Software and Implementation Services for an Enterprise Resource Planning (ERP), and Utility Billing (UB) Software Systems Environment

The City of Santa Cruz has issued a Request for Proposal (RFP) seeking comprehensive Enterprise Resource Planning (ERP) and Utility Billing (UB) software systems and implementation services to replace its current Tyler Technologies, Eden ERP and Utility Billing platforms. The procurement aims to acquire a modern, fully integrated solution that streamlines municipal processes and provides timely, accurate information across 19 functional areas including general ledger, financial reporting, project accounting, grant management, human resources, payroll, and utility billing. The city requires professional services encompassing best practices guidance, data conversion, system configuration, training, testing, project management, and interface development. Proposals are due on January 9, 2024, at 5:00 PM PST, with a pre-proposal meeting scheduled for November 13, 2023, at 1:00 PM PST. The evaluation will be based on technical capabilities, implementation approach, organizational fit, and overall solution effectiveness, with the city preferring a complete solution but remaining open to partnerships and subset functionality proposals. Anticipated implementation timelines include financial modules going live in Q3 2025, human resources and payroll modules in Q1 2026, and utility billing in Q3 2026. The contract term is expected to be five years, with potential extensions for two additional five-year terms.

The RFP does not specify explicit set-aside designations or restrictions on respondent types, indicating an open competitive procurement process. The current system environment includes Tyler Eden ERP 5.29.0.0, with an estimated user base of 75 core users, 728 self-service portal users during peak seasons, 10 mobile/field users, and 740 department users across various municipal functions. While no specific budget has been predetermined, the city will use proposals to inform budget development and emphasizes this as a best-value solicitation. The preferred deployment model is Software as a Service (SaaS), though alternative deployment options will be considered. Cost expectations include no price increases for the first five years, with subsequent annual increases capped at 3%, and hosting and maintenance fees to be waived until system go-live. The city anticipates potentially awarding the contract to one or more proposers, with a focus on solutions requiring minimal customization and aligned with municipal best practices. Proposers must provide comprehensive documentation, including implementation plans, training strategies, and detailed responses to functional and technical requirements covering 3,627 specific requirements across various operational modules.