Efficiency Review for GRU Accounts Payable and Procurement Divisions

Gainesville Regional Utilities (GRU), a multi-disciplinary utility provider serving the Gainesville area in Alachua County and Graceville City, Florida, is issuing a Request for Proposal (RFP) for qualified consultants to conduct a comprehensive efficiency review of its Accounts Payable and Procurement Divisions. The scope of work encompasses process mapping and workflow documentation, performance metrics and industry benchmarking, internal controls and compliance audits, technology and automation assessments, vendor management analysis, and cost reduction analysis. Deliverables include comprehensive assessment reports comparing current operations to best practices, detailed workflow maps for both existing and proposed processes, recommendations for automation and control improvements, and updated policies and procedures. Successful respondents must demonstrate knowledge and experience with governmental accounting standards, multi-disciplinary utility environments, SAP software and complementary systems including Concur, OpenText, and OpenGov, and prior engagements involving accounts payable and procurement process evaluations. The evaluation process consists of two phases, with Phase 1 assessing fee schedule (10 points), experience (25 points), methodology and approach (25 points), personnel qualifications (20 points), and work samples or guidance (20 points), followed by Phase 2 interviews for the top two or three respondents evaluating approach and methodology (20 points), communication and facilitation skills (15 points), and qualifications (15 points). Proposals must be submitted electronically via the GRU e-Procurement Portal by 2:00 p.m. on Friday, March 6, 2026, with questions due by 4:00 p.m. on Tuesday, March 3, 2026. GRU will notify the successful respondent of intent to award within sixty calendar days of the solicitation due date, with contract execution required within fifteen calendar days of award notification.

The RFP does not specify set-aside designations or restrictions limiting response to particular types of organizations, nor does it reference disadvantaged enterprise requirements. No incumbent vendors or current contractors are identified in the solicitation documents. Respondents must integrate with GRU's existing technology infrastructure, including SAP software and complementary systems such as Concur for expense management, OpenText for document management, and OpenGov for financial transparency and compliance. Consultants must provide proof of Commercial General Liability insurance ($1,000,000), Automobile Liability insurance ($500,000), and Workers Compensation coverage before commencing work. Pricing must be submitted on a firm, fixed-fee basis using the provided Pricing Response Form, with all costs remaining valid for sixty calendar days from the solicitation due date, allowing for potential price adjustments at annual anniversaries limited to the lesser of 5% or the change in the Producer's Price Index and Consumer Price Index. The contract sample document indicates provisions for contract extensions and price adjustment mechanisms, though the specific award value or budget range is not disclosed in the available solicitation documents.