Project Information

Bid Title

Request for Proposals Budget Software

Issuing Agency

Cumberland County

Location

Maine

Published Date

Feb 2, 2026

Closing Date

Feb 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
Request for Proposals Budget Software Cumberland County is seeking proposals for budget preparation software.	February 02, 2026 11:30 AM	February 23, 2026 3:00 PM

Attachment Preview

REQUEST FOR PROPOSALS (RFP)

FOR

BUDGET PREPARATION SOFTWARE

PROPOSALS DUE BY

3:00 PM ET, FEBRUARY 23RD, 2026

February 2nd, 2026

The County of Cumberland, Maine is requesting written proposals for budget preparation software.

The County will receive written sealed proposals for these services until 3:00 pm ET on February

23rd, 2026 at the Cumberland County Office, 27 Northport Drive, Portland Maine 04103, at

which time proposals will be opened in public.

The Request for Proposal (RFP) contains the key information and requirements for respondents to

address. It is the intent of the RFP process to receive proposals prepared in accordance with this

RFP and consistent with the scope of services and/or specifications required.

Included in the request:

• Sec. 1- Instructions

• Sec. 2- RFP Schedule

• Sec. 3- Background

• Sec. 4- General Terms and Conditions

• Sec. 5- Scope of Services and Special Conditions

• Sec. 6- Proposal Format and Forms

Page 2

Page 4

Page 5

Page 6

Page 10

Page 12

Please refer to all portions of the RFP for additional information and instructions on submitting a

proposal.

Copies of this RFP can be located on the County’s website:

https://www.cumberlandcountyme.gov/departments/finance___treasurer/bid_opportunities.php

or by emailing tgrover@cumberlandcounty.org. The County reserves the right to reject any and all

proposals or any part of a proposal should it be in the best interest of the County to do so.

1

Section 1- INSTRUCTIONS

RESPONSE INSTRUCTIONS

Proposals must follow the rules and format established within this RFP. Adherence to these

rules will ensure a fair and objective analysis of all proposals. Failure to complete or comply

with any portion of this request may result in rejection of a proposal. Bidders must submit

their proposals in accordance with all sections of the RFP, including these instructions and

Section 6 - Proposal Format and Forms.

COSTS OF RFP PREPARATION AND SUBMISSION

Each Bidder shall be responsible for all costs incurred in order to prepare and submit their

response to this RFP.

PROPOSAL SUBMISSION

ONE (1) ORIGINAL SIGNED HARD COPY AND ONE (1) FLASH DRIVE

CONTAINING AN ELECTRONIC COPY OF THE BID PROPOSAL ARE

REQUIRED. The electronic copy must be a PDF and identical to the original signed copy.

All copies of the bid proposal must be contained in a single SEALED envelope/package

addressed and hand delivered or sent by certified mail to:

County of Cumberland

Attn: Theresa Grover, County Treasurer

27 Northport Drive

Portland ME 04103

The outside of the envelope/package must be clearly marked with the following: “Budget

Preparation Software RFP,” the Bidder’s name, and the bid due date. If alternative

proposals are offered by a Bidder, each proposal shall be submitted separately and comply

with all requirements in this RFP.

Bid proposals must be received by 3:00 pm ET, February 23rd, 2026. It is the sole

responsibility of the Bidder to see that their completed proposal is received by the closing

time. The County will in no way be responsible for delays caused by the mail carrier or any

other method of delivery. Any proposal received after the closing time will be eliminated

from consideration and returned to the Bidder unopened. Untimely proposals which are

opened in error will not be considered.

ADDITIONAL INFORMATION

Any questions, points of clarification, or requests for additional information must be made

in writing and submitted to:

County of Cumberland

ATTN: Theresa Grover

27 Northport Drive, Portland ME 04103

OR tgrover@cumberlandcounty.org

2

Inquiries must be submitted by 3:00 pm ET, February 9th, 2026. The County will respond

to inquiries in writing by February 13th, 2026 and copies will be provided to individuals

that filed a timely intent to bid. If required, an addendum to this RFP will be issued.

EVALUATIONS

After the public opening of the proposals, an Evaluation Team comprised of County officials

and employees will evaluate the proposals and make a recommendation to the County

Commissioners. The County Commissioners are responsible for awarding any contract

pursuant to this RFP. Selected Bidders may be invited to make oral presentations to the

Evaluation Team and/or Commissioners during the evaluation process. The County

Commissioners may award any contract based on initial proposals received, without

discussion of such proposals.

The Evaluation Team will evaluate Proposals on a variety of quantitative and qualitative

criteria. Proposals will only be considered from respondents that demonstrate the ability to

perform the scope of services and/or meet the specifications outlined in this RFP. The County

reserves the right to investigate the financial condition, experience record, and personnel of

Bidders to determine the ability of a Bidder to perform the services required.

The County reserves the right to reject any and all Bids and to accept any Bid, or

portion of a Bid. Except as otherwise provided by law, the decision to award a contract

pursuant to this RFP will be based on a best-value analysis and the County’s purchasing

policies, taking into consideration the qualities of the goods or services to be supplied, their

conformity with the specifications in this RFP, the purposes for which they are required, and

the best interest of the County. The lowest priced proposal may not necessarily be selected.

3

Section 2- RFP SCHEDULE

RFP Publication

Deadline to Submit Questions to County

and Deadline to File Intent to Bid Form

(optional)

Date of Written Response to Questions

Deadline for Receipt of Proposals/Opening

Time

Presentations (if required by County)

Award of Contract - Board of

Commissioners Meeting

Begin Service/Contract Start Date

February 2nd, 2026

3:00 pm ET, February 9th, 2026

February 13th, 2026

3:00 pm ET, February 23rd, 2026

TBD

March 16th, 2026

Anticipated April 1st, 2026

• Note: Dates and times of this schedule are accurate at the time of RFP

release. Dates are subject to change.

4

Section 3- BACKGROUND

Cumberland County seeks proposals for an enterprise-grade financial budgeting and planning

platform that will serve as the County’s core financial planning system. The County currently

relies on spreadsheet-driven budgeting for County budget preparation. With the increasing

complexities in the County budget, the County’s objective is to acquire a platform that will

ensure financial data integrity across all budget categories, reduce manual reconciliation and

publishing, and create a scalable foundation for future financial reporting and disclosure.

Cumberland County’s budget is developed by the County Manager, reviewed by the Finance

Committee, and submitted to the County Commissioners for approval. The County operates on a

July 1st to June 30th fiscal year.

Cumberland County’s budget includes operational budgets for 16 County Departments,

including the Cumberland County Jail (jail funds are required by law to be accounted for

separately from the County’s General Fund). A separate set of spreadsheets is developed for each

department’s budget, which includes the Department coversheet, a summary page, and the

department budget breakdown. The coversheet includes general information on the department,

including personnel, department objectives, and the department’s total revenue and expenses.

The summary page includes a list of the department's line-item accounts (by account number)

with no line detail. Each line includes the following columns: the prior year’s budget, three prior

years’ actual expenditure in separate columns, the department head’s request for the upcoming

fiscal year, the County Manager’s recommendation, the Finance Committee’s recommendation,

and the final amount approved by the County Commissioners. The final section is the

department's breakdown of each line item, including detailed budget justifications. This page

also includes most of the columns listed on the summary page.

Each department’s budget is reflected on a master summary page that provides the total budget

expenditures and revenues for the County. The master summary page also contains historical and

current budgetary impacts on the County Tax, which is assessed through municipalities to

taxpayers in the County. The County shows the tax impact of the Jail and Cross Insurance Arena

separately, as well as the combined tax impact of the budget.

The County’s budget also includes summaries of enterprise accounts for certain departments that

are funded entirely through contract or grant programs, a 5-year Capital Improvement Plan, and

non-departmental debt service.

The County wishes to acquire budget preparation software that allows for it to maintain, more or

less, its existing budget format.

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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