RFP 2025-07 ERP Software.pdf

REQUEST FOR PROPOSAL

RFP 2025-07

Bay County

Enterprise Resource Planning Software

JAMES BARCIA

BAY COUNTY EXECUTIVE

REQUEST FOR PROPOSAL – THIS IS NOT AN ORDER OR OFFER

DATE OF REQUEST JUNE 18, 2025

REFERENCE PROPOSAL NUMBER RFP 2025-07

DEADLINE FOR VENDOR QUESTIONS JULY 11, 2025

5:00 PM

RESPONSES DUE FROM COUNTY JULY 25, 2025

5:00 PM

PROPOSED DATE/TIME REQUIRED AUGUST 8, 2025

11:00 AM

PROPOSAL SUBMITTAL BAY COUNTY FINANCE DEPT.

PURCHASING DIVISION

ATTN: NICOLE PUTT

BAY COUNTY BUILDING

515 CENTER AVENUE; 7TH FLOOR

BAY CITY, MI 48708-5128

MARK PROPOSAL “BAY COUNTY ENTERPRISE

RESOURCE PLANNING SOFTWARE–

DELIVER TO THE FINANCE

DEPARTMENT IMMEDIATELY”

**REST OF THIS PAGE IS BLANK**

The Bay County Finance Department is soliciting sealed proposals from a qualified firm interested in providing

Enterprise Resource Planning Software for Bay County, Michigan. The County currently utilizes Tyler Munis.

The current software supports approximately 210 enabled users with a variety of permissions. The County is seeking software for Financial Management, Personnel Management, Treasurer Management, Drain

Management, and Information Technology Requirements. The vendor must state if they are providing complete

ERP Software for all required modules or can provide partial software that can be integrated into modules they do not offer.

This RFP process will serve to evaluate software alternatives and associated project costs for turnkey implementation of a fully integrated Enterprise Resource Planning Software system as described in this document as well as sufficient project management services to keep the project on track and up to quality standards.

The vendor will provide implementation services to include system configuration, data migration, configuration, and customization of required forms, reports, and letters, extensive training services for a successful Go Live and subsequent operations.

The implementation process will include processes for testing, quality control, management of the implementation, and successful completion of the various software processes per Bay County’s implementation team.

Proposed pricing for each product or service is required for a successful deployment, installation training, and continuing support on your proposed products.

BACKGROUND AND PROJECT OVERVIEW:

The exhibits at the end of this document will provide information regarding:

• Summary of Key Annual Transactions Operating Values

• Critical & Optional Modules

• Approximate Number of Users

• Combined Department Needs

SUBMITTAL REQUIREMENTS:

1. Responses must use Times New Roman font 12 pt.

2. Responses must be spaced 1.15”.

3. Responses must be typed, no handwritten replies.

4. Additional information must be limited to no more than 1 page per section.

CONTENTS OF BID SUBMISSION PACKET:

This qualification submission will be broken out into two sections. The first section will be focused on the technology needs of the County; the second section will focus on the business requirements of the County.

Bid Acknowledgements – forms supplied by Bay County

1. Cover Sheet.

2. Bidder’s Checklist.

3. Attachment A – Certificate.

4. Attachment B- Proposed Software Statement.

Section I: Technology Needs:

5. Attachment B – Software Requirements

6. Attachment C – Hosting and Platform Requirements

7. Attachment D – Solutions

8. Attachment E – Network

9. Attachment F – Data Extract, Transform, and Data Load

10. Attachment G – Data Ownership, Access and Retention

11. Attachment H – Licensing and Additional Terms and Conditions

12. Attachment I – Support and Maintenance

13. Attachment J – Data Security and Compliance

14. Attachment K – Development and Configuration Practices

15. Attachment L – Business Continuity and Recovery

16. Attachment M – Respondent Performance History

Section II: Business Requirements:

16. Attachment N – Resumes

17. Attachment O – Experience

18. Attachment P – Termination from any contracts

19. Attachment Q – Firm’s ability and capacity

20. Attachment R – Availability to meet the deadlines

21. Attachment S – Standard engagement contract.

22. Attachment T – Clients

23. Attachment U – Project experience

24. Attachment V – Firm background and history

25. Attachment W – Understanding of project’s requirements

26. Attachment X – Timeline

Cost Proposal – form supplied by Bay County

27. Cost Envelope - ONLY 1 required and placed with submission labeled “ORIGINAL.”

RESPONSE FORMAT

The items listed below shall be submitted with each proposal and shall be submitted in the order shown. Each section should be clearly labeled with pages numbered and separated by tabs. Include a title page and table of contents. Failure by a proposer to include all listed items may result in the rejection of its proposal.

SCOPE OF WORK:

General

• The system supports both a total paperless function, and a hybrid function.

• The system includes automatic translation of codes to data.

• The system includes support and updates for the above functions.

• Your company provides after-hours call center support for the system. Bay County is expecting

24/7 weekdays/weekends and holidays. Please detail your support hours.

PROPOSER REQUIREMENTS:

The Proposer shall describe the following, and must be labeled as indicated:

SECTION I TECHNOLOGY NEEDS:

4. Attachment B - Software Requirements

Proposer shall provide a detailed description of the product(s) and product versions being proposed. The response to this section shall detail the system features and capabilities and indicate if these are native to the software or if integration with a 3rd party software is required or recommended.

Include the following:

a. Operating system at the desktop and server level.

b. User interfaces

c. Development tools

d. New version release schedule, to include how the release would be accomplished at the user level and into a hosted or non-hosted data center.

e. Application architecture

f. Backup and recovery procedures

g. Documentation to include operations, technical manuals, online help, and training materials.

5. Attachment C - Hosting and Platform Requirements

The Proposer must give an overview of all platform requirements associated with the proposal. If Proposer determines any of the following requirements to be inapplicable, Proposer shall state so and shall also state the basis for determining each such requirement to be inapplicable.

a. System Environments – The Proposer shall state all environments (e.g., production, development, and test) included in the proposal. If such environments are limited in functionality, scope or otherwise, the proposal shall describe such limits.

b. Shared Components of the System - The Proposer shall clearly state and describe all shared components of the System (e.g., network segments). The Proposer shall assume responsibility that any System components not identified as shared components are provided by the Proposer as

System components dedicated for the County’s use only.

c. Data Storage Limits and Overages – The Proposer shall clearly state all data storage limits associated with the System. Where exceeding such data storage limits would cause the County to incur additional cost, the Proposer shall state such costs in its clearly marked pricing proposal.

d. Data Transfer Limits and Overages – The Proposer shall clearly state all data transfer limits associated with the System. Where exceeding such data transfer limits would cause the County of Bay to incur additional cost, the Proposer shall state such costs in its clearly marked pricing proposal.

6. Attachment D - Solutions

a. Its proposed service model (e.g., SaaS, PaaS, IaaS).

b. Its proposed deployment model, (e.g., Private Cloud, On-Premises or Hybrid).

c. Whether it relies upon any third parties in the provisioning of its deployment model.

d. Whether the Proposer offers any other deployment.

e. How another of Proposer’s deployment models might impact the County’s data security and any compliance obligations.

f. How another of Proposer’s deployment models might impact pricing, but the Proposer shall state such costs in a clearly marked pricing proposal.

g. Location of the Proposer’s data centers.

7. Attachment E - Network

The Proposer shall give an overview of all network and bandwidth requirements associated with the proposal. If Proposer determines any of the following requirements to be inapplicable, Proposer shall state so and shall also state the basis for determining each such requirement to be inapplicable.

a. Normal Bandwidth Requirements – The Proposer shall include a reasonable estimate of minimum bandwidth required for concurrent application access and data access for “normal” daily operational use for cloud, hybrid and/or on-premises systems. Proposer shall also provide its definition of “normal daily operational use.”

b. Peak Bandwidth Requirements – The Proposer shall include a reasonable estimate of peak volume/times for each retrieval and uploading transactions for cloud, hybrid and/or on-premises systems.

c. Typical Impact – The Proposer shall include a reasonable estimate of the typical impact expected on the network post implementation.

d. Other Network Requirements – The Proposer should describe the optimal physical network infrastructure required for an on-premises solution to effectively mitigate latency and data speed issues. If proposing a cloud-based or hybrid hosting solution, please describe the physical network infrastructure, connectivity testing and performance assurance. Network architecture diagrams must be included with details regarding the management of remote systems.

e. If any assumptions are made to support the answers, clearly state those as part of the response.

8. Attachment F - Data Extract, Transform, and Data Load

The proposal shall give an overview of all data migration, conversion, and transformation requirements associated with the System or Hosting. If Proposer determines any of the following requirements to be inapplicable, Proposer shall state so and shall also state the basis for determining each such requirement to be inapplicable.

a. Data Extract – The Proposer shall include the cost of extracting the data from the source System as part of their price proposal. The Proposer will explain the process to convert the data into a single format for the transformation processing and any tools that will be used. If the performance of this task will cause the County to incur additional costs, the Proposer shall state such costs in its separate pricing proposal.

b. Data Transform – The Proposer shall include the cost of transforming the data from the source system to the proposed system as part of their price proposal. The Proposer will explain the transformation type required to meet the business and technical needs of the target database and the tools that will be used. If the performance of this task will cause the County to incur additional cost, the Proposer shall state such costs in its clearly marked pricing proposal.

c. Data Load – The Proposer shall include the cost of loading the data to the proposed system as part of their price proposal. The Proposer will explain the load process and tools. If the performance of this task will cause the County to incur additional cost, the Proposer shall state such costs in its clearly marked pricing proposal.

9. Attachment G - Data Ownership, Access, and Retention

If awarded, all County data shall be and remain the sole and exclusive property of the County. The selected Proposer will treat County data as Confidential Information. The selected Proposer will be provided a license to the County data hereunder for the sole and exclusive purpose of performing its obligations under the Standard Contract, including a limited non-exclusive, non-transferable license to transmit, process, and display the County data only to the extent necessary in the provisioning of the services and not for the storage or recording of the County. The selected Proposer will be prohibited from disclosing County data to any third party without specific written approval from the County. The selected Proposer will have no property interest in and may assert no lien on or right to withhold data from the County.

The proposer is expected to acknowledge and accept, or state any objections to, the County’s data use and ownership.

Proposer shall also provide a statement of its data protection practices and its responsibilities to protect and prevent the use or sale of data to/or by external entities. The Proposer’s full data protection policy shall be included as an attachment to its proposal.

Furthermore, the proposal shall state that the Proposer will meet the following data-related System requirements:

a. At all times, the County shall be able to receive data, associated metadata, and reasonably granular subsets thereof, as well as any associated files or attachments, from the System in a usable, encrypted format.

b. Upon termination of the contract and at the County’s written request, the Proposer shall destroy

County data, including back-ups and copies thereof, according to the National Institute of

Standards and Technology (NIST) standards or as otherwise directed by the County.

c. The System shall have the ability to retain County data in a manner that is searchable and capable of compliance with records retention laws and best practices.

d. At no time may Proposer suspend or terminate County’s access to County data or the System for breach of contract or term or condition relating to the System without giving the County reasonable notice and opportunity to cure according to the County’s dispute resolution process.

Data Access and Standards:

The County is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, the County expects the successful Proposer, and any resulting software platforms to enable data access, data interoperability, storing and warehousing of resulting data, and adherence to County data standards.

Specifically, the County minimally requires:

a. Access to any data via APIs (Application Programming Interface) in a machine-readable format.

Acceptable machine-readable formats are JSON, CSV, XML.

b. Full documentation of APIs (including field names and objects) and the database schema used by the application.

c. Ability for County to push data as needed to these software systems to update base datasets.

d. The ability for the County to use and govern data as it deems necessary - centralizing it, porting it into other systems, and using it for additional and future organizational needs.

e. Data collected, transferred, and stored meet minimum standards to insure confidentiality, integrity, and availability.

f. Data to meet compliance rules/regulations to ensure the sensitive digital assets are guarded against loss, theft, and misuse. These rules come in several forms including applicable industry compliance/standards, state or federal-level laws or even supra-national regulations.

Additionally, the County prefers:

a. The system or platform has the capacity to store field-level metadata and display it in the user interface when appropriate.

b. API can provide data in a JSON (Java Script Object Notation) format.

c. Data system or data exports integrate easily with ESRI products including feature services.

d. Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

(**Any of these additional data specs and standards that are met will be factored positively into the overall score)

10. Attachment H - Licensing and Additional Terms & Conditions

Licenses

The Proposer shall succinctly state:

a. The duration of the software licenses, if any (e.g., perpetual)

b. The County’s rights under the license (e.g., use, disclosure, sale, etc.)

c. Other license restrictions.

d. Any terms and conditions within the license that contradict or conflict with the provisions of the Standard Contract.

Intellectual Property

In addition to any other rights granted to the County under the Standard Contract or by operation of law, the Proposer must grant the County a perpetual, royalty free license to all materials prepared pursuant to the contract or in anticipation of the contract, including but not limited to the data, data schemas, studies, briefs, drawings, maps, models, photographs, files, records, computer printouts, estimates, memoranda, computations, papers, supplies, notes, recordings, and videotapes, whether such materials are reduced to writing, magnetically or optically stored, or kept in some other form, for unlimited use by the County for any lawful purpose.

11. Attachment I - Support and Maintenance

The proposal shall individually address each the following requirements and provide sufficient detail on how it meets the following requirements:

a. Multi-tiered support – The proposal shall provide multiple tiers of support and shall state whether the County is assumed to provide the lowest level, Tier 1, support. Define the tier support level and the criteria for each.

b. Severity levels – The proposal shall provide support and maintenance response proportionate to varying levels of incident severity. Define the severity levels and define the response criteria.

c. Multiple contact method – The proposal should provide for multiple methods of reporting an incident to the Proposer. Define the methods to initiate support for each tier.

d. First-tier support scripts – If the Proposer assumes that the County will provide Tier 1 support, the Proposer shall deliver sufficient scripts and training to the County help desk staff and/or departmental technicians to adequately function as Tier 1 support. Define the script format, training requirements and if the provider can provide training.

The proposal shall individually address the following service level agreements (SLAs) for support and maintenance services, whether such SLAs are offered, any additional cost for such SLAs, and detail on such:

a. Proposer’s Help Desk Availability SLAs – Help desk availability refers to the required time frames during which certain Services provided by the help desk must be available to end-users, and response to automatically generated help desk incidents must be achieved.

b. Proposer’s Response Time SLAs – Response time is the number of seconds it takes an end-user to connect with Proposer’s contact center live representative. Proposer will provide toll-free telephone lines in adequate quantity to handle call volume; automatic call distribution system

(“ACD”) system(s) to record call date, time, and duration information; and electronic interfaces to all systems for monitoring and reporting.

c. Proposer’s Incident Resolution SLAs – Incident resolution is the time elapsed from the initiation of the help desk Incident until Service is restored.

d. Proposer’s End-User Account Administration SLAs – Routine functions, such as setting up end-user IDs, changing End-User authorization tables, changing account codes and similar functions, which are handled by Proposer.

e. Proposer’s Client Satisfaction SLAs – Measures the level of end-user satisfaction in relation to help desk services.

For each SLA, the Proposer shall state:

a. Detail on what written reports Proposer will provide to the County to demonstrate compliance with the SLAs in addition to the reports specified.

b. Detail on any levels of SLAs, whether by severity or other classification.

c. Detail on offered service level credits, fee reductions, and/or earn backs.

12. Attachment J – Data Security and Compliance

a. The proposal shall give an overview of the System’s software, hardware, and other controls supporting the System’s data security and the County’s evolution to a Zero Trust Environment.

b. The Proposer shall provide sufficient details on its data security and privacy controls and details for any compliance certifications and/or accreditations.

c. The Proposer shall also provide a reasonably detailed explanation as to how the proposal will protect the System and County’s data within each of the following additional data security categories (NOTE: the County recognizes that reasonable descriptions of each security attribute below will vary in length, some attributes requiring little explanation, others not).

d. If the system is hybrid or hosted, Single Sign-On (SSO) with the County’s Active Directory system is required.

e. If Proposer determines any of the following requirements to be inapplicable, Proposer shall state so and shall also state the basis for determining each such requirement to be inapplicable:

a. Password configurations (e.g., complexity, aging, etc.).

b. Authentication configurations (e.g., active directory, encrypted data exchange, hash, etc.).

c. Encryption configurations (e.g., symmetrical AES-256, asymmetrical RSA 2048, etc.) for both data at rest and data in motion.

d. Logging/Auditing review capabilities (e.g., verbose user tracking and reporting, etc.).

e. Physical security (e.g., 24-hour security, alarms, restricted access, etc.).

f. Personnel security (e.g., extensive background checks, annual recheck, etc.)

g. Web Application configurations (e.g., SQL injection protection, buffer overflow, etc.).

h. Network transmission security (LAN and VPN).

i. Data that is to be transmitted off-site must be encrypted end to end.

13. Attachment K - Development and Configuration Practices

The proposer shall describe its application development methodology and how its methodology adheres to applicable best practices and standards regarding both data security and data privacy. Proposer shall state how it will tender its deliverables in a manner that reasonably protects the security, confidentiality and privacy of County data and any individuals who may be considered data subjects as to the County, contract deliverables, or County’s data. Specifically, the Proposer shall state whether it conforms to the following:

a. Microsoft Secure Coding Guidelines for the .NET Framework.

b. CERT Secure Coding Standards.

c. OWASP Secure Coding Principles.

d. Privacy by design principles; and

e. Federal Trade Commission’s Fair Information Practice Principles.

f. On-Premises Cloud Hybrid Hosting

14. Attachment L - Business Continuity and Recovery

a. The proposal shall individually address each of the following requirements and provide sufficient detail on whether and how it meets the following requirements.

b. Proposers shall have an automated backup and recovery capability for the system and application, including incremental and full back up capabilities. Additionally, system backups shall be accomplished without taking the application out of service and without degradation of performance or disruption to County operations.

c. Proposers shall be able to provide the service from at least two geographically diverse data centers that do not share common threats (e.g., the data centers cannot be in the same earthquake zone, likely hurricane path, same flood zone, etc.). The data centers shall at a minimum meet

Tier III standards for redundancy of power, telecommunications, HVAC, security, fire suppression and building integrity.

d. Proposers shall specify whether, in the event of a technology or other failure at the primary processing center, the alternate system will meet the following tiers, for which the County’s use should be identical regardless of which location is processing the County’s work:

Category Alternate System Characteristics

High availability Continuous operation without interruption or degradation in service.

Standard

Availability

Available for Bay County use within 48 hours with no degradation in service.

Non-Critical

Availability

Available for Bay County use within 96 hours with no degradation in service.

e. Proposers shall implement crisis management, business continuity and disaster recovery plans, subject to County approval, which the County will not reasonably withhold. These plans shall outline how the Proposer will support the County’s recovery at the alternate site, including backup staff required to implement the plan in an emergency if the Proposer’s primary staff is unavailable. Such plans shall also include a minimum of annual testing in coordination with the

County.

f. Proposers shall specify the System’s proven, maximum tolerable length of time that a computer, system, network, or application can be down after a failure or disaster occurs or its recovery time objective (“RTO”) and the amount of data at risk, as determined by the amount of time between data protection events, and as it reflects the amount of data that potentially could be lost during a disaster recovery point objective, (“RPO”) in case the primary site becomes unavailable. The selection of the RTO and RPO will be agreed upon objectives between the Proposer and the

County.

g. Proposers shall specify whether the System will meet the following availability tiers, which tier, and shall specifically describe how the System meets such tier:

Category Availability RTO Characteristics and RPO

High Availability 99.982% Intra-day

Typically involves data replication to a hot site for each transaction or at short intervals, like 15 minutes.

Standard

Availability 99.741%

24 to 48 hours

Nightly imaging to cloud / data center.

System reestablished at time of disaster from cloud / data center. May lose up to one day of data.

Non-Critical

Availability 99.671%

48 to 56 hours

Nightly imaging to cloud / data center.

System reestablished at time of disaster from cloud / data center. May lose up to one day of data.

15. Attachment M - Respondent Performance History

The proposer shall provide the following information.

a. Identify in detail at least three (3) similar projects by name, subject matter, location, service provided and length of time these services were provided.

b. Provide resumes of the key personnel assigned to this project.

c. Provide three (3) projects where the contract was terminated and why.

SECTION II BUSINESS REQUIREMENTS:

16. Attachment N – Resumes of Key Personnel to be assigned to the project.

Include applicable credentials, licenses and post-secondary degrees.

a. Subcontractors - Except as named by Vendor as part of this bid submission, subcontractors may not be utilized without the express written permission of the County. Subcontractors shall adhere to all terms of this RFP and the resulting contract.

17. Attachment O – Similar/related experience during the last five (5) years.

a. Include projects where professional services were similar or were related specifically to county government software

b. Include examples of three (3) current software projects and three (3) past software projects that your firm has installed and implemented that are/were similar in scope to Bay County’s.

c. Include a description of the project, a contact person, and dollar amount for each example given in “b” above.

18. Attachment P – If your firm was terminated from any contracts with the last five (5) years, please identify the name of the company/government, contact person’s name, phone number, associated project description, termination date and reason for termination. Please identify a maximum of three (3).

19. Attachment Q – Summarize your firm’s ability and capacity to perform the work including the size of your firm and number of employees, your understanding of the legal requirements for county government specifically identify your understanding of the project requirements.

20. Attachment R – Identify your firm’s ability to meet the deadlines that will be determined by working with the County.

21. Attachment S – Each firm shall send with their qualifications a copy of their standard engagement contract.

22. Attachment T – Each firm shall list three (3) current and three (3) former clients. Preference will be given to government references.

23. Attachment U – Please provide similar project experience in Michigan municipalities.

24. Attachment V – Quality of firm background and history:

a. Years in business

b. Provide closest office address

c. List general experience and specific capabilities.

25. Attachment W – Understanding of project’s requirements.

26. Attachment X – Time Schedule planned for this project.

a. Availability

b. Ability to meet deadlines

COST PROPOSAL:

27. Cost Envelope - ONLY 1 required and placed with submission labeled “ORIGINAL.”

Proposed pricing for each product or service is required for a successful deployment, installation training, and continuing support on your proposed products.

Proposers are requested to make a firm cost proposal.

Pricing to include:

• Cost of software and any related charges

• Indicate the fees charged to perform the services.

• Attach a schedule of fees or hourly rates broken out for each staff member that will work on this project.

• Implementation

• Support

• Customization

SCOPE OF SERVICES

Vendor must provide all software, training, program maintenance, user support and any other services necessary to ensure that all specified software is fully operational, functional and reliable in an existing Michigan municipality of a similar size.

The vendor shall be familiar with Michigan County government operations and programs and understand

Governmental Generally Accepted Accounting Principles (GAAP). Furthermore, the Vendor should have a comparable software system running in a Michigan municipality of similar size. The Vendor shall have directly participated in the design and installation of these systems. The Vendor shall have the staff, technical and financial resources to reliably install and support the proposed system.

Network and Communications Requirements:

Bay County employs a Novell Enterprise solution to deploy all the network access to application software that is in use on a day-to-day business environment. Specifically, GroupWise E-mail, Financial applications (In-house programming in an RPG environment), Health Department software, Court software and miscellaneous

Governmental applications (i.e. Tax Administration software).

The network is comprised of a Cisco solution utilizing segmentation and VLAN technology to segment and monitor all network traffic. In addition, several remote sites utilize the VPN solution to access application and associated data. This robust environment is essential for further growth and opportunities.

The connectivity to the network and devices attached to the network are via fiber runs, CAT 5 cabling, Internet cabling and wireless access. The devices are controlled by standard TCP/IP technology with the use of static as well as dynamic addressing schemes. SFP Gigabit Ethernet is deployed as well.

Workstation Integration Requirements: The County will purchase hardware that meets or exceeds the selected

Vendors’ requirements for the software, provided that the operating system(s) are industry standard and the specific hardware requirements are within reason for the proposed software application.

PC Software Integration and Data Transfer: The proposed software must operate compatibly with the Windows operating system software. Most of the desktops utilize Windows 2000 and above. The specifics of the aspects of data transfer needs to be discussed specifically with the proposed software vendors’ specification, if any.

System Installation and Support:

The vendor shall be responsible for installation of the software to the point of independent operation by County personnel. In addition, the vendor, as part of their proposal, shall provide support services necessary to ensure successful operation of the software including, but not limited to, the following:

1. Training of County personnel

2. Assistance in conversion of current system data (2009-current)

3. Software support and programming both on-site and via telecommunication devices during the initial installation period, and successful completion of the various software processes per the

County’s implementation team, and on-going as needed.

The Vendor must also have the demonstrated ability to support the software after installation is completed and accepted by Bay County.

Orientation and Training:

The selected vendor must provide training and documentation materials on all phases of the selected software operation and control, based upon the following levels of involvement:

1. Vendor Senior Management Staff: General software configuration and capabilities, software security approach, database, applications, and software implementation plan.

2. Vendor System Operation Staff: Application operating and control procedures, hands-on software training and use of utility programs to enable generation of user reports from the data base. Training sessions will include detailed instruction of user applications, operational and security procedures, along with an implementation plan and schedule. Training shall include hands-on use of PC’s and PHM software application programs.

The software must be designed so that existing staff, trained by the Vendor, using the Vendor documentation and manuals can effectively operate and implement software applications.

Project Implementation:

The selected Vendor must work with the County to determine the delivery, installation, training and conversion dates for each of the selected software modules. The project implementation schedule jointly developed shall consider the availability of key County and Vendor staff and will be subject to negotiation and modification by the County after the contract is awarded.

SERVICES

Installation:

The selected vendor shall be required to install the software and provide security controls and initialization functions to have the software in a ready to use status, including the establishment of logins, to allow users to access the system for designated purposes.

Training and Support:

Adequate training for management and operating staff shall be included. Such training shall be provided by personnel having a functional understanding of the daily operations of the software modules provided. Training will be on-site at Bay County facilities and be integral to current operations. Comprehensive operations and user documentation operating manuals are also required.

Data Conversion:

Vendors are to include any costs for data conversion in their proposals. It is expected that data from 2009-current be converted to the new format prior to beginning training on the vendor’s software. Please include and itemize by each software module or application all costs associated with data conversion. Accurate data conversion is an extremely critical area and failure to adequately address this issue may result in the Vendor’s bid being rejected.

System Administrator Training:

The County expects, at a minimum, the selected vendor will provide the system administrator training for one or more of County staff on the following:

a. Training on the setup, security and maintenance of users

b. Training on the basics of printer administration

c. Training on the use of the backup software and processes

Vendors are to describe exactly how system administration training and support are to be provided, should the user encounter software related problems or issues.

Payment for the project will be structured based on the successful completion of various software modules, training sessions, and services. Each phase of the project will be evaluated for its effectiveness and functionality, and payments will be made as a percentage of the total project cost corresponding to the completion of each phase. This ensures that the vendor is compensated fairly for the work completed while also maintaining accountability and quality throughout the project implementation.

CONTRACT INFORMATION:

1. The County, without invalidating its contract, may order extra services or make change by altering, adding to or deducting from the services, with the contract sum being adjusted accordingly. All such work shall be executed under the conditions of the contract except that any claim for extension of time caused by any directed change shall be adjusted by a change order at the time of ordering such change.

2. The contract period will be five (5) years.

The contract shall be terminated:

a. Immediately, if the County and service provider mutually agree in writing to termination.

b. Immediately, if the service provider fails or refuses to faithfully or diligently perform the services, provisions, or duties of the contract, or for other good cause. Depending upon the seriousness of the breach, the County will use its best efforts to provide thirty (30) days written notice of conditions endangering performance.

c. With seven (7) days written notice notwithstanding any other provision of the contract, if the funds anticipated for the continued fulfillment of this contract are at any time not forthcoming through failure of the County to appropriate funds, discontinuance or material alteration of the program under which funds were provided, Bay County shall have the right to terminate the contract without penalty after documenting the lack of funding. The service provider shall receive compensation for services performed prior to termination.

3. All persons performing work on behalf of the successful bidder shall be considered the service provider’s employees or agents.

4. All bids must demonstrate that the bidder has willingness and ability to comply with bidding documents.

GENERAL INFORMATION:

1. CHANGES TO RFP: All additions, corrections or changes to the solicitation documents will be made in the form of a written Change Form signed by Purchasing Agent, Nicole Putt, only. Firms shall not rely upon interpretations, corrections, or changes made in any other manner, whether by telephone or in person. Additions, corrections, and changes shall not be binding unless made by such a written, signed

Change Form. All written, signed Change Forms issued shall become part of the Agreement documents.

Change Forms will be sent to all known potential firms by e-mail.

2. CONTACT INFORMATION: To receive future communications related to this RFP, possible firms are asked to immediately send contact information by email to Nicole Putt, Bay County Purchasing, at purchasing@baycountymi.gov; failure to do so may limit your ability to submit a complete, competitive

3. RIGHT TO WITHDRAW BIDS: By submitting a Proposal in response to this RFP, Firm agrees to be bound by this RFP’s terms and conditions. Proposals may be withdrawn by the Firm without penalty at any time before notification that the Firm’s Proposal has been selected. However, if the Firm withdraws after selection of its Proposal but before executing the Contract for any reason (“Late Withdrawal”), Firm shall pay liquidated damages to the County in an amount equal to five percent (5%) of the amount of the Proposal (“Liquidated Damages”). The County and Firm intend these Liquidated Damages to constitute compensation and not a penalty. The parties acknowledge and agree that the harm caused to the County by such a Late Withdrawal of a Proposal would be impossible or very difficult to accurately estimate at the time of the Late Withdrawal and that the Liquidated Damages are a reasonable estimate of the anticipated or actual harm that might arise from such a Late Withdrawal. Firm’s payment of the

Liquidated Damages shall be Firm’s sole liability and entire obligation and County’s exclusive remedy for Late Withdrawal of Firm’s Proposal.

4. BONDING REQUIREMENTS:

a. A bid-bond will be required equaling 5% of the total project cost.

5. RFP, PROPOSALS AND ACCEPTANCE DO NOT OBLIGATE: The parties agree that they will not consider either distribution of this RFP or receipt of Proposals by the County or even notification of

Proposal acceptance by the County as an obligation or commitment by the County to enter into a contractual agreement. Rather, the parties understand that the County will have no binding obligation until it signs the Contract approved by its legal counsel.

6. TAX-EXEMPT STATUS: The County is a tax-exempt entity. A tax-exempt form will be provided to the successful firm.

7. FOIA: All bids are confidential until the listed bid opening time and date; however, as a public entity, the County is subject to the Michigan Freedom of Information Act (FOIA). Information contained in the proposals may be subject to FOIA requests.

8. INSURANCE: The Firm shall purchase and maintain insurance sufficient to protect it from any and all claims which may arise out of or result from the Firm’s services related to this RFP and any resultant contract, whether such service be by the Firm individually or by anyone directly or indirectly employed mailto:purchasing@baycountymi.gov by Firm, or by anyone for whose acts Firm may be liable, including independent contractors. Insurance policies purchased and maintained shall include, but are not limited to, the following:

a. Workers’ compensation insurance for claims under Michigan’s Workers’ Compensation Act or other similar employee benefit act of any other state applicable to an employee in the minimum amount as specified by statute;

b. Employer’s liability insurance, in conjunction with workers’ compensation insurance, for claims for damages because of bodily injury, occupational sickness or disease or death of an employee when workers’ compensation may not be an exclusive remedy, subject to a limit of liability of not less than $100,000 each incident;

c. Motor vehicle liability insurance required by Michigan law including no-fault coverage for claims arising from ownership, maintenance or use of a motor vehicle with liability limits of not less than $1,000,000 per occurrence. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

d. Commercial General Liability insurance for claims for damages because of bodily injury or death of any person, other than the Firm’s employees, or damage to tangible property of others, including loss of use, which provides coverage for contractual liability, with a limit of not less than $1,000,000 each occurrence and a mandatory $2,000,000 annual aggregate.

Insurance required shall be in force until acceptance by the County of the entire completed work, and shall be written for not less than any limits of liability specified above. Certificates of insurance, acceptable to the County, shall be provided to the County’s Department of Corporation Counsel no less than ten (10) working days prior to commencement of the project.

All coverage shall be with insurance carriers licensed and admitted to do business in Michigan, and are subject to the approval of the County.

All Certificates of Insurance and duplicate policies shall contain the following clauses:

1. “It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change in coverage will be mailed to Bay County’s

Department of Corporation Counsel, 515 Center Avenue, Suite 402, Bay City, MI 48708”;

and

2. “It is understood and agreed that the following are listed as additional insureds: The County of Bay, including all elected and appointed officials, all employees and volunteers, all boards, commissions, departments and/or authorities and their board members, employees and volunteers.”

9. NON-DISCRIMINATION: In the performance of the competitive sealed bid and resultant contract, firm agrees not to discriminate against or grant preferential treatment to any individual or group on the basis of race, sex, color, ethnicity, national origin, gender identity and sexual orientation in the operation of public employment, public education, or public contracting. Firm shall not discriminate against any employee or applicant for employment to be employed in the submission of this Proposal or in performance of the duties necessitated by an award of the proposed contract with respect to his or her hire, tenure, terms, conditions or privileges of employment, or any matter directly or indirectly related to employment, because of his or her race, color, religion, national origin, ancestry, gender, height, weight, marital status, age, except where a requirement as to age is based on a bona fide occupational qualification, or disability that is unrelated to the individual's ability to perform the duties of a particular job or position. Any breach of this provision will be regarded as a material breach of the contract.

10. COST OF DEVELOPING PROPOSAL: The Firm shall be responsible for all costs incurred in the development and submission of its Proposal.

11. QUESTIONS: All questions about this RFP must be received by JULY 11,2025 at 5:00 p.m. must be in writing, sent via email, to:

Nicole Putt

Purchasing Agent purchasing@baycountymi.gov

Every attempt to answer your inquiries will be made, however Bay County reserves the right to not answer any questions received after the JULY 11,2025 5:00 p.m., due date.

Responses to any inquiries will be issued in one (1) Addendum no later than JULY 25, 2025, and will be sent to all known firms.

Correspondence or inquiries made directly from firms regarding their proposals are to be directed to those County employees designated above for appropriate review and response.

In addition, the person listed above will issue all valid responses and changes to this RFP. Contact with other County staff or a County Board of Commissioner could be reason for disqualification.

Correspondence or inquiries made directly from firms regarding their proposals are to be directed to those County employees designated above for appropriate review and response.

Any significant explanation desired by a firm regarding the meaning or interpretation of the Request for

Proposals must be requested with sufficient time allowed for a reply to reach all prospective firms to submit their proposals.

Any information given to a prospective firm concerning the Request for Proposal will be furnished to all prospective firms as an amendment or addendum to the Request for Proposal if such information would be of significance to uninformed firms.

The County shall make the sole determination as to the significance to uninformed firms.

12. RESPONSIBILITY: Firms are solely responsible for ensuring their bid is received by Bay County

Purchasing in accordance with the solicitation requirements, before the date and time specified in this

Request, and at the place specified.

Bay County Purchasing shall not be responsible for any delays in mail or by common carrier or mistaken delivery. Delivery of qualification shall be made to Bay County Purchasing, Bay County

Building, 7th Floor, Bay City, MI 48708.

Deliveries made before the due date and time but to the wrong office will be considered non-responsive unless re-delivery is made to the office specified before the due date and time specified in this request.

13. PROPOSAL DELIVERY: Proposals must be returned no later than AUGUST 8, 2025 @ 11:00 A.M.

in a sealed envelope clearly marked “Bay County Enterprise Resource Planning Software” Please provide seven (7) printed copies of the submission and one cost envelopment (include with the submission labeled “Original”). The submissions may be hand delivered or sent by mail to Bay County

Purchasing Office, Bay County Building, 7th Floor, Bay City, Michigan 48708.

The County will not accept proposals sent by FAX machine or E-mail.

14. PROPOSAL OPENING: There will be a public proposal opening immediately following the deadline to receive proposals in the Bay County Finance Department conference room located in the Bay County

Building, 7th Floor, 515 Center Avenue, Bay City, Michigan. All firms are invited to attend and hear the proposals read.

15. PROPOSAL REJECTION/ACCEPTANCE: The County reserves the right to accept or reject any or all proposals, to waive any irregularities and to make the final determination as to the best low qualified

16. PROPOSAL AWARD: In the event the proposal is awarded directly by the Finance Officer, a Notice of

Intent to Award will be used to notify all firms of her intent to award the proposal to the Firm providing the best value to the County.

17. CONTRACT: The County’s award of any proposal is subject to and conditioned upon execution of a formal agreement for products and services between the successful firm and the County. In submitting a proposal, the firm acknowledges that the contents of the RFP will become incorporated within any formal agreement. This RFP does not include every term and provision which shall be included in the formal agreement. In the event that the firm fails to execute the formal agreement within 14 days of its presentment by the County, the County may reject the selected firm, and proceed to accept another qualified proposal, or reject all proposals.

A copy of a firm’s suggested terms and conditions may be submitted with firm’s Proposal, however, neither the County’s acceptance of any proposal nor award of any contract pursuant to this RFP shall be construed as any definitive acceptance by the County of Firm’s suggested terms and conditions. In the event of a conflict in terms, the order of precedence to resolve the conflict will be as follows: Michigan

State law, the terms and conditions of the signed contract, the terms and conditions of the RFP, and last, the Firm’s Proposal.

18. DISPUTES: In the event a firm disagrees with the recommendation of the Bay County Finance Officer concerning this award, the firm may obtain a Bid Protest Form from the Purchasing Office. This form must be completed and returned to Nicole Putt, Bay County Purchasing Agent, Bay County Purchasing

Division, 7th Floor, Bay County Building, 515 Center Avenue, Bay City, MI 48708-5128, within ten

(10) working days from the date of the notice of intent to award.

ADA ASSISTANCE:

The County of Bay will provide necessary and reasonable auxiliary aids and services, such as signers for the hearing impaired and audio tapes of printed materials being considered, to individuals with disabilities upon two days’ notice to the County of Bay. Individuals with disabilities requiring auxiliary aids or services should contact the County of Bay by writing or calling:

Amber Davis-Johnson Nicole Putt, Purchasing Agent

Corporation Counsel Bay County Finance Department

Bay County Building Purchasing Division

515 Center Ave. 4th Floor Bay County Building

Bay…