NOTICE TO PROPOSERS

PCB24-40 RFQ ERP SYSTEM

 ERP RFQ BID PACKAGE         ADDENDUM NO. 1      ADDENDUM NO. 2       ADDENDUM NO. 3       ADDENDUM NO. 4      ADDENDUM No. 5 - Review Committee Meeting Notice      

The City of Panama City Beach (the City), is seeking proposals from qualified providers of ERP solutions who meet or exceed the needs of the City.

Statements of Qualifications (SOQ) will be received by the Purchasing Manager located at 17007 Panama City Beach Parkway, Panama City Beach, FL 32413 until 9:00 AM (CST) on November 22, 2024. Paper and electronic submittals will be publicly opened, and receipt acknowledged immediately thereafter. The qualifications and other information should be submitted in strict compliance with the directives provided in the RFQ.  The City is under no obligation, either express or implied, to reimburse responding firms for any expenses associated with preparation and submittal of the Statement of Qualifications in response to this request.

Submittal Documents may be downloaded online at www.demandstar.com or at the City’s website at https://www.pcbfl.gov/about-us/RFQ-posts-list starting on September 16, 2024.

• Electronic Bids will only be accepted when submitted through the DemandStar’s bid portal. Emailed submissions will not be accepted.
• Alternatively, one original along with a USB flash drive and eight (8) printed copies are to be delivered to the City Hall Office at the address below. Any sealed bid submitted on paper must identify and clearly mark the bid # PCB24-40 RFQ ERP SYTEM on the package. Receipt of a bid by any Panama City Beach Office, or personnel other than the City Hall’s front desk does not constitute “receipt” as required by this solicitation. The City Hall’s time stamp shall be conclusive as to the timeliness of receipt.

All paper submittals shall be sealed and delivered or mailed to:

City of Panama City Beach City Hall
ATTN: Purchasing Manager
17007 Panama City Beach Parkway
Panama City Beach, FL 32413
 

A non-mandatory pre-proposal conference will be held for interested parties on October 17, 2024 at 11:00AM CDT, in the Panama City Beach Council Chambers, 17007 Panama City Beach, Florida 32413.  Virtual attendance of this meeting is available for this event.  Interested parties must contact the Purchasing Manager at least 24 hours in advance to request virtual meeting access.

A single individual or firm may participate on only one Proposal team.  If the respondent proposes a joint venture, or to use outside professional services for any of the discipline areas, this must be explained in detail in the Proposal along with information about each participant in the joint venture and outside firm that would provide professional services.

The City reserves the right to accept or reject any or all Proposals (in whole or in part) with or without cause and to waive technicalities, irregularities, or informalities, to obtain new Proposals, or to postpone the opening of Proposals, or if unable to negotiate a satisfactory contract, to terminate all negotiations under the RFQ and proceed by whatever means it may elect.  The City shall enter into a Professional Services Agreement deemed to be in the best interest of the City.  Each Proposal shall be valid for a period of ninety (90) days after opening.  The City shall retain all SOQs and may use any ideas in an SOQ regardless of whether that Firm is selected.

PROPOSERS must submit all questions, if any, in writing at least ten (10) days prior to the opening date.  If necessary, questions will be answered as ADDENDA and will be issued to the Contract Documents and posted on the City’s website.  It is the sole responsibility of the proposer to determine if any addenda have been issued.  The due date for questions will be 4:00PM CDT on November 12, 2024.

Any and all questions regarding the solicitation documents shall be directed to the City of Panama City Beach Purchasing Manager: Carrie Jagers via email: purchasing@pcbfl.gov.  Contact with any other City official or City employees for the purpose of inquiries regarding this solicitation or the meaning or interpretation of these specifications shall be grounds for disqualification.

SOLICITATION TIMELINE:

Listed below are specific and estimated dates and times of actions related to this RFQ.  The milestones with specific dates must be completed as indicated unless otherwise changed.  If it is necessary to change any of the specific dates and times, an addendum to this RFQ will be issued.

For more information on the City’s purchasing policies and procedures, or to review the City’s Procurement Manual, please visit the City’s website at www.pcbfl.gov.

The City of Panama City Beach is an Equal Opportunity Employer.