NS27-106 Nephi City - Enterprise Resource Planning (ERP) Software

Nephi City is requesting proposals for Enterprise Resource Planning (ERP) software under RFP NS27-106, with proposals due September 23, 2026 at 1:00 p.m. Mountain Time and questions due September 18, 2026 at 5:00 p.m. Mountain Time. The City seeks a single, unified solution to replace its existing Caselle system and serve approximately 50 full-time and 100 part-time employees across municipal operations for a population of 7,200 residents.

The required scope encompasses financial management (general ledger, accounts payable/receivable, budgeting, fixed assets, financial reporting); payroll and human resources with timekeeping and time-off tracking; utility billing for six utility types (electric, natural gas, solid waste, stormwater, water, sewer) processing approximately 4,500 bills monthly; purchasing and inventory management; and capital improvement planning. The system must integrate with CivicReview and Xpress Bill Pay with real-time payment synchronization, support conversion of eight years of historical data from Caselle, manage 17 funds with 12 bank accounts requiring monthly reconciliation and 665 fixed assets, and accommodate grants tracking. Cloud-based and SaaS hosting models are acceptable. The City explicitly stated preference for built-in functionality over third-party integrations but indicated willingness to separate specialized modules if necessary.

Proposals will be evaluated on a weighted 100-point scale: Functional Fit (30 points), Vendor Experience and Qualifications (30 points), Implementation Approach (10 points), and Cost (30 points). Award will be based on highest-scoring responsive and responsible offeror providing best overall value; lowest cost alone does not determine award. A minimum threshold score of 85 points is required for demonstrations or interviews. The target go-live is November–December 2026, though the City has stated flexibility given its existing Caselle contract extends through December 31, 2026. Vendors must detail pricing (licensing, subscription, implementation, data conversion, training, annual maintenance, optional modules) and implementation timelines including data conversion requirements and system downtime. Proposals must be submitted as two separate documents (technical and cost) via email to ssamuelson@nephi.utah.gov or physical delivery to 21 East 100 North, Nephi, UT 84648, with a 1GB single-file upload limit.