The vendor required to provide enterprise resource planning (ERP) system to demonstrate successful experience in leading government enterprise system modernization projects, including overall project management, process assessment, process improvement, needs assessment, detail functional and technical requirements, procurement strategies, RFP development, solution selection assistance, and contract negotiations.
- Requirement:
1. Needs assessment, future state, and gap analysis
• The focus of this phase is to define the functional and technical requirements necessary to streamline and optimize the city’s operations.
• The consultant will:
1. Document current state (as- is):
o Analyze and document existing business processes, workflows, and current system integrations across all city departments.
o Conduct interviews and workshops with key stakeholders and functional departments to capture pain points and improvement opportunities.
2. Define future state (to-be):
o Develop proposed functional and technical requirements aligned with best practices and modernization goals.
o Assess data migration strategy and requirements for transitioning from legacy systems to the new ERP solution.
o Include cybersecurity and compliance considerations in all technical requirements.
3. Conduct gap analysis:
o Identify gaps between current capabilities and desired future state requirements.
• Major outcomes of this phase include the development of the city’s functional and technical requirements to achieve the agreed upon future state, a business case with cost estimates for a suitable ERP solution, a proposed project plan, and timeline.
• The document should fully describe all types of resources commitments that will be required of staff.
o Conduct interviews and workshops with key stakeholders and functional departments.
o Document current workflows, pain points, and system integrations.
o Identify process improvements and best practices.
o Determine whether the city is best served by one integrated system or multiple connected solutions.
o Develop business cases with realistic cost estimates.
o Prepare a proposed project plan and timeline including resource commitments and recommended staff augmentation.
o Provide risk assessment and mitigation strategy.
o Consultant shall develop a comprehensive change management plan including communication strategies, training programs, and departmental change champions to ensure smooth transition for existing employees.
2. Development and solution selection
• Recommend procurement strategy scope which fully supports future state business processes.
• Develop and prepare one or more request(s) for proposals (RFP) for enterprise software solutions(s) and implementation services that will allow for thorough comparison of all qualified vendors and support the city’s desired procurement structure, including collaborative proposals between software vendor(s) and implementation partner(s), as appropriate.
• The RFP must be prepared in compliance with the city purchasing code and applicable state statutes.
3. Contract advisory support
• Performance-based milestones.
• Risk mitigation strategies, including cybersecurity and compliance clauses.
• Clear deliverables and timelines.
4. Executive project manager, (alternate)
• The city may, at its sole discretion, extend the consultant’s services to provide implementation advisory and executive level oversight to guide the city through the implementation of the selected software solutions and assist with the identification and assessment of process changes necessary during the enterprise solution(s) deployment.
• Perform the duties of an executive project manager through all phases of this project, ending with the successful completion of the city’s enterprise systems modernization initiative.
• Act as a liaison between various stakeholders including but not limited to the project team, vendor(s) and city staff and council.
• Work with vendor and project team to develop and manage a comprehensive project plan, detailing project stages, milestones and resources.
• Manage the change management process with oversight from the CFO for both the project and the selected vendor contract(s).
• Ensure adequate knowledge transfer to city staff to configure, manage, operate and support the new enterprise solution.
• Provide project status reports, deliver presentations, act as public information officer to media, city council, other outside agencies, and community members, as deemed appropriate by the executive stakeholders.
• Provide on-site assistance and training to staff and system users, as deemed appropriate by the executive stakeholders.
- Budget: $150,425,935
- Questions/Inquires Deadline: February 9, 2026
