Addendum #2 RFI 127426 Request for Information - Cloud Based Enterprise Resource Planning (ERP) System.pdf

This Addendum #2 is a Request for Information (RFI) issued by the City of Petersburg, Virginia for a cloud-based Enterprise Resource Planning (ERP) system. The City is seeking information to support a transition from its legacy BAI ERP system to a modernized solution that will enhance reliability, usability, security, and long-term sustainability. The proposed system must support approximately 50 ERP users across Finance, Human Resources, and administrative departments and provide functionality including financial management, human resources, payroll, utility billing for approximately 12,000 customer accounts, procurement, asset management, permitting, and fleet management for 341 vehicles. Responses to the RFI are due September 15, 2026 at 2:30 p.m. EST, with written questions due by September 8, 2026. Responses may be submitted electronically through eVA or by mail or hand delivery to the City of Petersburg Procurement Office.

Vendors should provide information addressing vendor overview, ERP solution specifications, functional capabilities, implementation approach, support and maintenance, cooperative contract availability, and budgetary estimates. The City maintains approximately 25 years of historical data requiring migration and mandates enterprise-grade security controls including SOC 1 Type II and SOC 2 Type II compliance, multi-factor authentication, Microsoft Entra ID integration, and disaster recovery capabilities. The City anticipates proceeding to formal procurement through either cooperative purchasing under an existing Virginia Public Public Procurement Act Section 2.2-4304 contract or through a standalone Request for Proposals. Cost information submitted during the RFI phase is non-binding and does not obligate the City. The City operates with approximately 585 full-time and 171 part-time employees and generates approximately 13,500 annual real estate tax bills and 22,000 annual personal property tax bills.