RFP-26-012 Finance, Accounting, and Procurement Enterprise Resource Planning (ERP) System

AlexRenew, a public wastewater authority in Alexandria, Virginia, is requesting proposals for a cloud-based Finance, Accounting, and Procurement Enterprise Resource Planning (ERP) system software solution under RFP-26-012, with proposals due August 4, 2026 at 2:00 p.m. local time via email.

The proposed solution must be a commercial off-the-shelf SaaS platform currently in use by at least three local public bodies or public utilities within the United States. Minimum technical requirements include multi-tenant architecture, encryption standards (TLS 1.2 or higher for data in transit; AES-256 or equivalent for data at rest), role-based access control, multi-factor authentication, RESTful APIs for integration, and single sign-on via SAML or OAuth. The system must support 140 employees and approximately 36 users across finance, accounting, and procurement functions and will replace the existing Microsoft Dynamics GP system.

The functional requirements matrix specifies approximately 600 individual requirements spanning core ERP capabilities: Accounts Payable, Accounts Receivable, Banking, Budget, Fixed Assets, General Ledger, Project Accounting, Purchasing, and Inventory Management. Requirements are assigned priority levels of High (100% weight), Low (20% weight), or Informational (0% weight); respondents indicate capability using standardized codes: "Std" for standard configuration, "Future" for planned releases, "3rd Party" for third-party add-ons, "Custom" for required customization, or "NA" for inability to provide. Critical controls include segregation of duties, real-time data validation, comprehensive audit trails, and workflow approval routing.

Proposals are evaluated 60% on System Functionality, Technical Requirements, and Features, and 40% on Qualifications. Respondents must provide five client references from organizations with go-live dates within the past five years; preference is given to public utilities, organizations converting from Microsoft Dynamics GP, and regional agencies. AlexRenew processes approximately 900 purchase orders annually and maintains 200 accounts across 6 funds with a $41 million operating budget and $197 million capital budget.

A non-mandatory virtual preproposal meeting is scheduled for June 30, 2026 from 11:00 a.m. to 12:00 p.m. Eastern Time via Microsoft Teams. Questions are due July 21, 2026, with addenda issued no later than July 28, 2026. Shortlisted respondents will be notified by August 25, 2026, with demonstrations potentially scheduled September 15–25, 2026, and contract award anticipated in October 2026. Implementation is projected to begin in early 2027 with a target go-live date in early 2028. Contract terms and implementation and support services will be negotiated separately.