Enterprise Resource Planning Consulting Services
| Bidders ID: | NBD11622928712638855 |
|---|---|
| Due Date: | Jun 24, 2026 |
| Posted Date: | May 22, 2026 |
| Level of Government: | State & Local |
| State: | Maine |
| Agency: | City of Bangor |
| Category: |
|
| Solicitation Number: | P26-59 |
| Source: | Members Only |
| Bid Number: |
P26-59
|
| Bid Title: |
Enterprise Resource Planning Consulting Services
|
| Category: | Consulting & Professional Services |
| Status: | Open |
|
Attachment Preview
Request for Proposals (RFP)
Enterprise Resource Planning Consulting Services
Proposal No. P26-59
Issue Date: May 22, 2026
Purchasing Department
73 Harlow Street
Bangor, ME 04401
207-992-4282
I. Introduction
The City of Bangor is soliciting proposals from qualified consulting firms to provide Enterprise
Resource Planning (“ERP”) system consulting services for a needs assessment and cost estimate with
potential and may include additional phases such as Request for Proposal Development Assistance
and Selection Assistance and Implementation Project Management Services. The City has more than
600 employees across more than a dozen departments and divisions.
II. General Information
Available at the following web address: www.bangormaine.gov/proposals on the City’s website. By
submitting a response to this solicitation, the Proposer accepts the responsibility for downloading,
reading, and bidding by the terms and conditions set forth in the City’s “General Information for
Vendors.”
In your proposal, please specify whether you currently have, or are in the process of developing, a
domestic violence policy. If you do not have such a policy, let us know if you would like to receive a
copy of the City of Bangor's policy as a reference.
III. Submission
For consideration, submit the Proposal Form (page 9) and all materials requested in Section XI.
Qualifications electronically or in an envelope via submission methods listed below. The envelope or
subject line must be clearly marked as "Proposal No. P26-59: Enterprise Resource Planning
Consulting Services."
Submissions must be received by 2:00 P.M. on Wednesday, June 24, 2026.
Submission of documents can be completed by:
A. Emailing to bids@bangormaine.gov; or
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B. Hand Delivery to Customer Service, 73 Harlow Street, Bangor, ME; or
C. US Post Office addressed to 73 Harlow Street, Purchasing Department, Bangor, ME 04401
(items must be received by the deadline); or
D. All Other Delivery Services to City of Bangor: Purchasing Department, 73 Harlow Street,
Bangor, ME 04401 (proposal must be received by the deadlines).
All submissions should reference “Proposal No. P26-59: Enterprise Resource Planning Consulting
Services.” Proposals will be publicly opened at the time stated above in the Paul Bunyan Room (first
floor by the side elevator), 73 Harlow Street, Bangor, Maine.
A tabulation of all received proposals will be posted on the City's website as soon as possible after
the opening date. Visit www.bangormaine.gov/bids for results. The "Show
Closed/Awarded/Cancelled Bids" box must be checked to see the proposal information.
IV. Questions
Any questions must be directed in writing to bids@bangormaine.gov no later than 4:30 P.M., Friday,
June 5, 2026.
The City will provide a response by 4:30 P.M. on Friday, June 12, 2026. This response will be in the
form of an addendum, accessible on the City's website. Notifications will be sent to those who have
signed up to receive notifications at www.bangormaine.gov/bids through NotifyME. Notifications
will be sent when new addenda are released.
V. Late Proposals
It is the responsibility of the Proposer(s) to see that their proposals have sufficient time to be received
by the Purchasing Department before the submittal deadline. Any proposal, portion of a proposal,
or requested proposal revision received at the City Purchasing Department after the time and date
specified will be returned to the Proposer unopened or, if by electronic submission, deleted without
being opened.
VI. Withdrawal of Proposals
No Proposer may withdraw their proposal for a period of ninety (90) days from the date of opening.
All proposals shall be subject to acceptance by the City during this period.
To withdraw a proposal prior to the opening, the Proposer shall request the withdrawal in writing.
All costs associated with the withdrawal (i.e., mailing fees) will be borne by the Proposer.
VII. Rejection
The City reserves the right to reject any proposals, waive any informalities or defects in proposals, or
accept a higher-cost proposal if it is deemed to be in the best interest of the City. The City also
reserves the right to request clarification of any details from the successful Proposer. The evaluation
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of proposals and determination of the award will be at the discretion of the City and its judgment
shall be final and without right of recourse by any Proposer.
VIII. Information for Proposers
A. Tax Exclusion: All Federal and State taxes must be excluded from the proposal price. Upon
request, a tax exemption certificate for the City of Bangor shall be furnished to the successful
Proposer.
B. Proposal Form and Requirements: The Proposal Form (page 9) and all materials requested in
Section XI. Qualifications must be completed and returned with the proposal to be considered
responsive.
C. Required Insurance: Proposers are required to maintain the following insurance policies
throughout the life of the project and name the City of Bangor as an additional insured where
applicable and may be required to provide proof:
1. Worker’s Compensation Insurance
2. Employer’s Liability Insurance
3. Comprehensive Automobile Liability
4. Commercial & General Liability
5. Professional Liability (Errors &
Omissions)
Statutory
$500,000 each accident
$500,000 disease – policy unit
$500,000 disease – each employee
$1,000,000 combined, single limit per
accident
$1,000,000 combined single limit
$2,000,000 aggregate
$1,000,000 combined single limit
$2,000,000 aggregate
IX. Overview and Background
The City of Bangor is located on the Penobscot River and has a population of approximately 31,000.
The City is a full-service city that offers a broad range of municipal services, including enterprise
accounts, that includes but is not limited to: public safety, public works, fleet maintenance, transit
system, wastewater and sewer operations, airport, development services, code enforcement,
engineering, parks and recreation, public health services, and more.
The City lacks a city-wide ERP system. Our financial system is Central Square (formerly SunGard) and
is near end of life. We are a heavily paper-based operation with software implemented in certain
areas such as various time keeping tools, asset management, document management, and more.
Additionally, the City is interested in securing a Human Resources Information System (HRIS) as part
of an ERP package with the ability to add additional modules as needed.
X. Scope of Services
The City reserves the right to modify the scope of services before the contract is awarded depending
on cost and the City’s confidence in the selected vendor. Note that the City commits to Phase I of
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this project and reserves the right to proceed or decline to proceed with phases II and III, depending
on available financial resources.
a. Phase I – Needs Assessment
The focus of this phase is to document functional requirements needed to run and streamline the
City’s business practices, with an understanding of existing systems, for input into the RFP to be
issued for an ERP system.
Departments will be interviewed to determine process assessment and process improvement, and
requirements with industry best practices considered. Major outcomes of this phase include a
comprehensive list of all systems currently in use that may overlap with an ERP system, a
requirements specifications document, list of potential suitable ERP solutions, a cost estimate of a
suitable ERP system broken out by category or module (e.g. financial, HRIS, etc.), and a proposed
project plan and timeline. The document should fully describe all types of resource commitments
that will be required of staff.
Core focus areas are a robust financial system and HRIS, and a cross-department needs. Care should
be taken to ensure product and recommendations consider scalability, regulatory changes, remote
access/cloud readiness, user friendliness, remote access/could/API readiness and mobile
connectivity, ability to have data encryption when exporting data, and cybersecurity considerations.
Minimally, the scope of work will include the following:
I.
A comprehensive study of how City departments use systems currently and how a
modern ERP could benefit us.
II. Interviews of key staff in all departments (Appendix B, page 10).
III. A review and analysis of existing systems and business processes which identifies
gaps and improvements that could be made by a suitable ERP. Recommendations to
streamline processes and what integrations are essential versus optional.
a. Must include an inventory of all existing systems.
b. Must identify redundancies and make relevant recommendations regarding
work flows.
c. High-level assessment of data quality, clean up needs, and flagged risks in
migration.
IV. A recommendation of appropriate integrations with other applications to capture
financial data and document management capabilities.
V. A recommendation of potential solutions for best practices and options for
maintaining and accessing historical archived data from Central Square system.
VI. A recommendation for system to be hosted in the “cloud” or on-premise based on
other information gathered throughout this process; best options for support and
maintenance of recommended software and platform (cloud versus on-premise).
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VII. Specification development that fully supports business processes and positive inter-
department collaboration, information sharing and smart use of technology.
Including ability to integrate or “stitch” together multiple systems for the purpose of
data sharing between applications.
VIII. Provide a detailed written draft assessment of the information gathered. The
assessment will be based on the interviews and research performed by the
Consultant. The assessment will discuss the ERP objectives and requirements as well
as opportunities for business process changes that will assist in the adoption of best
practices common to ERP applications.
IX. Product and module reviews and recommendations.
X. Cost estimates.
XI. Proposed project plan and timeline.
b. Phase II – Request for Proposal (RFP) Development Assistance and Selection Assistance
In Phase II of the project, should the City move forward with additional phases, the Consultant shall:
I. Develop an RFP document that incorporates information pertaining to the history of
the project, a high-level description of the City’s current environment, the City’s
desired approach to implementing a new ERP solution, the City’s functional and
technical requirements, a structured list of points for vendors to address in their
responses, emphasis on staff training in all departments, and evaluation criteria.
II. Coordinate a work session with the City’s procurement team to review the draft RFP,
collecting any feedback or additional terms for inclusion, before updating the RFP to
“final.”
III. Provide a distribution list that includes most of the major ERP solution vendors in the
market.
IV. Coordinate and assist the City in responding to vendor questions and developing
corresponding addenda.
V. Coordinate, plan, and lead a pre-proposal teleconference for interested vendors,
facilitating the question-and-answer portion of that meeting.
VI. Compile a list of questions raised and prepare, on behalf of the City, suggested
responses.
VII. Facilitate the proposal review process by analyzing vendor proposals to identify
issues, risks, exceptions, omissions, and objections, compiling them in a single,
executive-level Proposal Summary Memo. The memo will identify key areas for
consideration by the City’s evaluation team related to each vendor’s ability to meet
minimum requirements, and alignment with the evaluation criteria within the RFP.
VIII. Facilitate an onsite meeting with the City’s evaluation team to review the proposal
summaries, provide discussion of each proposal received, assist in the scoring process,
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