RFP 16-26 IT Consulting Services

Project Information

Bid Title: RFP 16-26 IT Consulting Services
Issuing Agency: New Smyrna Beach Utilities
Location: Florida
Published Date: Jul 22, 2026
Closing Date: Sep 10, 2026
Government Level: State & Local
Status: Closed
Ref. #: RFP 16-26
Original Source: Join to Access Full Details
Bid Inquiries: Join to Access Full Details
Bid Documents: Join to Access Full Details
Project Description: Main

Agency
City of New Smyrna Beach Utilities Commission

Status
Active

Fiscal Year
2026

Primary Contact
Maureen Lynch

Title
RFP 16-26 IT Consulting Services

Secondary Contact
Caleb Fisher

Number
RFP 16-26

Tertiary Contact

Type
Request for Proposal

Department

Online Submissions
Yes

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
New Smyrna Beach Utilities is soliciting competitive sealed proposals from qualified professional firms to provide full ERP replacement support including assessment, RFP development, selection, design, migration, implementation, training and support transition. .

Dates(All times are listed as EST )

Broadcast Date
7/7/2026 8:00 AM EST

Question End Date
7/21/2026 2:30 PM EST

Sample Due Date

Due Date
9/10/2026 2:30 PM EST

Bid Opening Date

Question End Date Reminder Notification
5 Day(s)

Sample Due Date Reminder Notification
0 Day(s)

Due Date Reminder Notification
5 Day(s)

Pre-Bid Meetings

Total: 0 (All times are listed as EST )

Date Time Mandatory Location

Shortlist Meeting

Total: 0 (All times are listed as EST )

Date Time Location

Documents

Total: 2

Type Name Description File Type

Request for Proposal NSBU RFP 1626 IT Consultant 61926 Clean67510003.6.pdf RFP 16-26 IT Consultant PDF

Addendum RFP 1626 Addendum No 1.pdf RFP 16-26 Addendum No 1 PDF

Quote/Bid

Zones
Total: 0

Zone

Groups
Total: 0

Group

Quote/Bid Items

Total: 0

# Required Group Make Model Description Quantity Unit of Measure Price/ Percent Type

Additional Quote/Bid Items Fields

Display Options Spreadsheet Section
No Display Image and Specifications Hyperlink Fields
No

Display Build Sheet File Upload Field
No Display Options File Upload Field
No

Require Build Sheet File to be Uploaded
No Require Options File to be Uploaded
No

Display Lead Time Field
No Display Standard Packaging Field
No

Delivery Date
None

Required Files to be Uploaded by the Vendor
RFP Documentation

Shipping
None

Terms and Conditions
See attached Terms and Conditions

Include Shipping in Price of Items
No

Display Bid Tabulation to Vendors
No

Display Vendor Submissions to Vendors
No

View Vendor Submissions while Bid Solicitation is Active
No

Allow Options File to be Updated after Due Date
No

Allow Post Due Date Submission
No

Questions & Answers

Total: 28

Question Date Asked Answer Date Answered

General Terms & Conditions (Award Language) - Pages 8, 32: The RFP states that NSBU reserves the right to make multiple or split awards. What evaluation criteria, business considerations, or project factors will NSBU use when determining whether to make a single award, multiple awards, or split awards? 7/19/2026 5:44:24 AM

Scope of Work / Proposal Requirements - Pages 19-31: Did NSBU engage any third-party consulting firms, advisors, system integrators, ERP vendors, cybersecurity firms, or other external parties in the development of this RFP, scope of work, requirements, deliverables, evaluation criteria, or procurement strategy? If so, please identify those organizations and indicate whether they are eligible to participate in this procurement. 7/19/2026 5:44:45 AM

Subcontractors - Page 28: If NSBU`s current intent is to pursue a single-award approach, are teams consisting of a prime contractor and approved subcontractors acceptable and evaluated equally with firms providing all services internally? 7/19/2026 5:45:03 AM

Scope of Services / High-Level Phases and Milestones - Pages 20, 25, 26: Please clarify implementation ownership expectations. Is the selected Service Provider expected to directly perform ERP and SIEM implementation activities, or provide advisory, project management, testing, governance, and oversight services while implementation activities are performed by selected ERP and technology vendors? 7/19/2026 5:45:20 AM

Service Provider Responsibilities #11 - Page 24: Please clarify expectations regarding onsite participation. Are key project resources expected to be onsite, hybrid, or primarily remote, and are there minimum onsite attendance requirements for specific project phases or roles? 7/19/2026 5:45:40 AM

Pricing, Invoicing and Expenses - Page 28: Should vendors include Travel and Expenses within proposed pricing, or will approved Travel and Expenses be reimbursed separately under the final agreement? 7/19/2026 5:45:56 AM

Pricing, Invoicing and Expenses - Page 28: If Travel and Expenses are reimbursable, are there limits, policies, or reimbursement schedules that vendors should assume when preparing their proposals? 7/19/2026 5:46:16 AM

Cost and Timeline Estimates - Page 30: What is the budget range for this project, and what percentage of the budget is anticipated to be allocated to testing and quality management activities? 7/19/2026 5:46:39 AM

Pricing, Invoicing and Expenses - Page 28: Does NSBU have a preference for Fixed Price, Time & Materials, or blended pricing structures for the various phases of the engagement? 7/19/2026 5:46:54 AM

ERP Functional Expertise / ERP Technical Expertise - Pages 20-21: How many current Dynamics GP users exist across the organization? 7/19/2026 5:47:10 AM

ERP Technical Expertise - Pages 20-21: Can NSBU provide an inventory of current integrations, customizations, reports, third-party applications, interfaces, and add-on products associated with Dynamics GP? 7/19/2026 5:47:27 AM

ERP Technical Expertise - Pages 20-21: What is the approximate size of the current Dynamics GP environment, including database size and document storage volumes? 7/19/2026 5:47:53 AM

Deliverables / Data Migration and Integration - Pages 22, 26: How many years of historical data are anticipated to be migrated and validated? 7/19/2026 5:48:11 AM

Deliverables / Data Migration and Integration - Pages 22, 26: Please clarify the expected scope of Data Conversion Validation activities, including reconciliation, verification, and formal acceptance reporting requirements. 7/19/2026 5:48:31 AM

Service Provider Responsibilities #8 / Commission Responsibilities #5 / Testing and Quality Management - Pages 23, 24, 26: Please identify any testing, quality management, defect management, performance testing, automation, reporting, application security testing, vulnerability management, security monitoring, and SIEM solutions currently utilized by NSBU. 7/19/2026 5:48:45 AM

Service Provider Responsibilities #8 / Commission Responsibilities #5 / Testing and Quality Management - Pages 23, 24, 26: If NSBU currently utilizes testing, quality management, performance testing, security testing, defect management, reporting, or SIEM solutions, does NSBU expect the selected Service Provider to utilize those existing solutions, or provide recommendations for replacement or alternative solutions better aligned to project objectives? If replacement solutions are being considered, has budget been allocated for those tools and associated licensing? 7/19/2026 5:49:04 AM

Service Provider Responsibilities #8 / Deliverable Ownership, Formats and Tools - Pages 23, 25: If the selected Service Provider is expected to provide testing, defect management, reporting, performance testing, or security testing tools, are those tools intended solely for project execution activities, or does NSBU expect to retain and continue using those tools after project completion? 7/19/2026 5:49:24 AM

Deliverable Ownership, Formats and Tools - Page 25: If NSBU intends to retain testing-related software following project completion, please provide the estimated number of named users and concurrent users expected for testing, defect management, reporting, and administration activities. 7/19/2026 5:49:43 AM

Testing and Quality Management - Page 26: Please provide the anticipated peak concurrent user count and expected transaction volumes for the future ERP environment that should be used when planning performance and load testing activities. 7/19/2026 5:50:01 AM

Testing and Quality Management - Page 26: Has NSBU established performance objectives, response-time requirements, throughput targets, or service-level expectations for the future ERP platform, or is the selected Service Provider expected to define and establish these objectives? 7/19/2026 5:50:18 AM

Testing and Quality Management - Page 26: Does NSBU anticipate performing performance and load testing only during implementation, or does NSBU expect to execute ongoing performance testing activities following production deployment? 7/19/2026 5:50:35 AM

Testing and Quality Management - Page 26: If ongoing performance testing is anticipated following go-live, please describe the expected testing frequency and operational ownership model. 7/19/2026 5:50:49 AM

Deliverables / Testing and Quality Management - Pages 22, 26: Please clarify whether the expected scope of Application Security Testing includes vulnerability scanning only or also includes penetration testing, dynamic application security testing (DAST), static application security testing (SAST), software composition analysis (SCA), and remediation validation. 7/19/2026 5:51:04 AM

Deliverables / Security Architecture and SIEM Integration - Pages 22, 26: If the selected Service Provider is expected to provide application security testing tools, are those tools intended solely for project execution, or does NSBU intend to retain and continue utilizing those tools following project completion? 7/19/2026 5:51:19 AM

Deliverable Ownership, Formats and Tools - Page 25: If NSBU intends to retain security testing tools following project completion, please provide the anticipated number of named users and concurrent users requiring access to the solution. 7/19/2026 5:51:41 AM

Incident Response and Vulnerability Management - Page 27: Does NSBU anticipate conducting ongoing application security testing and vulnerability assessments following go-live, and if so, what frequency is anticipated? 7/19/2026 5:51:56 AM

SIEM Expertise / Security Testing Reports / Security Architecture and SIEM Integration / Incident Response and Vulnerability Management - Pages 21, 22, 26, 27: Please identify any currently deployed application security testing, vulnerability management, security monitoring, and SIEM solutions in use by NSBU and indicate whether these capabilities are expected to be enhanced, expanded, replaced, or newly implemented as part of this engagement. 7/19/2026 5:52:11 AM

High-Level Phases and Milestones - Page 25: Are there organizational, regulatory, financial, audit, fiscal year-end, or operational blackout periods that could impact the project schedule, testing cycles, migration activities, or go-live planning? 7/19/2026 5:52:25 AM All of your questions have been received. They will be answered in the form of an addendum issued in accordance with the bid schedule. 7/21/2026 9:26:21 AM

Commodity Codes

Total: 7

Code Description

[918-32] Consulting Services (Not Otherwise Classified)

[918-4] Accounting/Auditing/Budget Consulting

[918-49] Finance/Economics Consulting

[918-58] Governmental Consulting

[918-6] Administrative Consulting

[918-71] IT Consulting

[918-90] Strategic Technology Planning and Consulting Services

Publications

Total: 1

Publication Date

Orlando Sentinel Volusia Edition 7/5/2026
Commodity Codes: NAICS 541611Administrative Management and General Management Consulting Services

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Type	Name	Description	File Type
Request for Proposal	NSBU RFP 1626 IT Consultant 61926 Clean67510003.6.pdf	RFP 16-26 IT Consultant	PDF
Addendum	RFP 1626 Addendum No 1.pdf	RFP 16-26 Addendum No 1	PDF

Display Options Spreadsheet Section	No	Display Image and Specifications Hyperlink Fields	No
Display Build Sheet File Upload Field	No	Display Options File Upload Field	No
Require Build Sheet File to be Uploaded	No	Require Options File to be Uploaded	No
Display Lead Time Field	No	Display Standard Packaging Field	No

Question	Date Asked	Answer	Date Answered
General Terms & Conditions (Award Language) - Pages 8, 32: The RFP states that NSBU reserves the right to make multiple or split awards. What evaluation criteria, business considerations, or project factors will NSBU use when determining whether to make a single award, multiple awards, or split awards?	7/19/2026 5:44:24 AM
Scope of Work / Proposal Requirements - Pages 19-31: Did NSBU engage any third-party consulting firms, advisors, system integrators, ERP vendors, cybersecurity firms, or other external parties in the development of this RFP, scope of work, requirements, deliverables, evaluation criteria, or procurement strategy? If so, please identify those organizations and indicate whether they are eligible to participate in this procurement.	7/19/2026 5:44:45 AM
Subcontractors - Page 28: If NSBU`s current intent is to pursue a single-award approach, are teams consisting of a prime contractor and approved subcontractors acceptable and evaluated equally with firms providing all services internally?	7/19/2026 5:45:03 AM
Scope of Services / High-Level Phases and Milestones - Pages 20, 25, 26: Please clarify implementation ownership expectations. Is the selected Service Provider expected to directly perform ERP and SIEM implementation activities, or provide advisory, project management, testing, governance, and oversight services while implementation activities are performed by selected ERP and technology vendors?	7/19/2026 5:45:20 AM
Service Provider Responsibilities #11 - Page 24: Please clarify expectations regarding onsite participation. Are key project resources expected to be onsite, hybrid, or primarily remote, and are there minimum onsite attendance requirements for specific project phases or roles?	7/19/2026 5:45:40 AM
Pricing, Invoicing and Expenses - Page 28: Should vendors include Travel and Expenses within proposed pricing, or will approved Travel and Expenses be reimbursed separately under the final agreement?	7/19/2026 5:45:56 AM
Pricing, Invoicing and Expenses - Page 28: If Travel and Expenses are reimbursable, are there limits, policies, or reimbursement schedules that vendors should assume when preparing their proposals?	7/19/2026 5:46:16 AM
Cost and Timeline Estimates - Page 30: What is the budget range for this project, and what percentage of the budget is anticipated to be allocated to testing and quality management activities?	7/19/2026 5:46:39 AM
Pricing, Invoicing and Expenses - Page 28: Does NSBU have a preference for Fixed Price, Time & Materials, or blended pricing structures for the various phases of the engagement?	7/19/2026 5:46:54 AM
ERP Functional Expertise / ERP Technical Expertise - Pages 20-21: How many current Dynamics GP users exist across the organization?	7/19/2026 5:47:10 AM
ERP Technical Expertise - Pages 20-21: Can NSBU provide an inventory of current integrations, customizations, reports, third-party applications, interfaces, and add-on products associated with Dynamics GP?	7/19/2026 5:47:27 AM
ERP Technical Expertise - Pages 20-21: What is the approximate size of the current Dynamics GP environment, including database size and document storage volumes?	7/19/2026 5:47:53 AM
Deliverables / Data Migration and Integration - Pages 22, 26: How many years of historical data are anticipated to be migrated and validated?	7/19/2026 5:48:11 AM
Deliverables / Data Migration and Integration - Pages 22, 26: Please clarify the expected scope of Data Conversion Validation activities, including reconciliation, verification, and formal acceptance reporting requirements.	7/19/2026 5:48:31 AM
Service Provider Responsibilities #8 / Commission Responsibilities #5 / Testing and Quality Management - Pages 23, 24, 26: Please identify any testing, quality management, defect management, performance testing, automation, reporting, application security testing, vulnerability management, security monitoring, and SIEM solutions currently utilized by NSBU.	7/19/2026 5:48:45 AM
Service Provider Responsibilities #8 / Commission Responsibilities #5 / Testing and Quality Management - Pages 23, 24, 26: If NSBU currently utilizes testing, quality management, performance testing, security testing, defect management, reporting, or SIEM solutions, does NSBU expect the selected Service Provider to utilize those existing solutions, or provide recommendations for replacement or alternative solutions better aligned to project objectives? If replacement solutions are being considered, has budget been allocated for those tools and associated licensing?	7/19/2026 5:49:04 AM
Service Provider Responsibilities #8 / Deliverable Ownership, Formats and Tools - Pages 23, 25: If the selected Service Provider is expected to provide testing, defect management, reporting, performance testing, or security testing tools, are those tools intended solely for project execution activities, or does NSBU expect to retain and continue using those tools after project completion?	7/19/2026 5:49:24 AM
Deliverable Ownership, Formats and Tools - Page 25: If NSBU intends to retain testing-related software following project completion, please provide the estimated number of named users and concurrent users expected for testing, defect management, reporting, and administration activities.	7/19/2026 5:49:43 AM
Testing and Quality Management - Page 26: Please provide the anticipated peak concurrent user count and expected transaction volumes for the future ERP environment that should be used when planning performance and load testing activities.	7/19/2026 5:50:01 AM
Testing and Quality Management - Page 26: Has NSBU established performance objectives, response-time requirements, throughput targets, or service-level expectations for the future ERP platform, or is the selected Service Provider expected to define and establish these objectives?	7/19/2026 5:50:18 AM
Testing and Quality Management - Page 26: Does NSBU anticipate performing performance and load testing only during implementation, or does NSBU expect to execute ongoing performance testing activities following production deployment?	7/19/2026 5:50:35 AM
Testing and Quality Management - Page 26: If ongoing performance testing is anticipated following go-live, please describe the expected testing frequency and operational ownership model.	7/19/2026 5:50:49 AM
Deliverables / Testing and Quality Management - Pages 22, 26: Please clarify whether the expected scope of Application Security Testing includes vulnerability scanning only or also includes penetration testing, dynamic application security testing (DAST), static application security testing (SAST), software composition analysis (SCA), and remediation validation.	7/19/2026 5:51:04 AM
Deliverables / Security Architecture and SIEM Integration - Pages 22, 26: If the selected Service Provider is expected to provide application security testing tools, are those tools intended solely for project execution, or does NSBU intend to retain and continue utilizing those tools following project completion?	7/19/2026 5:51:19 AM
Deliverable Ownership, Formats and Tools - Page 25: If NSBU intends to retain security testing tools following project completion, please provide the anticipated number of named users and concurrent users requiring access to the solution.	7/19/2026 5:51:41 AM
Incident Response and Vulnerability Management - Page 27: Does NSBU anticipate conducting ongoing application security testing and vulnerability assessments following go-live, and if so, what frequency is anticipated?	7/19/2026 5:51:56 AM
SIEM Expertise / Security Testing Reports / Security Architecture and SIEM Integration / Incident Response and Vulnerability Management - Pages 21, 22, 26, 27: Please identify any currently deployed application security testing, vulnerability management, security monitoring, and SIEM solutions in use by NSBU and indicate whether these capabilities are expected to be enhanced, expanded, replaced, or newly implemented as part of this engagement.	7/19/2026 5:52:11 AM
High-Level Phases and Milestones - Page 25: Are there organizational, regulatory, financial, audit, fiscal year-end, or operational blackout periods that could impact the project schedule, testing cycles, migration activities, or go-live planning?	7/19/2026 5:52:25 AM	All of your questions have been received. They will be answered in the form of an addendum issued in accordance with the bid schedule.	7/21/2026 9:26:21 AM

Code	Description
[918-32]	Consulting Services (Not Otherwise Classified)
[918-4]	Accounting/Auditing/Budget Consulting
[918-49]	Finance/Economics Consulting
[918-58]	Governmental Consulting
[918-6]	Administrative Consulting
[918-71]	IT Consulting
[918-90]	Strategic Technology Planning and Consulting Services

Publication	Date
Orlando Sentinel Volusia Edition	7/5/2026

RFP 16-26 IT Consulting Services

Project Information

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