Enterprise_Resource_Planning_(ERP)_Software-as-a_Service_(SaaS)_Solution.pdf

Regional Transportation District

Contracting and Procurement

1660 Blake St.

Denver, CO 80202

Request for Proposal

RFP 126DT039

ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE-AS-A SERVICE (SAAS)

SOLUTION

July 15, 2026

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/rtd-denver https://procurement.opengov.com/portal/rtd-denver

Regional Transportation District

REQUEST FOR PROPOSAL

Enterprise Resource Planning (ERP) Software-as-a Service (SaaS) Solution

Sections

1. INTRODUCTION

2. INSTRUCTIONS TO PROPOSERS

3. GENERAL INSTRUCTIONS

4. PROPOSALS

5. AWARD PROCESS

6. LEGAL NOTICE TO PROPOSERS

7. PROPOSAL CONTENTS CHECKLIST (FORMS TO BE SUBMITTED)

8. SCOPE OF WORK SERVICES/TECHNICAL SPECIFICATIONS

Attachments:

A - SOW - Final

B - Attachment_B_Volume I_Technical _Proposal_Structure

C - Attachment_C_Volume III_Cost_Proposal_Format

D - Attachment_D_Submission_Forms_A-G_7.8_Word

E - Attachment_E_Functional Requirements -Submittal_F_Worksheets

F - Attachment_F_Tech. Submittal F.1_SaaS Non-Functional Service Level Requirements

G - Attachment_G_Cost_Submittal Forms

H - Form of the Contract - 126DT039

RFP 126DT039 - Enterprise Resource Planning (ERP) Software-as-a Service (SaaS) Solution

1. INTRODUCTION

RTD is seeking responses from qualified respondents to provide: Enterprise Resource

Planning (ERP) Software-as-a Service (SaaS) Solution

1.1. Summary

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors for a modern, cloud-based Software-as-a-Service (SaaS) Enterprise Resource

Planning (ERP) solution to support RTD’s core business functions. This procurement is focused on the selection of the ERP software platform and its capabilities to meet RTD’s business needs. As mentioned earlier, there will be a separate and follow-on RFP for the chosen ERP Systems Integrator (SI) services. So, please note that this RFP is for ERP

SaaS software providers only.

This RFP has two key objectives: 1) the primary objective is to identify an ERP solution to replace RTD’s existing Oracle E-Business Suite (EBS) across finance, procurement, and inventory management; and 2) the secondary objective is to invite the same ERP solution proposer to also propose its solution for human resources business functions.

The RTD is seeking this dual objective strategy to “eventually” align with its strategic goal to be served by one-single ERP solution for all of its administrative business needs.

In support of this RFP, RTD has developed detailed, agency-specific business and functional requirements for the finance, procurement, and inventory management functions; and for human resources (HR), RTD is using a set of representative HR requirements that are reflective of public transit agency HR business needs.

Evaluation will focus on finance, procurement and inventory requirements, along with how the proposer brings in the HR modules/functionality to meet and align with RTD’s long-term vision of a “single-ERP platform” for all of its business needs. RTD will review proposals for alignment with requirements, long-term strategic fit, and overall value;

including the maturity, flexibility, and extensibility of the proposed platform. RTD is interested in solutions that not only meet current needs but demonstrate the ability to support evolving business requirements, enable seamless integration across all ERP and other functional domains, and drive continuous improvement in business processes and data management.

RTD encourages participation from all qualified ERP vendors and is committed to a fair, open, and competitive procurement process. RTD will select the solution that best meets its overall business needs and long-term strategic objectives.

1.2. Background

The Regional Transportation District (RTD) is the sole multi-modal public transit agency serving the Denver metropolitan area, delivering services across a 2,342-square-mile district with a population exceeding three million. Established by the Colorado General

Assembly in 1969, RTD is responsible for developing, maintaining, and operating a mass transportation system that meets the mobility needs of the region. The agency provides a comprehensive portfolio of services, including local and regional bus, light rail, commuter rail, paratransit, and microtransit.

RTD delivers its services through a combination of direct operations and contracted partnerships. Governed by an elected Board of Directors, RTD manages a complex organization that includes finance, procurement, human resources, capital planning, police, general counsel, safety, and operational functions. As a public-sector entity, RTD is committed to transparency, accountability, and regulatory compliance, while advancing initiatives that improve operational efficiency and enhance the customer experience through modernization of its systems and processes.

RTD has initiated a comprehensive effort to modernize its enterprise systems environment, with a focus on establishing a cohesive and future-ready Enterprise Resource Planning (ERP) platform.

This initiative supports RTD’s broader strategic priorities to enhance operational effectiveness, strengthen data-driven decision-making, and improve the delivery of transit services across the region.

Over time, RTD’s enterprise applications, particularly those supporting ERP business functions, have evolved in a largely decentralized manner. This has resulted in a fragmented systems landscape with limited interoperability, creating challenges in data governance, process efficiency, and enterprise-wide visibility. As a result, business units have increasingly relied on manual processes and supplemental tools to address functional and reporting gaps, introducing inefficiencies and operational risk.

• RTD’s core financial system, Oracle E-Business Suite (EBS), has been in place for nearly two decades and is approaching the end of its supported lifecycle. In addition to risks associated with long-term vendor support, the system has become increasingly costly to maintain and has not kept pace with evolving business needs. Functional limitations, combined with historical configuration and process design decisions, have constrained the agency’s ability to fully leverage system capabilities and achieve modern levels of automation and efficiency.

• In parallel, RTD implemented a cloud-based HCM platform to support HR functions. While this represented a significant step toward modernization, challenges remain in achieving seamless integration and consistent data management across HR and financial domains.

These limitations underscore the need for a more unified and cohesive enterprise systems architecture.

The current ERP environment is not sustainable and does not adequately support RTD’s operational or strategic objectives.

RTD is proceeding with a split procurement approach, in phases, first to select the best suited

ERP software through this RFP; and then subsequently select a partner to implement the ERP software (SI services) by a separate procurement.

1.3. Contact Information

Ron Bibeau

Procurement Specialist - Lead

Email: ron.bibeau@rtd-denver.com

Phone: (303) 299-2252

Department:

Information Technology

1.4. Timeline

RFP advertised July 15, 2026

Pre-proposal briefing (Non-

Mandatory)

July 24, 2026, 1:00pm

Pre-Proposal briefing will be held via

Microsoft Team.

Please see link below:

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/235532

975340359?p=dqYsgglQkxgZ7UwO1E

Meeting ID: 235 532 975 340 359

Passcode: oa9yG235

Inquiry Period July 29, 2026, 4:00pm

RTD sends responses to written inquiries

August 12, 2026, 4:00pm

Proposals due August 27, 2026, 2:00pm mailto:ron.bibeau@rtd-denver.com tel:(303)299-2252 https://teams.microsoft.com/meet/235532975340359?p=dqYsgglQkxgZ7UwO1E https://teams.microsoft.com/meet/235532975340359?p=dqYsgglQkxgZ7UwO1E

2. INSTRUCTIONS TO PROPOSERS

2.1. Work

RTD will accept proposals from qualified companies until 2:00 pm on Thursday, August

27, 2026 via RTD's online procurement portal, OpenGov. This Request for Proposal

(“RFP”) is for Enterprise Resource Planning (ERP) Software-as-a Service (SaaS)

Solution, per the enclosed specifications and requirements.

2.2. Cost Type

Payments are anticipated to be made on a Fixed Price basis, consistent with SaaS pricing models.

2.3. Award of Contract

Award of a Contract from this RFP will be based upon Best Value competitive proposal procedures.

2.4. Period of Performance

Subject to the Termination provision of the Contract, performance shall commence as of the Effective Date (or in the event that RTD provides a Notice to Proceed to the

Contractor, the Period of Performance shall commence on the date of the Notice to

Proceed) and shall continue for 10 years (subject to the exercise of any option periods).

2.5. Options for this Contract

This Contract has the potential for two 5-year options to extend the Period of

Performance.

2.6. Small Business Requirement for Contracts with No SBE Goal

RTD has not specified an SBE participation goal for the Work to be performed under the

Contract. However, RTD encourages and expects proposers to pursue subcontracting, mentoring, joint venturing, teaming and partnering opportunities with SBE firms in the ordinary course of its business/teaming strategies. Proposers are encouraged and expected to create a level playing field to the maximum practicable extent consistent with the objectives and requirements of the RTD SBE program based on federal regulations codified at 49 CFR Part 26 and RTD’s SBE Program Policy. Therefore, proposers are requested to document their efforts to include SBEs in this contracting opportunity, if any. Proposers are also requested to explain in their executive summary how they intend to utilize and/or will encourage subcontracting, mentoring, joint venturing and/or partnering opportunities with SBEs for this project. Furthermore, proposers are to submit a general workforce breakdown for their company (including affiliates) and the project specifically. RTD is interested in your strategies and approach to seeking diversity in the proposer team to include SBEs in all phases of subcontracting, supplier and workforce opportunities associated with the Contract. RTD is an equal opportunity employer and also operates a successful Small Business

Opportunity Office. Therefore, RTD expects proposers to demonstrate the same meaningful level of commitment to diversity from businesses that participate in RTD’s procurement process.

2.7. Proposals Valid

Proposals shall be valid for a duration of no less than three-hundred-sixty

(360) days from the final proposal (including any revised proposals) due date, unless otherwise extended by mutual agreement between RTD and the proposer.

2.8. Participation of Authorized SaaS Resellers and/or Distributors

Authorized ERP SaaS resellers and/or distributors are also encouraged to propose for this RFP in accordance with the information about such participation that appears earlier in this document.

Please note that if two or more Proposers who are proposing the same ERP Software suite are shortlisted and RTD requests a demonstration of that software, there will only be one demonstration for that ERP Software suite. RTD: i) will require that the demonstration be conducted by the ERP Software licensor; and

ii) may require adequate assurances of non-collusion between the Proposers under consideration.

If in that situation, a Proposer has proposed additional software that is unique to its proposal, to address gaps in the core ERP Software or expand to other ERP areas, a separate demonstration session may be conducted for the unique third-party components and/or the expanded ERP areas.

3. GENERAL INSTRUCTIONS

3.1. General

A. Each proposer is solely responsible for submitting any necessary forms and certifications that may be required by the RFP. Enclosed is a copy of the Contract contemplated for award substantially in the form to be executed.

B. A list of all holders (“followers”) of the RFP is available for view and/or print on the online procurement portal. The list is obtainable from the RFP advertisement date through the RFP close date.

3.2. Option(s)

If RTD has included the potential for options on this Contract, consistent with Section

2.5, proposals should be adjusted to cover such option(s). The option quantities or periods contained in the proposal shall be evaluated in order to determine Contract award. When options have not been evaluated as part of the award, the exercise of such options will be considered “sole source” procurements. RTD will evaluate proposals for award purposes by adding the total proposed price for all options to the total proposed price for the initial term of the Contract. Award of a Contract containing options shall not obligate RTD to exercise such option(s).

3.3. Addenda to RFP

In the event that it becomes necessary to revise any part of this RFP, or if additional information is necessary to enable potential proposers to make an adequate interpretation of the provisions of this RFP, an addendum to the RFP will be provided to each recipient of this RFP through RTD's online procurement portal.

3.4. Inquiries

Questions about RTD and this RFP shall be directed to Ron Bibeau, Procurement

Specialist - Lead, through RTD’s online procurement portal.

A. From the issuance date of this RFP until RTD selects a proposal for award, Ron

Bibeau, Procurement Specialist - Lead, is the sole point of contact for RTD and

RTD’s project team members concerning this RFP. (In this RFP and the Contract

Documents, this point of contact may be referred to as the Contract

Administrator, Contracting Officer, Purchasing Agent, Buyer, or the like.) Any violation of this condition may be cause for RTD to reject the offending proposer’s proposal. If RTD later discovers that the proposer has engaged in any violations of this condition, RTD may reject the offending proposer’s proposal or rescind its Contract award. Proposers must agree not to distribute any part of their proposals beyond RTD. A proposer that shares information contained in its proposal with other RTD personnel, RTD project team members, RTD board members, and/or competing proposer personnel may be disqualified.

B. Proposers’ questions must be submitted through RTD’s online procurement portal. All questions or requests for clarifications regarding this solicitation, including the form of the Contract, must be made during the Inquiry Period. RTD has no obligation to respond to questions or requests for clarifications that are not submitted through RTD’s online procurement portal, nor to those submitted outside of the Inquiry Period. Except as provided below, RTD’s responses to all inquiries properly submitted will be answered in the form of an addendum that will be provided to all recipients of this RFP through RTD’s online procurement portal. To the extent that Proposers request changes to the form of the

Contract, including additional terms, conditions, and agreements (such as license agreements, master services agreements, and user agreements), such requested changes must be submitted with proposals. See “Legal Notice to Proposers - Rights Reserved to RTD.”

C. If the RFP Schedule provides for a pre-proposal briefing (“Briefing”), RTD will not respond to any questions regarding the RFP until the Briefing. Firms that have received this RFP, whether present for the Briefing or not, will receive: (1) a copy of the minutes; (2) answers to all questions presented; (3) a listing of all recipients of the RFP (current to date of Briefing), and (4) a copy of the sign-in sheet from the Briefing.

If a Respondent needs assistance using the online procurement portal, Respondents may access the Help Center for vendor training guides provided by OpenGov ("Software

Administrator"). Respondents may also contact the Software Administrator using the real-time chat function on the online procurement portal (located in lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support.

3.5. Submission & Withdrawal

Respondents shall register on RTD’s online procurement portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this RFP and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a

Response in the online procurement portal, and therefore will be unable to participate, nor be considered for this RFP. Respondents must click “Draft Response” to properly begin and submit a Response via the online procurement portal.

https://help.procurement.opengov.com/en/articles/5815468-video-guides-opengov-procurement-vendor-training mailto:procurement-support@opengov.com

RTD will accept responses to this RFP electronically via the online procurement portal until 2:00 pm on Thursday, August 27, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the online procurement portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted.

RTD and the Software Administrator are not responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like. Respondents are solely responsible for the capability of their computer system while responding to this RFP and for the stability of their internet service. Failure of the Respondent to successfully submit an electronic Response before the deadline indicated herein shall be at the Respondent’s sole risk, and RTD will not accept late and/or improperly submitted Responses. Once file(s) have been uploaded and the Submission Status shows as “Submitted,” a submission is complete. At that point, the Respondent will also receive an email confirmation from the online procurement portal. Respondents may withdraw their submittal electronically via the online procurement portal at any time prior to the scheduled due date and time for submission.

Proposals that are late will not be accepted.

4. PROPOSALS

4.1. Proposal Submission and Preparation Guidelines

Proposals submitted in response to this RFP shall be prepared in accordance with the submission format instructions and requirements specified in this section and other applicable sections of the

RFP. Failure to provide the required information or to follow the prescribed format may adversely affect the evaluation of the proposal and may result in the proposal being deemed non-responsive.

Proposals shall be submitted in four (4) separate volumes as described below:

1. Volume I – Technical Proposal: One (1) electronic file in PDF format, including all required signatures and certifications. The Technical Proposal shall not exceed sixty (60) pages, excluding the proposal cover letter, table of contents, and technical submittals (A through G).

2. Volume II - "Open Records" Copy of Technical Proposal

3. Volume III – Cost Proposal: One (1) electronic file in PDF format, including all required pricing information, SaaS subscription details, licensing structure, and associated assumptions. Additionally, the Proposer must also comply with the following:

D. Volume IV - One “Open Records” copy of your cost proposal per the Colorado Open

Records Act, C.R.S. § 24-72-200.1 et seq. (as amended), including the redaction of any confidential or proprietary information. To do this you will have to export the Pricing Form or

Cost Submittal Form, redact sensitive data, and then submit it as the Open Records Cost

Proposal in the Proposal Contents Checklist (FORMS TO BE COMPLETED).

RTD expects proposals to fully address all the requirements (Finance, Procurement and HR) set forth in this RFP, including the ERP SaaS functional, technical, and service-level requirements

(Tech. Submittals F and F.1). Any deviations, assumptions, or exceptions must be clearly identified and described in the proposal for RTD’s evaluation. RTD will not accept material changes, limitations, or new assumptions introduced after proposal submission. Proposers shall organize and prepare their proposals in a structured and easy-to-review format. The following general guidelines apply:

• The Technical Proposal shall be clear, concise, and within the stated page limit. Proposers should avoid excessive promotional or marketing materials and focus on substantive, value-added content specific to the proposed SaaS ERP solution.

• The Technical Proposal shall be specific and directly responsive to RTD’s requirements, as set forth in Attachment B. Proposers are expected to clearly understand RTD's requirements and submit proposals that are complete, accurate and directly responsive to this RFP. Proposals should be prepared in a clear and concise manner. Generic or boilerplate responses that do not address RTD's specific requirements will be deemed non-responsive and not considered for evaluation.

• Failure to comply with the submission instructions and requirements set forth in this RFP may result in the proposal being non-responsive.

• Proposals shall be submitted in a searchable electronic format using standard 8½-inch by

11-inch page size, with a minimum font size of 11-point. Any larger format materials shall be formatted for ease of viewing. Pages shall be consecutively numbered. The title page shall include the RFP number, title, proposer’s name, address, contact information, and submission date.

Any alteration, insertion, or erasure by the proposer in the form of the RFP documents as originally prepared by RTD shall render the accompanying proposal non-responsive and may constitute cause for rejection. Conditional proposals or those that take exception to the RFP documents or Scope of Work may be treated as non-responsive.

Proposal Submission. RTD’s Procurement Specialist - Lead must receive through RTD’s online procurement portal all required documents in a format that complies with Level

AA of the Web Content Accessibility Guidelines 2.1 of the World Wide Web Consortium

(W3C) Web Accessibility Initiative. Proposal submittal requirements are located in the

PROPOSAL CONTENTS CHECKLIST (FORMS TO BE SUBMITTED).

Your proposal must be received no later than the time and date set forth in the RFP

Schedule. Proposers assume full resonsibility for ensuring timely and complete electronic submission. RTD's online procurement portal will not accept submissions after the stated deadline. Proposers are strongly encouraged to allow sufficient time to complete the submission process. RTD is not responsible for delays, technical issues, or other factors that may affect the timely electronic submission of proposals.

RTD shall not be responsible for any costs incurred by proposers in the preparation, submission or presentation of proposals. All such costs shall be borne by the proposer.

Signatures. Proposals must be signed by a duly authorized official of the firm. Proposals submitted by consortiums, joint ventures, or teams, although permitted and encouraged, will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity which shall not be a subsidiary or affiliate with limited resources. Each submittal should indicate the entity responsible for execution on behalf of the consortium, joint venture, or team.

Proposal Format.

https://procurement.opengov.com/portal/rtd-denver/projects/276135?section=undefined

1. Technical proposals should not exceed 60 pages. (One “page” is defined as one standard 8½ x 11-inch sheet of paper in Times New Roman, in no less than 11-point font.) All charts, graphic displays, etc., must be of readable size. Foldouts to illustrate particular items are permitted but will be included in page count. Cover letters should be no longer than two pages.

2. Submission of standard promotional material and corporate literature not specifically requested by RTD is discouraged. Any such information may not be fully considered in the evaluation.

4.2. Technical Proposal

In addition to any information required elsewhere in this RFP and in the Scope of Work, all proposals shall conform to the structure set forth in Attachment B, Technical

Proposal Structure, and will be evaluated based on the following sections:

A. A cover letter (maximum two pages) briefly describing the firm or firms

(including subcontractors, if any) on the proposed project team, referencing the

RFP by name and number.

B. A detailed technical proposal (maximum 60 pages) in narrative form describing the proposer and proposed team as outlined in Attachment B which shall not exceed the page limit indicated above, excluding the firm’s cover letter, and any value-added informational materials, and Technical Submittals (Attachments D, E and F). In addition, proposers shall submit the following:

C. Completed forms and certifications required by the RFP.

D. One “Open Records” copy of your technical proposal per the Colorado Open

Records Act, C.R.S. § 24-72-200.1 et seq. (as amended), including the redaction of any confidential or proprietary information. Submit as the Open Records

Technical Proposal in the Proposal Contents Checklist (FORMS TO BE

COMPLETED).

4.3. Contract Cost Proposal - Please refer to Attachment C

Each proposer shall submit one copy only of a Cost Proposal to include all of the information set forth in Attachment C, Cost Proposal Submittal Format, as well as completed Attachment G, Cost submittal Worksheet, parts A and B.

1. Cost proposals must clearly identify pricing proposed for the type of Contract to be awarded. If there are option years available, include option pricing on the cost proposal.

2. One “Open Records” copy of your cost proposal per the Colorado Open Records

Act, C.R.S. § 24-72-200.1 et seq. (as amended), including the redaction of any confidential or proprietary information. To do this you will have to export the

Pricing Form or Cost Submittal Form, redact sensitive data, and then submit it as the Open Records Cost Proposal in the Proposal Contents Checklist (FORMS TO

BE COMPLETED).

4.4. Financial Records

Each proposer shall submit one copy only of the information required below:

A. Information demonstrating to RTD that the proposer has the necessary financial resources to perform the Contract. This information should include:

1. Financial statement for the last three years (or since the entity commenced operations, if less than three years). The most recent financial statements must include either an Auditor’s Report Letter or an Accountant’s Review

Letter. The financial statements shall include Balance Sheets, Statements of

Income and Stockholder’s Equity, and a Statement of Change in Financial

Position. If the proposer is a parent or subsidiary of another entity, consolidated financial statements are also required.

B. Names of banks or other financial institutions with which the proposer conducts business; and

C. Letter of credit commitments (if any).

4.5. Only One Proposal Accepted

RTD will accept only one proposal for the Work from any one proposer. This includes proposals that may be submitted under different names by one firm or corporation. As a clarification, a specific ERP SaaS product can be proposed by different proposer(s).

4.6. Conflicting Information from Proposer

The information and/or pricing provided by the proposer in the required proposal will control in the event of a conflict with any information and/or pricing the proposer types into RTD’s online procurement portal when submitting the proposal.

5. AWARD PROCESS

A. Notification to Successful Proposer. Award decisions of RTD shall be reduced to writing by the Director of Contracting and Procurement, or delegate, and shall be final. RTD will notify the successful proposer, if any, by sending a notice of intent to award, which is subject to any required RTD approval. Following RTD approval, the Procurement Specialist - Lead will initiate the Contract signature process and then issue the notice to proceed with the executed Contract.

B. Notifications to Unsuccessful Proposers.

1. Pre- and Post-Award Notices of Exclusion. The Procurement Specialist - Lead shall notify unsuccessful proposers through RTD’s online procurement portal of exclusion from award. Requests for a debriefing must be submitted to the

Procurement Specialist - Lead within three days of receipt of such notice.

Debriefings requested for and provided prior to Contract award shall address only the requesting proposer’s proposal; post-award debriefings may address all proposals submitted. Only one pre-award or post-award debriefing shall be provided per proposer.

2. Protests. Proposers must submit protests related to this RFP in writing to

Procurement Specialist - Lead pursuant to the procedures set forth in RTD's procurement standards manual. Copies of RTD's protest procedures are available upon request to Procurement Specialist - Lead. Proposers must exhaust all administrative remedies prescribed by RTD’s protest procedures before proceeding to court.

C. RTD Rights in Evaluation and Selection

1. 1. RTD reserves the right to determine the evaluation process and sequence of events, which may include written proposal evaluation, solution demonstrations and/or oral presentations, requests for clarification, discussions with Proposers, and Best and Final Offers (BAFO), as deemed necessary. Proposers may be given the opportunity to address identified weaknesses or deficiencies in their proposals. RTD will not be liable for any costs incurred in the preparation or submission of any proposal or costs arising out of any consequential presentations, site visits, or other RFP related activities. RTD may modify, add, re-sequence or eliminate evaluation steps at its discretion.

2. RTD may, at any time during the evaluation process, request clarification of proposal information, require supplemental information, or request revisions to proposals. Proposers may be given the opportunity to address identified weaknesses or deficiencies in their proposals.

3. RTD reserves the right to contact references provided by the Proposer and to consider past performance, including RTD’s own experience with the

Proposer, if applicable. RTD may also conduct reference checks on the

Proposer with clients that the Proposer has not provided as a reference.

4. RTD reserves the right to select the proposal that, in its judgment, provides the best overall value, based on the evaluation criteria set forth in this RFP. If RTD is unable to successfully negotiate a contract with the highest-ranked Proposer, RTD may proceed to the next highest-ranked

Proposer.

5. RTD reserves the right to reject any or all proposals, to waive minor informalities or irregularities, and to determine the responsiveness of any proposal. RTD also reserves the right to postpone due dates, amend this RFP, or cancel this solicitation at any time.

6. RTD reserves the right to request additional information or evidence of qualifications from any Proposer, as necessary to support the evaluation and selection process.

7. RTD reserves the right to negotiate contract terms with one or more

Proposers and may conduct such negotiations concurrently or sequentially.

8. RTD reserves the right to negotiate with multiple proposers, if deemed in the best interest of RTD.

9. RTD reserves the right to cancel, suspend, or modify this RFP at any time, in whole or in part, without obligation to any Proposer.

10. RTD reserves the right to adjust evaluation scoring or discontinue evaluation of a proposal if material changes are identified that affect the

Proposer’s ability to meet the RFP requirements.

11. RTD reserves the right to adjust the evaluation committee makeup and structure as deemed necessary.

12. RTD reserves the right to verify any information provided in the proposal, including product capabilities and representations made during demonstrations.

13. RTD’s designated procurement representative shall be the sole point of contact for all communications related to this RFP.

14. At RTD’s discretion, pages that exceed the specified page limit may be removed from the proposal and only those pages within the specified limit will be forwarded for evaluation. RTD reserves the right to take other action, as necessary.

15. RTD reserves the right to award multiple and/or partial contracts, as a result of this solicitation.

D. Evaluation Criteria. RTD will evaluate proposals using a structured, point-based methodology designed to assess both the quality of the proposed ERP SaaS solution and the overall value to the District. The evaluation will be conducted in two phases: (1) a Pre-Demonstration

Evaluation based on the written proposals, and (2) a Demonstration Evaluation based on solution demonstrations and/or oral presentations. Scores will be assigned by the evaluation committee based on the completeness, quality, and responsiveness of each proposal.Phase

I: Pre-Demonstration EvaluationIn Phase I, RTD will evaluate proposals based on the

Technical Proposal (Volume I) and Cost Proposal (Volume III) using the criteria defined under section 5.1 below. Based on the results of this evaluation, RTD will establish a vendor short-list based on a competitive range. Only those Proposers determined to be within the competitive range will be invited to participate in Phase II. RTD reserves the right to determine the number of Proposers included in the competitive range based on the quality and competitiveness of the proposals received.Phase II: Demonstration EvaluationIn

Phase II, shortlisted Proposers will be invited to provide solution demonstrations and/or oral presentations. Demonstrations will be evaluated using the criteria defined under section 5.1 below and are intended to validate the capabilities described in the written proposal. Scores from Phase I will be carried forward and combined with the scores from Phase II to determine the final overall ranking of Proposers. RTD may consider any significant discrepancies between the written proposal and demonstrated capabilities in its final evaluation.Evaluation Criteria Descriptions The following descriptions provide additional detail regarding how each evaluation criterion will be assessed. These descriptions are intended to guide both Proposers in preparing their responses and the evaluation committee in scoring proposals consistently and fairly.Phase I: Pre-Demonstration Evaluation

1. SaaS Proposer Qualifications and Experience: Evaluation will consider the Proposer’s overall experience, organizational capability, and track record in delivering ERP SaaS solutions of similar scope and complexity. Emphasis will be placed on relevant public sector and transit experience, client references, and demonstrated ability to support long-term

SaaS operations.

2. Saas Solution Overview and Overall Approach: Evaluation will consider the overall quality, completeness, and coherence of the proposed ERP SaaS solution, including platform architecture, module integration, and alignment with RTD’s long term unified ERP vision.

The clarity of the proposed approach and distinction between native and third-party capabilities will also be assessed.

3. Functional Requirements Compliance: Evaluation will focus on the degree to which the proposed solution meets RTD’s functional requirements as defined in Technical Submittal

F (Finance, Procurement and HR). Emphasis will be placed on the extent of out-of-the-box functionality, configurability, and the need for extensions or third-party solutions.

4. SaaS Non-Functional Requirements (SLR) Compliance: Evaluation will assess the

Proposer’s ability to meet RTD’s non-functional requirements, including security, availability, performance, disaster recovery, and compliance. Responses will be evaluated based on completeness, maturity, and demonstrated capability.

5. Integration and Data Architecture: Evaluation will consider the robustness and flexibility of the proposed integration approach, including API capabilities, data exchange mechanisms, and interoperability with external systems. The strength of the underlying data architecture and support for reporting and analytics will also be assessed.

6. Product Strategy, Innovation, and Roadmap: Evaluation will assess the long-term viability of the proposed solution, including product roadmap, ongoing investment, and innovation capabilities. Consideration will be given to emerging capabilities such as artificial intelligence (AI), automation, and advanced analytics.

7. Implementation Ecosystem and Customer Success Model: Evaluation will consider the strength and maturity of the Proposer’s system integrator ecosystem and customer support model. Emphasis will be placed on availability of qualified partners, public sector experience, and the ability to support RTD post-deployment, including managed services where applicable.

8. Pricing Approach, Structure, Transparency, and Costs: Evaluation will assess the clarity, structure, and transparency of the proposed pricing model, including alignment with RTD’s usage and scalability needs. Consideration will be given to pricing methodology, assumptions, and overall consistency with the detailed cost submittals.

2. Phase II: Demonstration Evaluation

1. Demonstrated Functional Capabilities and End-to-End Workflows: Evaluation will assess the Proposer’s ability to demonstrate key functional capabilities and end-to-end business processes relevant to RTD’s requirements (Finance, Procurement and HR). Emphasis will be placed on completeness, accuracy, and alignment with the functionality described in the written proposal.

2. Usability, User Experience, and Navigation: Evaluation will consider the overall usability of the system, including user interface design, ease of navigation, and efficiency of workflows. The ability of users to perform tasks intuitively and effectively will be assessed.

E. Solution Alignment, Fit, and Validation of Proposed Capabilities: Evaluation will assess how well the demonstrated solution aligns with RTD’s business needs and validates the capabilities described in the written proposal. Any material discrepancies between the proposal and demonstration may negatively impact scoring.

F. Proposals will be evaluated according to the following criteria,

5.1. Phase 1 - Pre-Demonstration (Written Proposals) Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Functional Requirements Compliance

Volume I – Section 4.0 (Technical

Submittal F)

0-10 Points 20 (26.7% of Total)

2. SaaS Proposer Qualifications and

Experience

Volume I – Section 2.0

0-10 Points 8 (10.7% of Total)

3. SaaS Solution Overview and Overall

Approach

Volume I – Section 3.0

0-10 Points 8 (10.7% of Total)

4. SaaS Non-Functional Requirements

(SLR) Compliance

Volume I – Section

5.0 (Technical Submittal F.1)

0-10 Points 5 (6.7% of Total)

5. Integration and Data Architecture

Volume I – Section 6.0

0-10 Points 5 (6.7% of Total)

6. Product Strategy, Innovation, and

Roadmap

Volume I – Section 7.0

0-10 Points 5 (6.7% of Total)

7. Implementation Ecosystem and

Customer Success Model

Volume I – Section 8.0

0-10 Points 5 (6.7% of Total)

8. Pricing Approach, Structure, and

Transparency Cost/Price Proposal

(Summary and Detailed Pricing)

Volume II – Sections 1.0 – 5.0

Volume II – Cost Submittals A and B

0-10 Points 19 (25.3% of Total)

5.2. Phase 2 - Software Demonstration/Orals Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Solution Alignment, Fit, and

Validation of Proposed Capabilities

Demonstration Stage

0-100 Points 10 (40% of Total)

2. Usability, User Experience, and

Navigation

Demonstration Stage

0-100 Points 10 (40% of Total)

3. Demonstrated Functional Capabilities and End-to-End Workflow

Demonstration Stage

0-100 Points 5 (20% of Total)

6. LEGAL NOTICE TO PROPOSERS

6.1. Background Investigations

Any proposer awarded a Contract with RTD shall be required to perform background investigations on all employees selected to perform under this Contract and shall be required to certify to RTD that it has performed and evaluated such background investigations.

6.2. Organizational Conflict of Interest

A. The proposer shall review the attached Organizational Conflicts of Interest

Disclosure Requirements and submit its Organizational Conflicts of Interest

Certification with the proposal.

B. If the proposer prepared or assisted RTD in the preparation of a statement of work, work program, or system specifications to be used in a competitive procurement by RTD, the proposer will be ineligible to supply the same in connection with this Contract. The proposer may otherwise compete for RTD business on an equal basis with other parties.

C. Except as provided above, if RTD determines that a potential conflict exists, the proposer shall be excluded from award unless the conflict can be avoided or otherwise resolved through the inclusion of a special Contract provision or other appropriate means.

6.3. Insurance and Bond Requirements

Proposer's attention is directed to the section entitled Insurance and Bond

Requirements herein. It is highly recommended that proposers confer with their insurance carriers or brokers in advance of proposal submission to determine the availability of bonds, insurance certificates and any endorsements. The cost of such insurance and bonds shall be included in the proposal.

6.4. News Releases

RTD’s written approval is required prior to any communication with the press or any public disclosure relating to this RFP or any subsequent awards.

6.5. Pre-Award Audit

RTD reserves the right to conduct a pre-award audit to verify labor rates, overhead rates, etc. should RTD determine that such an audit is required prior to negotiation or award of a Contract.

6.6. Cost of Proposal Preparation

RTD shall not reimburse proposers for costs incurred for preparation of proposals or required documentation.

6.7. Materials Submitted

All materials submitted shall become the property of RTD and will not be returned to the proposer.

6.8. Confidentiality

RTD is a public entity subject to the provisions of the Colorado Open Records Act, C.R.S. § 24-72-200.1 et seq. (“CORA”), and all materials submitted with this RFP, with the exception of trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data pursuant to C.R.S. § 24-72-204(3)(a)(IV), may become public records subject to inspection by the public at any time after the Contract is executed. Therefore, any confidential or proprietary information that the proposer discloses to RTD with respect to this RFP must be clearly designated as confidential or proprietary at the time of disclosure by the proposer to RTD. RTD shall not disclose properly designated information unless such information is required to be disclosed by law or court order. In the event of a legal challenge to the confidentiality of records so designated by the proposer, RTD shall make reasonable efforts to notify the proposer prior to disclosing any such information, and in some cases may tender to the proposer the defense of any action filed. By submitting a proposal under this RFP, the proposer agrees to accept such tender of defense and in all cases assumes exclusive responsibility for defending its position as to the confidentiality of the requested information. RTD is not obligated to assist in such defense, and cannot and does not guarantee that the confidentiality of records so designated will be upheld by a reviewing court. If the proposer fails to submit a copy of its redacted proposal that may be released under CORA, the proposer acknowledges that RTD has the authority to disclose, and may disclose in its discretion, any information contained in the proposal in response to a CORA request.

6.9. Rights Reserved to RTD

A. All proposers are notified that the award of a Contract pursuant to this RFP is dependent upon execution of a Contract with the successful proposer(s) and appropriation by RTD’s Board of Directors of the necessary funds. Successful proposers must be prepared to execute the Contract that is provided with this RFP. RTD has no obligation to accept requested changes to the form of the Contract. PROPOSERS’ REQUESTED CHANGES, INCLUDING ADDITIONAL TERMS, CONDITIONS, AND AGREEMENTS

(SUCH AS LICENSE AGREEMENTS, MASTER SERVICES AGREEMENTS,

AND USER AGREEMENTS), MUST BE SUBMITTED WITH PROPOSALS,

and all deviations from RTD's Contract terms must be clearly identified. At RTD’s sole discretion, RTD may deny any requested changes submitted after the deadline for proposal submission. Requested changes must be specific (including, as applicable, section reference, reason for requested change and proposed revised language) and clearly identified in a proposal. If a proposer does not submit any requested Contract changes, the proposer will be deemed to have accepted the terms, conditions, and requirements of this solicitation, including the form of Contract.

B. RTD will not accept blanket exceptions to any or all terms, conditions or requirements of this solicitation to be negotiated at a later date. RTD reserves the right to prioritize proposals that demonstrate a high degree of alignment with its standard terms and conditions and minimal exceptions. At RTD’s sole discretion, RTD may deny requested changes that are embedded by hyperlink or cited by reference in a proposal and related documents. FAILURE TO ACCEPT THE TERMS AND

CONDITIONS IN THIS SOLICITATION MAY RESULT IN A PROPOSER

BEING DEEMED NON-RESPONSIVE.

C. It is the intent of RTD to make an award within 60 days from the proposal due date; however, all proposals shall be valid for no less than three-hundred-sixty

(360) days.

D. RTD reserves the right to reject all offers and re-solicit or cancel this RFP if deemed by RTD to be in its best interest.

E. RTD reserves the right to enter into a Contract with any proposer based upon the initial proposal or on the basis of a best and final offer without conducting oral discussions.

6.10. Prohibited Interests

A. No employee of RTD or any member of its governing body shall have any personal or financial interest, direct or indirect, in this Contract or any contract executed subsequently in connection with this Contract during his or her tenure or for one year thereafter. No director, officer, employee, or agent of RTD shall be interested in any contract or transaction with RTD except in his or her official representative capacity.

B. No member of or delegate to Congress, or resident commissioner, shall be admitted to any share or part of any Contract awarded, or to any benefit arising from it.

6.11. Competition in Subcontracting

Proposers shall select subcontractors (including suppliers) on a competitive basis to the maximum practicable extent consistent with the objectives and requirements of any

Contract awarded.

7. PROPOSAL CONTENTS CHECKLIST (FORMS TO BE SUBMITTED)

Note to Respondents: In order to download the submittal forms in the

"Forms to be Completed and Submittal Requirements section," Respondents must download them directly from the online procurement portal.

Please only include cost in designated "cost" sections, or cost table if provided. Any cost information submitted or duplicated in other sections may result in response disqualification.

7.1. In addition to any information required elsewhere in this Solicitation and in the Scope of Work, all responses shall contain and will be evaluated based on the following sections:

7.1.1. Name and Title of Individual(s) Authorized to Sign the Contract* Please enter the full name(s) and title(s) and email address(es) of the individual(s) authorized to sign the contract if awarded to your company. Only list multiple names if multiple individuals are required to sign.

*Response required

7.1.2. Name and Title of Respondent’s Authorized Official*

The following questions are prepared in electronic format, and the Respondent is required to respond in this format. All required certifications, documentation, and response information below shall be answered and provided by an authorized official with binding authority. Electronic selections and confirmations shall be as binding as a signature from the authorized official submitting this response on behalf of the

Respondent.

Please type the full name and title of the authorized official electronically submitting this response.

*Response required

7.1.3. I certify that I have read, understood, and agree to be bound to the terms in the General Instructions, Solicitation Instructions, Award Process, and Legal Notice in this solicitation, and that I am authorized to submit this response on behalf of my organization.*

☐ Please confirm

*Response required

7.1.4. I certify that I have read, understood and agree, on behalf of the firm submitting this response, to the terms and conditions including, but not limited to, the insurance requirements set forth herein with the exception of any modification requests approved by RTD during the Q&A period.*

☐ Please confirm

*Response required

7.1.5. TECHNICAL PROPOSAL*

Submit your Technical Proposal per the instructions in the solicitation.

DO NOT INCLUDE ANY COST PROPOSAL INFORMATION IN YOUR

TECHNICAL PROPOSAL OR IT MAY BE DEEMED NON-RESPONSIVE.

*Response required

7.1.6. Open Records Copy of Technical Proposal

Submit your Open Records Copy of Technical Proposal per the instructions in the solicitation.

DO NOT INCLUDE ANY COST PROPOSAL INFORMATION IN YOUR

TECHNICAL PROPOSAL OR IT MAY BE DEEMED NON-RESPONSIVE.

7.1.7. COST PROPOSAL *

Submit your Cost Proposal per the instructions in the solicitation.

THIS SECTION IS FOR COST ONLY. PLEASE DO NOT INCLUDE ANY

ADDITIONAL INFORMATION HERE.

*Response required

7.1.8. Open Records Copy of Cost Proposal

Submit your Open Records Copy of Cost Proposal per the instructions in the solicitation.

THIS SECTION IS FOR COST ONLY. PLEASE DO NOT INCLUDE ANY

ADDITIONAL INFORMATION HERE.

7.1.9. Financial Supporting Documentation*

Submit your financial supporting documentation per the Financial Records instructions in the…