NEW SMYRNA BEACH UTILITIES

200 CANAL STREET

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

#67510003 v6

REQUEST FOR PROPOSAL

New Smyrna Beach Utilities is soliciting competitive sealed proposals from qualified professional firms to provide full ERP replacement support including assessment, RFP Development, selection, design, migration, implementation, training and support transition.

Notice is hereby given that sealed proposals will be ACCEPTED ELECTRONICALLY VIA VENDOR LINK, until AUGUST 18, 2026, AT 2:30PM https://www.myvendorlink.com/external/bids?a=358

Submit Proposals To:

Maureen Lynch, CPPB Procurement Manager New Smyrna Beach Utilities mlynch@nsbufl.com

(386) 424.3046 Voice

(386) 424.3147 Fax

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

TABLE OF CONTENTS

Proposal Schedule General Terms & Conditions w. Insurance Requirements Certification of Drug-Free Workplace Form Non-Collusion Affidavit of Prime Proposer Form Request for Taxpayer Identification Number and Certification W-9 Form Vendor Application Questionnaire Foreign Country of Concern Attestation…………...………………………………………… 17 Required Disclosure Scope of Work Proposal Submittal Requirements and Evaluation Factors Proposal Form Sample Agreement

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

PROPOSAL SCHEDULE

• DISTRIBUTION OF THE REQUEST FOR PROPOSAL: July 7, 2026

• DEADLINE FOR FINAL QUESTIONS BY 2:30 P.M.: July 21, 2026

E-MAIL TO MLYNCH@NSBUFL.COM

• ADDENDUM PUBLISHED BY 5:00 P.M.: August 4, 2026

• PROPOSAL RETURN DEADLINE BY 2:30 P.M.: August 18, 2026

ELECTRONIC SUBMITTALS THROUGH VENDOR LINK

• BID OPENING 3:00 P.M. August 18, 2026

WE ARE ALSO OFFERING A REMOTE CALL-IN FOR LISTENING TO THE BID

OPENING.

YOU CAN ATTEND BY DIALING (872) 216-5903

CONFERENCE ID: 831 859 610#

OR BY CLICKING ON THE LINK BELOW

https://teams.microsoft.com/meet/230171949830573?p=T2WVCq7XomtOv8paSX https://teams.microsoft.com/meet/230171949830573?p=T2WVCq7XomtOv8paSX

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

GENERAL TERMS AND CONDITIONS

1. INSTRUCTIONS TO PROPOSERS: To ensure consideration of your proposal, please follow these instructions. Proposals not in compliance with conditions specified herein are subject to rejection.

2. SEALED PROPOSALS: An Electronic Proposal must be submitted through Vendor Link by the date and time specified.

3. NEW SMYRNA BEACH UTILITIES: The term Commission used herein refers to the New

Smyrna Beach Utilities, or its duly authorized representative.

4. PROPOSER: The term PROPOSER used herein refers to the dealer/manufacturer/vendor or business organization submitting a proposal to the Commission in response to this solicitation.

5. COLLUSION: The Proposer hereby attests that the prices in this offer have been arrived at independently without consultation, communication, or agreement with any competitor for the purpose of restricting competition.

6. PRICE WARRANTY: The Proposer warrants that the prices of the items set forth herein do not exceed the prices charged by the Proposer under a contract with the State of Florida.

7. QUESTIONS REGARDING PROPOSAL: Commission has made every effort to provide prospective vendors with the information needed to appropriately respond to this RFP. Commission realizes that some clarification, interpretation, or additional information may be required.

Questions regarding any portion of this RFP shall be directed, in writing, to:

New Smyrna Beach Utilities Maureen Lynch, CPPB Procurement Manager mlynch@nsbufl.com

All such requests must be received no later than 2:30 PM, Eastern Standard Time, July 21, 2026.

Responses to all requests for more information will be included in any addenda and will be made available to all Proposers via Vendor Link on August 4, 2026 by 5:00PM.

Requests for additional information received after the July 21, 2026 deadline will not receive a response. Responses will not be made orally.

mailto:mlynch@nsbufl.com

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

Any additional information pertaining to this RFP or to the services being sought hereunder obtained in a manner other than as described in the preceding paragraph should be regarded as unofficial.

Commission will not be bound in any way by information so obtained, or by a Proposer’s reliance thereon.

8. COMMUNICATIONS: Any communication between any potential vendor, service provider, bidder, lobbyist or consultant and any commission, staff member or consultant of the Commission regarding this procurement is strictly prohibited from the date on which the solicitation advertisement appears on the Commission website, VendorLink, or newspaper through the date of contract award.

Also, from the date of the filing of any notice of protest of award through resolution for the parties involved in the protest or contract award, whichever is longer. The only exceptions to this are communications with the Commission Material Manager or the Commission designated point of contact. Any violation shall constitute grounds for immediate and permanent disqualification of the offending firm and possible debarment or suspension. At the Commission General Manager/CEO and Director of Finance (CFO)’s sole discretion, it may also serve as grounds for the voiding of any Contract with the violator and/or to temporarily or permanently debarring the violator from future work with the Commission. This process will safeguard the integrity of the Commission procurement and protest process and also provide an ethical, equitable and transparent procurement process.

9. TRADE SECRETS AND CONFIDENTIAL INFORMATION: Trade secrets and information confidential and exempt from Subsection 119.07(1) of the Florida Statutes and Subsection 24(a) of Article I of the Florida Constitution is not solicited nor desired as information to be submitted with proposals. The Florida Statutes and the State Constitution govern whether information in a proposal is confidential or exempt from the Florida Public Records Act. If information is submitted in a proposal which a consultant deems to be a trade secret or confidential and exempt from the Public Records Act, the information shall be submitted with the proposal in a separate, clearly identifiable email referencing the specific statutory citation for such exemption. Submitted proposals which are marked “confidential” (or other similar language) in their entirety or those in which a significant portion of the submitted proposal is marked “confidential” may be deemed non-responsive by NSBU. The NSBU is not obligated to agree with the consultant’s claim of an exemption and, by submitting a proposal, the consultant agrees to be responsible for defending its claim that each and every portion of the separately marked information is exempt from inspection and copying under the Public Records Act. The consultant agrees that it shall protect, defend, and indemnify, including attorney’s fees and costs, the NSBU for any and all claims and litigation (including litigation initiated by the NSBU) arising from or relating to the consultant’s claim that the separately marked portions of its proposal are not subject to disclosure. If the consultant fails to separately mark portions of its proposal or marks its proposal “confidential” (or other similar language) in its entirety, the NSBU is authorized to produce the entire proposal submitted by the consultant in responding to a public records request.

10. E-VERIFY: By [registering as a vendor, submitting a response to this solicitation, entering into a

Contract], you are obligated to comply with the provisions of Section 448.095, Florida Statutes, “Employment Eligibility.” Further, by your [registration as a vendor/response to this

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

#67510003 v6 solicitation/entering into a contract] you affirm and represent that you are registered with the E- Verify system are using same, and will continue to use same as required by Section 448.095, Florida Statutes. Compliance with Section 448.095, Florida Statutes, includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. Failure to comply will lead to termination [as a vendor, disqualifying you for award of this solicitation, entering into a contract and/or, cancellation of an active contract], or if your subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Proposer, the Proposer may not be allowed to do business with Commission or be awarded a solicitation or contract for a period of 1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Proposer.

11. PROHIBITION AGAINST CONSIDERATION OF SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the Commission will not request documentation of or consider a Proposer’s social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the Commission’s governing body may not give preference to a Bidder based on the Proposer’s social, political, or ideological interests.

12. COMPLIANCE WITH FOREIGN ENTITY LAWS

Pursuant to Section 287.138, Florida Statutes, Proposer hereby attests under penalty of perjury the following:

A. Entity is not owned by the government of a foreign country of concern as defined in Section

287.138, Florida Statutes.

B. The government of a foreign country of concern does not have a controlling interest in Entity.

C. Entity is not owned or controlled by the government of a foreign country of concern, as defined in Section 692.201, Florida Statutes.

D. Entity is not a partnership, association, corporation, organization, or other combination of persons organized under the laws of or having its principal place of business in a foreign country of concern, as defined in Section 692.201, Florida Statutes, or a subsidiary of such entity.

E. Entity is not a foreign principal, as defined in Section 692.201, Florida Statutes.

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NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

F. Entity is in compliance with all applicable requirements of Sections 692.202, 692.203, and

692.204, Florida Statutes.

G. (Only applicable if purchasing real property) Entity is not a foreign principal prohibited from purchasing the subject real property. Entity is either (a) not a person or entity described in Section 692.204(1)(a), Florida Statutes, or (b) authorized under Section 692.204(2), Florida Statutes, to purchase the subject property. Entity is in compliance with the requirements of Section 692.204, Florida Statutes.

13. INVOICES: All invoices resulting from the award of this bid will be paid within 30 days of receipt of invoice or receipt of goods or acceptance of work performed.

14. BID FORM: A Bid Form is provided, and shall be returned via Vendor Link https://www.myvendorlink.com/external/bids?a=358 marked with Bid number and acknowledgment of receipt of addenda where applicable. It is incumbent upon each Proposer to ensure that they have received all addenda before submitting their Proposals.

15. PREPARATION OF PROPOSAL: All information shall be entered in ink, typewritten or produced by computer. It is your responsibility to make certain that unit prices and extended prices are correct. The Commission will not be responsible for errors or omissions made by proposer in determining proposal price(s). The proposal must contain a manual signature of an authorized representative of the agency proposing. In order to ensure uniformity, proposals must be submitted on this Proposal Form and the attached pages.

16. OBLIGATION OF PROPOSER: By submitting a proposal, the Proposer covenants and agrees that they have satisfied themselves from their own investigation of the conditions to be met, that they fully understand their obligation and that they will not make any claim for or have right to cancellation or relief from the contract because of any misunderstanding or lack of information.

17. AMENDED OR WITHDRAWN PROPOSALS: Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments will only be accepted in the form of a new Proposal package. The Proposer must pick up the original RFP package and submit an amended sealed proposal prior to the RFP’s closing date and time. Amendments or withdrawals received after the RFP opening will not be effective, and the original RFP submitted will be considered.

18. PUBLIC ENTITY CRIMES: Under Section 287.133(2)(a), Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount

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NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

#67510003 v6 provided in Section 287.0l7, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

19. CONSIDERATION OF PROPOSALS: The Commission reserves the right to award the contract to the Proposer(s) that the Commission deems to offer the best overall proposal. The Commission is therefore not bound to accept a proposal on the basis of lowest price. In addition, the Commission at its sole discretion, reserves the right to cancel this Proposal, to reject any and all proposals, to waive any and all informalities and/or irregularities, to re-advertise with either the identical or revised specifications, or not award a contract at all if it is deemed to be in the best interest of the Commission to do so. The Commission also reserves the right to make multiple or split awards if it is deemed to be in the Commission’s best interest. The Commission shall not be responsible for any cost or expense incurred by the Proposer in preparing or submitting a proposal or any cost prior to the execution of a contract agreement.

20. TIE PROPOSAL: In the event of a tie proposal where quality and service are equal; a preference is given to vendors submitting, with the proposal, a certification of a drug free workplace in accordance with Section 287.087, Florida Statutes. Where tie proposals are between proposers, one of which is located in Volusia County and the other proposer is not, the recommended award shall be to the local proposer. Past Performance-Consideration will be given to a vendor based on previous history and performance on similar Commission projects or requirements. Delivery availability or completion period. Capacity to perform in terms of service availability, facilities, personnel or financial availability. Closeness to delivery point. If all conditions are equal, a flip of a coin, with two witnesses present, shall be the deciding factor.

21. SUBMITTING PROPOSALS: Proposals shall be submitted through the Vendor Link.

22. NO PROPOSAL: In the event a Request for Proposal is returned as a no bid, “NO PROPOSAL” shall be properly marked on the outside of the envelope with the RFP number.

23. REJECTED PROPOSAL: The Commission reserves the right to reject proposals containing any additional OR EXCLUDED terms or conditions not specifically requested in the original conditions and specifications.

24. AWARDS: Awards shall be made as required for the best interest of the Commission. The right is reserved to make award(s) by individual items, group of items, all or none, or any combination thereof, with one or more suppliers.

25. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT AGENCIES

At the option of the awarded Proposer, the submission of any bid in response to this proposal request constitutes a bid made under the same terms and conditions, for the same contract price, to other governmental agencies including the State of Florida and its agencies, political subdivisions, counties and cities.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

Each governmental agency desiring to accept these bids, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases, and each shall be liable only for materials ordered and received by it and no agency assumes any liability by virtue of this bid.

26. CHANGES: Commission may, at any time, direct in writing additions, deletions or changes to all or any part of the work. If any such changes cause an increase or decrease in the cost of or in the time required to perform such work, Proposer shall submit detail information substantiating such claims and an equitable adjustment shall be made to the price or time of performance.

27. CONFLICT OF INTEREST OF OFFICERS OR EMPLOYEES OF THE CONTRACTING

ENTITY/LOCAL JURISDICTION, MEMBERS OF THE LOCAL GOVERNING BODY, OR

OTHER ELECTED OFFICIALS: No member or employee of the contracting entity/local jurisdiction or its designees or agents; no member of the governing body; and no other public official of the Commission who exercises any function or responsibility with respect to this contract, during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed. Further, the Proposer shall cause to be incorporated in all subcontracts, the language set forth in this paragraph prohibiting conflict of interest.

28. EMPLOYEE CONFLICT OF INTEREST: It shall be unethical for any Commission employee to participate directly or indirectly in a procurement contract when the Commission employee knows that:

(1) The Commission employee or any member of the Commission employee’s immediate family has a financial interest in the procurement contract; or

(2) Any other person, business, or organization with whom the Commission employee or any member of a Commission employee’s immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement contract.

A Commission employee or any member of a Commission employee’s immediate family who holds a financial interest in a disclosed blind trust shall not be deemed to have a conflict of interest with regard to matters pertaining to that financial interest.

29. GRATUITIES AND KICKBACKS:

(1) Gratuities. It shall be unethical for any person to offer, give, or agree to give any Commission employee or former Commission employee, or for any Commission employee or former Commission employee to solicit, demand, accept, or agree to accept from another person, a gratuity

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REQUEST FOR PROPOSAL #16-26

#67510003 v6 or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity Commission in any proceeding or application, request for ruling, determina-tion, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

(2) Kickbacks. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier sub-contractor or any person associated therewith, as an inducement for the award of a subcontract or order.

(3) Contract Clause. The prohibition against gratuities and kickbacks prescribed in this Section shall be conspicuously set forth in every contract and solicitation, therefore.

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REQUEST FOR PROPOSAL #16-26

#67510003 v6

30. Indemnification for Tort Actions/Limitation of Liability- The provisions of Section 768.28, Florida Statutes, apply in full to this contract. Any legal actions to recover monetary damages in tort for injury or loss of property, personal injury, or death caused by the negligent or wrongful act or omission of any employee of the Commission acting within the scope of his/her office or employment are subject to the limitations specified in this statute.

No officer, employee or agent of the Commission acting within the scope of his/her employment or function shall be held personally liable in tort or named as a defendant in any action for injury or damage suffered as a result of any act, event or failure to act.

The Commission shall not be liable in tort for the acts or omissions of an officer, employee or agent committed while acting outside the course and scope of his/her employment. This exclusion includes actions committed in bad faith or with malicious purpose, or in a manner exhibiting wanton and willful disregard of human rights, safety, or property.

To the fullest extent permitted by law, the Proposer shall defend, indemnify, and hold harmless the Commission, its officials, agents, and employees from and against any and all claims, suits, judgments, demands, liabilities, damages, cost and expenses (including attorney’s fees) of any kind or nature whatsoever arising directly or indirectly out of or caused in whole or in part by any act or omission of the Proposer or its subcontractors (if any), anyone directly or indirectly employed by them, or anyone for whose acts any of them may be liable; excepting those acts or omissions arising out of the sole negligence of the Commission.

Provided, however, if the contract between the Commission and the Proposer is deemed by a court of competent jurisdiction to be a construction contract for purposes of Section 725.06, Florida Statutes, any obligation of the Proposer to defend, indemnify or hold harmless the Commission, shall be limited to an obligation to indemnify or hold harmless the Commission, its officers and employees from liability damages, losses, and costs, including but not limited to reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentionally wrongful conduct of the contractor and persons employed or utilized by the Proposer in the performance of the contract.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

CERTIFICATION OF DRUG-FREE WORKPLACE FORM

IDENTICAL TIE BIDS - 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 proposers have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. 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.

2. 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.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4. 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 contendere to, any violation of chapter 893 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.

5. 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.

6. 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 certify that this firm complies fully with the above requirements.

PROPOSER SIGNATURE

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

NON-COLLUSION AFFIDAVIT

State of______________

County of____________ _____________________________, being first duly sworn, deposes and says that:

He/she is ______________of__________________, Proposer that has submitted the attached Proposal.

He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal.

Neither the said Proposer nor any of its officers, partners, owners, agent representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person, to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the

NSBU.

The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed

Title

Subscribed and sworn to before me this _____day of________, 20___.

Title

My Notary Commission Expires: ___________

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri nt o r ty p e.

S ee S p ec if ic

In st ru ct io n s on p ag e 3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign Here

Signature of U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

Cat. No. 10231X Form W-9 (Rev. 3-2024)

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#67510003 v6

VENDOR APPLICATION

In addition to General conditions, your Proposal may be disqualified if the following vendor information is not returned with your Proposal.

Proposer is:

( ) Corporation ( ) Partnership ( ) Sole Proprietorship ( ) Other ________________________________________________ (Explain)

Federal Employer Identification Number or Social Security Number: _________________________________

Do you collect Florida State Sales Tax? ( ) Yes ( ) No Firm Name: ______________________________________________________

Mailing Address: __________________________________________________

Telephone No. _______________________ Fax No. ____________________

Email Address: ____________________Web Address:____________________

Commodity or Service Supply: ________________________________________ If Proposer is quoting, as a manufacturer’s representative and the purchase order should be addressed to the manufacturer in care of the Proposer, so indicate.

If remittance address is different from the mailing address so indicate below.

Firm Name: ________________________________________________________ Mailing Address: ____________________________________________________

Submitted by: _______________________________________________________ Name & Title Printed: _________________________________________________

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

QUESTIONNAIRE

Additional space may be required. Please answer questions in the order presented. All questions must be answered, or Proposer may be disqualified.

1. Has your company ever been denied insurance or had insurance canceled?

2. Is your company bondable? Has your company ever been denied bond?

If yes, explain.

3. Can your insurance company produce a certificate of insurance stating your limits and naming Commission as an Additional Insured?

4. Has your company been a defendant in any lawsuits?

5. Is your company a subsidiary or otherwise legally affiliated with any other company?

6. Is your company rated by Dunn & Bradstreet or any other rating agency?

If yes, what is the name of the agency and rating?

7. Is your company in any stage of bankruptcy, including initial filing?

8. Has your company been disbarred by the Federal Government or any State Government?

9. How many employees does your company have?

Staff Employees: Full Time______________ Part Time______________

Contract Employees: Full Time_______________ Part Time_______________

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

FOREIGN COUNTRY OF CONCERN ATTESTATION

This form must be completed by an officer or representative of the entity submitting a bid, proposal, or reply to, or entering into, renewing, or extending, a contract with Commission (the Governmental Entity), which would grant the entity access to an individual’s Personal Identifying Information. Capitalized Terms used herein have the definitions ascribed in Rule 60A-1.020, F.A.C.

Proposer is not owned by the government of a Foreign County of Concern, is not organized under the laws of nor has its Principal Place of Business in a Foreign Country of Concern, and the government of a Foreign Country of Concern does not have a Controlling Interest in Proposer.

Under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Date: ____________________, 20___ Signed: _________________________

Entity: _______________________ Name:___________________________

Title: ___________________________

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

REQUIRED DISCLOSURE

At its sole discretion, the Commission may reject any proposer the Commission finds to lack, or whose present or former executive employees, officers, directors, stockholders, partners or owners are found by the Commission to lack honesty, integrity, or moral responsibility. The discretion of the Commission may be exercised based on the Commission own investigation, public records, or any other reliable sources of information. By submitting a proposal, Proposer recognizes and accepts that the Commission may reject the proposal based upon the exercise of its sole discretion and proposer waives any claim it might have for damages or other relief resulting from the rejection of its proposal based on these grounds.

Proposer:_____________________________________

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

SERVICES TO BE PROVIDED

Introduction and Purpose This Scope of Work (“SOW”) is an attachment to and incorporated into the Agreement between the Commission and the Service Provider. The purpose of this SOW is to define the services, deliverables, acceptance criteria, responsibilities, project governance, security and compliance requirements, and related terms for the Service Provider’s provision of professional services to support the Commission’s full enterprise resource planning (“ERP”) replacement and associated enterprise security information and event management (“SIEM”) design and implementation.

Definitions

1. “ERP” means an enterprise resource planning system replacing Microsoft Great Plains (Dynamics

GP) and associated third-party components.

2. “SIEM” means an enterprise security information and event management platform and related security architecture integrated with the ERP and the Commission’s Information Technology and Operational Technology (IT/OT) systems.

3. “Deliverable” means any work product expressly identified in this SOW for delivery to the Commission.

4. “Acceptance” means the Commission’s written confirmation that a Deliverable satisfies the applicable acceptance criteria in this SOW.

5. “Review Period” means the period of 21 days from the Commission’s acknowledgement of receipt of a Deliverable to review and either accept or reject it in writing with specific deficiencies.

6. “Change” means a modification to scope, schedule, Deliverables, assumptions, or pricing pursuant to the Change Control section.

7. “Hypercare Period” means the focused post-go-live support period of 120 days following ERP production cutover.

Background The Commission currently operates Microsoft Great Plains (Dynamics GP), which is approaching end of life. The Commission is procuring professional services to plan and lead a comprehensive ERP replacement lifecycle, including assessment, requirements, RFP development, vendor selection, business process reengineering, solution design, data migration, implementation, training, and support transition, as well as the design and implementation of an enterprise SIEM integrated with the ERP and the Commission’s broader environment.

Scope of Services

A. Project Scope Expertise Requirements

1. The Service Provider shall demonstrate proven experience replacing Microsoft Dynamics GP with modern cloud-based or hybrid ERP platforms, including but not limited to Dynamics 365, NetSuite, SAP Business One/S4, Acumatica, and Infor.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

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2. The Service Provider shall lead full ERP lifecycle projects, including assessment, selection, design, migration, implementation, training, and support transition.

3. The Service Provider shall design and implement an enterprise SIEM.

4. The Service Provider shall design secure architectures that integrate the ERP with an enterprise

SIEM, including platforms such as Microsoft Sentinel, Splunk, IBM QRadar, LogRhythm, or CrowdStrike Falcon LogScale.

5. The Service Provider shall lead Business Process Reengineering to achieve improvements in measures of performance – such as cost, quality, service, and speed – by redesigning core business processes.

B. Technical Requirements

1. ERP Functional Expertise The Service Provider shall assess, design, and provide recommendations and implementation support for ERP functions, including:

• Financials (GL/AP/AR).

• Procurement.

• Accounts payable automation and electronic payment workflows.

• Purchasing card management, including overhaul and streamlining of existing processes.

• Inventory and warehouse management.

• Manufacturing or job costing (if applicable).

• HR/Payroll (if in-scope or integrated).

• Integration or replacement of Silverblaze cloud-hosted customer engagement and self-service platform

(or comparable product).

• Reporting and analytics.

• Multi-currency, multi-entity, or consolidation (if required).

• Budgeting and forecasting and a full suite of dynamic analyses.

• Fixed asset accounting and depreciation.

• Project accounting and capital project tracking.

• Utility accounting and FERC reporting requirements.

• Internal controls, workflow approvals, and appropriate segregation of duties.

2. ERP Technical Expertise The Service Provider shall provide technical expertise encompassing:

• Legacy Dynamics GP data model, table structure, integrations, and third-party modules, including eConnect and Management Reporter.

• Third-party add-ons to legacy Dynamics GP, including the eRequest purchasing system.

• Cloud ERP configuration and best practices, with a preference for cloud-native architectures.

• API-based integration design, including REST, SOAP, and OData.

• ETL and migration planning from Dynamics GP.

• Chart of accounts evaluation and redesign recommendations, including streamlining and consolidation.

• Data governance and master data management best practices.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

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• Business intelligence and reporting platform integration, including Power BI and other tools.

• User access management, identity and access management (IAM), and RBAC/least privilege implementation.

• Architecture for high availability, disaster recovery, and backup strategies, including key escrow/recovery.

• A security model that works with Microsoft tools and connectors.

3. SIEM Expertise The Service Provider shall design and implement an enterprise SIEM to support the new ERP and the Commission’s IT/OT environment, including:

• Security architecture for SIEM and adjacent security services.

• Log ingestion and normalization from the ERP, including application logs, login attempts, transactions, and audit logs.

• Security event enrichment and correlation.

• Platform engineering and infrastructure.

• Alerting, dashboards, and compliance reporting.

• Security controls and threat detection rules for financial systems.

• Scripting and automation to reduce manual effort and increase response speed.

• Audit-ready evidence trails.

Security and Compliance Requirements

1. The Service Provider shall comply with Sec. 282.3185, Fla. Stat. (Local Government

Cybersecurity Act), Florida Digital Services Cybersecurity Standards, NIST CSF 2.0, relevant NIST Special Publications (including 800-53, 800-37, 800-82), CIS, and NERC CIP equivalent frameworks.

2. The Service Provider shall comply with the Florida Public Records Act and support the Commission’s public records obligations as specified in this SOW.

3. The ERP and SIEM integration shall support SOX/financial controls, data retention requirements, segregation of duties, multi-factor authentication, and secure authentication.

4. The Service Provider shall perform a documented security gap analysis and provide written recommendations for improvements, including prioritized remediation plans and timelines.

5. U.S. Data Residency. All the Commission data, including ERP data, logs and telemetry, backups, disaster recovery replicas, and support artifacts, shall be stored and processed solely within the United States. No offshore access is permitted. All subcontractors shall be bound to the same restrictions. The Service Provider shall provide written attestation of compliance upon request.

6. State Cybersecurity Compliance. The Service Provider shall support the Commission in meeting applicable state cybersecurity compliance obligations, including cooperation with audits and assessments, documentation development, System Security Plan (SSP) maintenance, incident notification procedures, and vulnerability management.

7. Public Records Mandates. The Service Provider shall support the Commission’s retention schedules, legal holds, export and production support, audit trails, and cooperation with public records requests, including timely data export in reasonably usable, non-proprietary formats.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

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Deliverables, Acceptance Criteria, and Review

A. Deliverables. The Service Provider shall develop and deliver the following Deliverables in editable formats as specified in Deliverable Ownership. Each Deliverable shall include executive summary, detailed content, assumptions, dependencies, and traceability to requirements where applicable.

• RFP Development Assistance.

• ERP System Selection Analysis and Recommendation.

• Requirements Definition and Business Process Mapping, including reengineering of local legacy processes and procedures.

• Assessment and Recommendations for Automation of Accounts Payable, Electronic Payment

Processing, Procurement Workflows, and Credit Card Expense Management.

• Current-State and Future-State Business Process Documentation.

• Identification of Manual Processes and Recommendations for Workflow Automation and Operational

Efficiencies.

• Finance Controls and Segregation of Duties Assessment.

• Data Classification Assessment categorizing ERP data, including PII, payroll data, and vendor banking information, per Florida standards.

• Data Migration Plan, including Dynamics GP database and third-party add-on extractions.

• Chart of Accounts Review and Migration Mapping.

• Data Conversion Validation Plan.

• Implementation Roadmap and Budget Estimate.

• Cybersecurity Program Plan, including AI risk if used.

• Security Architecture and Data Flow Diagrams.

• SIEM Implementation and Integration Plan.

• Network Segmentation and Architecture Diagram.

• AMI/OMS/GIS/CIS/WAMS/SCADA/HR (payroll) Integration Plan.

• Test Plans, including UAT, integration testing, and regression testing.

• Security Testing Reports, including application security assessment or ERP vendor-provided assessment, vulnerability scan reports, and a remediation plan with timelines.

• Training Plan and Knowledge Transfer Documentation.

• Post Go-Live Support Transition Plan.

• Third-Party Risk Assessment required if the ERP is hosted by a vendor in SaaS or cloud.

• System-Specific Risk Assessment (NIST-based).

• Encryption Documentation.

• ERP-Specific Incident Response Playbook.

• Audit Logging and Monitoring Plan.

• ERP Disaster Recovery Plan, including [RTO/RPO] placeholders identified and justified.

• System Security Plan.

B. Acceptance Criteria. For each Deliverable, the following general Acceptance criteria apply unless superseded by the Commission-approved, Deliverable-specific criteria:

• Completeness. Addresses all scope elements listed for that Deliverable, including executive summary, detailed analysis, assumptions, dependencies, and traceability.

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

REQUEST FOR PROPOSAL #16-26

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• Accuracy. Reflects the Commission’s environment, requirements, and constraints; incorporates legacy Dynamics GP considerations and specified integrations.

• Quality. Professionally written, logically organized, technically sound, and internally consistent;

includes diagrams where applicable.

• Usability. Actionable recommendations, clear implementation steps, and measurable success criteria.

• Compliance. Demonstrates alignment with Security and Compliance Requirements in this SOW and supports public records and data residency obligations.

• Validation. Where applicable, includes test evidence, sample configurations, data mappings, or proof-of-concept results.

C. Review and Correction

• The Commission shall have a Review Period of 21 days following receipt of each Deliverable to provide written Acceptance or a written notice of deficiencies.

• If deficiencies are identified, the Service Provider shall remediate and resubmit within 10 Business

Days of notice. The Commission shall have an additional Review Period of 14 days for re-review.

• Failure to provide written notice within the Review Period constitutes deemed rejection, not

Acceptance.

Roles and Responsibilities

A. Service Provider Responsibilities

1. Provide a qualified project manager and domain experts with demonstrated experience per Project

Scope Expertise Requirements.

2. Lead discovery, workshops, and stakeholder interviews; document decisions, RAID (risks, assumptions, issues, dependencies), and action items.

3. Produce all Deliverables, maintain version control, and provide status reporting per Project

Governance.

4. Design and oversee ERP and SIEM architectures, integrations, security controls, and data migration strategies.

5. Develop and facilitate test planning and execution support, including UAT coordination and defect triage.

6. Provide training and knowledge transfer; prepare runbooks and playbooks for the Commission operations and security teams.

7. Coordinate with ERP and SIEM vendors and the Commission’s third parties; manage third-party risk assessment activities.

8. Identify required Commission-procured resources, tools, and licenses (including quantities, specifications, and lead times) as early as practicable; provide timely written recommendations to support Commission procurement; and incorporate procurement dependencies and potential delays into the project plan, schedule, and RAID log, including…