ERP System Selection

The South Florida Regional Transportation Authority (SFRTA) is seeking a comprehensive Enterprise Resource Planning (ERP) system through Invitation to Negotiate (ITN) No. 25-017, targeting a full replacement of their current Tyler Eden system by March 2027. The procurement covers an integrated ERP software solution with modules for financials, human resources, payroll, purchasing, and critical business functions, including software licensing, implementation services, project management, business analysis, configuration, data conversion, integration, testing, training, change management, and ongoing support. The evaluation will follow a best value selection process, with technical proposals weighted at 80% and price proposals at 20%, focusing on five key criteria: Compliance with Functional Requirements (30%), Experience and Qualifications (15%), Implementation Approach (20%), Compliance with Technical Requirements (15%), and Cost (20%). Key procurement dates include a Pre-Proposal Conference on September 16, 2025, at 2:00 PM, the last day for questions on October 1, 2025, at 3:00 PM, and the final Reply due date on October 15, 2025, at 3:00 PM. Vendor interviews and demonstrations are planned for December 2025, with an expectation of a firm, fixed-price contract utilizing out-of-the-box system solutions that emphasize best practices.

The ITN includes provisions for Disadvantaged Business Enterprise (DBE) participation, with an overall agency DBE goal of 7%, though no specific goal is set for this procurement. SFRTA currently operates with 11 departments, 90 active full-time employees, and an annual operating budget of $151 million, serving the tri-county region of Palm Beach, Broward, and Miami-Dade counties. The existing technology environment involves multiple applications that will either be replaced or integrated with the new ERP system, with key organizational metrics including 14 bank accounts, 2,150 vendors in the purchasing system, 5,500 invoices processed annually, and a biweekly payroll cycle. Plante Moran has been engaged as a technical advisory firm to assist in the ERP system selection process. While no specific total contract value is explicitly stated, the pricing forms suggest a comprehensive cloud-based solution with one-time and ongoing annual costs for software, implementation, data conversion, and integration services. The contract will include a five-year system maintenance and support period, with SFRTA's option to renew for an additional five-year period, and annual hosting fees subject to a cap of either the Consumer Price Index for the Southeast region or 3%, whichever is less.