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

Location:	North Carolina
Posted:	Apr 30, 2026
Due:	Jun 12, 2026
Agency:	Clayton town
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Solicitation No:	700-Admin-2026-18
Publication URL:	To access bid details, please log in.

Bid Number:	700-Admin-2026-18
Bid Title:	Phase One Enterprise Resource Planning (ERP) Finance and HR Replacement and Implementation Services
Category:	Request for Proposals
Status:	Open

Description:

The Town of Clayton, North Carolina is soliciting proposals from qualified firms for Phase One Enterprise Resource Planning (ERP) Finance and Human Resources Replacement and Implementation Services.

This Request for Proposals (RFP) seeks a modern, secure, and scalable ERP solution to replace the Town’s existing core Finance and Human Resources systems, including payroll functionality, with a strong preference for Software-as-a-Service (SaaS) or cloud-based solutions. This solicitation represents Phase One of the Town’s broader enterprise systems modernization initiative.

Issue Date: May 1, 2026
Proposal Due Date: Friday, June 12, 2026, at 3:00 PM Eastern Time

Proposals must be submitted electronically via email only to For security reasons, you must enable JavaScript to view this E-mail address. and received by the Town by the stated deadline. Late submissions will not be accepted.

A non-mandatory virtual pre-proposal meeting will be held on Tuesday, May 12, 2026, at 11:00 AM Eastern Time. Instructions for participation are included in the RFP.

All questions regarding this RFP must be submitted in writing via email no later than Tuesday, May 19, 2026, at 5:00 PM Eastern Time, in accordance with the instructions in the RFP. Responses to questions will be issued through a written addendum posted on the Town of Clayton Bidding Portal.

All communications regarding this solicitation must be directed to:
Email: For security reasons, you must enable JavaScript to view this E-mail address.

The Town of Clayton reserves the right to reject any or all proposals, to waive informalities, and to make one or more awards as deemed to be in the Town’s best interest.

Publication Date/Time:

4/30/2026 12:00 AM

Closing Date/Time:

6/12/2026 3:00 PM

Attachment Preview

TOWN OF CLAYTON

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

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

Error! Bookmark not defined.

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!

Bookmark not defined.

5.1 Indemnification....................................................................... Error! Bookmark not defined.

5.2 Records and Audits ............................................................... Error! Bookmark not defined.

5.3 Incurred Expenses ................................................................. Error! Bookmark not defined.

5.4 Authorized Signatures......................................................... Error! Bookmark not defined.

5.5 Rights to Submitted Material........................................... Error! Bookmark not defined.

5.6 Confidential Information ................................................... Error! Bookmark not defined.

5.7 Waiver of Claims ..................................................................... Error! Bookmark not defined.

5.8 Applicable Law......................................................................... Error! Bookmark not defined.

5.9 Non-Discrimination Clause............................................... Error! Bookmark not defined.

5.10 Force Majeure........................................................................ Error! Bookmark not defined.

5.11 Policy Compliance............................................................... Error! Bookmark not defined.

5.12 Compliance with Federal, State, County, and Local Laws..Error! Bookmark not

defined.

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.

5.16 Rights of Use ........................................................................... Error! Bookmark not defined.

5.17 Ownership of Data and Transition ............................ Error! Bookmark not defined.

5.18 Data Privacy and Security............................................... Error! Bookmark not defined.

5.19 Termination for Cause...................................................... Error! Bookmark not defined.

5.20 Appropriation of Funds ................................................... Error! Bookmark not defined.

5.21 Conflicts of Interest ............................................................ Error! Bookmark not defined.

5.22 E-Verify Clause ...................................................................... Error! Bookmark not defined.

5.23 Federal Funds ........................................................................ Error! Bookmark not defined.

5.24 No Obligation, Right of Rejection, and Multiple Award......Error! Bookmark not

defined.

5.25 Communications .................................................................. Error! Bookmark not defined.

5.26 Lobbying................................................................................... Error! Bookmark not defined.

5.27 Gifts and Favors.................................................................... Error! Bookmark not defined.

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.

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.

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

1 Operating Budget

2 Population Served

3 Total FTEs

4 Fiscal Year

5 Number of Departments

Statistic

Approx. $141,169,000

Approx. 32,000

352

July 1 – June 30

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.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Daily notification on new contract opportunities

With GovernmentContracts, you can:

Find more opportunities and win more business
Receive daily alerts for all new bid opportunities
Get contract opportunities matched to your business

ONE WEEK FREE TRIAL

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

Attachment Preview

See also