Project Information

Bid Title

TO PROVIDE MIGRATION TO SAP S4/HANA

Issuing Agency

Erie County

Location

New York

Published Date

Feb 3, 2026

Closing Date

Feb 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
Information and support services	TO PROVIDE MIGRATION TO SAP S4/HANA	Friday, February 27, 2026

Attachment Preview

ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE MIGRATION TO SAP S4/HANA

RFP # 2026-017VF

February 3, 2026

DIVISION OF INFORMATION & SUPPORT SERVICES

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

TABLE OF CONTENTS

I. INTRODUCTION......................................................................................................................................4

A. Overview ............................................................................................................................................4

II. PROPOSAL PROCEDURES .......................................................................................................................4

A. Anticipated Schedule of Proposal......................................................................................................4

B. General Requirements.......................................................................................................................5

III. SCOPE OF SERVICES REQUIRED .............................................................................................................6

A. Scope..................................................................................................................................................6

1.1 Organizational Scope .......................................................................................................................6

1.2 Languages / Currencies....................................................................................................................6

1.3 Key Objectives..................................................................................................................................6

1.4 Technical Requirements ..................................................................................................................7

1.5 Functional Requirements.................................................................................................................7

1.6 Training and Documentation ...........................................................................................................8

1.7 Go-Live and Post-Go-Live Support...................................................................................................8

1.8 Service Deliverables .........................................................................................................................8

B. Experience/ Qualifications.................................................................................................................9

C. Length of Contract .............................................................................................................................9

D. Project Billing and Accounting...........................................................................................................9

1 STATEMENT OF RIGHTS .........................................................................................................................9

A. Understandings..................................................................................................................................9

B. Evaluation ........................................................................................................................................11

C. Contract ...........................................................................................................................................12

D. Indemnification and Insurance ........................................................................................................12

E. Intellectual Property Rights .............................................................................................................13

F. Non‐Collusion ..................................................................................................................................13

G. Conflict of Interest ...........................................................................................................................14

H. Compliance with Laws .....................................................................................................................14

I. Contents of Proposal .......................................................................................................................14

J. Effective Period of Proposals ...........................................................................................................15

EXHIBIT A – Technical and Operating Environment ....................................................................................16

EXHIBIT B – Proposer Certification ..............................................................................................................18

EXHIBIT C – Erie County Equal Pay Certification..........................................................................................19

EXHIBIT D – Standard Insurance Provisions.................................................................................................20

I. INTRODUCTION

A. Overview

Proposals are requested by the Erie County Division of Information and Support Services

(DISS) for SAP technical consulting services for the migration to SAP S/4HANA Cloud Private Edition. The

project will include the implementation of SAP Success Factors and Workforce Forecasting and

Scheduling. The County is running SAP ECC 6.0 EHP8, and currently in the process of upgrading to New

GL and New Asset Accounting. The primary functions and use of this software include Financial

Accounting, Funds Management, Controlling, Human Resources, Materials Management, and Plant

Maintenance.

The County operates within a complex public-sector environment that includes civil service rules,

multiple bargaining units, and statutory payroll and retirement reporting requirements. The County has

several interfaces with external banking institutions, outside partners (e.g., health benefits, deferred

compensation plan), and New York State for payroll and retirement. There are custom Z programs that

handle data transmissions, as well as daily functions. Additionally, the County has software interfaces

with Hyland Onbase and Aurigo Masterworks software.

It is the County's intent to select the Proposer (Contractor) that provides the best solution for the County's

needs.

The County reserves the right to amend this RFP. The County reserves the right to reject any or all of the

proposals, or any part thereof, submitted in response to this RFP, and reserves the right to waive

formalities, if such action is deemed to be in the best interest of the County. The County reserves the right

to request additional information from any proposer. The County reserves the right to award negotiated

contracts to one or more proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in

connection with any proposal or to procure or contract with any firm.

The County will only contract with firms that do not discriminate against employees or applicants for

employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual

orientation, citizenship status or any other status protected by New York State and Federal laws.

II. PROPOSAL PROCEDURES

A. Anticipated Schedule of Proposal

The following schedule is for informational purpose only. The County reserves the right to amend this

schedule at any time.

Issue RFP:

February 3, 2026

Proposals Due:

Selection Made:

Contract Signed:

February 27, 2026

30 days following due date

Following all necessary County approvals

B. General Requirements

1. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. One (1) original and five (6) copies shall be submitted by all proposers.

3. Proposals MUST be signed using the attached Exhibit B: Proposer Certification. Unsigned proposals will

be rejected.

4. Submit the proposals to:

Rachel Solly

Erie County Division of Information & Support Services

95 Franklin St. Room 1505

Buffalo, NY 14202

All proposals must be delivered to the above office on or before February 27, 2026, at 4:00 p.m.

Proposals received after the above date and time will not be considered. The County is under no

obligation to return proposals.

5. Requests for clarification of this RFP must be written and submitted to Rachel Solly at 95 Franklin Street,

Room 1505, Buffalo, New York 14202 or via email to Rachel.Solly@erie.gov no later than 4:00 PM on

February 13, 2026. Formal written responses will be posted by the County via the County Website on or

before February 20, 2026. NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE COUNTY,

EXCEPT FOR THE FORMAL WRITTEN RESPONSES TO ANY REQUEST FOR CLARIFICATION.

6. Proposers may be required to give an oral presentation to the County to clarify or elaborate on the

written proposal. Those proposers will be notified to arrange specific times.

7. No proposal will be accepted from nor any agreement awarded to any proposer that is in arrears upon

any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded

to any proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County.

8. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers shall

include the Erie County MBE/WBE Certification letter with their proposal.

Commodity Codes

• NAICS 541511Custom Computer Programming Services

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