Enterprise Resource Planning (ERP) System Software

REQUEST FOR PROPOSALS
RFP# 0619-093026
Enterprise Resource Planning (ERP) System Software
Proposal Release Date
Monday, July 13, 2026
Mandatory Pre-Bid Meeting
Tuesday, July 28, 2026 @ 1pm, EST
City Hall Auditorium
City of Nashua
229 Main Street
Nashua, NH 03061
or via ZOOM
Proposal Submittal Due Date
Wednesday, September 30, 2026 @ 3pm EST
To
Amy Girard, Purchasing Manager
City of Nashua
229 Main St
Nashua, NH 03061
603-589-3330

City of Nashua
REQUEST FOR PROPOSALS
RFP# 0619-093026
Enterprise Resource Planning (ERP) System Software
Introduction
The City of Nashua, NH, herein referred to as "the City", is seeking proposals from qualified vendors that
possess outstanding qualifications, experience and knowledge to provide a fully integrated, Windows-
based, ERP system that includes a full suite of Financial, Payroll, Human Resources, Tax and Utility Billing
modules. Additional aspects are also of interest, such as Document Management, Licensing and
Permitting, Event Management and Timekeeping. The specific functional areas and services requested in
this Request for Proposal (RFP) are detailed in Section II - Scope of Work.
Objectives
The City is looking to upgrade or replace its current system(s) with a fully integrated cloud-based solution
which embeds best business practices in the software. The City is interested in vendors that can
incorporate as many of the functional areas that are detailed in Section II - Scope of Work. In the event
that a functional area is not available, integration with the City's existing systems will be considered. To
maintain security of the City's infrastructure, the names of the existing systems will only be revealed to
the successful bidder.
The proposed solution should have demonstrated successful implementations in at least 5 cities and 5
school districts within the past five years, who are similar in size, requirements and complexity. This
solution should be highly configurable to meet the varying needs of the City.
The awarded contract will be with the ERP vendor as the prime contractor. If the ERP vendor wishes to
use an integration partner, the City would prefer that the partner be a subcontractor to the ERP vendor.
The City will reserve the right to accept or reject any proposed partners, while retaining the ERP vendor's
solution.
The proposed solution is to be used by all City departments, including School District, DPW, Police, Fire,
and Library. For this reason, all departments' needs shall be given adequate consideration in the
development of project policies and activities. Stakeholder input from each department will be sought
throughout the project.
Proposals submitted in response to this RFP, including the vendor's responses to the Requirements
matrices, will be included as part of the final contract terms for the selected vendor.
The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding
to this RFP. All proposals become the sole property of the City. This RFP is not a binding contract and
alone shall not be interpreted as such.
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City of Nashua
Table of Contents
Introduction .............................................................................................................................................. 2
Objectives ................................................................................................................................................. 2
Section I - Background and General Information ......................................................................................... 6
Organization Overview ............................................................................................................................. 6
Project Background ................................................................................................................................... 6
Table 1 - Transactional Statistics .............................................................................................................. 7
Project Timeline ........................................................................................................................................ 8
Section II - Scope of Work ............................................................................................................................ 9
Use of Artificial Intelligence ...................................................................................................................... 9
Requirements ............................................................................................................................................ 9
Financial Components ......................................................................................................................... 10
Human Resources/Payroll Components ............................................................................................. 12
Billing Components ............................................................................................................................. 15
Software Solution Components .............................................................................................................. 16
Project Management Services ................................................................................................................ 16
Planning .................................................................................................................................................. 17
Implementation Plan .............................................................................................................................. 17
System Integration Plan .......................................................................................................................... 18
Data Conversion Plan .............................................................................................................................. 18
Table 2 - Data Conversion ...................................................................................................................... 19
Data / System Interface Plan .................................................................................................................. 20
Table 3 - Current Interfaces ............................................................................................................... 20
Test Plan .................................................................................................................................................. 23
Training Plan ........................................................................................................................................... 23
Documentation ....................................................................................................................................... 23
Pre and Post Go-Live Support ................................................................................................................. 24
Section III - RFP Guidelines and Schedule .................................................................................................. 25
Table 4 - Proposal Timeline ................................................................................................................ 27
Section IV - RFP Evaluation ......................................................................................................................... 30
Evaluation Method ................................................................................................................................. 30
Short List Selection .............................................................................................................................. 30
Demonstration Scenarios .................................................................................................................... 30
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City of Nashua
Final Selection ..................................................................................................................................... 30
Solution Confirmation / Best and Final Offer...................................................................................... 30
Contract Negotiation .......................................................................................................................... 31
Evaluation Criteria ................................................................................................................................... 31
Stage 1 ................................................................................................................................................. 31
Stage 2 ................................................................................................................................................. 31
Stage 3 - (short-listed vendors only) .................................................................................................. 32
Section V - RFP Response Requirements and Format ................................................................................ 33
Table 5 - Response Format ................................................................................................................. 33
Title Page ................................................................................................................................................. 33
Letter of Transmittal ............................................................................................................................... 34
Table of Contents .................................................................................................................................... 34
Executive Summary ................................................................................................................................. 34
Company Background and Experience ................................................................................................... 34
Project Understanding ............................................................................................................................ 35
Project Staffing and Organization ........................................................................................................... 35
Project Work Plan and Schedule ............................................................................................................. 36
System Description ................................................................................................................................. 39
System Functionality ............................................................................................................................... 39
Table 6 - Requirements Worksheets rating legend ............................................................................ 40
Software Maintenance, Updates and Support ....................................................................................... 40
Cost Proposal .......................................................................................................................................... 41
Client References .................................................................................................................................... 41
Exhibits .................................................................................................................................................... 41
Section VI - City of Nashua Standard Contract Terms ................................................................................ 42
Definitions ............................................................................................................................................... 42
Independent Contractor Status .............................................................................................................. 42
Standard of Care ..................................................................................................................................... 42
City of Nashua Representative ................................................................................................................ 43
Changes to Scope of Work ...................................................................................................................... 43
City of Nashua Cooperation .................................................................................................................... 44
Discovery of Conflicts, Errors, Omissions, Ambiguities, or Discrepancies .............................................. 44
Termination of Contract ......................................................................................................................... 44
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City of Nashua
A. Termination, Abandonment, Or Suspension at Will ....................................................................... 44
B. Termination for Cause .................................................................................................................... 45
C. General Provisions for Termination ................................................................................................ 46
Dispute resolution ................................................................................................................................... 46
No damages for Delay ............................................................................................................................. 47
Insurance ................................................................................................................................................. 47
Indemnification ....................................................................................................................................... 48
Fiscal contingency ................................................................................................................................... 48
Compensation ......................................................................................................................................... 48
Compliance with applicable laws ............................................................................................................ 49
Nondiscrimination ................................................................................................................................... 49
Assignment, transfer, delegation, or subcontracting ............................................................................. 49
City inspection of contract materials ...................................................................................................... 50
Disposition of contract materials ............................................................................................................ 50
Public records law, copyrights, and patents ........................................................................................... 50
Final acceptance...................................................................................................................................... 51
Taxes ....................................................................................................................................................... 51
Non-waiver of terms and conditions ...................................................................................................... 51
Rights and Remedies ............................................................................................................................... 52
Prohibited Interests ................................................................................................................................ 52
Third Party Interests and Liabilities ........................................................................................................ 52
Survival of rights and Obligations ........................................................................................................... 53
Severability .............................................................................................................................................. 53
Modification of contract and Entire Agreement .................................................................................... 53
Choice of Law and Venue ........................................................................................................................ 53
Bond ........................................................................................................................................................ 53
Data Security ........................................................................................................................................... 54
Confidentiality ......................................................................................................................................... 54
Appendix A - Requirements Worksheets ................................................................................................... 55
Appendix B - Pricing Format ....................................................................................................................... 56
Appendix C - Client References .................................................................................................................. 57
Appendix D - State and Federal Reporting ................................................................................................. 62
Appendix E - RFP Checklist ......................................................................................................................... 63
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City of Nashua
Section I - Background and General Information
Organization Overview
Located 45 minutes from Boston on Route 3, The City of Nashua, New Hampshire (often called the "Gate
City") covers 32 square miles in Hillsborough County and along the Merrimack River in southern New
Hampshire. It is the second largest city in New Hampshire and is the center of a diverse and dynamic
population of about 90,000, with an operating budget of approximately $384M. The City is governed by
an elected Mayor and an elected Board of Aldermen. The Board of Aldermen is the governing body of the
City of Nashua and as such is the policy-making entity of the City, except where otherwise expressed in
the City Charter. The Board of Aldermen consists of nine (9) ward aldermen elected for a term of two
years at every municipal election and six (6) at-large aldermen elected for a term of four years.
The Board of Education is the governing body for the City's dependent school district with an enrollment
of approximately 10,000 students, with the Board of Aldermen approving the annual budgets.
Project Background
The City's current ERP system is housed on-site and includes applications Account, Cashiering, Human
Resources, Payroll, Reporting, Procurement Inventory. Over the years, the City has had to incorporate
additional system to cover such items as Budgeting, Waste Water Billing, Property Tax Billing (including
the Abatement, Credits & Exemptions, and the Lien process), Welfare, Vital Records & Contracts, Licensing
& Permitting, Code Enforcement, Land Management Systems, Timekeeping & Scheduling, and Document
Management.
With the current version of the ERP system coming up on End of Life (EOL) in 2030, it is prudent that the
City conducts an adequate review of current ERP systems available today. As technology changes, the
City is looking for a modern scalable solution that will increase efficiencies, consolidate many of its
different systems, and lower total cost of ownership. It's imperative that a new solution satisfies the
needs across the entire organization, consisting of City, School District, DPW, Police, Fire and Library.
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City of Nashua
Table 1 - Transactional Statistics
Financial: Payroll/Human Resources:
Category Value Category Value
Full-time users Number of full and part time
3500
225 employees
Concurrent licenses Number of payroll checks processed
110,000
104 per year
Number of actively used funds Number of PAF's processed each
12,500
450 year
Number of legal entities 1 Number of pay codes 471
Number of actively used budget Number of deduction codes
440
cost centers - annual operating 155
Number of actively used budget Number of job rate classes
1,200
cost centers - multi-year projects 290 (Active Positions)
Number of assets, liability and Number of job applications received
4,100
equity accounts 2,000 per year
Number of revenue accounts 1,275 Number of Evaluation Cycles 2
Number of transfer accounts Number of Training Classes offered
>200
100 per year
Number of recurring journal
vouchers (daily, weekly and most
monthly) 1,400
Number of A/P checks processed Other:
per year 19,600
Number of purchase orders Number of commercial customers
3,000
created per year 7,400 receiving monthly utility bill
Number of fixed assets Number of residential customers
21,000
1,988 received quarterly utility bill
Number of grants received Number of tax bills mailed out every
200 28,900
year (July and December)
Number of vendors 15,000
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City of Nashua
Project Timeline
The City feels that a phased approach for implementation is the best option given the varying deadlines
of each department. Dealing with both calendar year and fiscal year terms, it is virtually impossible for
the City to convert to a new system simultaneously. For planning purposes, the City has identified a total
implementation timeframe spanning 48 months from contract acceptance for the successful completion
of all activities. The core financial functions would be migrated first, with HR and Payroll functions
following behind. The vendor is requested to assess and confirm this timeframe or suggest other optimum
timelines that more readily support the vendor's proposed solution and associated resource
requirements. It is also the vendor's responsibility to work with City staff to update interfaces with all
systems (current ERP, etc.) to continuously support the City's operations throughout this project as
proposed modules are implemented. It is the intent of this RFP to incorporate as many of the separate
systems as possible that the City currently utilizes into a single cohesive system.
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City of Nashua
Section II - Scope of Work
Use of Artificial Intelligence
The City embraces the use of Artificial Intelligence (AI) in software applications under the guidelines that
no confidential, proprietary, or personally identifiable information is ever submitted to public AI platforms
at any time.
The Contractor may use AI tools to support software development activities such as code generation,
documentation, testing, debugging, and requirements analysis, provided that all AI-generated outputs are
reviewed, validated, and approved by qualified personnel before delivery. AI shall be used solely to
improve efficiency and productivity and shall not replace professional judgement, quality assurance, or
compliance with applicable laws, regulations, contractual requirements, and organizational standards.
The Contractor must identify the extent of AI being utilized in the proposed solution and knowingly
remains fully responsible for the operation, accuracy, security, originality, and quality of all deliverables
of any AI content or AI-assisted tools.
Requirements
The City intends to acquire and implement a suite of applications that will meet present and future needs.
The selected vendor will implement a system that is based on proven solutions that use current
technologies. The software vendor's solution must be inclusive of data conversions, software installation,
configuration, and licensing and any related professional services.
The City expects to award a maintenance contract for ten (10) years with five (5) one-year options to
renew.
It is imperative that the vendor's ERP solution must offer the following:
* All modules should be fully functional solutions with workflow management that will provide
multiple levels of processes and approvals
* Security functionality in the system should be flexible, provide controls that meet the latest
auditing standards and are in accordance with best practices in the industry
* Seamlessly integrate employee access across the City's multiple Windows Active Directory
domains using single-sign-on (SSO) and existing multi factor authentication (MFA) technologies
* Basic financial processes such as closing year-end and opening new fiscal year should be
automated and require no developer intervention
* All systems quoted should provide user defined fields and full export functionality into Excel and
pdf as well as provide flexible standardized reporting
* The system should provide customized ad-hoc report writing capabilities
In addition, the vendor's solution must substantially meet the following requirements that the City deems
to be critical and the vendor must make a statement to this effect in their proposal:
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City of Nashua
Financial Components
Accounts Payable
* Common vendor master file with the purchasing module
* Integration with core financial modules
* Budget checking functionality on non-purchase order transactions
* Ability to generate required warrants for city and school district
* Ability to create recurring invoice transactions
* Fully functional 1099 tracking and generation
* Catch duplicate invoices
* Works with document management functionality
* Integration with supporting software
* Automatic uploading of invoicing into software by the vendor
* Multiple payment type options (Check, ACH, Credit Card)
* Upload capability
* Utility billing tracking and reporting
* Workflow approval
* Ease of closing the fiscal year
* Open receiver report
Budget Management
* Ability to develop multiple year budgets, 3, 5 and 10-year forecasts
* Integration with core financial modules, as well as human resources, payroll and timekeeping
* Base line budget generation along with what-if scenario and flexible forecasting functionality
* Ability to generate payroll forecasts with what-if scenarios that are linked to both position
control and payroll for real-time costing - this can be in the budget, payroll or human
resources modules
* Ability to cost multiple contracts based on position and contract provisions/rules
* Ability to present and manage budgets in a variety of formats including program budgeting
* Detail line item by department budget capability (needs assessment into budget)
* Budget presentment for department proposed and adopted budget
* Multiple fund budget capability
* Narrative and table capability
* Workflow for budget approval with open positions and current staff
* Capital project projection
* Replace City's existing Budget Management system or Integrate
Bank Reconciliation
* Flexible file import functionality to accommodate bank data formats
* Ability to generate required reporting
* Bank reconciliation program
* Credit Card reconciliation
* Student activity reconciliation
* Upload capability
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