Enterprise Resource Planning (ERP) REQUEST FOR PROPOSALS (RFP)

ENTERPRISE RESOURCE PLANNING
(ERP) SOFTWARE
REQUEST FOR PROPOSALS (RFP)
Los Angeles County Children and Families First -
Proposition 10 Commission (aka First 5 LA)
RELEASE DATE: 5/26/2026

TABLE OF CONTENTS
TIMELINE FOR SELECTION PROCESS ................................................................................. 3
BACKGROUND ........................................................................................................................ 4
PROJECT OVERVIEW ............................................................................................................. 5
SCOPE OF SOFTWARE ........................................................................................................... 6
SCOPE OF SERVICES ............................................................................................................. 7
ELIGIBILITY .............................................................................................................................. 9
EVALUATION CRITERIA ....................................................................................................... 10
TERMS OF PROJECT ............................................................................................................ 10
SELECTION PROCESS .......................................................................................................... 11
REQUIRED DOCUMENTS ...................................................................................................... 13
TERMS OF THE RFP .............................................................................................................. 15
SPECIAL TERMS AND CONDITIONS ................................................................................... 16
CONTRACTUAL CONSIDERATIONS ................................................................................... 19
APPEALS POLICY ................................................................................................................. 20
APPENDICES ......................................................................................................................... 21

TIMELINE FOR SELECTION PROCESS1
ACTIVITY DATE
RFP Released on First 5 LA's Funding Center May 26, 2026
Informational Webinar June 4, 2026, at 1:00 PM PT
Final date to submit questions regarding the solicitation June 9, 2026, at 5:00 PM PT
Posting of responses to questions regarding the solicitation June 11, 2026
Proposal Submission Deadline June 23, 2026, at 5:00 PM PT
Demonstrations Week of July 27, 2026
Contractor Selected August 19, 2026
Board of Commissioners Approval October 8, 2026
Contract Start Date October 12, 2026
First 5 LA will accept proposals responding to this Request for Proposals (RFP) from proposers through
First 5 LA's online application system. First 5 LA will accept proposal submissions from the date of the
release of this RFP through June 23, 2026 at 5:00 PM PT. Proposals submitted after 5 p.m. PT will
not be considered. It is the proposer's responsibility to verify submission prior to the deadline. First 5
LA will not be responsible for any technical problems or submission failure. Failure to submit ALL
required documents as identified by Section X. Required Documents by 5:00 p.m. PT may
constitute an incomplete proposal and may be grounds for disqualification.
Questions and requests for additional information must be submitted in writing to:
Name of CO, Jessica Guerrero-Franco
E-mail: jguerrero-franco@First5la.org
All questions and requests for additional information regarding this RFP must be received in writing by
First 5 LA via email before 5 p.m. PT on June 9, 2026. First 5 LA reserves the sole right to determine
the timing and content of the responses to all questions and requests for additional information, First 5
LA may respond to individual inquiries and then post replies to all questions on F5LA's website by
the posting date.
1 Note: Dates are subject to change at First 5 LA's sole discretion.
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Informational Webinar
Potential proposers are highly encouraged to participate in the Informational webinar from 1-2 p.m. PT
on June 4, 2026 to learn more about the RFP requirements. Please register for the webinar at:
https://first5la.zoom.us/webinar/register/WN_QurNs7chTr-5N6sNGm3utA. After registering, you will
receive a confirmation email containing information about joining the webinar.
Updates and Addenda
Please check the Funding Opportunities webpage regularly for updates and addenda. First 5 LA
has the right to amend this solicitation by written addendum. First 5 LA is responsible only for that which
is expressly stated in the solicitation document and any authorized written addenda thereto. Such
addenda shall be made available via the online funding center. Failure to address the requirements of
such addendum may result in the proposal not being considered, at the sole discretion of First 5 LA.
Addenda to this solicitation, if any, will be posted on First 5 LA's website, which may be accessed by
clicking https://www.first5la.org/article/enterprise-resource-planning-erp-request-for-proposals-
rfp/. It is the responsibility of proposers to ensure, prior to submission, that their application reflects the
most recent information and RFP requirements.
BACKGROUND
In 1998, California voters passed Proposition 10, which levied a 50-cent per pack tax on all tobacco
products. The resulting tax revenues were earmarked for the creation of a comprehensive system of
information and services to advance early childhood development and school readiness within each
county in California. In Los Angeles County, the First 5 LA Commission was formed as a public entity
to develop and oversee various early childhood initiatives and to manage the funding from Proposition
10.
First 5 LA operates with independent governance under a Commission structure and is responsible for
stewarding public funds to support systems, services, and initiatives that benefit children prenatal
through age five and their families. While formed by the County, First 5 LA functions as a separate
public entity with its own administrative, fiscal, and programmatic operations, and is subject to
applicable state and local regulations.
The organization primarily receives funding allocations derived from Proposition 10 revenues, along
with other public and private funding sources. These funds are subject to varying restrictions and
reporting requirements and are deployed through a combination of grants and contracts often awarded
via competitive solicitations. Both grants and contracts require ongoing fiscal and programmatic
monitoring, including invoice review, performance tracking, and compliance verification. In some cases,
First 5 LA serves as a pass-through entity, administering funds that are distributed to contractors and
grantees.
First 5 LA manages a diverse portfolio of agreements to meet operational and programmatic needs of
the organization to support our 2024-2029 Strategic Plan. This requires managing funding streams and
projects spanning multiple years, often renewed on an annual basis. The organization is subject to
annual independent financial and compliance audits. The organization maintains budgetary controls
and requires robust financial management, contract and grant administration, reporting, and oversight
capabilities to ensure responsible stewardship of public resources.
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The Board adopted a 10-Year Long-Term Financial Plan in 2024 that intentionally positions the
organization on a sustainable path toward becoming a $60 million organization while maintaining as
much operational stability as possible over an eight-year transition period beginning in FY 2027/28. The
plan reflects a deliberate and measured "step-down" approach designed to responsibly align
expenditures with long-term revenue realities while preserving core services and organizational
capacity.
The organization is currently in the second year of implementing this strategy. Under the adopted plan,
the FY 2025/26 budget is set at $80 million, followed by a reduction to $70 million in FY 2026/27,
ultimately reaching the long-term target of approximately $60 million beginning in FY 2027/28.
This financial strategy is necessary due to the organization's continued reliance on a declining primary
revenue source, currently estimated at approximately $46.8 million annually and projected to decrease
by roughly 3.25% each year. The Long-Term Financial Plan provides a structured framework that allows
the organization to proactively manage this decline, maintain fiscal sustainability, and continue
delivering services in a predictable and financially responsible manner. The financial context of the
organization will be an important consideration as First 5 LA determines the purchase of new systems.
PROJECT OVERVIEW
First 5 LA (F5LA) is seeking proposals from qualified firms to provide a modern Enterprise Resource
Planning (ERP) software solution and related implementation services. The selected solution is
intended to replace or augment existing financial, grants, procurement, and administrative systems
(most notably Blackbaud Financial Edge NXT, Blackbaud Grantmaking, ADP, and Questica
PowerPlan) to better support F5LA's operational needs, reporting obligations, and long-term strategic
objectives. Version numbers for systems in scope for replacement have been included below.
Current System Version Number Functions
Blackbaud Financial Edge NXT SAAS/latest General ledger, accounts payable,
version accounts receivable, fixed assets,
purchasing
Blackbaud Grantmaking (BBGM) SAAS/latest Grantmaking
version
ADP-Workforce Now 26.19.01 Human resources, payroll
Questica PowerPlan 2025.1.5.2580 Budgeting
This project addresses critical operational and systems challenges that limit F5LA's ability to efficiently
manage financial resources, grants, contracts, and organizational data in a unified, scalable, and
secure manner. As F5LA continues to advance its mission to improve outcomes for children and
families and steward public funds responsibly, a robust, integrated ERP solution is required to
strengthen internal controls, improve decision-making, and support organizational effectiveness.
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This project supports First 5 LA's Strategic Plan by strengthening organizational effectiveness and
supporting responsible stewardship of public funds through enhanced systems, execution, and long-
term impact.
SCOPE OF SOFTWARE
First 5 LA is requesting proposals from qualified ERP software providers for the following scope of
software modules. First 5 LA prefers a single proposer capable of delivering all or the majority of
required functionality described herein; however, First 5 LA will accept and consider any of the following
proposal models:
* A single vendor, full ERP solution providing all required modules and services;
* A partnership or multi-respondent solution, in which two or more vendors jointly propose an
integrated ERP solution, with one vendor identified as the prime vendor; or
* A standalone, best-of-breed proposal from a vendor offering a partial solution, individual
module, or functional component of the overall ERP system.
Proposals involving multiple respondents or partnerships must present a fully integrated solution and
shall clearly define governance, roles, responsibilities, and single point accountability across all
vendors, including responsibility for implementation, integration, performance, and issue resolution.
ERP FUNCTIONAL MODULES TECHNICAL/ADMINISTRATION TOOLS
Accounts payable Cloud hosting
Accounts receivable Reporting and dashboards
Budgeting Integrations
Fixed assets Workflow
General ledger Document management
Grantmaking Authentication and authorization security
Human resources Data management
Payroll Reconciliation
Purchasing
The proposed ERP solution's accounting, financial management, budgeting, procurement, grant
management, and reporting functions must operate in compliance with all applicable governmental
accounting and financial reporting standards, including but not limited to:
* Generally Accepted Accounting Principles (GAAP)
* Governmental Accounting Standards Board (GASB) requirements
* California public agency accounting and reporting requirements
* Applicable federal, state, and local fiscal compliance regulations
* Audit and internal control requirements applicable to publicly funded entities
Applicable financial modules of the ERP system must support governmental accounting and financial
reporting functions including, but not limited to:
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* Fund accounting
* Encumbrance accounting
* Grant and restricted funding tracking
* Multi-year budgeting and forecasting
* Audit trails and transaction history
* Segregation of duties and role-based security
* Financial statement preparation and reporting
* Compliance reporting for governmental and nonprofit/public sector operations
First 5 LA requires that proposers itemize software costs by module to the fullest extent possible, such
that First 5 LA can add or remove modules (and their associated costs) from the scope of the awarded
proposer's solution if it so chooses. First 5 LA reserves the right to award any combination or
configuration of modules to any proposer if it so chooses, including a single module only, multiple
modules, or all modules. First 5 LA also reserves the right to make multiple awards to different
proposers if it determines that a best-of-breed approach best meets its needs. Additionally, First 5 LA
reserves the right to make no award to any proposer for any module or combination of modules, in the
event it elects to maintain current applications already in place at First 5 LA. Detailed requirements for
each of the ERP modules and technical/administration tools components listed above have been
outlined in Appendix B.
SCOPE OF SERVICES
In addition to ERP software, First 5 LA requires implementation services from either a qualified third-
party partner or the software provider itself. Required implementation services will include the following:
* Project management * Training
* Software configuration * Testing
* Data conversion * Change management
* Report and dashboard development * Knowledge transfer
* Integration/interface development * System documentation development
Requirements and expectations with regards to each of these services are described below. Questions
with regards to each of these services are included in Appendix B.
A. Project Management
First 5 LA expects the proposer to apply a structured and transparent project management methodology
that ensures alignment with First 5 LA's strategic goals, timelines, and budget. The proposer must lead
all phases of the ERP implementation, including planning, execution, monitoring, and closure, while
facilitating cross-functional coordination and stakeholder engagement. Best practices include weekly
status meetings, functional team meetings, executive steering committee updates, and risk reporting.
The proposer should also support First 5 LA in defining governance structures and decision-making
protocols to ensure accountability and timely resolution of issues.
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B. Software Configuration
The proposer must configure the ERP system to reflect First 5 LA's operational workflows, compliance
requirements, and future vision for business processes. It is expected that the proposed will conduct
configuration workshops to understand First 5 LA's requirements and collaboratively develop
configuration designs that meet needs and align with industry best practices. It is important to note that
while configuration services are required, First 5 LA intends to avoid customization or any modifications
to system code. The proposer is expected to document all configuration decisions, validate them
through stakeholder walkthroughs, and ensure alignment with First 5 LA's process improvement goals.
C. Data Conversion
First 5 LA requires the proposer to manage a comprehensive data conversion strategy that includes
mapping, cleansing, validation, and reconciliation of legacy data. The proposer must conduct mock
conversions and provide rollback procedures to mitigate risk. Data integrity and auditability are
paramount, and the proposer must ensure that converted data supports First 5 LA's reporting and
compliance needs. The proposer should also assist in identifying data gaps and recommend
remediation strategies.
D. Report and Dashboard Development
The proposer must design and implement reports and dashboards that provide actionable insights into
First 5 LA's financial, operational, and strategic performance. This includes both standard and custom
reports, as well as analytical tools for self-service reporting. Dashboards should be role-based and
tailored to the needs of executives, contracts staff, HR, IT Security, finance staff, and program
managers. The proposer must ensure data accuracy, visual clarity, and decision-making frameworks.
E. Integration/Interface Development
The ERP system must be capable of integrating with a variety of 3rd-party software systems and data
sources. As an add/alternate service, First 5 LA has requested that proposers provide pricing for 100
hours of integration development services (see Appendix A - Pricing Form). If this add/alternate service
is selected, the proposer will be expected to develop secure, scalable interfaces using APIs or
middleware, and document all integration points. Testing protocols must validate data flows, error
handling, and performance under load. The proposer should also provide monitoring tools and support
for ongoing interface maintenance.
F. Training
First 5 LA expects the proposer to deliver a comprehensive training program that includes role-based
instruction, hands-on workshops, and post-go-live support. Training should cover system navigation,
process changes, reporting tools, and troubleshooting. The proposer must provide training materials in
accessible formats and offer refresher sessions as needed. First 5 LA values a learning culture, and
the proposer should tailor training to accommodate varying levels of technical proficiency.
G. Testing
The proposer must lead a rigorous testing process that includes unit, system, integration, and user
acceptance testing (UAT), as well as parallel payroll testing in the case that the HCM module is
implemented. Test scripts should reflect real-world scenarios and be developed in collaboration with
First 5 LA stakeholders. The proposer must track defects, manage resolution workflows, and ensure
that the system meets functional, performance, and security requirements. Testing must also validate
compliance with First 5 LA's internal controls and audit standards.
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H. Change Management
First 5 LA recognizes that ERP implementation involves significant organizational change. The
proposer must lead change management efforts, including stakeholder engagement, communication
planning, and readiness assessments. The proposer should develop strategies to address resistance,
promote adoption, and align the ERP rollout with First 5 LA's mission and values. The proposer's
change management team is expected to support the development and execution of the training plan
to ensure alignment with change objectives and a stakeholder-centric design. Deliverables include
change impact analyses, communication templates, and feedback mechanisms.
I. Knowledge Transfer
The proposer must ensure that First 5 LA staff are equipped to maintain and enhance the ERP system
post-implementation. This includes structured knowledge transfer through documentation, shadowing,
and mentoring. The proposer should provide user guides, FAQs, and decision logs that capture key
implementation choices. The goal is to build internal capacity and reduce reliance on external support.
J. System Documentation Development
First 5 LA expects the proposer to produce comprehensive documentation covering system
architecture, configuration, workflows, and user procedures. Documentation must be updated
throughout the project lifecycle and stored in a centralized, accessible repository. The proposer should
also provide templates and tools for First 5 LA to maintain documentation going forward.
ELIGIBILITY
The proposed system must meet the following minimum requirements. If your system does not comply,
please do not submit a proposal:
A. Legal status - Eligible proposers must be a legally recognized entity in good standing and, if
required to register with the California Secretary of State, must have an "active" status at the
time of proposal submission. First 5 LA will verify status through the California Secretary of
State's website.
B. Current version - The proposed solution must currently be operational with other clients. Do
not respond based on a future release or version. By implication, you must be able to demo a
live (albeit anonymous) database.
C. SaaS-based - The system must be a Software-as-a-Service (SaaS) offering and be hosted in
the United States by the proposer or a qualified third-party site hosting partner.
D. Web-based - The system must be accessible via a variety of web browsers (i.e. Chrome, Safari,
Edge, Firefox, etc.) and from any location with an internet connection. The system should not
require any locally installed software in order to operate.
E. Integration - All modules and functions across the proposed solution must integrate
seamlessly. The proposed solution must also have the ability to integrate with third-party
systems using configurable API's.
F. Reporting tools - The system must have flexible, intuitive reporting tools, accessible to end
users, that can access data from all proposed modules, and have the ability to select, filter, sort,
correlate, and summarize.
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Proposers that do not meet the requirements above or do not have an "active" status via California
Secretary of State's website (if applicable) will not pass the first level of review (see Section IX.
Selection Process and Review Criteria).
EVALUATION CRITERIA
For both Level 2 and Level 3 evaluation, proposers will be reviewed based on the following evaluation
criteria. During Level 2, proposals will be evaluated solely on content of proposals in order to identify a
short-list using all or a subset of criteria listed below. During Level 3, shortlisted proposers will be
evaluated on all information collected throughout the RFP process (proposal content, demonstrations,
reference checks, etc.).
.
Criteria/Sub-Criteria Weight
Functionality 35%
Module functional compliance (based on RFP specification responses)
Overall ease of use/graphical user interface/intuitiveness
Reporting, analytics, and BI features
Demonstration results and feedback
Vendor background and experience 17.5%
Financial stability
Market presence and trend
Industry focus and experience
Number of installations in comparable organizations (nonprofit and Government)
References
Implementation and support approach 17.5%
Implementation timeline and phasing
Staffing approach and allocation of effort between vendor/client
Project management approach
Training approach
Data conversion approach
Ongoing support and maintenance
Technical solution 10%
Authentication/authorization security (SSO, MFA, dynamic permissions, etc.)
Hosting provider's qualifications
Integration capabilities, APIs, etc.
Best-of-breed vs. full integrated ERP approach
Cost 20%
Implementation and professional services costs
Annual licensing and operational costs
TERMS OF PROJECT
First 5 LA expects to enter into a 5-year initial agreement with the selected vendor with an anticipated
start date of October 12, 2026, subject to negotiations and approval by the First 5 LA Board of
Commissioners. The contract may renew annually at First 5 LA's sole discretion for a total project term
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