Enterprise Resource Planning System Replacement Services

RFP for end-to-end ERP system replacement, including planning, configuration, deployment, and post-launch support for an Alberta agency.

System must provide data ownership to the municipality, including right of extraction upon contract termination
System must provide data encryption in transit and at rest using current industry standards (AES-256 or equivalent)
System must undergo annual SOC 2 Type II or ISO 27001 certification audits, with reports available upon request
System must be compliant with ISO 27001, 27002 Information Security (Annex A Controls for DRP/Backup)
System must be compliant with ISO 27017 Cloud Service Security (encryption of multi-tenant storage, separation of customer environment, cloud key-management)
System must be compliant with ISO 27018 (PII in cloud - privacy)
System must be compliant with ISO 22301 Business Continuity Management Systems (BCP, DRP, RTO, RPO, Testing, Backup, Restoration, Crisis)
System must support role-based access controls (RBAC) and audit logs of user activities associated with financial transactions and configuration changes
System must meet Canadian PCI requirements
System must support Canadian currency
System must support Canadian Social Insurance Number field
System must support Canadian postal address format, including Canadian postal codes
System must provide public APIs and/or secure file exchange (SFTP, webhook) for integrations with municipal systems (GIS, HRIS, asset management, payment gateways, etc.)
System must support export/import of data in open formats (e.g., CSV, XML, JSON) for interoperability
System must not require proprietary middleware for integration or reporting
System must comply with all applicable Canadian and Alberta municipal legislation
System must comply with Municipal Government Act (MGA)
System must comply with Access to Information Act (ATIA)
System must comply with Protection of Privacy Act (POPA)
System must comply with Public Sector Accounting Standards (PSAS) for financial modules
System must fully support Public Sector Accounting Standards (PSAS), including tangible capital assets, and year-end reporting
System must support audit trails on all transactions, configuration changes, and data imports
System must prevent unauthorized edits or deletions of posting transactions
System must ensure financial segregation of duties, with configurable approval hierarchies and limits
System must provide immutable records for all postings and journal entries
System must provide a fully integrated Core Financial capability (General Ledger, Accounts Payable, Accounts Receivable, Fixed Assets / TCA, Banking / Cash Management, Cash Receipting / POS, Vendor Management, Customer Management, Financial Statements & Reporting)
System must provide a fully integrated Property Taxes capability (Tax Rolls & Account Management, Assessment, Taxation, Payment & Adjustments, Arrears & Penalties, Reporting, Tax Certificates)
System must provide a fully integrated Utilities and Account Management capability (Account Management, Meters & Services, Consumption & Billing, Payment & Adjustments, Arrears & Penalties, Reporting)
System must provide integrated E-Services capabilities for citizens and businesses to securely access services, view account information, and conduct transactions online
System must be built on latest technologies and have a development roadmap that includes support for future technologies
System must provide sufficient patch notes regarding system changes and potential impacts to system functionality
System must allow for separate environments (production, test, and training) under one licensing agreement
System must prevent reports, queries, custom reports, custom queries, from causing performance degradation of the entire system
System must provide capability to conduct backups on a schedule or on demand
Cloud/vendor-managed systems must copy backup data off-site on a daily basis or more frequent
System/vendor must support a 99% availability of the system, inclusive of planned patching and downtime
System must provide bulk import/export functionality for large quantities of data at regular intervals
Solution must be tightly integrated across all modules, including hyperlinking to related or subordinate records
Vendor must provide continuously updated online software documentation for all modules
Solution must allow configurable multi-step business workflows and processes that can be modified by users
Solution must provide workflow capability to route approvals to the appropriate manager(s) or delegate
System must provide the ability to create user-defined workflows or process automations through a GUI or Low-code/No-code environment
System must provide the ability to establish and configure business rules, triggers and logic using the workflow engine
System should provide the ability to support browsers from multiple leading vendors (Chrome, Edge, Safari, etc.)
System command keys/keyboard shortcuts must be consistent from module to module
System should support the ability to undo and redo data entry
System only returns records for which the user has appropriate permissions to view
System supports a global search allowing users to enter common search criteria and results across all modules
System supports searching or filtering within any list of records being shown to a user
System will clearly identify mandatory fields during data input
System provides data validation off of acceptable data type
Vendor provides standard business-hours support for system users
System provides within-module search capabilities based on general search terms with support for wild card searching
System provides global search capabilities based on general search terms with support for wild card searching
System supports drop-down selection for data fields wherever possible
System should support centralized data asset transactions (master data)
System supports up to 30 concurrent internal/staff users and 200 concurrent external/public users without performance issues
System should be scalable to add new users when necessary
System will run concurrently while executing batch processes
Network Bandwidth usage meets industry standards
System can support running more than one batch process at the same time
System screen load maximum time can manage efficiently peak time performance for a municipal-grade broadband connection
Must be a true multi-tenant SaaS or cloud-hosted solution with regular vendor-managed upgrades
If SaaS, system must be hosted within Canada, with primary and disaster recovery environments in Canadian data centres (Tier 3 or Higher)
If SaaS, system must ensure Canadian data residency for all environments, including backups
If SaaS, system must provide multi-factor authentication (MFA)
System ensures sensitive personal information is protected in accordance with POPA/ATIA requirements
System provides integrated workflow and sandbox/test environment

$2,000,000 – $5,000,000

NRFP issued: March 2nd, 2026

Deadline for questions: March 30th, 2026

Deadline for the Town of Canmore to issue final addendum: April 13th, 2026

NRFP closing date: April 27th, 2026

Notifications to Shortlisted Proponents: May 18th, 2026

Interviews and/or solution demonstrations for Shortlisted Proponents (optional step): June 15th, 2026

BAFO submission (optional step): July 13th, 2026

BAFO resubmission for rectifications (optional step): July 27th, 2026

Negotiation and contract finalization: August 10th, 2026

Anticipated contract start date: August 24th, 2026

Project go-live is planned for March 2028

Hypercare stabilization period is planned for 8 weeks following deployment, up to May 2028

Town Of Canmore

Organization overview and procurement intelligence available on paid plans.

The agency seeks a vendor to provide comprehensive enterprise resource planning (ERP) system replacement services. The selected proponent will be responsible for seamless end-to-end implementation, collaborating with agency staff and other designated vendors to ensure flawless data integrations and migration.

Key services include planning and designing the ERP system implementation, building, configuring, and thoroughly testing the system. The project also encompasses complete system deployment, followed by hyper care and ongoing post-launch support to address any issues and ensure optimal performance.

All questions regarding this RFP must be submitted by March 30, 2026.

Enterprise Resource Planning System Replacement Services

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