ERP and HCM System Replacement and Modernization RFI

The City of Cincinnati is issuing a Request for Information (RFI) to solicit vendor responses regarding enterprise resource planning (ERP) and human capital management (HCM) system solutions to replace its current CGI Advantage financial suite and PeopleSoft HR modules. This information-gathering procurement seeks comprehensive vendor input across ten functional areas: General Ledger and Financial Reporting, Budgeting (Operating, Personnel, and Capital), Accounts Payable, Accounts Receivable and Cash Receipts, Procurement, Fixed Assets, Human Resources and Personnel Management, Payroll, Time and Attendance for General Government, and Advanced Scheduling for Public Safety. The RFI encompasses over 400 specific requirements and requests vendors to provide detailed information regarding module availability, functional capabilities, implementation approaches with task ownership responsibilities, and cost estimates for both one-time and recurring Software-as-a-Service (SaaS) deployment expenses, including software licensing and subscription fees, professional services, hardware, travel, interface development, data conversion, and optional services. Responses must be submitted as Microsoft Excel workbooks through the City's Bonfire portal by 12:00 p.m. ET on Tuesday, April 23, 2026, with written inquiries regarding the RFI due by 6:00 p.m. ET on April 15, 2026. The City anticipates hosting informal vendor outreach sessions during the week of April 27, 2026, with selected vendors receiving advance notification. Evaluation will consider vendor experience with comparable public sector clients, typical implementation timelines, resource requirements, staffing models, data migration strategies, software licensing models, and regulatory compliance approaches. This RFI is for information gathering purposes only and does not constitute a commitment to award a contract.

The procurement does not identify specific set-aside designations or restrictions on the types of organizations that can respond. The City currently utilizes CGI Advantage Financial, AssetWorks Fleet maintenance software, Bonfire procurement software, Kronos time and attendance, OnBase document management, PatternStream budget book creation, and Telestaff advanced scheduling software, all of which require integration with the new ERP/HCM system. The City of Cincinnati operates with a total approved FY2026 budget of $2.067 billion and serves a population of 314,915 with approximately 7,660 employees (6,560 FTEs), including 255 funds, 1,199 accounts, 18,387 active vendors, 70,000+ annual invoice submissions, approximately 7,473 W-2 statements annually, biweekly payroll processing, 70 active purchase cards, and approximately 2,100 retirements processed over a two-year period, with approximately 312 financial module users and 6,770 HCM module users. No specific budget range or award value is disclosed in the RFI; cost estimates are requested for planning purposes only and are non-binding. All responses are subject to Ohio Public Records Laws and may be disclosed following City notification of public records requests, though vendors may identify trade secret or confidential proprietary material and pursue legal remedies within five business days of notification.