The City is seeking written proposals to provide all or part of the following comprehensive, integrated computer information systems. The City estimates approximately 60 concurrent users will have writing authorization in the new system; plus 3 users with administrative rights. In addition, user accounts for employees will be needed for them to access any self-service features. There are currently approximately 360 full time employees (some are included in the 60 concurrent users) and approximately 200 part time employees. The City currently uses software from Tyler EDEN installed on an in-house Microsoft server.
The City will consider implementing the following modules in a phased approach:
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General Ledger
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Payroll
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Human Resources
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Accounts Payable
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Accounts Receivable
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Cash Receipts
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Purchasing
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Budget
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Projects and Grants
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CAFR Reporting
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Treasury Management
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Fixed Assets
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Inventory
Schedule of Events
The following proposed schedule outlines the RFP process. The City reserves the right to modify this schedule.
January 10, 2023:
Issue RFP
January 24, 2023:
Deadline for Notification of Interest
January 31, 2023:
Deadline for written questions regarding RFP
February 7, 2023:
City responses to questions due to Vendors
February 15, 2023:
Response Due Date
February 16, 2023:
RFP Opening
February 28, 2023:
Selection of Finalists
March 6-April 5, 2023:
Vendor finalist’s demonstrations
April 24, 2023:
Recommendation to City Council/Contract Award
April 25, 2023:
Contract Begin “Notice to Proceed
December 31, 2024:
Completion Date (final payment, including retention payments)
Rules of Preparation
The written proposal must follow the rules and format established within this RFP; however, the City is receptive to any additional suggestions pertaining to phasing and scheduling of application development, equipment installation, software implementation, additional related capabilities, and alternative methods of obtaining any portion of the system requirements. Additional pages that might assist the City with evaluating qualifications may be attached. Nonconformance with the rules and format established within this RFP might disqualify the vendor; however, an unsatisfactory response to any one section will not necessarily disqualify a proposal.
This RFP states the scope of the City of Alhambra requirements and specifies the general rules for preparing the written proposal. Responses will be objectively evaluated based on the Vendor’s responses to the RFP. The written proposal should clearly demonstrate how the software/hardware/firmware and system support proposed could best satisfy the requirements of the City.
Notification of Interest
A Notification of Interest (Attachment I) must be sent to the City’s Project Leader by email to glennp@cityofalhambra.org
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or by mail to Glenn Paik, City of Alhambra, 111 South First Street, Alhambra, CA, 91801. The Notification of Interest must be received no later than the date indicated in the Schedule of Events, in order to establish contact information for prospective bidders. Vendors not submitting a Notification of Interest may be disqualified from participation in the RFP process.
Written Questions Regarding the RFP
Questions regarding the RFP should be submitted in writing to the City’s Project Leader. Questions will not be answered in any telephone call or as part of a one-on-one process. City staff will assemble all written questions into a single addendum document and will provide the answers to all Vendors who have submitted a Notification of Interest. Questions must be received in writing (hard copy or via e-mail) by the City’s Project Leader no later than the date indicated in the Schedule of Events.
Questions submitted via email should be sent to
glennp@cityofalhambra.org
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Questions submitted in writing should be sent to Glenn Paik, City of Alhambra, 111 South First Street, Alhambra, CA, 91801.
No interpretation made to any respondent as to the meaning of the RFP shall be binding on the City unless repeated in writing and distributed as an addendum by City. Interpretations and/or clarifications shall be requested in writing from the City’s Project Leader and will be provided to all Vendors.
Inquiries
Glenn Paik is the Project Leader for this project. All inquiries relating to administrative, functional application, and technical requirements should be directed to Mr. Paik, as follows:
Glenn Paik
Information Technology Specialist II
City of Alhambra
111 South First Street
Alhambra, CA 91801
Phone: 626-570-3261
Fax: 626-308-4868
E-mail: glennp@cityofalhambra.org
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Submission
The written proposal should include all attachments and exhibits, submitted as follows: one bound original and three bound copies.
This package should be sealed and marked “Proposal for ERP Financial Software and Implementation Services. Do Not Open With Regular Mail” and delivered to: City of Alhambra – City Clerk’s Office, 111 South First Street, Alhambra, CA 91801, no later than 5:00 p.m. Pacific Standard Time on Wednesday, February 15, 2023.
Proposals will be opened Thursday, February 16, 2023, and will not be evaluated before that time. Vendors are encouraged to deliver the sealed package as early as possible to the City Clerk’s Office. There is no advantage in waiting until the final date/time for submission. Written proposals received after the Closing Date and Time will not be considered. Unless resulting from a material change made by City in writing, modifications or corrections received after the Closing Date will be rejected.
