About this opportunity
AI summaryThe Town of Brookline, New Hampshire, seeks proposals for a vendor-hosted municipal financial management system and associated implementation, data conversion, integration, training, and support. The solution must strengthen fund accounting, internal controls, reporting, and payroll administration while retaining Avitar for assessing and tax operations. Proposers must perform work offsite from their office premises and must be onshore United States organizations. Applicants must deliver one signed original, two paper copies, and one searchable PDF copy with editable pricing schedules on a USB drive in a sealed package to the Administrative Offices by November 19, 2026, at 2:00 p.m. Eastern Time. Email substantive questions to the Town Administrator by November 10, 2026, at 12:00 noon. Available 2026 funding is $37,000, requiring an initial funded scope at or below this cap alongside separately priced options. Evaluations use a normalized cost formula worth 20 points, practical affordability worth 5 points, and scored criteria on a 0 to 5 scale.
Buyer and opportunity details
- Client
- Town of Brookline
- Solicitation No.
- 2026-004
Scope of work
- Vendor-hosted municipal financial management system
- System implementation, project management, and governance
- Data conversion including up to five years of detailed GL transaction history
- System integrations including Avitar receipt and tax financial postings to GL
- General ledger, fund accounting, budgeting, AP, AR, cash receipts, and bank reconciliation
- Payroll administration, basic employee records, electronic time entry, and leave tracking
- Staff training and post-implementation stabilization support
- Phase II expanded operations including purchasing, POs, encumbrances, fixed assets, and grants
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Total cost and funded-scope (normalized cost formula) | 20 points |
| Total cost and funded-scope (deliverables, completeness, fee certainty, practical affordability) | 5 points |
| Resource-backed dates, accepted deliverables, data detail/reconciliation, commitments, and reference results | Not specified |
Minimum qualifications
- Three municipal references, including at least one population 5,000 - 25,000 and one New Hampshire municipality if available
- Demonstrated ability to interface with Avitar software
Documents to include with your response
- Signed offer with current contacts, addenda list, conflict disclosure, and signed Offer Certification
- Executive scope description detailing Offer A and Offer B
- Schedule A mandatory commitments and functional matrix
- Delivery plan, schedule, conversion scope, and acceptance criteria
- Integration plan, security summary, and restricted technical appendix
- Commercial terms, proposed SaaS agreement, SOW, SLA, and data/security addendum
- Exceptions list and redline table
- Schedule B Module and service pricing
- Schedule C Funded Scope and 2027 Budget Bridge
- Schedule D Interface Register and Pricing
Key dates
- Release
- Thursday, November 5, 2026
- Written questions due
- Tuesday, November 10, 2026 at 12:00 noon
- Target final answers and addendum
- Thursday, November 12, 2026 by 2:00 p.m.
- Sealed proposals due
- Thursday, November 19, 2026 at 2:00 p.m.
- Public opening
- Monday, November 23, 2026 during the Selectboard meeting @ 6:00 p.m.
- Demonstrations and reference checks
- November 30 through December 2, 2026
- Target selection authorization
- Monday, December 7, 2026
- Target executed initial agreement
- Friday, December 18, 2026
- Contingency Board action
- Monday, December 21, 2026
How to submit
- Method
- Sealed package
- Instructions
- Deliver one signed original, two paper copies, and one searchable PDF copy with editable pricing schedules in Word or Excel on a USB drive to Town Administrator, Town of Brookline Administrative Offices, 55 Route 13, Brookline, NH 03033. Package must be marked Municipal Financial Management System RFP – November 19, 2026 and proposer name.
Contract details
- Term
- One-year renewable base with disclosed renewal caps and funding-out terms, with price protection through 2027
- Estimated value
- $37,000
- Place of performance
- Brookline, NH / Offsite
- Insurance and bonding
- Insurance including technology errors and omissions/cyber liability is required
- Funding
- Town 2026 appropriation