Financial Reporting Software

The City of Phoenix is soliciting sealed offers for an integrated financial reporting software solution under a five-year contract commencing on or about January 1, 2027. The solicitation is open to all qualified vendors through the City's Procurement Portal, with written inquiries due by March 27, 2026 at 2:00 p.m. and offers due April 3, 2026 at 2:00 p.m.; a non-mandatory pre-offer conference is scheduled for March 12, 2026 at 10:00 a.m. via Webex. The software must support the development of a complete Annual Comprehensive Financial Report (ACFR), accommodate 12-20 concurrent multi-user collaborators, integrate with the City's existing SAP accounting system (which operates Financial Accounting, Controlling/Costing, Project Systems, and Funds Management modules across multiple company codes), facilitate data migration from legacy systems, and include desktop publishing capabilities. Qualified vendors must have been in operation for a minimum of three years and possess demonstrated experience implementing ACFR software solutions in large municipalities, supported by three comparable references or case studies. The evaluation process occurs in two phases: Phase 1 assesses method of approach, capacity, and experience and expertise across 15 criteria worth a combined 900 points, while Phase 2 evaluates pricing proposals; offerors in the competitive range must provide a 90-minute demonstration of their proposed solution at a City-determined Phoenix location. All prices must be firm and fixed for the initial contract year, with subsequent annual price increases permitted upon written request with 60 days' notice and supporting documentation, and the City offers prompt payment discount options including either a percentage discount at 30 days or net 45 days, or immediate payment upon invoice approval through the Single Use Account Program.

Insurance requirements include Commercial General Liability with a general aggregate limit of $2,000,000, Workers' Compensation statutory coverage, and Technology Errors and Omissions Liability with limits of $1,000,000 per claim and $1,000,000 annual aggregate. Contractors must comply with federal and local civil rights requirements, including Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act, and the Age Discrimination Act of 1975, as well as Disadvantaged Business Enterprise requirements under 49 C.F.R. Part 26, which mandate prompt payment to subcontractors within seven days of receipt of payment from the City. The contract documents do not identify any incumbent vendor or current contractor; however, they reference the City's existing SAP infrastructure, which vendors must integrate with and support. Vendors must also complete a Vendor Security Maturity Questionnaire within seven days of notification and submit a complete Certificate of Insurance within 14 days of award recommendation. While specific budget or award values are not disclosed in the procurement documents, the contract includes one optional one-year extension available at the City's sole discretion, with a potential aggregate term of six years. Federal certifications including Tax Liability Certification and potentially Debarment and Suspension Certification (if contract value exceeds $25,000) and Lobbying Certification (if contract value exceeds $100,000) are required for all offerors.