Enterprise_Resource_Planning_(ERP)_Software_and_Implementation_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL (RFP)

2026-027

ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND

IMPLEMENTATION SERVICES

City of St. Cloud

1300 9th Street

St. Cloud, FL 34769

RELEASE DATE: April 19, 2026

DEADLINE FOR QUESTIONS: May 18, 2026

RESPONSE DEADLINE: June 9, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stcloud

City of St. Cloud

REQUEST FOR PROPOSAL (RFP)

Enterprise Resource Planning (ERP) Software and Implementation

Services

I. INTRODUCTION

II. DETAILED SCOPE OF SERVICES AND REQUIREMENTS

III. PROPOSAL CONTENT / FORMAT

IV. INSTRUCTIONS TO BIDDERS

V. EVALUATION CRITERIA

VI. FEDERAL REQUIREMENTS

VII. GENERAL TERMS AND CONDITIONS

Attachments:

A - COSC_ATT_A_Prof_Svcs_Background

B - COSC_ATT_B_Prof_Svcs_Reference

C - COSC_ATT_C_Technology Deployment

D - COSC_ATT_D_Project Expectations

E - COSC_ATT_E_Requirments

F - COSC_ATT_F_Project Staffing

G - COSC_ATT_G_Interface List

H - COSC_ATT_H_Conversions

I - I COSC_ATT_I_Cost

Request For Proposal (RFP) #2026-027 Title: Enterprise Resource Planning (ERP) Software and Implementation Services

1. INTRODUCTION

1.1. Summary

SCOPE OF SERVICES SUMMARY

The City of St. Cloud is requesting proposals to purchase or otherwise acquire rights to use an Enterprise

Resource Planning (ERP) system for the City’s financial, procurement, budgeting, human resources, and capital asset management needs, meeting the requirements identified in this RFP. The City recognizes the benefits of a solution where Finance and HR/Payroll are tightly integrated and is therefore seeking proposals that will facilitate full integration between these and other critical business operations. In addition, the City requires proposals for processional services necessary to implement the system and train City staff on the new software. Proposers may submit multi-vendor proposals. However, if doing so, Proposers should clearly describe the roles and responsibilities of each vendor, both as related to implementation activities and to post-implementation support.

The selection of the successful proposer(s) shall be at the City’s discretion and shall be made in a prompt manner after receipt and evaluation of all responses. If you are interested in preparing a response to the

RFP, please complete all the requirements set forth in this RFP document. Under the proposal process, the stipulations set forth herein are fully binding on the proper to the extent that you confirm acceptance by your electronic signature of the Respondent’s Certification.

Table 1.1

Functional Scope

Finance Human Resources

Accounting/ General Ledger/ CoA

Admin.

Human Resources

Financial Reporting Employee File

Project and Grant Accounting Benefit Enrollment

Budget Management Personnel Evaluations

Procurement (AP) Risk Management

Customer Billing (AR) Training/ Certifications

Treasury Management Personnel Actions

Capital Asset Management Recruitment

Time Entry New Hire (On-boarding/ Off-boarding)

Payroll Salary Adjustment/ Position Change

PRE-RESPONSE CONFERENCE

A non-mandatory pre-response conference is required for this RFP.

CONTRACT FOR SERVICES

After selection by the City, each firm will be required to negotiate and execute and agreement with the

City.

FUND AVAILABILITY

Any contract resulting from this solicitation is deemed effective only to the extent that funds are available. The City of St. Cloud abides by the provisions set forth in Florida Statutes relative to appropriations of funds. The ability of the successful Proposer to maintain a sense of fiscal responsibility and budgetary awareness shall be favorably considered in the ranking and award of a contract. This disclosure is being made to assist all Proposers in the gauging of their desire to participate in this

Proposal and in the planning and preparation of their written response. The City reserves the right to negotiate all Proposer fees, costs, charges, for any proposed services or appurtenant requirements.

PERSONNEL

The work shall be performed and directed by the key personnel identified in the submittal from the awarded firm or individual in response to this RFP. The awarded firm or individual shall not subcontract, assign or transfer any work under the agreement without the prior written consent of the City.

Subconsultants must be identified in the submittal and shall be subject to the approval of the City. Any changes in the identified personnel shall be subject to the prior review and approval of the City. When directed by the City, subconsultants personnel whose performance or behavior is determined to the unsatisfactory shall be immediately removed. The awarded firm or individual shall provide a sufficient number of qualified personnel as necessary to effectively carry out its responsibilities under the agreement.

1.2. Background

The City of St. Cloud, Florida is a full-service municipal government located in Osceola County within the

Orlando metropolitan region and serves a population of more than 70,000 residents, covering approximately 35 square miles. Governed under a council–manager form of government, the City provides a broad range of municipal services including police and fire protection, public works, stormwater, solid waste, planning and development, parks and recreation, and general administrative services. City operations are supported by an annual operating budget of approximately $214.8 million across governmental and enterprise funds and are delivered through multiple departments with diverse operational, financial, and regulatory responsibilities. To obtain general information about the City of St.

Cloud, access our website at www.stcloudfl.gov.

https://www.stcloudfl.gov/

As the City continues to experience growth and increasing service demands, it is seeking to modernize and consolidate its business systems through the implementation of an Enterprise Resource Planning

(ERP) solution that will improve efficiency, data integrity, financial stewardship, and service delivery across the organization.

City of St. Cloud, Florida / City Departments

City Departments City Departments

Building City Manager’s Office

Communications Community Development

Finance Fire Rescue

Human Resources Information Technology

Parks & Recreation Police

Procurement Public Works

Background Summary

Employee Count (Permanent / Seasonal) Approx. 730

Operating Budget $214.8 million

W-2s Issued 820

Fiscal Year (City) October 1 – September 30

The City has been using Central Square, and AS 400-based system, since approximately 2005. The City has recently implemented NeoGov for various HR related functions, as well as OpenGov for budgeting and procurement functions. The City recognized the need to improve business processes, user experience, and generally implement a more modern ERP solution. The Government Finance Officers

Association (GFOA) was selected to help the organization define the project scope for a replacement solution and to facilitate the selection process.

The City worked with GFOA to discuss current processes and identify potential opportunities for improvement. Through this process the functional requirements (Attachment E) were developed. Many staff members participated in the current and future state process meetings and are excited to move forward to final selection and implementation.

Joint Proposal

If all our RFP requirements are not met with products and services provided by one firm, proposers may partner with another firm to submit a joint proposal. Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine if it overall fit is in the best interests of the organization.

If multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation included in the joint proposal.

1.3. Contact Information

Procurement Services

Procurement Services

1300 9th Street

Building A, 2nd Floor

St. Cloud, FL 34769

Email: purchasing@stcloudfl.gov

Phone: (407) 957-7212

Department:

Procurement

Department Head:

Leslie Flores

Procurement Services Director

1.4. Timeline

Release Project Date April 19, 2026

Pre-Proposal Meeting (Non-Mandatory) May 4, 2026, 1:00pm

ZOOM

Question Submission Deadline May 18, 2026, 5:00pm

Issue Addendum May 29, 2026

Proposal Submission Deadline June 9, 2026, 10:00am

Committee Meetings to Review Proposals

Begins

June 15, 2026

Evaluation Committee Meeting July 7, 2026

Issue Notice of Intent - Short List July 7, 2026

Interviews/ Presentations/ Demonstrations

Week of

July 20, 2026 mailto:purchasing@stcloudfl.gov tel:(407)957-7212

Interviews/ Presentations/ Demonstrations

Week of

July 27, 2026

Interviews/ Presentations/ Demonstrations

Week of

August 3, 2026

Discovery Phase Begins August 10, 2026

Issue Notice of Intent to Award - Begin

Contract Negotiations

August 28, 2026

Complete Contract Negotiations September - October 2026

2. DETAILED SCOPE OF SERVICES AND REQUIREMENTS

2.1. Project Goals

The City has used a combination of requirements and process maps to determine the outcomes for the project.

2.2. Overall Goals

Implement a unified enterprise system of record for the City of St. Cloud

The City seeks to replace its fragmented application environment with a single, integrated ERP solution that supports financial, operational, and workforce functions across all departments. The system shall reduce duplicate data entry, improve data consistency, and provide a standardized user experience citywide.

Improve efficiency and timeliness through automation and standardized workflows

The City aims to streamline end-to-end business processes by leveraging ERP-based automation, role-based approvals, and system-enforced controls. The solution shall reduce manual and paper-based processes, shorten billing and payroll timelines, and provide real-time visibility into financial and operational data.

Strengthen financial stewardship, compliance, and decision-making

The City seeks an ERP solution that enhances financial transparency, audit readiness, and regulatory compliance while supporting long-term planning. The system shall provide robust reporting, grant and project management across fiscal years, capital asset lifecycle tracking, and integrated revenue and treasury capabilities.

The specific goals for this project include:

CAPITAL ASSET MANAGEMENT

• The City needs a centralized, integrated system to coordinate with relevant departments and improve tracking of asset types, funding, and lifecycle

• The City needs a system with enhanced asset type distinction, lifecycle tracking, communication support, GIS mapping, RFID capabilities, and better financial reporting, particularly for grant-funded assets

CUSTOMER BILLING

• The City needs a unified, integrated system instead of separate tools (RecTrac, Waste Works, DigiTech, etc.) with improved visibility into invoices, receivables, and aging data.

• The City needs a system with automate setup and clearing of accounts receivable when payments are received to reduce delays in billing (e.g., invoices currently issued 6–12 months late).

• The City needs the system to provide the ability to accept online payments for accounts receivable and expand payment options beyond cash and check

• The City needs a system with automated alerts for past-due balances and dashboards with real-time AR and aging visibility

• The City needs the system to allow billing based on schedules or frequencies, notifications when escrow amounts exceed limits, ability to apply CPI adjustments, tax rules, and compounding interest.

• The City needs the system to generate invoices tied to capital assets and track billing KPIs

BUDGET

• The City would like real time budget-to-actual reporting functionality for department managers.

• The City would like grant and project management functionality that will recognize and manage budgets that cross fiscal years.

• The City would like enhanced reporting capabilities to provide more comprehensive, customizable, and user-friendly financial and operational reports.

• The system should improve data integration by enabling seamless information transfer, including robust import and export functionalities between the ERP system and Microsoft Excel or similar platforms.

ACCOUNTING

• The City would like to simplify the chart of accounts structure to align with GASB standards, reducing complexity and improving the accuracy of financial reporting.

• The City expects to streamline financial processes by eliminating paper-based methods, enabling document attachment, and improving document management and retention for better disaster recovery.

• The City expects to automate general ledger transactions, including recurring journal entries and departmental cash receipts, to minimize manual intervention and reduce errors.

• The City would like to enhance financial reporting tools to ensure compliance with the Federal

Transparency Act, improve data accessibility, and standardize departmental reporting formats.

• The City expects to improve grant and project tracking by integrating comprehensive functionalities within the ERP system, enabling consistent use of project codes, automating reconciliation, and providing real-time budget comparisons.

PROCURE – PAY

• The City would like to replace fragmented Procure-to-Pay processes with a single, fully integrated ERP solution that unifies vendor management, requisitions, purchasing, receiving, accounts payable, and disbursements currently spread across AS400 (Central Square), OpenGov, Laserfiche, spreadsheets, and paper.

• The City expects the system to establish a centralized, authoritative vendor and contract repository that eliminates duplicate vendor records, supports commodity-based searching, tracks contract limits and cumulative spend, and serves both Procurement and Finance without manual re-entry.

• The system should automate and standardize procurement workflows—from requisition intake through purchase order issuance and change management—to reduce manual workarounds, enforce City approval thresholds, and improve consistency across departments.

• The City expects the system to strengthen financial controls and compliance through system-enforced policies including three-way matching, receipt confirmation, contract and PO tolerance monitoring, audit-ready documentation, and timely payment compliance with the

City’s 30-day policy.

• The City would like the system to deliver a modern, role-based, and user-friendly experience for departments, Finance, Procurement, and vendors that reduces training burden, enables appropriate self-service (e.g., vendor onboarding and document submission), and supports digital workflows including P-Card and travel reimbursements.

TREASURY

• The City wants to replace fragmented treasury systems with a single, integrated ERP platform that serves as the system of record for cash receipts, online payments, disbursements, and bank reconciliation, reducing reliance on disconnected solutions such as AS400, Track-It, Point & Pay, Core, Rec Track, Cry Wolf, and manual binders.

• The sysm should automate and streamline cash receipting and reconciliation processes currently performed manually (e.g., batch creation, keying payment codes, balancing one-sided Track-It transactions, and Excel-based bank reconciliation with Truist) to improve accuracy, timeliness, and staff efficiency.

• The system should increase automation and accuracy across treasury operations by minimizing manual data entry, enabling automated posting and reconciliation, and fully leveraging ERP functionality to improve efficiency, auditability, and data integrity.

• The city wants to modernize and expand payment capabilities for customers and departments by supporting secure in-person and online payments, multiple payment types (in-person, online, escrow-based), and real-time posting while maintaining strong internal controls.

HUMAN RESOURCES

• The City expects to transition from its current multi-system environment (including AS-400, Central Square HRAS, NeoGov, Laserfiche, and B-Swift) to a single, integrated ERP platform that supports end-to-end HR processes and reduces duplicate data entry.

• The City expects the ERP to provide secure self-service for employees and supervisors to manage personal data, benefits enrollment and life-event changes, training records, performance evaluations, incident reporting, and required acknowledgements.

• The City wants the ERP to support effective-dated records, standardized retention rules, and secure document management aligned with its current records purging practices and regulatory requirements for personnel, medical, benefits, and risk-management files

• The City wants to automate position control, employee record updates, benefits administration, salary changes, and payroll coordination to reduce manual effort, improve data accuracy, and ensure timely system updates across HR and Finance.

• The City expects real-time reporting, dashboards, and organizational views (including position control and organizational charts) to support HR, Finance, and executive leadership in workforce planning, budgeting, compliance oversight, and performance management.

PERSONNEL ACTIONS

• The City wants the ERP to serve as the system of record for recruitment, onboarding, personnel actions, salary adjustments, position changes, and separations, reducing reliance on manual tracking tools (e.g., Excel) and disconnected workflows across NeoGov, HRIS, and AS400, while enforcing effective dating and benchmark-based progression for all personnel actions

• The City expects the system to manage position control, employee ID generation, pre-employment activities, onboarding status changes, and automatic notifications to HR, IT, Payroll, and departments. The City expects to review your primary candidate-facing recruitment tool, including electronic onboarding, support for E-verify and automated state reporting for new hires . However, the City may elect to continue with NeoGov as the primary candidate recruitment tool- of which this system must be integrated with.

• The City wants the system to support future-dated personnel actions (e.g., hires, salary changes, and separations), role-based approvals, and automated alerts to address delayed departmental notifications, improve visibility into upcoming changes, and reduce manual corrections currently required in salary adjustments and separations.

• Currently, employee files are retained electronically in Laserfiche repository (personnel and medical records). While the ERP system must have its own document repository and interface with Laserfiche repository would be beneficial to ensure one system of record for employee files.

TIME ENTRY – PAYROLL

• The City expects an ERP solution that replaces the current fragmented environment—where time is entered in ExecuTime, manually transferred to AS-400, and supplemented with Excel spreadsheets and paper records—with a single, integrated system that supports end-to-end time-to-payroll processing and a unified employee record

• The City wants to support diverse scheduling and pay requirements across departments, including 24-hour public safety operations and Fire’s use of Vector Solutions, while reducing reliance on parallel systems, spreadsheets, and manual workarounds for overtime, premium pay, and special assignments

• The City expects configurable approval workflows, electronic acknowledgments, and system controls that replace continuous approvals and manual notifications with structured sign-off, soft and hard system locks, and automated reminders—reducing errors during payroll close currently managed through email and manual coordination.

• The City wants to eliminate spreadsheet-based leave and FMLA tracking by implementing automated, system-driven workflows that integrate employee requests submitted via the intranet, HR review, payroll calculations, and visibility through tools such as MS Outlook, improving compliance and cross-departmental coordination.

• The City expects robust reporting, effective dating, and secure document retention that reduces repeated report creation, preserves historical payroll and time records currently stored across systems and shared drives, and supports audit, grant, and compliance needs, including FEMA reporting

2.3. Project Timeline

The City is open to various recommended timelines; however, the City expects to start implementation around November 2026 with the goal of going live October, 2028 at the latest. The City is prepared to have consultant’s complete work remotely if necessary. Assuming a November 2026 start, Proposers should communicate realistic timelines to successfully implement the proposed solution.

2.4. Implementation Approach

The City understands that each Proposer may take a different approach to implementation. However, to better compare different approaches and to ensure that essential components of the implementation are proposed, the City requires that all Proposers use the definitions below when describing implementation activities.

2.5. Project Management

The proposer will be responsible for providing overall coordination and management of the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:

• Project Plan

• Status Reports

2.6. Knowledge Transfer

Proposer will be responsible for ensuring that the City’s core project team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. Knowledge transfer stage will include all core team training.

Specific deliverables expected during this stage include:

• Project Team Training Plan

• End-User Training Materials

2.7. System Design

Proposer will be responsible for facilitating process to define how the system will be used to meet the

City’s process requirements and project goals. As part of the design, the City expects to engage in discussions around how to use the system most effectively, what changes in business process are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:

• Requirements Traceability Document

2.8. Build

After completing design and after the City has made decisions on both business process and system configurations, the City expects that the Proposer and the City staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:

• As-built Documentation

2.9. Conversion

Proposer will be expected to develop a data conversion strategy for the project and implement the recommendations. City staff will work with the Proposer Team to extract data from legacy applications and to map the data into the Proposer tools. The Proposer, in turn, will be responsible for loading the converted data and confirming the successful load of the data. Specific deliverables expected during this stage include:

• Conversion Plan

• Converted Data Acceptance

2.10. Testing

Throughout the process, the City expects to engage in execution of a formal test plan. The test plan will be developed during the project and include testing approach, roles and responsibilities for testing, and clear deadlines and expectations around testing effort. The City expects to engage in detailed conference room pilot testing, unit testing, regression testing, integration testing, parallel testing, and user acceptance testing. Specific deliverables expected during this stage include:

• Testing Plan

• Test Scripts

• Testing Acceptance

2.11. Go Live and Support

At time for go-live, the City expects that the Proposer will assist with end-user training, work to prepare a cutover plan, and assist with the transition to the new software. Included with go-live could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:

• Cutover Plan

• Final Acceptance Documentation

2.12. Interfaces

Interface requirements have been included as Attachment G – Interface List. Proposers should respond to each interface requirement to identify the proposed scope.

2.13. Conversions

Conversion requirements have been included as Attachment H – Conversion Requirements. Proposers should respond to each conversion requirement to identify the proposed scope.

2.14. Project Staffing

The City will make every effort to staff the project appropriately and understands that staffing a project is important to its success. The City has staffed the project with small teams of one to eight individuals that represent key stakeholder groups for each functional area. These process improvement teams have been working to establish project goals, discuss improvement opportunities, and prepare the City for implementation. It is expected that all will be involved as the “core” team moving forward with the project. Each core team will have a lead individual identified, but all are expected to participate in the project. The City has identified the following teams for the project:

Table 2.1

City Staff Participation

Assumed Role Maximum Participation (FTE)

Project Manager Human Resources Dept.– 0.50 FTE

Finance Lead Finance Dept. – 0.125 FTE

Procurement Lead Procurement Dept.– 0.20 FTE

Finance Project Team Finance Dept - 0.50 FTE (approx. 6+ staff)

HR Lead Human Resources Dept. – 0.50 FTE

Payroll Lead Finance Dept.– 0.125 FTE

Human Resources Dept. – 0.20 FTE

HR/Payroll Team Finance Dept.– 0.25 FTE (approx. 2 staff)

Human Resources Dept.– 0.25 FTE (approx. 2 staff)

Work Order/Inventory Lead Finance Dept. – 0.125 FTE

Solid Waste Division – 0.40 FTE (approx. 2 staff)

Engineering Division – 0.40 FTE (approx. 2 staff)

Procurement Dept.– 0.10 FTE

Budget Finance Dept. – 0.125 FTE

Technical Information Technology Dept. – 0.375 FTE

(approx. 2 staff)

Human Resources Dept. - 0.125 FTE

2.15. Number of Users by Department

It is difficult for the City to envision exactly who will use the system as implementation of the system will result in a major change in the way that the City does business. The following user counts are expected for employees and primary system users within each Department.

Proposers should plan to provide sufficient system access for the City to fully implement their desired business processes. Proposals should include services to complete implementation and any appropriate training services to prepare all City staff for using the system.

Table 2.2

Estimated Users by Departments

Estimated Users

Type of User Estimated Number of Users

Financials 50

HR/Payroll 100

Budgeting 50

Purchasing 100

Technical/Administrative Users 3 Super Admins in IT, and then one admin for each module that manages permissions

ESS Users All Employees – approx. 730

2.16. Statement of Work

The City will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the City deems necessary:

• Project Scope

• Project Milestones

• Project Deliverables

• High Level Project Schedule (Listing of Phases and Go Live Dates)

• Project Resources

• Project Roles and Responsibilities

• Quality Assurance and Testing Procedures

• Project Change Control Procedures

• Service Level Agreement (SLA)

3. PROPOSAL CONTENT / FORMAT

In order to achieve a more consistent evaluation of all proposals, proposals shall be submitted in the following format and include the following information:

3.1. DBA*

*Response required

3.2. Authorized Representative Name/Title*

*Response required

3.3. Federal Employer Identification Number (FEIN)*

Verfied in SunBiz

*Response required

3.4. PROPOSAL*

A. TITLE PAGE

The title page shall list the subject “RFP NO. 2026-027 Enterprise Resource Planning (ERP) Software and

Implementation Services. It shall also contain the proposing firm’s full legal name, physical address, mailing address (if different than physical address), telephone number and e-mail address, as well as the name, address, telephone and/or cell phone number, and e-mail address of a contact person.

B. TABLE OF CONTENTS

The table of contents shall list all major topics with their corresponding section title or heading and beginning page number.

C. EXECUTIVE SUMMARY

Provide a brief narrative summarizing the proposal.

D. PROPOSER TEAM

This section of the proposal should identify all firms included in the proposal and any necessary third-party products or firms required or recommended for the City.

Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the City.

• How many staff will the Proposer have assigned to the project?

• What is the approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site?

• What are the major roles and responsibilities for each resource?

Complete Attachment A – Professional Services Background for each firm involved with the project.

Complete Attachment B – Reference Form for each firm involved in the project.

Complete Attachment F – Staffing Sheet

E. FUNCTIONAL REQUIREMENTS

This section describes the software and implementation scope of the overall project and the requirements for each functional area. Responses to the functional requirements should be completed to identify the capability of the software and the scope of the implementation.

TABLE 3.1

Attachment E Functional Requirements

Responses

Column E: Available Responses

Y

Requirement Met and Proposed (Standard features in the generally available product)

Y-

ND

Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)

N Requirement Not Met with Proposal

I Need More Information/Discussion

Column F: Available Responses

S

Requirement and Feature Supported by

Software Developer

TPS

Requirement and Feature Supported by Third

Party

NS Requirement and Feature Not Supported

Complete Attachment E – Functional Requirements

• Failure to provide some requirements or excluding some requirements from scope will not eliminate the proser from contention. The City will evaluate the proposal as a whole, including price and value comparisons when evaluating proposals.

• The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery, configuration, and implementation of all positive responses

(every response except “N”).

• For requirement responses other than “N” proposers must indicate the module or product that is required to meet the requirement.

• For requirement responses other than “N” proposers must indicate the phase of the project that the functionality will be implemented.

• All responses which are marked “Y” or “Y-ND” will be considered to be included in the scope, and the cost proposal and all other information submitted in the proposal should reflect this.

• For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate a response code of “Y-ND” and provide more detail in the appropriate column.

F. TECHNOLOGY DEPLOYMENT

This section of the proposal should identify any technical requirements for operating the system:

Complete Attachment C – Technology Deployment for the primary proposed solution.

Complete Attachment C – Technology Deployment for any additional third-party proposed products.

G. IMPLEMENTATION APPROACH

This section should describe the proposed implementation plan. Proposers should reference Section B –

Project Scope for more information on the project scope, goals, and implementation effort.

• Please provide a description of your methodology for this project, taking into account the environment, the scope, and the desired goal to improve business processes.

Complete Attachment D – Project Expectations

Complete Attachment G – Interface List

The following information is intended to address current applications and Third-Party Systems (TPS) that are used by the City for major business functions. Information about their replacement or interface is provided in detail in Attachment G (Interface List). All systems listed in Attachment G (Interface List) are assumed to be in scope for replacement or interface to the new ERP system. The City intends to discuss the future use of these applications, or their replacement, during software demonstrations and contract negotiations. However, Proposers should complete Attachment G (Interface List) to the best of their ability based upon the instructions provided and submit with other attachments as part of the RFP response.

Information regarding the available responses has been provided in the table below. Please read carefully and respond thoughtfully as interfaces to the City’s existing systems and/or their replacement is critical to project success.

TABLE 3.2

Available Interface List Responses

Attachment G: Interface List Responses

Column E: Available Responses

Replace w/ERP

System is replaced with functionality native to the new the ERP

Replace w/New TPS

System is replaced with a new Third Party System

(TPS) that has been proposed as part of the new solution

Keep Keep the current system and build a permanent interface as part of the project

Column F: Available Responses

Inbound Only Data will be pulled from the TPS into the ERP System

Outbound

Only

Data will be pushed from the ERP System into the TPS

Bi-Directional Data will be pushed from the ERP System into the TPS and pulled from the TPS into the ERP System

Column G: Available Responses

Temporary Interface will be needed for limited amount of time during the project be will not be necessary after the project is completed

Permanent Interface will be needed for the lifetime of the ERP

System

Column H: Available Responses

Real-Time Data is transferred, at a minimum, every 15mins.

Hourly Data is transferred, at a minimum, every 60mins.

Daily Data is transferred, at a minimum, every 24 hours

Weekly Data is transferred, at a minimum, every 7 days

Monthly Data is transferred, at a minimum, every 30/31 days

Complete Attachment H – Conversions

Proposers must provide responses to the conversion requirements (Attachment H – Conversions). If additional items to be converted are proposed, please add them to the spreadsheet. The following answer key shall be used when responding to the conversion requirements.

TABLE 3.3

Available Responses for Data Conversions

Item Response Response Description

Agree Y/N Respondents should identify whether or not your firm agrees that this item needs to be converted.

Included in

Price

Y/N If your firm agrees that this item needs to be converted, indicate with a Yes or No whether or not your firm's work effort to complete the conversion is included in the pricing schedule.

Estimated

Consulting

Hours

Number of Hours

Include the number of estimated consulting work hours to complete the conversion.

Comments Text Include any comments or assumptions relevant to the answers above.

*Response required

3.5. PRICE PROPOSAL*

Proposers should submit price proposals using the format provided in Attachment I ― Cost to this RFP.

A. Complete and submit Attachment I ― Cost o All pricing must be submitted as fixed by milestone. Costs listed as “to-be-determined” or

“estimated” will not be considered.

o Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major milestones. Please provide a schedule of all payments necessary to complete the proposed scope.

o All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable or task. Proposers are required to fill in deliverables and tasks under the provided headers. Additional detail may be provided to further explain deliverable or task costs.

o Proposers should include all software modules and state any limitations on module use. If no limitations are listed, the City will consider that pricing is based on full enterprise-wide access for the City.

o Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.

*Response required

3.6. IMPLEMENTATION TERMS AND CONDITIONS*

This section asks for proposers to accept key terms and conditions for the project.

A. Complete Attachment D – Project Expectations

B. Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section, with a written explanation of the exception and an alternate proposal

(if applicable). The City, at its sole discretion, may reject any exceptions or specifications within the proposal.

*Response required

3.7. ADDITIONAL DATA TO SUPPORT PROPOSAL*

Provide a copy of your current certificate of insurance. During the entire period of performance of any contract resulting from this solicitation, the successful Proposer shall procure and maintain the minimum insurance coverage required by the City of St. Cloud as stipulated in the Insurance

Requirements Section. Policies other than Workers’ Compensation shall be issued only by companies authorized by subsisting certificates of authority issued to the company by the Department of Insurance of the State of Florida to conduct business in the State of Florida, with a minimum A.M. Best rating of

VII/A-. Proof of such insurance must be provided to the City prior to beginning contract performance.

*Response required

3.8. COMPLIANCE FORMS

3.8.1. Respondent's Certification*

I have carefully examined the Request for Proposal.

I hereby propose to furnish the services specified in the Solicitation. I agree that my submittal will remain firm for a period of at least 120 days in order to allow the City adequate time to award contract.

I certify that all information contained in this submittal is truthful. I further certify that I am duly authorized to provide this submittal on behalf of the firm as its act and deed and that the firm is ready, willing and able to perform if awarded the contract.

I further certify, under oath, that this submittal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation tendering a submittal for the same service, that no officer, employee or agent of the City of St. Cloud or any other respondent is interested in said submittal; and that the undersigned executed this Respondent’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

☐ Please confirm

*Response required

3.8.2. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crimes*

I understand that a “”public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United

States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentations.

I understand that “convicted” or “conviction” as defined in Paragraph 287.133 (1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or non contendere.

I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

A. A predecessor or successor of a person convicted of a public entity crime; or

B. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, and partners. Shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement, which I have marked below, is true in relations to the entity submitting this sworn statement. (Indicate which statement applies).

□ Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

□ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

□ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the final Order entered by the

Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE

PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND THAT THIS

FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO

UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A

CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA

STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

☐ Please confirm

*Response required

3.8.3. Americans with Disabilities Act (ADA) Disability Nondiscrimination Statement* I, being duly first sworn state: That the named firm, corporation or organization is in compliance with and agreed to continue to comply with, and assure that any subcontractor, or third party contractor under this project complies with all applicable requirements of the laws listed below including, but not limited to, those provision pertaining to employment, provision of programs and services, transportation, communications, access to facilities, renovations, and new construction. The Americans with Disabilities Act of 1990 (ADA), Pub. L. 101-336, 104 Stat327,42USC1210112213 and 47 USC Sections

225 and 661 including Title I, Employment; Title II, Public Services: Title III, Public Accommodations and

Services Operated by Private entities; Title IV, Telecommunications; and Title V, Miscellaneous

Provisions. The Florida Americans with Disabilities Accessibility Implementation Act of 1993, Section

553.501-553.513, Florida Statutes: The Rehabilitation Act of 1973, 229 USC Section 794; The Federal

Transit Act, as amended 49 USC Section 1612; The Fair Housing Act as amended 42USC Section 3601-

☐ Please confirm

3.8.4. Business Entity Affidavit (Vendor/Bidder Disclosure)*

OWNERSHIP DISCLOSURE AFFIDAVIT

A. If the contact or business transaction is with a corporation, the full legal name and business address shall be provided for each officer and director and each stockholder who holds directly or indirectly five percent (5%) or more of the corporation’s stock. If the contract or business transaction is with a trust, the full legal name and address shall be provided for each trustee and each beneficiary. All such names and addresses are (Post Office addresses are not acceptable), as follows:

Full Legal Name:

Address:

Ownership %:

The full legal names and business address of any other individual (other than subcontractors, materialmen, suppliers, laborers, or lenders) who have, or will have, any interest (legal equitable, beneficial or otherwise) in the contract or business transaction with the City are (Post Office addresses are not acceptable), as follows

3.8.5. City of St. Cloud Drug Free Workplace Compliance Form* Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: (The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that does): (Name of Business)

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in Subsection 1.

D. In the statement specified in Subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of Chapter 1893 or of any controlled substance law of the

United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I confirm that this form complies fully with the above requirements.

3.8.6. No Lobbying Affidavit*

I confirm that I am an authorized representative, maker of the attached submittal made in response to a request for bid, proposals, qualifications and/or any other solicitation released by the City of St. Cloud, and swear that the bidder and any of its agents agrees to abide by the City of St. Cloud’s no lobbying restrictions in regard to this solicitation

☐ Please confirm

*Response required

3.8.7. Certification for Contracts, Grants, Loans, and Cooperative Agreements* The undersigned certifies, to the best of his or her knowledge, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any

Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of

Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, "Disclosure

Form to Report…