42213_RFI_Final.pdf

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It is the responsibility of Respondents who receive this RFI from sources other than the above listed platforms or St. Johns River Water Management District to contact the District’s Procurement staff prior to the due date to ensure any updates/addenda are received in order to submit a complete response.

ADDENDA ACKNOWLEDGMENT: Prior to submitting my response, I have verified that all addenda issued to date are considered as part of my response:

Addendum No. Date Addendum No. Date Addendum No. Date

RESPONDENT NAME:

STREET ADDRESS:

MAILING ADDRESS (IF DIFFERENT):

PRIMARY E-MAIL ADDRESS (required)

SECONDARY E-MAIL ADDRESS (required)

TELEPHONE: ( ) YEAR COMPANY WAS ESTABLISHED

NAME/TITLE OF PERSON SUBMITTING PROPOSAL:

SIGNATURE OF PERSON SUBMITTING PROPOSAL:

This document must be completed and returned with your submittal

THE GOVERNING BOARD OF THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR INFORMATION

42213_RFI26 ENTERPRISE RESOURCE PLANNING SYSTEM

The St. Johns River Water Management District (the “District”) is initiating this Request for Information (RFI) to gather details from qualified vendors regarding the provision of a modern, cloud-based Enterprise Resource Planning (ERP) system. The objective is to identify solutions that deliver integrated, cost-effective, and scalable capabilities to support core District operations with the most up-to-date cyber security tools. This RFI is intended to inform a potential future procurement and does not constitute a solicitation for bids or proposals. Vendors are encouraged to provide comprehensive responses addressing the requirements outlined herein.

This RFI is being issued for information and planning purposes only and is not a competitive solicitation. This RFI will not result in a contract and does not create any obligation on the part of the District.

Interested and qualified Respondents are invited to respond as described in this RFI. After receiving responses, the District may contact one or more Respondents to provide additional information or to conduct a presentation to demonstrate to the District the products or services related to the RFI response.

For all requests or questions relating to this RFI, please contact:

Kendall Siemiatkoski, Contracts Manager

Phone: 386-312-2324 or E-Mail: ksiemiat@sjrwmd.com

RESPONSE DUE DATE

1:00 PM Wednesday, May 13, 2026

LAST DAY FOR QUESTIONS – May 1, 2026; 5:00PM

Presentations – TBD

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TABLE OF CONTENTS

Cover Sheet Page 1

Table of Contents Page 2

PART 1 – RFI Background and Overview Pages 3-6

PART 2 – Requested Information & General Information Pages 7-8

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PART 1: RFI BACKGROUND AND OVERVIEW.

1.1 BACKGROUND AND OBJECTIVES.

The St. Johns River Water Management District is an environmental regulatory agency of the state of Florida whose work is focused on ensuring a long-term supply of drinking water, and to protect and restore the health of water bodies in the District’s 18 counties in northeast and east-central Florida. While the District works closely with utilities on water supply issues, the District is not a water supplier.

The District has undertaken a review of its existing legacy information technology systems and determined the need for a modern, integrated Enterprise Resource Planning (ERP) platform to support its finance, human resources, procurement and contract management, budget, project management, and other core administrative functions.

The goal of implementing an ERP is to better align the District’s operational infrastructure with the District's strategic priorities, including efficiency, transparency, and fiscal responsibility. The District is seeking a system that demonstrates cost-effectiveness over the system lifecycle, flexibility to adapt to evolving needs, and support for operational efficiencies and enhanced decision making through advanced technology while providing reliable, up-to-date security and the ability to comply with Web Content Accessibility Guidelines, as they may be amended.

For fiscal year 2025-26, the District has a budget of approximately $368 million. It has a workforce of 555 employees, with all but one located in Florida. During a typical year, it processes approximately 1,421 contract actions per year, encumbering approximately $115M.

1.2 RFI PROCESS.

The RFI is a formal request for information from qualified vendors for the goods or services described herein. Responses to the RFI are not formal offers and will not result in a contract. The District will accept responses to this RFI through the Response Due Date set forth on the cover page of this RFI. The District may send Requests for Additional Information to vendors that submit a response. The District may request additional information through questions and answers or through scheduled meetings (including demonstrations) for the purpose of developing an enhanced understanding of market capabilities and product offerings. Meetings will be arranged by the District’s procurement staff and may be conducted virtually or in-person at a mutually agreeable location. Such meetings are completely voluntary, optional, and will be at no expense to the District.

District staff are not authorized to provide oral interpretations or clarifications of the RFI documents. The assigned Procurement Specialist may provide general guidance on District procedures and assist in referencing applicable sections of the solicitation documents; however, respondents remain fully responsible for understanding and following all written requirements and submitting accordingly.

All requests for a written interpretation or correction must be submitted via e-mail before the deadline for questions set forth on the cover page of this RFI. All official responses, including clarifications, corrections, or supplemental instructions, will be issued in writing via addenda and posted on the solicitation portals listed on Page 1 of this document, prior to the submittal due date.

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The District will not pay for any information requested through this RFI, nor is it liable for any costs incurred by respondents in preparing a submittal.

1.3 CURRENT FUNCTIONALITY (LEGACY SYSTEMS)

The table listed below summarizes the existing legacy systems supporting the District’s finance, human resources, procurement and contract management, budget, project management, and other core administrative functions:

Function System / Application Uses

Finance Government E-Management Solutions (GEMS)

Accounts Receivable, Cash Receipts, Accounts Payable, General Ledger, Capital Assets, Inventory, Encumbrances, Financial Reporting

Budget BPT (in-house developed)/Excel spreadsheets

/GEMS

Budget preparation, including individual account justifications/descriptions (versioned after each budget round); FTE allocation and uploads to individual accounts; Excel-based budgeting and FTE reporting; tracking of project numbers assigned by program; chart of account segment history tracking

Human Resources ADP Workforce Now Recruitment, employee records, benefit administration, compliance reporting, employee and manager self-service, performance management, policy acknowledgments, mobile app.

Payroll ADP Workforce Now Payroll, time and attendance

Procurement / Contract Administration

CIS (in-house developed);

Excel spreadsheets; GEMS

Document routing and approvals;

limited search capabilities; work assignment; Purchase Orders

Grants Contract Information System (CIS) (in-house developed), Excel spreadsheet; GEMS

Document routing and approvals;

limited search capabilities; work assignment; Grants Management and Compliance

Project Management Mixture of Excel sheets;

ChangePoint; CIS (in-house developed), encumbrance reports, Oracle ECM

Dashboards and tracking tools to improve visibility for items such as finances, budget, project status, schedule, procurement status, contract dates and amounts, project risks, and access or storage of key

42213_RFI26 | Page 5 of 8 documents (plans, specs, photos, contracts, GB approvals etc).

1.4 ERP SYSTEM REQUIREMENTS AND FUNCTIONALITY.

Overview The District is seeking a cloud-based ERP platform that offers an integrated suite of applications. The solution should be delivered as Software-as-a-Service (SaaS) or Platform-as-a-Service (PaaS), ensuring high availability, scalability, and ease of access for authorized users. The system must support seamless updates and minimize the need for on-premises infrastructure.

Functional Integration The proposed ERP should unify the following core functions:

• Finance: Budgeting, accounting, forecasting financial reporting, grants administration, and inventory management.

• Human Resources: Personnel management, payroll, recruitment, benefits administration, performance management, employee records, and talent development.

• Procurement and Contract Management: Sourcing, purchasing, and invoice processing; solicitation and contract creation, approval, monitoring, and compliance tracking; vendor performance management; contract management and calendaring system, workload management and tracking of metrics. Report generating and exporting of items such as contract status, upcoming expirations, pending approvals, processing times, and workload metrics.

• Project Management: Project planning, scheduling, budgeting, resource management, milestone tracking, performance monitoring, and access to associated project records such as contracts, approvals, invoices, and real estate agreements for operational and capital projects.

Analytics and Capabilities The proposed ERP system must include robust reporting capabilities (standard and custom reporting). The ERP system should also incorporate AI features to automate routine tasks, provide advanced analytics, and deliver intelligent tools that enhance operational efficiency and support data-driven decision-making.

Capabilities should include:

• User-friendly reporting capabilities

• Process automation for repetitive administrative functions

• Predictive analytics for forecasting and trend identification

• Natural language query and reporting tools

• Machine learning-driven performance management insights

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• AI-powered recommendations for workflow optimization

• Search function to identify related actions and transaction history

• Dashboard / website integration

Security Standards Security is a critical requirement. The ERP solution should provide:

• End-to-end encryption of data in transit and at rest

• Role-based access controls and audit trails

• Audit logging and traceability of user and administrative activity

• Support for single sign-on (SSO) and multi-factor authentication (MFA)

• Clearly defined backup, recovery, business continuity, and disaster recovery capabilities

• Description of relevant third-party security assessments, certifications, or attestations

• Compliance with relevant data protection regulations

• Regular security updates and vulnerability assessments

Accessibility The system must comply with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA to ensure accessibility for all users, including those with disabilities.

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PART 2: REQUESTED INFORMATION AND GENERAL INFORMATION.

2.1 REQUESTED INFORMATION.

(1) Questionnaire. The District has prepared specific questions regarding the ERP to understand functionality and technical specifications available in the market. The questions are detailed in Exhibit 1 to this RFI. Respondents are requested to complete and return the questionnaire in its native Excel format with their submittal.

(2) Additional information. Respondents should also provide additional information relevant to the following:

a. Organization

b. Experience

c. Technical architecture and cloud platform

d. Functional capabilities (finance and budget, human resources, payroll, procurement and contract management, and project management)

e. Integration

f. Security, privacy, and compliance

g. Data and records management

h. Reporting and analytics

i. Support model and service levels

j. Implementation

k. Pricing

l. References from other public sector clients that have implemented your solution.

m. Other recommended system capabilities and functionalities not listed above, as they relate to this RFI.

Please keep in mind that both technical and nontechnical staff will be reviewing the information submitted in response to this RFI. As such, please craft your responses in a plain, clear, and concise manner.

2.2 RESPONSE SUBMITTAL INSTRUCTIONS.

(1) Format. Responses must be submitted in a single searchable pdf file, with the exception of the Questionnaire. The Questionnaire must be submitted as an Excel file.

(2) Delivery. Responses should submit their response to the following email address no later than the date indicated on the first page of this RFI:

RFI42213@sjrwmd.com

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2.3 PUBLIC RECORDS.

Unless otherwise exempt, all information submitted by Respondent in response to this RFI is a public record subject to disclosure. If any information included in the submittal is a trade secret as defined in §812.081, Fla. Stat., and exempt from disclosure pursuant to §815.04, Fla. Stat., Respondent must clearly identify any such material as “CONFIDENTIAL TRADE SECRET” in its submittal and explain the basis for such exemption. The District reserves the right, in its sole judgment and discretion, to reject a submittal for excessive or unwarranted assertion of trade secret confidentiality and return the submittal to Respondent.

2.4 AMERICANS WITH DISABILITIES ACT (ADA)

The District does not discriminate on the basis of disability in its services, programs, or activities. Special accommodations for disabilities may be requested through the procurement specialist listed on the first page of this RFI or by calling (800) 955-8771 (TTY), at least five (5) business days (Mon – Fri) before the date needed.

2.5 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING.

Notice is hereby provided that pursuant to §287.05701, Fla. Stat., the District (1) will not request documentation of or consider a respondent’s social, political, or ideological interests when determining responsibility and (2) may not give preference to a respondent based on respondent's social, political, or ideological interests.

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