RFP - Enterprise Resource Planning? (ERP) Software and Services

Location:	Missouri
Posted:	Jan 29, 2026
Due:	Mar 3, 2026
Agency:	City of Salem
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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CITY OF SALEM, MISSOURI

REQUEST FOR PROPOSAL

Title:

Date Issued:

Due Date and Time:

Submit Bid To:

Enterprise Resource Planning (ERP) Software

And Services

January 29, 202 6

March 3 , 202 6; 5 PM

City of Salem, Missouri

Office of City Clerk

400 N. Iron Street

Salem, MO 65560

cityclerk@salemmo.com

INTRODUCTION

The City of Salem is requesting proposals from qualified vendors for a cloud -based (SaaS) Enterprise

Resource Planning (ERP) system to replace the City’s existing ERP platform. The new system must

support core functions including Finance, Payroll, Accounts Payable, Utility Billing, Cash Receipting,

Business Licensing, and Cemetery Records .

The city seeks a vendor with demonstrated experience providing fully integrated, reliable, and user -

friendly ERP solutions. The project scope includes system implementation, data migration, staff training,

and ongoing maintenance and support.

Questions regarding this proposal should be addressed to Stacey Houston, Finance Director,

finance@salemmo.com, 573 -729 -4811. Please check our website at

https://www.salemmo.com/city/government/bids/index.php for the latest updates to this packet prior to

submitting your proposal.

BACKGROUND INFORMATIO N

The City of Salem, Missouri, is in the middle of the Missouri Ozarks. The

most recent US Census,

American Community Survey estimates approximately 4,6 73 residents. The City of Salem, Missouri, is a

fourth -class city and operates under a Mayor/Board of Aldermen/City Administrator form of government,

providing a wide variety of public services, including police, parks and recreation, a municipal airport,

street maintenance, cemetery services and maintenance, electric distribution , water and wastewater

treatment services.

SPECIFICATIONS / SCOPE OF SERVICE

The city intends to replace its current Tyler Technologies ERP Pro 9 system with a comprehensive,

cloud -based ERP platform . The system must support modules for general ledger , budgeting, payroll,

accounts payable, purchasing, utility billing, cash receipting, business licensing, and cemetery records.

The goal is to implement a centralized, integrated system to improve data accuracy, reporting, and

operational efficiency, while supporting U.S. Governmental Fund Accounting Standards

(GAAP/GASB).

Scope of Work includes:

• Installation, configuration, and implementation

• Data migration and conversion

• Integration with existing resources

• Staff training and user acceptance testing

• Ongoing technical support and maintenance

System Objectives:

• Integrate financial and non -financial data across all departments.

• Streamline processes and reduce manual data entry.

• Improve reporting, analytics, and transparency.

• Provide a secure, user -friendly interface with role -based access.

• Ensure PCI compliance and regulatory adherence.

GENERAL REQUIREMENTS / O BJECTIVES :

The proposed software must include at a minimum the following modules plus

year detail history and include in proposal additional cost for each additional

• General Ledger; Bank Reconciliation

five -year minimum prior

year’s history.

• Budget management, reporting, forecasting and budget controls

• Accounts Payable, payment processing

• Purchase Orders and requisitions.

• Project Management

• Fixed Assets

• Payroll processing; direct deposit; time sheets.

• Utility Billing

• AMI Meter Reading Device Interfaced

• Service Work Orders

• Accounts Receivable

• Cash receipt Management.

• Real -time On -Line Payment/Inquiry

• Cemetery Records

• Business Licenses

• Report writing capabilities for customization of reports.

• Compliant with all applicable regulations, including PCI compliance.

In addition to the proposed Financial and Utilities Management Software, the City of Salem would like to

include the following modules:

• Building Permits

• Human Resources

• Records Management/Sunshine & FOYA

• Inventory

• Parks & Recreation

• Animal Control

• Code Enforcement

• Police

• Interactive Mapping

DETAILED FUNCTIONAL OBJECTIVES

General Ledger

1. Client defined account number structure (chart of accounts) which could include funds,

departments, divisions, program, object, grant, project, and any other elements that are needed to

meet the needs of the City.

2. Chart of accounts which allows for growth.

3. Ability to map from existing account structure into a new account structure.

4. Multiple funds for fund accounting with multiple departments.

5. Ensures all transactions are posted individually to the general ledger, regardless of the transaction

source, ensuring each entry is balanced and auditable and provides a message/warning if

transactions are not balanced.

6. Reconciliation of bank accounts.

7. Ability to create and post manual and recurring general ledger journal entries.

8. Ability to support a 13th accounting period for audit adjustments.

9. Ability to create standard government annual financial reports.

10. Supports accrual, modified accrual, and cash accounting methods.

11. Supports GAAP and GASB standards/principles.

12. Creates appropriate entries needed at the end of the period (month or year) and for purposes of

opening a new period (rolling forward account balances or auto -reversing year -end entries).

13. Captures multiple dates (transactional, posting, data entry, etc.).

14. Provides pooled cash accounting and manages due to/due from transactions.

15. Allows a period to be closed but later reopened with appropriate authority.

Bank Reconciliation

1. Ability to reconcile multiple bank accounts.

2. Ability to record transactions from other modules that interface with bank reconciliation in real

time.

3. Produce a daily cash report that ensures accounts are in balance and provides a book and bank

balance.

4. Ability to track investments.

Purchasing

1. Performs budget tracking during requisition, purchase order (PO) creation and invoice processing.

2. Electronic purchase orders and/or requisitions.

3. Electronic workflow routing capability based on levels of purchasing authority.

4. Accept electronic signatures/approvals.

5. Supports encumbering funds when a requisition is approved.

6. Provides ability to cancel or delete a purchase order.

7. When a purchase order or requisition is cancelled or closed, system automatically reverses

encumbrance amounts as appropriate.

8. Supports encumbering funds over multiple years along with ability to carryover existing

encumbrances across fiscal years.

9. Supports multi -department and multi -fund allocation of purchase orders.

10. Captures internal justifications, notes or comments on purchase orders which are only visible to

city staff.

11. Provides a report or dashboard alert of purchase orders during the accounts payable process.

Accounts Payable

1. Ability to maintain vendor profile information such as DBA, email, address, phone, primary

contact, 1099 account, taxpayer identification number, etc.

2. Prevents duplicate vendors and prevents duplicate invoices.

3. Provides batch processing of invoices.

4. Supports multiple remittance addresses for a vendor.

5. Supports retaining a portion of payment to a contracted vendor (construction retainages).

6. Tracking invoices by vendor and by budget line.

7. Ability to c heck the status of open/pending invoices.

8. Reflects approved invoice amounts on account balances immediately.

9. Manages vendor credits with associated adjustments to encumbrances and PO balances.

10. Paper check, ACH and Electronic Funds Transfer payment processing.

11. Ability to notify vendor of ACH payment via email with detail of payment.

12. Provides a positive pay report which can be electronically submitted to financial institutions.

13. Ability to denote ACH/wire payments.

14. Provides an aging accounts payable report with columns for date ranges at 30 -day intervals (30,

60, 90, 120+).

15. Supports processing of 1099’s and 1099 reporting requirements.

Cash Receipting

1. Provides a centralized cashiering module to collect and manage transactions daily (including cash,

check, credit card and electronic payments).

2. Ability to import transactional data from credit card merchants and/or other electronic methods.

3. Provide payment processing, online payments and IV R.

4. Provides searchable system generated receipts and receipt numbers.

5. Supports ability for staff to scan supporting documentation and attach it to receipts.

6. Integrate with the Parks Department point -of-sale software (optional/desired).

7. Optional Pre -Pay for Utilities.

Fixed Assets

1. Track various classifications of assets such as land, buildings, equipment, vehicles, infrastructure

(streets, sidewalks) and systems (electric, water, sewer) for leased and capitalized assets.

2. Allows multiple funding sources per asset including grant funding sources.

3. Assign a location to an asset and track both the movement and history of that asset.

4. Calculate current and project future depreciation expense for assets.

5. Tracks asset disposal and salvage value; reports on assets nearing full depreciation.

6. Ability to extract asset information based on various data fields including classification, location,

funding source, status, disposal date, and accounting code.

7. Generates journal entries to record depreciation expense, purchase, and disposal of assets.

8. Supports GASB 34 capital asset reporting requirements.

Budget

1. Annual budget development to include data entry of justifications or other background data

related to budget requests.

2. Ability to create Capital Improvement Program budgets with the ability to add justification.

3. Ability to build multiple budget types (proposed, original, amended) and conduct comparative

analysis between each type.

4. Ability to create budget transfers and budget amendments.

5. Provides modeling for personnel data to forecast personnel costs.

6. Ability to forecast revenues and expenditures/expenses five years or more into the future based on

various assumptions.

7. Multi -user data entry. Managers are allowed to view and enter budget requests.

8. Budget reporting – to include ease of reporting information to the public.

9. Budget reporting to include budget to actual, percentage of budget used and prior period

comparisons.

10. Ability to import budget data from external resources.

11. Ability to export the budget to Excel.

12. Reporting tools that allow for visual aids such as charts and graphs to be exported to Microsoft

Office or PDF.

Utility Billing

1. Supports an unlimited number of customers/accounts.

2. Supports an unlimited number of billing categories and rates per service.

3. Supports billing for electric, water , sewer and trash services.

4. Integrated with general ledger, cash receipting, budget, and accounts payable.

5. Ability to integrate with 3rd party AMI meter -reading device interface.

6. Supports multiple -billing cycles including monthly billing, budget billing, estimated billing and

final billing.

7. Ability to generate pro -rated billing.

8. Supports user -defined bill calculations.

9. Ability to apply special charges or discounts.

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