The City of Eastvale (City) is seeking proposals from qualified firms and organizations (Proposers) to provide a proven, modern, robust and integrated Enterprise Resource Planning (“ERP”) solution and related implementation services to replace the City's existing ERP environment. The ERP solution will support the City’s finance, human resources, payroll, and related administrative operations.
The City is seeking a Software-as-a-Service (“SaaS”) solution and related professional services necessary for successful implementation, including project management, system configuration, business process review, data conversion and migration, integration development, testing, training, documentation, go-live support, and post-implementation support.
The objectives of the proposed solution should include the following:
A. A modern, integrated ERP platform supporting finance, human resources, and payroll operations.
1. Finance: General Ledger Accounting, Bank Management and Reconciliation, Purchasing / Procurement, Vendor Management, Contract Management, Accounts Payable, General Billing / Accounts Receivable, Budget, and Fixed Asset Management.
2. Human Resources: Core HR, Position Control, Employee Master File, Benefits Administration, Leave Administration, Personnel Actions, and Employee Self-Service.
3. Payroll: Pay Administration / Salary Management and Payroll Processing.
B. Streamlined and automated business processes using configurable workflow and industry best practices.
C. Reduced redundant data entry and reliance on manual processes and spreadsheets.
D. Robust reporting, analytics, dashboards, inquiry, and drill-down capabilities.
E. Improved employee and new vendor self-service capabilities.
F. Secure mobile and browser-based access, where appropriate.
G. Integration with retained City applications using documented APIs or other standardized integration methods.
H. Improved system security, auditability, internal controls, and regulatory compliance.
I. Scalable platform capable of supporting the City's future operational needs.
The City is also requesting proposals for certain optional functionality which may be implemented at the City’s discretion. This includes:
· Project Accounting;
· Fleet Management;
· Inventory Management;
· Recruitment;
· Onboarding;
· Time and Attendance; and
· Offboarding.
Modules identified as optional are optional for the City to select and purchase but are not optional for the Proposer to address and price in Attachments A and B of this RFP, provided the Proposer offers the applicable functionality.
Detailed functional, technical, integration, and data conversion requirements are also included in Attachment A – Eastvale ERP Requirements.
MINIMUM QUALIFICATIONS
Proposers must meet the following minimum qualifications. Proposers that do not meet the minimum qualifications may be disqualified from further consideration.
A. Proposer must have been continuously engaged in providing public-sector ERP software and ERP implementation services for a minimum of five (5) years.
B. Proposer must be able to provide the services detailed in the Scope of Services section of this RFP, either directly or through clearly identified subcontractors or partners.
EX PARTE COMMUNICATION
Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned RFP Administrator, and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids.
The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s).
QUESTIONS AND REQUESTS FOR INFORMATION OR CLARIFICATION
Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.
Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab.
General process questions may be directed to the following RFP Administrator:
Karla Lopez, Purchasing Manager
kalopez@eastvaleca.gov
