RFP_NO._P2608COC_Enterprise_Resource_Planning_System.pdf

CITY OF COCOA

REQUEST FOR SEALED PROPOSALS

RFP NO. P-26-08-COC

Enterprise Resource Planning System

Submittal Deadline

Date: June 30, 2026 Time: 4:30 PM EST

Location: City of Cocoa, FL

Submissions:

PHYSICAL SUBMISSIONS

City of Cocoa

65 Stone Street, Cocoa FL 32922

Activity Date/Time

RFP Issue Date May 21, 2026

Pre-Proposal Conference June 8, 2026, 10:00–11:00 AM EST

Final Written Questions Due June 11, 2026, 4:30 PM EST

Reponses Addenda Posted June 18, 2026

Proposal Submission Deadline June 30, 2026, 4:30 PM EST

Shortlist Notification July 2026

Onsite Demonstrations August 2026

Contract Negotiations September 2026

Contract Awards November 2026

City of Cocoa Enterprise Resource Planning System RFP

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Table of Contents

1.0 INTRODUCTION AND VENDOR INSTRUCTIONS

1.1 Introduction

1.2 City of Cocoa Background

1.3 Project Intent

1.3.1 Project Scope

1.3.2 City’s Preferred Solution

1.3.3 City Objectives

1.4 Key System Functions

1.5 RFP Outline

1.6 Proposal Process Instructions

1.6.1 Significant Dates

1.6.2 Communication with the City of Cocoa

1.6.3 Pre-Proposal Conference Call & Questions

1.6.4 Proposal Submittal

1.7 Definitive List of Proposal Contents

1.7.1 Response Format

1.8 Opening of Proposals

1.9 Evaluation & Award Process

1.10 Initial Evaluation Criteria

1.11 Final Evaluation

2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS

2.1 Introduction

2.2 Current Environment

2.2.1 Application Systems Overview

2.2.2 Missing Functionality

2.2.3 Utility Billing

2.2.4 Payment Processing

2.2.5 Workforce and Payroll Integration

2.2.6 Electronic Document Management

2.2.7 Interfaces and Migration Plan

2.2.8 Current Infrastructure and Technical Environment

2.3 Migration from the Current System

2.4 Future Direction

2.4.1 Application Systems

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2.4.2 Infrastructure and Network

2.5 Functional Requirements

2.5.1 Overall Functional Requirements

2.5.2 Software Functional Requirements

3.0 INFRASTRUCTURE REQUIREMENTS

3.1 Introduction

3.2 System Architecture

3.3 Hosting Environment

3.3.1 Hosting Environment for SaaS Proposals

3.3.1.1 Hosting Provider and Infrastructure

3.3.1.2 Data Security

3.3.1.3 Disaster Recovery Management

3.3.1.4 Identity Management

3.3.1.5 Standards, Policies, and Regulatory Compliance

3.4 Integration Services

3.4.1 System Integration

3.4.1.1 Vendor-Hosted SaaS Solution Services

3.5 Reliability Requirements

3.6 Performance Requirements

3.7 End User Equipment

3.7.1 Desktop Workstations

3.7.2 Scanners

3.7.3 Field Automation Equipment

3.7.4 VDI Compatibility

4.0 MAINTENANCE AND SUPPORT REQUIREMENTS

4.1 Vendor Instructions

4.2 General Maintenance Provisions

4.2.1 Vendor-Hosted SaaS Maintenance Provisions

4.3 Updates & Enhancements

4.4 System Maintenance

4.5 Support Requirements

5.0 ACCEPTANCE TESTING REQUIREMENTS

5.1 Vendor Instructions

5.2 Testing

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5.3 System Acceptance

6.0 IMPLEMENTATION REQUIREMENTS

6.1 Vendor Instructions

6.2 General Implementation Requirements

6.2.1 Conduct of Work

6.2.2 Use of Facilities

6.2.3 Qualifications of Implementation Staff

6.2.4 Documentation

6.3 Project Management

6.3.1 Coordination

6.3.2 Scheduling

6.4 Site Planning

6.5 Business Process Review

6.6 Pre-Configured System

6.7 Coordination Meetings

6.8 Phase-in Requirements

6.9 Data Migration

6.10 Training

6.10.1 Training Guidelines

6.10.2 System Training and Documentation Requirements

6.10.3 Training Schedule

6.10.4 Training Environment

6.10.5 Training Volumes

6.10.6 Ongoing Training

6.11 Implementation Approach

6.11.1 Proposed Project Timeline

7.0 CONTRACT REQUIREMENTS

7.1 Instructions

7.2 Terms

8.0 PRICE REQUIREMENTS

8.1 General Information

8.1.1 Important Notice

8.1.2 Price Proposal Format

8.1.3 Evaluation Period

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8.2 Summary Price Proposal

8.3 Supporting Price Detail

8.3.1 Response Sheets

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1.0 INTRODUCTION AND VENDOR INSTRUCTIONS

1.1 Introduction

The City of Cocoa, Florida invites your company to participate in its implementation of the replacement of its Enterprise Resource Planning (ERP) System.

The City is looking for a Vendor or Vendors to provide functionality to replace its current Naviline ERP system, including Finance, Purchasing, Human Resources, Payroll, and related administrative functions. The City seeks a fully cloud-based Software-as-a- Service (SaaS) ERP solution. The City is soliciting proposals to procure a fully integrated enterprise platform, including the following modules:

• Finance Capabilities (including General Ledger, Budgeting with automated workflows, Capital Project and Grant Accounting, Accounts Receivable, Requisitions, Purchasing, Contract Management, Accounts Payable, Fixed Assets, General Financial Reporting with transaction-level detail, Cash Receipting, Banking, Expense Reimbursements);

• Procurement Capabilities (i.e., Purchasing Workflow, Vendor Management, Requisitions, Contracts Management, Inventory Allocation directly tied to projects/work orders);

• Human Resources Management & Payroll: (including Personnel Administration, Payroll with configurable integration for union contract requirements, Union Control Configuration, Position Control, Labor Costing, Timekeeping, Expense Reimbursement, Benefits, Applicant Tracking, Training, Performance Evaluations, Employee Self-Service, and integration with Timekeeping and Benefits platforms);

• Utility Billing: (including Premises, Meters, Adjustments, Customer Accounts, Billing, Rate Structure, Service Requests, Premises, Payments, and Collections).

Note: The system must support streamlined multi-city utility billing and revenue allocation for five regional municipalities.;

• Integrated Citizen Payment Capabilities and centralized cashiering

• Employee and Vendor Self-Service Capabilities

• System Integration Services and reduction of legacy batch-based interfaces

• Interfaces to retained City systems (e.g., UKG, Telestaff, NeoGov, Neptune 360, Laserfiche, and others as determined)

• Training

• Ongoing Maintenance and Support Services.

The City is looking for the Vendor/Integrator to provide an integrated solution by either offering all modules within the core ERP themselves or partnering with other firms to provide the full solution. For example, the Vendor may only have Finance & Accounting and HR functionality within their system, and therefore should partner with a firm that provides Utility Billing functionality to meet the RFP requirements. The City retains the right to disqualify proposers unable to provide all of the above-mentioned modules. The City also retains the right to opt out of contracting for select modules, if it determines that they do not meet the City’s needs.

The City recognizes that this project will have a significant impact on the City staff and is looking to minimize that impact insofar as possible. To the extent the Vendor is able, the City is looking for the Vendor to conduct a thorough business analysis at the start of each module and to provide the City with a pre-configured system using its best practices and experience as a model. The City is expecting to review and test this pre-configured system, requesting minimal changes as required.

Overall services associated with the implementation of all proposals must include: project management, system design, configuration, interface development, systems integration, data conversion, testing, training, and ongoing maintenance and support. The City is looking for the Vendor to provide a single project manager for the duration of the project and expects the project manager to be dedicated to the City’s project with weekly status call updates and project review meetings. Onsite activity for all modules should include the following: kickoff, discovery/workflow analysis, training, and go-live.

1.2 City of Cocoa Background

The City of Cocoa is a historic waterfront community located in Brevard County on Florida’s east coast. Situated along the Indian River Lagoon and west of Cocoa Beach, the City encompasses approximately 9 square miles and services a residental population of appoximately 20,000 residents. Founded in the late 19th centrury and incorporated in 1895, Cocoa has long served as a governmental, commercial, and transportation hub within central Brevard County. The City provides utility services not only within its municpal boundries but also to customers across the broarder county area.

The City of Cocoa operates under a Council – Manager form of government. The City Council is composed of five members: the Mayor (elected at large) and four Council Members (each representing a district). The Council acts collectively as the legislative body of the City. The City Manager, appointed by the Council, serves as the Chief Administrative Officer and is responsible for implementing Council policies, preparing the City’s annual budget, and overseeing all departments including Administrative Services, Community Services, Finance, Fire, Public Works, Police, and Utilities.

The City provides a wide range of municipal services and activities, with leadership provided by an executive team of department directors reporting to the City Manager.

The organization consists of approximately 12 departments and deploys more than 560 full-time and part-time staff members. Cocoa delivers a wide range of municipal services including public safety, utilities, community development, public works, and leisure services.

1.3 Project Intent

The City of Cocoa is currently seeking to replace its Naviline ERP system, including Finance, Purchasing, Human Resources, Payroll, and related administrative functions to acquire the following functionality: Finance and Accounting, Procurement, Human Resources Management (including Payroll and Union Contract support), Applicant Tracking, Timekeeping, Utility Billing (supporting multi-city revenue allocation), and a self-service Citizen Portal.

1.3.1 Project Scope

Proposals are being sought through this RFP for a project that includes acquisition of:

▪ ERP Systems:

o Finance and Accounting Capabilities (i.e., General Ledger, Budgeting with automated workflows, Capital Project & Grant Accounting, Accounts Payable, Accounts Receivable, Cash Receipting, Banking, Fixed Assets, Investment Management, and Transaction-level Financial Reporting).

o Purchasing and Inventory Capabilities (i.e., Purchasing Workflow, Vendor Management, Requisitions, Contracts Management, and Inventory Allocation directly tied to projects and work orders).

o Human Resources Management Capabilities (i.e., Personnel, Payroll with union contract support, Expense Reimbursement, Benefits, Training, Employee Self- Service, Performance Evaluations, and Applicant Tracking).

o Utility Billing Capabilities (i.e., Meter Setup, Adjustments, Customer Accounts, Billing, Rate Structure, Service Requests, Payments & Collections, and streamlined multi-city billing and revenue allocation).

o Citizen Portal Capabilities (i.e., User Management, Public Access Information, Usability, Security, Web-based Payment, and Data Analytics).

The City recognizes that this project will have a significant impact on the City staff and is looking to minimize that impact insofar as possible. To the extent the Vendor is able, the City is looking for the Vendor to conduct a thorough business analysis at the start of each module and to provide the City with a pre-configured system using its best practices and experience as a model. The Vendor will be responsible to provide complete workflow/business process configuration into the new system. The City is expecting to review and test this pre-configured system, requesting minimal changes as required.

With all systems, the City is looking for the following capabilities, as appropriate:

▪ Integrated and robust Field Mobility Capabilities (specifically for work orders and asset inspections).

▪ Employee Self-Service Capabilities

▪ Citizen Self-Service Capabilities

▪ Vendor Self-Service Capabilities

▪ Real-time Dashboards and Cross-Functional Reporting.

▪ Interfaces to certain City systems.

Overall services associated with the implementation of the proposed solution must include: project management, system design, configuration, any software customization to meet specifications, interface development, systems integration, data migration, testing, training and explanation of maintenance and support coverage (i.e., 24/7/365).

1.3.2 City’s Preferred Solution

The City intends to procure a vendor-hosted Software-as-a-Service (SaaS) ERP solution.

On-premises or city-hosted deployments will not be considered.

The City plans to implement an industry standard, commercial-off-the-shelf (COTS) modular software solution that is configurable by the City staff (post go-live) and requires few, if any, modifications to the software to meet the City’s needs. The selected solution must support modern desktop and mobile environments and provide secure, reliable access across supported operating systems.

The City will choose the best functional fit to meet its needs. For the ERP system, the City will choose to select a proposal from a Vendor/Integrator that provides full integration of the modules in order to achieve its goal to reduce redundant entry and streamline workflow to improve the efficiency of City staff.

The City is seeking recommendations and/or proposals from the Vendor describing disaster recovery services for the proposed SaaS cloud solution.

The City has standardized on the Microsoft Operating Systems platform and, as such, is seeking solutions that currently operate in the Windows 10/11 desktop and Android and Apple iOS mobile environments. The City is looking for browser-based solutions, preferably HTML5 and hardware agnostic.

The City is looking to establish a long-term relationship with a Vendor. As such, the City is looking for a Vendor whose primary business is the Public Sector and has a proven track record of:

▪ Financial stability

▪ Successfully implementing its system with similar sized cities to Cocoa and in

Florida

▪ Sustained history of significant re-investment in its software to keep it modern in terms of functionality and platform.

It is critical to the success of this project that vendors perform comprehensive business analysis and provide process improvement recommendations that align with industry best practices. The City seeks a balanced approach—one that leverages the configuration capabilities of the proposed solution while minimizing unnecessary customization.

Solutions that require extensive redevelopment or rigid adherence to outdated processes are unlikely to be selected. The objective is to modernize, streamline, and consolidate the City’s applications architecture while preserving operational continuity during transition.

1.3.3 City Objectives

The objectives of this deployment include:

▪ Consolidate Utility Billing within an integrated financial platform

▪ Encourage modernization of City business processes

▪ Reduce redundant data entry across systems

▪ Automate and integrate core financial and operational functions

▪ Integrate field data collection with financial and utility billing systems

▪ Improve asset and inventory lifecycle tracking

▪ Support complex payroll and union pay rules

▪ Enhance reporting and analytical capabilities.

Additionally, the City of Cocoa seeks assurance of:

▪ Effective Project Management by the Vendor and the Vendor’s Project Manager within the Vendor’s organization

▪ Long-term useful life of the system

▪ Vendor’s commitment to keeping the system state-of-the-art

▪ Competitive prices.

The City of Cocoa desires to procure the most appropriate systems within its financial means from a qualified Vendor at a firm, fixed price. The City prefers to purchase an existing system that is in use by other similar cities and is proven effective. Contracts shall be made only with a responsible Vendor who possesses the ability to perform successfully under the terms and conditions of this proposed procurement. Consideration shall be given to such matters as software quality, Vendor integrity, record of past performance including prior successful implementation of proposed products, along with financial and technical resources.

Each firm submitting a proposal must have established a state and/or national reputation for the planning, supplying, installing and maintaining of their systems. Firms are required to provide, as part of their normal updates, all changes to federal and state reporting forms as issued by those agencies.

The City reserves the right to acquire any and/or all system components proposed. The City may also exercise the option to procure third-party components directly using Vendor-provided specifications (e.g., field mobility devices or other related equipment).

It is important for proposers to understand that the City has invested in its infrastructure and expects to leverage that infrastructure. The Vendor is expected to (a) specify network and connectivity requirements as part of its proposal, (b) identify any equipment or third-party components required to fully enable its system, and (c) propose services necessary to verify that the City environment meets the Vendor’s minimum standards so that the Vendor can comply with the performance requirements specified in this RFP.

1.4 Key System Functions

Certain key system functions are of particular interest to the City. These must be shown during the demonstration phase of the evaluation process.

▪ Overall System o Single integrated system data flow with minimized reentry across ERP modules.

o Integrated document management system with full archival and imaging capabilities o Full integration with City archival document management and imaging capabilities o Easy, intuitive, and powerful user-driven reporting and analytics, including real-time operational dashboards o Robust GIS integration serving as a foundational component for Utility Billing including service requests and work orders.

o Configurable to City workflow processes with automated approvals and internal controls o Fully functional and integrated employee, vendor, and citizen self-service capabilities o Configurable notification and messaging functionality o Highly configurable workflow throughout the system o Operate upon converted and newly entered data o Single sign-on for all modules of the integrated system linked to Active Directory

▪ Finance & Accounting o Integrated budget functionality with ability to enter, display and drill down on budget information in a worksheet-style format, produce budget book/reports o Tight integration with electronic banking and other related external agencies and automated reconciliation for multiple payment processors o General Ledger with transaction-level financial reporting o Accounts Payable o Accounts Receivable o Fixed Assets o Produce standard ACFR reports o Configurable, detailed reporting tools, financial reporting o Centralized payment capabilities o Project Management o Capital Project Management with integrated tracking across funds and departments o Grants Management including lifecycle tracking and compliance reporting

▪ Purchasing Management o Including Purchase Orders, Requisitions, and related tracking functionality o Inventory allocation directly tied to projects and UB work orders o Vendor Self Service capabilities o Contract Management including tracking and expiration alerts

▪ Human Resources Management o Integrated payroll functionality with robust configuration for multiple bargaining units (unions) o Ability to manage union-specific pay rules, complex accruals, overtime calculations, and retroactive adjustments o Self-entry, online, automated time reporting/timesheet entry o Employee self-service functionality (e.g., self-entered electronic timesheets, query on what-if scenarios for benefits, complete federal forms) o Employee Training o Performance Evaluations o Automated employee expense reimbursements o Recruitment/Applicant Tracking o Timekeeping System including timeclocks and mobile access

▪ Utility Billing o Support the City’s unique utility billing structure, where the City bills and provides water services for multiple regional municipalities.

o Support billing for multiple cities, with each city having its own rate structure, billing rules, revenue allocation requirements, and service agreements.

o Create and track both receivables and payables by city, allowing the City to bill customers, allocate revenue, and settle amounts owed between participating municipalities.

o Integrate utility billing with work order and inventory functionality tied to meter installations, service changes, and related field activity.

o Support intergovernmental settlement processes, including city-specific receivable and payable allocations, reconciliation, reporting, and audit trail detail.

o Interface with the City’s AMI system to receive automated meter read data.

o Provide citizen self-service functionality for account access, payments, billing

▪ Citizen Portal o Self-service capability with a single payment method for most City services.

o Online tracking status of service requests o City-configurable access to information available in the ERP for citizens, with summary and drill down capability o Ongoing ADA compliance per most current standards that may be updated from time to time

1.5 RFP Outline

The following table provides an outline of the RFP.

# Section Purpose

1.0 Introduction & Vendor

Instructions

This section contains background information, instructions on how to submit a proposal and a guideline for the proposal contents and format.

2.0 Background and

Functional Requirements

This section provides an operational background of the agency and a description of the current systems, as well the requirements for new ones.

3.0 Infrastructure

Requirements

This section provides the requirements for network, connectivity, and related technical environment considerations necessary to support the system.

4.0 Maintenance and

Support Requirements

This section contains requirements for ongoing system maintenance, updates, and support services over the life of the system(s).

5.0 Acceptance Testing

Requirements

This section contains requirements for the initial and ongoing acceptance testing of the system(s).

6.0 Implementation

Requirements

This section contains requirements for the conduct and completion of the implementation period.

7.0 Contract Requirements This section defines the general business relationship to be established with the Vendor.

8.0 Price Requirements This section describes the pricing details required and the payment and other related terms.

Attachments Attached files:

▪ A1 - Proposal Response Forms

▪ A2 - Functional Requirements Response Forms

1. General System Requirements

2. Finance and Accounting Requirements

3. Purchasing Requirements

4. Human Resources Management Requirements

5. Utility Billing Requirements

6. Citizen Portal Requirements

▪ A3 – City’s Standard Terms and Conditions

▪ A4 – City Required Forms

1.6 Proposal Process Instructions

1.6.1 Significant Dates

It is intended that the following dates will govern this procurement. They are subject to change at the discretion of the City of Cocoa.

Activity Date/Time

RFP Issue Date May 21, 2026

Pre-Proposal Conference June 8, 2026, 10:00–11:00 AM EST

Final Written Questions Due June 11, 2026, 4:30 PM EST

Reponses Addenda Posted June 18, 2026

Proposal Submission Deadline June 30, 2026, 4:30 PM EST

Shortlist Notification July 2026

Onsite Demonstrations August 2026

Contract Negotiations September 2026

Contract Awards November 2026

1.6.2 Communication with the City of Cocoa

All communications regarding this RFP from Vendors and other sources must be directed to the RFP Coordinator as follows:

Title Procurement and Budget Manager

Name Brian Dale

Address City of Cocoa 65 Stone Street Cocoa, FL 32922

Email purchasing@cocoafl.gov

Once the RFP has been issued, a Cone of Silence will be implemented. At that time communication with the City is limited to Brian Dale, Procurement and Budget Manager (email address: purchasing@cocoafl.gov). During the review and evaluation process no person shall make any private or separate delivery of marketing information concerning any Firm to any elected officers of the City, members of the City staff or members of the Evaluation/Selection Committee. Cone of Silence shall terminate at the time the City makes an award to a Firm(s) that becomes final as a result of no procurement protest being filed or takes other action that ends this RFP solicitation. Any action of a Firm in violation of this may be cause for disqualification of the Firm.

1.6.3 Pre-Proposal Conference Call & Questions

The purpose of the Pre-Proposal Conference is to provide interested Vendors with an opportunity to obtain clarification, from subject matter experts, regarding the specifications and requirements outlined in this RFP.

The Pre-Proposal Conference Call date is listed in Section 1.6.1; this meeting is NOT mandatory. The meeting will be held via video conference. Instructions for the log-in to the video conference can be obtained by sending an email to the RFP Coordinator at the address in Section 1.6.2.

It is preferred that all questions, comments and requests be received via e-mail no later than one (1) business day prior to the conference call. This will allow the RFP Coordinator time to review the questions and prepare responsive information prior to the pre-proposal conference call. Vendors may also ask questions, make comments, or request information during the pre-proposal conference. Verbal questions may be discussed at this conference call. However, all answers provided verbally will not be considered binding. The only official answers will be posted in writing in the form of an RFP Addendum on or before the date listed in Section 1.6.1.

Vendors are encouraged to submit questions or comments or make requests for information or clarifications until the Final Written Questions Due date identified in Section 1.6.1. All questions must be submitted via email to the address in Section 1.6.2.

No additional questions will be responded to after the Written Questions Due date listed in Section 1.6.1.

1.6.4 Proposal Submittal

Response packages shall be mailed or hand-delivered to the following address prior to the proposal submission deadline:

City of Cocoa

65 Stone Street

Cocoa, FL 32926

Attention: Procurement and Budget Manager [RFP # P-26-06-COC]

Responses received after the specified time and date will not be accepted. The City will not be responsible for mail delays, late or incorrect deliveries. The City will not accept any electronic submittals.

One (1) original (MARKED “ORIGINAL”) and one (1) electronic copy on a USB Flash Drive and submitted in a sealed envelope. Respondent name and return address must be clearly identified on the outside of the envelope. All submissions must comply with requirements provided here, specifically electronic submission of the following: Proposal Response Forms and Functional Requirements Response Forms (spreadsheets) in their native Word and Excel formats. Electronic images or .pdf versions of these files will not be accepted as compliant. the vendor must use the A1- Proposal Response Forms (MS Word format) and the A2- Functional Requirements Response Forms – FRR 1, FRR 2, FRR 3, FRR 4, FRR 5, FRR 6 (MS Excel spreadsheets) as the primary response tools. Please follow the instructions within the A1 – Proposal Response Forms and A2 – Functional Requirements Response forms to answer all questions. For supplemental information, place that information at the end of the A1 – Proposal Response Forms sections marked: “Vendor Supplemental Information”.

Any additional information the vendor wishes to provide, including tables, diagrams, pictures, etc., can be submitted in the form of an additional PDF if the vendor references section numbers from A1 – Proposal Response Forms in their answers.

Submissions must be signed by the person authorized by your company to commit your company to all instructions, conditions and pricing as defined, or entered in or on, the proposed documents.

Proposals submitted via email or facsimile will not be accepted. Proposals submitted in a non-compliant format may be considered "non-responsive" and can be rejected. This information may not be considered as part of the evaluation by the City.

In addition, Vendors must conform to the following:

▪ Vendors must follow the format outlined in Section 1.5 and fill out completely the form(s) furnished in:

o A1 - Proposal Response Forms;

o A2 - Functional Requirements Response Forms; and o A4 - City Required Forms

▪ Any costs associated with preparing proposals in response to this RFP are the sole responsibility of the Vendor.

▪ All proposals and supporting materials as well as correspondence relating to the RFP become the property of the City when received.

o Any proprietary information contained in the proposal should be so indicated.

▪ The Vendor is responsible for assuring proposal delivery on or before the stated date and local time as well as for any associated delivery costs. The City is not responsible for lateness for any reason. Proposals submitted after the closing date will not be considered.

▪ The City reserves the right to refuse all proposals in their entirety, or select certain components and/or services from various proposals.

▪ Any exceptions to the specifications must be stated on the Proposal Response Forms.

▪ Additional instructions, general terms and conditions are provided in the Attachment A3 - City’s Required Forms and Standard Terms and Conditions.

• It is the intent of the City to award the proposal to the responsive FIRM providing a response which is most advantageous to the City. This proposal is issued pursuant to, and governed by the laws of the State of Florida.

• The City of Cocoa reserves the right to reject any or all proposals, to waive any informalities or irregularities in any proposals received, to re-advertise for proposals, to enter into agreement negotiations with the selected Firm or take any other actions that may be deemed to be in the best interest of the City of Cocoa.

1.7 Definitive List of Proposal Contents

The City of Cocoa requires a uniform proposal format so that all proposals can be fairly evaluated.

1.7.1 Response Format

Vendors are advised that the City’s ability to evaluate proposals is dependent on the Vendor’s ability and willingness to submit proposals which are well-ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential.

Vendors must follow the response format outlined in the table below. In addition, response forms have been provided and must be used to allow each Vendor to provide a uniform response. The forms include:

▪ Proposal Response Forms. The Vendor is required to use the Proposal Response Forms contained in this volume for their proposal response. This volume contains response information from the Vendor related to qualifications and references, functional requirements, network and technical requirements, contractual requirements and price proposal. All proposal responses must be entered into the electronic form (MS Word) provided as part of the Vendor’s proposal response. Electronic images or .pdf versions of these files will not be accepted as compliant.

o Supplemental textual information shall be provided at end of the A1 – Proposal Response Forms sections marked: “Vendor Supplemental Information.” Any additional information the vendor wishes to provide, including tables, diagrams, pictures, etc., can be submitted in the form of an additional PDF if vendors reference section numbers from A1 – Proposal Response Forms in their answers.

▪ Functional Requirements Response Forms. The Vendor is required to use the Functional Requirements Response Forms contained in this volume for their proposal response. This volume contains detailed descriptions of all technical and functional specifications and requirements for the proposed system, including integration requirements. These forms can be found in Attachment A2 – Functional Requirements Response Forms and include:

- FRR – 1 General System Requirements

- FRR – 2 Finance, Accounting and Reporting Requirements

- FRR – 3 Purchasing Requirements

- FRR – 4 Human Resources Management Requirements

- FRR – 5 Utility Billing Requirements

- FRR – 6 Citizen Portal Requirements

Vendors only need to fill out the Functional Requirements Response Forms that pertain to their proposed solution, but all should complete FRR – 1.0 General System Requirements. All Functional Requirements proposal responses must be entered into the electronic form (MS Excel) provided as part of the Vendors proposal response. Electronic images or .pdf versions of these files will not be accepted as compliant.

Item Instructions

Cover Letter Submit a copy of the cover letter on your letterhead signed by the responsible official in your organization, certifying the accuracy of all information in your proposal, and certifying that your proposal will remain valid for a period of two hundred seventy (270) calendar days from the date of proposal opening.

Use the Proposal Response Forms to respond to the following sections:

Section 1:

Qualifications and References Response

Use the attached MS Word file titled, “Proposal Response Forms,” to respond to this section.

Section 2:

Functional Requirements Response

The requirements for all of the software systems covered by this procurement are described in the MS Word file titled “Proposal Response Forms”. Respond directly into MS Word File. Respond to the functional requirements by entering directly into the MS Excel spreadsheets under Functional Requirements Response Forms”.

Section 3:

Infrastructure Requirements Response

Respond to RFP Section 3. Use the attached MS Word file titled “Proposal Response Forms” to respond to this section.

Where the RFP asks for lists or detailed supplemental information, place that information in the Vendor Supplemental Information at the end of the section. Include a schematic of the system.

Section 4:

Maintenance and Support Requirements Response

Respond to RFP Section 4. Use the attached MS Word file titled “Proposal Response Forms” to respond to this section.

Where the RFP asks for lists or detailed supplemental information, place that information in the Vendor Supplemental Information at the end of the section.

Section 5:

Acceptance Testing Requirements Response

Respond to RFP Section 5. Use the attached MS Word file titled “Proposal Response Forms” to respond to this section.

Place the following information in the Vendor Supplemental Information:

Item Instructions

▪ Proposed Acceptance Plan

Section 6:

Implementation Requirements Response

Respond to RFP Section 6. Use the attached MS Word file titled “Proposal Response Forms” to respond to this section.

Place the following information in the Vendor Supplemental Information:

▪ Proposed Project Schedule and Implementation Plan;

▪ Proposed Training Plan

▪ Project organization chart; and

▪ Resumes for the persons who will work on this project.

Section 7:

Contractual Requirements & Forms

Review Attachment A3 – City’s Required Forms and Standard Terms and Conditions and Attachment A4 – City Required Forms in this section. Note any exceptions in Section 7 of the “Proposal Response Forms”.

Section 8:

Price Proposal

Follow the instructions in RFP Section 8 for preparing cost summary, explanatory notes, and back-up details. Use the attached MS Word file titled “Proposal Response Forms” to respond to this section.

Attachments:

▪ Completed City Required Forms

▪ Brochures / specification / contracts for proposed products as necessary (if any)

1.8 Opening of Proposals

Proposals will be opened, read and recorded pursuant to State of Florida Law and City of Cocoa code.

1.9 Evaluation & Award Process

The City will conform to the evaluation and award process below, subject to change at the City’s discretion.

▪ Proposals will be evaluated by a committee based on conformity to the specifications as determined by the evaluation criteria in Section 1.9, and a short list of a minimum of 2 vendors will be developed;

▪ Short-listed Vendors may then be evaluated based on references, oral presentations, demonstrations and site visits to similar installations. Written responses to queries for further clarification may also be required;

▪ Final scoring will be based on the criteria given in Section 1.10;

▪ Best and Final offers may be requested from the short-listed Vendors; and

▪ Contract negotiations will begin immediately with the Vendor that has the highest cumulative score.

1.10 Initial Evaluation Criteria

The City will evaluate Vendors’ proposals based on the completeness and quality of their responses to all sections.

Section Description Value

1.0 Qualifications & Experience 15

2.0 Functional Requirements Proposal 25

3.0 Infrastructure Proposal 10

4.0 Maintenance & Support Proposal 10

5.0 Acceptance Testing Proposal 10

6.0 Implementation Proposal 10

7.0 Contractual Proposal 5

8.0 Price Proposal 15

TOTAL PROPOSAL EVALUATION 100

1.11 Final Evaluation

Once a short list of Vendors has been invited to continue with the process, other Vendors will be notified. The short list of Vendors will be engaged to demonstrate their products;

based on their performance in the demonstration, references and, if the City desires, site evaluations, up to two Vendors will be asked to participate in a best and final process.

Element Value

Initial Evaluation Criteria (Table Above) 100

Demonstration/Interview Process 100

OVERALL EVALUATION 200

2.0 BACKGROUND AND FUNCTIONAL REQUIREMENTS

2.1 Introduction

This section provides agency operational background and detailed description of the systems being replaced by those systems outlined in Section 1.1 previously.

2.2 Current Environment

2.2.1 Application Systems Overview

The City’s application architecture is characterized by a multitude of systems to support many of its business functions. This architecture diagram shows that Naviline is the main system linking all the other peripheral systems on the outside. Many of these linkages are manual inputs or uploads from City staff, which greatly limits efficiency.

In many cases, payment and transactional information must be manually processed or uploaded before it can be recorded in Naviline because the data generated by certain third-party systems is not fully compatible with automatic entry into the system. While these processes are functional for some operations, the lack of seamless integration increases the risk of data re-entry errors and affects the accuracy and timeliness of critical financial information exchanged between Finance and the City’s operational systems.

The current application environment is represented in the diagram below.

2.2.2 Missing Functionality

Even though Naviline serves as the City’s primary ERP system for financial and administrative functions, the current environment relies heavily on third-party systems, batch file uploads, and manual reconciliation to complete core workflows. Several key enterprise capabilities are either fragmented across systems or not fully automated.

The City is currently missing the following core functionality:

▪ Real-Time System Integration (Citywide)

▪ Automated Multi-City Utility Revenue Allocation (Utilities/Finance/UB)

▪ Integrated HR Lifecycle Management (HR/Payroll)

▪ Centralized Cashiering & Batch Controls (Finance, Utility Billing, Recreation, Community Development)

▪ Automated Capital Project & Asset Tracking (Finance, Public Works)

▪ Enterprise Reporting & Dashboarding Visibility (Citywide)

2.2.3 Utility Billing

The City of Cocoa operates a centralized utility billing environment that supports customer service and billing functions across multiple service areas and partner jurisdictions. The City supports approximately 94,000 utility accounts and processes approximately 85,000 to 90,000 utility bills each month, including utility-related billing services for other municipalities and service areas. The environment also includes online payment, ACH, and payment reconciliation capabilities.

2.2.4 Payment Processing

The City utilizes numerous third-party payment processors across Utilities, Recreation, Permitting, and other operational areas. These processors interface with Naviline primarily through batch file uploads rather than real-time integrations. Each system maintains its own portal and transaction reporting environment, which increases monitoring and reconciliation effort. Given the City’s responsibility to bill and distribute water revenues for multiple municipalities within the county, the fragmented payment processing structure increases allocation complexity and reduces transaction-level visibility. The lack of centralized merchant services and real-time integration places additional operational burden on Finance and Utility Billing staff.

The selected solution must be able to provide a modernized, centralized approach to payment processing. The City is looking for a Vendor that can:

• Integrate with existing third-party processors through real-time APIs (replacing manual .CSV/batch uploads); or

• Propose a native, centralized payment processor capable of integrating with all City operational departments and third-party systems.

The proposed solution must provide automated reconciliation, detailed deposit reporting, and the ability to support transaction-level revenue allocation across multiple funds and regional municipal partners to ensure financial accuracy and strengthen internal controls.

2.2.5 Workforce and Payroll Integration

The City currently manages its HR and payroll processes through a disconnected lifecycle environment. While payroll processing occurs within the legacy Naviline system, other critical functions, including timekeeping, scheduling, applicant tracking, benefits administration, and training management, are handled through multiple disparate systems, including UKG, Telestaff, NeoGov, BenTek, and Vector Solutions.

Currently, timecard data is transferred via batch uploads, and new hire information requires manual reentry into the ERP. This lack of integration limits seamless onboarding-to-payroll automation and creates a heavy dependency on file imports and manual verification. Furthermore, because of the City’s complex unionized workforce structure, the absence of a fully integrated framework limits labor cost transparency and robust reporting capabilities.

The selected ERP system must provide a unified, fully integrated workforce management framework that supports:

• End-to-End Employee Lifecycle: Automated workflows from recruitment and onboarding (Applicant Tracking) through benefits administration and training management.

• Integrated Time and Labor: Real-time integration of timekeeping and scheduling data (including public safety-specific scheduling) with the payroll engine to eliminate batch uploads and manual entries.

• Union Contract Support: A highly configurable payroll and timekeeping engine capable of managing diverse union pay rules, accruals, and compliance reporting.

• Labor Cost Transparency: Robust reporting and dashboarding that provide real-time visibility into labor expenditures across departments and funding sources.

The City’s goal is to replace this fragmented environment with a modern, integrated platform that serves as a single source of truth for all personnel and payroll-related data.

2.2.6 Electronic Document Management

The City currently utilizes Laserfiche for document storage; however, document routing and workflow automation are not consistently embedded within the City’s existing ERP processes. Currently, supporting documentation for purchasing, contracts, personnel files, invoices, and development activities is fragmented across shared drives, system-specific repositories, and various department-level folders.

This reliance on manual uploads and decentralized storage increases audit risk, limits city-wide searchability, and creates significant operational inefficiencies. The City’s goal is to transition from these "silos" to a centralized environment with standardized retention policies and access controls.

The selected ERP system must provide its own integrated Electronic Document Management System or a seamless, deep integration with Laserfiche that supports:

• Embedded Workflow Automation: Standardized routing for approvals in purchasing, HR, and contract management.

• Centralized Access: Eliminating the use of shared drives by allowing users to attach and view documentation directly within the relevant ERP module.

• Compliance & Retention: Automated application of records retention policies and improved compliance tracking to reduce audit risk.

• Full Searchability: Robust, metadata-driven search capabilities across all integrated enterprise documents.

2.2.7 Interfaces and Migration Plan

The City’s current ERP interfaces are shown below along with the preliminary migration plan to the new ERP system.

*Legend for Current Applications Legend Code Description

R Replacement The City intends to replace this application with the selected solution.

C Consider The City considers replacing this application with the selected solution, based on the strength of the finalist Vendor offering and cost / benefit of the replacement module.

M Maintain The City intends to retain the application, not replacing it through this effort.

I Interface If the City maintains the application, interface/integrate it with the selected solution. If the City is considering replacement, the Vendor may provide a system that is already fully integrated.

E Export The expected cost to interface this application will not be justifiable; looking to allow for an export of data from the existing system into the new ERP system.

Current ERP Application/ Interface

Application(s) Departmental

Owner

Preliminary Migration Plan

R / C / M I / E

Finance

General Ledger Naviline Finance R

Chart of Accounts Naviline Finance R

Bank Reconciliation Excel Finance R

Accounts Payable Naviline Finance R

Accounts Receivable Naviline Finance R

Cash Receipts Naviline/Citizenserve/ RecTrac

Finance R/C

Miscellaneous Receivables Naviline/Mobileyes Finance R I

Inventory (Fixed Assets) Naviline Finance R

Budgeting Naviline/Cleargov Finance C I

Budgeting Amendments Naviline Finance R

Project Accounting Naviline Finance R

Current ERP Application/ Interface

Application(s) Departmental

Owner

Preliminary Migration Plan

R / C / M I / E

Debt Tracking Debtbook/Excel Finance C

Procurement Purchase Orders Naviline Finance R

Requisitions Naviline Finance R

Purchase Cards Naviline/Truist Finance M I

Payment Processor (1) Tax Collector Lockbox Finance M I

Payment Processor (2) Metavante Finance C I

Payment Processor (3) First Billing Finance C I

Payment Processor (4) ACH Finance C I Payment Processor (5) Ad Comp Finance M I

Payment Processor (6) Bank Draft Finance C I

Payment Processor (7) FiServ Finance M I Payment Processor (8) Paya (Citizenserve) Building Permits C I

Payment Processor (7) RecTrac Leisure Services M I

Bank Draft Naviline Finance R I

Timekeeping

City-wide Timekeeping Kronos Finance M I

Fire Timekeeping Telestaff Fire/Finance I I

HR and Payroll Payroll Naviline Finance R

Personnel Naviline HR R

Position Control Naviline Finance R

Applicant Tracking NeoGov HR C I

Onboarding NeoGov HR C I

Benefit Administration BenTek HR C I

Training Tracking Vector Solutions HR R Utility Billing

Utility Billing Naviline Finance R

Customer Information System Naviline Finance R Bill Printing First Billing Finance C

Meter Setup/Reading Naviline/Neptune Meters – some radio read

Finance R/C I

UB Work Orders Naviline Finance R

Online Bill Payment First Billing Finance C

Online Usage Portal N/A Finance Public Works

Service Requests Brightly/CivicPlus PW M I

Work Orders Brightly/iWorQ PW M I

Asset Management Brightly PW M I

Facilities Brightly PW M I

Fleet Management Faster PW M I

Current ERP Application/ Interface

Application(s) Departmental

Owner

Preliminary Migration Plan

R / C / M I / E

Fuel Management Faster/Veeder PW M I

Community Services Planning Naviline CS R I

Permitting Citizenserve CS R I

Inspections Citizenserve/Naviline CS R I

Code Enforcement Naviline CS R I

Occupational Licenses Naviline CS R I

Other Core Systems

Documents Management Laserfiche Finance/IT M City Addressing and Mapping GIS IT M I

Council Agenda CivicPlus City Clerk M

Alarm Registration/Billing Tyler Munis/Naviline Fire/Police C I

2.2.8 Current Infrastructure and Technical Environment

The City of Cocoa currently operates Naviline as its core ERP platform within a locally managed infrastructure environment. The system operates within a virtualized server environment supported by enterprise-grade hardware. The City maintains primary production systems within its main data center and supports business continuity through off-site disaster recovery capabilities. Backup processes are automated and follow standard retention practices to support system recovery and audit requirements.

The City’s network infrastructure is designed with fiber connectivity between major municipal facilities, including City Hall, Utilities, Public Works, Police, and Fire. Redundant internet connections are deployed to provide resiliency in the event of service interruption. The existing network topology demonstrates sufficient segmentation and bandwidth capacity to support enterprise-level applications. Wireless connectivity is available in key operational areas; however, some legacy systems require Windows-based remote access rather than native browser-based access.

The proposing vendor will need to meet certain technical requirements and verify that the current technical environment of the City meets the needs of the new system. The City’s current technology standards is shown in the table below.

Technology Standard Current

Operating Systems (OS) & Related Software

▪ Server operating system(s) and version levels Windows Server 2016-2025

▪ Desktop operating system(s) Windows 10 / 11

▪ Mobile device operating system(s) Windows 10 / 11 Android / IOS

▪ Relational database SQL

▪ Geographic information system (GIS) ESRI

▪ Business application environment MS 365

▪ Document management system Laserfiche

Hardware

Technology Standard Current

▪ Server hardware (VM, hypervisor), version VMware 7.03 Update Q

▪ Desktop hardware Dell/HP/10Zig Thin Clients

▪ Mobile devices Panasonic…