Enterprise Software Solutions

October 5, 2026
Dear Vendor,
The City of McPherson has spent the last few months conducting an enterprise-wide software
assessment. As a result, we have identified various functional areas which require expanded or upgraded
software tools. We are open to addressing these needs with a single, enterprise-wide solution, or through
an integrated best-of-breed solution.
We invite your software company to submit detailed information, including pricing, on any of the software
needs listed in the attached document. As outlined, the City is seeking a comprehensive system to
modernize and integrate our core administrative functions, including Financial, Human Capital, and
Asset Management.
We are committed to selecting a solution that enhances operational efficiency and transparency,
increases ease of use, and supports long-term growth across all departments. Your expertise and
experience in serving municipal clients will be invaluable as we evaluate options that align with our
strategic goals.
With questions, you may contact me by email at jamiem@mcpcity.com or phone at 620-245-2535.
Thank you for considering this opportunity to partner with us.
Sincerely,
Jamie Makatche
Financial Analyst
City of McPherson
400 E. Kansas Ave
McPherson, KS 67460

Due date: All information must be received no later than November 4, 2026
1. Introduction and Purpose
The City of McPherson ("City") was incorporated in 1874, has a population of 14,082 (2020) and
is located in Central Kansas, approximately 60 miles northwest of Wichita. Agriculture and
industry form the strong economic bedrock of the City. The City's programs, services,
employment opportunities, and volunteer positions are open to all persons without regard to
race, religion, color, national origin, sex, age, marital status, handicap, or political affiliation.
The City is seeking information from qualified software providers ("Vendors") to provide a comprehensive
software solution across the areas of Financial, Human Capital, and Asset Management, and related
areas, either as a single enterprise-wide solution or an integrated best-of-breed solution.
Criteria for selection will be based on experience, level of fit of the proposed software based on
the City's functional and technical requirements, implementation approach, product
demonstrations, reference checks, and price. The selection process will be led by Jamie
Makatche, Financial Analyst, and will include four Subject Matter Expert ("SME") groups, as well
as input from department heads.
The City is looking for Vendors with extensive experience in the public sector, preferably with local
government in Kansas or cities of similar size and scope. This invitation has been sent to our current
software providers as well as Vendors who scored highly on Sourcewell's RFP #060624 or who come
recommended from local municipalities. The City reserves the right to analyze each software application
module on its own standard of performance and select any one Vendor or a combination of multiple
Vendors.
This is not a formal Request for Proposal (RFP), pursuant to an official exception granted under Section
3.02.C.1.vi of the City's Purchase Policy. This exception was requested based on the possibility of
selecting multiple Vendors as well as the difficulty of evaluating software based on a written proposal.
The City will largely base its selection decision on product demonstrations and on-site visits, which
provide a more effective way to evaluate the user experience - technically, functionally, and visually.
2. Project Objectives
The City's objectives of implementing this software solution are as follows:
* Select and implement a long-term Software as a Service ("SaaS") solution with enhanced
security and minimal scheduled maintenance
* Provide intuitive user experience and robust support/training resources
* Plan for the future by retaining institutional knowledge and centralizing the budget process,
including multi-year capital planning
* Improve data accuracy, reporting, public transparency, and interdepartmental collaboration
* Eliminate duplicate data entry and reduce reliance on external software and spreadsheets
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3. Scope of Work
In preparation for this project, the City spent two months conducting an enterprise-wide software
assessment. Based on conversations with all departments, the following functional areas were
identified, which are anchored in the core administrative functions of Financial, Human Capital, and
Asset Management:
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The City's software assessment determined that our needs are fully met with our current Public Safety
RMS solutions, so the City will not be exploring Vendor options in that functional area.
The remaining functional areas will be assessed in four groups, which correspond to the City's four SME
groups. Below is a list of key features and capabilities that the City is seeking from Vendors in each
functional area, grouped by SME area. These lists are not exhaustive and are intended to simply provide a
starting point for Vendors as they prepare product demonstrations. The precise Scope of Services to be
incorporated into the final contract will be based upon the above-noted Project Objectives and may be
subject to negotiations between the City and the successful Vendor(s).
Group 1: Recreation Management & Multi-Department Workflows
* Recreation Management
Program catalog, schedules, and registration for one and multi-day activities
o
Facility scheduling and user/rental fee tracking, including self-service functionality
o
Facilitate multi-department event coordination, including centralized calendar
o
Simplify Water Park sign-ups for swim lessons and annual passes
o
* External Payments
Daily integration with General Ledger and Accounts Receivable
o
Variety of in-person and online payment options, including POS with cash management
o
Support configurable fee management across departments
o
* Workflow Automation
Provide citizens with account-based, self-service, mobile-friendly workflows
o
Streamline cross-departmental work with automated, customizable, paperless processes
o
Integrations with various city systems, including the ability to take payments
o
* Agenda and Meeting Management
Automate the public meeting lifecycle and increase internal and external transparency
o
Group 2: Public Works & Fleet/Asset Management
* Fleet & Asset Management
Support container/component asset hierarchies, including linear and vertical assets
o
Full asset lifecycle tracking with title/insurance workflows and replacement schedules
o
Fleet-specific tracking, including vehicle check-out, service schedules, and fuel tracking
o
* 311 & Work Orders
Tasks and preventative maintenance scheduling, including recurring and one-off tasks
o
Submission of work orders from City departments (internal) and citizens (external)
o
Automatic task creation, cascading workflows, and auto-detect duplicate requests
o
* Community Development
End-to-end workflows for licensing, permitting, code enforcement, and planning & zoning
o
Automated inspection scheduling with ability to capture data in the field
o
* Stormwater & Wastewater Management
Stormwater/Wastewater-specific, focused on infrastructure and plant maintenance
o
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Group 3: Human Capital Management, Payroll/Benefits, & Scheduling
* Human Capital Management
Recruit-to-retirement information, process, and document management for all employees
o
Single platform for all HR functions
o
Robust self-service options for employees with various information access levels
o
* Payroll & Benefits
Self-service access for employees, including updating life events and benefit enrollment
o
Quick and accurate documentation creation, including paystubs and end-of-year tax forms
o
Configurability for overtime calculations, 24-hour shifts, and special income like tips
o
* Scheduling
Manager and employee scheduling with data flow from schedules to timesheets to payroll
o
Government-specific compliance rules, including FLSA and other federal requirements
o
Functionality to assign multiple supervisors and allow for employee-led schedule changes
o
Group 4: Financial Management, Procurement, Budgeting, & Reporting
* Financial Management
Modules for General Ledger, Accounts Payable/Receivable, and Fund/Project Accounting
o
Automated and/or streamlined bank workflows for reconciliation, ACH, fraud checks, etc.
o
Allow multi-fund and multi-entity accounting, interfund balancing & encumbrance tracking
o
Data services to review data and metadata structures, including Chart of Account
o
* Procurement & Contract Management
Align workflows with Purchase Policy and increase transparency for all stakeholders
o
Centralized contract tracking with workflow management and e-signature capabilities
o
AI-powered invoice capture (OCR) to populate invoice data for Accounts Payable
o
* Capital Planning, Budgeting, & Reporting
Capital project tracking with multi-year budgeting/cash flows and document management
o
Collaborative budget preparation with breakdowns by operations, personnel, and capital
o
Monthly reporting with attribute drill-down and streamlined annual report creation
o
Transparency tools, including a dynamic and intuitive public portal for financial information
o
In addition to the function-specific requirements listed above, the City has the following overall
requirements:
* Single point of entry for all information
* Cloud-based storage, audit-trail reporting, and mobile/ADA accessibility
* Ability to easily extract information, including both canned and customizable reports
* Integration of all relevant policies into workflows
* Migration of at least 3 years of data
* Bi-directional integration with Esri ArcGIS Online and ArcGIS Enterprise, where applicable
* Document management, including retention schedules and various permission levels
* Paperless automation for internal and external requests (event, vacation, travel, housing
assistance, etc.)
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The City expects each Vendor to provide services related to:
* Project Management
* Data Conversion
* Integration and Training
* Ongoing Support and Maintenance
4. Information Submission
Please submit the following information in PDF format, preferably in 10 pages or less:
* Brief company background and municipal experience
* Brief description of proposed solutions and project management approach
* Realistic implementation timeline, separated by module when applicable
* Pricing structure, including bundling/multi-year discounts and breakdowns by module and
recurring vs one-time costs
* Training and support services provided, including account management and SLA timeframes
* Vendor's AI philosophy and policies, including data governance and risk controls
* References from at least three municipal clients, preferably from a 100-mile radius from
McPherson and/or from municipalities of a similar size to McPherson
The City reserves the right to contact Vendors regarding price and scope clarification at any time
throughout the selection and negotiation process.
5. Evaluation Criteria
The Vendor shall indicate which functional areas (see 3: Scope of Work) their solution addresses.
Once the deadline has passed, the City will evaluate each comprehensive solution based on:
Weight Criteria Stakeholder
20% Alignment with project objectives & scope of work SMEs
20% Implementation strategy, support & training Financial Analyst, Reach
20% System maintenance, scalability, and security Reach
20% Vendor references and site-visits Other Cities, SMEs
20% Price and cost effectiveness Financial Analyst
The City may pursue reference checks and/or product demonstrations, to discuss and/or observe the
applications in an actual working environment. The City may also independently schedule a site visit
to a neighboring municipality that uses the Vendor's product.
Upon completion of the evaluation process, all Vendors will be notified of the City's final
decision. Once the final determination has been made, the City and Vendor(s) will enter into
negotiations in order to refine and finalize the terms and conditions of the contract. A Software
License Agreement or Statement of Work (SOW) will be negotiated and agreed upon between
both parties. Final approval of all plans, contracts, and purchases rests with the City
Commission.
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6. Submission Instructions
All Vendor information must be submitted electronically or in hard copy by November 4, 2026. Late
submissions and word-of-mouth (phone calls) will not be considered.
Submit to:
Jamie Makatche
Financial Analyst, City of McPherson
400 E. Kansas Avenue
P.O. Box 1008
McPherson, KS 67460
jamiem@mcpcity.com
7. Additional Information
Reservation of Rights
The City reserves the right to accept or reject any or all Vendors from consideration, waive any
irregularities or minor defects, and negotiate with the Vendor whose solution is deemed to align most
closely with the City's objectives. Selection will not be based solely on cost but will consider a
combination of pricing, qualifications, and scope of services offered.
The City reserves the right to modify the scope of work as it deems necessary during the course of
implementation. The Vendor shall notify the City of any additional price change, as well as any impact to
implementation and/or conversion schedule(s) related to the changed scope of work, prior to proceeding
with the scope change.
Timeline
All information submissions must be received by November 4, 2026. Product demonstrations
may be scheduled as soon as information is received from the Vendor. The City anticipates
making a final decision by December 15, 2026.
Additional Requirements
* Insurance and Indemnification
* Penalty for Late Delivery
The City of McPherson appreciates your interest in supporting the development of the City through this
critical initiative.
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