Cloud Based Budget Software Replacement

The City of Lakeland is issuing a Request for Proposal to procure a hosted, cloud-based budgeting software solution designed to consolidate operating, personnel, and capital budgeting into a single integrated platform, replacing the City's current fragmented environment of Oracle Hyperion, Excel worksheets, and manual processes. The primary objectives include eliminating disparate systems, reducing manual processes, and improving data integrity across budgeting functions. Qualified vendors must provide a comprehensive SaaS-based solution with multi-year forecasting and scenario planning capabilities, support for union-related wage calculations, ADA-compliant reporting and budget book functionality, and modern user interfaces with no-code configuration options. The solution must integrate with Microsoft Entra (SAML) authentication and the City's Oracle ERP system, with an unlimited user model and implementation completion within six months of contract award. Evaluation will be weighted across six criteria: functional fit (20 percent), reporting and budget book capabilities (15 percent), integration and technical architecture (15 percent), implementation approach and timeline (15 percent), vendor experience and references (15 percent), and cost and value (20 percent). Vendors must submit responses through the OpenGov e-Procurement Portal by April 7, 2026, at 3:30 p.m., with a deadline for written questions on March 30, 2026, and a non-mandatory pre-proposal meeting scheduled for March 23, 2026, at 2:00 p.m. Required insurance includes Commercial General Liability of $1,000,000, Business Automobile Liability of $1,000,000, Workers' Compensation per Florida statute, Excess Liability of $1,000,000, and Cyber & Privacy Protection Liability of $1,000,000.

Responding vendors must comply with multiple certifications and compliance requirements, including drug-free workplace status, suspension and debarment compliance, public entity crime conviction disclosures, conflict of interest attestations, E-Verify participation, and scrutinized company restrictions. Additionally, vendors must execute several indemnification agreements, including standard vendor indemnification, consultant indemnification if applicable, and FDOT-specific indemnification documents that preserve sovereign immunity while requiring vendors to hold the City and State harmless from liabilities arising from negligence or wrongful conduct. Vendors must also complete a Human Trafficking Affidavit certifying compliance with Florida Statutes Section 787.06(14). The City of Lakeland encourages minority and women-owned business participation and offers local vendor preference consideration for businesses meeting specific criteria within Lakeland Electric's service territory. No incumbent vendor is identified, as this procurement represents a replacement of the City's existing Oracle Hyperion system and manual processes. The budgetary estimate for this software and service is $120,000, representing the City's investment in modernizing its budgeting infrastructure and operational capabilities.