Enterprise Resource Planning (ERP) Software and Services

Columbia Association, a Maryland nonprofit community services corporation serving Columbia, Maryland, is requesting proposals for Enterprise Resource Planning software and implementation services under RFP 27-05, with proposals due October 27, 2026 at 2:00 PM ET and a pre-proposal meeting scheduled for September 16, 2026 at 11:00 AM ET via Microsoft Teams. A mandatory 23% Minority Business Enterprise participation requirement applies to all proposals, fulfilled through prime or subcontractor involvement with vendors certified by the Maryland Department of Transportation.

Columbia Association seeks to replace legacy Infor Lawson V10 financial management, which phases out by mid-2027, with a fully integrated cloud-native ERP platform supporting financial management, budgeting, procurement, human resources integration, facilities asset management, and a specialized property assessment billing system serving approximately 27,000 community accounts generating $50 million in annual revenue. The solution must natively re-engineer the property assessment billing system and integrate with Club Automation CRM, Ceridian Dayforce HRIS, 8x8 PBX/Diagenix IVR, and Smartsheet; integration depth validation requires API logs, JSON/XML payloads, and latency metrics. Critical security compliance certifications include SOC 2 Type II, ISO/IEC 27001, and PCI-DSS v4.0 Tier-1 tokenized payment gateways. Disaster recovery must meet RTO < 4 hours and RPO < 1 hour. The scope encompasses 291 consolidated master requirements across capability, functional, technical, and non-functional categories, with measurable SLAs for fund encumbrance validation and invoice matching tolerance thresholds.

Columbia Association has not established a fixed budget; pricing proposals will inform budget development. The five-year total cost of ownership must include subscription and licensing costs, implementation services on a not-to-exceed deliverable-completion basis, optional services, and third-party solution costs. A 10% retention rate applies to all service payments, with release upon final system acceptance. Annual price increases in years three through five are capped at 3%. Implementation services are subject to liquidated damages of up to $1,000 per day for missed key deliverables. Evaluation follows a best-value approach weighted across functional fit (30%), financial controls (20%), technical architecture and security (15%), vendor qualifications and experience (10%), implementation feasibility and risk (10%), and total cost of ownership (15%). Any proposal scoring zero on mandatory gating requirements triggers automatic disqualification. The target Go-Live date is May 1, 2027. Proposals must remain valid for 180 days following submission. All vendors must register on the PlanetBids e-Procurement portal to access RFP documents and submit responses.