08272026_P2608COC_ERP_System_Meetingv2.pdf

This is a public notice of an evaluation committee meeting issued by the City of Cocoa, Florida, for the Enterprise Resource Planning (ERP) System procurement (RFP P-26-08-COC). The meeting is scheduled for August 27, 2026, at 3:00 PM at Cocoa City Hall to discuss the initial evaluation of proposals and determine a short list of vendors. The City seeks proposals for a modern, comprehensive, cloud-native SaaS or cloud-hosted ERP solution to replace its legacy Naviline platform. The required system must provide functionality across five core modules: Financial Management (General Ledger, Accounts Payable/Receivable, Budgeting, Purchasing, Fixed Assets, and Projects & Grants accounting); Human Capital Management (Payroll, Personnel Administration, Benefits Administration, Applicant Tracking, and Training); Utility Billing & Customer Service (water/sewer account management, meter reading integration with AMI/AMR support, multi-city utility billing capabilities, and citizen payment portals); Community Development (Permitting, Planning/Zoning, Code Enforcement, and Business Tax Receipts); and Asset & Work Order Management (work order lifecycle, preventative maintenance, and inventory control). Proposals were due July 10, 2026, with the proposal opening at 4:30 PM EST, and a pre-proposal conference was held June 8, 2026. Ten vendors submitted proposals, and the City anticipates contract award in November 2026. The evaluation committee meeting is open to public observation and will be recorded for public record, with potential City Council member attendance. Contact information for inquiries is provided as Brian Dale, CPPO Procurement and Budget Manager, at 321-433-8833 or bdale@cocoafl.gov.

Evaluation criteria total 100 initial points distributed across Qualifications & Experience (15 points), Functional Requirements (25 points), Infrastructure (10 points), Maintenance & Support (10 points), Acceptance Testing (10 points), Implementation (10 points), Contractual Proposal (5 points), and Price (15 points), with shortlisted vendors advancing to demonstrations and reference checks for a maximum 200-point total. Pricing must remain firm for 270 days and include fixed pricing for five years of support and maintenance with annual renewal options. The City prefers a single vendor or lead vendor approach to minimize complex third-party integrations and requires turn-key implementation including project management, data migration with five years of historical financial data, system configuration, comprehensive staff training, and post-go-live support. The proposed system must deliver 99.9% uptime with five-second response times for 95% of transactions, operate on Windows 10/11 and iOS/Android platforms, integrate seamlessly with existing Esri GIS and Laserfiche document management systems, and provide 24/7 technical support. The City serves approximately 12 departments with over 560 full-time and part-time staff and manages approximately 94,000 utility accounts.