RFP for Professional Software Services and Cloud-Based Software- Financial Ma...

REQUEST FOR PROPOSALS FOR INFORMATION TECHNOLOGY SOLUTIONS PRODUCTS AND SERVICES - FINANCIAL MANAGEMENT - CITY OF WALKER, LA (LACPC PARTICIPANT)

PROPOSAL DUE DATE AND TIME: JULY 27, 2026 – 2:00 P.M. CST.  Please visit the following website:

Please read the entire solicitation package and submit your proposal in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the bid. 

Responses must be submitted electronically on or before the date and time indicated above. Late submittals will not be accepted or considered. 

1. First, register by clicking the "Start Response" button and providing your contact information as prompted.  There is no cost to register.

2. Review the Legal Notice and Instructions in this electronic document.  Access / download any documents provided in the "Attachments" section.  Follow all directions in the documents. Complete and sign documents / forms as may be required. 

3. You will upload your completed Proposal and documents / forms on this platform using the "Recipients Will Drag & Drop Files Here" function.  

4. Questions related to the use of the platform or receipt of Proposals may be directed to the Electronic Administrator at lacpc@lamats.net. 

5. Questions related to the specifications and requirements may be directed to City of Walker Purchasing Agent, Ashley Freeman at ashley.freeman@walker-la.gov.  

The City of Walker, Louisiana, seeks financial management software and professional IT services to implement the following modules: General Ledger, Accounts Receivable, Accounts Payable, Bank Reconciliation, Business Licenses, Budget Preparation, Cash Receipting, Asset Management, Payroll, Human Resources, Inventory Management, and Utility Billing. Proposals must include an annual software subscription, professional implementation of services, and ongoing software support and maintenance, including enhancements, fixes, and updates. This RFP is issued pursuant to Louisiana’s Political Subdivisions Telecommunications and Data Processing Procurement Law, La. R.S. 38:2234 et seq.

Proposals must be submitted electronically by 2:00 p.m. on July 27, 2026, at https://lamats.easibuy.com. Proposers must register on the site to obtain the bid documents and submit a proposal.

Bid packets will not be mailed, emailed, or distributed in person. Proposers must register at https://lamats.easibuy.com to download the RFP documents and submit proposals electronically. Questions about electronic access or use of the bid platform should be directed to Paul Holmes, LaMATS e-Auction and Bid Services, at (225) 678-6107 or lacpc@lamats.net. Questions about the specifications or requirements should be directed to Ashley Freeman, City of Walker Purchasing Agent, at ashley.freeman@walker-la.gov.

The City reserves the right to reject any or all proposals. Proposals received after the deadline will not be considered. Following the bid opening, each proposer’s company name will be posted in the electronic document at https://lamats.easibuy.com, and registered proposers will receive email notice that the Notice of Receipt of Proposals is available for review.

The City of Walker is seeking advanced, innovative software that is cost-effective and easy to support. If, after evaluation, more than one software and IT services proposal is deemed acceptable, the City reserves the right to request best and final offers on prices and/or services.
The City of Walker is a member of the LACPC Municipal Joint Commission (LACPC). The resulting contract, if awarded, may be made available to other Louisiana municipalities and local governments through the LAMATS Administered Cooperative Purchasing Joint Commission (LACPC). Terms and conditions governing joint-use or piggyback purchases will apply. 

The City of Walker is seeking to contract with a Public Cloud Service Provider to utilize their private cloud infrastructure, managed cloud services and third-party proprietary cloud application(s) for financial management including, but not limited to:

The city prefers offers from Public Cloud Services Providers who are authorized to sell and implement a proprietary solution available to municipalities through a cooperative, group purchasing organization, or other at discounted government rates that are published.  The competitive component of this RFP should be based primarily on the cost of services as opposed to the cost of product.  Examples of acceptable proprietary solutions include, but are not limited to, Carahsoft, CDW•G and other nationally recognized cloud-based software developers. However, the city will consider any competitive solutions that are sustainable, practicable and have proven results.

When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. If a Respondent wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product, which is determined at the city’s sole discretion.

Equivalent products will be considered upon showing the other product meets the stated specifications and is equivalent to the brand-name product in terms of quality, performance, and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration. Minor differences that do not affect the suitability of the supply or service for the city’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent. The city reserves the right to reject Responses that the City deems unacceptable for any reason. 

Minor differences that do not affect the suitability of the supply or service for the city’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent. The city reserves the right to reject Responses that the city deems unacceptable for any reason. 

The city reserves the right to reject any or all Responses or any part thereof; to re-issue the Solicitation; to reject non-responsive or non-responsible Responses; to reject unbalanced Responses; to reject Responses where the terms, prices, or awards are conditioned upon another event; to reject individual Responses for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, informalities, technicalities or form errors in any Response; to conduct exclusive or concurrent negotiations of any terms, conditions, or exceptions taken by a Respondent or the terms of any agreement/document a Respondent would require the city to sign should Respondent be awarded a contract; and to reject Responses that are outside the city’s budgeted amount for the materials or services that are the subject of the Solicitation. The city may seek clarification of the Response from Respondent at any time, and failure to respond is cause for rejection. Submission of a Response confers no right to an award or a subsequent contract. The city will make an award that is in the best interest of the city. All decisions on compliance, evaluation, terms, and conditions shall be made solely at the city’s discretion and made to favor the city. No binding contract will exist between the Respondent and the city until the a written contract or purchase order is executed.  

Responses will be reviewed by an evaluation committee comprised of city employees and/or agents authorized by the city to participate in the evaluation. The city reserves the right to consider all information relevant to determining an award in the best interest of the city, including Respondents’ performance under prior contracts. The evaluation process may include but is not limited to a review of proposal Responses, interviews, presentations, site visits, product/service demonstrations, Best and Final Offers, requests for additional information, and requests for clarification. During the evaluation process the city will not respond to public records requests related to proposal content, its deliberations, evaluation notes or personal details of individual evaluation committee members. 

City staff may initiate discussions with Respondents for clarification purposes; however, a request for clarification is not an opportunity for a Respondent to change the Response. A request for clarification and/or additional information from a Respondent does not guarantee clarification and/or additional information will be requested from any other Respondent. Respondents shall not initiate discussions with any city employee, agent, or official, including members of the evaluation committee. 

A Respondent must provide a formal presentation or interview if requested by the city. Remote, online conferences are preferred. If requested, a PowerPoint presentation that responds to questions for information or clarifications shall be presented.

The City, at its sole discretion, may create a shortlist of the highet scored Responses based on a preliminary evaluation of the Responses against the evaluation criteria. Only those short-listed Respondents will be invited to give presentations/interviews. Upon conclusion of any presentations/interviews, the City will finalize the scoring against the evaluation criteria. 

 Any material changes to the solicitation document will be in the form of an addendum. Addenda are posted to this electronic document as Attachments and are listed below. Proposers are cautioned to check this portal for addenda before submitting their Response and by visiting the portal regularly. Notice of Addendums will be given via email to a proposer's registered email address. Neither the LACPC nor the city will be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City and Contractors are cautioned not to rely on any such changes. Failure to acknowledge receipt of an addendum may result in disqualification of a Response. 

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Neither the LACPC nor the city shall be responsible for any oral changes to these specifications made by any employees or officer of the city and potential contractors are cautioned not to rely on any such changes. Acknowledge of receipt of an addendum is generally requested under the TASKS Bar. 

1. Publication - June 25, 2026

2. Proposer Questions Submitted - by July 13, 2026

3. Answers to Appropriate Questions by Addendum Posted - by July 17, 2026

4. Proposal Receipt Deadline - July 27, 2026

5. Proposal Evaluations - after July 27 

6. Finalize Contract - August 2026

The city will not accept a "take it or leave it" standard or "canned" contract where the software, property or services are proprietary solely to the Respondent.  Other than third-party "commercial" proprietary software, property or services, all terms and conditions related to Services provided and controlled by the Respondent should be flexible, negotiable and competitive.  

A Respondent must be prepared for the city to accept th'e Response as submitted. If Respondent fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award and may begin negotiations with another Respondent. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order. 

Although proposers will be asked to submit their standard contract, the contract will include as Appendixes the Respondent's entire Proposal and any other terms and conditions negotiated.

The city, in negotiations, reserves the right to ask for best and final offers related to Cloud provider services.  

The LACPC is assisting the City of Walker with this RFP including electronic services, notices and the posting of results online at https://lamats.easiby.com. An administrative fee of $500 will apply to each contract entered into, including any eligible piggyback or joint use sales to other Louisiana municipalities and local political subdivisions (but only with the agreement of the Seller). Other terms and conditions may apply regarding piggyback or joint use.

The City of Walker is a commission member of the LACPC (a joint municipal commission) and is considered the sponsor of this solicitation.  The LACPC's role is to make the resultant contract from this solicitation available to other Louisiana local governments in strict compliance with Louisiana law. Where appropriate, he LACPC may offer the resulting contract as a Group Purchase Organization contract through its GPO entities whose operations are governed under Louisiana's public bid laws.