RFQ:_Cloud-Based_Enterprise_Resource_Planning_(ERP)_System_and_Implementation_Services_(Addendum_#3_Revision).pdf

2026-RFQ-056

RFQ: CLOUD-BASED ENTERPRISE RESOURCE

PLANNING (ERP) SYSTEM AND IMPLEMENTATION

SERVICES

Town of Mooresville, NC

413 North Main Street

Mooresville, NC 28115

RELEASE DATE: May 27, 2026

RESPONSE DEADLINE: July 15, 2026, 5:00 pm

Town of Mooresville, NC

RFQ: Cloud-Based Enterprise Resource Planning (ERP) System and

Implementation Services

I. Notice to Proposers

II. Project Overview

III. Scope of Services

IV. Proposal Requirements

V. Evaluation Process/Selection and Award

VI. Proposal Evaluation and Selection

VII. Terms and Conditions

VIII. Vendor Questionnaire

Attachments:

A - Exhibit A - Requirements Fit Form

B - Exhibit B - Pricing Proposal Form

C - Town of Mooresville - ERP Pre-Proposal Presentation

#2026-RFQ-056

Title: RFQ: Cloud-Based Enterprise Resource Planning (ERP) System and Implementation Services

1. Notice to Proposers

1.1. Introduction/Overview

The Town of Mooresville, North Carolina ("Town") invites proposals from qualified vendors to provide a cloud-based Enterprise Resource Planning (ERP) system with full implementation services. The selected solution will replace the Town's current platform and serve as the centralized hub for finance, human resources, payroll, utility billing, parks and recreation, and financial planning operations.

Vendors are encouraged to propose their core ERP platform and clearly identify any add-on modules, third-party integrations, or optional components required to fully satisfy the Town's functional requirements. The Town is open to best-of-breed solutions provided the overall proposal delivers a cohesive, integrated experience.

1.2. Submission Deadline and Instructions

Submissions are due Wednesday, July 8, 2026, by no later than 5:00 PM EST. Proposals in response to this RFP must be submitted via the Town’s bidding portal with all required information or documentation.

Key Guidelines for Communication:

• All questions must be submitted in writing via the Town’s bid portal.

• The deadline for submitting questions is Wednesday, June 24, 2026, by no later than 5:00 PM

EST

• Responses to all inquiries will be provided in writing and shared with all prospective proposers via an addendum posted to the Town’s bid portal.

• The Town will not respond to verbal questions or inquiries.

Project Timeline & Milestones:

Milestone Proposed Date Description

RFP Issued 05/27/26 Official release date of the RFP document to prospective vendors.

Pre-Proposal Meeting 06/11/26 A non-mandatory vendor meeting to answer questions about RFP requirements.

Deadline for Questions 06/24/26 Final day for vendors to submit questions regarding the

RFP.

Deadline for Responses 07/01/26 All question responses will be posted by this date.

Proposal Due Date 07/15/26 Deadline for vendors to submit their proposals.

Evaluation Start Date 07/16/26 Begin reviewing proposals and conducting initial evaluations.

Shortlist Notification 08/10/26 Notify vendors selected for the shortlist to proceed to the demonstration phase.

Vendor Demonstrations 09/08/26 -

09/18/26

Shortlisted vendors present demonstrations of their ERP solutions.

Selection/ Decision Date 09/30/26 Final decision and notification of selected vendor.

1.3. Pre-Proposal Conference

A non-mandatory pre-proposal meeting will be held virtually via Microsoft Teams on Thursday, June

11, 2026, at 10:00 AM EST. This meeting will allow prospective proposers to ask questions about the

RFP requirements.

Meeting link: https://url.us.m.mimecastprotect.com/s/U-OsCjRPnnhjvM4LCWf8UmkuKv

Meeting ID: 291 105 806 639 225

Passcode: g7Qq7v6o

Contact Information and Communication Restrictions

All inquiries and communications regarding this Request for Proposals (RFP) must be directed to the designated contact person below:

Meredith Mecozzi

Purchasing Specialist

Town of Mooresville

Email: mmecozzi@mooresvillenc.gov

Phone: (704) 662-8534 https://url.us.m.mimecastprotect.com/s/U-OsCjRPnnhjvM4LCWf8UmkuKv

To ensure a transparent and equitable RFP process, proposers are strictly prohibited from contacting any other Town staff, elected officials, or representatives regarding this RFP. Any violation of this communication restriction may result in disqualification from the procurement process.

1.4. Reservation of Rights

The Town reserves the right to:

• Reject any and all proposals, in whole or in part, without obligation or liability.

• Waive any irregularities or informalities in the proposal process at its sole discretion.

• Accept the proposal that, in the Town’s judgment, best meets its needs and requirements, regardless of whether it is the lowest-cost proposal.

• Amend, modify, or withdraw this RFP at any time prior to the proposal submission deadline.

• Request additional information or clarification from proposers as part of the evaluation process.

• Negotiate with proposers to ensure the most favorable terms and outcomes for the Town.

• Discontinue negotiations with a selected proposer if mutually agreeable terms cannot be reached and proceed to negotiate with the next highest-ranked proposer.

The issuance of this RFP does not oblige the Town to award a contract or to procure the services described herein.

Non-Reimbursement Statement

There is no expressed or implied obligation for the Town to reimburse responding proposers for any expenses incurred in the preparation and submission of their proposals. This includes, but is not limited to, costs associated with preparing responses, providing demonstrations, conducting interviews, or negotiating contracts.

All expenses related to a proposer’s participation in this procurement process are the sole responsibility of the proposer.

2. Project Overview

2.1. Organization Background

The Town of Mooresville, North Carolina is a rapidly growing municipality of more than 50,000 residents located within the Charlotte metropolitan area. As the largest municipality in Iredell County, the

Town provides a broad range of services to support residents, businesses, and visitors while managing continued population and economic growth. Guided by its long-range planning and strategic priorities beyond 2026, Mooresville is focused on operational efficiency, financial stewardship, and modernized service delivery. This project aims to provide Town staff with an integrated ERP solution that supports efficient operations, improves data visibility, and enables a consistent, streamlined experience for internal users and the public.

Department Overviews

The Town operates with a collaborative departmental structure to deliver efficient and high-quality services to its residents, businesses, and visitors. Below is an overview of the primary departments involved in and impacted by this project:

Administration

• The Administration department provides executive leadership and strategic direction for the

Town of Mooresville, overseeing cross-departmental coordination, policy development, governing board relations, and organizational governance.

• Key ERP Needs: End-to-end budget amendment and approval workflows aligned with governing board requirements, with complete audit history; role-based dashboards providing leadership real-time visibility into budget status, capital project progress, and key strategic performance indicators.

Finance Department

• The Finance Department oversees the Town’s financial stewardship, ensuring fiscal responsibility, transparency, and accountability. Key functions include accounting, budget and performance evaluation, business office (water/sewer billing), internal controls, and purchasing.

The department strives to support data-driven decision-making and streamline processes to reduce manual workload.

• Key ERP Needs: Core financials, financial planning and analysis, ad hoc report building, advanced integration capabilities, procurement functions, point of sale system, and North Carolina pre-audit enforcement.

Human Resources

• The Human Resources department manages the full employee lifecycle for the Town's workforce, including recruitment, onboarding, benefits administration, payroll processing, performance management, compliance tracking, and workforce analytics.

• Key ERP Needs: Human Resources Information System (HRIS), employee self-service portals, benefits management, and automated payroll integration.

Public Utilities and Utility Billing

• Public Utilities manages the Town's water and sewer infrastructure, including treatment, distribution, collection, and capital planning of the 21,000+ utility accounts across Mooresville's growing service area. Utility Billing manages billing, collections, customer service, and account management for the Town, serving as the primary financial and service interface between Public

Utilities and Mooresville's residential and commercial customers.

• Key ERP Needs: Utility billing and management system with conservation analytics, a citizen payment portal, and streamlined integration with financial systems.

Innovation & Technology

• The Innovation & Technology department oversees the Town's enterprise technology infrastructure, cybersecurity, systems integration, application governance, and digital transformation initiatives in support of all Town departments.

• Key ERP Needs: Secure cloud-based ERP implementation, API integration with third-party solutions, and comprehensive reporting and analytics capabilities.

Parks & Recreation (including Golf)

• The Parks and Recreation Department enhances the quality of life for residents by managing parks, recreational programs, and community events. It aims to provide accessible and innovative recreational opportunities for a growing population.

• Key ERP Needs: Parks and recreation management, scheduling and registration systems, integration with financial and HR systems for cost tracking and staffing, POS functionality, integration of golf POS (Jonas) system revenue with transaction-level financial posting, revenue tracking, and program-level revenue dashboards.

Library

• The Mooresville Public Library provides residents with access to materials, programs, digital resources, and community spaces, operating under strict patron privacy requirements while managing diverse revenue streams including fines, room rentals, and program fees.

• Key ERP Needs: Integration that passes transaction-level revenue data only without exposing

PII, cashiering/ POS support, blanket PO support for vendors, and document management.

Experience & Engagement (including The Charles Mack Citizen Center)

• The Experience & Engagement team manages the Town's public programming, community events, and the Charles Mack Citizen Center (CMCC). The CMCC is a Town-operated civic events venue that hosts public and private events, facility rentals, and concessions, serving as a key hub for community programming and revenue-generating activity.

• Key ERP Needs: Integration with the Town’s selected CRM and Eproval for special event permitting, ticketing and online registration with transaction-level GL posting and program-level revenue reporting, calendar-based facility booking, and POS support

Public Safety (Fire-Rescue & Police)

• The Fire-Rescue department provides fire suppression, emergency medical services, technical rescue, and hazardous materials response, operating across multiple stations with sworn personnel working complex 24-hour shift schedules.

• The Police department provides law enforcement, crime prevention, and community policing services across Mooresville, operating around the clock with sworn officers, civilian staff, and specialized units across multiple divisions.

• Key ERP Needs: Payroll support for complex shift scheduling and overtime rules, certification and compliance tracking with automated expiration alerts, time and attendance with mobile time entry, and supervisor timesheet approval workflows.

Additional Departments: Building Permitting & Inspections, Cemetery, Communications &

Marketing, Engineering, Planning & Community Development, Public Works, Risk Management &

Safety, Sanitation, E-911 Communications

Current State Architecture

Current Challenges to Address

The Town has identified several challenges with its existing systems and processes that the ERP implementation aims to resolve:

• Fragmented Systems: Legacy systems operate in silos, creating inefficiencies and duplicative efforts across departments.

• Manual Processes: Reliance on outdated, manual workflows results in errors, delays, and increased administrative burdens.

• Limited Analytics: Current systems lack robust reporting and analytics capabilities, hindering data-driven decision-making.

• Citizen Frustrations: Inefficient billing and service processes negatively impact citizen satisfaction and engagement.

• Scalability Issues: Existing systems cannot scale effectively to meet the demands of the Town’s anticipated growth.

• Integration Gaps: Lack of integration between systems limits operational cohesion and collaboration.

2.2. Current Environment

Existing Applications and Interfaces

Finance

System Current Use Disposition

Munis – Tyler

Technologies

Core ERP: general ledger, AP, AR, utility billing, payroll, HR, procurement, and budget

REPLACE

OnBase AP invoice routing and document workflow into Munis; general document management

REPLACE

OpenGov Budget transparency reporting and public-facing financial dashboards

TBD — ERP

reporting and transparency module may replace;

or retained as standalone public portal

Gravity Budget

Software

Budget development and scenario modeling

TBD — ERP

budget development module may replace

GrantVantage Grant tracking, drawdowns, and compliance reporting

TBD — ERP grant management module may replace

Fifth

Asset DebtBook

Debt portfolio management and debt service tracking

KEEP —

specialized debt management;

outside typical ERP scope

Agiloft Contract management and contract workflow

TBD — ERP

contract management module may replace

Docusign Electronic signatures across procurement, HR, and legal workflows

KEEP — ERP must integrate

Human Resources

NEOGOV Applicant tracking, onboarding, and position management

TBD — ERP ATS/onboarding module may replace; integration required if retained

Galaxy Community

Connect

Employee benefits portal

TBD — ERP/HCM benefits module may replace

LEFTA Law enforcement scheduling and time/attendance

(Police)

TBD —

ERP/HCM payroll/scheduling module may replace; critical payroll integration required if retained

PowerDetails Off-

Duty

Police off-duty employment management and billing

KEEP — specialized law enforcement tool; not ERP-replaceable

WhenToWork Recreation staff scheduling

TBD — ERP scheduling may replace

PowerDMS Administers all policies for town

Public Safety

KEEP — specialized public safety tool; not ERP-replaceable

CALEA Manages records of police staff certifications

KEEP — specialized law enforcement tool; not ERP-replaceable

Parks & Recreation

CivicRec Recreation program registration, facility reservations, league/schedule management, and POS

TBD — ERP recreation module may replace;

vendor must match scheduling and registration depth

CIMS Cemetery records management KEEP — specialized niche application ePACT Participant health and emergency contact management for recreation programs

KEEP — specialized;

patron data must not flow into ERP

Jonas Golf Software KEEP – specialized for golf courses, would like to integrate to ERP

Library

SirsiDynix Horizon Integrated library system

(cataloging, circulation, acquisitions, patron management)

KEEP — ERP integrates for financial data only;

patron PII must not enter

ERP

Bibliotheca Self-service kiosk and RFID checkout management

KEEP — library hardware;

financial data flows through SirsiDynix

Experience & Engagement

Salesforce CRM (under active selection) KEEP — ERP must integrate via API

Eventeny Event registration and ticketing management

TBD — ERP

event/registration module may replace

Social Tables Venue seating and space diagramming (CMCC)

KEEP — specialized venue design tool; not

ERP-replaceable

Public Safety (Fire & Police)

First Due Fire incident management, pre-fire plans, inspections, and personnel tracking

KEEP — ERP integrates at

HR and payroll level

Station Check Daily apparatus and equipment inspection records

KEEP — specialized fire operations tool

CentralSquare Freedom

Mobility

CAD / Records Management

System

KEEP — ERP integrates at

HR and payroll level

CentralSquare MSA Police operations and records suite

KEEP — integrates with

Freedom Mobility

Document & Records Management

SharePoint File storage of Town’s personnel files

KEEP — not ERP-replaceable

Laserfiche Enterprise document management, records retention, and workflow automation

KEEP — ERP must integrate via certified connector

NextRequest Public records request management (FOIA/PRR)

KEEP — not ERP-replaceable

Other Systems

Department System Current Use Disposition

Fleet Faster Fleet maintenance management and work orders

KEEP — ERP must integrate via API (replacing current manual data exchange)

Fleet

Samsara Vehicle GPS and telematics

KEEP — specialized hardware/telematics; not

ERP-replaceable

Asset &

Facilities

Brightly Asset

Enterprise

Asset management and work orders for facilities and public works

TBD — ERP asset/work order module may replace;

vendor must demonstrate capability

Permitting &

Land

GeoCivics / IDT Building permitting, plan review, and inspections

(shared: BPI, Planning, Fire, GIS)

KEEP — ERP must integrate via API to eliminate current nightly

Excel export and enable real-time fee posting

Permitting &

Land

Bluebeam Plan review markup and collaboration (used alongside GeoCivics/IDT)

KEEP — specialized plan review tool; not ERP-replaceable

Permitting &

Land

Eproval Special event permitting

(Experience &

Engagement)

KEEP — ERP must integrate for fee and cost-recovery data flow

Permitting &

Land

Neighborly Community engagement platform (Planning)

KEEP — not ERP-replaceable

GIS Esri ArcGIS Enterprise GIS platform

(used across Engineering, Planning, Public Works, Public Safety)

KEEP — ERP must integrate for asset mapping and spatial data

Citizen

Services

CivicPlus Town website and citizen services portal

KEEP — ERP may integrate for online payments and service delivery

Citizen

Services

Blackboard

Connect

Mass notification system KEEP — not ERP-

Citizen

Services

Granicus Government communications and governing body meeting management

KEEP — not ERP-replaceable

Risk

Management

& Safety

KPA Software Environmental health and safety compliance and incident reporting

KEEP — ERP HR module should integrate for incident and OSHA reporting

Risk

Management

& Safety

HSI Online safety training and certification tracking

KEEP — ERP HR module should integrate for training record management

Strategy &

Performance

ClearPoint Strategy Strategic planning and organizational performance management

KEEP — not ERP-replaceable; may integrate for KPI reporting

IT Knowbe4 IT Training Platform KEEP — not ERP-

Reporting Crystal Reports Custom reporting tool REPLACE

User Counts and Statistics

The ERP system will support a diverse user base across all Town departments:

• Active Users: Approximately 285 total system users, with the following breakdown:

o ERP: 285 users (total of FP&A, HCM and UB users. Some may overlap between modules) o FP&A / Budgeting: 160 users (20 all access according to their division and 140 estimated for departments Director/Manager, Assistant, and Admin) o HCM: 115 users (15 all access (includes EE and PR staff) and estimated 100 for departments for Directors, Assistants, Managers) o Utility Billing: 10 users o Parks and Recreation: 65 users (20 administrators and 45 registration access) o POS / Payment Processing: 125 users

• User Roles: Users range from administrators and power users to general staff with limited roles in reporting or transaction processing.

• Citizen Interactions: Approximate number of resident and business accounts that interact with the Town regularly o Utility Billing Accounts: 23,000 users o Parks & Rec Program Registrations: 20,000 users

• Library Accounts: 109,000 users – Breakdown available based on cardholder age upon request.

Business Process Metrics

• Transaction Volumes:

o Financial Transactions: Over 25,000 accounts payable and 24,000 receivable transactions processed annually.

o Utility Billing: Monthly billing for approximately 23,000 water and sewer customers.

o Payroll: Bi-weekly payroll for 750 employees, including full-time, part-time, and seasonal staff.

o Parks and Recreation: 370 programs with 5,950 registrations and 9,750 facility bookings annually.

• Process Timelines:

o Current manual approval and reporting processes result in delays of up to 2–3 business days.

o Employee onboarding and offboarding processes average 7–10 business days.

• Reporting Challenges: Departments rely heavily on manual Excel-based processes for budget preparation, reconciliation, and reporting, limiting real-time visibility and accuracy.

Data Conversion Scope

Data conversion is a critical component of the ERP implementation, requiring migration of legacy data into the new system. The scope includes:

• Data Sources:

o Financial records from Tyler Munis o Utility billing records and payment histories from Tyler Munis and Metron o Employee records from Tyler Munis.

• Data Types:

o Master Data: Charts of accounts, vendor records, customer records, and employee information.

o Transactional Data: Historical financial transactions, utility billing histories, payroll data, and work order histories.

o Static Data: Configuration data such as tax rates, utility rates, and department structures.

• Volume of Data:

o Financial Data: 5 years of historical transactions.

o Utility Billing: 5 years of customer billing and payment records.

o HR Data: Active employee records and 5 years of historical payroll data.

o All data prior to the 5 years should be archived with accessibility to the Town of Mooresville in above categories.

• Data Transformation: Given the Town will be moving from a non-dimensional account structure to a dimensional account structure within the Chart of Accounts, the Town will require services to assist in the transformation of the GL.

• Data Quality:

o Significant cleansing and validation will be required to ensure data integrity in the new system.

o Efforts will focus on de-duplicating records, standardizing formats, and resolving inconsistencies.

3. Scope of Services

3.1. Overview

The Town requires a fully integrated, cloud-based ERP platform. Vendors should propose their core ERP system and clearly identify which functional areas are covered natively versus through add-on modules, third-party integrations, or partner solutions. All required functional areas must be addressed in the proposal.

3.2. Required Functional Areas

Finance & Accounting (ERP)

• General Ledger with fund accounting and multi-fund support

• Accounts Payable and Accounts Receivable

• Fixed Asset Management

• Purchasing and procurement workflow (requisitions, POs, approvals)

• Bank reconciliation and cash management

• Month-end and year-end close processes

• Audit trail and role-based financial controls

Financial Planning & Analysis (FP&A) / Budgeting

• End-to-end budget lifecycle: request, draft, review, adoption, and amendment

• Budget versioning and comparison (requested vs. recommended vs. adopted)

• Real-time budget-to-actual reporting including encumbrances

• Configurable approval workflows with role-based access

• Capital budgeting and long-range planning support

• Automated alerts when spending approaches budget thresholds

Human Resources & Payroll (HCM)

• Employee records, onboarding, and lifecycle management

• Payroll processing for regular, hourly, and seasonal employees

• Benefits administration and open enrollment

• Time and attendance tracking

• Position control and workforce planning

• Compliance with North Carolina public sector payroll requirements

Utility Billing

• Customer account management and service order processing

• Automated billing cycles with meter data integration

• Consumption monitoring with automated exception alerts (high/low thresholds)

• Disconnect/reconnect workflow with real-time payment visibility

• Customer self-service portal for payments, account management, and service requests

• Automated payment reconciliation

• Integration with payment processors and Town's meter data management system

Parks & Recreation

• Program registration and facility reservation management

• Reporting by revenue stream, facility, and program

• Support for consolidated or integrated payment processing across departments

• Integration with point-of-sale systems for recreational facilities, concessions, and golf operations

Point of Sale (Enterprise-Wide)

• Integrated point-of-sale supporting multiple departments including Parks & Recreation, concessions, golf operations, and other Town revenue-generating functions

• Merchant processing with automated GL posting and revenue reconciliation

• Support for consolidated or integrated payment processing across departments

• Configurable by department with unified reporting and audit controls

3.3. Technical Requirements

Architecture

• Cloud-native SaaS delivery model (hosted, managed, and maintained by vendor)

• Role-based access control with multi-factor authentication

• Open API framework to support integrations with current and future systems

• Mobile-accessible interface for field staff and management

• Configurable workflows without custom code

Integration

• Bi-directional integration with the Town's meter data management system

• Integration with payment processors (or ability to consolidate to vendor-recommended processor)

• Open API or pre-built connectors for GIS, document management, and HR/payroll adjacent systems

• Automated data exchange — minimize manual imports and exports

Security & Compliance

• SOC 2 Type II certified (or equivalent)

• Data encryption at rest and in transit

• Compliance with NC General Statutes governing public records and financial reporting

• Documented data backup, recovery, and business continuity procedures

• Clear data ownership provisions — Town retains ownership of all data

3.4. Implementation Services

Vendors must include a full-service implementation as part of their proposal. Required services include:

• Project management and dedicated implementation support

• Business process analysis and configuration planning

• Data migration from current systems (with Town participation in validation)

• System configuration, testing, and user acceptance testing (UAT) support

• Training for administrative staff, department users, and system administrators

• Change management support and go-live planning

• Post-implementation hypercare support (minimum 60 days)

3.5. Ongoing Support

• Defined SLA for system availability (minimum 99.5% uptime)

• Help desk access during business hours with defined response tiers

• Regular software updates and releases included in subscription pricing

• Dedicated account management or customer success contact

• User community, knowledge base, and training resources

4. Proposal Requirements

4.1. Required Proposal Sections

Proposals should be organized using the sections below. Concise, well-organized responses are preferred.

The Town values clarity and specificity over length.

# Section Content Required

1 Executive

Summary

Brief overview of your proposed solution and why it is the right fit for Mooresville.

No more than two pages.

2 Company

Background

Organization overview, years in business, number of municipal clients, and financial stability indicators.

3 Proposed Solution Description of your core ERP platform.

Clearly identify which required functional areas are covered natively and which require add-on modules or third-party integrations. Provide a solution architecture diagram.

4 Add-On Modules &

Integrations

Itemize all add-ons, optional modules, and integrations proposed to fully meet the Town's requirements. Include vendor and integration method for each.

5 Implementation

Approach

Proposed timeline, methodology, staffing plan, and key milestones. Include a high-level implementation schedule.

6 Data Migration Approach to migrating data from current systems. Identify what the vendor handles versus what is expected from Town staff.

7 Training & Change

Management

Training plan including delivery method, duration, and audience. Describe your change management support.

8 Support &

Maintenance

Description of post-go-live support model, SLAs, and escalation procedures.

9 References Minimum three (3) references from comparable municipal implementations completed within the last two years.

Include contact information.*

10 Requirements

Scorecard

Completed Exhibit A. Indicate Native, Configuration Required, Third-

Party/Add-On, or Not Available for each requirement.

11 Pricing Form Completed Exhibit B. Itemize all costs including software, implementation, training, data migration, ongoing support, and any add-on modules.

*Please note we will not contact any identified references without prior notification. We will only be checking references for down-selected vendors.

4.2. Requirements Scorecard (Exhibit A)

Vendors must complete the Requirements Scorecard included as Exhibit A. For each requirement, indicate one of the following response codes:

Code Meaning

FS Full Fit Standard — Requirement is fully satisfied through standard out-of-the-box ERP functionality.

FC Full Fit with Configuration — Requirement is fully satisfied through moderate to complex system configuration, but without custom code or scripting.

FD Full Fit with Platform Scripting / Customization —

Requirement will be satisfied through scripting or coding within the ERP's native development platform.

PI Add-On with Pre-built Integration — Requirement is fully satisfied through a proven third-party solution with a pre-built, certified integration.

CI Add-On with Custom Integration — Requirement will be satisfied through a third-party solution requiring custom integration via iPaaS or custom development.

PF Partial Fit — Requirement is partially satisfied but requires workarounds, configuration, or uncertified third-party solutions.

NF Not Fulfilled — Requirement cannot be met with current product capabilities, marketplace solutions, or planned releases.

4.3. Pricing Form (Exhibit B)

Vendors must complete the Pricing Form included as Exhibit B. Pricing should reflect a total cost of ownership for a five-year term and include:

• Software licensing / subscription fees (by module)

• One-time implementation and professional services fees

• Data migration services

• Training and change management fees

• Any add-on module or third-party integration fees

• Annual support and maintenance fees (Years 1–5)

Present pricing in a clear, itemized format. Bundled or all-inclusive pricing is acceptable provided a clear line-item breakdown is included. Identify any costs that are estimated and note assumptions.

Vendors proposing third-party or add-on solutions to meet requirements must include pricing for those components in Exhibit B. The Town expects a complete, end-to-end proposal.

5. Evaluation Process/Selection and Award

5.1. Evaluation Process

Minimum Requirements for Screening

Each proposal will undergo an initial screening to ensure compliance with the

RFP's minimum requirements. Proposals that do not meet these requirements will not advance to the next phase of evaluation. Key criteria for this screening include:

A. Timely Submission: Proposals must be received by the stated deadline.

B. Completeness: All required sections, forms, and certifications must be included.

C. Mandatory Criteria: The solution must meet the Town’s core functional and technical requirements, including a cloud-based architecture and support for integration via APIs.

D. Budgetary Test: The proposed solution, including the ERP system and supporting products, must fall within a reasonable cost range for a town the size of Mooresville. Proposals significantly in excess of typical market expectations may be disqualified.

Scoring and Evaluation Model

The Town will employ a 2-phase non-cumulative scoring model to evaluate proposals for the ERP system. This approach ensures that each phase of the evaluation process is conducted independently, with scores from one phase having no bearing on the subsequent phase. This method allows for a focused and objective assessment of each Proposal against the stated criteria relevant to its respective phase.

The Town reserves the right, at its sole discretion, to assess the extent to which each Proposal satisfies the evaluation criteria outlined in the RFP.

Candidate Down-Select

Phase 1 scoring is structured to identify ERP solutions with the best technical and functional alignment while maintaining a balance between affordability and vendor expertise. This phase will down select to the top 2-3 vendors, who will proceed to Phase 2 for a more detailed evaluation.

The Town’s down select process identifies the most qualified vendors from initial proposals, narrowing the field to finalists for deeper evaluation. This ensures focused assessments of top candidates, promoting a streamlined selection process and alignment with the Town’s strategic objectives.

Discovery

Final candidates are encouraged to participate in remote discovery sessions with the Town approximately two weeks before their demonstration. Objectives include:

• Pre-Demonstration Discovery: Meet with Town stakeholders to understand operational needs, workflows, and challenges in greater depth.

• Solution Alignment: Tailor the planned demonstration to address Town-specific requirements and scenarios.

• Vendor and Stakeholder Collaboration: Strengthen the partnership between the vendor, the Town, and any third-party solution providers.

Demonstrations/Presentations

Final candidates are encouraged to participate in a one-day on-site visit to the Town for their demonstration. Objectives for the site visit include:

• On-Site Use Case Demonstration: Conduct a full-day, on-site demonstration walkthrough covering key operational use cases and workflows tailored to the Town’s environment.

Reference Checks

The Town will conduct reference checks with previous clients of the final vendors to validate the vendor’s experience and the system’s performance. Areas of focus include:

• Implementation Success: The vendor’s ability to deliver on time and within budget.

• System Performance: Reliability, scalability, and usability of the implemented solution.

• Post-Implementation Support: Quality of ongoing support, training, and system updates.

• Customer Satisfaction: Overall satisfaction with the vendor’s services and the implemented

ERP system.

Best and Final Offers

Finalists may be invited to submit a Best and Final Offer (BAFO) after the demonstration phase. This step will allow vendors to:

• Refine Proposals: Address any feedback or gaps identified during the evaluation process.

• Adjust Pricing: Provide updated cost proposals reflecting any changes or adjustments.

• Enhance Value: Highlight additional features, services, or innovations to align more closely with the Town’s goals.

5.2. Evaluation Criteria

Vendor RFP responses will be assessed and scored using the following criteria. Scores from Phase 1 lead to the downselect of finalist candidates. As indicated previously, scores from Phase 1 do not carry over into Phase 2.

Phase 1: Initial Proposal Evaluation and Shortlisting (100 points)

Phase 2: Comprehensive Demonstration and Final Evaluation (100 points)

Phases & scoring listed in Section 6.

5.3. Unified Cost Scoring Framework

The unified scoring framework ensures fair evaluation of ERP proposals by normalizing costs across all functional areas, including those not fully addressed in a vendor's proposal. By allocating budgetary cost placeholders based on industry averages for missing functional components, this approach guarantees comprehensive cost comparisons and equitable scoring between vendors. This ensures all vendor proposals reflect the total cost of operation, promoting informed decision-making aligned with the Town’s functional and budgetary requirements.

5.4. Cost Scoring Details

TCO Range Relative to

Lowest TCO

Points (10-Point Scale) Explanation

Lowest TCO 10 points Award full points for the lowest-cost solution.

Up to 10% higher than

Lowest TCO

9 points Solutions within 10% of the lowest TCO receive slightly lower points, rewarding cost-efficiency.

10-20% higher than

Lowest TCO

7 points Solutions within 10-20% of the lowest TCO receive mid-tier points.

20-30% higher than

Lowest TCO

5 points Solutions within 20-30% of the lowest TCO receive reduced points due to higher cost.

Over 30% higher than

Lowest TCO

3 points Solutions over 30% higher than the lowest TCO are significantly less cost-efficient.

Highest TCO (if applicable)

0 points The highest-cost solution (if notably above the others) could be scored at 0 for clarity.

5.5. Contract Negotiation

Following the selection of the preferred vendor, the Town will engage in contract negotiations to finalize terms and conditions. Key aspects of the negotiation process include:

• Scope and Deliverables: Confirmation and refinement of project scope, milestones, and deliverables.

• Pricing and Payment Terms: Finalize all pricing details, including software subscription costs, implementation services, and ongoing support fees.

• Contract Adjustments: Address any requested modifications or clarifications from either party while ensuring alignment with the Town’s requirements.

• Timeline and Deadlines: Establish a mutually agreed project timeline with specific deadlines for key phases.

• Third-Party Solutions: Ensure that responsibilities for any third-party add-ons or marketplace solutions are clearly defined, with the prime responder maintaining project management accountability.

Note: If contract negotiations fail to result in an agreement, the Town reserves the right to terminate discussions with the selected vendor and initiate negotiations with the next highest-ranked proposer.

5.6. Award Process

The award process will follow a structured approach to ensure fairness and transparency:

• Notification of Award: The Town will issue a written notification of intent to award to the successful vendor, pending contract execution.

• Public Announcement: The award will be publicly announced on the Town’s bid portal after confirmation of board approval.

• Execution of Agreement: The selected vendor must execute the final agreement, including all necessary forms and certifications, within the timeframe specified in the notification of award.

• Contingencies: The award is contingent upon the vendor meeting all pre-award requirements, including submission of proof of insurance, performance bonds (if applicable), and other requested documentation.

1. Please note COI must include the following language: “The Town of Mooresville, its officers, officials, employees, and volunteers are included as additional insured.”

6. Proposal Evaluation and Selection

Minimum Requirements for Screening

Each proposal will undergo an initial screening to ensure compliance with the

RFP's minimum requirements. Proposals that do not meet these requirements will not advance to the next phase of evaluation. Key criteria for this screening include:

A. Timely Submission: Proposals must be received by the stated deadline.

B. Completeness: All required sections, forms, and certifications must be included.

C. Mandatory Criteria: The solution must meet the Town’s core functional and technical requirements, including a cloud-based architecture and support for integration via APIs.

D. Budgetary Test: The proposed solution, including the ERP system and supporting products, must fall within a reasonable cost range for a town the size of Mooresville. Proposals significantly in excess of typical market expectations may be disqualified.

Scoring and Evaluation Model

The Town will employ a 2-phase non-cumulative scoring model to evaluate proposals for the

ERP system. This approach ensures that each phase of the evaluation process is conducted independently, with scores from one phase having no bearing on the subsequent phase. This method allows for a focused and objective assessment of each Proposal against the stated criteria relevant to its respective phase.

The Town reserves the right, at its sole discretion, to assess the extent to which each Proposal satisfies the evaluation criteria outlined in the RFP.

Candidate Down-Select

Phase 1 scoring is structured to identify ERP solutions with the best technical and functional alignment while maintaining a balance between affordability and vendor expertise. This phase will down select to the top 2-3 vendors, who will proceed to Phase 2 for a more detailed evaluation.

The Town’s down select process identifies the most qualified vendors from initial proposals, narrowing the field to finalists for deeper evaluation. This ensures focused assessments of top candidates, promoting a streamlined selection process and alignment with the Town’s strategic objectives.

Discovery

Final candidates are encouraged to participate in remote discovery sessions with the Town approximately two weeks before their demonstration. Objectives include:

• Pre-Demonstration Discovery: Meet with Town stakeholders to understand operational needs, workflows, and challenges in greater depth.

• Solution Alignment: Tailor the planned demonstration to address Town-specific requirements and scenarios.

• Vendor and Stakeholder Collaboration: Strengthen the partnership between the vendor, the Town, and any third-party solution providers.

Demonstrations/Presentations

Final candidates are encouraged to participate in a one-day on-site visit to the Town for their demonstration. Objectives for the site visit include:

• On-Site Use Case Demonstration: Conduct a full-day, on-site demonstration walkthrough covering key operational use cases and workflows tailored to the Town’s environment.

Reference Checks

The Town will conduct reference checks with previous clients of the final vendors to validate the vendor’s experience and the system’s performance. Areas of focus include:

• Implementation Success: The vendor’s ability to deliver on time and within budget.

• System Performance: Reliability, scalability, and usability of the implemented solution.

• Post-Implementation Support: Quality of ongoing support, training, and system updates.

• Customer Satisfaction: Overall satisfaction with the vendor’s services and the implemented ERP system.

Best and Final Offers

Finalists may be invited to submit a Best and Final Offer (BAFO) after the demonstration phase.

This step will allow vendors to:

• Refine Proposals: Address any feedback or gaps identified during the evaluation process.

• Adjust Pricing: Provide updated cost proposals reflecting any changes or adjustments.

• Enhance Value: Highlight additional features, services, or innovations to align more closely with the Town’s goals.

Evaluation Criteria

Scores from Phase 1 lead to the down select of finalist candidates. As indicated previously, scores from Phase 1 do not carry over into Phase 2.

Phase 1: Initial Proposal Evaluation and Shortlisting (100 points)

Phase 2: Comprehensive Demonstration and Final Evaluation (100 points)

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Core Functional Requirements

Evaluate the ERP’s core functionalities, including financial management, budgeting, procurement, and revenue tracking across utilities, permits, and other Town services. This criterion focuses on the solution’s ability to support the Town of Mooresville’s day-to-day operations and financial management needs.

Points Based 25 (25% of Total)

2. Technical Requirements and Compatibility

Assess the ERP’s technical architecture, scalability, and compatibility with the Town of

Mooresville’s existing systems and IT infrastructure, including utility billing, payment processors, GIS, and other departmental systems. Focus on data integration capabilities and minimizing manual data movement.

Points Based 20 (20% of Total)

3. Completeness of Proposal

Award points based on the number of functional and technical areas addressed in the

RFP response. Full points are awarded to vendors that provide comprehensive, clear, and detailed responses aligned to all Town of

Mooresville requirements.

Points Based 5 (5% of Total)

4. Implementation and Support Approach

Score vendors on their proposed implementation methodology, timeline, and support strategy, including data migration, testing, training, and change management. This criterion focuses on minimizing disruption to

Town operations and ensuring successful adoption across departments.

Points Based 20 (20% of Total)

5. Vendor Experience and Public Sector Fit

Evaluate the vendor’s experience with municipalities or similarly sized public sector organizations and their understanding of local government processes, including financial controls, budgeting, and multi-department operations. Priority is given to vendors with relevant ERP implementations in municipal environments.

Points Based 20 (20% of Total)

6. Cost

Consider the total cost of ownership, including software licensing, implementation services, and ongoing support and maintenance. Evaluate alignment with the Town of Mooresville’s budget and the long-term value of the solution.

Points Based 10 (10% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Use Case Demonstration and Functional Fit

Evaluate the ERP’s ability to demonstrate key

Town of Mooresville workflows, including revenue lifecycle (billing through payment), procure-to-pay, and budgeting. This criterion focuses on how effectively the solution supports real-world Town operations across departments with minimal workarounds.

Points Based 30 (30% of Total)

2. Reporting, Dashboards, and Data Visibility

Evaluate the system’s ability to provide real-time reporting, dashboards, and drill-down capabilities across funds and departments.

Focus on transparency, ease of access to information, and the ability to support decision-making.

Points Based 15 (15% of Total)

3. Usability and User Experience

Assess the ease of use for both finance and non-finance staff, including navigation, efficiency of completing tasks, and overall user experience. This criterion emphasizes the importance of adoption across Town departments with varying levels of system expertise.

Points Based 15 (15% of Total)

4. Integration and Data Flow

Assess how effectively the solution demonstrates integration with external systems, including utility billing, payment processors, and other Town platforms. This includes how data flows into and out of the

ERP and the extent to which manual processes are reduced.

Points Based 15 (15% of Total)

5. Implementation and Support Approach

Evaluate the vendor’s approach to implementation, including training, change management, and post-go-live support. This criterion focuses on the practicality of the approach given the Town of Mooresville’s staffing and resource capacity.

Points Based 10 (10% of Total)

6. Strategic Fit and Scalability

Consider how well the solution aligns with the

Town’s long-term needs, including the ability to expand functionality, support additional departments, and adapt to future growth.

Points Based 5 (5% of Total)

7. Cost, References, and Overall Confidence

Evaluate final pricing, feedback from references, and overall confidence in the vendor’s ability to successfully deliver and support the solution as a long-term partner to the Town of Mooresville.

Points Based 10 (10% of Total)

7. Terms and Conditions

7.1. Proposal Process

Questions and Clarifications

All questions or requests for clarification regarding this RFP must be submitted in writing via Town’s bid portal to the designated contact person by the deadline specified in the RFP schedule. Questions submitted after this deadline may not receive a response. Responses to all questions will be issued as an addendum and made available to all proposers via the Town’s bid portal.

Addenda

Any changes or clarifications to the RFP will be issued as written addenda. Addenda will be posted on the designated platform and emailed to all registered proposers. It is the responsibility of the proposers to ensure they have received and reviewed all addenda before submitting their proposal.

Proposal Validity Period

Proposals must remain valid for a minimum of 120 days from the submission deadline. Proposers may be asked to extend the validity period if additional time is required for evaluation or award.

Withdrawal/Modification

Proposers may withdraw or modify their proposal at any time prior to the submission deadline. Requests for withdrawal or modification must be submitted in writing and signed by an authorized representative of the proposer. No changes will be accepted after the submission deadline.

Public Records/Confidentiality

Proposals submitted in response to this RFP are subject to public disclosure under the North

Carolina Sunshine Law. Proposers may mark specific portions of their proposal as confidential or proprietary; however, the Town retains the sole discretion to determine whether such information is exempt from disclosure.

7.2. Contract Requirements

Payment Terms

1. Pricing and Compensation Framework:

o Vendors shall clearly outline their proposed compensation structure, whether time-and-materials, fixed fee, milestone-based, or otherwise, including a detailed explanation of how billing will be structured throughout the engagement.

o Vendors shall provide a detailed breakdown of annual SaaS subscription and licensing fees by module, along with pricing for any optional or add-on modules not included in core proposal.

o Proposals must include annual post-go-live support, maintenance, and hosting fees, clearly separated from one-time implementation costs.

o All pricing submissions must document assumptions, exclusions, and terms to ensure transparency and enable an accurate comparison across vendors.

2. Invoicing: Vendors must submit detailed invoices with a breakdown of services rendered, subscription fees, and any additional charges.

3. Payment Timeline: The Town will process payments within 30 days of receiving an approved invoice.

Service Level Agreements

1. Uptime Requirements: The ERP system must maintain 99.5% uptime or higher, excluding scheduled maintenance.

2. Response Times:

o Critical issues must be acknowledged within 1 hour and resolved within 4 hours.

o Non-critical issues must be resolved within 2 business days.

3. Performance Monitoring: Vendors must provide real-time system performance dashboards or regular…