RFP 2025-05 ERP Software for County and Schools

Background
Middlesex County Government and Schools is seeking proposals for software and consulting services to implement a new Enterprise Resource Planning (ERP) system. The goal is to enhance operational efficiencies by reviewing business processes and adopting modern technology to support core functions across various departments.

The County, located on the Middle Peninsula of Virginia, serves a population of approximately 10,500 and provides a range of local government services including public safety, education, and social services.

Work Details
The selected contractor will provide software solutions and implementation services for the following functional areas:
- General Ledger and Financial Reporting
- Treasury
- Budgeting
- Purchasing
- Accounts Payable
- Accounts Receivable
- Project Accounting and Grant Management
- Fixed Assets
- Human Resources Management
- Benefit Administration
- Payroll
- Time and Attendance
- Tax Assessment and Billing
- Business Licensing
- Development and Inspections.

The proposal must include detailed responses to functional and technical requirements as outlined in Attachment B. Additionally, the contractor will be responsible for project management documentation including a Project Management Plan, Data Conversion Plan, Training Plan, System Interface Plan, Testing and Quality Assurance Plan, Pre- and Post-Implementation Support Plan.

Period of Performance
The anticipated timeline for implementation activities begins in January 2026 with a target go-live date of January 2027 for financial and payroll modules. Subsequent modules are expected to go live in July 2027 (HR) and December 2027 (all other modules).

Place of Performance
The contract work will primarily take place within Middlesex County, Virginia.

Bidder Requirements
Proposers must demonstrate their capability to meet the requirements outlined in the RFP. There are no prequalification requirements; however, proposals must conform to all specified criteria. Proposers should also indicate any partnerships or subcontracting arrangements clearly in their submissions.