Enterprise Resource Planning (ERP) System

Closed State & local contract opportunity

Solicitation number
P-26-08-COC
State
Florida
Responses due

Opportunity facts

UNSPSC codes
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Points of contact

Updated .

About this opportunity

Written by GovTribe AI ·

The City of Cocoa is requesting proposals for an Enterprise Resource Planning (ERP) system to replace its legacy Naviline platform, with proposals due July 10, 2026 (proposal opening occurred at 4:30 PM EST on that date), and a pre-proposal conference held June 8, 2026. The City prefers a single vendor or lead vendor approach and requires cloud-native SaaS solutions with proven security, uptime, and disaster recovery capabilities.

The scope spans five core functional modules: Financial Management (General Ledger, Accounts Payable/Receivable, Budgeting, Purchasing, Fixed Assets, and Projects & Grants accounting); Human Capital Management (Payroll, Personnel Administration with union contract support, Benefits Administration, Applicant Tracking, and Training); Utility Billing & Customer Service (water/sewer account management, meter reading integration including AMI/AMR support, multi-city utility billing for five regional municipalities, and citizen payment portals); Community Development (Permitting, Planning/Zoning, Code Enforcement, Business Tax Receipts); and Asset & Work Order Management (work order lifecycle, preventative maintenance, inventory control). The system must operate on Windows 10/11 and iOS/Android platforms, deliver 99.9% uptime with five-second response times for 95% of transactions, integrate seamlessly with existing Esri GIS, Laserfiche document management, and supporting systems including UKG timekeeping and Neptune360 meter data, support open APIs, and provide 24/7 technical support.

The City serves approximately 12 departments with over 560 full-time and part-time staff and manages approximately 94,000 utility accounts. Ten vendors submitted proposals: Muni-Link LLC, Strada US Professional Service LLC, BS&A Software, Central Square Technologies, Tyler Technologies Inc, Cayenta (N. Harris Computer Division), Aclarian LLC, OpenGov, Groove Global, and Precision Task Group Inc. Evaluation criteria total 100 initial points across Qualifications & Experience (15 points), Functional Requirements (25 points), Infrastructure (10 points), Maintenance & Support (10 points), Acceptance Testing (10 points), Implementation (10 points), Contractual Proposal (5 points), and Price (15 points), with shortlisted vendors advancing to demonstrations and reference checks for a maximum 200-point total. The City expects contract award in November 2026. Pricing must remain firm for 270 days and include fixed pricing for five years of support and maintenance with annual renewal options. Vendors must deliver turn-key implementation including project management, data migration with five years of historical financial data, configuration, training, and post-go-live support.

Opportunity text

As posted by the source.

The City of Cocoa is seeking proposals from qualified vendors to provide a modern, comprehensive, and integrated Enterprise Resource Planning (ERP) solution. The City`s primary objective is to replace its aging legacy systems with a highly integrated, Software-as-a-Service (SaaS) or cloud-hosted platform that improves operational efficiency, data transparency, and citizen engagement. The proposed solution must provide robust functionality across the following core modules: -Financial Management: General Ledger, Accounts Payable/Receivable, Budgeting, Purchasing, and Fixed Assets. -Human Capital Management: Payroll processing, Personnel Management, Benefits Administration, and Applicant Tracking. -Utility Billing & Customer Service: Comprehensive management of water/sewer accounts, meter reading integration, and citizen payment portals. -Community Development: Permitting, Planning/Zoning, Code Enforcement, and Business Tax Receipts. -Asset & Work Order Management: Work order lifecycle, preventative maintenance, and inventory control. The City prefers a "Single Vendor" or "Lead Vendor" approach to minimize complex third-party integrations. Solutions must be cloud-native (SaaS) with a proven track record of security, uptime, and disaster recovery.The system must support open APIs and seamless data flow between all functional modules and existing City GIS (Esri) infrastructure. The successful respondent will be responsible for a "turn-key" implementation, including project management, data migration from legacy systems, system configuration, comprehensive staff training, and post-go-live support.

Files

File Type Posted
P2608COC_NOTICE_OF_INTENT_TO_SHORTLIST.pdf PDF
08272026_P2608COC_ERP_System_Meetingv2.pdf PDF
Master_Bid_Tabulation_Sheet_P2608COC.pdf PDF
Addendum_3_P2608COC_QA.xlsx XLSX spreadsheet
Addendum_2_P2608COC.pdf PDF
Addendum_1_RFP_P2608COC.pdf PDF
A1__Proposal_Response_Forms.docx DOCX document
A2_FRR_2__Finance_Accounting_and_Reporting_Requirements.xlsx XLSX spreadsheet
A2__FRR_1__General_System_Requirements.xlsx XLSX spreadsheet
A3__Terms_and_Conditions_P2608COC.docx DOCX document
A4__Combined_Proposer_Certifications_and_Affidavits.docx DOCX document
A2__FRR_3__Purchasing_Requirements.xlsx XLSX spreadsheet
A2__FRR_5__Utility_Billing_Requirements.xlsx XLSX spreadsheet
RFP_NO._P2608COC_Enterprise_Resource_Planning_System.pdf PDF
A2__FRR_4__Human_Resources_Management_Requirements.xlsx XLSX spreadsheet
A2__FRR_6__Citizen_Portal_Requirements.xlsx XLSX spreadsheet
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