Request for Proposals Budget Software
| Agency: | Cumberland County |
|---|---|
| State: | Maine |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 2, 2026 |
| Due Date: | Feb 23, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Description | Opening Date/Time | Closing Date/Time |
|
Request for Proposals Budget Software Cumberland County is seeking proposals for budget preparation software. |
February 02, 2026 11:30 AM |
February 23, 2026 3:00 PM |
Attachment Preview
REQUEST FOR PROPOSALS (RFP)
FOR
BUDGET PREPARATION SOFTWARE
PROPOSALS DUE BY
3:00 PM ET, FEBRUARY 23RD, 2026
February 2nd, 2026
The County of Cumberland, Maine is requesting written proposals for budget preparation software.
The County will receive written sealed proposals for these services until 3:00 pm ET on February
23rd, 2026 at the Cumberland County Office, 27 Northport Drive, Portland Maine 04103, at
which time proposals will be opened in public.
The Request for Proposal (RFP) contains the key information and requirements for respondents to
address. It is the intent of the RFP process to receive proposals prepared in accordance with this
RFP and consistent with the scope of services and/or specifications required.
Included in the request:
• Sec. 1- Instructions
• Sec. 2- RFP Schedule
• Sec. 3- Background
• Sec. 4- General Terms and Conditions
• Sec. 5- Scope of Services and Special Conditions
• Sec. 6- Proposal Format and Forms
Page 2
Page 4
Page 5
Page 6
Page 10
Page 12
Please refer to all portions of the RFP for additional information and instructions on submitting a
proposal.
Copies of this RFP can be located on the County’s website:
https://www.cumberlandcountyme.gov/departments/finance___treasurer/bid_opportunities.php
or by emailing tgrover@cumberlandcounty.org. The County reserves the right to reject any and all
proposals or any part of a proposal should it be in the best interest of the County to do so.
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Section 1- INSTRUCTIONS
RESPONSE INSTRUCTIONS
Proposals must follow the rules and format established within this RFP. Adherence to these
rules will ensure a fair and objective analysis of all proposals. Failure to complete or comply
with any portion of this request may result in rejection of a proposal. Bidders must submit
their proposals in accordance with all sections of the RFP, including these instructions and
Section 6 - Proposal Format and Forms.
COSTS OF RFP PREPARATION AND SUBMISSION
Each Bidder shall be responsible for all costs incurred in order to prepare and submit their
response to this RFP.
PROPOSAL SUBMISSION
ONE (1) ORIGINAL SIGNED HARD COPY AND ONE (1) FLASH DRIVE
CONTAINING AN ELECTRONIC COPY OF THE BID PROPOSAL ARE
REQUIRED. The electronic copy must be a PDF and identical to the original signed copy.
All copies of the bid proposal must be contained in a single SEALED envelope/package
addressed and hand delivered or sent by certified mail to:
County of Cumberland
Attn: Theresa Grover, County Treasurer
27 Northport Drive
Portland ME 04103
The outside of the envelope/package must be clearly marked with the following: “Budget
Preparation Software RFP,” the Bidder’s name, and the bid due date. If alternative
proposals are offered by a Bidder, each proposal shall be submitted separately and comply
with all requirements in this RFP.
Bid proposals must be received by 3:00 pm ET, February 23rd, 2026. It is the sole
responsibility of the Bidder to see that their completed proposal is received by the closing
time. The County will in no way be responsible for delays caused by the mail carrier or any
other method of delivery. Any proposal received after the closing time will be eliminated
from consideration and returned to the Bidder unopened. Untimely proposals which are
opened in error will not be considered.
ADDITIONAL INFORMATION
Any questions, points of clarification, or requests for additional information must be made
in writing and submitted to:
County of Cumberland
ATTN: Theresa Grover
27 Northport Drive, Portland ME 04103
OR tgrover@cumberlandcounty.org
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Inquiries must be submitted by 3:00 pm ET, February 9th, 2026. The County will respond
to inquiries in writing by February 13th, 2026 and copies will be provided to individuals
that filed a timely intent to bid. If required, an addendum to this RFP will be issued.
EVALUATIONS
After the public opening of the proposals, an Evaluation Team comprised of County officials
and employees will evaluate the proposals and make a recommendation to the County
Commissioners. The County Commissioners are responsible for awarding any contract
pursuant to this RFP. Selected Bidders may be invited to make oral presentations to the
Evaluation Team and/or Commissioners during the evaluation process. The County
Commissioners may award any contract based on initial proposals received, without
discussion of such proposals.
The Evaluation Team will evaluate Proposals on a variety of quantitative and qualitative
criteria. Proposals will only be considered from respondents that demonstrate the ability to
perform the scope of services and/or meet the specifications outlined in this RFP. The County
reserves the right to investigate the financial condition, experience record, and personnel of
Bidders to determine the ability of a Bidder to perform the services required.
The County reserves the right to reject any and all Bids and to accept any Bid, or
portion of a Bid. Except as otherwise provided by law, the decision to award a contract
pursuant to this RFP will be based on a best-value analysis and the County’s purchasing
policies, taking into consideration the qualities of the goods or services to be supplied, their
conformity with the specifications in this RFP, the purposes for which they are required, and
the best interest of the County. The lowest priced proposal may not necessarily be selected.
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Section 2- RFP SCHEDULE
RFP Publication
Deadline to Submit Questions to County
and Deadline to File Intent to Bid Form
(optional)
Date of Written Response to Questions
Deadline for Receipt of Proposals/Opening
Time
Presentations (if required by County)
Award of Contract - Board of
Commissioners Meeting
Begin Service/Contract Start Date
February 2nd, 2026
3:00 pm ET, February 9th, 2026
February 13th, 2026
3:00 pm ET, February 23rd, 2026
TBD
March 16th, 2026
Anticipated April 1st, 2026
• Note: Dates and times of this schedule are accurate at the time of RFP
release. Dates are subject to change.
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Section 3- BACKGROUND
Cumberland County seeks proposals for an enterprise-grade financial budgeting and planning
platform that will serve as the County’s core financial planning system. The County currently
relies on spreadsheet-driven budgeting for County budget preparation. With the increasing
complexities in the County budget, the County’s objective is to acquire a platform that will
ensure financial data integrity across all budget categories, reduce manual reconciliation and
publishing, and create a scalable foundation for future financial reporting and disclosure.
Cumberland County’s budget is developed by the County Manager, reviewed by the Finance
Committee, and submitted to the County Commissioners for approval. The County operates on a
July 1st to June 30th fiscal year.
Cumberland County’s budget includes operational budgets for 16 County Departments,
including the Cumberland County Jail (jail funds are required by law to be accounted for
separately from the County’s General Fund). A separate set of spreadsheets is developed for each
department’s budget, which includes the Department coversheet, a summary page, and the
department budget breakdown. The coversheet includes general information on the department,
including personnel, department objectives, and the department’s total revenue and expenses.
The summary page includes a list of the department's line-item accounts (by account number)
with no line detail. Each line includes the following columns: the prior year’s budget, three prior
years’ actual expenditure in separate columns, the department head’s request for the upcoming
fiscal year, the County Manager’s recommendation, the Finance Committee’s recommendation,
and the final amount approved by the County Commissioners. The final section is the
department's breakdown of each line item, including detailed budget justifications. This page
also includes most of the columns listed on the summary page.
Each department’s budget is reflected on a master summary page that provides the total budget
expenditures and revenues for the County. The master summary page also contains historical and
current budgetary impacts on the County Tax, which is assessed through municipalities to
taxpayers in the County. The County shows the tax impact of the Jail and Cross Insurance Arena
separately, as well as the combined tax impact of the budget.
The County’s budget also includes summaries of enterprise accounts for certain departments that
are funded entirely through contract or grant programs, a 5-year Capital Improvement Plan, and
non-departmental debt service.
The County wishes to acquire budget preparation software that allows for it to maintain, more or
less, its existing budget format.
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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