Enterprise Resource Planning (ERP) System, Grants Management System, and Implementation Services
| Location: | California |
|---|---|
| Posted: | Oct 22, 2026 |
| Due: | Nov 16, 2026 |
| Agency: | Ventura County Transportation Commission |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
Request for Proposals
Enterprise Resource Planning (ERP) System, Grants Management System, and Implementation Services
The Ventura County Transportation Commission (VCTC) is requesting proposals from qualified vendors to provide a modern Enterprise Resource Planning (ERP) system, a Grants Management System (GMS), and implementation services. The RFP, functional requirements, cost proposal form, and draft professional services agreement are available for download below. Questions and requests to attend the optional pre-proposal conference go to Lupe Acero, Finance Director, at lacero@goventura.org .
Key Dates
Documents
- Released: September 14, 2026
- Pre-proposal meeting: September 28, 2026, 10:00 AM (PT) — optional
- Questions due: October 12, 2026, by 3:00 PM (PT)
- Answers issued: November 2, 2026
- Proposals / Bids due: November 16, 2026, by 3:00 PM (PT)
- Anticipated award: March 2027 (anticipated Commission approval)
Meeting information
To attend the pre-proposal conference, email Lupe Acero, Finance Director, at lacero@goventura.org with your name and title, company name, email, and phone number.
Attachment Preview
VENTURA COUNTY TRANSPORTATION COMMISSION
Request for Proposals
For
Enterprise Resources Planning System, Grant Management System,
and Implementation Services
Lupe Acero
Finance Director
Ventura County Transportation Commission
751 East Daily Drive, Suite 420
Camarillo, CA 93010
Table of Contents
Introduction and Overview ........................................................................................................................... 4
Process and Instructions ............................................................................................................................... 9
Proposal Submittals .................................................................................................................................... 12
Proposal Evaluation Process ....................................................................................................................... 21
Rights Reserved........................................................................................................................................... 22
Appendices.................................................................................................................................................. 23
Introduction and Overview
Purpose of the RFP
The Ventura County Transportation Commission (VCTC) is issuing this Request for Proposals (RFP) to
solicit responses from qualified vendors to provide a modern Enterprise Resource Planning (ERP) system
and a best-of-breed Grants Management System (GMS), including all associated software,
implementation services, and ongoing support. The awarded contract, (hereinafter referred to as
“Contractor”) shall be consistent with the Sample Professional Service Agreement, Appendix C, terms,
conditions and scope of work. The agency reserves the right to award one or more contracts for this
service.
VCTC’s existing software, Sage 50, requires reliance on manual processes, spreadsheets, and
workarounds to meet operational, reporting, and compliance needs. The purpose of this RFP is to
identify a solution that will replace the existing systems and provide an integrated, scalable platform that
improves operational efficiency, enhances data visibility, and supports VCTC’s evolving financial and
programmatic responsibilities. Key objectives include addressing limitations in workflow automation,
reporting, document attachment, project and grant management, and system integration, while
reducing reliance on manual processes and improving transparency.
VCTC intends to procure a solution(s) that includes, but is not limited to:
• Software licensing or subscription services for ERP and GMS solutions
• System implementation, configuration, and deployment
• Data conversion and system interface services
• Testing, training, and knowledge transfer
• Post-implementation support and maintenance
VCTC intends to pursue a solution strategy that includes a core ERP system for financial and
administrative functions and grant management capabilities sufficient to address the complexity of
VCTC’s grant management processes, including grant budgeting, expense invoicing, reimbursement
tracking, and compliance reporting. VCTC recognizes that grant management functionality may be
provided through an ERP grant management module, a best-of-breed grant management system
integrated with the ERP, or a stand-alone grant management system proposed by a grant
management system provider. ERP providers may submit proposals with or without a native grant
management module; however, if an ERP provider does not offer grant management functionality
sufficient to meet VCTC’s requirements, the ERP provider should include a qualified third-party grant
management system partner as part of its proposal. Grant management system providers may submit
proposals independently without an ERP partner. In all cases, proposers must clearly describe how
their proposed solution or combination of solutions will meet the required functionality described in
this RFP and the Functional Requirements Workbook.
The selected vendor(s) shall demonstrate the ability to deliver a modern solution that supports
integrated workflows, real-time reporting, improved internal controls, and long-term scalability to meet
VCTC’s current and future operational and regulatory needs. VCTC prefers a cloud-based or software-as-
a-service (SaaS) solution for the ERP and GMS; however, VCTC will also consider on-premise solutions
that meet the requirements for the GMS only. Vendors offering either deployment model are
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encouraged to submit proposals, provided their proposed solution satisfies the functional, technical,
implementation, support, and cost requirements described in this RFP and its attachments.
Background
VCTC was established by Senate Bill 1880 (Davis), Chapter 1136 of the California Public Utilities Code in
September 1988. VCTC became operational on January 1, 1989, assuming the resources and
transportation responsibilities of the Ventura County Association of Governments (VCAG).
VCTC is responsible for establishing transportation policies, setting priorities, and coordinating activities
between the various transportation operators, agencies, cities, and the County. Its mission is to improve
mobility within the county and increase funding to meet transportation needs. VCTC controls and/or
reviews the allocation of federal, state, and local funds for highway, transit, rail, aviation, bicycle, and
other transportation projects including but not limited to Congestion Mitigation and Air Quality
Improvement Program funds (CMAQ), State Transportation Improvement Program funds (STIP), Surface
Transportation Program funds (STP), Transportation Development Act funds (TDA), State Transit
Assistance funds (STA), State of Good Repair (SGR), Federal Transit Administration funds (FTA), etc. VCTC
is also designated to act as the Airport Land Use Commission (ALUC), the Consolidated Transportation
Service Authority (CTSA), the Sales Tax Authority, and the Congestion Management Agency (CMA).
VCTC is currently governed by a seventeen-member board composed of one elected official from each of
the County’s ten cities, all five County Supervisors, and two citizens. In addition to the above
membership, the Governor appoints an Ex-Officio member to the Commission, usually the Caltrans
District Director.
VCTC has a staff of 25 full-time employees. All accounting functions are performed in-house by the
Finance Director, Accounting Program Manager, and Senior Accountants.
VCTC maintains a General Fund, five special revenue funds (Local Transportation Fund, State Transit
Assistance Fund, State of Good Repair Fund, Service Authority for Freeway Emergencies Fund, Santa
Paula Branch Line Fund), and two proprietary funds (VCTC Intercity and Valley Express).
The VCTC adopts an annual budget as required by law and utilizes it as a management tool to analyze
financial activity for its fiscal year ending June 30th.
For more information about VCTC, please visit our website at www.goventura.org.
Project Objectives
VCTC seeks to implement a modern ERP system and a GMS to support its financial, operational, and
reporting needs as the organization continues to evolve.
As VCTC’s programs, funding responsibilities, and reporting requirements have expanded over time, the
organization has identified opportunities to enhance its system environment to better support integrated
workflows, data accessibility, and long-term scalability. This initiative is intended to build upon existing
processes and establish a cohesive platform that aligns with VCTC’s current and future operational
needs.
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The primary objectives of this project are as follows:
• Modernize Core Financial Systems: Implement a comprehensive, cloud-based ERP solution that
supports general ledger, budgeting, accounts payable, accounts receivable, cash management,
fixed assets, financial reporting, and other operations within a unified system environment.
Contractors shall structure proposals to include software installation, configuration, testing, staff
training, report development, data migration, systems interface development and technical
support after system go-live.
• Enhance Grant and Project Management Capabilities: Implement a GMS to support the full
lifecycle of grant administration (post grant award), including tracking award amounts,
obligations, budgets and disbursements. Generate invoices, payment records and financial
reports for grantees. Support compliance and audit requirements for federal, state and local
grants. Enable automated billing cycles and reminders. Contractors shall structure proposals to
include software installation, configuration, testing, staff training, report development, data
migration, systems interface development and technical support after system go-live.
• Increase Process Integration and Efficiency: Streamline business processes by enhancing system
integration and enabling more standardized and automated workflows across departments,
reducing reliance on external tools, and improving consistency.
• Improve Reporting and Data Accessibility: Provide robust, real-time reporting and dashboard
capabilities that support decision making.
• Strengthen Internal Controls and Auditability: Enhance financial controls, approval workflows,
and audit trails to support compliance with federal, state, and local funding requirements.
• Enable System Interfacing and Data Consistency: Support integration with existing and future
third-party systems to ensure consistent, accurate data across VCTC’s operational environment
and facilitate efficient data sharing.
• Support Organizational Efficiency and Scalability: Provide a solution that improves staff
productivity, supports evolving program needs, and can scale with VCTC’s future growth and
regulatory requirements.
• Ensure Successful Implementation and Adoption: Deliver a structured implementation
approach that includes comprehensive planning, data conversion, testing, training, and post go-
live support to promote effective system adoption and long-term success.
Proposals should demonstrate a solution that aligns with these objectives and demonstrates the ability
to support VCTC’s core functions while providing a flexible and sustainable platform for future
operational and technological advancement.
Current Environment
VCTC currently utilizes Sage 50 as its primary financial management system. The system supports core
accounting functions, including general ledger, accounts payable, accounts receivable, and financial
reporting. In addition to the core financial system, VCTC relies on a combination of spreadsheets and
supplemental processes to support key operational activities, including grant tracking, project
accounting, and reporting.
Statistics and Volumes
The following information is provided to assist vendors in understanding the size, complexity, and
anticipated usage of the proposed solution(s).
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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