City of Newport News • VA • opengov

Consulting Services, SAP System Integration

Posted Jan 13, 2026Closes Feb 27, 2026Status: currentRequest for Proposals

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Summary

The City of Newport News (the “City”) is seeking proposals from qualified firms (the “Offeror” or “Contractor”) to furnish the goods and/or services described herein and proposals will be received via the City’s e-Procurement Portal, OpenGov Procurement (https://secure.procurenow.com/portal/nnva), to be received no later than Friday, February 27, 2026 at 5:00 pm (local prevailing time).The purpose of this Request for Proposals (RFP) is to solicit competitive proposals from qualified SAP system Integrators for the end-to-end migration and modernization of the City of Newport News Waterworks Department's SAP ECC IS-U solution to SAP S/4HANA, leveraging a clean core assessment of the current SAP state. The required services cover technical migration, business process enablement, system integrations as needed, reporting/analytics, Fiori user interface, and ongoing support, while minimizing system customizations and embracing S/4HANA standard features. The goal is to modernize the existing technology, streamline operations, and ensure robust client ownership and knowledge transfer. References to "City," "Department of Waterworks," and "Waterworks" are synonymous.

Full description

The City of Newport News Department of Public Utilities (Waterworks) supplies drinking water on a retail basis to approximately 410,000 people on the lower Virginia Peninsula, including the Cities of Newport News, Hampton, Poquoson, and parts of York County and James City County. For FY 2025, the average daily demand of the system was approximately 33.4 million gallons per day (MGD). Water is distributed through a water pipeline transmission and distribution system covering 250 square miles and extending over 1,700 miles in length. Waterworks is a City Department providing water regionally and operating as an enterprise fund.Waterworks currently maintains 130,330 metered water services. In addition, Waterworks is the billing/collection agent for solid waste and sewer maintenance for the cities of Newport News and Hampton (approximately 100,000 metered accounts). Waterworks bills for meter and fire protection services fees based on ten (10) different sizes of water meters. Waterworks provides meter readings to Hampton Roads Sanitation District (HRSD) and James City County, so that they can bill their respective customers for sewer treatment based on water usage. Waterworks provides water cutoff services to HRSD, James City County, and York County for non-payment of their billed services. Waterworks perform other customer billing to include public use fire hydrant meters and water testing services. Finally, Waterworks sells wholesale water to various customers.During Fiscal Year 2025, 114, 852 customer account inquiry calls were received by Waterworks Customer Service Call Center (average of 9,571/month). Additionally, for FY 2025, SAP generated 1, 171,550 customer billing documents and 156,987 customer correspondence documents for printing/mailing through the Waterworks Vendor, Datamatx. For the 6-month period September 1, 2024, to February 28, 2025, SAP created a monthly average of 130,501 customer invoicing documents (including paper bills and paperless billing). During FY 2025, SAP generated 35,031 backflow prevention correspondence documents for printing/mailing through Datamatx. During FY 2025, SAP generated 24,230 Lead and Copper Rule Revisions (LCRR) related communications (starting in the second quarter of the fiscal year).The current SAP landscape at Waterworks includes SAP ECC IS-U for customer care and billing, and SAP Materials Management for inventory and procurement processes. Currently, external System Integrators provide most technical support. There is a strategic priority to increase internal capabilities and reduce vendor dependency.Waterworks successfully completed its Advanced Metering Infrastructure (AMI) initiative in May 2024. The Sentryx system includes approximately 133,500 AMI meters that transmit 24 hourly meter reads each day. Of these, more than 120,000 meters are equipped with internal disconnect valves, enabling remote connection and disconnection without field visits. The Sentryx network operates on a 900 MHz LoRaWAN platform and consists of 34 collectors and approximately 100 repeaters. Through built-in integrations, scheduled file transfers, and API calls, the Sentryx System and SAP Billing System are closely integrated, supporting automated on-demand and billing reads, remote disconnect/reconnects, move-in/move-out processing, and real-time master meter and meter status updates.The Clevest Field Mobile Work System integrates directly with the SAP Billing System, enabling seamless two-way communication and real-time data exchange. Service orders generated in SAP are automatically transmitted to Clevest, where they are converted into electronic work orders for meter technicians in the field. The system supports real-time updates, allowing completed work to flow immediately back into SAP for billing and recordkeeping.Clevest also provides advanced scheduling and optimization features, including automated routing and driving directions to the next job site. If new work is dispatched during the day, the system can reshuffle and reprioritize work orders dynamically to improve efficiency. Additionally, if Customer Service cancels a work order in SAP, it is automatically removed from the technician’s queue, ensuring field staff always have an up-to-date and accurate workload.Waterworks implemented the SAP Materials Management (MM) System in April 2023 to manage all procurement and warehousing operations. The Waterworks warehouse maintains an inventory of over 7,500-line items with a total value of nearly $8 million. Since go-live, the system has processed more than 30,000 material requests (pick tickets), issued over 85,000 individual line items, and managed inventory transactions totaling more than $24 million.The SAP MM System provides comprehensive functionality including automated receiving and issuing, optimized pick ticket routing, cycle counting, annual physical inventory, inventory transfers to truck locations and work orders, and an automated return process. Warehousing is fully integrated with procurement, supporting automated part numbering, one-time purchases, bill of materials (BOM) management, warehouse and procurement order separation, and automatic reorder notifications. The system also accommodates discounts, credits, and returns while ensuring all materials are accurately charged to the appropriate budget codes and departmental accounts based on user credentials, enabling efficient financial reconciliation. To date, Waterworks has placed over 13,000 purchase orders totaling approximately $20 million.The AME System, utilized by Waterworks’ Fleet Operations, is an in-house solution developed from the WICM platform. It interfaces directly with SAP for parts requisition and inventory management. AME validates work order numbers and status, facilitates parts issuance from the storeroom, and supports BOM functionality to help mechanics identify previously used parts and streamline reordering. Waterworks implemented AME concurrently with SAP Materials Management, and Fleet Operations now completes approximately 3,500 work orders annually, generating daily pick tickets for parts and materialsThe envisioned project will ensure a successful, secure, and cost-effective migration to S/4HANA, leveraging out-of-the-box capabilities (as best as possible), comprehensive documentation, emphasizing knowledge transfer and empowerment of the Waterworks team.See Attachment A - Current System Landscape and Projected Future System Landscape for additional details.

Attachments

Contact

Email:: williamsas@nnva.gov
Phone:: (757)926-8037
Title:: Contract Specialist
Address:: [object Object]

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