Phase One Enterprise Resource Planning (ERP) Finance and HR Replacement and Implementation Services

T C
OWN OF LAYTON
REQUEST FOR PROPOSALS
RFP #700-Admin-2026-18
Project Title: Phase One RFP for Enterprise Resource Planning (ERP) Finance
and Human Resources Replacement and Implementation Services
Issue Date: May 1, 2026
Due Date: Friday, June 12, 2026 at 3:00 pm ET
Issuing Department: Town Administration
Direct all inquiries concerning this RFP to: solicitations@townofclaytonnc.org
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Table of Contents
1. INTRODUCTION ............................................................................. Error! Bookmark not defined.
1.1 Purpose ........................................................................................ Error! Bookmark not defined.
1.2 Background ............................................................................... Error! Bookmark not defined.
1.3 Definitions .................................................................................. Error! Bookmark not defined.
1.4 Project Objectives .................................................................. Error! Bookmark not defined.
1.5 RFP Timeline ............................................................................. Error! Bookmark not defined.
1.6 Questions .................................................................................... Error! Bookmark not defined.
1.7 Non-Mandatory Pre-Proposal Vendor Teleconference ........Error! Bookmark not
defined.
1.8 Submittal Requirements and Contact Information .................Error! Bookmark not
defined.
2. SCOPE OF SERVICES ...................................................................... Error! Bookmark not defined.
2.1 Functional Areas ..................................................................... Error! Bookmark not defined.
2.2 Alternate Proposals, Partnerships and Proposers of Subsets of Functionality
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2.3 Town and Project Staffing ................................................. Error! Bookmark not defined.
2.4 Deployment Model ................................................................ Error! Bookmark not defined.
2.5 Number of Users ..................................................................... Error! Bookmark not defined.
2.6 Potential Phasing and Target Live Dates .................. Error! Bookmark not defined.
2.7 Current Applications Environment .............................. Error! Bookmark not defined.
2.8 Project Management Documentation ......................... Error! Bookmark not defined.
2.9 Budget ........................................................................................... Error! Bookmark not defined.
2.10 Personnel ................................................................................. Error! Bookmark not defined.
2.11 Software Upgrades.............................................................. Error! Bookmark not defined.
2.12 Performance Review ......................................................... Error! Bookmark not defined.
3. QUALIFICATIONS PACKAGE ..................................................... Error! Bookmark not defined.
3.1 Request for Qualifications Required Document Format ......Error! Bookmark not
defined.
4. PROPOSAL EVALUATION ........................................................... Error! Bookmark not defined.
4.1 Evaluation Process ................................................................ Error! Bookmark not defined.
4.2 Clarification and Discussion of Proposals ................ Error! Bookmark not defined.
4.3 Evaluation Criteria ................................................................ Error! Bookmark not defined.
5. NOTICE TO PROPOSERS REGARDING RFP TERMS AND CONDITIONS ............Error!
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5.9 Non-Discrimination Clause ............................................... Error! Bookmark not defined.
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5.12 Compliance with Federal, State, County, and Local Laws..Error! Bookmark not
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5.13 Patents and Copyrights .................................................... Error! Bookmark not defined.
5.14 Invalid, Illegal, or Unenforceable Provisions....... Error! Bookmark not defined.
5.15 Town Property ...................................................................... Error! Bookmark not defined.
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5.17 Ownership of Data and Transition ............................ Error! Bookmark not defined.
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5.24 No Obligation, Right of Rejection, and Multiple Award ......Error! Bookmark not
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5.28 Proposer Expenses ............................................................. Error! Bookmark not defined.
5.29 Proposer Acceptance ......................................................... Error! Bookmark not defined.
5.30 Data Privacy and Security Compliance .................... Error! Bookmark not defined.
5.31 Data Breach Detection and Notification ................. Error! Bookmark not defined.
5.32 Personnel Records Confidentiality ............................ Error! Bookmark not defined.
5.33 Public Records and Records Retention ................... Error! Bookmark not defined.
5.34 FERPA and Student Employee Records ................... Error! Bookmark not defined.
5.35 Medical, ADA, and Accommodation Data ............... Error! Bookmark not defined.
5.36 I-9 and Immigration Compliance ................................ Error! Bookmark not defined.
5.37 Vendor Use and Restrictions on Town Data ......... Error! Bookmark not defined.
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1. INTRODUCTION
1.1 Purpose
The purpose of this Request for Proposals (RFP) is to identify a qualified vendor to provide a modern,
secure, and scalable Enterprise Resource Planning (ERP) platform for Finance and Human Resources for
the Town of Clayton with a strong preference for SaaS or cloud capabilities.
Due to the Town's diverse workforce, including public safety personnel with non-standard schedules and
seasonal or temporary employees, the proposed solution must support payroll processing capabilities
delivered through either native ERP functionality or integration with a third-party payroll solution.
This solicitation represents Phase One of the Town's broader enterprise systems modernization strategy.
Through this phased approach, the Town seeks to modernize critical business systems in a manner that
balances functionality, risk, organizational capacity, and long-term sustainability, while establishing a
strong foundation for future enterprise and operational systems integration.
The Town intends to leverage modern technology to strengthen internal controls, improve operational
efficiency, enhance reporting and transparency, and support effective decision making across the
organization. Subsequent, separate solicitation(s) may address additional enterprise and operational
systems as part of the Town's overall modernization program. This direction reflects the Town's strategic
objective to reduce reliance on on-premise infrastructure, enhance cybersecurity posture, and ensure
long-term sustainability and maintainability.
1.2 Background
The Town of Clayton is a municipality located in Johnston County, North Carolina, approximately 15 miles
southeast of Raleigh and within the greater Research Triangle region. The Town operates under a
council-manager form of government and provides a comprehensive range of municipal services,
including public safety, public works, cultural arts, parks and recreation, utilities, and administrative
functions.
The Town places a strong emphasis on fiscal responsibility, customer service, and the effective use of
technology to support efficient, transparent, and sustainable operations. As Clayton continues to
experience growth and organizational complexity, the Town is seeking qualified firms with demonstrated
experience implementing ERP solutions for public sector organizations of comparable size and
operational scope.
The Town of Clayton currently serves an estimated 31,732 residents and employs approximately 600
individuals across full-time, part-time, and seasonal positions. These figures represent baseline
assumptions for ERP sizing, configuration, licensing, and implementation planning under this solicitation.
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Since 2015, the Town's population has increased from approximately 18,313 residents to 31,732
residents, reflecting sustained and above average growth over the past decade. Regional projections for
Johnston County indicate continued long term population growth through 2050. While updated
municipal level projections based on the most recent population vintages are not yet available, Clayton's
historical growth trends underscore the need for enterprise systems that are scalable and adaptable over
time.
For planning purposes, Proposers should assume continued moderate growth in population, staffing
levels, system users, and transaction volumes over the life of the proposed solution. All population,
staffing, and usage data included in this RFP are provided for planning and comparative evaluation
purposes only and do not represent guaranteed or fixed projections.
The Town seeks an ERP solution capable of meeting current operational requirements while remaining
scalable, flexible, and cost effective as service demands and organizational size increase. Population data
reflects the best information available at the time of RFP release. The County/State Population projects
(vintage 2025) can be found: County/State Population Projections | NC OSBM last updated January 2026.
Table 01: Statistics
No. Area Statistic
1 Operating Budget Approx. $141,169,000
2 Population Served Approx. 32,000
3 Total FTEs 352
4 Fiscal Year July 1 - June 30
5 Number of Departments 21
1.3 Definitions
In order to simplify the language throughout this RFP, the following definitions shall apply:
ADDENDA - Written instruments issued by the Town prior to the date for receipt of Proposals that
modify or interpret the RFP documents by addition, deletions, clarification, or corrections.
CONTRACT DOCUMENTS - The RFP, submitted Proposals, including any diagrams, Addenda, and a form
of agreement between the Town and the Contractor, including all change orders, insurance certificates,
exhibits, amendments, and attachments.
CONTRACTOR - The Contractor(s)/consultant(s) that may be awarded a contract to provide software
system(s) and professional services to implement the ERP System for the Town.
DAYS - Means calendar days unless otherwise specified.
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ENTERPRISE RESOURCE PLANNING SYSTEM (ERP) - Means the financial management and human
resource information software system that is described in this RFP and in the Attachments hereto.
PROJECT - The project to configure and implement the ERP System for the Town as described in this RFP
and in the Attachments hereto.
PROJECT SCOPE - Scope of services to be provided by the Contractor(s).
PROPOSAL - A complete and properly signed Proposal to provide goods, commodities, labor, or services
for the sum stated and submitted in accordance with the RFP.
PROPOSER or VENDOR - The person, Contractor, corporation, partnership, or other entity submitting a
Proposal on items listed in the RFP documents and thereby agreeing to meet the specified Contract
terms and conditions if awarded the contract.
SERVICES or WORK - All services to be performed by the Contractor to successfully complete the Project
to the satisfaction of the Town.
SUBCONTRACTOR or SUBCONSULTANT - Any individual, corporation, company, or other entity that
contracts to perform work or render services to a Contractor or to another subcontractor as part of this
Contract with the Town.
TOWN - Town of Clayton, North Carolina.
TOWN EVALUATION COMMITTEE - The team of Town staff that will participate in the review, evaluation,
and scoring of proposals and subsequent evaluation processes, including demonstrations and reference
checks.
TOWN PROJECT MANAGER - The person designated by the Town to be the Town Project Manager
assigned to act on behalf of the Town during the term of the resulting Contract.
VENDOR - See "PROPOSER."
1.4 Project Objectives
The overall goal of this project is to modernize the Town of Clayton's enterprise systems environment by
leveraging current technology to improve efficiency, consistency, transparency, and service delivery
across Town departments. The Town seeks to replace its current core Finance and Human Resources
systems, including payroll processing capabilities, with a modern solution or combination of solutions
that supports core business functions, reduces operational risk, and establishes a sustainable foundation
for future needs.
This effort is intended to extend beyond technology replacement and includes reviewing, refining, and
aligning business processes, policies, and procedures with system functionality and recognized public
sector best practices. The Town is seeking a solution and implementation approach that supports both
effective system adoption and long-term operational improvement, leveraging modern, cloud-based
platforms that support scalability, security, and sustainability.
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For purposes of this solicitation, references to "modern" or "current technology" are intended to reflect
solutions that demonstrate current industry standards in usability, configurability, integration
capabilities, reporting functionality, and vendor supported update cycles.
Key Objectives and Desired Outcomes
The objectives of this project include, but are not limited to, the following: (Not all listed functionality is
expected on Day One.)
* Improve operational effectiveness by providing timely, accurate, and reliable information to
Town leadership, staff, residents, customers, and vendors.
* Increase efficiency and productivity by reducing manual processes, eliminating redundant data
entry, and streamlining routine tasks through automation and standardized workflows.
* Enhance business processes by aligning system functionality with industry best practices and
enabling consistent, system enforced procedures.
* Leverage vendor expertise during implementation to review, refine, and align business processes
and related policies and procedures with system capabilities and best practices.
* Strengthen reporting and decision making through improved data visibility, dashboards,
analytics, and modern reporting tools.
* Support internal and external communication by improving access to information and
interaction with employees, vendors, and other stakeholders.
* Reduce long term operating costs and complexity by consolidating systems where appropriate,
improving maintainability, and minimizing ongoing training and support requirements.
* Improve usability and accessibility through modern, intuitive user interfaces and role based
functionality.
* Enable scalability and integration to support future system enhancements and interoperability
with other enterprise and operational applications.
* Strengthen governance, security, and compliance through improved internal controls,
auditability, and system enforced policies, including role-based security aligned with
departmental responsibilities.
* Support successful implementation and adoption through comprehensive planning,
configuration, data conversion, training, and structured change management.
Primary Challenges in the Current Environment:
* The Town's current on premises system lacks modern cloud and SaaS capabilities, limiting
reporting, analytics, mobility, and real-time visibility.
* Key financial, payroll, and HR processes rely on manual work arounds, spreadsheets, and emails,
increasing operational and audit risk.
* Limited system integration results in redundant data entry, disconnected budget and position
data, and inconsistent reporting.
* The absence of standardized workflows, self-service functionality, and system enforced controls
creates inefficiencies and compliance risks.
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To address these challenges, the Town has initiated a structured effort to plan for, select, and implement
a modernized enterprise systems environment. Section 2 - Project Scope outlines the features,
functionality, and professional services required to support this initiative.
1.5 RFP Timeline
Provided below is a list of the anticipated schedule of events related to this solicitation. The Town of
Clayton reserves the right to modify and/or adjust this schedule to meet the needs of the project. All
times shown are Eastern Time (ET):
RFP Process Date and time
RFP Release Date May 1, 2026
Non-Mandatory virtual pre-proposal meeting Tuesday, May 12, 2026, at 11:00 am
Deadline to submit questions Tuesday, May 19, 2026, at 5:00 pm
Addendum with answers to questions posted Tuesday, May 26, 2026
Deadline for submissions Friday, June 12, 2026, at 3:00 pm
Shortlist Vendors Notified Week of July 13, 2026
Vendor Demonstrations Weeks of August 10th and 17th 2026
1.6 Questions
Requests for clarification and questions regarding this RFP must be received by the Town no later than
the deadline identified in Section 1.5, "RFP Timeline." Questions submitted after this deadline will not
be considered.
All questions related to this solicitation must be submitted in writing via email only to the individuals
identified below. Questions submitted by telephone will not be answered.
Emails submitting questions must include the following subject line:
"RFP #700 Admin 2026 18 - Enterprise Resource Planning (ERP) Replacement and Implementation
Services Questions."
Contact Name Email Address
Kate Offerdahl-Joyce (BerryDunn) Kate.Offerdahl-Joyce@BerryDunn.com
Town of Clayton solicitations@townofclaytonnc.org
Failure to request clarification or submit questions by the deadline specified in the RFP Timeline shall be
considered the Proposer's acceptance of all requirements, terms, and conditions contained in this RFP.
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The Town will issue written addenda, if applicable, reflecting responses to submitted questions. All
addenda will be posted on the North Carolina eVP website. Only information provided through a written
addendum issued by the Town shall be considered authoritative and binding.
It is the responsibility of each Proposer to periodically check the NC eVP website for addenda and to
ensure that all addenda have been reviewed and acknowledged, if required, as part of the proposal
submission.
1.7 Non-Mandatory Pre-Proposal Vendor Teleconference
A non-mandatory Pre-Proposal Vendor Teleconference will be held on Tuesday, May 12, 2026, at 11:00
am EST.
Vendors that are interested in participating in the Pre-Proposal Vendor Teleconference shall contact
BerryDunn in writing (kate.offerdahl-joyce@berrydunn.com and solicitations@townofclaytonnc.org) to
request the teleconference information.
Emails submitting to request teleconference participation must include the following subject line:
"RFP #700-Admin-2026-18 - Enterprise Resource Planning (ERP) Replacement and Implementation
Services Teleconference."
The format of the Pre-Proposal Vendor Teleconference will be an overview presentation of the RFP, its
contents, the RFP Schedule of Events, and additional topics. Following the presentation, Vendors will be
able to ask questions related to the RFP or the overall process. The Town will attempt to answer all
questions at that time, but answers provided shall not be binding. Following the Pre-Proposal Vendor
Teleconference, the Town will post online the material questions asked and their respective answers in
an addendum.
1.8 Submittal Requirements and Contact Information
Proposals must follow the format defined in Section 3, Qualifications Package, and must be submitted
electronically as described below.
Email Submissions:
Proposers may submit one (1) or more proposals in response to this RFP. Multiple proposals may be
submitted when a Proposer is offering distinct solutions, implementation approaches, deployment
models, or payroll delivery options. Each proposal shall be complete, standalone, and capable of
independent evaluation.
For each proposal submitted, the Proposer shall provide:
* one (1) electronic Technical Proposal, and
* one (1) electronic Price Proposal.
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Technical and Price Proposals associated with different solution approaches must be submitted as
separate emails, clearly labeled, separate files. Each proposal must comply with all requirements of this
RFP unless explicitly noted in the proposal.
All proposal files must be submitted via email to the following recipients:
* solicitations@townofclaytonnc.org
* kate.offerdahl-joyce@berrydunn.com
The subject line of each submission email must read:
"RFP #700-Admin-2026-18 - Enterprise Resource Planning (ERP) Replacement and Implementation
Services Proposal - [Proposer Name] - [Proposal Identifier]"
Electronic Proposal Submission Requirements
(a) Submission Method. Proposals shall be submitted by email to the address identified in this
Solicitation. The subject line shall include the Solicitation Number and Proposer name. If multiple emails
are used, each must be clearly labeled (e.g., "Part 1 of 2").
(b) Official Time of Receipt. The official time of receipt shall be the timestamp recorded by the Town of
Clayton's email system. All times are Eastern Time (ET). Proposals received after the stated deadline, as
determined by the Town's system, shall be rejected.
(c) Proposer Responsibility. The Proposer is solely responsible for ensuring timely and complete delivery.
The Town is not responsible for delays or non-delivery due to technical issues, including file size limits,
transmission errors, or security filters.
(d) File Integrity. All files must be complete, readable, and accessible. Proposals containing corrupt,
unreadable, blocked, or missing attachments at the time of receipt shall be deemed non-responsive
unless corrected prior to the deadline.
(e) Non-Receipt. Proposals not received by the Town's email system, including those rejected or
quarantined, shall be considered not received.
(f) No Waiver. The Town may, at its sole discretion, request resubmission only for issues attributable to
the Town's systems and only if it does not compromise fairness. This does not waive the deadline or any
material requirement.
The Town reserves the right to evaluate, select, or negotiate one or more proposals submitted by a single
Proposer independently.
The table below specifies the required file formats and recommended naming conventions for all
proposal files.
Proposal Naming and File Formats
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