Consulting_Services_for_Implementation_and_Migration_of_new_ERP_System.pdf

REQUEST FOR PROPOSAL

2026/2027/05

CONSULTING SERVICES FOR IMPLEMENTATION AND

MIGRATION OF NEW ERP SYSTEM

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: October 2, 2026

DEADLINE FOR QUESTIONS: October 16, 2026

RESPONSE DEADLINE: October 27, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026/2027/05 Title: Consulting Services for Implementation and Migration of new ERP System https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Consulting Services for Implementation and Migration of new ERP

System

I. ADVERTISEMENT FOR PROPOSALS

II. GENERAL CONDITIONS

III. SUPPLEMENTAL TERMS AND CONDITIONS

IV. ADDITIONAL TERMS AND CONDITIONS

V. SPECIAL TERMS AND CONDITIONS

VI. BACKGROUND INFORMATION & SCOPE OF WORK

VII. SCOPE OF SERVICES

VIII. PROPOSAL EVALUATION

IX. PROPOSAL EVALUATION CRITERIA

X. VENDOR QUESTIONNAIRE/PROPOSAL SUBMISSION

Attachments:

A - Gallup Sample RFP Contract 2026

1. ADVERTISEMENT FOR PROPOSALS

CITY OF GALLUP

Consulting Services for Implementation and Migration of new ERP System CITY OF GALLUP, NEW

MEXICO

REQUEST FOR PROPOSAL NO. 2026/2027/05

1.1. Public Notice

Public notice is hereby given that the City of Gallup is accepting sealed electronic proposals for the following solicitation:

As more particularly described in the Request for Proposals (RFP) documents, copies of the solicitation may be obtained through the City's eProcurement Portal and are available for public review electronically.

Electronic proposals must be submitted through the City's designated electronic bidding platform no later than 2:00 pm (LOCAL TIME) on or before Tuesday, October 27, 2026 where proposals will be received and recorded by the City of Gallup Purchasing Department.

All solicitation documents, addenda, notifications, and related communications will be issued exclusively through the OpenGov eProcurement Portal. Interested firms are responsible for registering on the platform to receive updates and access solicitation information. Proposals must be submitted electronically through OpenGov; paper submissions will not be accepted. The electronic bidding system will not accept proposals after the specified date and time.

Solicitation documents may also be examined at the office of the Purchasing Director, City Hall, 110 West Aztec Avenue, Gallup, New Mexico 87301, (505) 863-1334.

Dated: 30th day of September, 2026

By:/S/ By: Marc DePauli , Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday-October 2, 2026

Albuquerque Journal Publishing Date: Sunday-October 4, 2026

2. GENERAL CONDITIONS

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Consulting Services for

Implementation and Migration of new ERP System in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICALLY via City's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposals shall be received until Tuesday, October 27, 2026 at 2:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION:

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS:

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall not be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.10. NEGOTIATIONS:

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal.

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.11. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.12. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.13. MANDATORY REQUIREMENTS:

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.14. SPECIFICATIONS:

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.15. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.16. OFFEROR’S TERMS AND CONDITIONS:

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.17. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.18. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the Request for Proposals.

2.19. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference- certification.aspx

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.20. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s Procurement Office. All http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-%20%20%20%20certification.aspx

Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.21. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.22. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident Business Preference to obtain approval and a certification from the New Mexico Department of Taxation & Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. SUPPLEMENTAL TERMS AND CONDITIONS

3.1. ELECTRONIC COMMUNICATIONS

Communications regarding this procurement, including issuance of any amendments, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal. However, electronic submittals of the proposal whether by fax will not be accepted as noted in the General Conditions.

3.2. UNIT PRICES

Typographical errors, errors in extending unit prices, arithmetic errors or errors clearly evident on the face of the bid/proposal document may be corrected in accordance with the Procurement Ordinance and Procurement Regulations. Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices as unit prices cannot be corrected.

3.3. CONTRACT TERM

This contract is for a one-time service, effective from the date of contract acceptance until completion of the work. It does not include renewal or extension options. The City may terminate this contract sooner in accordance with the terms and conditions of this solicitation. If the awarded contractor is unable to complete the scope of service, or if the contractor's pricing exceeds market prices, the City reserves the right to bypass their proposal and obtain the service from the best available source.

3.4. EXISTING AGREEMENT

Under the terms and conditions of this solicitation, all public bodies allowed by law may procure the supplies or services under this solicitation as described herein. The terms and conditions of this solicitation shall form a part of each order issued herein. Each public body shall be responsible for their own orders and the City of Gallup accepts no responsibility for other entities.

3.5. REQUEST FOR PROPOSAL DOCUMENTS

RFP documents may be retrieved by accessing the Purchasing page of the City of Gallup bidding website

OpenGov https://procurement.opengov.com/portal/gallupnm/projects/310630, by calling (505) 863-

1334 or visiting the Central Purchasing Office at 110 West Aztec, Gallup, NM 87301.

The City of Gallup will notify vendors of record of amendments/addenda that are issued via City's eprocurement software OpenGov. If not a vendor of record or if solicitation was downloaded through

City of Gallup website, it shall be vendor’s responsibility to check website frequently for copies of any addenda/amendments or correspondence concerning the solicitation. Failure to acknowledge all addenda could result in rejection of your bid/proposal as non-responsive. In the case of an inconsistency between information on this site and the Purchasing file document, the file document shall prevail.

https://procurement.opengov.com/portal/gallupnm/projects/310630

4. ADDITIONAL TERMS AND CONDITIONS

4.1. DEBARRED OR SUSPENDED CONTRACTORS

A business (contractor, subcontractor or supplier) that has either been debarred or suspended pursuant to the requirements of .13-1-177 through .13-1-180, and .13-4-11 through .13-4-17 NMSA 1978 as amended, shall not be permitted to do business with City of Gallup and shall not be considered for award of the contract during the period for which it is debarred or suspended.

4.2. ASSIGNMENT

Neither the order, nor any interest therein, nor claim there under, shall be assigned or transferred by the Vendor, except as expressly authorized in writing by the City of Gallup Purchasing Director. No such assignment or transfer shall relieve the Vendor from the obligations and liabilities under this order.

Vendor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the City of Gallup as to goods, services, and materials purchased in connection with this solicition are hereby assigned to the City of Gallup.

4.3. INSPECTION

Final inspection and acceptance will be made at the site. Goods rejected at the site for non-conformance with specifications shall be removed, at the Vendor's risk and expense, promptly after notice of rejection.

4.4. INSPECTION OF PLANT

The City of Gallup Procurement Administrator may inspect, at any reasonable time, the part of the contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

4.5. LIABILITY

The Vendor agrees that City of Gallup shall not be held liable for any costs incurred in preparation of this

RFP.

4.6. DEFAULT

The City of Gallup reserves the right to cancel all or any part of services without cost to the City of

Gallup, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor, such causes include but are not restricted to acts of God or the public enemy, acts of the State or Federal government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather, and defaults of subcontractors due to any of the above, unless the City of Gallup shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule. The rights and remedies of the City of Gallup provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this order.

4.7. NON-COLLUSION

In, signing this proposal, the Contractor certifies that he/she has not, either directly or indirectly, entered into any action in constraint of free competitive bidding in connection with this proposal submitted to the City of Gallup Procurement Administrator.

4.8. NON-DISCRIMINATION

Vendors doing business with City of Gallup must be in compliance with the Federal Civil Rights Act of

1964 and Title VII of the Act, (Rev.,1979), and the Americans Disabilities Act of 1990. (Public Law 101-

336).

4.9. METHOD OF AWARD

A contract will be awarded on a Total All or None basis where indicated based on ranking, pricing and compliance with the specifications and requirements for each group of materials or scope of services.

City of Gallup reserves the right to waive irregularities, reject offers in whole or in part, and award this solicitation in the best interest of the City of Gallup.

4.10. RIGHT TO DISCONTINUE PROCUREMENT

The City of Gallup reserves the right to cancel this Request for Proposal at any time, and to reject any or all proposals, or otherwise to proceed in the best interests of the City of Gallup. This in no manner obligates the City of Gallup or any of its agencies to the eventual purchase of any product or service, whether explicitly described or implied herein, until confirmed by a written contract and/or Purchase

Order.

4.11. LATE PROPOSALS

Any proposal received after the specified time and date will be declared a "Late Proposal" and will NOT be considered.

5. SPECIAL TERMS AND CONDITIONS

5.1. LAWS / CODES / STANDARDS / REGULATIONS

Contractor will be responsible for complying with all applicable local, state and federal regulations regarding transportation of materials, as well as all fees, permits and/or authorization required for delivery. Contractor will provide all supervision of employees required and be responsible for maintenance, insurance, mileage, fuel, permits, licenses, etc. required for the operation of the vehicles or equipment used for transportation. These requirements and all associated costs for providing the services shall be included in the proposed price.

Equipment materials, or services supplied under this solicitation shall meet and comply will all current applicable Federal, State, and local laws, codes, standards, and regulations, and applicable industry safety standards and requirements.

The Contractor shall be properly licensed and qualified to furnish services and to perform the required work under applicable licensing statutes of the State of New Mexico and other applicable regulatory agencies.

Contractor shall comply with all applicable Federal, State and local government codes, laws, regulations, and requirements in the performance of the work described herein.

5.2. INDEPENDENT CONTRACTOR

The proposal awarded an agreement under this solicitation is an independent contractor and shall perform its obligations under this agreement, as it deems necessary and appropriate. The successful

Contractor and its officers, directors, agents and employees, are independent contractors performing services for the City of Gallup and are not employees of the City of Gallup. The successful Contractor, and its officers, directors, agents, and employees, shall not accrue leave, retirement, insurance bonding, use of City of Gallup vehicles or any other benefits afforded to employees of the City of Gallup. The successful Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the required services.

5.3. INDEMNITY

The Contractor agrees, as material consideration for this Agreement, to defend, indemnify, and hold harmless the City of Gallup, its Elected Officials, Agents, and employees from and against any and all claims arising out of any asserted negligent act, error or omission of the Contractor, its officers, directors, employees or agents or arising in any way from this agreement or the Contractor’s activities hereunder. The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications by the City of Gallup, or the agents or employees of the City of Gallup, or the giving of or the failure to give directions or instructions by the City of Gallup, or the agents or employees of the City of Gallup, where such giving or failure to give directions or instructions is the primary cause of bodily injury to persons or damage to property.

5.4. TERMINATION OF CONTRACT

Termination for Cause:

In the event either party fails to fulfill its obligations under this Contract in a timely or proper manner, or otherwise breaches any covenant, term, or condition of this Contract, the non-breaching party shall provide written notice specifying the nature of the breach.

The breaching party shall have fifteen (15) days from receipt of such notice to cure the breach or make arrangements satisfactory to the non-breaching party. If the breach is not cured within such period, the non-breaching party may, at its sole discretion, terminate this Contract immediately or pursue any other remedies available at law or in equity.

Notwithstanding the foregoing, safety-related violations shall be corrected within twenty-four (24) hours of notice. Failure to correct such violations within this timeframe shall constitute grounds for immediate termination.

In the event the City terminates this Contract for cause, the Contractor shall be responsible for all costs and expenses incurred by the City, including reasonable attorney’s fees, associated with enforcing the

City’s rights under this Contract.

Termination Without Cause:

This Contract may be terminated without cause by either party upon thirty (30) days’ written notice to the other party.

Termination without cause shall not relieve either party of obligations incurred prior to the effective date of termination, nor shall it nullify any rights or remedies arising from performance or failure to perform prior to such termination.

5.5. APPROPRIATIONS

The terms of this Agreement are contingent upon sufficient monies being made available by the City of

Gallup for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this Agreement shall terminate upon written notice being given by the City to the Contractor. The City's decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

5.6. GOVERNING LAW

The contract awarded to a Contractor as a result of this solicitation shall be governed in accordance with the laws of the State of New Mexico and the City of Gallup Ordinances.

6. BACKGROUND INFORMATION & SCOPE OF WORK

6.1. SUMMARY

The City of Gallup, NM, seeks proposals from qualified consulting firms to provide comprehensive services to support the City throughout the implementation and migration to a new Enterprise Resource

Planning (ERP) system The selected consultant will act as an extension of the City’s project team, delivering City-side project management, implementation support, data readiness and validation, testing coordination, organizational readiness, training coordination, and post-implementation support to ensure a seamless transition from the current legacy CentralSquare/Naviline system to the new Tyler

Enterprise ERP. The consultant will provide advisory services, oversight, and City-side project management support, while the City’s designated representative will maintain authority over all business decisions, contract approvals, scope changes, delivery acceptance, and coordination with Tyler

Technologies.

Implementation of the new Tyler Enterprise ERP system will run concurrently with the existing Naviline system to ensure uninterrupted municipal operations. All change management, process evaluation, and user acceptance testing will be conducted while maintaining continuous municipal operations in our current system. Deployment will follow a phased approach based on the Tyler implementation schedule, which will be reviewed and refined during project planning. The first phase will prioritize Financials, with subsequent deployments for other functional areas. The consultant’s services and resource plan must align with the relevant Tyler implementation phases, milestones, and production timelines.

The City expects consultant participation throughout the entire phased ERP implementation program, from project initiation to stabilization of the final production deployment. Proposers should outline a recommended staffing and level-of-effort plan that aligns with the phased implementation schedule.

6.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION 7

6.3. QUALIFICATIONS OF OFFERORS

A. Offerors must be authorized to do business in the State of New Mexico, hold any required licenses, and be in good standing with the New Mexico Taxation and Revenue Department and the Secretary of State.

B. Offerors must have a minimum of five (5) years of experience providing ERP implementation and data migration services, and must have completed at least three (3) implementations of

Tyler ERP or a comparable system for municipal or other local government entities within the last five (5) years.

C. The key personnel named in the proposal submitted by the Offeror shall remain assigned throughout the period of the resultant agreement. No diversion or replacement may be made without submission of the proposed replacement's resume and final approval by the City's

Project Manager or designated representative.

D. Submit resumes of the project manager and principal consultants who will be providing the services contemplated by the City, together with identification of each individual's specialty or area of expertise (such as finance, payroll/HR, utility billing, technical, or data migration), certifications held, and the role each will perform on this project.

E. Identify the Offeror's depth of staffing and its ability to respond quickly to City requests for service, including how many team members will work onsite versus remotely.

F. Identify the Offeror's familiarity with governmental accounting and general municipal operations, including fund accounting, GASB standards, and New Mexico reporting requirements (such as State Auditor and Department of Finance and Administration requirements).

G. Describe the Offeror's approach to data migration, including legacy data cleansing, conversion, validation, testing, and cutover, and provide examples of similar migrations completed.

H. Describe the Offeror's implementation methodology, training and change management approach, and post go-live support, including any warranty period.

I. Offerors must provide at least five (5) references from comparable clients for whom similar services were performed, including contact name, phone number, email, project scope, and completion date.

J. Offerors must provide proof of insurance coverage as required by the City, including general liability, professional liability (errors and omissions), cyber liability, and workers' compensation.

6.4. SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS

The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a single contracting entity that provides a technically and financially capable firm to be fully responsible to the City for all contractual obligations.

All existing or anticipated subcontracting and other arrangements relating to the entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.

6.5. INSURANCE REQUIREMENTS

The Contractor or their subcontractor shall not commence work under this contract until their subcontractors have obtained the insurance required under this paragraph, and certificates of insurance coverage have been filed with and approved by the Owner. All Certificates of

Insurance required herein shall state that ten (10) days written notice will be given to the

Owner before the policy is cancelled or changed. Extent of insurance carried and minimum coverage shall be as follows:

• Worker's Compensation Insurance: The Contractor shall obtain and keep in force during the life of the contract, Worker's Compensation Insurance covering all their employees engaged in work under this contract; and if any portion of the work is sublet, the subcontractor shall carry similar coverage for all of their employees engaged in the project. Worker's Compensation Insurance shall provide coverage for not less than the following amounts or greater where required by law:

Workers' Compensation: Statutory

Employer's Liability: $1,000,000

• Comprehensive General Liability Insurance: The Contractor and his/her subcontractor shall obtain and maintain in effect during the life of the contract, Comprehensive

General Liability Insurance including premise/operations; explosion, collapse and underground property damage; products/completed operations, broad form contractual independent contractors, broad form property damage and personal injury liabilities:

Bodily Injury: $1,000,000 each occurrence

$1,000,000 annual aggregate

Property Damage: $1,000,000 each occurrence

$1,000,000 annual aggregate

Personal Injury, with

Employment exclusion deleted: $1,000,000 annual aggregate

• Comprehensive Automobile Liability Insurance: The Contractor and his/her subcontractors shall obtain and maintain in effect during the life of the contract comprehensive automobile liability insurance including all owned (private and others) hired and non-owned vehicles:

Bodily Injury: $1,000,000 each person

$1,000,000 each accident

Property Damage: $1,000,000 each occurrence

6.6. Response Format and Organization

A. Number of Responses/Copies

1. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at https://procurement.opengov.com/portal/gallupnm

B. Proposal Format

1. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

a. Material excluded from the twenty-five (25) page maximum count is limited to:

b. Front cover (photos with captions on inside cover allowed)

c. Divider pages (blank except for title information)

d. Back cover (photos with captions on inside of back cover allowed)

e. Tables of Contents page (two-page maximum)

f. Letter of Transmittal

g. Resumes

h. Certificate(s) of insurance

i. Copy of New Mexico Resident Preference Certificate (if applicable)

j. Current I.R.S. W-9 Form

k. Cost Proposal (Separate File)

C. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 10) and organized in the same order as follows:

1. Firm History and Experience: Provide a brief overview of your firm, including its history, core values, and areas of specialization relevant to ERP implementation and data migration.

Describe your experience implementing [name of ERP platform] or comparable systems for municipal or other local government entities, including the number of implementations completed, modules implemented, and the size of each client. Demonstrate familiarity with governmental accounting, fund accounting, GASB standards, and New Mexico reporting requirements.

2. Ability to Provide Scope of Services: Demonstrate the capacity and capability to perform the work described in the SCOPE OF SERVICES. Include your proposed implementation methodology, project plan with phases, milestones, and deliverables, and your approach to data migration (cleansing, conversion, validation, testing, and cutover). Describe your training and change management approach, post go-live support, and any warranty period.

Identify any assumptions, risks, and proposed mitigation strategies.

3. Personnel Qualifications: Provide a brief overview of key personnel, including the project manager and lead consultants (functional, technical, and data migration). Include each individual's role, qualifications, certifications, and relevant experience, along with resumes.

Identify which team members will work onsite versus remotely. Key personnel may not be replaced without City approval.

4. Quality and Completeness of Response: Provide at least [three (3)] references from comparable clients for whom similar services were completed within the last [five (5)] years, including contact name, phone, email, project scope, and completion date. Include any feedback or testimonials showing your ability to deliver value and meet client requirements.

The response must be organized in the order of the Proposal Evaluation Criteria and address all required items, forms, and attachments.

5. Cost: Provide cost proposal in a separate file uploaded in Vendor Questionnaire Question #1 and forumula based as follows:

6. Preferences: New Mexico Residence Preference. Uploaded in Vendor Questionnaire

Question #4

a. New Mexico Resident

b. New Mexico Veteran Resident

c. New Mexico Native American Resident

d. New Mexico Native American Veteran Resident

7. SCOPE OF SERVICES

7.1. Scope of Services

Summary

The City of Gallup, NM, seeks proposals from qualified consulting firms to provide comprehensive services to support the City throughout the implementation and migration to a new Enterprise Resource

Planning (ERP) system The selected consultant will act as an extension of the City’s project team, delivering City-side project management, implementation support, data readiness and validation, testing coordination, organizational readiness, training coordination, and post-implementation support to ensure a seamless transition from the current legacy CentralSquare/Naviline system to the new Tyler

Enterprise ERP. The consultant will provide advisory services, oversight, and City-side project management support, while the City’s designated representative will maintain authority over all business decisions, contract approvals, scope changes, delivery acceptance, and coordination with Tyler

Technologies.

Implementation of the new Tyler Enterprise ERP system will run concurrently with the existing Naviline system to ensure uninterrupted municipal operations. All change management, process evaluation, and user acceptance testing will be conducted while maintaining continuous municipal operations in our current system. Deployment will follow a phased approach based on the Tyler implementation schedule, which will be reviewed and refined during project planning. The first phase will prioritize Financials, with subsequent deployments for other functional areas. The consultant’s services and resource plan must align with the relevant Tyler implementation phases, milestones, and production timelines.

The City expects consultant participation throughout the entire phased ERP implementation program, from project initiation to stabilization of the final production deployment. Proposers should outline a recommended staffing and level-of-effort plan that aligns with the phased implementation schedule.

Detailed Specifications

1. Project Management

The consultant shall provide City-side project management, governance, and coordination services throughout the implementation and migration process, working collaboratively with the City’s project team and Tyler’s implementation project management team, including:

• Developing, maintaining, and executing the City’s project management plan, resource schedules, and dependencies in alignment with Tyler’s implementation timeline, while actively coordinating City departmental staff and activities required to achieve project milestones.

• Coordinating with City of Gallup staff and stakeholders to ensure project alignment with organizational goals.

• Conducting regular operational project status meetings, maintaining action items, and providing routine progress reports to the City’s project team.

• Proactively managing and maintaining the City-side risks, actions, issues, decisions, and dependencies, implementing timely mitigation strategies and tracking resource requirements.

• Providing executive-level project health and readiness reporting while supporting the City's project governance framework and issue escalation processes.

• Coordinating third-party vendors, integrations, and dependencies, as applicable.

2. System Design and Configuration Support

The consultant shall support the City's responsibilities associated with business process assessment, future-state design, configuration decisions, and solution validation in coordination with Tyler's implementation activities, including:

• Assisting City departments in documenting current-state business processes, business requirements, and operational needs in preparation for and support of Tyler-led assessment and configuration activities.

• Advising the City regarding future-state workflows and business processes and facilitating City decision-making in coordination with Tyler's Current & Future State Analysis and supporting City stakeholders in evaluating proposed future-state processes and configuration decisions.

• Supporting configuration activities assigned to the City and coordinating City review and validation of Tyler configuration activities across applicable functional areas.

• Supporting the City in evaluating future-state processes and configuration decisions for alignment with applicable standards and requirements, including GAAP (Generally Accepted

Accounting Principles) and GASB (Governmental Accounting Standards Board).

• Documenting City business-process decisions, policies, procedures, dependencies, and outstanding action items.

3. Data Migration & Readiness

The consultant shall support and coordinate the City's data conversion responsibilities throughout migration from the current system to Tyler Enterprise ERP, in alignment with Tyler's contracted conversion activities. This includes:

• Assisting the City with data readiness planning and coordinating City activities required by the

Tyler Data Conversion Plan.

• Supporting City extraction, preparation, cleanup, mapping, crosswalk, and source-data activities required for conversion.

• Supporting and facilitating the City's review, validation, and reconciliation of converted data against legacy source systems to confirm data integrity and accuracy throughout each stage of conversion/migration.

• Coordinating City subject matter experts responsible for source-data review and conversion decisions.

• Tracking data-conversion issues, decisions, exceptions, and readiness.

• Supporting City validation and acceptance of conversion results.

4. Testing and Solution Validation Support

The consultant shall assist the City in fulfilling its testing and solution validation responsibilities throughout each applicable implementation phase. This includes:

• Developing, coordinating, and documenting the City's testing strategy, User Acceptance Testing plans, City test scenarios, and business-process validation.

• Coordinating City testers, subject matter experts, and departmental participation.

• Tracking, managing, and coordinating testing/retesting progress, issue tracking, defect resolution, decisions, and outstanding actions.

• Providing testing progress, completion metrics, and readiness reporting to City project leadership.

• Assisting the City in assessing readiness for applicable stage acceptance and production deployment.

5. Training and Change Management

The consultant shall provide City-side training coordination, organizational readiness, and change management support, in coordination with Tyler’s contracted training and enterprise change management activities, to ensure a smooth transition for City of Gallup staff. This includes:

• Coordinating the City’s training and readiness plan for applicable user groups in alignment with

Tyler’s training plan and implementation schedule.

• Developing and executing organizational change management strategies, readiness assessments, and adoption risk mitigations to minimize operational disruption.

• Supporting City leadership and managers in preparing employees for new business processes and evolving responsibilities.

• Developing supplemental City-specific process documentation, job aids, policies, procedures, and specialized training materials as needed.

• Supporting City-led and supplemental training activities, knowledge transfer, and departmental readiness, as appropriate.

• Coordinating stakeholder communications and departmental engagement.

• Tracking and recording training participation, completion metrics, and overall operational readiness.

6. Post-Implementation Support

The consultant shall provide City-side post-go-live stabilization and project transition support following each applicable production deployment. This includes:

• Providing City-side project coordination, go-live command center, and daily operational stabilization during cutover and immediate go-live/post-live periods.

• Assisting the City with post-go-live issue identification, triage, prioritization, tracking, and coordination with Tyler and other applicable resources.

• Supporting orderly transition and handoff of outstanding operational items, open support tickets, and system maintenance tasks to the appropriate City, Tyler Client Services, or third-party resources.

• Conducting and documenting post-deployment reviews to assess project outcomes, adoption, operational readiness, outstanding issues, lessons learned, and future recommendations following major production deployments.

Core Functional Scope

The scope of implementation covers the following areas. The scope covers the following areas.

Additions will be made by written amendment as described below:

• Finance

Accounting, Budgeting, and Cash Management

Procurement and Purchasing

Capital Assets and Inventory Management

Projects and Grants Management

Payroll

• Human Resources

Personnel Management

Time and Attendance

• Civic Services

Business Management

Community Development

Permitting and Licensing

• Utilities

Utility Billing CIS

Metering

General Billing

• Accounts Receivable

• Asset Management

• Content Management

• Analytics

• Forms Processing

Service Requirements

1. The consultant must have extensive experience in ERP implementation and migration projects, preferably within the public sector, and possess a proven track record of successful ERP projects, with references submitted with the proposal and answered in Vendor Questionnaire #6

2. Experience supporting Tyler Enterprise ERP implementations is preferred, particularly public-sector migrations from CentralSquare/Naviline or comparable legacy ERP environments.

3. The consultant must be knowledgeable in relevant standards and best practices, including GAAP and

GASB.

4. The consultant must demonstrate experience coordinating complex, phased ERP implementations, involving multiple City departments, functional areas, integrations, data conversions, and production deployments, strong project management skills, and the ability to manage complex projects with multiple stakeholders.

5. The consultant must demonstrate experience working collaboratively with ERP software vendors while serving in a client-side advisory or project management capacity, supported by excellent communication and training skills to effectively engage City staff and leadership.

6. The City anticipates consultant participation throughout the phased ERP implementation program, from project initiation through stabilization of the applicable final production deployment. Proposers should provide a recommended staffing and level-of-effort approach aligned with the phased implementation schedule.

Delivery Requirements

1. The consultant shall commence work within 30 days of contract award.

2. Within 15 business days of project commencement, the consultant shall provide an initial City-side project management, governance, resource, and coordination plan aligned with the City’s Tyler implementation schedule and methodology.

3. The consultant shall deliver business process readiness support,…