Addendum #4 RFI 127426 Request for Information - Cloud Based Enterprise Resource Planning (ERP) System.pdf

This addendum pertains to Request for Information (RFI) 127426 issued by the City of Petersburg, Virginia, for a cloud-based Enterprise Resource Planning (ERP) system. The RFI represents an information-gathering phase preceding formal procurement, which the City anticipates will occur through either cooperative purchasing under an existing Virginia Public Procurement Act Section 2.2-4304 contract or a standalone Request for Proposals. The City seeks to transition from its legacy BAI ERP system to a modern solution supporting approximately 50 ERP users across Finance, Human Resources, and administrative departments. Required functionality includes financial management, human resources, payroll, utility billing for approximately 12,000 customer accounts, procurement, asset management, permitting, and fleet management for 341 vehicles. The solution must accommodate approximately 25 years of historical data migration. Responses to the RFI are due September 15, 2026, at 2:30 p.m. EST, with written questions due by September 8, 2026. No specific site visits or bidders' conferences are mentioned in this addendum.

Vendors submitting responses should address vendor overview, ERP solution specifications, functional capabilities, implementation approach, support and maintenance, cooperative contract availability, and budgetary estimates; however, cost information submitted is non-binding and does not obligate the City. The solution must meet enterprise-grade security requirements including SOC 1 Type II and SOC 2 Type II compliance, multi-factor authentication, Microsoft Entra ID integration, and disaster recovery capabilities. The City operates with approximately 585 full-time and 171 part-time employees, generating approximately 13,500 annual real estate tax bills and 22,000 annual personal property tax bills. Responses may be submitted electronically through eVA or by mail or hand delivery to the City of Petersburg Procurement Office.