Project Information

Bid Title

Enterprise Resource Planning (ERP) System

Issuing Agency

Polk County Public Schools Facilities and Operations

Location

Florida

Published Date

May 21, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

P-26-08-COC

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
City of Cocoa

Status
Active

Fiscal Year
2026

Primary Contact
Brian Dale

Title
Enterprise Resource Planning (ERP) System

Secondary Contact
Rebecca Bowman

Number
P-26-08-COC

Tertiary Contact
Diane Kozlak

Type
Request for Proposal

Department
Finance

Online Submissions
No

Project Estimate

Piggyback Solicitation
No

Insurance Required
No

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
No

Construction Bond Amount

Scope of Services
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.

Dates(All times are listed as EST )

Broadcast Date
5/21/2026 8:00 AM EST

Question End Date
6/11/2026 4:30 PM EST

Sample Due Date

Due Date
6/30/2026 4:30 PM EST

Bid Opening Date

Question End Date Reminder Notification
3 Day(s)

Sample Due Date Reminder Notification
0 Day(s)

Due Date Reminder Notification
5 Day(s)

Pre-Bid Meetings

Total: 1 (All times are listed as EST )

Date	Time	Mandatory	Location
6/8/2026	10:00 AM	No	Non-Mandatory Virtual Conference 1- Use link provided or 2- Dial in by phone +1 813-856-5829 Phone conference ID: 452 326 248#

Shortlist Meeting

Total: 0 (All times are listed as EST )

Date

Time

Location

Documents

Total: 10

Type	Name	Description	File Type
Request for Proposal	RFP NO. P2608COC Enterprise Resource Planning System.pdf	Request for Proposal	PDF
Request for Proposal	A1 Proposal Response Forms.docx	Proposal Response Forms	Word
Request for Proposal	A2 FRR 1 General System Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A2 FRR 3 Purchasing Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A2 FRR 4 Human Resources Management Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A2 FRR 5 Utility Billing Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A2 FRR 6 Citizen Portal Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A2 FRR 2 Finance Accounting and Reporting Requirements.xlsx	Proposal Response Forms	Excel
Request for Proposal	A3 Terms and Conditions P2608COC.docx	Terms and Conditions	Word
Request for Proposal	A4 Combined Proposer Certifications and Affidavits.docx	City Required Forms	Word

Commodity Codes

Total: 7

Code	Description
[208-37]	Database Software
[209-38]	Database Software
[208-10]	Accounting/Financial: Bookkeeping, Billing and Invoicing, Budgeting, Payroll, Taxes, etc.
[208-32]	Customer Relationship Management Software (CRM)
[208-51]	Human Resources Software
[208-55]	Inventory Management
[208-71]	Purchasing Software

Publications

Total: 1

Publication	Date
Florida Today	5/21/2026

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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