ESBD_460352_1760024443310_2025.10.07 RFP Draft ERP.docx

REQUEST FOR PROPOSAL (RFP) – Enterprise Resource Planning Software

Title: Enterprise Resource Planning Software (ERP) RFP Number: 2025-009 Issue Date: October 13, 2025 Proposal Due Date: November 3, 2025

INTRODUCTION

The Montgomery Central Appraisal District invites proposals from qualified vendors for a comprehensive Enterprise Resource Planning (ERP) solution to enhance efficiency, transparency, and integration across all business operations. The selected vendor will be expected to expeditiously deliver and install a reliable ERP solution featuring a robust suite of tools to meet the diverse needs of our departments while offering scalability, user-friendly design, and long-term vendor support. The proposed solution must be cloud based, with strong integration capabilities to connect with existing systems. Vendors are expected to propose a clear implementation plan, demonstrate how their solution addresses the requirements outlined below, and describe their consulting approach to process improvement, stabilization, and quality management throughout deployment and beyond. Proposals will be evaluated based on criteria such as experience, pricing, quality of work, and compliance with specifications. As used herein, the terms “vendor,” “seller,” “contractor,” “bidder” or any similar terms used to reference the bidder shall mean the person or entity offering a proposal in response to this request for proposal.

In evaluating the proposals, the District will give preference to solutions with (1) scalability to meet the needs of long-term organizational growth, (2) adaptability to evolving business needs, (3) usability and operational intuitiveness for end-users, particularly in reference to a modern user interface, and (4) availability of support, to include comprehensive training, documentation and vendor-led system updates. We look forward to proposals that demonstrate the vendor’s strong track record of successful ERP implementation with an emphasis on consulting, stabilization and continuous improvement.

1.0 GENERAL REQUIREMENTS:

1.10 Severability: If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been included in these requirements and the specifications as though the invalid portion had been omitted.

1.13 Fiscal Funding: A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing because of an extension option, must include fiscal funding out. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void. After expiration of the lease, leased equipment shall be removed by the bidder without penalty of any kind or form to the District. All charges and physical activity related to delivery, installation, removal and redelivery shall be the responsibility of the bidder.

1.14 Pricing: Prices for all goods and/or services shall be firm for the duration of this contract and shall be stated on the bid sheet. Prices shall be all inclusive. No price changes, additions, or subsequent qualifications will be honored during the contract. All prices must be written in ink or typewritten. Pricing on all transportation, freight, and other charges are to be prepaid by the contractor and included in the bid prices. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, bidder MUST indicate the items required and attendant costs or forfeit the right to payment for such items.

1.15 Silence of Specifications: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of specifications shall be made based on this statement. The items furnished under this contract shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to materials used and workmanship. The manufacturer furnishing these items shall be experienced in design and construction of such items and shall be an established supplier of the item bid.

1.16 Supplemental Materials: Bidders are responsible for including all pertinent data in the returned bid package. Literature, brochures, data sheets, specification information, completed forms requested as part of the bid package and any other facts which may affect the evaluation and subsequent contract award should be included. Materials such as legal documents and contractual agreements, which the bidder wishes to include as a condition of the bid, must also be in the returned bid package. Failure to include all necessary and proper supplemental materials may result in rejection of the entire bid.

1.17 Evaluation: Evaluation shall be used as a determinant as to which bid items or services are the most efficient and/or most economical for the District and shall be based on all factors that have a bearing on price and performance of the items in the user environment. All bids are subject to tabulation by District Administration and recommendation to the District Board of Directors. Compliance with all bid requirements, delivery and needs of the using department are considerations in evaluating bids. Pricing is NOT the only criteria for making a recommendation. The District reserves the right to contact bidder, at any time, to clarify, verify or request information on the bid.

1.18 Disqualification of Bidder: Upon signing this bid document, a bidder offering to sell supplies, materials, services, or equipment to the District certifies that the bidder has not violated the antitrust laws of this state codified in section 15.01, et seq., of the Texas Business & Commerce Code, or the federal antitrust laws, and has not communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business. Any or all bids may be rejected if the District believes that collusion exists among the bidders. Bids in which the prices are obviously unbalanced may be rejected. If multiple bids are submitted by a bidder and after the bids are opened, one of the bids is withdrawn, the result will be that all the bids submitted by that bidder will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple bids for different products or services.

1.19 Awards: The District reserves the right to award this contract based on lowest and best bid in accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to more than one bidder, and to reject any or all bids. In the event the lowest dollar bidder meeting specifications is not awarded a contract, the bidder may appear before the Board of Directors and present evidence concerning his responsibility. The District reserves the right to withdraw any award until execution by the proper authority.

1.20 Assignment: The successful vendor may not assign, sell or otherwise transfer this contract without written permission of the District Board of Directors.

1.21 Term Contracts: If the contract is intended to cover a specific time, said time will be given in the specifications under scope.

1.22 Contract Obligation: The District Board of Directors must award the contract, and the Chief Appraiser must sign the contract before it becomes binding on the District or the bidders. Department heads are not authorized to sign agreements for the District. Binding agreements shall remain in effect until all products and/or services covered by this purchase have been satisfactorily delivered and accepted.

1.23 Purchase Order and Delivery: The successful bidder shall not provide services without a District Purchase Order signed by an authorized agent of the District.

1.24 Contract Extension: Extensions must be approved by the District’s Board of Directors and may be made only by written agreement between the District and the bidder. Any price escalations are limited to those stated by the bidder in the original bid.

1.25 Termination: The District reserves the right to terminate the contract immediately for default if Vendor breaches any of the terms therein, including warranties of bidder or if the bidder becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which the District may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any services required to the District’s satisfaction and/or to meet all other obligations and requirements. Contracts may be terminated without cause upon thirty (30) days written notice to either party unless otherwise specified.

1.26 Escalation Clause: Successful bidder may apply for a price increase to the District. The price increase will be the amount of any increase to the vendor from his supplier. Written documentation of the increase must be provided to the Chief Appraiser 45 days in advance of any increase. No application for a price increase may be submitted within the first six (6) months of this contract. Increases of more than 20% of the original bid price will not be considered.

2.0 TERMS AND CONDITIONS:

2.1 Warranty/Price:

Montgomery Central Appraisal District Request for Proposals — December 2019

MONTGOMERY CENTRAL APPRAISAL DISTRICT

REQUEST FOR PROPOSALS — OCTOBER 2025

Initials of Bidder: _______

2.11 Advertising: Seller shall not advertise or publish, without the District’s prior consent, the fact that the District has entered into any contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local government.

2.12 Right to Assurance: Whenever the District in good faith has reason to question the other party’s intent to perform, the District may demand that the other party give written assurance of his intent to perform. If a demand is made and no assurance is given within five (5) days, the District may treat this failure as an anticipatory repudiation of the contract.

3.0 SCOPE OF WORK:

It is the intent of the District to contract with a vendor to provide a comprehensive Enterprise Resources Planning (ERP) solution sufficient for the District’s purposes. Vendor may not subcontract or outsource any portion of this solicitation except and unless agreed to in writing by the parties.

3.1 Deliverables:

A. Accounting and Financial Management – Vendor must provide an ERP solution capable of supporting the District’s accounting and financial management operations. Specifications and features should include: (1) general ledger, accounts payable and accounts receivable management, (2) comprehensive financial reporting and analytics, (3) chart of accounts creation and maintenance, (4) closing and reconciliation tools, (5) budgeting and forecasting tools with real-time budget-to-actual reporting and direct links to purchasing and payroll modules, and (6) asset management and expense tacking.

B. Human Resources Management – The solution must provide human resources management capabilities. Core requirements include: (1) centralized employee records and data management, (2) automated recruitment and onboarding processes, (3) performance evaluation and talent development tools, and (4) employee self-service portal features for profile management, leave requests, and related employee-employer communications.

C. Payroll Management – The proposed solution must include: (1) salary processing and wage calculation tools with support for multiple pay structures, (2) compliance with federal, state and local tax regulations, (3) automated payment processing and electronic pay slip generation, (4) integrated benefits and leave management, (5) time and attendance management functions, and (6) quarterly and annual compliance e-file reporting.

D. Contract Management – The proposed solution’s contract management features must provide: (1) a centralized contract repository with search and retrieval functions, (2) automated workflows for contract creation, review and approval, (3) expiration alerts and renewal notifications, and (4) integration with financial and legal systems.

E. Education and Training Management – The solutions education and training management features must include: (1) employee training plan development and scheduling tools, (2) educational certification and compliance tracking, (3) integration with learning management systems, and (4) tools for the evaluation of training effectiveness.

F. Accounts Receivable (A/R) and Accounts Payable (A/P) – The solution must include: (1) automated invoice processing, (2) 1099 and annual e-file report generation, (3) quarterly A/R billing calculations aligned with budget allocations, (4) A/P and A/R aging reports, and (5) real-time A/R reporting.

G. Resource and Services Management (Optional/Preferred) – The District prefers a solution with: (1) resource allocation and tracking, (2) service provider coordination, (3) demand forecasting and resource planning, and (4) scheduling and delivery tracking for services.

H. Business Intelligence and Reporting (Optional/Preferred) – The District prefers a solution with: (1) customizable dashboards and user-defined reports, (2) real-time data analytics with drill-down functionality, (3) predictive insights and performance metrics, and (4) cross-functional integration of reporting tools.

I. Compliance and Security (Optional/Preferred) – The District prefers a solution with: (1) role-based access control and configurable user permissions, (2) data encryption and secure communications protocols, (3) audit logs and regulatory compliance tracking, (4) disaster recovery and business continuity tools.

J. Inventory and Asset Management (Optional/Preferred) – The District prefers a solution with: (1) comprehensive IT asset management functionality, (2) full asset lifecycle tracking, (3) inventory issuance and transfer tools, (4) automated depreciation calculations, and (5) asset disposal and retirement workflows.

3.2 Pricing Structure, Implementation and Support:

Prices quoted must be inclusive of all costs necessary to complete the Scope of Work. The ERP solution must be supported by a detailed implementation timeline that emphasizes implementation, stabilization and ongoing support.

A. Implementation – The solution must utilize a structured roll-out plan with timelines and benchmarks for system configuration, data migration and initial training.

B. Stabilization – Vendor must provide dedicated support and monitoring to ensure smooth adoption and system performance following the live launch of the solution.

C. Ongoing Support – Vendor must supply system updates, continuous improvement and responsive technical support.

3.3 Quality Assurance and Consultation:

Vendor and its employees and agents must maintain a high level of quality and workmanship. The District expects vendor to offer technical training and a consultation-driven approach in the implementation and support of the proposed solution. Vendor’s proposal should explain (1) how the vendor identifies opportunities for process improvement during implementation, (2) what methods are used for quality management checks at each stage, and (3) how the vendor incorporates lessons learned and best practices into ongoing support of the proposed solution.

4.0 PERIOD OF CONTRACT:

Subject to the specifics of the proposal, the initial contract term is anticipated to be two (2) fiscal years (or portions thereof), ending on December 31 of the second year. The contract may be terminated for cause by the District by giving thirty (30) days written notice of the intent to terminate.

5.0 PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS:

Proposals must be submitted in the format outlined below. Incomplete proposals may not be considered.

Proposal Sections:

5.1 Cover Letter/Executive Summary – Vendor information, including the vendor’s full legal name, contact data, and a summary of the proposal.

5.2 Company Background – Overview of your company’s history, services offered, and relevant experience, including sample reports, analysis or case studies from other projects.

5.3 Technical Approach – Description of vendor’s approach to fulfilling the scope of work, including methodology and technology utilized.

5.4 Project Timeline – Estimates deliver timelines.

5.5 Pricing – Presentation of a detailed pricing structure.

5.6 References – At least five references from clients, with three being based in Texas, with similar requirements.

5.7 Compliance Statements – Confirmation of your understanding and compliance with all terms and conditions outlined in this RFP.

An authorized representative of the bidder MUST sign the proposal. The contract will be binding only after it has been approved by the District’s Board of Directors, signed by the Chief Appraiser and a purchase order authorizing the product and services has been issued.

6.0 CONTRACTOR QUALIFICATIONS:

To qualify for bidding on this project, bidder must have been in business at least five (5) years and have prior experience with projects substantially similar to the Scope of Work described herein. Bidder must provide references for similar jobs as required in the solicitation.

All bids must include a list of any “blackout days” for the expected term of this contract and the expected delivery time in workdays per task. “Blackout days” are defined as days reserved for work other than the work required by this solicitation.

The District may utilize a Dun and Bradstreet analysis in reviewing bidder’s history and qualifications.

7.0 POINT OF CONTACT

All questions regarding this RFP must be submitted in writing to Cynthia Edinger via email (cedinger@mcad-tx.org) no later than October 22, 2025. Responses will be provided by October 28, 2025.

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