Integrated Governmental Software System

Integrated Governmental Software System
Sealed Proposals will be received by City Clerk's Office, City Hall,
3167 Main Street, Duluth, Georgia 30096, no later than 3:00 PM
EST AUGUST 7, 2026. Any Proposals received after 3:00 PM EST
on proposal date August 7, 2026, will not be considered by
staff. Proposals will be evaluated by staff, and the contract award
is anticipated upon completion of this evaluation and if necessary,
product demonstrations. All Proposals become the property of
the City of Duluth. Selection of the "BEST PROPOSAL" will be
determined by cost, provides all necessary modules,
experience with similar governments, and approach to
implementation (best fit). The proposals that receive
the highest scores may be requested to do a
product demonstration to city staff.
The weight to be placed on each element has been
predetermined by the City of Duluth as follows:
* Cost 20%
* Provides all necessary software modules 35%
* Experience with similar governments 10%
* Approach to implementation (best fit) 35%
1 City of Duluth, GA

QUESTION SUBMISSION
Addendum #3
DEADLINE FOR QUESTIONS - JULY 20, 2026
FINAL ADDENDUM TO BE POSTED - JULY 24, 2026.
1. Will the City share the evaluation criteria and their relative weightings (e.g.,
functional fit, cost, references, technical approach, implementation) that will be
used to score proposals?
Cost 20%
Provides all necessary software modules 35%
Experience with similar governments 10%
Approach to Implementation (best fit) 35%
2. Does the City intend to award to a single prime vendor, and are teamed proposals (a
software publisher paired with a separate implementation/integration partner) and
subcontractors permitted? If so, how would the City like responsibilities and pricing
to be presented? The City's intent is to award a contract to a single primary vendor
with a complete proposal. Integration by primary vendor with other preferred
software vendors is acceptable.
3. Has the City established a budget range or identified a funding source (e.g., general
fund, ARPA, bond) for this project? Yes. Funding from City resources.
4. Which Tyler New World (and related) modules are currently in production, and
which are in scope to be replaced versus retained? This is listed in the RPF. We do
not anticipate retaining any of the Tyler New World modules.
5. Approximately how many years of historical data; and what data volumes (e.g.,
general ledger transactions, AP/AR records, vendors, fixed assets, employees); does
the City expect to be converted into the live system versus retained in a read-only
archive? Previous conversion was 10 years of history, but this will depend on the
ability to convert the data. Some modules may require less than 10 years.
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6. Will the City and/or Tyler Technologies provide the data extracts and the necessary
access and documentation for conversion, or is the selected vendor responsible for
extracting data directly from the Tyler system? City will work with current vendor to
provide data extract and access. Staff will assist as necessary.
7. When does the City's current agreement with Tyler expire, is there a target go-live
date or fiscal-year alignment (e.g., July 1) the City is working toward, and are there
priority modules for an initial implementation phase? No current agreement
expiration, but we do have an annual support agreement. Go live date will depend
on City operations/timing and vendor scheduling. City expects a phased conversion
approach but is open to discussion.
8. For property taxes, does the City bill and collect directly, or does the Gwinnett
County Tax Commissioner perform assessment, billing, and/or collection on the
City's behalf? What specifically is in scope for the new system (e.g., city property
tax billing, delinquent tax billing, stormwater utility fee billing)? The City bills and
collects its own property taxes. The City maintains a database for property tax and
stormwater billing and collections. Both are billed annually on the same
invoice/bill.
9. For each third-party system listed in the RFP (JusticeONE, Activenet, GovWell,
GovBuilt/MCCI, Government Window, and online payment providers) is the required
integration one-way (posting transactions to the ERP) or bi-directional, are current
interface specifications/APIs available, and is the ERP vendor expected to build and
maintain these interfaces? Third-party systems are one-way into the accounting
modules. No APIs. Staff will maintain interfaces.
10. Approximately how many total system users (named and/or concurrent) does the
City anticipate across financials, procurement, budgeting, and HR/payroll; and
separately, how many employee self-service and citizen/public portal users?
Approximately 62 users in total. User permissions determine access rights within
the system. HR portal is employee self-service with 180 total employees.
11. Does the City have a preferred or required deployment model (e.g., SaaS/cloud-
only), and are there any data-residency requirements? Preference would be cloud
based, but not a must have.
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12. Are there minimum insurance, performance-bond, or cyber/data-breach coverage
requirements the selected vendor must meet? No.
13. Do the structured pricing forms and any requirement-response matrices count
toward the 20-page limit, or may they be submitted as appendices? If you choose to
submit them as appendices they do not count toward the 20-page limit.
14. Are there any mandatory forms and affidavits required for submission (e.g., Georgia
E-Verify/immigration-compliance affidavit, non-collusion affidavit, W-9), and is
there a required cost-proposal template the City would like vendors to use?
Form/affidavits will be requested at time of contract award. No required cost-
proposal template.
15. For the three municipal references requested, must these be Georgia
municipalities, or are comparable municipalities in other states acceptable?
Additionally, does "similar size, complexity, and scope" refer primarily to population,
operating budget, module footprint, or all three? References are not required to be
Georgia municipalities but should be similar in software modules.
16. Is the City open to working with a third-party utility billing company? Furthermore is
the City open to a NetSuite-based solution that includes implementation partners
and third-party modules, or must every required module be native to one platform?
The City's intent is to award a contract to a single primary vendor with a complete
proposal. Integration by primary vendor with other preferred software vendors is
acceptable.
17. Are all listed modules mandatory for phase one, especially property tax billing,
delinquent tax billing, stormwater utility fees, payroll/HR/time/benefits, citizen
portals, and cash receipting? GL, AP, payroll, property tax and cash receipting are
main operating modules. A phase approach to implementation is acceptable and
would need to work with vendor to develop a workable schedule based on best
practices and staff workflow.
18. What are the expected user counts by role/module, including named users,
administrators, approvers, citizen portal users, and seasonal users? We currently
have 62 users in our accounting module. User permissions determine access rights
within the system. Workflow is also controlled by the system.
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19. Will the City provide pricing forms? The RFP references "structured forms", but no
forms appear in the PDF? Structured forms refer to the breakdown of the total cost
to get the software operational, including the cost to purchase, implement,
migration, training and any ancillary cost.
20. Which Tyler New World modules, tables, years of history, attachments, reports, and
open transactions must be converted? Any Tyler New World modules not retained
will need to have data converted. Most, if not all, are expected to be replaced.
Previous conversion was 10 years of history, but this will depend on the ability to
convert the data. Some modules may require less than 10 years.
21. How many years of data must be live in the new system versus archived/read-only?
Previous conversion was 10 years of history, but this will depend on the ability to
convert the data. Some modules may require less than 10 years but would consider
archived/read-only.
22. What are the current integration methods for JusticeONE/Courtware, ActiveNet,
GovWell, GovBuilt/MCCI, Government Window, and online payment providers?
Currently one-direction with CSV and xml formats.
23. Are those third-party systems expected to remain systems of record, or is the new
ERP expected to replace any of them? We expect the systems to remain provided
more efficient and effective systems are not present as part of this proposal.
24. How many years of historical data are expected to be converted into the new system
versus retained in an archive or read-only environment? The City's intent is to
award a contract to a single primary vendor with a complete proposal. Integration
by primary vendor with other preferred software vendors is acceptable.
25. Please identify the Tyler New World modules currently deployed and any significant
customizations, workflows, or bolt-on applications that are in use today? GL, AP,
payroll, property tax and cash receipting are main operating modules. A phase
approach to implementation is acceptable and would need to work with vendor to
develop a workable schedule based on best practices and staff workflow.
26. Has the City identified any known data quality issues that should be considered
during migration planning and conversion activities? None known.
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27. For each identified third-party application (JusticeONE, ActiveNet, GovWell,
GovBuilt, Government Window, payment providers, etc.) please provide the
expected integration scope, including date exchanged, anticipated transaction
volumes, integration method (API, batch, file transfer, etc.) and required processing
frequency? Manual file exports processed by staff daily.
28. Does the City have established integration standards, middleware platforms, API
requirements, or cybersecurity policies that vendors must comply with? No.
29. Please provide annual property tax billing volumes, including the approximate
number of parcels, invoices, and payment transactions processed annually?
Approximately 12,791 property bills (invoices) are sent out. There are 10,664
parcels. City has a single due date so approximately 13,000 payments.
30. Please provide annual stormwater utility account volumes, billing cycles, and any
unique calculation or assessment requirements? Approximately 10,187 bills are
sent out. The bill is done annually as part of the property tax bill. Most single-family
residential properties are charged $90.00/year. Most townhomes and condos are
charged $45.00/year and all other developed properties are charged $90.00 per
2,997 square feet of impervious surface area on the property. Calculations are done
using an excel worksheet.
31. Approximately how many active grants are managed annually, and what are the
City's most significant grant tracking and reporting challenges? We track about 1 or
2 grants per year. Challenges are grant matching and reporting.
32. What are the most critical reporting, budgeting, financial transparency, or
compliance reporting needs that the City expects the new ERP solution to address?
The new ERP solution should improve staff efficiency, reconciliation and financial
reporting and improve workflow.
33. Are there specific management dashboards, KPI reporting requirements, or public
transparency initiatives that should be considered within the proposed solution?
The City does not have a public facing dashboard for budget and finance and is not
considering this.
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34. What citizen-facing capabilities are expected to be supported at go-live, and which
capabilities are considered future-phase requirements? Not currently in place but
would consider options.
35. Please describe the anticipated project governance structure, including executive
sponsors, steering committee members, and key business stakeholders? Senior
Accounting staff members (3), in house IT department and City Clerk and Deputy
City Clerk.
36. What level of participation and availability is expected from City subject matter
experts during requirements validation, design workshops, testing, training, and go-
live activities? Senior accounting staff, IT Department and City Clerk office will be
involved throughout the process. Testing, training and go-live will involve staff
members as needed.
37. Please provide the detailed proposal evaluation criteria and associated weighting
for functional capabilities, implementation approach, vendor experience, support
services, technical architecture, and cost?
Cost 20%
Provides all necessary software modules 35%
Experience with similar governments 10%
Approach to Implementation (best fit) 35%
38. Has the City established a budget range or funding allocation for software
licensing/subscription, implementation services, data migration, training, and
ongoing support? No range. Funding with City resources needed to complete the
project.
39. Beyond the scope identified in the RFP, does the City anticipate expanding the
selected ERP platform to support Enterprise Asset Management, work orders, fleet,
facilities, GIS integration, permitting, licensing, inspections, or other citizen services
initiatives within the next 3-5 years? We would consider any expansion of the ERP
platform that improves efficiency and effectiveness.
40. Have vendors demos have been conducted within the last 48 months and identify
participating vendors? No.
41. Can the proposal deadline can be extended? No
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42. Please provide a IT landscape of the current ERP ecosystem, including all integrated
applications? GL, AP, AR, Payroll, timekeeping, property taxes.
43. Can the City confirm whether a public SaaS model is acceptable? Yes.
44. What are the primary business challenges or limitations you are expecting with the
current Tyler New World ERP system that are driving this replacement imitative? We
feel the current ERP lacks modernization and interfacing with property tax module.
45. Provide detailed functional requirements for Property Tax Billing, Delinquent Tax
Billing, and Stormwater Utility Billing, including transaction volumes and integration
expectations? Property taxes and stormwater fees are billed annually in a single
statement. There are approximately 12,791 property tax bills and approximately
10,187 stormwater bills sent out annually. Ideally the systems should calculate the
bills, generate the bills, post detailed transactions to the general ledger, process
refunds through accounts payable and provide reporting and reconciliation reports.
46. Are there specific State of Georgia reporting templates, compliance submissions, or
interfaces that must be supported by the proposed solutions? No.
47. Any unique process that is being followed for City of Duluth? Kindly provide detail of
the same. No.
48. List of online payment solution providers? Government Window.
49. The RFP includes Payroll, HR, Time Management, and Benefits Administration as
required modules. Is the City seeking to replace its current payroll solution as part
of this project, or would the City consider maintaining its existing payroll system
through integration with the proposed solution? The City intention is to have an
integrated system for its various modules. Other third-party modules are
acceptable provided they are integrated with the overall software. The current
payroll solution is provided by our current ERP provider and may not be available as
a standalone module. City's intent is to award a contract to a single primary vendor
with a complete proposal. Integration by primary vendor with other preferred
software vendors is acceptable.
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50. The RFP identifies Property Tax Billing, Delinquent Tax Billing, and Stormwater Utility
Billing as required software modules, while Government Window is listed as a third-
party integration for posting account transactions. Can the City clarify whether
respondents are expected to provide these billing functions within the proposed
solution, or whether the City's existing billing solution will remain in place with
financial transactions integrated to the proposed solution? The City intention is to
have an integrated system for its various modules. Other third-party modules are
acceptable provided they are integrated with the overall software. The current
property tax solution is provided by our current ERP provider and may not be
available as a standalone module. Stormwater bill is calculated outside the
property tax system and late brough in for billing purposes. City's intent is to award
a contract to a single primary vendor with a complete proposal. Integration by
primary vendor with other preferred software vendors is acceptable.
51. The RFP includes Budget Development and Forecasting as a required module. Can
the City clarify its expectations regarding forecasting functionality? Specifically, is
the City seeking budget development with budget-to-actual reporting and year-end
projections, or advanced forecasting capabilities such as multi-year financial
modeling, scenario planning, and long-range revenue and expenditure forecasting?
Our current software provides reporting for various budget scenarios and tracking of
budget to actuals. This reporting is very helpful in departments managing their
budgets and comparison of prior budget and actuals. The software does provide
forecasting, but could be more robust.
52. The RFP indicates that historical financial and operational data will be migrated
from Tyler Technologies New World. Can the City clarify the expected scope of
historical data conversion (e.g., all historical data versus a specified number of
years), and identify any data that should be archived rather than
converted? Previous conversion was 10 years of history, but this will depend on the
ability to convert the data. Some modules may require less than 10 years.
53. For purposes of software licensing and pricing, can the City provide the anticipated
number of named users who will require access to the proposed solution? We
currently have 62 users in our accounting module. User permissions determine
access rights within the system. Workflow is also controlled by the system.
9 City of Duluth, GA

54. Given the breadth and complexity of the City's system requirements, including
multiple functional areas and third-party integrations, would the City consider
extending the proposal due date by two weeks to allow respondents additional time
to prepare comprehensive and competitive proposals? No, not a this time.
Question 1.1: Current Billing Model
Please describe the City's current stormwater utility billing methodology:
1. Is stormwater charged as a flat, fixed fee per property/parcel? Most single-
family residential properties are charged $90.00/year. Most townhomes and
condos are charged $45.00/year and all other developed properties are charged
$90.00 per 2,997 square feet of impervious surface area on the property.
2. Is it based on measured consumption or usage-based tiering (e.g., based on
impervious surface area, square footage, or meter readings)? Flat rate or
impervious surface area.
3. Is it a combination model (e.g., base fee + consumption/tier charges)? Flat fee
or impervious surface area.
4. Are there any additional charges, adjustments, or credits applied (e.g., green
infrastructure rebates, stormwater impact fees, site-specific adjustments)? Yes,
we offer various credits. List is available on our website.
For each charge type, please provide: typical monthly/quarterly/annual charge amounts,
how frequently rates are reviewed, and any planned rate structure changes. Stormwater
charges are billed annually on the property tax bill. Rates are reviewed by staff annually
and rate changes are by ordinance approved by council vote.
Question 1.2: Stormwater Account Volume and Billing Frequency
1. Approximately how many stormwater utility accounts does the City currently bill?
10,187
2. What is the billing frequency (monthly, quarterly, annual)? Annual
3. Are stormwater accounts billed separately from General Fund utilities/services, or
are charges consolidated with other receivables on combined invoices? Billed on
the property tax bill.
4. What percentage of stormwater accounts are currently delinquent (30+ days past
due)? Less than 1%.
Question 1.3: System Integration Requirements for Stormwater Billing
Currently, how are stormwater billing transactions integrated into the City's financial
system? Billed through property tax system and summary posting to general ledger.
10 City of Duluth, GA