ERP System and Implementation Services RFP - FINAL.pdf

CITY OF DACONO

REQUEST FOR PROPOSAL

Enterprise Resource Planning (ERP) System and Implementation Services

DUE AUGUST 29, 2025 BY 5:00 P.M.

Request for Proposals:

Enterprise Resource Planning (ERP) System and Implementation Services

The City of Dacono (City) desires to replace its current Enterprise Resource Planning (ERP) system with a modern solution. As such, it is requesting proposals from qualified vendors to:

(1) Supply an ERP software solution appropriate for a municipality;

(2) Provide services to implement the selected ERP; and

(3) Provide post-implementation support services for the ERP.

The City is seeking a Firm that can provide a software solution with the required capabilities, together with the experience and expertise that will enable timely and cost-effective implementation and support of the solution.

I. GENERAL INFORMATION

The City currently operates with a legacy ERP surrounded by a variety of standalone and/or non-integrated systems. It desires to modernize its ERP platform while integrating it effectively with select made-for-purpose systems to improve efficiencies and enable better access to business information.

The City of Dacono is a growing home‑rule municipality located in southwestern Weld County, just 20 miles north of Denver. The City’s has approximately 6,500 residents with rapid growth predicted as new housing communities are in various stages of development.

Final project scope and related services will be determined in negotiations with the vendor of choice and are subject to change at the sole discretion of the City.

II. RFP SCHEDULE AND PROPOSAL FORMAT

Release of RFP: August 8, 2025

Intend to Participate Notice By: August 15, 2025

Written Questions Due By: August 15, 2025

Answers Provided By: August 22, 2025

Proposal Deadline: August 29, 2025

Proponents are asked to provide notice of their intent to participate to the contact below. Any written questions shall also be submitted by email to the contact listed below. Answers to all questions submitted will be provided to all parties that submitted a notice of intent to participate.

All proposals shall be submitted via email to the contact listed below. The City takes no responsibility for emails that are undeliverable or delayed, and it is the responsibility of the submitter to get email confirmation. Late submissions will not be accepted, and each proposing firm is solely responsible for timely participation per the RFP schedule above.

City contact for Intend to Participate Notice, written questions, and proposals (all via email):

Name: Kelly Stroh Title: Finance Director Email: kstroh@cityofdacono.com Proposal Format:

1. One (1) copy of their main proposal document with the following information, in pdf format, should be emailed to the City contact listed above.

a. Summary of the proposed solution, outlining all solution components and capabilities.

b. Summary of proposer’s experience implementing the proposed solution, including references and/or case studies with similar organizations.

c. Implementation approach and proposed timeline. The City understands that ERP implementation projects are often unique, depending on the client’s specific circumstances. That said, the City would like to understand your general approach to implementing the proposed solution based on your understanding of the City’s needs as communicated in this RFP (or through questions and answers).

d. City resources required. Provide any assumptions regarding implementation activity ownership (or RACI matrix of implementation activities): what activities solution provider will be responsible for, and what activities City team members will be responsible for, including roles and % of time required by project phase.

e. Optionally, resumes/CVs of key proposed team members.

Respondents are welcome to provide any other information that may assist the City in its evaluation process.

2. Submittals should include the required completed appendices, in their original Excel formats, as described in the table below:

Appendix Description & Action Required

Appendix A – System Requirements

This is an Excel file with the City’s system requirements for its ERP application. The vendor must return this file, indicating if and how the proposed software solution meets each requirement. Please return this file making sure to indicate no more than one answer for each requirement. Proposers are encouraged to include brief comments in the far-right column to describe functionality or explain how the solution addresses the requirement.

Appendix B – Total Cost of Ownership (TCO)

This Excel file is the format for vendors to provide cost information for the proposed solution. Proposers should provide detailed, line-item pricing for all items included in the proposal. This should include a detailed item/service description, quantity required, list price, and extended discounted price. Provide costs at the most granular level for all solution components and services to assist the City in making decisions on proposed solution components.

As the City desires to implement a SaaS/cloud-based solution, please provide solution pricing for that deployment model.

Please provide an estimate of implementation costs in the Implementation tab of Appendix B. Specify time & materials and fixed costs in their respective sections. If your implementation approach includes travel to the client, provide an estimate of travel expenses required. Please also provide estimates of application support costs not elsewhere included in the appropriate tab.

III. PROJECT BACKGROUND AND OBJECTIVES

The City is evaluating potential replacements for its current ERP system (ADG, or American Data Group). This new ERP must seamlessly integrate with several systems and applications (including CommunityCore and OpenGov Cartegraph) used throughout the City.

The City is looking to modernize its ERP platform with more robust functional and technical capabilities. The organization’s objectives for this ERP replacement initiative will be met by implementing a solution that:

• Effectively supports business functions typical of a municipality.

• Adheres to public sector practices, standards, and compliance requirements.

• Provides visibility and transparency to the City’s operations and finances across its multiple departments.

• Provides robust real-time reporting and dashboards with appropriate KPIs.

• Enables efficient processes, automating current manual processes where possible.

• Has been proven to work for similar municipal entities.

• Has a modern look and feel, with thoughtful, intuitive functionality and ease of use.

• Is highly configurable and requires low maintenance effort.

• Is scalable and can adapt to the City’s evolving operational needs and support long-term growth and increased service demands.

• Reduces the use of Excel and other stand-alone tools to manage business information.

• Provides robust audit trails and controls and is fully compliant with all applicable regulatory requirements.

Vendors are asked to propose the software solution and implementation services that will accomplish the above objectives given the requirements in Appendix A. The City will consider software vendors that provide implementation services via their own organizations (i.e., the direct model) as well as software vendors who choose to work with, or be represented by, implementation partners (i.e., partner or system integrator models).

IV. CITY OF DACONO CURRENT SYSTEMS LANDSCAPE

The following diagram outlines the current scope of the City’s systems, outlining the systems targeted for replacement.

City of Dacono Website

American Data Group

ERP

Finance (AP, AR, GL)

Court Management

Invoicing & Cash Receipts

Permits/Licenses

MS Excel Fixed Assets

E-Verify Employment verification

Point + Pay Payment Portal

E-Ticketing (Tyler Tech) Citation Management

Balances

Community Core Building Permits

(outsourced function)

LaserFische Records Management

Performance Pro Performance Mgmt

Employee Navigator Benefits Mgmt

ClearGov Budgeting

Batch Payments Updated Balances

Payments

Permit Payments

Cartegraph Asset Management

Tax Collections

Utility Billing

Human Resources

Payroll

Portals Accessed

- Various State & Federal

- Weld County (Parcels, Treasury)

- One America (Retirement)

- Pinnacle (Benefits Administration)

Inventory Control

Metron Water Meter Readings

Legend

Intend to Replace

Potentially Replace

Intend to Keep;

Integration Desired

Esri ArcGIS Geospatial platform

V. PROJECT SCOPE

This project's scope will include implementing – and subsequently supporting – a new ERP system consisting of the major capabilities outlined in this section.

Detailed requirements can be found in Appendix A – System Requirements. Notwithstanding those requirements, the outline of major system capabilities below describes the nature of the system desired.

Major System Capability Major Features

Finance & Accounting

General Ledger Budgeting Account Management Cash Receipts Accounts Receivable Procurement Accounts Payable Fixed Assets Bank Management

Permit & License Management Application Management Issuance & Renewal Payment & Fee Management

Code Enforcement Code Enforcement Case Management Fines & Payments Code Enforcement Reporting

Tax Billing & Collection

Taxpayer Registration Tax Filing & Billing Tax Payment Processing Tax Compliance & Enforcement

Utility Billing

Customer Account Management Meter Management Billing & Rate Management Payment Processing

Courts Management Courts Case Management Scheduling & Docketing Adjudication

Human Resources

Position Management Recruiting Core HRIS Time & Attendance Payroll & Benefits HR Compliance & Reporting

VI. VENDOR EVALUATION PROCESS

Based on vendor responses to this RFP, the City will select short-listed finalists that will be invited to follow up their response with demonstrations. During these sessions, City stakeholders will evaluate the vendor’s ability to meet key business and functional requirements using a demonstration script that includes specific use cases of interest to the City.

The timeline envisioned for this selection process follows. All dates are subject to change as solely determined by the City.

Process Step Anticipated/Due Date

Proposal Deadline August 29, 2025

Short-listed vendors selected; demonstration script issued to short-listed vendors September 2025

Vendor demonstrations (short listed vendors only) October 2025

Short-listed vendors will be offered specific dates for discovery sessions and software demonstrations in windows of time to be provided by the City.

VII. PROPOSAL SCORING AND SHORT-LISTED VENDOR SELECTION

The City will select a committee to review all proposals and select the most qualified vendors and solutions to advance to the short-list stage. The selection of short-listed vendors shall be made on the "best value" basis considering proposed system capability (as scored by a degree of fit analysis), costs, and qualitative factors such as demonstrated experience.

Other factors to be considered may include, but are not limited to quality, quantity, service, compatibility, product reliability, operating efficiency, expansion potential, time, and performance. A point scale fashioned from such factors is provided below to create the final evaluation recommendation. For this RFP, factors and their respective weights for consideration are as follows:

Factor Weight (Points) Presentation and content of proposal package, including accuracy and consistency of information presented Pass/Fail

Degree of fit: % of system requirements met by proposed solution (from Appendix A) 40 points

Proposed cost: 5-year Total Cost of Ownership (TCO; from Appendix B) 40 points

Comparable experience and case studies 20 points

VIII. RESERVATION OF RIGHTS

This RFP does not obligate the City of Dacono or its departments to award a Contract or complete the project, and the City reserves the right to cancel, delay or suspend the RFP solicitation if the City considers it to be in its best interest. The City is not liable for any loss or expense caused by or resulting from the cancellation or rejection of a solicitation, proposal, or award.

The City of Dacono further reserves the right to:

• Amend the RFP.

• Allow revision of proposals after the submission of proposals and before award for the purpose of obtaining best offers or best and final offers.

• Extend the deadline for submitted proposals; and waive minor irregularities, informalities, or failure to conform to the RFP.

• Investigate the references and/or case studies provided by Proposers with respect to the performance of similar services.

• To reject any proposal response or to reject all Proposer responses at any time prior to execution of Contract, upon the City’s finding that it is in its, or the public’s, best interests.

• Negotiate contract terms or conditions with Proposer.