REQUEST FOR 

PROPOSALS (RFP)

ACCOUNTING & UTILITY BILLING SOFTWARE PACKAGE                              

 Issue Date: December 11, 2025
 Proposal Due Date: January 21, 2026, at 4:00 PM EST

Description

The Town of Ahoskie is soliciting sealed proposals from qualified software vendors to provide a comprehensive, fully integrated Enterprise Resource Planning (ERP) system designed specifically for the needs of local government. The Town seeks a modern platform that improves efficiency, enhances transparency, reduces administrative duplication, and provides a unified system for financial, administrative, utility, and community development functions.

Background

Vendors are asked to provide proposals that include equipment, installation, training, ongoing maintenance, and all consumables (excluding paper).

Purpose and Objectives

The Town intends to implement a purpose-built municipal ERP solution that:

• Enhances operational efficiency across all Town departments
• Improves financial accountability and compliance
• Provides real-time visibility into budgeting, accounting, and utility operations
• Streamlines permitting, inspections, and code enforcement
• Improves service delivery and citizen experience
• Supports long-term scalability as the Town grows
• Establishes a unified data system to eliminate duplication and reduce risk of error

Required System Capabilities

Purpose-Built for Municipal Government

The proposed solution must be specifically designed for the public sector, with modules that support:

• Fund-based accounting
• Budget development and tracking
• Payroll and human resources
• Procurement, AP/AR, and contract management
• Utility billing and revenue administration
• Tax collection workflows
• Permitting, licensing, and inspections
• Public safety administration (if included in vendor’s offering)

The system should require minimal customization, leveraging industry-standard municipal workflows and compliance requirements.

Centralized, Integrated Platform

The Town requires a single, unified ERP system that integrates:

• Finance and accounting
• Utility billing
• Permitting & licensing
• Code enforcement
• Public safety records (if applicable)
• Citizen-facing portals
• Work order and asset management (preferred)

The system must operate on a common data backbone, eliminating redundant data entry and ensuring data consistency across all departments. Real-time data sharing is essential.

Financial Management & Audit Compliance

The ERP platform must include robust tools for:

• Budgeting and forecasting
• General ledger and fund accounting
• Accounts payable/receivable
• Purchasing and vendor management
• Grant accounting and project tracking
• Capital improvement planning
• Comprehensive financial reporting

The system must support transparent, auditable financial practices and easily produce documents required for annual audits.

Utility & Revenue Management

The solution must support municipal utility operations including:

• Meter-based billing (water/sewer/trash)
• Automated penalty, disconnect, and reconnect workflows
• Work orders, service requests, and field operations
• Online payments and customer portals
• Real-time integration with the general ledger and accounts receivable

The system must reduce billing errors and administrative overhead while ensuring accurate revenue management.

Scalability for Small and Medium Municipalities

The Town requires a solution capable of:

• Supporting small-town staffing levels and workflows
• Scaling as operational needs and population grow
• Expanding with additional modules in the future
• Operating efficiently with limited IT resources

Must be appropriate for a town that manages utilities, budgets, grants, and multiple community programs.

Enhanced Service Delivery & Resident Experience

The system should improve interactions between the Town and its residents by providing:

• A unified online portal for payments, permitting, requests, and communications
• Transparent access to account information, permitting status, and bills
• Reduced administrative barriers and improved response capabilities

Data-Driven Decision Making & Reporting

The ERP must offer:

• Real-time dashboards
• Customizable reporting tools
• Financial, operational, and performance analytics
• Tools to support planning, budgeting, and grant management
• Clear audit trails and data export capabilities

The system should help Town leadership make informed decisions on utilities, capital infrastructure, budgeting, and community development.

Vendor Qualifications

Vendors must demonstrate:

• Experience implementing municipal ERP systems
• A record of success with towns of similar size and complexity
• Strong customer support, training, and implementation teams
• Reliable system uptime, data security, and compliance standards
• A clear roadmap for future enhancements

Proposal Submission Requirements

Proposals must include:

1. Company Overview
2. Detailed System Description and Module List
3. Implementation Plan & Timeline
4. Data Migration Approach
5. Training Plan for Town Staff
6. Security & Compliance Framework
7. Cost Proposal, including:
   • Licensing or subscription, 
   • Implementation costs
   • Training
   • Annual support and maintenance
8. References from at least three municipalities
9. Ongoing Support Staffing Model
10. Proposed contract documents

Evaluation Criteria

Proposals will be evaluated based on:

• Compliance with required system capabilities
• Cost (initial and long-term)
• Quality of implementation plan
• Vendor experience and references
• System usability and integration
• Scalability and long-term support
• Security and data protection
• Overall value to the Town

Budget

The procurement and implementation of the proposed municipal software system will be funded using a combination of General Fund and Enterprise Fund resources, in alignment with the functional areas the system will support and consistent with applicable financial accounting standards.

The Town reserves the right to reject any or all proposals. 

Late submissions will not be considered.

Submission Deadline & Contact Information

Issue Date:                              December 11, 2025

Proposal Due Date:                 January 21, 2026, at 4:00 PM EST

Complete Evaluation:             February 3, 2026, at 4:00 PM EST

Contract Award:                     February 10, 2026, at 4:00 PM EST

Proposals must be submitted via email in PDF format to:

John Moses

Town Manager

Email: TownManager@ahoskienc.gov