RFI (Request for Information) 120453 Cloud Based Enterprise Resource Planning (ERP) System.pdf

CITY OF PETERSBURG, VIRGINIA

REQUEST FOR INFORMATION

RFI No. 120453

PROJECT TITLE: CLOUD-BASED ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

ISSUE DATE: May 15, 2026

1. DEFINITIONS

Request for information is an informal document issued when the City is not aware of the products or services available in the market which may satisfy its requirements. An RFI may result in the issuance of an IFB, or RFP after the City determines the types of products that are available which may satisfy its requirements. An RFI cannot be made into an agreement.

City means The City of Petersburg, and its officers, elected and appointed officials, employees, and agents.

Respondent means an individual, company, firm, corporation, partnership, or other entity that submits a response to the RFI.

Response means information submitted to the City by a Respondent pursuant to the Request for

Information.

2. SCHEDULE

RFI Issued May 15, 2026

Deadline for Questions May 28, 2026

Deadline for Responses June 5, 2026

3. PURPOSE

The City of Petersburg is issuing this Request for Information (RFI) seeking to initiate discussions and solicit information from qualified vendors regarding Cloud-Based Enterprise Resource

Planning (ERP) solutions suitable for use by a small to mid-sized municipal government.

The intent of this RFI is to gather information to assist the City in:

• Understanding available ERP solutions and deployment models.

• Refining functional and technical requirements.

• Assessing implementation approaches and estimated timelines.

• Identifying vendors available through cooperative purchasing contracts authorized under the Virginia Public Procurement Act.

4. BACKGROUND

The City of Petersburg currently utilizes the BAI ERP system to support its financial and administrative operations. The City is exploring a transition to a modern, cloud-based ERP system to improve system reliability, usability, security, and long-term sustainability.

The City has approximately 50 ERP users across Finance, Human Resources, and related administrative departments. The City desires a solution that is appropriately scaled for its size while providing robust municipal functionality.

5. ANTICIPATED PROCURMENT PATH

Following review of responses to this RFI, the City anticipates proceeding using one of the following procurement approaches, subject to internal approvals:

• Cooperative purchasing through an existing contract competitively awarded by another public body and authorized for cooperative use under § 2.2-4304 of the Virginia Public

Procurement Act; or

• Issuance of a formal Request for Proposals (RFP) by the City.

Responses to this RFI will inform, but will not determine, the City’s final procurement approach.

6. SCOPE OF INFORMATION REQUESTED

Vendors are requested to provide high-level, non-binding information addressing the areas below. Detailed technical proposals are not required.

A. Vendor Overview

• Company name and headquarters location.

• Years of experience providing ERP systems to local governments.

• Approximate number of municipal ERP clients.

• Experience with Virginia cities or counties (if applicable).

B. ERP Solution Overview

• Name and version of proposed ERP solution(s).

• Cloud deployment model (SaaS, hosted, or hybrid).

• Description of core system architecture.

• Summary of cybersecurity and data protection standards (e.g., SOC 2).

C. Functional Capabilities

Please indicate whether the following functions are available as part of the solution:

• General Ledger

• Budgeting

• Purchasing

• Accounts Payable

• Fixed Asset Accounting

• Project and Grant Management

• Human Resources

• Time Entry

• Payroll

• Utility Billing

• Planning

• Permitting and Inspections

• Code Enforcement

• Asset Management

• Work Orders

• Facilities Management

• Fleet Management

• Tax Assessment – Real Estate and Personal Property

• Tax Assessment – Business License, Income, and Misc. Taxes

• Tax Billing

• Accounts Receivable and Collections

• Cash Receipts

• Computer-Assisted Mass Appraisal

• Reporting and Analytics

Vendors may identify additional functions commonly used by municipal governments.

D. Implementation Approach

• Typical implementation timeline for a city with approximately fifty users.

• Overview of implementation methodology.

• Data migration approach, including experience migrating from legacy ERP systems.

• Training and change-management support provided to customers. This would include operating the legacy system and the new system concurrently for one year.

E. Support and Maintenance

• Description of customer support model.

• Hours of support and escalation procedures.

• Approach to system upgrades and enhancements.

• Availability of Virginia-based or regional support resources (if applicable).

F. Cooperative Contract Information

Vendors are requested to identify any existing cooperative contracts under which their

ERP solution is currently available to local governments, including:

• Contracting agency or cooperative organization

• Contract number and expiration date.

• Confirmation that Virginia cities may utilize the contract.

• Scope of services included under the contract.

G. Budgetary Information (Non-Binding)

To assist with planning purposes only, vendors may provide budgetary estimates, including:

• Typical one-time implementation costs

• Typical annual subscription or licensing costs

• Key factors that influence total cost of ownership

All cost information submitted in response to this RFI is considered non-binding.

7. PROPOSAL SUBMISSION INSTRUCTIONS

7.1. Submission Deadline: Responses shall be submitted to the City no later June 5, 2026, at

2:30 P.M. EST.

7.2. Delivery Method

Responses may be submitted electronically through eVA or by U. S. Mail, overnight service, or hand delivery.

A. Electronically through eVA

For guidance on how to submit a response, go to https://eva.virginia.gov/supplier-training-materials.html and select the "Respond to IFBs-RFPs and more" PDF located under the heading "Find and Respond to Virginia Business Opportunities (VBO)". If the Respondent determines that part or parts of its proposal are trade secrets or proprietary information that is not to be open to public inspection, the Respondent must submit an additional copy of its response that eliminates such part or parts. This copy shall be identified with the words "REDACTED COPY".

B. U. S. Mail, overnight service, or hand delivery

All responses must be sealed and labeled on the outside of an opaque envelope or package to show the following:

a. Title of Proposal

b. Name of Respondent

c. Address of Respondent

d. RFI Number

e. Receipt and Closing Date

Respondents shall submit one (1) electronic copy of the signed response on a USB Jump

Drive and one (1) original and five (5) hardcopy of the response to the City by mail or hand delivered. The Response shall be addressed to the following address:

City of Petersburg - Procurement Office

125 N. Union Street Petersburg VA 23803

RFI # 120453

7.3. Questions and Agenda

All communications relating to this solicitation must be emailed to Eunita S Wade at purchasing@petersburg-va.org. For a question to be considered, the subject line of the email must state the following: RFI #120453. All questions must be submitted by May

28, 2026 at 2:30 P.M. EST. No questions will be considered if they are received after that date/time. If any questions or responses require revisions to this solicitation, such revisions will be by addendum only.

Direct contact with City staff, representatives, and/or agents other than the Procurement

Office is expressly prohibited except with the prior knowledge and permission of the

Procurement Office.

7.4. Response Format

Proposals shall be prepared simply and economically, providing a straightforward, mailto:purchasing@petersburg-va.org concise description of capabilities to satisfy the requirements of the RFI. A Response submitted pursuant to the RFI shall include each of the following items in the order in which they appear below. Each item shall be clearly labeled, with pages numbered, and separated by tabs.

1. Title Page

a. The RFI title and number;

b. The Respondent's name, address, telephone number;

c. The name and email address of the Respondent's authorized contact person with respect to the Response; and

d. The date of preparation of the Response

2. Table of Contents

The Table of Contents shall indicate the material included in the Response by tab and page number. The Table of Contents shall mirror the format set forth in this section and shall include all the items set forth below.

3. Tab I, Statement of Interest

The Respondent shall provide a statement of interest explaining the Respondent's interest in providing an RFI to the City, the Respondent's willingness and ability to accommodate the requirements of the City.

4. Tab II, Qualifications and Experience

Description of company’s qualifications and experience with ERP systems to local governments, approximate number of municipal ERP clients, and experience with Virgiina cities or counties (if applicable) .

5. Tab III, Management Team

Discuss the qualifications of key staff members that will be assigned to the project.

6. Tab IV, ERP Solution Overview

a. Name and version of proposed ERP solution(s), cloud deployment model

(SaaS, hosted, or hybrid

b. Description of core system architecture

c. Summary of cybersecurity and data protection standards (e.g., SOC 2)

7. Tab V, Functional Capabilities

Per Section 4., C.

8. Tab VI, Implementation Approach

Overview of implementation approach, including data migration and training

9. Tab VII, Support and Maintenance

Description of customer support model, hours of support and escalation procedures

Approach to system upgrades and enhancements

Availability of Virginia-based or regional support resources (if applicable)

10. Tab VIII, Cooperative Contract Information

Vendors are requested to identify any existing cooperative contracts under which their ERP solution is currently available to local governments, including:

a. Contracting agency or cooperative organization

b. Contract number and expiration date, including, scope of work, terms and conditions

c. Conformation that Virginia cities may utilize contact

11. Tab VIX, Budgetary Information (Non-Binding)

Vendors may provide budgetary estimates, including:

a. Typical one-time implementation costs

b. Typical annual subscription or licensing costs

c. Keys factors that influence total cost of ownership

7.5. Conditions and Limitations

This Request for Information does not represent a commitment or offer by the City of

Petersburg to enter into an agreement with a respondent, or to pay monies or costs incurred in the preparation of a response to this request. The City is not obligated to contact the respondents in regard to the responses submitted, to use the information provided by the respondents, or to return the responses to the individual respondents.

Responses to this RFI will not be considered a response to any future RFP. A competitive solicitation may be issued at a later date.

The City reserves the right to amend this RFI or to cancel this process, in whole or in part, at any time.

7.6. Presentations/Demonstrations

In order to develop a more comprehensive understanding of the information submitted by a Respondent, the City may invite certain Respondents to make presentations and/or participate in face-to-face or telephonic conversations.