COSC_ATT_D_Project_Expectations.docx
DOCX document 39 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) Software and Implementation Services State and local contract opportunity
- Solicitation number
- 2026-027
- Issued by
- Polk County, Florida
About this file
This is an RFP attachment document for the City of St. Cloud, Florida's Enterprise Resource Planning (ERP) Software and Implementation Services procurement. The City seeks proposals for an integrated ERP system to support financial, procurement, budgeting, human resources, and capital asset management operations. The functional scope encompasses Finance modules (General Ledger, Financial Reporting, Budget Management, Accounts Payable, Accounts Receivable, Treasury Management, and Capital Asset Management) and Human Resources modules (Employee Files, Benefit Enrollment, Personnel Evaluations, Recruitment, Time Entry, Payroll, and related administrative functions). The RFP permits multi-vendor proposals with clearly defined roles and responsibilities for each vendor regarding implementation and post-implementation support. A non-mandatory pre-response conference is scheduled. The City will select the successful proposer(s) at its discretion in a prompt manner following receipt and evaluation of all responses.
Attachment D establishes specific project expectations and contract terms that proposers must address. Software licensing must be enterprise-based rather than user-based, with fixed pricing for a minimum of five years and any increases indexed to an established metric. Professional services pricing must be structured as fixed-fee and milestone-based, with payment contingent upon acceptance of deliverables outlined in the Statement of Work. Proposers must confirm responsibility for defined deliverables including Project Management Plans, Status Reports, Organizational Change Management documentation, Training Plans, Requirements Traceability documentation, As-Built Design documentation, Conversion Plans, Testing Plans, and Go-Live Support Plans. Contract terms require vendors to agree to limitation of liability capped at 2.5 times the contract fee, warrant requirements for twelve months, protect key personnel from removal without client approval, include service level agreement remedies, and provide both conditional and final acceptance procedures. Respondents must electronically confirm acceptance of all RFP stipulations through the Respondent's Certification.
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Text version
RFP for Enterprise Resource Planning (ERP) Software and Implementation Services City of St. Cloud, Florida
Attachment D – Project Expectations
Please answer all the questions below by providing
Type of Agreement
| Question |
| Yes |
| No |
| Comments |
Software license is based on enterprise licenses/subscription (i.e., not user based)
Software license/subscription price is fixed for a minimum of five years
Software license/subscription price increases are based on an index
Pricing for professional services is fixed fee and milestone based
Payment for professional services is based on acceptance of deliverables identified in the SOW
Functional requirements process maps are attached to agreement and used to provide accountability for scope
Vendor does not constrain fixed fee contract for professional services with configuration quantities or other characteristics of the government (employees, funds, etc.)
Project Management
| Question |
| Response |
| Comment |
What is the split of on-site/off-site work?
Approximate number of projects (including this one) will the project manager be working on besides this proposed project
Approximate number of hours per month will project manager serve this project
Approximate number of trips per month for project manager
Frequency of status reports
Deliverables
| Question |
| Yes |
| No |
| Assumption of Responsibility |
(Client/Vendor)
Project Management
Project Plan is a Deliverable
Project Plan Deliverable includes:
Project Tasks
Project Schedule
Project Resources
Project Dependencies
Project Deliverables
Project Milestones
Status Reports are a Deliverable
Status Report Deliverable includes:
Schedule Compliance
Issues Log
Vendor Staffing Plan
Is client participation tracked during project?
Organizational Change Management
Organizational Change Management is a Deliverable
Organizational Change Management Deliverable includes:
Stakeholder Assessment
Communications Plan
Documentation of New Business Processes
A dedicated resource is assigned for Organizational Change Management
Knowledge Transfer
Training Plan is a Deliverable
Training Plan Deliverable includes:
Stakeholder Identification
Training Scope
Training Schedule
Training Materials Plan
Training materials are customized for client
System Design
Requirements Traceability is a Deliverable
Requirements Traceability Deliverable includes:
Update to Functional Requirements
Report specifications are documented
Interface specifications are documented
Build
As Built/Design Documentation is a Deliverable
Conversion
Conversion Plan is included as a Deliverable
Conversion Data Acceptance is included as a Deliverable
Testing
Testing Plan is included as a Deliverable
Testing Plan deliverable addresses:
Testing Tools
Testing Schedule
Unit Testing
Integration Testing
User Acceptance Testing
Performance Testing
Regression Testing
Test Scripts are included as a Deliverable
Go-Live and Support
Cutover Plan is included as Deliverable
Cutover Plan includes:
Plan for Open Issues
Requirements traceability matrix is updated
Post Go-Live Support Plan
Final Acceptance Documentation is included as Deliverable
Contract Terms Please indicate whether your firm will agree to the following project terms. Use the Flow Down columns to indicate the same for any third-party proposed products or services.
| Primary Agreement |
| Flow Down Agreement |
| Term |
| Yes |
| No |
| Yes |
| No |
Limitation of Liability is 2.5 times the contract fee
Requirements are warranted for 12 months
Key personnel will not be removed from project without client’s approval unless they leave your firm
Remedies for failure to meet service level agreements included
Conditional Acceptance is included
Final Acceptance is included
COSC_ATT_D_PrjExp image1.jpeg
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