ERP system procurement and implementation

The City of Eastvale, California is requesting proposals for procurement and implementation of an integrated Enterprise Resource Planning (ERP) system under RFP 26-117FIN, with proposals due December 10, 2026 at 4:00 PM Pacific Standard Time. Proposers must demonstrate a minimum of five years of continuous engagement in providing public-sector ERP software and implementation services.

The scope encompasses a Software-as-a-Service (SaaS) platform supporting finance, human resources, payroll, and administrative operations. Core required modules include General Ledger Accounting, Bank Management, Purchasing/Procurement, Vendor Management, Accounts Payable, Accounts Receivable, Budget Management, Fixed Asset Management, Core HR, Position Control, Benefits Administration, Leave Administration, and Payroll Processing. Optional modules cover Project Accounting, Fleet Management, Inventory Management, Recruitment, Onboarding, Time and Attendance, and Offboarding. Implementation services must include project management, system configuration, business process review, data conversion and migration, integration development, testing, training, documentation, go-live support, and post-implementation support. The City currently operates approximately 48 Springbrook ERP users and 72 Concur users, processing roughly 140 accounts payable invoices monthly, 25–30 purchase orders monthly, bi-weekly payroll for approximately 80 full-time and 8 part-time employees, and maintaining 1,980 active vendors.

The initial contract term is five years from City execution, with options to extend for two additional five-year terms, not to exceed fifteen years total. Pricing must remain firm for the initial agreement term and optional renewal terms. Proposers must provide five client references, with at least two from California cities or public agencies. Insurance requirements include Commercial General Liability, Professional Liability, Technology Errors and Omissions, and Cyber Liability, each at $2 million per occurrence or claim.

Evaluation criteria include cost, company financial stability, staff qualifications and experience, past performance, timeline and roadmap reasonableness, technical approach, proposal quality and responsiveness, perceived risk, ability to meet City needs, collaborative ability, and Proof-of-Capabilities demonstration results. Finalist notification and POC demonstrations are scheduled for March 1–11, 2027, with anticipated preferred-vendor selection in late March 2027 and contract award in August 2027. Questions are due October 27, 2026 at 4:00 PM, with City responses by November 5, 2026. All proposals must be submitted electronically through PlanetBids; late submissions will be rejected without exception.