ERP Needs Assessment Consulting Services

The Greater Dayton Regional Transit Authority (RTA) in Montgomery County, Ohio is issuing a Request for Proposal for Enterprise Resource Planning (ERP) Needs Assessment Consulting Services (Contract Bid No. GD 26-25). This is a fixed-price consulting engagement seeking qualified independent firms to conduct a comprehensive assessment of RTA's current ERP environment and determine whether a new system is needed. The consultant must evaluate existing system capabilities and limitations, document and analyze business processes across all departments, identify functional and technical requirements, assess alternatives including system optimization or full replacement, and deliver an evidence-based recommendation with a high-level implementation roadmap, budgetary estimates, and timeline projections. The engagement is structured in two phases: Phase One focuses on current-state assessment including system inventory, business process review, gap analysis, and cost assessment, while Phase Two addresses future-state design, requirements definition, vendor capability review, integration strategy, and implementation readiness. Required qualifications include demonstrated expertise in ERP needs assessments for public sector organizations, knowledge of leading platforms such as Oracle, SAP, Workday, and Microsoft Dynamics, documented government contracting experience, a multidisciplinary team with strong credentials in business process analysis and IT architecture, and proven independence and objectivity free from conflicts of interest. The contract term is six months with optional extension possibilities, though the total duration shall not exceed six months. Proposers must submit fixed-fee hourly estimates differentiated by staff title and experience level with detailed cost breakdowns by project phase. The final deadline for questions and clarifications is May 14, 2026, with proposals due by 2:00 p.m. Eastern time on May 26, 2026, submitted via OpenGov.

The RFP contains no Disadvantaged Business Enterprise (DBE) participation requirement; the DBE goal is set at 0 percent, though RTA welcomes DBE participation regardless. There are no identified restrictions on the types of organizations that can respond to this solicitation. The engagement is partially funded by the Federal Transit Administration (FTA) and the Ohio Department of Transportation (ODOT), making all FTA federal compliance requirements applicable to the selected contractor. No incumbent vendors or current contractors are listed in the procurement documents. The RTA will provide access to key personnel, system demonstrations, representative data extracts, and organizational documentation to support the assessment, with the selected contractor required to execute a Non-Disclosure Agreement and comply with strict confidentiality and data security requirements. Contractors must maintain comprehensive insurance coverage including workers' compensation with $500,000 employer's liability limits, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and commercial auto liability of $1,000,000 combined single limit. No specific award value or budget range is provided in the procurement documents; however, contractors should note that there is no guarantee regarding the minimum number of hours to be worked during the contract period, and all rates and fees must remain firm for the contract duration with no changes or renegotiation permitted after award.