Town of Hinton - Request for Proposal - 2025 ERP Solution Accounting and/or Payroll Software

Town of Hinton is seeking an ERP solution that includes full cycle accounting software focusing on municipal services including but not limited to taxation, utilities, cemetery management and a citizen self-serve portal. Additionally, seeking a payroll HRIS software module(s) that includes employee self-serve. Proponents are encouraged to submit proposals for: Option 1 - Products including Accounting and Payroll modules Option 2 - Products for Accounting only (no payroll modules) Option 3 - Products for Payroll only (no accounting modules) PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS 1.1 Invitation to Proponents This Request for Proposals (the “RFP”) is an invitation by the Town of Hinton (“the Municipality”) to prospective proponents to submit proposals for 2025 ERP Solution Accounting and/or Payroll Software as further described RFP Particulars (Appendix D) (the “Deliverables”). APPENDIX D – RFP PARTICULARS A. THE DELIVERABLES The Town is looking for Financial Software that has a central data base for all financial transactions and seamlessly integrates with Citi wide asset management software and has tested and proven integration with Badger water meters, as well as the capabilities to adapt to new metering systems as the Town moves towards residential water meters. Requirements: Complete municipal financial ERP system that included modules for: Option 1 General Ledger, Cash Receipts, Tax System, Utility System, Business Licensing, Accounts Payable, Accounts Receivable, Automation Toolkits (uploads; taxes, cash receipts, meter reads, vendor invoices), Cemetery Management, Purchase Orders Bank Reconciliation, Online Citizen Portal, Payroll / HRIS system Employee Self Serve Option 2 General Ledger, Cash Receipts, Tax System, Utility System, Business Licensing, Accounts Payable, Accounts Receivable, Automation Toolkits (uploads; taxes, cash receipts, meter reads, vendor invoices), Cemetery Management, Purchase Orders, Bank Reconciliation, Online Citizen Portal Option 3 Payroll / HRIS system, Employee Self Serve B. MATERIAL DISCLOSURES N/A C. MANDATORY SUBMISSION REQUIREMENTS 1. Submission Form (Appendix B) Each proposal must include a Submission Form (Appendix B) completed and signed by an authorized representative of the proponent. 2. Pricing (Appendix C) Each proposal must include pricing information that complies with the instructions contained in Pricing (Appendix C). 3. Other Mandatory Submission Requirements N/A D. MANDATORY TECHNICAL REQUIREMENTS Be cloud based and all servers must be located in Canada. Preference may be given to software companies who hold and internationally recognized security certificate. (ISO/IEC 27001) Company must be ISO27001 Certified, have mobile application compatibility (iPhone & Android) have artificial intelligence program (AIP) capability and integration to communicate with current, new, and future software programs. Software must allow for a variety of user permissions ranging from “full administrative” to “viewing only” Must be compatible with Microsoft 365. E. PRE-CONDITIONS OF AWARD Subject to an award of the contract, the successful proponent is required to submit the following documentation in a form satisfactory to the Town of Hinton within ten (10 working days after being notified in writing to do so: a) Insurance documents, comprehensive general liability insurance on an occurrence basis for an amount not less than $5,000,0000 and shall include the Town as an additional insured with respect to successful proponent operations, acts and omissions relating to its’ obligations under the contract, such policy to include non-owned automobile liability, personal injury broad form property damage, contractual liability, owners. In addition to general insurance, successful bidders will be requested to provide proof of cyber security insurance and any business interruption insurance. F. RATED CRITERIA The following sets out the categories, weightings and descriptions of the rated criteria of the RFP. Proponents who do not meet a minimum threshold score for a category will not proceed to the next stage of the evaluation process. Rated Criteria Category Weighting (Points) Minimum Threshold i. Experience, Qualifications, Software Capability 21 points N/A ii. Municipal References 06 points N/A iii. Security metrics 26 points N/A Pricing (See Appendix C for details) 47 points N/A Total Points 100 points N/A Suggested Proposal Content for Non-Price Criteria Provide detailed information regarding software capability and flexibility. Itemized list of proposed services / deliverables. Proposed approach to implementation with anticipated dates for the system to be online with data transfer from the existing systems complete. Capabilities in providing instant information, building, a strong customer relationship including ongoing customer service and allotted annual service hours. A detailed schedule of fees outlining all associated costs and timelines. i. Experience and Qualifications Each proponent should provide the following in its proposal: (a) a brief description of the proponent; (b) a description of its knowledge, skills and experience relevant to the Deliverables; and (c) the roles and responsibilities of the proponent and any of its agents, employees and sub-contractors who will be involved in providing the Deliverables, together with the identity of those who will be performing those roles and their relevant respective expertise. ii. References Each proponent is requested to provide three (3) references from clients who have obtained goods or services similar to those requested in this RFP from the proponent in the last 2] years. iii. The municipality reserves the right to conduct a financial check on a proponent and disqualify any proponent whose financial capacity is not acceptable to the Municipality.