Cloud- Based Enterprise Resource Planning(ERP) System

Background

The City of Petersburg, Virginia, is seeking information regarding Cloud-Based Enterprise Resource Planning (ERP) solutions suitable for small to mid-sized municipal governments. The City currently uses the BAI ERP system for its financial and administrative operations and aims to transition to a modern, cloud-based ERP system to enhance reliability, usability, security, and sustainability. Approximately 50 ERP users across various departments will utilize the new system.

Work Details

Vendors are requested to provide high-level, non-binding information on the following areas:

Vendor Overview

Company name, headquarters location, years of experience providing ERP systems to local governments, approximate number of municipal ERP clients, and experience with Virginia cities or counties.

ERP Solution Overview

Name and version of proposed ERP solution(s), cloud deployment model (SaaS, hosted, or hybrid), core system architecture description, and summary of cybersecurity/data protection standards (e.g., SOC 2).

Functional Capabilities

Availability of functions such as General Ledger, Budgeting, Purchasing, Accounts Payable, Fixed Asset Accounting, Project and Grant Management, Human Resources, Payroll, Utility Billing, Planning, Permitting and Inspections, Code Enforcement, Asset Management, Work Orders, Facilities Management, Fleet Management, Tax Assessment (Real Estate and Personal Property), Tax Assessment (Business License), Tax Billing, Accounts Receivable and Collections. Vendors may also identify additional functions commonly used by municipal governments.

Implementation Approach

Typical implementation timeline for a city with approximately fifty users; overview of implementation methodology; data migration approach; training and change-management support provided to customers.

Support and Maintenance

Description of customer support model; hours of support; escalation procedures; approach to system upgrades/enhancements; availability of Virginia-based or regional support resources.

Cooperative Contract Information

Existing cooperative contracts under which their ERP solution is available to local governments. - Budgetary Information (Non-Binding): Typical one-time implementation costs; typical annual subscription or licensing costs; key factors influencing total cost of ownership.

Period of Performance

Responses are due by June 5, 2026.

Place of Performance

City of Petersburg, Virginia.

Bidder Requirements

Vendors must provide information regarding their qualifications and experience with ERP systems for local governments. There are no specific set-aside certifications mentioned in the RFI.