Enterprise Resource Planning (ERP) System

Douglas County, Kansas, is soliciting proposals under RFP-2026-0012 for a qualified vendor to provide, implement, and support a modern, integrated Enterprise Resource Planning (ERP) system. The objective is to replace legacy applications for financial management, human resources, payroll, and procurement to improve operational efficiency, data accuracy, and regulatory compliance. The project includes software, professional implementation services, and ongoing support, with a strong encouragement for Software as a Service (SaaS) or hosted solutions. Proposals are due by October 20, 2026, via the bidsandtenders.com portal. The implementation is structured in phases, beginning with Time and Attendance in January 2027, followed by HR/Payroll through February 2028, and Finance concluding in February 2029. Award decisions will be based on technical suitability, cost, and overall fit. Payment is tied to fixed-price milestones, with the final acceptance of each phase requiring at least 10 percent of that phase's total cost. The County employs a two-staged acceptance process consisting of a 45-day pre-live testing period for conditional acceptance and a subsequent 60-day live testing period for final acceptance. The selected vendor must ensure the system conforms to specified functional requirements for at least 12 months following final acceptance, with a commitment to repair or replace non-working functions. The County maintains strict control over staffing, reserving the right to interview, approve, or dismiss key personnel. While the County prefers online meetings, on-site collaboration is expected when it provides significant value. All pricing must be submitted as fully loaded rates in a separate document, including all travel and incidental expenses.