Ice_form.pdf

This procurement document is an Ice Form (cost estimation template) related to METRO Regional Transit Authority's Finance, Payroll, and optional Human Resource Information System (HRIS) procurement in Summit County, Ohio. METRO, a public transit agency operating approximately 127 fixed-route vehicles, is seeking proposals for a modern, integrated, cloud-native Software-as-a-Service (SaaS) platform to replace its outdated technology infrastructure. The primary deliverables include comprehensive core finance, payroll, and optional HRIS functionality, seamless integration with existing systems (CAD/AVL, NeoGov HRIS, and banking partners), an employee self-service portal, and robust reporting and analytics capabilities. Key milestone dates include a Virtual Pre-Proposal Conference on January 21, 2026, a deadline for proposer questions on February 9, 2026, final addendum issuance on February 16, 2026, and proposal submissions due February 26, 2026, at 5:00 PM ET through METRO's OpenGov procurement portal. Oral presentations and system demonstrations are scheduled for the week of March 30, 2026, with contract award anticipated on April 28, 2026, and system operational status required by January 1, 2027. The contract term includes a minimum three-year comprehensive warranty period with optional extension to five years, followed by renewable annual software maintenance and support agreements.

METRO has programmed $350,000 for the finance and payroll systems in its 2025 capital budget. Pricing will be evaluated on a Total Cost of Ownership basis, requiring proposers to submit itemized one-time costs for software licenses, hardware, and implementation services, as well as annual recurring costs for software maintenance, SaaS subscriptions, and hardware maintenance. The evaluation process is multi-stage, with technical merit receiving up to 100 points, system demonstration capability and pricing worth 20 points, and consideration of vendor experience and past performance. Proposers must provide minimum three client references for similar implementations at U.S. or Canadian public transit agencies within the prior five years. The project may receive partial Federal Transit Administration (FTA) funding, which requires completion of federal certifications including lobbying, debarment and suspension, Buy America, and non-collusion affidavits. The procurement addresses METRO's critical need to modernize its operational technology, which currently suffers from manual workarounds, data integrity challenges, poor system performance, and lack of seamless integration between disparate platforms.