Scope & Timeline

Technical & Security

Functional Requirements - Finance

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3. Local People Consulting

1: Number of Users

Can the City provide an estimate of the total number of system users by role (full users, limited users, approvers, read-only users), including anticipated growth over the next 3–5 years?

Response:

The City currently anticipates estimated:

− 5-20 full transactional users (Finance, HR/Payroll, Procurement, Department Administrators).

− 15–20 limited or departmental users (budget review, requisition entry, approvals).

− 10–15 read-only or reporting users.

The City is a growing municipality and anticipates moderate staffing growth over the next 3–5 years.

Proposers should provide scalable pricing structures and clearly identify licensing tiers, user classifications, and growth flexibility within their proposals.

The City reserves the right to adjust user counts based on operational needs.

2: Total Number of Employees

Can the City confirm the current number of full-time, part-time, and seasonal employees who will be supported by the ERP solution, as well as any anticipated staffing growth over the contract term?

Response:

The City currently employs approximately:

− 35–60 full-time employees.

− 5–10 part-time employees.

− Limited seasonal or temporary staff, as applicable.

The City anticipates incremental growth over the contract term. Proposers shall ensure their solution accommodates workforce growth without material system redesign or performance degradation.

All payroll, HR, and position control modules must be scalable accordingly.

3: Citizen Population Supported

Can the City provide an estimate of the resident and non-resident user population expected to interact with the Online Citizen Service Portal (business licenses, property tax, accounts receivable), including projected transaction volumes if available?

Response:

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The City of Mableton has an estimated population of approximately 80,000–85,000 residents.

Projected user interaction for online services will vary depending on modules implemented (e.g., business licensing, accounts receivable, permits, etc.). At this time, exact transaction volumes are not guaranteed;

however, proposers should assume scalable public-facing capacity capable of supporting citywide adoption and increased digital engagement over time.

Solutions must support secure public access, payment processing integration, and ADA-compliant user interfaces.

4: Alternative Proposals / Options

Does the City permit proposers to submit alternative or optional approaches (e.g., phased implementation, module sequencing, or configuration options), provided all mandatory requirements are fully met and clearly identified in the base proposal?

Response:

Yes. The City will accept alternative or optional approaches, provided:

− All mandatory requirements are addressed in the base proposal.

− Alternatives are clearly identified as optional.

− Any phased implementation plan does not compromise core financial integrity or compliance requirements.

The City reserves the right to evaluate optional components separately and is not obligated to accept alternative configurations.

5: Multiple Systems for Total Solution

Is the City open to a best of breed solution in which multiple integrated systems collectively deliver the full functional scope outlined in the RFP, provided the Offeror serves as the single prime contractor responsible for overall delivery, integration, and support?

Response:

The City will consider best of breed solutions, provided:

− The Offeror serves as the single prime contractor.

− The Offeror assumes full responsibility for integration, implementation, data migration, support, and ongoing maintenance.

− The solution presents seamless user experience with unified reporting and financial controls.

− No additional contractual complexity or administrative burden is imposed upon the City.

The City’s preference is for a unified, integrated platform; however, compliant integrated solutions will be

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4. The Groove The City provides the following response to a vendor question received regarding RFP 26-02 – Financial ERP Software. This response is issued for clarification purposes and shall be incorporated into the official addendum. Unless expressly modified herein, all terms, conditions, requirements, and deadlines of the original solicitation remain unchanged.

1.

On Page 13 under Section V: Deliverables, letter C, Human Resources and Payroll are mentioned for software configuration and implementation. To confirm, is HR and Payroll in scope or out of scope for this

RFP?

If HR and Payroll are not included, would Mableton entertain a Financials-only bid (no Property Tax or Community Development)?

Response:

Human Resources and Payroll are in scope for RFP 26-02 as identified in Section V – Deliverables. Proposers shall include HR and Payroll software configuration, implementation, and integration within their base proposal.

The City is seeking a comprehensive, fully integrated ERP solution. Financials only proposals that exclude required functional areas, including HR/Payroll, Property Tax, or Community Development modules as specified in the RFP, will not meet the minimum scope requirements.

Proposers may identify phased implementation approaches if desired; however, the full functional scope outlined in the RFP must be addressed within the proposal.

5. Harris ERP Questions:

1. Will you accept an electronic version of the Proposal emailed to the city and if not, how many printed copies of the RFP to you want sent to the City?

Yes

2. Will you accept proposals from vendors that do not provide all the modules requested in the RFP, specifically property tax? Unfortunately, no

3. Are there additional functional requirements for the modules within the RFP, for example questions asking specific functionality questions for Accounts Payable? No

4. How many users do you have for General Ledger, Accounts Payable, Purchasing? Estimated 6

5. How many users do you have for Business License and Code Enforcement? Estimated 10

6. How many citizens do you anticipate using the Citizen Service Portal? There are an estimated

82,000 residents in Mableton. Don’t not have a concrete number.

7. In Section C (Page 13) you indicate Human Resources and Payroll and Asset, Fleet, and Inventory

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Management, but on Section IV Scope of Work (page 9-10) those modules are not listed, should they be included in the proposal and pricing? Yes If so, how many users do you have for Human Resources and Payroll and how many employees do you have? 4/5

8. Might the City might consider Personal Property Tax billing & collections at a later time? Currently, the CIty doesn't receives Personal Property Tax

6. DiBell Group, Inc.

1. At this time, the City does not intend to distribute a Plan Holders List or a list of vendors who have requested or received the RFP package. In accordance with public procurement best practices, all proposers must independently prepare and submit their responses without coordination facilitated by the City.

2. With respect to subcontractors, the RFP allows proposing firms to utilize subcontractors at their discretion; however, any subcontracting arrangements are the responsibility of the Prime proposer.

The City will not coordinate introductions, partnerships, or outreach between Prime proposers and potential subcontractors during the solicitation phase.

3. If DiBell Group is interested in being considered as a potential subcontractor, you may do so by independently marketing your services to prospective Prime vendors or by ensuring your firm is properly registered as a vendor with the City in accordance with our standard vendor registration process. Please note that any subcontractors proposed must meet all applicable requirements outlined in the RFP and will be subject to City review and approval as part of a Prime proposer’s submission.

4. All questions and clarifications related to the RFP must be submitted in writing and will be addressed, if applicable, through an official addendum posted to the Georgia Procurement Registry.