City of Raleigh ERP SI RFP.pdf

Request for Proposals # 274-IT2026-04

Title: ERP Modernization- System Integrator

Issue Date: September 11, 2026

Due Date: October 2, 2026, no later than 3:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Information Technology

Direct all inquiries concerning this RFP to:

Parijat Malla Technology Supervisor Email: Parijat.malla@raleighnc.gov

Table of Contents

1 INTRODUCTION

1.1 PURPOSE

1.2 ABOUT CITY OF RALEIGH

1.3 CURRENT BUSINESS AND OPERATIONAL ENVIRONMENT

1.4 DESIRED OUTCOMES OF THIS PROJECT

1.5 VOLUMES AND QUANTITIES

1.6 REQUEST FOR PROPOSAL (RFP) TIMELINE

1.7 PRE-PROPOSAL VIRTUAL MEETING

1.8 PROPOSAL QUESTIONS

1.9 PROPOSAL SUBMISSION REQUIREMENTS AND CONTACT INFORMATION

1.9.1 Electronic Bid/Proposal Submission – Instructions

1.10 BUSINESS ENGAGEMENT & OPPORTUNITIES

1.11 RIGHTS TO SUBMITTED MATERIAL

1.12 COMMUNICATIONS

1.13 LOBBYING

1.14 CONFLICTS OF INTEREST

1.15 PROPOSER EXPENSES

1.16 PROPOSER ACCEPTANCE

2 PROPOSALS

2.1 REQUEST FOR PROPOSALS REQUIRED DOCUMENT FORMAT

2.1.1 Section/Tab 1: Cover Letter

2.1.2 Section/Tab 2: Company Qualifications and Experience

2.1.3 Section/Tab 3: Team Vendor, Experience and Certifications

2.1.4 Section/Tab 4: Proposed SI Services

2.1.5 Section/Tab 5: Contract Alignment and Due Diligence

2.1.6 Section/Tab 6: Cost

2.2 RFP DOCUMENTS

3 PROPOSAL EVALUATION

3.1 PROPOSAL EVALUATION CRITERIA (STAGE 1)

3.2 INTERVIEW/PRESENTATION (STAGE 2)

3.3 FINAL SELECTION

3.4 NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS

3.5 CONTRACT TERM

3.6 VENDOR RISK ASSESSMENT REQUIREMENT

4 SCOPE OF SERVICES

APPENDIX I PROPOSAL OF COST

APPENDIX II PROPOSAL QUESTIONNAIRE

APPENDIX III REFERENCE QUESTIONNAIRE (INSTRUCTION)

APPENDIX III REFERENCE QUESTIONNAIRE (FORM)

APPENDIX IV SAMPLE CONTRACT

APPENDIX V PRESENTATIONS

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (CoR) has solicited competitive bids for an Enterprise Resource Planning (ERP) software solution and is working with Workday, Inc. on contract negotiations. Now, CoR is seeking responses to this Request for Proposal (RFP) for professional services to configure and implement the selected ERP software suite.

The CoR is seeking to partner with one or more professional service vendors to configure the selected ERP software suite(s) to meet the city’s technical and business requirements. This includes functionalities in Finance, Budget and Planning, and Human Capital Management (HCM) areas, along with their related sub-functions. Detailed information regarding the project scope, timeline, critical due dates, and other essential aspects are provided in this Request for Proposal (RFP).

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions and any correspondence regarding this RFP shall be directed to the City’s Point of Contact by email. Only inquiries in writing will be accepted by the City. There shall be no communication with the City regarding this RFP unless otherwise directed by the City’s Point of Contact identified below. **NO PHONE CALLS**:

Contact Name Email Address

Parijat Malla

Parijat.Malla@raleighnc.gov

1.2 About City of Raleigh

The CoR, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new https://evp.nc.gov/ technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The objective of this solicitation is to establish a contract that enables the CoR to engage with a qualified vendor for the replacement of the current Oracle PeopleSoft ERP system.

In addition to Oracle PeopleSoft as its primary ERP platform, the City currently leverages several supporting business applications such as SAP SuccessFactors, Oracle Planning and Budgeting, etc. (see Table 1 Current Integrations List for a detailed list of integrations). This system is essential for supporting all mission-critical business capabilities in Finance, Budgeting and Planning and Human Resource areas. Vendors are required to address all application functionalities and services detailed in this document and associated attachments, ensuring a robust, secure, flexible, sustainable, and user-friendly platform tailored to the needs of city staff, vendors, contractors, client users, and government officials throughout Raleigh. The vendor must implement a modernized ERP solution that enhances the City’s mission-critical business operations and must position the City to operate, maintain, and evolve the platform independently over its full lifecycle by establishing the ongoing support structure, transferring knowledge to City staff, and delivering the documentation, test assets, and governance needed for the City to sustain the solution after implementation.

To ensure successful implementation, the CoR requires a System Integrator (SI) to act as the prime contractor. The CoR intends to make vendor selections based on the proposal of a qualified SI with proven experience and capacity to drive successful implementation.

The CoR will require the prime contractor to be accountable for any sub-contractor’s performance (if needed and leveraged).

1.3 Current Business and Operational Environment

CoR is currently utilizing Oracle’s PeopleSoft HCM and Financial Supply Chain Management system as its primary ERP solution. Since the CoR implemented PeopleSoft in 2007, the system has been heavily configured to meet the evolving needs of the workforce and key stakeholders. The ERP system interfaces with multiple systems/applications (i.e., Trimble Cityworks, iNovah, Tyler Technology EP&L, UKG Ready) to enable the end-to-end delivery of business processes. The current platform is on legacy technology, which is approaching end of life (EOL). To mitigate technical debt and technical obsolescence, the CoR is looking to implement a new, modern cloud ERP solution to mitigate these risks, standardize business processes, and further improve business operations.

The CoR ERP Integrations diagram below illustrates the City’s current ERP integration landscape. See table below for a complete list of all applications in the environment. The CoR and its technologies are continually evolving, additional applications not listed in the attachment will need to be discovered by the Vendor prior to and during implementation to ensure all integrations are completed before go-live. The current-state landscape reflects the integrations as built for the legacy environment; the Vendor should not assume existing integrations will be reproduced as-is. The Vendor is expected to assess each integration and recommend where it should be modernized or redesigned based on current technology best practices, the target platform's native capabilities, and long-term sustainability and maintainability. The Vendor should highlight the business functions best suited for integration within the solution. CoR prefers that some capabilities be consolidated into the ERP software suite, with others continuing as integrations.

Table 1 Current Integrations List

Application Name Vendor Purpose Integration Required Type of Integration

CCB (Customer Care and Building) Oracle

General Ledger and Accounts Payable Required

Bilateral (Input/Output for PeopleSoft Accounts Payable)

Duke Energy Duke Energy Electric Bills Required Unilateral (Input for PeopleSoft Accounts Payable)

RPOD (eProcurement) Jaggaer Invoice Payments Potential Unilateral (Input for PeopleSoft Accounts Payable)

VSI Vermont Systems Recreation Management Software Refunds Required

Unilateral (Input for PeopleSoft Accounts Payable)

PNC Bank PNC PNC bank ACH[Employee, Corporate] Required

Unilateral (Output for PeopleSoft Accounts Payable)

NXG Forensics Fiscal Technologies Fraud Detection and Prevention Required

Unilateral (Output for PeopleSoft Accounts Payable)

Periscope Energy Dashboard

Periscope Energy Dashboard

Electric Energy Usage Monitoring Potential

Unilateral (Output for PeopleSoft Accounts Payable)

Bank of America Procurement Card Bank of America

Procurement Card Payments Required

Unilateral (Input for PeopleSoft Purchasing)

Docusign Docusign Contract Signatures Potential Unilateral (Output for PeopleSoft Purchasing)

Ungerboeck Momentus Technologies

Event Management Payments Required

Bilateral (Input/Output for General Ledger) eCivis Euna Solutions Grants Management and Budget and Actuals Potential

Unilateral (Input for General Ledger)

PBCS (Planning, Budget and Cloud Services) Oracle

Budget Forecasting and Tracking Potential

Unilateral (Input for General Ledger) iNovah System Innovators Cashiering and Payments Journals Required

Unilateral (Input for General Ledger)

Gravity Gravity Software

Accounting Solution for ACFR (annual comprehensive financial report) Potential

Unilateral (Output for General Ledger)

Enterprise Permit and Licensing Tyler Technologies

Permitting Software Journals Required

Bilateral (Output for PeopleSoft HR & Input for General Ledger)

Cityworks Trimble

Work Order System for Raleigh Water Construction Crew Required

Bilateral (Input/Output for PeopleSoft Inventory); Unilateral (Employee data from Cityworks -

> ERP)

Ascensus Ascensus 457 Plans Required Bilateral (Input/Output for PeopleSoft HCM Benefits)

MARK III Market III All Voluntary Deduction Required Bilateral (Input/Output for PeopleSoft HCM Benefits)

Empower Empower 401k Required Bilateral (Input/Output for PeopleSoft HCM Benefits)

ORBIT ORBIT

Online Retirement and Benefits Information Required

Unilateral (Output for PeopleSoft HCM Benefits)

Hinge Health Hinge Health Virtual Physical Therapy Sessions Required

Unilateral (Output for PeopleSoft HCM Benefits)

WebMD WebMD Online Health Resource Required Unilateral (Output for PeopleSoft HCM Benefits)

Nationwide Nationwide Pet Insurance Required Unilateral (Output for PeopleSoft HCM Payroll)

Teladoc Health Teladoc Health Virtual Healhcare Required Unilateral (Output for PeopleSoft HCM Benefits)

FLORES FLORES FSA and COBRA Required Unilateral (Output for PeopleSoft HCM Benefits)

Government Jobs, Insight and Onboard NEOGOV

New Hire/Talent Management Potential

Bilateral (Input/Output for PeopleSoft HCM HR)

BCBS NC (Blue Cross Blue Shield) BCBS Medical Plan Required

Unilateral (Output for PeopleSoft

HCM HR)

CorVel CorVel Workers Compensation Required Unilateral (Output for PeopleSoft

HCM HR)

Delta Dental Delta Dental Delta Plan Required Unilateral (Output for PeopleSoft

HCM HR)

ServiceNow ServiceNow Internal System Required Unilateral (Output for PeopleSoft

HCM HR)

Market Pay Market Pay Salary Information Required Unilateral (Output for PeopleSoft

HCM HR)

PNC Check Reconciliation PNC

Payroll Reconciliation Process for PNC Banks Required

Unilateral (Input for PeopleSoft HCM Payroll)

UKG UKG Time Punches Potential

Unilateral (Output for PeopleSoft HCM Time and Labor)

SuccessFactors SAP Learning and Performance Management System Potential

Bilateral (Input / Output for PeopleSoft HCM HR Record)

Snowflake Snowflake Data Lake Required Unilateral (Output for PeopleSoft to Snowflake)

Trimble Unity Construct Trimble Construction Project Management Software Required

Bilateral (Input / Output for PeopleSoft Finance Record)

Figure 1: CoR ERP Integrations

The current ERP modules are maintained by the City’s Information Technology (IT) Department.

The following considerations should be taken into account when assessing the requirements and incorporated into your proposal.

The CoR’s current reliance on multiple systems and the need for seamless integration across multiple platforms present opportunities for ongoing modernization and improved efficiency.

The transition will require effective change management strategies, such as training, to support employees in adopting new digital processes and moving away from previous system or paper-based workflows.

The City will remain fully operational throughout the implementation and transition period. The vendor’s proposed approach, timeline should consider minimizing disruptions to ongoing financial, human resources, payroll and business operations.

Legacy systems remain critical to operations, and ensuring a smooth transition to modern solutions is essential to mitigate potential risks.

Legislative requirements will continue to play a key role in shaping system functionality and compliance considerations.

Business process optimization will play a key role in this modernization by identifying and addressing inefficiencies in existing workflows, enhancing resource utilization, and ensuring compliance with regulatory and funding requirements. The following section outlines the key business and technical drivers guiding this modernization initiative.

o Business Drivers

Improve Service to Stakeholders: Streamline services and processes to improve functionality and efficiency for citizens, contractors, City staff, and other key stakeholders.

Increase Productivity: Enhance staff productivity by introducing standardized processes, an intuitive design, and common workflows that align with industry and technology best practices.

Enhance User Experience: Improve the organizational work environment by leveraging modern, user-friendly, and easy-to-navigate solutions that enhance accessibility and usability.

Increase Automation: Eliminate manual, time-consuming, or redundant processes to reduce human error and allow CoR staff to focus on critical priorities.

Improve Data Quality: Enhance data integrity through cleansing and use of a single system of record to enable effective execution of the City’s core business processes.

Empower People: Foster increased employee engagement and effectiveness by streamlining business processes and enabling self-service capabilities for both employees and managers.

o Technical Drivers:

Enable Data-Driven Decision Making: Reduce manual effort in analytics and reporting while increasing access to high-quality, actionable data to support informed decision-making for business and technology strategies.

Increase Agility and Operational Efficiency: Implement a flexible application architecture that allows the system to evolve and adapt quickly to regulatory changes, while minimizing customizations, third-party applications, and system complexity.

Reduce Technical Debt: Reduce operational inefficiencies by consolidating and optimizing applications required to support the City’s ERP operations and functions, increasing automation, integration, and self-service capabilities.

Optimize Technology: Ensure seamless integration of tools, technology, and processes through automated workflows, promoting effective collaboration, communication, accountability, and operational control.

1.4 Desired Outcomes of this Project

This section outlines the desired outcomes for this solicitation, including requirements for a new ERP technology solution that will replace the current Oracle PeopleSoft system.

Selected Software Package The City is entering contract negotiations with Workday Inc. with the intention to award a contract, subject to the successful agreement on contract terms and conditions, contingent upon City Council approval.

In-scope Functional ERP Capabilities The table below lists the Business Capability Model (BCM), indicating current and target state functional capabilities supporting the ERP technology landscape at the CoR. CoR expects the ERP platform to perform the following technology and service functions.

Table 2: BCM Functional Capabilities

Core Capabilities A.2.1. Manage Finance A.2.1.1 Perform General Accounting A.2.1.2 Manage Billing & Accounts Receivable A.2.1.3 Manage Treasury/Cash A.2.1.4 Manage Accounts Payable A.2.1.5 Manage Finance Service Delivery A.2.1.6 Support Finance Relations & Requests A.2.1.7 Manage Fixed Assets A.2.1.8 Manage and Process Payroll & Pension A.2.1.9 Manage Grants A.2.1.10 Perform Period Close / Year-end Close A.2.2. Manage Procurement A.2.2.1 Strategically Source A.2.2.2 Purchase Goods and Services A.2.2.3 Manage Vendor Relationships A.2.2.4 Manage Solicitations A.2.2.5 Manage Supplier Contracts A.2.2.6 Manage Inventory A.2.3. Manage Budgeting & Planning

A.2.3.1 Create Budgets/Develop business cases for new budget requests

A.2.3.2 Consolidate Budgets A.2.3.3 Manage Financial Performance A.2.3.4 Create Budgetary Estimates, Plans & Forecasts A.2.3.5 Revise Budgets A.2.3.6 Perform Capital Planning A.2.4. Manage Human Capital A.2.4.1 Administer HR

A.2.4.2 Acquire Talent A.2.4.3 Manage Total Rewards A.2.4.4 Manage HR Service Delivery A.2.4.5 Manage Workforce Performance A.2.4.6 Manage Workforce Compliance & Guidance A.2.4.7 Manage Workforce / Employee Relations A.2.4.8 Manage Workforce

Table 3: BCM Technology and Service Capabilities

Core Capabilities A.2.5 Technology and Service Delivery Capabilities A.2.5.1 Access Control & Security

A.2.5.2 Architecture (Scalability, Availability, Performance, etc.)

A.2.5.3 Audit A.2.5.4 Configurability/Flexibility A.2.5.5 Data A.2.5.6 Data Conversion A.2.5.7 Data Storage & Archiving A.2.5.8 Integration A.2.5.9 Reporting A.2.5.10 System Administration A.2.5.11 System Capacity & Performance A.2.5.12 System Flexibility A.2.5.13 Technology Platform A.2.5.14 Usability A.2.5.15 Accessibility A.2.5.16 Enterprise Content Management (ECM)

Defining the functional and technical capabilities for CoR’s ERP

More details are in Section 4 (Scope of Services) and the individual attachments for each functional and technology area requirements:

o Financials & Budget Management

Financial Management services focus on optimizing financial operations across CoR ensuring accurate, efficient financial management that supports overall City Operations. The Vendor should provide implementation services for a financial solution that supports general accounting, manage treasury/ cash, procurement, accounts payable and receivable, support finance relations & requests, manage fixed assets, manage and process payroll pension, manage general ledger and financial reporting, manage grants, and perform period close. The vendor should demonstrate proficiency in implementing solutions that automate financial transactions and reduce errors. Real-time financial reporting and analytics should be implemented to enable the aggregation and analysis of financial data by designated values or codes, supporting data-driven decision-making, transparency, and compliance with state and federal regulations.

The Vendor should offer expert guidance to ensure that best practice configurations are established throughout the implementation process to support CoR’s sustainable maintenance.

Budgeting and Planning services ensure efficient financial planning, forecasting, and capital project funding allocation across CoR. The vendor should provide implementation services for a solution that streamlines budget development, capital planning, and financial oversight, ensuring accuracy and alignment with CoR strategic initiatives. The vendor should demonstrate expertise in deploying solutions that enable real-time tracking, reporting, and scenario analysis while minimizing manual intervention. Standardization of budget approval workflows and re-appropriation processes is essential for maintaining fiscal responsibility and compliance. The Vendor should also provide expert guidance to ensure best‑practice configurations are implemented and maintained throughout the project.

o Human Capital Management (HCM)

HCM services support the full employee lifecycle by centralizing workforce data, enabling accurate reporting, and ensuring secure access to a single source of truth for CoR’s strategic initiatives. The vendor should provide implementation services for an HCM solution that supports the administration of Human Resources (HR), acquisition of talent, total awards, HR service delivery, workforce performance, workforce compliance and guidance, and employee relations. The system should track employee progress, streamline workflows, and enforce compliance. Advanced reporting, dashboards, self-service, and resource allocation tools should be available to optimize HCM which is aligned with CoR strategic priorities. The vendor should be able to understand functionality of selected software, translate system functions into viable solutions for CoR to achieve various desired outcomes. The vendor will advise on ways to best utilize the system, improve efficiencies, develop workflows, and be compliant with applicable laws and regulations. The CoR expects the vendor to provide guidance regarding configuration options to best align with CoR operations.

o Procurement (including Inventory) Management Procurement Management services are focused on automating the procurement process across CoR. The Vendor should deliver implementation services for a solution that offers strategic sourcing and manages the purchase of goods and services, vendor relationships, solicitations, supplier contracts, and inventory.

Additionally, provide guidance on implementing end-to-end automation, self-service, and robust integration features. The Vendor should provide guidance on best practices for supplier relationship management, contract lifecycle management, and spend analysis to improve procurement efficiency and compliance. The Vendor should demonstrate expertise in configuring, integrating, and deploying procurement solutions that centralize procurement data, streamline workflows, and enable secure, role-based access for stakeholders.

o Technology and Service Delivery Capabilities Technology and Service Delivery capabilities provide the foundation for a modern, sustainable, scalable, and secure enterprise environment that supports CoR’s core Budget and Planning, Finance & Accounting, and HCM functions.

The Vendor should implement and configure the solution to deliver high performance, enabling automated workflows, self-service capabilities, secure role-based access, and seamless integration with external systems. The Vendor should demonstrate expertise in configuring and integrating the ERP platform to enable internal CoR systems and external third-party applications. The Vendor should provide guidance on advanced integration capabilities, including identity and access management, audit logging, and secure data exchange, to promote operational efficiency and enhance service delivery in compliance with CoR requirements.

o SI Services

In addition to the above, CoR expects the following services and deliverables from the SI vendor. These deliverables will be included in the awarded contract.

The table below defines the requested scope of services, aligned with Service Domains. For further details on these services and deliverables, refer to Section 4 Scope of Services.

Table 4: SI Service Capabilities

Service Domain Deliverable Name SI Resource Management

SI Staffing Plan

Governance & Project Management

Project Management Plan Project Schedule Weekly Status Report

Training Training Plan End User Training Materials

Plan and Design

Requirements Validation Report Data Quality Plan Standard Operating Procedures Configuration Management Plan As-Built Configuration Documentation Data Entry Protocol Role Based Access Control (RBAC) Solution Design Document(s) System Security Plan

Business Process Framework Inventory Enterprise Reporting Strategy and Report Inventory

Configure-Build-Test

Test Management Strategy Test Plans Test Results Reports Test Scripts, Test Cases, Test Scenarios, & Test Data Mapped to Requirements RICEFW Register

Data Migration & Data Governance

Data Migration Plan Data Migration Strategy

Train

End-User Training Plan Administrative User Training Plan Train-the-Trainer Plan Training Curriculum & Materials Training Report

Deploy-Hypercare

Cutover/Deployment Plan/Go-Live Readiness Infrastructure Documentation Post-Implementation Report Successful Deployment Report

Integrations and Third- Party Coordination

Multi-Vendor Integration Plan ERP Integration Strategy

Solution Hosting & Provisioning

Downtime Processes & Protocols Disaster Recovery Plan Infrastructure and Solution Recovery Plan Infrastructure Management Plan

Maintenance and Operations

Monthly Quality Assurance Report Plan of Action and Milestones (POAM) Release Management Plan System and User Documentation Feature Release Regression Test Suite & Calendar (R1/R2) Optional deliverable: Post-Implementation ERP Support & Operating Model Optional deliverable: Ongoing Support Staffing Recommendation (roles, skills, FTE) Optional deliverable: Support Roles & Responsibilities Matrix (RACI) Optional deliverable: Post-Go-Live Data Governance Framework Optional deliverable: Post-Go-Live Governance Framework & Charter

Knowledge Transfer and Exit Transition

Exit Transition Plan Final Acceptance Document Knowledge Transfer Plan

Knowledge Transfer Completion & Competency Certification

1.5 Volumes and Quantities

The table below depicts the breakdown and estimates ERP user base by functional roles. These estimates are provided for planning purposes only.

Table 6: CoR volumes and quantities per ERP functional roles

Function Full-

Time/ Permanent Part time

Temporary Total # of Users

Finance (including AP, Budgeting, Projects & Treasury, Procurement, Contract & Inventory Management)

1,786 52 1,838

Human Capital Management 4,262 3,000 7,262

Procurement, Contract & Inventory Management

1,786 52 1,838

The following table contains functional statistics of the City. These statistics are estimates and are provided for planning purposes only.

Table 7: Functional Area Statistics

Functional Area/Metric Statistic Statistic

General Ledger and Financial Reporting

Number of Funds 74

Number of Accounts ~2,700

Number of Journal Entries Annually ~10,000

Chart of Accounts Structure

The City’s Chart of Accounts (COA) structure is identified below and is split into the below segments:

Fund: 3 digits Department: 4 digits Account:6 digits 100000 are cash accounts, 200000 are liability accounts, 400000 are Fund balance accounts and 500000 are revenue, - 600000 are salary and 700000 are expense accounts)

Project: 8 digits Program: 3-5 digits The City is evaluating the possibility of updating the current chart of accounts structure.

Budgeting

Budget Narrative:

General Fund Budget $657.1M (2026)

Enterprise Fund(s) Budget $703.4M (2026)

Capital Budget – All Fund(s) $598M (2026)

Procurement

Number of Purchase Orders per Year 14,300

Number of purchase cards in use 1,100

Revenue Services (Accounts Receivable)

Payments Processed 25,000

Billing Invoices 21,000

Collections $11,000,000

Accounts Payable

Vendors Record 7,782

Number of Invoices Submitted for payment 64,000

Number of 1099’s issued per Year 475

Payroll and Compensation

Number of W2’s per Year Approx 7,500

Pay Frequency Bi-weekly, multiply pay cycles in place

Number of employees paid bi-weekly ~5,500

Payment Methods Direct Deposit, Check

1.6 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and Time

RFP Date

September 11, 2026

1.7 Pre-Proposal Virtual Meeting

A Pre-Proposal meeting will be held, September 18, 2026 at 10.00 AM EST

Link to Register (no later than Day, September 17, 2026, at 3 PM EST) for Pre-Proposal Virtual Meeting:

https://events.gcc.teams.microsoft.com/event/06aa5e11-48f3-43f8-a9fd- 010f6c556ca0@f03ae146-d945-4924-95c0- 7b661c30ddbb?source=copyLinkLegacyShareEventDialog

While participation in the pre-proposal meeting is not required, all prospective vendors are strongly encouraged to attend and participate. This session will include an overview of the RFP scope, key objectives, timeline expectations, and will provide an opportunity to ask clarifying questions that may inform the preparation of your proposal. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP).

1.8 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.6) for the submittal of written inquiries. The Vendor’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the Vendor’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether

Pre-Proposal Meeting/Site-Visit (if required)

September 18, 2026, at 10 AM EST

Deadline for Written Questions

September 21, 2026, at 2 PM EST

City Response to Questions (anticipated)

September 25, 2026

Proposal Due Date and Time

October 2, 2026, at 3pm EST

Vendor Interviews/Presentations – In- Person (Required)

November 16 to November 20, 2026

(0.5 Day per Vendor)

Note: Vendor should be available to present on one of the days. Timeframe is firm.

Selection Announced (tentative)

December 2026 https://events.gcc.teams.microsoft.com/event/06aa5e11-48f3-43f8-a9fd-010f6c556ca0@f03ae146-d945-4924-95c0-7b661c30ddbb?source=copyLinkLegacyShareEventDialog https://events.gcc.teams.microsoft.com/event/06aa5e11-48f3-43f8-a9fd-010f6c556ca0@f03ae146-d945-4924-95c0-7b661c30ddbb?source=copyLinkLegacyShareEventDialog https://events.gcc.teams.microsoft.com/event/06aa5e11-48f3-43f8-a9fd-010f6c556ca0@f03ae146-d945-4924-95c0-7b661c30ddbb?source=copyLinkLegacyShareEventDialog made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors can only rely on written material contained in an Addendum to this RFP.

It is important that all Vendors submitting to this RFP periodically check eVP for any Addenda. It is the Vendors responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address

Parijat Malla

Parijat.Malla@raleighnc.gov

Vendors shall not contact other City staff with any questions or inquiries. Unauthorized contact with any personnel of the City may be cause for rejection of the Vendor’s response.

1.9 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

Preferred method is to submit proposals electronically as a viewable and printable Adobe Portable Document File (PDF) (Word and Excel documents are also acceptable) by submitting a form at https://formsdev.raleighnc.gov/form/cor_rfp_dev. No other file types are permitted.

1.9.1 Electronic Bid/Proposal Submission – Instructions

• Open the submission form: City of Raleigh Electronic Bid Submission Form

• Complete the information: Solicitation/Proposal Number, Advertisement Date, Vendor

Name, Email, Phone Number, and Solicitation Title.

• Add attachment details and upload all required bid/proposal documents using

Browse or drag-and-drop.

• Click Submit and wait for the submission to process.

The PDF electronic version must be received by the City on or before the RFP due date and time provided in Section 1.6. Proposals received after the RFP due date and time will not be considered. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever.

Vendors must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

https://formsdev.raleighnc.gov/form/cor_rfp_dev https://formsdev.raleighnc.gov/form/cor_rfp_dev

1.10 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced vendors or organizations.

1.11 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the Vendor is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Vendor agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.12 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.6). Violation of this provision may result in the Vendor’s proposal being removed from consideration.

1.13 Lobbying

By responding to this RFP, the Vendor certifies that it has not and will not pay any person or vendor to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.14 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a vendor which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a vendor considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, vendor or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.15 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Vendor in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Vendor even if the awarding authority for each entity has formally accepted a recommendation.

1.16 Proposer Acceptance

Submission of any proposal indicates a Vendor’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Vendors if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be divided into sections with Table of Content to easily identify and separate each section as follows:

2.1.1 Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the Vendor’s unique proposal to meet the needs of this service requirement. This letter should be presented on the Vendor’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the Vendor. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2 Section/Tab 2: Company Qualifications and Experience

Company Qualifications Include background information on the Vendor and provide detailed information regarding the Vendor’s experience with similar ERP implementations (i.e., experience with Workday, with in-scope business processes and experience with Cities with similar size, scope and complexity to Raleigh).

Experience with the Software Vendor

Provide detailed information about the Vendor’s direct experience working with Workday.

Describe previous projects where the Vendor has implemented Workday’s ERP products, outlining its familiarity with the tools, methodologies, and support processes. Highlight specific examples that demonstrate the Vendor’s understanding of the ERP vendor’s solutions and its ability to leverage its resources effectively throughout the implementation lifecycle.

Experience in implementing the business processes Describe the Vendor’s experience in implementing the specific ERP business processes i.e., Finance & Budget Management, HCM, and Procurement & Inventory Management.

The response should demonstrate the Vendor's understanding of the City's business objectives, regulatory and operational environment, and approach to aligning leading practices with the City's requirements. Vendors should provide relevant implementation examples, highlight key business process transformations achieved, describe lessons learned and challenges encountered, and explain how their implementation methodology supports successful adoption and realization of business outcomes across each functional area.

Project understanding Demonstrate the Vendor’s understanding of the City’s needs, objectives and unique challenges. Reference specific details from the City’s requirements and explain how the Vendor’s proposed approach and communications reflect an awareness of the City’s goals and context. Clearly articulate how the Vendor’s experience and methodology are tailored to meet CoR’s priorities and address any complexities or constraints identified in the project documentation.

References Provide a list of all similar contracts performed in the past 5 years, accompanied by at least 2 references (contact person, telephone number and email address). Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Fill out the Reference Questionnaire form (Appendix III) for each reference provided. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the Vendor’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects. Preference will be given to vendors proposing key personnel (e.g., Project Manager, Functional Manager(s), Technical Manager, OCM and Training Manager) who have successfully delivered implementations included in the submitted references.

Financial Information and Stability Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Vendor shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Vendor shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Vendor’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the Vendor’s financial information verifying the financial viability of the Vendor.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE

OF PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Vendor’s parent or related corporation/business entity shall not be considered, unless: (1) the Vendor’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Vendor’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Vendor provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The Vendor’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Vendors are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the Vendor.

2.1.3 Section/Tab 3: Team Vendor, Experience and Certifications

SI Team Key Personnel – Relevant Working Experience This section must include the proposed staffing, deployment and vendor personnel to be assigned to this project. The Vendor shall provide information as to the Proposals and experience of all executive, managerial, and other key personnel assigned to the project, including at a minimum the Project Manager, Functional Lead(s), Technical/Integration Lead, Data Migration Lead, and Organizational Change Management/Training Lead. Include resumes or summaries that highlight their qualifications and previous experience with similar ERP implementations. A project-specific vendor chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included. The SI commits that proposed Key Personnel will be assigned to the CoR engagement and will not be reassigned or replaced without CoR’s prior written consent, except in cases of resignation, termination, extended leave, or other circumstances beyond the SI’s reasonable control. Any replacement must possess qualifications and experience equal to or greater than those of the person being replaced and is subject to CoR’s review and approval. CoR reserves the right to interview proposed Key Personnel and, during the engagement, to require the removal and replacement, at the SI’s expense, of any assigned personnel whose performance CoR reasonably determines to be unsatisfactory

Staff Planning Alignment (Functional, Tech, PMO Coverage and Continuity):

Describe the Vendor’s staffing plan for this project, ensuring that the vendor addresses how resources will be allocated to provide comprehensive coverage across functional, technical, and PMO roles. Explain how the Vendor will maintain continuity of key staff throughout the project lifecycle to support successful delivery.

The key personnel being…