Town of Coaldale - Request for Proposal - MUNICIPAL ENTERPRISE RESOURCE PLANNING SOFTWARE

Strategic Drivers 1. Coaldale has used Serenic Software’s “Bellamy” Enterprise Resource Planning (“ERP”) solution for 16 years to support core business processes such as finance, budgeting, payroll, property taxes, utility services, municipal services, service requests, projects and work orders, fixed assets, and reporting. Coaldale intends to replace this ERP solution with a modern, complete municipal financial software that is user- friendly for both staff and residents. Project Objectives 2. With this Request for Proposal (“RFP”), Coaldale intends to replace its existing financial ERP system with a modernized solution that is designed around best practices and catered to municipalities. The goal is to streamline and improve processes that result in timely, accurate, and easy-to-access information. The new ERP system should achieve the following high-level objectives: a. Provide a new, complete financial municipal ERP solution with a remapped, robust General Ledger (GL) that includes modules and/or connected applications for tax, utilities, accounts payable, accounts receivable, payroll, animal licenses, business licenses, tangible capital assets, and asset management functionality (projects/work orders). b. Include a user-friendly and intuitive online portal for residents to submit service requests and to look up their account including tax and utilities, permit applications, and other information connected to their municipal account. c. Increase the usefulness and ease of use of the ERP by staff, reduce staff time spent on integrations and fixes, and stabilize maintenance and support services costs. 3. In addition to the functionality identified above, Coaldale requires the proponent to provide all professional services associated with the solution, including but not limited to: a. Project planning and management b. Best practices guidance c. Installation d. Systems configuration e. Integrations f. Data conversion g. Testing h. Implementation i. Training and manuals j. Commitment to a Service Level Agreement for maintenance and support services If there are opportunities for time/cost savings by having Coaldale staff perform some activities, please include this information as part of the proposal.