Enterprise Resource Planning (ERP) Software and Implementation Services

The City of St. Cloud, Florida (Polk County) is procuring an integrated Enterprise Resource Planning (ERP) system with comprehensive implementation and professional services. This procurement seeks proposals for software acquisition and implementation services to support the City's financial, procurement, budgeting, human resources, and capital asset management operations. The functional scope encompasses Finance modules including general ledger, accounting, financial reporting, project and grant accounting, budget management, accounts payable and receivable, treasury management, and capital asset management; and Human Resources modules including employee files, benefit enrollment, personnel evaluations, recruitment, time entry, payroll, and new hire onboarding and offboarding processes. Vendors must provide enterprise-based software licensing with fixed pricing for a minimum of five years, professional services structured as fixed-fee and milestone-based pricing, comprehensive implementation services including project management, requirements traceability, as-built documentation, conversion plans, testing protocols, and go-live support, and all necessary training for City staff. The City, operating with an annual budget of approximately $214.8 million and employing approximately 730 permanent and seasonal staff, emphasizes the need for tight integration between Finance and HR/Payroll functions and permits multi-vendor proposals with clearly defined roles and responsibilities. Evaluation criteria emphasize overall understanding of City needs, functionality alignment, cost, implementation methodology, software demonstrations, references, compliance with contract terms, and ability to accommodate system security assessments on a 100-point scale. The RFP was released April 19, 2026, with a question submission deadline of May 18, 2026, a non-mandatory pre-response conference scheduled for May 4, 2026, and a proposal response deadline of June 9, 2026, at 10:00 a.m. submitted electronically through the City's e-Procurement portal. Committee evaluation begins June 15, 2026, with interviews and demonstrations scheduled for the weeks of July 20, August 3, and August 10, 2026, a Notice of Intent to Award anticipated by August 28, 2026, and contract negotiations expected between September and October 2026, with implementation beginning in November 2026 and a go-live target date of October 2028.

The RFP does not specify set-aside designations or restrictions on the types of organizations that can respond. However, all proposers must demonstrate financial stability, provide current insurance certificates, and comply with all federal requirements including 2 CFR Part 200 Uniform Guidance and Florida statutory requirements regarding public entity crimes, E-Verify compliance, drug-free workplace certification, and debarment and suspension standards. The City is transitioning from its legacy AS 400-based Central Square system, in use since 2005, which requires integration planning with existing systems and applications currently used across Finance, Human Resources, Procurement, Customer Billing, and Capital Asset Management functions. Key systems planned for replacement include Central Square (accounting and payroll), OpenGov (budget preparation), Cognos (reporting), HRIS (human resources), ExecuTime (timekeeping), and NeoGov (recruitment and personnel actions), while systems designated for retention with permanent interface connections include Operative IQ (fire department asset management), CityWorks (work order tracking), RecTrac (facility rental billing), WasteWorks (utility and waste management), and LaserFiche (document storage). Data conversion requirements span multiple functional areas with estimated record volumes ranging from 10 records to 100,000 records across Asset Management, Customer Billing, Finance, Human Resources, Treasury, Accounting, and Procurement modules. No specific award value or budget range is disclosed in the RFP documents, and all proposals will be subject to evaluation based on the established criteria with the City reserving the right to reject any or all proposals and negotiate all fees and costs.