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 attachment to a Request for Proposals issued by the City of St. Cloud, Florida for Enterprise Resource Planning (ERP) Software and Implementation Services that establishes project expectations and evaluation criteria for vendor responses. The City seeks an integrated ERP system encompassing Finance and Human Resources modules with comprehensive implementation services including project management, requirements traceability, system design documentation, data conversion, testing protocols, and go-live support. The RFP was released on April 19, 2026, with a non-mandatory pre-response conference scheduled for May 4, 2026, a question submission deadline of May 18, 2026, and a proposal response deadline of June 9, 2026 at 10:00 a.m. Committee evaluation begins June 15, 2026, with interviews and demonstrations scheduled for the weeks of July 20, August 3, and August 10, 2026. A Notice of Intent to Award is anticipated by August 28, 2026, with contract negotiations expected between September and October 2026 and implementation beginning in November 2026 with a go-live target date of October 2028.
The attachment specifies detailed expectations regarding software licensing, professional services delivery, project management structure, and contract terms. Software licenses must be enterprise-based with fixed pricing for a minimum of five years, and professional services must be structured as fixed-fee and milestone-based pricing with payment contingent upon acceptance of deliverables. The document establishes mandatory deliverables including a comprehensive Project Plan, Status Reports, Organizational Change Management documentation, Requirements Traceability matrices, Testing Plans, Cutover Plans, and Final Acceptance Documentation. Key contract terms require vendors to warrant requirements for 12 months, limit liability to 2.5 times the contract fee, restrict removal of key personnel without client approval, and include remedies for failure to meet service level agreements. The City does not specify a budget amount or award value, and all proposers must comply with federal requirements including 2 CFR Part 200 Uniform Guidance and Florida statutory requirements regarding public entity crimes, E-Verify compliance, drug-free workplace certification, and debarment standards.
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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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