The City of Del Mar (City) is seeking proposals from qualified software vendors, systems integrators, implementation partners, and/or Value-Added Resellers (Proposers/Vendors) to provide rights to use an Enterprise Resource Planning (ERP) System (Solution) and provide related implementation and support services for the City. The purpose of this Request for Proposal (RFP) is for the City to replace its current ERP system with the selected system and complete the implementation and integration process to provide a smooth transition while ensuring uninterrupted City operations. Optional Pre-Proposal Vendor TeleconferenceAn optional pre-proposal vendor teleconference will be held by the City on Thursday, December 5, 2024, at 2:00 p.m. PST. Vendors interested in participating shall register at this link https://forms.office.com/r/zv9nBnzbC7 and will receive a Zoom link prior to the meeting. InquiriesQuestions and inquiries regarding this RFP must be received by 5:30 p.m. PST on Thursday, December 12, 2024, and directed in writing via email to Senior Management Analyst Kseniia Izgarskaia at document.write('kizgarskaia'+'@'+'delmar.ca.us')For security reasons, you must enable JavaScript to view this E-mail address.. All inquiries must reference RFP 2024-09 ERP System and Implementation Services in the title or subject line. Questions and inquiries submitted over the telephone will not be accepted. Submittal RequirementsProposals are due on or before Thursday, January 2, 2025, no later than 5:30 p.m. PST and should be submitted via email to Senior Management Analyst Kseniia Izgarskaia at document.write('kizgarskaia'+'@'+'delmar.ca.us.The')For security reasons, you must enable JavaScript to view this E-mail address. submittal must reference RFP 2024-09 ERP System and Implementation Services in the title or subject line. Facsimile submittals will not be accepted.
Background
The City of Del Mar, incorporated in 1959, is a Charter Law City located just north of San Diego, California. The City employs approximately 66 full-time and 90 part-time employees and has a total budget of $42.2 million for the Fiscal Year 2024-2025.
The City is seeking proposals from qualified software vendors to replace its current Enterprise Resource Planning (ERP) system with a new solution that ensures uninterrupted operations. The existing Tyler Eden system is scheduled to sunset in March 2027, necessitating the transition to a new ERP system that can integrate various functions including financials, utility billing, and payroll.
Work Details
The selected vendor will provide rights to use an ERP system and related implementation services. The project includes:
- Acquisition of an integrated 'off the shelf' or 'Best of Breed' ERP solution that meets core requirements with minimal modifications.
- Implementation services including best practices guidance, data conversion, system configuration, training, testing, project management, and interface development.
- Required modules include Finance (General Ledger, Budgeting Control, Accounts Payable/Receivable), Utility Billing (Rates Management, Billing Management), and Payroll/Human Resources (Position Control, Employee Master File).
- Optional modules may include Contract Management and Asset/Inventory Management.
- Data conversion from the existing Tyler Eden system for historical records spanning up to 10 years for personnel records and 5 years for financial records.
- Ongoing maintenance and support post-implementation.
Period of Performance
The anticipated timeline for implementation starts in April 2025 with a go-live date for some modules in January 2026 and full implementation by January 2027.
Place of Performance
The contract will be performed within the City of Del Mar, California.
