COSC_ATT_H_Conversions.xlsx

This is a Data Conversions Attachment document for the City of St. Cloud, Florida's Enterprise Resource Planning (ERP) system procurement. The attachment details the estimated data conversion requirements across multiple functional areas including Asset Management, Customer Billing, Finance, Human Resources, Treasury, Accounting, and Procurement. The City anticipates converting approximately 179,660 total records across these modules, with individual data sets ranging from 10 records (Treasury point-of-sale monthly reports) to 100,000 records (Annual budget requests). Key data conversion items include 50,000 capital asset records, 30,000 customer records, 10,000 finance account records, 700 active employee personnel records, 700 treasury cash receipt records, 600 open contracts, 2,000 vendor records, 500 accounting journal transactions, and 25 projects. The RFP response deadline is June 9, 2026, at 10:00 a.m., with a non-mandatory pre-response conference scheduled for May 4, 2026, and a question submission deadline of May 18, 2026. 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 anticipated by August 28, 2026, and contract negotiations expected between September and October 2026, with implementation beginning in November 2026 and a go-live target date of October 2028.

The attachment provides a vendor response framework requesting confirmation of whether vendors agree to perform each data conversion, whether conversion costs are included in pricing, and estimated consulting and client hours required for each functional area. The City currently operates a legacy AS 400-based Central Square system implemented in 2005 and will require comprehensive data migration planning with integration to existing systems across multiple departments. No specific budget allocation or award value is disclosed in the conversion attachment document.