Project Information

Bid Title

RFP for ERP Consulting Services

Issuing Agency

Washington County

Location

Minnesota

Published Date

Jan 5, 2026

Closing Date

Feb 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP for ERP Consulting Services
Category:	Washington County Office of Administration
Status:	Open

Description: The purpose of this Request for Proposals (RFP) is to secure consulting services from a qualified vendor, hereinafter referred to as “Consultant”, for an Enterprise Resource Planning (ERP) organizational assessment and solicitation process. Publication Date/Time: 1/5/2026 8:00 AM Closing Date/Time: 2/6/2026 4:00 PM Contact Person: Name: Joe Ayers-Johnson, Senior Planner, Office of Administration Email: joseph.ayers-johnson@washingtonCountymn.gov Related Documents: RFP for ERP Consulting Services (PDF)

Attachment Preview

Request for Proposals (RFP) for

Enterprise Resource Planning (“ERP”)

Consulting Services

RFP release date: January 5, 2026

Submission due date: February 6, 2026

Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006

P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246

www.washingtonCountymn.gov

Washington County is an equal opportunity organization and employer

Table of Contents

1. Introduction ................................................................................................................................................3

1.1. Background Information......................................................................................................................4

1.2. County Authorized Representative ......................................................................................................7

1.3. Schedule .............................................................................................................................................7

2. Scope of Services .........................................................................................................................................7

2.1. Project Management...........................................................................................................................7

2.2. Mandatory Services.............................................................................................................................8

2.3. Deliverables ...................................................................................................................................... 10

2.4. Other Requirements..........................................................................................................................10

3. Proposal Content ....................................................................................................................................... 11

3.1. Cover Letter ...................................................................................................................................... 11

3.2. Table of Contents .............................................................................................................................. 11

3.3. Project Understanding.......................................................................................................................11

3.4. Scope of Work and Deliverables ........................................................................................................ 12

3.5. Internal Stakeholder Engagement Plan .............................................................................................. 12

3.6. Project Team Qualifications and Experience ...................................................................................... 12

3.7. Project Examples ............................................................................................................................... 12

3.8. References ........................................................................................................................................ 12

3.9. Cost and Fee Schedule.......................................................................................................................12

3.10. Proposal Summary ............................................................................................................................ 12

3.11. Appendix A – County’s Standard Terms and Conditions ..................................................................... 13

3.12. Appendix B – Contractor IT Acceptable Use Policy Acknowledgement Form ...................................... 13

3.13. Conflict of Interest.............................................................................................................................13

4. Proposal Submittal..................................................................................................................................... 13

5. Proposal Evaluation and Selection ............................................................................................................. 13

5.1. Evaluation Committee ....................................................................................................................... 13

5.2. Evaluation Criteria.............................................................................................................................13

5.3. Interview/Presentation ..................................................................................................................... 14

5.4. Final Selection ................................................................................................................................... 14

5.5. Conditions of this RFP........................................................................................................................14

6. Proposal Questions....................................................................................................................................15

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Enterprise Resource Planning (ERP) Consulting Services

1. Introduction

The purpose of this Request for Proposals (RFP) is to secure consulting services from a qualified vendor,

hereinafter referred to as “Consultant”, for an Enterprise Resource Planning (ERP) organizational assessment

and solicitation process. The assessment will assess the County’s existing ERP systems, including Human

Capital Management (HCM) and financial management systems; assess the County’s needs for ERP systems

moving forward; and present a recommended approach and an analysis of possible software solutions

suitable to meeting those needs.

Ultimately, the project goal is to determine the desired future state of the County’s ERP systems, identifying

an approach that will modernize and optimize the County’s HCM and financial management system;

adequately support the scale and complexity of County operations; meet County system requirements, and

improve efficiency, data integration, data integrity, and service delivery. Once an approach is identified, the

Consultant will work with the County to develop a Request for Proposals (RFP) for ERP vendor procurement

and prepare for implementation and change management processes.

A successful planning process will ensure the following project objectives are met:

1. Alignment with Washington County’s 2024-2029 Strategic Plan; particularly Objective F within the

strategic priority Organizational Excellence: “Modernize and update the County’s technology and

communication systems to improve user experience, create efficiencies, enhance data security, and

better support County services.”

2. A thorough assessment of both the County’s existing HCM and financial management systems,

including their system requirements and the infrastructure and the staff that support them.

3. A Countywide assessment of organizational needs, including, but not limited to, stakeholder

interviews, workshops, and process shadowing.

4. A complete and detailed accounting of future system requirements for both HCM and financial

management operations.

5. Identification of an ERP approach to increase efficiency and productivity of enterprise systems and

meet ongoing organizational needs. In addition, the provision of a thorough analysis of the universe

of ERP solutions, including, but not limited to, overall fit for County government operations,

complexity of implementation, and cost. This analysis should compare/contrast the benefits of

implementing separate platforms for HCM and financial management functions versus adopting one

unified platform.

6. The development of a RFP solicitation to select the best software solution(s) for both current and

future County operations that improves overall system modernization, is scalable, sustainable, and

capable of supporting all departments across the County and meets identified operational and

business needs, including, but not limited to, some of the following examples:

• Secure, Anytime Access

Provide secure, reliable access to employee and manager self-service functions, including

payroll, from any location.

• System Integration & Automation

Ensure seamless data integration with County systems, enhanced automation of workflows,

robust and flexible reporting, and improved accessibility of information.

• Data Integrity, Security, & Controls

Strengthen internal controls, safeguard data integrity, and enhance overall system security.

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Enterprise Resource Planning (ERP) Consulting Services

• Community-Facing Services

Deliver streamlined, user-friendly services for community members, including self-service

options and online payment capabilities.

• Decision Support

Improve the quality, accuracy, and accessibility of data to support informed County

decision-making.

1.1. Background Information

1.1.1. About Washington County

Washington County, Minnesota is the fifth most populous County in Minnesota with a diverse

population, including longtime residents, young professionals and families, and new immigrant

communities. Over the last 20 years, Washington County has experienced rapid growth from a rural,

farming community to an expanding urban area.  

The County was established in 1849 and has the powers, duties, and privileges granted counties by state

law, codified in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated

population of 281,960. The County’s fiscal year begins on January 1 and ends on December 31. The

County is governed by a five-member County Board of Commissioners representing separate districts. In

addition, the Offices of County Attorney and Sheriff are elected on a Countywide basis.

The County offers a full range of services including property tax administration, law enforcement,

corrections, public works, parks, solid waste management, library, community health, human resources,

and general administration. The County employs approximately 1,400 employees.

1.1.2. Current County ERP Context

Human Capital Management (HCM):

The Washington County Human Resources (HR) Department partners with 12 departments across the

County, including 18 meet and confer groups or unions, to attract, retain, and engage a qualified,

dedicated, and diverse workforce. HR is the central point for recruitment and hiring, employee relations,

labor relations, benefits, safety, risk management, learning and development, and employee

engagement.

Some of Washington County’s HR operations are currently limited by a fragmented ecosystem of tools

including Personality, NeoGov (Insight, Onboard, Learn, Perform), SharePoint, OneNote, OnBase, email,

and shared drives. In some instances, the lack of integration forces staff to manually enter data across

platforms, pursue approvals through email, and maintain parallel tracking logs, resulting in

inefficiencies, version-control risks, and limited cross-functional visibility.

Key challenges with the current HRIS system (because all others are not integrated) include:

• Administrator and Manager Self Service views are not intuitive for users.

• Limited integration capabilities, making it difficult to connect with other platforms and

requiring manual data entry which increases errors and inefficiencies.

• Lack of automation, particularly for workflows related to leave management.

• Limited reporting and analytics, restricting access to actionable insights and limits strategic

decision making and workforce planning.

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Enterprise Resource Planning (ERP) Consulting Services

• Mobile and remote access limitations hinder flexibility in today’s hybrid work environment.

• Reliance on unstructured forms, increasing the risk of errors and rework.

• The current system requires frequent support from Information Technology and Accounting

and Finance for routine tasks such as system updates, generating reports, and managing

data. This dependency limits HR’s ability to operate independently, slows response times,

and reduces overall efficiency.

In areas such as leave management and risk and safety practices, much of HR’s workload remains

outside of fully supported systems. Processes are often manually bridged using E-mail conversations,

Excel spreadsheets, and OneNote notes—particularly within the Risk and Benefits modules.

The absence of centralized dashboards further complicates tracking and oversight, highlighting the need

for a modern solution that streamlines processes, consolidates data, and enhances operational

transparency.

Washington County has been informed that its current HRIS platform, Personality, will continue to be

supported; however, the platform will no longer receive enhancements unless they are required by

Federal, State, or Government regulations. All future platform enhancements and development efforts

will be directed toward NeoGov’s cloud-based Software as a Service (SaaS) solution.

In preparation for this transition, the County is considering options to migrate to NeoGov’s cloud-based

solution to support HCM functions for years 2026-2030. The County Board has directed staff to begin

formal discussions with NeoGov to explore expanded use of its SaaS platform. As part of the ERP needs

assessment, it is essential to evaluate both the current operational challenges and the expected

capabilities of NeoGov SaaS. This includes reviewing how well NeoGov’s suite of tools can address

workflow automation, data consolidation, document management, cost center accounting, and

employee self-service, and whether it can serve as a bridge or foundation for a more comprehensive

ERP solution beyond 2030.

Financial Management System:

Washington County has a strong dedication to fiscal responsibility and prudent financial stewardship.

This commitment is affirmed by recognition from the Government Finance Officers Association (GFOA),

which honors organizations excelling in public sector finance. In 2023, Washington County was awarded

the Triple Crown Achievement for Excellence in Financial Reporting, the Popular Annual Financial

Reporting Award, and the Distinguished Budget Presentation Award. Only two other counties from

Minnesota were awarded this achievement in 2023.

In order to uphold its commitment to financial stewardship, the County is engaging a Consultant to

enhance operational efficiencies and ensure continued excellence in financial reporting. Currently, the

County utilizes Oracle’s JD Edwards EnterpriseOne (E1) software for its financial operations. While the

system is primarily designed for manufacturing and cost accounting, this focus presents challenges for

government-specific requirements. As a result, various workarounds have been implemented to

accommodate the County’s needs, alongside the use of supplementary software to perform functions

not natively supported by E1. Notably, the system necessitates significant manual data entry, lacks

process workflows, and offers limited data integration, which restricts the County from achieving

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Commodity Codes

• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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