Request for Proposal for a Enterprise Resource Planning (ERP) System for Ozaukee County

Closed State & local contract opportunity Posted

Solicitation number
ERP-1
State
Wisconsin
Responses due

Opportunity facts

Jurisdiction
NIGP codes
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UNSPSC codes
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Point of contact

Opportunity details come from vendornet.wi.gov. Updated .

About this opportunity

Written by GovTribe AI ·

Ozaukee County, Wisconsin is seeking proposals for a comprehensive Enterprise Resource Planning (ERP) system through a Request for Proposal (RFP) released on May 2, 2025, with responses due by June 20, 2025. The county requires a fully integrated financial management and job costing solution to replace its current fragmented systems, including Microsoft Great Plains and various manual processes. Key objectives include improving system integration, streamlining grants management, enhancing timekeeping capabilities, and modernizing human resources and payroll functions. The procurement targets a cloud-based system with advanced features such as multi-tenant architecture, single sign-on, role-based access controls, and workflow automation. Evaluation criteria will focus on software features, implementation methodology, system integrations, and total cost of ownership. Critical project dates include vendor discovery calls from May 19-30, 2025, vendor demonstrations scheduled for July 21-25, 2025, vendor selection on August 8, 2025, and contract finalization by August 15, 2025.

The RFP does not explicitly mention specific set-aside designations or restrictions on respondent types. The anticipated user base includes 100 full users, 25 limited inquiry users, 20 budget users, 15 budget contributors, and 5 outside accountants with limited access across approximately 20 county departments employing 800 total staff. The current technology infrastructure relies on disparate systems that require comprehensive integration, including manual spreadsheets, unconnected timekeeping systems, and standalone financial tools. While specific budget ranges are not explicitly detailed, the RFP requests comprehensive five-year cost estimates covering software subscription, third-party application costs, implementation and training expenses, and ongoing support costs. The system must be capable of handling complex funding sources, including grant tracking and multiple budget cycles, with an emphasis on enhanced data integrity, reporting flexibility, and potential future technological enhancements, particularly in AI and automation capabilities.

Opportunity text

Project Overview Introduction

Ozaukee County (the County) is in the process of evaluating and selecting the optimal enterprise resource planning (ERP) solution. The County prides itself as a progressive organization that strives to apply cutting edge business and technology solutions that improve performance and deliver services in a way that maximizes resources to further its mission.

Project Facilitation

The evaluation and selection process is being facilitated by the County's selection team and the consulting resources within CliftonLarsonAllen LLP (CLA).

Project Organization

The County has organized this project in a manner that solicited input from all levels within the organization. The evaluation, selection and implementation of an enterprise resource planning (ERP) system that allows for the proper recoding of transactions and user capability across the organization is supported by the County's management team (Project Team) that has specific functional expertise and were accountable for approving the requirements outlined in this Request for Proposal (RFP).

Project Objective

The County desires a fully integrated financial management and job costing solution for the requirements defined in the attached requirements document. The County currently uses Great Plains and a series of integrated and non-integrated applications for its financial management, reporting, and human resource needs. The current system is not meeting the increased demand for information sharing among multiple users and increased functional requirements.

Some of the specific issues that are motivating the County to search for alternatives to the current information management systems include but are not limited to the following:

  • Inadequate Systems Integrations and Manual Processes: The current systems relies heavily on non- integrated applications and manual processes. This fragmentation results in inefficiencies, duplication of efforts, and increased risk of errors, making it difficult to ensure data integrity and consistency across the organization.
  • Grants Management and Timekeeping: Tracking grants via spreadsheets and manual processes is inefficient and prone to errors. Various unintegrated timekeeping systems are used by different departments, risks data integrity and decreased reporting efficiency. Further, specialized time tracking is required for the County's senior living facility (Lasata).
  • Human Resources and Payroll: Manual Human Resource processes for employee recruitment, onboarding, benefits administration, and resource tracking are inefficient. Current manual payroll processes are inefficient and error prone.

Files

File Type Posted
Ozaukee - System Selection RFP 05.02.2025.pdf PDF
Ozaukee - Vendor Response System Selection Proposal Workbook 05.02.2025.xlsx XLSX spreadsheet

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