Project Information

Bid Title

Electronic Budget Book Solution

Issuing Agency

Village of Glencoe

Location

Illinois

Published Date

Mar 20, 2026

Closing Date

Apr 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-006

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
26-006 Electronic Budget Book Solution	March 20, 2026 3:00 PM	April 06, 2026 11:00 AM

Attachment Preview

Response Submission Information

Project Name: Electronic Budget Book Solution

RFP Number: 26-006

Due Date: April 6, 2026

Time: 11:00 a.m. CDT

Attention: Margaret Schwarz, Assistant CFO

Department: Administration & Finance

Submit Proposal to Demandstar: https://network.demandstar.com/

Request for Proposal Response

Company Name: _____________________________________________________________________________

Mailing Address: _____________________________________________________________________________

City: ___________________________________________ State: ______________________ Zip: _____________

PROPOSAL ON: Electronic Budget Book Solution, per the specifications herein.

Please supply a pricing sheet that clearly shows the cost of implementation, annual

costs and any other additional options that can be added onto the solution purchase.

NOTE TO PROPOSERS: Any and all exceptions to these specifications MUST be clearly and completely stated in

writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to

these specifications may cause your proposal to be disqualified.

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-006 Electronic Budget Book Solution

Due: April 6, 2026

Page 1

GENERAL TERMS AND CONDITIONS

Section 1: Intent

It is the intent of the Village of Glencoe (“Village”) to contract with a vendor (“Vendor”) to provide a cloud-based

digital budget book software solution to enhance the development, presentation, and accessibility of the

Village’s annual budget. The Village currently utilizes Tyler ERP Pro 10 (formerly Incode) for its financial

management system. The selected solution must integrate effectively with this system or support efficient data

import/export processes.

The Village seeks a solution must provide overall improvements to the budget book production process through

time savings, process efficiencies, automation, and real-time integrations with external sources of data. It must

also meet the Government Finance Officers Association (GFOA) criteria. It must be a solution that improves

transparency, streamlines internal workflows, and provides interactive, user-friendly experience for staff,

elected officials, and the public.

Project Objectives

• Modernize the preparation and publication of the Village’s budget document

• Improve internal efficiency and reduce manual formatting work

• Provide a visually engaging, web-based budget book

• Enhance public transparency and accessibility

• Ensure consistency, version control, and auditability

• Integrate with or complement Tyler ERP Pro 10 financial data

Section 2: Proposal Price

The Proposer shall offer pricing on a pricing sheet that clearly shows the cost of implementation, annual costs

and any other additional options that can be added onto the solution purchase. Proposers must note any items

which the Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the term of

the agreement, and Proposers must propose a not-to-exceed price. The not-to-exceed price shall be all-inclusive

of all meetings, telephone calls, transportation, materials, supplies, labor, equipment and any other

reimbursable costs required to fulfill the scope of work as identified herein.

Section 3: Additional Information and Technical Questions

Proposers should also submit questions via email to Margaret Schwarz at the email address

mschwarz@villageofglencoe.org. Questions are due no later than March 27, 2026 3:00 p.m. CDT. Answers to

the questions will be provided on March 30, 2026, by 10:00 a.m. All changes to these specifications are valid

only if they are included in a written addendum from the Village to all Proposers.

Section 4: Silence of Specifications

The apparent silence of specifications as to any detail or apparent omission from a detailed description

concerning any portion of this document shall be interpreted as meaning that only the best commercial material

or practice shall prevail.

Section 5: Insurance, Hold Harmless and Indemnification

In addition to other standard contractual terms the Village needs, the Village will require the selected Vendor to

comply with indemnification, hold harmless and insurance requirements as outlined below:

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-006 Electronic Budget Book Solution

Due: April 6, 2026

Page 2

Vendor shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless

from all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the acts,

errors or omissions of the Vendor in performance of this Agreement, except for injuries and damages caused by

the sole negligence of the Village.

The Vendor shall procure and maintain, for the duration of this agreement, insurance against claims for injuries

to persons or damages to property which may arise from or in connection with the performance of the work

hereunder by the contractor, his agents, representatives, employees or subcontractors. The cost of such

insurance shall be paid by the contractor. Insurance shall meet or exceed the following unless otherwise

approved by the Village.

A. Minimum Levels of Insurance

1. Comprehensive or Commercial General Liability: $1,000,000 combined single limit per

occurrence for bodily injury, personal injury and property damage.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and

property damage.

3. Worker’s Compensation coverage as required by the Industrial Insurance Laws of the State

of Illinois.

4. Cybersecurity and/or professional coverage.

B. Other Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

1. General or Commercial Liability and Automobile Liability Coverages

a. The Village, its officials, employees and volunteers are to be covered as additional

insureds with respect to: liability arising out of activities performed by or on behalf

of the contractor; products and completed operations of the contractor; premises

owned, leased or used by the contractor; or automobiles owned, leased, hired or

borrowed by the contractor. The coverage shall contain no special limitations on the

scope of protection afforded to the Village, its officials, employees or volunteers.

b. The contractor’s insurance shall be primary insurance with respect to the Village, its

officials, employees and volunteers. Any insurance or self-insurance maintained by

the Village, its employees or volunteers shall be in excess of the contractor’s

insurance and shall not contribute with it.

c. Any failure to comply with reporting provisions of the policies shall not affect

coverage provided to the Village, its officials, employees or volunteers.

d. Coverage shall state that the contractor’s insurance shall apply separately to each

insured against whom the claim is made, or suit is brought, except with respect to

the limits of the insurer’s liability.

2. All Coverages

a. Each insurance policy required by this clause shall state that coverage shall not be

canceled by either party except after thirty (30) days prior written notice has been

given to the Village.

3. Acceptability of Insurers

a. Insurance is to be placed with insurers with a current Bests’ rating of A- or better, or

with an insurer acceptable to the Village.

4. Verification of Coverage

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-006 Electronic Budget Book Solution

Due: April 6, 2026

Page 3

a. Contractor shall furnish the Village with certificates of insurance and copies of

actual insured endorsements affecting coverage required by this clause. The

certificates and endorsements for each insurance policy are to be signed by a

person authorized by that insurer to bind coverage on its behalf and shall name the

Village, its officials, employees and agents as “additional insureds” except for

coverages identified above. The certificates are to be received and approved by the

Village before work commences. The Village reserves the right to require complete,

certified copies of all required insurance policies at any time.

5. Subcontractors

a. Contractor shall include all subcontractors as insured under its policies or shall

require subcontractors to provide their own coverage. All coverage for

subcontractors shall be subject to all the requirements stated herein.

Section 6: Evaluation/Acceptance of Proposals

The Village intends to select a Vendor that furnishes satisfactory evidence that it has the requisite experience,

ability, resources and staffing to enable it to perform the scope of work successfully. In making the

determination as to whether to select a Vendor, the Village will consider the following factors (listed in no

particular order):

1. Brief History/Background of Company

2. Experience, Qualifications, Technical Capabilities, and expertise working with our Municipalities

3. References from prior or current clients

4. IT Experience

5. Compliance with RFP specifications

Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability,

reputation, and expertise of the Proposer.

The Village may accept the proposal that is, in its judgment, the best and most favorable to the interests of the

Village and to the public; reject the low-price proposal; accept any item of any proposal; reject any and all proposals;

or waive irregularities and informalities in any proposal submitted or in the request for proposals process. As a point

of reiteration, the Village reserves the right to accept in whole or in part any item of any proposal. The waiver of any

prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers

should not rely on, or anticipate, any waivers in submitting their proposals.

Section 7: Other Terms

No Collusion

In submitting this proposal, the Proposer declares that the only person or party interested in the proposal as

principals are those named herein, and that the proposal is made without collusion with any other person, firm or

corporation.

Engagement

The Proposer further understands and agrees that if their proposal is accepted, the individual will engage the Village

to provide the services within seven (7) days of receiving notice of the selection. This would follow any required

approvals by the Village Board or Village Staff per the Village’s Procurement Policy.

Payment

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-006 Electronic Budget Book Solution

Due: April 6, 2026

Page 4

All payments for the Services will be made by the Village in conformance with the requirements of the Illinois Local

Government Prompt Payment Act (50 ILCS 505).

All costs incurred with the submission of proposals are solely those of the proposer. The Village, Trustees and/or

staff will not reimburse any expenses of those proposers. Proposers accept all risks of late delivery of mailed

proposals regardless of fault. Facsimile and other electronically transmitted proposals will not be considered. All

proposals and accompanying documentation will become the property of the Village of Glencoe. After the

execution of the agreement, any alterations to existing fees or additional fees imposed must be approved by the

Village in the form of an addendum to the agreement. All addenda are subject to the review of legal counsel.

Confidentiality

Proposals and other documents submitted shall be examined to determine the validity of any written requests

for nondisclosure of proprietary or confidential information. After award of a contract, all responses,

documents, and materials submitted by the respondent pertaining to this RFP will be considered public

information unless otherwise determined by legal counsel. All data, documents and other information

developed because of this contractual agreement shall become the property of the applicable municipality.

Based on the public nature of RFP’s, a respondent must inform the Village, in writing, of the exact materials in

the submittal which it believes are proprietary or confidential and should not be made part of the public record

in accordance with the Illinois Freedom of Information Act. The respondent will be financially responsible for all

expenses of the municipality, its public officials, Vendors, employees, agents and representatives in defending

the denial of access to such material pursuant to a Freedom of Information Act request.

ELECTRONIC BUDGET BOOK SOLUTION

Section 1: Background

The Village of Glencoe’s current budget book process is very time-consuming whereby staff must manually

create the document utilizing multiple different Microsoft Excel and Word documents. These need to be

updated manually and sent back and forth to review and make changes. All the documents are then converted

into pdfs and combined to form the book. This is a completely manual process. The Village is not using a

commercial application for this process and has not developed any automation in-house. The current final pdf of

the budget book can be found on the Village’s transparency portal here:

https://www.villageofglencoe.org/government/transparency_portal.php

Section 2: Scope of Work

The intent of this Request for Proposal (RFP) is to solicit proposals from reputable Vendors who provide an

electronic budget book solution.

The scope has the below listed primary requirements:

We would like to go live with the software solution preferably by September 1, 2026 in time to complete the

next Budget Book for the October 13, 2026 draft budget presentation.

General Requirements

Interface with Tyler Enterprise ERP Pro 10 (formerly Incode) Current Version 2025.1.63.2 as of 3/20/2026

Fully integrated with Tyler Munis financials, with the ability for real-time data

Describe how data will be transferred to the proposed solution on a regular and automated basis

________________________________________________________________________________________________________________

Village of Glencoe Request for Proposals: 26-006 Electronic Budget Book Solution

Due: April 6, 2026

Page 5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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