The City of Monterey (“City”), a charter city located in the County of Monterey, is seeking proposals from qualified firms offering the functionality and features identified herein to replace the City’s current Enterprise Resource Planning (ERP) system.  The City seeks a qualified firm (“Proposer”) with the experience, expertise, and qualifications to provide a fully integrated, proven ERP solution along with the professional services necessary to complete the ERP implementation.

Note: this is a reposting of an RFP from October 11, 2024. Proposers will use this posting to participate in responses to this RFP.

With this RFP, the City seeks to replace its existing Tyler Eden system with a proven, state-of-the-art, on-premises or software as a service (SaaS) ERP solution.  The proposed ERP system should provide the following integrated functionality (meaning that the individual components of the system utilize a shared repository of information and processes to ensure that all users have access to the same information, that redundant data entry is not required and that each of the components has a similar “look and feel”):

• • • • Financial Management: including but not limited to: General Ledger / Accounting, Budget, Accounts Purchasing / Procurement, Vendor Management, Contracts Management, Accounts Payable including Vendor Self Service, Accounts Receivable / General Billing, Cashiering / Cash Management, Capital Accounting, Project and Grant Accounting, Fixed Assets Management, Bank Management / Reconciliation, Customer Online Payment Portal
        • Including standard workflow, inquiries and reporting across the platform
      • Payroll Processing: including Pay Administration / Salary Management, Time and Attendance, Payroll Execution, Year-End Processing (W2s, 1099s)
        • Including standard workflow, inquiries and reporting across the platform
      • Human Resources (HR) Management: including but not limited to: Core HR, Position Control, Recruitment, Employee On-boarding, Employee Master File, Benefits Administration, Leave Administration, Learning Management and Certification, Performance Reviews, Personnel Actions, Employee Self Service, Employee Separation / Off-boarding
        • Including standard workflow, inquiries and reporting across the platform
      • Business Licensing:  Including standard workflow, inquiries, customizable calculations, online payments, and reporting across the platform

The City also desires to obtain the services of outside firms or individuals to provide to the City a full range of ERP-related services including the following:

• • • • Project Management
      • Software Installation and Configuration
      • Business Process Review and Redesign
      • Implementation Consulting
      • Data Conversion Services
      • Acceptance Testing Support
      • End User Training
      • Documentation
      • Report Writing
      • Software Maintenance and Post-Implementation Support

Proposers should identify in their proposal any additional services to be provided either during or following the proposed solution implementation.

The City’s goals include gaining efficiencies and updating existing processes; improving the timeliness, accuracy, and consistency of information; and improving internal operations.  The new ERP system should meet the following objectives, at minimum:

• • • • Provide a single, comprehensive and integrated solution to manage the City’s financial and human resources functions;
      • Reduce or eliminate the need for redundant data entry;
      • Reduce or eliminate the need for manual input when preparing the annual budget and financial statements;
      • Provide an up-to-date, user friendly and intuitive user interface to promote system use and productivity;
      • Streamline business processes to take advantage of best practices through automation, integration, and workflows;
      • Provide interface capabilities with online third-party systems used for permitting, recreation, dog license, business license, and other applications;
      • Improve and provide necessary reports and access to data through inquiry or drill down capabilities; and
      • Provide a vendor self-service portal and an employee self-service portal.

The City will consider and evaluate both on-premises solutions and Software as a Service (SaaS) implementation models. SaaS solutions are preferred; however, Proposers must clearly identify and discuss proposed mitigations for any challenges raised by a SaaS implementation with respect to the City’s existing technology infrastructure and the stated required integrations.