Enterprise Resource Planning System

Agency:	City of Cartersville
State:	Georgia
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Mar 8, 2023
Due Date:	Mar 27, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid/RFP Status:

Open - accepting bids and proposals

Bid/RFP Due Date:

Monday, March 27, 2023 - 2:00pm

Bid/RFP Reference Number:

RFP23001

Back to Bids/RFPs

The City of Cartersville (“City”) is evaluating new software to satisfy its Finance, Human Resources, and Utility Billing/Customer Information management applications needs.

Response instructions are contained in Sections 3, 4, 5, and 6 of the Request for Proposals (RFP) document.

Section 5 of the RFP contains feature/function and other information worksheets. Please complete these worksheets using the electronic forms (Excel format) and as directed in the RFP instructions.

The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file-conversion assistance, custom modification estimates, annual maintenance, and support.

RFP submittals shall be submitted via email to bids@cityofcartersville.org
Questions related to this RFP are to be emailed to Steven Grier at sgrier@cityofcartersville.org no later than 5:00 PM EST on February 20, 2023. Only written questions submitted in this manner by the above stated date will be accepted.
Please submit your proposal by 2:00 PM EST on March 27, 2023.

Thank you for your participation. We look forward to reviewing your proposal.

An addendum has been added to the supporting documents. “ERP_RFP_Addendum1_Answered-Questions”

An addendum has been added to the supporting documents. "ERP_RFP_Addendum2_Extension"

Supporting Documents

city_of_cartersville_ga_rfp_erps_final_02-02-23.pdf (493 KB)

cartersville_erp-cis_-_rfp_appendix_a1_final.xlsx (250 KB)

cartersville_erp-cis_-_rfp_appendix_a2_final.xlsx (79 KB)

cartersville_erp-cis_-_rfp_appendix_a3_ub-cis_final.xlsx (40 KB)

cartersville_erp-cis_-_rfp_appendix_a4_other_final.xlsx (26 KB)

cartersville_erp-cis_-_rfp_appendix_b-j_final.xlsx (220 KB)

erp_rfp_addendum1_answered-questions.pdf (193 KB)

erp_rfp_addendum2_extension.pdf (95 KB)

Attachment Preview

RFP for Enterprise Resource Planning System

Request for Proposals

Enterprise Resource Planning System

(Finance, Human Resources & Utility

Billing/Customer Information Management)

City of Cartersville

1 North Erwin Street

Cartersville, GA 30120

1|Page

RFP for Enterprise Resource Planning System

Request for Proposals

Enterprise Resource Planning Solution

(Finance/Human Resources/Utility Billing/Customer

Information Management System)

The City of Cartersville (“City”) is evaluating new software to satisfy its Finance, Human Resources, and

Utility Billing/Customer Information management applications needs.

Response instructions are contained in Sections 3, 4, 5, and 6 of the Request for Proposals (RFP)

document.

Section 5 of the RFP contains feature/function and other information worksheets. Please complete

these worksheets using the electronic forms (Excel format) and as directed in the RFP instructions.

The proposal should include all costs associated with training, implementation, hardware specifications,

interface estimates, file-conversion assistance, custom modification estimates, annual maintenance, and

support.

• RFP submittals shall be submitted via email to bids@cityofcartersville.org

• Questions related to this RFP are to be emailed to Steven Grier at

sgrier@cityofcartersville.org no later than 5:00 PM EST on February 20, 2023. Only

written questions submitted in this manner by the above stated date will be accepted.

• Please submit your proposal by 2:00 PM EST on March 13, 2023.

Thank you for your participation. We look forward to reviewing your proposal.

2|Page

RFP for Enterprise Resource Planning System

Table of Contents

1. Project Objectives and Process ................................................................................................................ 5

A. Purpose ................................................................................................................................................. 5

B. Objective ............................................................................................................................................... 5

C. System Functionality Requirements ..................................................................................................... 6

D. Process and Schedule ........................................................................................................................... 8

2. Evaluation Criteria.................................................................................................................................... 8

3. Specific Response Requirements ............................................................................................................. 9

A. Programming Languages ...................................................................................................................... 9

B. Operating Systems ................................................................................................................................ 9

C. Database ............................................................................................................................................. 10

D. User Interface Configurations ............................................................................................................ 10

E. Reporting Capabilities ......................................................................................................................... 10

F. Electronic Content Management Capabilities .................................................................................... 10

G. Workflow Capabilities......................................................................................................................... 10

H. Application Security............................................................................................................................ 10

I. Application Software............................................................................................................................ 10

J. Software Upgrades .............................................................................................................................. 11

K. Hardware Requirements..................................................................................................................... 11

L. Integration/Interface Capabilities ....................................................................................................... 12

M. Cost Considerations ........................................................................................................................... 16

N. Mobile Field Computing ..................................................................................................................... 16

O. Maintenance and Support.................................................................................................................. 16

P. Implementation Methodology............................................................................................................ 16

Q. Conversion Costs ................................................................................................................................ 16

R. Training and Education ....................................................................................................................... 16

S. Project Management........................................................................................................................... 17

T. Subcontractor and Third-Party Relationships ..................................................................................... 17

U. Customer Implementation Responsibilities ....................................................................................... 17

V. Sample User and Technical Manuals & Other Documentation .......................................................... 17

W. Technology Direction......................................................................................................................... 17

X. Vendor Financial Information ............................................................................................................. 17

Y. User Groups ........................................................................................................................................ 17

3|Page

RFP for Enterprise Resource Planning System

Z. References and User Base................................................................................................................... 17

4. Volumes .................................................................................................................................................. 18

A. General Information ........................................................................................................................... 18

B. User License Information .................................................................................................................... 18

C. Volumes Information .......................................................................................................................... 18

5. Proposal Forms & Supporting Information ........................................................................................... 19

A. Vendor Electronic Response Files....................................................................................................... 19

6. Proposal Instructions ............................................................................................................................. 20

A. Proposal Format ................................................................................................................................. 20

7. Disclosures & Contractual Requirements.............................................................................................. 21

A. Bulletins and Addenda........................................................................................................................ 21

B. Rejection of Proposals ....................................................................................................................... 21

C. Acceptance of a Proposal................................................................................................................... 22

D. Insurance ........................................................................................................................................... 22

E. Vendor Demonstrations...................................................................................................................... 22

F. Qualifications...................................................................................................................................... 22

G. Acknowledgements ........................................................................................................................... 23

4|Page

RFP for Enterprise Resource Planning System

1. Project Objectives and Process

A. Purpose

This information was developed to facilitate the preparation of a proposal in response to this RFP and

the subsequent evaluation of that response.

The City currently utilizes the following core systems:

• MS Dynamics GP

• Human Resources Management as follows:

• Payroll - MS Dynamics GP

• Human Resources – MS Dynamics GP

• Applicant Tracking – Currently do not have one

• Utility Billing/Customer Information

• Cogsdale – Billing for electric, gas, water, sewer, refuse and fiber, tracking meter information,

reads and reporting, posting payments for utility bills

• Sensus – Meter reading – Manual reading, moving to AMI

• Invoice Cloud (website and POS) – Processing payments

• In addition to these core systems, the City relies on other software tools, and services for conducting

its business. Some of these tools are:

• MS Excel –

• Utility Billing – Configure and track UB payments

• General Billing – Financial reporting, tracking accounts receivables accounts, reconcile

A/R balances to the G/L, tracking code enforcement case, tracking false alarm billing

• Utility payment processing – Invoice Cloud

• Credit Card processing – Invoice Cloud

The goal of the City is to procure and implement integrated enterprise resource planning and utility

billing and customer information systems that utilize best practices, the latest technology, automated

workflow and accurate reporting. Utility Billing only vendors that meet the City’s needs are also

encouraged to propose their solution.

The final decision will be based on various evaluation criteria, primarily how well the proposed solution

will meet the City’s overall functional requirements. The requirements noted in this RFP are designed to

meet these objectives.

B. Objective

The objectives for this project are to:

• Improve customer service and relations

• Reduce manual processes and increase productivity

• Improve internal processes by automating routine tasks

• Reduce paper-based workflows

5|Page

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Enterprise Resource Planning System

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