RFP 20477-092226 ERP System

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
CITY OF JACKSON, MISSISSIPPI
Department of Administration-Purchasing Division
REQUEST FOR PROPOSALS
Enterprise Resource Planning (ERP) System
RFP No. 20477-092226
Issue Date: August 27,2026
Pre-Proposal Conference: September 10, 2026 @ 11:00 A M
Questions Deadline: September 11, 2026 @12:00 PM
Proposal Due Date: September 22, 2026 @ 3:30PM
Contract Start: Upon City Council Approval
Submit Proposals to:
City of Jackson - City Clerk's Office
P.O. Box 17
Jackson, MS 39205
or hand-delivered to:
The City Clerk's Office
219 South President Street
Jackson, MS 39201
Electronic Proposals:
www.jacksonmsbids.com
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 1 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
NOTICE OF REQUEST FOR PROPOSALS
Enterprise Resource Planning (ERP) System
City of Jackson, Mississippi
RFP No. 20477-092226
Notice is hereby given that the City of Jackson, Mississippi, acting through its Department of
Administration-Purchasing Division, will receive proposals from qualified vendors to provide and
implement a modern, cloud-based Enterprise Resource Planning (ERP) system for municipal
operations across Planning & Development, Permitting & Licensing, Building Inspections, Code
Enforcement, Project Tracking, Grant Monitoring, Stormwater Management, and Public Works asset
and service request management functions.
The requested solution includes planning and zoning, permitting and licensing, building inspections,
code enforcement, project tracking, grant monitoring, citizen self-service, 311 resident services, Public
Works asset and stormwater management, housing programs, reporting, analytics, integrations, data
migration, training, implementation, and ongoing support. The selected vendor will provide both the
software and implementation services.
Sealed Proposals shall be submitted to the City Clerk's Office, P.O. Box 17, Jackson, MS 39205, or
hand-delivered to the City Clerk's Office, 219 South President Street, Jackson, MS 39201, no later than
3:30 PM Central Time on September 22, 2026. Electronic bids may be submitted through the City of
Jackson's official procurement portal at www.jacksonmsbids.com. Late proposals will not be accepted.
The technical proposal and cost proposal must be uploaded as separate files, and all required forms,
certifications, references, functional-requirements responses, and addendum acknowledgments must
be included.
A virtual pre-proposal conference is scheduled for September 10, 2026, at 11:00 AM Central Time via
Microsoft Teams. Attendance is optional but strongly encouraged. Conference access information and
procurement updates will be posted through the City's procurement portal.
Written questions must be submitted no later than 12:00 Noon Central Time on September 11, 2026, to
procurement@jacksonms.gov with the subject line "COJ-ERP-2026-001 - Question." Official
responses, clarifications, and changes will be issued only by written addendum posted on the City's
procurement portal.
This project is anticipated to be funded through a combination of general-fund appropriations and
federal grant allocations, subject to City Council approval. Applicable federal grant requirements,
including 2 CFR Part 200 where applicable, may apply.
This RFP does not commit the City to award a contract, pay any costs incurred in the preparation of
proposals, or procure or contract for services. The City reserves the right to reject any or all proposals,
waive informalities or irregularities, request clarifications, conduct interviews or demonstrations,
negotiate with one or more proposers, cancel or reissue the RFP, and make an award in the manner
deemed most advantageous to the City and consistent with applicable law.
This procurement is subject to the laws of the State of Mississippi, the City of Jackson Code of
Ordinances, and applicable federal regulations. Minority- and women-owned business enterprises
(MBE/WBE) are encouraged to participate.
CITY OF JACKSON
___________________________________
Monica Oliver, Purchasing Manager
Publish Dates: August 27, 2026, and September 3, 2026
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 2 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
TABLE OF CONTENTS
Section 1 Introduction and Background 4
Section 2 Procurement Schedule and Process 6
Section 3 Scope of Work 8
Section 4 Functional Requirements 13
Section 5 Technical and Security Requirements 17
Section 6 Implementation Requirements 19
Section 7 Proposal Format and Content 22
Section 8 Evaluation and Award Criteria 24
Section 9 Contract Terms and Conditions 26
Appendix A Pricing and Cost Form 28
Appendix B Functional Requirements Matrix 30
Appendix C Vendor References Form 31
Form Proposal Certification and Signature 33
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 3 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
SECTION 1 - INTRODUCTION AND BACKGROUND
1.1 About the City of Jackson
Jackson, Mississippi is the state capital and the largest city in Mississippi, with a population of
approximately 153,000 residents. As the seat of Hinds County, the City provides a full range of
municipal services including public safety, public works, parks and recreation, finance, human
resources, information technology, planning and development, utilities management, and community
development.
The City operates under a Mayor-Council form of government with seven council members elected
from geographic wards. The City employs approximately 1,400 full-time equivalent staff across more
than 20 departments. Annual general fund expenditures exceed $100 million.
Jackson is a majority-minority city committed to equitable service delivery, digital modernization, and
fiscal stewardship. This procurement reflects the City's strategic priorities of enhancing resident
experience, improving operational efficiency, and increasing government transparency.
1.2 Current State and Challenges
The City currently relies on a legacy permitting and land management system that was implemented
more than fifteen years ago. Over time, the system has become increasingly difficult to maintain, lacks
integration with modern geographic information systems (GIS), and requires significant manual effort to
generate reports and manage workflows. While an online portal exists, the account creation and
application submission process is cumbersome and time-consuming for residents and contractors,
resulting in low adoption rates. Several application types continue to accept paper submissions,
creating parallel workflows that increase staff workload and slow processing times.
Key challenges driving this procurement include:
* Siloed data across Planning, Zoning, Permitting, Inspections, and Code Enforcement
departments with no real-time information sharing
* An online portal exists but account creation is lengthy and unintuitive, discouraging adoption
among residents and contractors; several permit and application types still require paper
submission
* Manual review routing that adds days to permitting timelines and lacks transparency
* Inspection scheduling handled by phone, with no automated notification or mobile field
capability
* Absence of modern dashboards; staff rely on ad hoc spreadsheets for performance reporting
* Inability to track grant-funded projects against milestones and expenditure budgets
* No integration with the City's financial system (Tyler Technologies Munis) for automated fee
calculation and collection
* Limited audit trail and document management capabilities
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 4 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
1.3 Project Vision
The City of Jackson seeks a modern, cloud-based, resident-centered Enterprise Resource Planning
platform that digitizes and automates the full lifecycle of planning, permitting, inspection, code
enforcement, and grant management services. The City also hopes to incorporate artificial intelligence
capabilities that reduce staff time spent on routine tasks and provide residents with a seamless, guided
experience including real-time guidance on what documents, fees, and information are required before
an application is submitted, so that submissions arrive complete and ready for review. The vision is a
single, unified system that:
* Provides an intuitive online portal accessible 24/7 from any device
* Automates workflow routing, notifications, and task assignment
* Enables mobile inspections and field operations with offline capability
* Integrates seamlessly with GIS, financial, and document management systems
* Delivers real-time operational dashboards and statutory reporting
* Supports data-driven decision making for City leadership
* Reduces permitting and review cycle times by 25-40% within 18 months of go-live
1.4 Strategic Objectives
This procurement is guided by the following strategic objectives:
Resident Experience: Provide a seamless, fully digital experience from application submission
through project completion, reducing the need for in-person visits to City Hall.
Operational Efficiency: Eliminate paper-based processes, reduce duplicative data entry, and
automate repetitive administrative tasks to free staff for higher-value work.
Transparency and Accountability: Make permit status, inspection results, and compliance
history easily accessible to applicants, property owners, and the public.
Data-Driven Governance: Enable City leadership to monitor key performance indicators, identify
bottlenecks, and report outcomes to elected officials and the public.
Fiscal Stewardship: Improve fee collection accuracy and timeliness, support grant compliance,
and reduce the total cost of technology ownership over a ten-year horizon.
Equity and Accessibility: Ensure the platform is accessible to all residents, including those with
limited English proficiency and disabilities, in compliance with ADA and Section 508
requirements.
1.5 Funding
This project is anticipated to be funded through a combination of general fund appropriations and
federal grant allocations, subject to City Council approval. A formal project budget has not yet been
established. Proposers should provide fully itemized pricing that enables the City to evaluate the
complete scope of investment required, including software licensing, implementation services, data
migration, training, and first-year support. The City will use submitted cost proposals to inform its
budget determination and contract negotiations.
Annual recurring costs (SaaS subscription and ongoing support) must be listed separately as part of the
ten-year total cost of ownership analysis. Proposers are encouraged to identify optional modules and
phasing strategies that provide flexibility in how the City sequences its investment over time.
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 5 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
SECTION 2 - PROCUREMENT SCHEDULE AND PROCESS
2.1 Procurement Timeline
The following schedule governs this procurement. The City reserves the right to modify the schedule at
its discretion, with notice provided to all registered proposers.
Milestone Date Time (CST)
RFP Issued 08/27/2026 8:00 AM
Pre-Proposal Conference (Virtual) - September 10, 2026 11:00 AM
Optional
Deadline for Written Questions September 11, 2026 12:00 Noon
Proposal Submission Deadline September 22, 2026 3:30 PM
Notice of Intent to Award Upon City Council TBD
Approval
Contract Negotiation and Execution Upon City Council TBD
Approval
Contract Start / Project Kickoff Upon City Council TBD
Approval
Target Go-Live - Phase 1 TBD TBD
Target Go-Live - Phase 2 TBD TBD
2.2 Pre-Proposal Conference
Attendance at the Pre-Proposal Conference is optional but strongly encouraged. The conference will be
held virtually via Microsoft Teams. Connection details will be provided to all registered vendors upon
request. Vendors who do not attend may still submit a proposal.
The conference will include an overview of the RFP, a demonstration of the current legacy system, a
question-and-answer session, and an overview of the evaluation process. Vendor questions submitted
in advance are encouraged.
2.3 Questions and Addenda
All questions regarding this RFP must be submitted in writing to procurement@jacksonms.gov with the
subject line: "COJ-ERP-2026-001 - Question." Questions received after the deadline will not be
answered. The City will compile all questions and issue written responses as an addendum posted on
the City's procurement portal (www.jacksonmsbids.com). Proposers must acknowledge all addenda in
their proposals.
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 6 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
2.4 Proposal Submission
Proposals must be submitted electronically through the City's official procurement portal by the
submission deadline. Late proposals will not be accepted. The City is not responsible for technical
failures or delays on the part of the proposer. Proposals submitted by email or fax will not be accepted.
Each proposal submission must include:
* One (1) complete Technical Proposal (PDF)
* One (1) complete Cost Proposal (PDF and Excel), in a separately uploaded file clearly labeled
"COST PROPOSAL - DO NOT OPEN WITH TECHNICAL"
* One (1) signed Proposal Certification and Acknowledgment Form
* One (1) completed Functional Requirements Matrix (Appendix B)
* Signed acknowledgment of all addenda issued
2.5 Proposal Validity
Proposals shall remain valid and binding for a period of one hundred eighty (180) calendar days from
the proposal submission deadline. The City may request an extension of this period in writing; such
extension requires written consent of the proposer.
2.6 Right to Reject / Cancel
The City reserves the right, in its sole discretion, to: (a) reject any or all proposals; (b) waive any
informality or irregularity; (c) accept any proposal deemed most advantageous to the City; (d) cancel
this RFP at any time; (e) re-issue this RFP with modifications; or (f) negotiate with one or more
proposers.
2.7 Conflict of Interest and Ethics
Any vendor that has provided consulting, advisory, or technical services to the City in connection with
this project during the twenty-four (24) months preceding the issuance of this RFP is disqualified from
participating as a prime contractor. Proposers must disclose any actual or potential conflicts of interest,
including financial relationships with City employees or officials. Violations of the City's ethics ordinance
may result in disqualification and debarment.
2.8 Confidentiality and Public Records
Proposals are subject to the Mississippi Public Records Act (Miss. Code Ann. 25-61-1 et seq.).
Information claimed as confidential or proprietary must be clearly marked and submitted in a separate,
clearly labeled appendix. The City will make reasonable efforts to protect legitimately proprietary
information but cannot guarantee confidentiality. Cost proposals will be made public after award.
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 7 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
SECTION 3 - SCOPE OF WORK
3.1 Overview
The City seeks an integrated, cloud-based ERP platform encompassing all functional modules
described herein. The selected vendor will be responsible for the full lifecycle of the engagement:
solution design, configuration, data migration, integration development, testing, training, go-live support,
and ongoing maintenance and support. The City does not intend to award separate contracts for
software and implementation; the selected vendor must provide both.
3.2 Functional Modules Required
The ERP solution must include the following functional modules, fully integrated within a single
platform. Proposals relying on third-party subcomponents for core modules must identify those
components and describe the integration architecture.
3.2.1 Planning and Zoning
* Comprehensive case management for rezoning applications, variances, conditional use permits,
annexations, and comprehensive plan amendments
* Automated routing of cases to review departments (Engineering, Fire, Public Works, Utilities,
Historic Preservation, etc.) with deadline tracking
* Public notice generation, tracking of required notification deadlines, and posting to a public-
facing portal
* Board of Adjustment and Planning Commission agenda preparation, meeting management, and
decision recording
* Condition tracking and compliance monitoring post-approval
* Integration with the City's GIS for parcel-based spatial analysis and map display
3.2.2 Permitting and Licensing
* Intake, routing, review, and issuance for all City permit types including: building, electrical,
mechanical, plumbing, demolition, sign, grading and drainage, right-of-way encroachment,
special event, home occupation, and certificate of occupancy
* Business license application, review, renewal, and revocation management
* Online application portal supporting document upload, fee calculation, payment processing, and
status tracking
* Permit issuance in digital and printable format with QR code verification
* Automated expiration tracking and renewal notifications
* Hold and stop-work order management with audit trail
3.2.3 Building Inspections
* Online and automated phone-based inspection scheduling with route optimization for inspectors
* Mobile inspection application with offline capability for field use
* Checklist-driven inspection forms aligned to current adopted codes (IBC, IRC, NEC, IMC, IPC,
IPMC)
* Photo and video capture with automatic attachment to the permit record
* Pass, fail, and partial pass results with re-inspection fee assessment
* Inspector workload management, productivity reporting, and performance dashboards
* Electronic Certificate of Occupancy and Certificate of Compliance issuance
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 8 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
3.2.4 Code Enforcement
* Complaint intake via online portal, phone, email, and mobile app; fully integrated with the City's
311 Resident Services Platform for automatic case creation from resident-submitted requests
(see Section 3.2.8)
* Automated case assignment based on geographic area and inspector workload
* Violation notice generation with configurable notice templates
* Compliance tracking and hearing management (Code Enforcement Board)
* Lien filing integration and cost recovery tracking
* Abatement contractor management and cost capture
* Mobile field application with photo capture, GPS tagging, and offline capability
* Integration with Hinds County tax records for property owner identification
3.2.5 Project Tracking
* Capital project intake, phasing, and milestone management
* Contractor and subcontractor management with license and insurance verification
* Budget tracking by project phase against appropriations
* Change order management and approval workflow
* Contractor performance evaluations and past-performance database
* Reporting for elected officials and departmental directors
3.2.6 Grant Monitoring
* Grant application tracking from identification through award
* Grant-funded project management with milestone and deliverable tracking
* Budget management by grant, fund, and activity code
* Drawdown request generation and federal reporting support (HUD IDIS, FEMA Grants Portal,
etc.)
* Sub-recipient monitoring and compliance checklists
* Audit preparation support and document retention
3.2.7 Citizen Self-Service Portal
* Responsive web design accessible from desktop, tablet, and mobile devices
* Account creation and management for residents, contractors, and businesses
* Online submission and status tracking for permits, licenses, planning cases, and code
enforcement complaints
* Secure online payment processing (credit/debit card, ACH/eCheck) with digital receipts
* Inspection scheduling and results access
* Document upload and retrieval
* Public inquiry portal for permit history and property information (no login required)
* Notification preferences management (email, SMS, in-app)
* Support for ADA compliance and WCAG 2.1 AA accessibility standards
* Optional: Spanish-language support
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 9 of 33

City of Jackson, Mississippi RFP - Enterprise Resource Planning (ERP) System
3.2.8 311 Resident Services Platform
Integrated 311 constituent services platform enabling residents to submit service requests,
report non-emergency issues, and track resolution status through a unified channel (web portal,
mobile app, phone, and SMS)
Automatic routing of 311 service requests to the correct City department (Code Enforcement,
Public Works, Planning, Parks, etc.) based on request type and parcel/geographic location
GIS-enabled public map view allowing residents to see nearby open requests, reducing
duplicate submissions and increasing government transparency
Real-time status tracking and automated notifications (email and SMS) keeping residents
informed at every stage from submission through resolution
Direct integration with the Code Enforcement module so that resident-submitted 311 complaints
automatically generate enforcement cases, eliminating duplicate data entry by staff
AI-assisted request categorization that interprets plain-language resident descriptions and
automatically assigns the correct service type and routing, reducing misclassification and
manual triage
Configurable service request catalog with SLA targets by request type; supervisors receive
automated alerts when SLAs are at risk of being missed
Staff-facing 311 dashboard displaying open requests by type, department, age, and geography
with drill-down capability and exportable reports for City leadership
IVR (Interactive Voice Response) phone channel integration allowing residents without internet
access to submit, check on, and receive status updates for service requests by phone
3.2.9 Public Works Asset Management and Storm water
The ERP shall include a fully integrated Public Works asset management and Storm Water
Management module supporting the City's Phase I MS4 NPDES permit obligations and day-to-day
infrastructure maintenance. This module must be capable of integration with or replacement of existing
Cityworks workflows.
Storm water asset inventory with GPS coordinates, unique asset ID, condition rating, inspection
history, maintenance history, photos, linked work orders, next inspection due date, and
responsible crew for all asset types: inlets, manholes, pipes, ditches, culverts, ponds, and
outfalls
Work order management and preventive maintenance scheduling for all storm water and Public
Works assets
Digital inspection forms and workflows for all MS4 program elements: outfall inspections (120
outfalls), dry weather screening, Illicit Discharge Detection and Elimination (IDDE), construction
site inspections, post-construction BMP inspections, industrial facility inspections, municipal
facility inspections, storm drain cleaning, catch basin inspections, street sweeping tracking,
sampling events, and corrective action tracking
Mobile field inspection application with GPS tagging, photo documentation, offline capability,
and automatic synchronization
Integration with the City's 311 platform for storm water complaints and resident-submitted
service requests, with automatic work order creation
GIS layer integration and field mapping for all storm water assets aligned to the City's Esri
ArcGIS Online environment
Automated MS4 compliance reporting templates aligned to the City's Phase I MS4 permit,
including annual MS4 report, monthly management reports, quarterly Public Works reports, and
EPA/MDEQ documentation
RFP No. 20477-092226 | Issued August 2026 | City of Jackson, MS 10 of 33