Project Information

Bid Title

Enterprise Resource Planning Accounting and Business Management System

Issuing Agency

Northern Kenturky's Sanitation District

Location

Kentucky

Published Date

Dec 30, 2025

Closing Date

Jan 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-014

Original Source

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Bid Documents

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Project Description

Bid Number:	26-014
Bid Title:	Enterprise Resource Planning Accounting and Business Management System
Category:	Supplies & Equipment
Status:	Open

Description: Information packages are due by January 30, 2026 at 2:00 PM EST. Publication Date/Time: 12/2/2025 8:00 AM Closing Date/Time: 1/30/2026 2:00 PM Submittal Information: Electronic info pkgs are due January 30, 2026 at 2:00 PM EST. Bid Opening Information: Jan. 30, 2026 at 2:00 PM EST Related Documents: Request for Information - ERP Accounting and Business Management System (PDF) QA Memo - ERP Accounting and Business Management System (PDF) Addendum 1 - ERP Accounting and Business Management System (PDF)

Attachment Preview

REQUEST FOR INFORMATION

Enterprise Resource Planning

Accounting and Business Management System

December 2, 2025

Sanitation District No. 1

1045 Eaton Drive

Ft. Wright, KY 41017

Contents

SECTION 1: Purpose ...................................................................................................................................... 3

SECTION 2: Background ................................................................................................................................ 3

SECTION 3: Objectives................................................................................................................................... 4

3.1 Modernize Core Financial Management........................................................................................... 4

3.2 Strengthen Internal Controls and Compliance ................................................................................. 4

3.3 Unify Procurement, Contracting and Inventory ............................................................................... 4

3.4 Improve Capital Project and Asset Management ............................................................................. 4

3.5 Support Utility-Specific Financial Needs ........................................................................................... 4

3.6 Enhance Reporting and Analytics ..................................................................................................... 5

3.7 Promote Operational Efficiency........................................................................................................5

SECTION 4: Requested Information .............................................................................................................. 5

4.1 Company and Product Overview ...................................................................................................... 5

4.2 Functional Capabilities ...................................................................................................................... 5

4.3 Integration Capabilities.....................................................................................................................6

4.4 Technical Architecture and Security ................................................................................................. 6

4.5 Reporting and Analytics .................................................................................................................... 7

4.6 Implementation Methodology and Data Migration ......................................................................... 7

4.7 Support, Maintenance, Service Levels .............................................................................................. 7

4.8 Pricing Structure................................................................................................................................ 7

4.9 References ........................................................................................................................................ 8

SECTION 5: Submission Format .................................................................................................................... 8

SECTION 6: Evaluation and Selection............................................................................................................8

SECTION 7: Important Dates ......................................................................................................................... 8

Page 2 of 8

Enterprise Resource Planning System RFI

SECTION 1: Purpose

Sanitation District No. 1 (“SD1”) is seeking information from qualified software vendors and

implementation partners regarding modern Enterprise Resource Planning (ERP) Accounting and Business

Management systems capable of replacing the existing Microsoft Dynamics GP Version 18.5.1635.

This Request for Information (RFI) aims to gather information on available ERP solutions, implementation

methodologies, and cost frameworks suitable for public utilities that require strong financial controls,

asset management, procurement, and regulatory compliance.

Responses will be used to inform a future Request for Proposal (RFP). SD1 plans to implement the

replacement system and go-live in early 2028.

SECTION 2: Background

SD1 is a special district government utility established in 1946 by the Division of Sanitary Engineering of

the Kentucky Department of Health pursuant to an amendment of Chapter 220 of the Kentucky Revised

Statutes (KRS 220). The amendment to KRS 220 gave SD1 authority to prevent and correct the pollution

of streams, regulate the flow of streams for sanitary purposes, clean and improve stream channels for

sanitary purposes and collect and dispose of sewage and other liquid wastes produced throughout the

established service area. It also granted SD1 authority to construct sewers, trunk sewers, laterals,

intercepting sewers, siphons, pump stations, treatment and disposal works and other appropriate

facilities. SD1's authority under KRS 220 also included maintenance and operation responsibilities of the

above listed structures and facilities. In 1998 KRS Section 220.030 which identified the purposes for which

sanitation districts may be established, was amended to include “to develop and implement plans for the

collection and disposal of storm drainage”.

Today, SD1 serves Boone, Campbell, and Kenton Counties population of over 300,000 residence and

maintains more than 1,700 miles of sanitary sewer line, 128 wastewater pumping stations, 16 flood pump

stations, 7 package treatment plants, 3 major wastewater treatment plants, more than 450 miles of storm

sewer and over 35,000 storm sewer structures. SD1 is the second largest public sewer utility in Kentucky

with a service area that covers approximately 193 square miles throughout Kenton, Boone and Campbell

County.

In addition to maintaining sanitary and storm water infrastructure, SD1 implemented Northern Kentucky’s

Regional Storm Water Management Program. In this role, SD1 serves as the regional Storm Water Phase

II compliance authority. SD1 has entered into inter-local agreements with 30 local municipalities and

conducts the Phase II Storm Water Program on behalf of these co-permittees. Additionally, as the regional

storm water utility, SD1 has integrated storm water management into the watershed-based approach

used to address Northern Kentucky’s Consent Decree. The watershed-based approach acknowledges that

combined sewer overflows (CSOs) and sanitary sewer overflows (SSOs) are not the only sources of

waterway pollution. SD1’s watershed approach identifies the characteristics of individual watersheds and

considers CSOs and SSOs along with other sources impacting the waterways, such as storm water runoff.

SD1 is currently using Microsoft Dynamics GP Version 18.5.1635, hosted on-premises, for core accounting

and financial functions, including:

 General Ledger

Page 3 of 8

 Accounts Payable

 Accounts Receivable

 Purchasing /Procurement and inventory in combination with ReQlogic

 Fixed Assets and Budgeting

 Job Costing functions for creating and recording costs to Construction in Process projects

 Analytical Accounting function to track expenses such as repair costs on vehicles and chemicals

used by different treatment plants

 Cost allocations

 Management Reporter

 SQL tables for reporting

SD1 is seeking a secure, modern ERP platform to improve operational efficiency, financial reporting, and

transparency while maintaining compliance with public-sector accounting standards.

SECTION 3: Objectives

SD1 seeks to evaluate modern Enterprise Resource Planning (ERP) solutions that can replace the current

Microsoft Dynamics GP Version 18.5.1635 and consolidate related business functions into a secure,

integrated platform. The objectives of this RFI are to:

3.1 Modernize Core Financial Management

 Implement an ERP platform that supports public-sector accounting standards, including

GAAP, GASB, and multi-fund reporting.

 Enhance financial transparency and audit readiness through integrated general ledger,

Purchasing and Accounts Payable functions, budget controls, asset accounting, grant

management, and debt service tracking.

3.2 Strengthen Internal Controls and Compliance

 Enhance workflow automation, approval routing, segregation of duties, audit logs and

compliance related to procurement and purchasing authority, capital project oversight,

Federal grant reporting, role-based access with periodic access reviews, robust vendor

master controls.

3.3 Unify Procurement, Contracting and Inventory

 Replace the standalone ReQlogic requisition and purchasing system with a fully integrated

procurement, purchasing, contracts, and inventory management module.

3.4 Improve Capital Project and Asset Management

 Support SD1’s long term capital improvement plan, asset renewal and project-level

budgeting and forecasting.

 Enable tracking of capital construction, asset additions and depreciation.

 Easy to view cost details behind each capital project via reporting and drill-down functions.

3.5 Support Utility-Specific Financial Needs

 Provide robust revenue, billing, and cost allocation support for a dual-utility environment

(sanitary sewer and storm water).

Page 4 of 8

3.6 Enhance Reporting and Analytics

 Provide configurable reports to internal leadership, Board of Directors, external

stakeholders and auditors.

 Enable data-driven decision making through dashboards and analytics.

 Generate automated Budget to Actual reports, capital project reports, debt service

schedules, and cash flow projections.

3.7 Promote Operational Efficiency

 Streamline manual processes, reduce duplicate data entry, and improve integration

 Providing at least one of the following:

o Provide modern, well-documented REST APIs for data access and system integration.

o Allow direct, read-only database queries for operational reporting.

o Support secure replication of the production database to a local database server for

analytics and backup workflows.

SECTION 4: Requested Information

Vendors are asked to provide detailed information addressing the items listed below. Information may

include narrative descriptions, technical documents, product sheets, pricing models, or implementation

methodology summaries.

4.1 Company and Product Overview

 Overview of the vendor’s organization, history, experience with public utilities, and

ownership structure.

 Description of the proposed ERP solution, major modules, and current product version.

 Roadmap for future releases, cloud strategy, and long-term product support.

4.2 Functional Capabilities

Vendors should describe how their solution supports the following functional areas:

A. Financial Management

 General Ledger

 Accounts Payable and Procurement

 Integration with Lucity for inventory and reporting

 Accounts Receivable

 Cash management and bank reconciliation

 Financial reporting (financial statement preparation, ACFR support, etc.)

 Budget development, control, and forecasting

 Debt service tracking and reporting

 Capital Project tracking and reporting

B. Procurement, Contracting and Inventory

 Requisition to purchase and invoicing workflows (replacing ReQlogic)

 Catalog management and punchout support

 Contract lifecycle management

 Vendor management (including 1099’s and EFT/NACHA payment capabilities)

 Inventory control

Page 5 of 8

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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