Procurement Automation Software
| Location: | Florida |
|---|---|
| Posted: | May 1, 2026 |
| Due: | May 15, 2026 |
| Agency: | Orlando Utilities Commission |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | PR9180 |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Orlando Utilities Commission
Orlando Utilities Commission
Status
Active
Active
Fiscal Year
2026
2026
Title
Procurement Automation Software
Procurement Automation Software
Type
Request for Information
Request for Information
Department
Purchasing
Purchasing
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
OUC is an electric and water municipal utility serving Orlando, Florida and surrounding areas. Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership and must comply with public-sector transparency and records requirements. The Orlando Utilities Commission (OUC) is issuing this Request for Information (RFI) to obtain information from qualified vendors regarding procurement automation solutions that support the end-to-end procurement lifecycle processes. This RFI is for planning and market research purposes only and does not constitute a solicitation or commitment to procure.
OUC is an electric and water municipal utility serving Orlando, Florida and surrounding areas. Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership and must comply with public-sector transparency and records requirements. The Orlando Utilities Commission (OUC) is issuing this Request for Information (RFI) to obtain information from qualified vendors regarding procurement automation solutions that support the end-to-end procurement lifecycle processes. This RFI is for planning and market research purposes only and does not constitute a solicitation or commitment to procure.
Dates(All times are listed as
EST
)
Broadcast Date
4/8/2026 12:00 PM EST
4/8/2026 12:00 PM EST
Question End Date
4/24/2026 7:00 PM EST
4/24/2026 7:00 PM EST
Sample Due Date
Due Date
5/15/2026 2:00 PM EST
5/15/2026 2:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
3 Day(s)
3 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
3 Day(s)
3 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
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
Qualifications
Proposal
Qualifications
Proposal
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 34
| Question | Date Asked | Answer | Date Answered |
| The RFI indicates that the solution should integrate with the ERP and Tungsten. Could you clarify on which ERP software is being used at present. | 4/13/2026 10:56:18 AM | ||
|
- What ERP system is OUC currently running, and what version? We want to make sure we`re describing the right integration experience.
- How is Tungsten being used today — just for invoice capture, or is it deeper in the AP workflow? Is the goal to keep Tungsten and - integrate around it, or is replacement on the table? - Is there anything currently in place for procurement — even partially — or is this a clean slate? If there`s an incumbent system, what`s driving the move away from it? - Roughly how many users would need access, and in what roles? Procurement staff, legal, approvers, executives, suppliers — even ballpark numbers would help. - What`s the approximate annual volume of contracts and POs OUC processes? - How many departments touch the procurement process today, and are there different approval structures by department? - Is there already a supplier-facing portal in use, or would this platform need to cover that as well? - Does OUC need solicitations pushed out to public portals like DemandStar, or is the focus mainly on internal workflow? - What`s the rough timeline for getting the RFP out after this RFI wraps up, and is there a target go-live in mind? - Is a phased rollout expected? If so, which modules are the priority for Phase 1? - What contract terms is OUC leaning toward — multi-year, annual renewals, something else? |
4/21/2026 9:37:30 AM | ||
|
- What ERP system is OUC currently running, and what version? We want to make sure we`re describing the right integration experience.
- How is Tungsten being used today — just for invoice capture, or is it deeper in the AP workflow? Is the goal to keep Tungsten and - integrate around it, or is replacement on the table? - Is there anything currently in place for procurement — even partially — or is this a clean slate? If there`s an incumbent system, what`s driving the move away from it? - Roughly how many users would need access, and in what roles? Procurement staff, legal, approvers, executives, suppliers — even ballpark numbers would help. - What`s the approximate annual volume of contracts and POs OUC processes? - How many departments touch the procurement process today, and are there different approval structures by department? - Is there already a supplier-facing portal in use, or would this platform need to cover that as well? - Does OUC need solicitations pushed out to public portals like DemandStar, or is the focus mainly on internal workflow? - What`s the rough timeline for getting the RFP out after this RFI wraps up, and is there a target go-live in mind? - Is a phased rollout expected? If so, which modules are the priority for Phase 1? - What contract terms is OUC leaning toward — multi-year, annual renewals, something else? |
4/21/2026 10:30:22 AM | ||
| Whats your evaluation criteria behind selecting the vendor? | 4/21/2026 2:20:56 PM | ||
| This being a public bid, how does the evaluation process work? What are the next steps after RFI submission? | 4/21/2026 2:21:02 PM | ||
| Which modules are expected to be implemented in the initial phase, and which are planned for later phases? | 4/21/2026 2:21:07 PM | ||
| For each process area, which system is currently the system of record for supplier master, sourcing events, contracts, requisitions, purchase orders, invoices, and payments? | 4/21/2026 2:21:13 PM | ||
| What ERP is currently being used, and which master data objects and transactions are expected to integrate with the future solution? | 4/21/2026 2:21:17 PM | ||
| What is the exact role of Tungsten in the current invoicing process? | 4/21/2026 2:21:23 PM | ||
| In the future-state model, what role do you expect the new solution to play in invoicing and AP automation? | 4/21/2026 2:21:28 PM | ||
| If Tungsten remains in place, should the future solution integrate with your existing Tungsten setup, or are vendors expected to propose a new connection or access model? | 4/21/2026 2:21:33 PM | ||
| What integration method is preferred for connecting the future solution with ERP, Tungsten, and any custom-built systems? | 4/21/2026 2:21:39 PM | ||
| Are budget checks and budget availability validations expected to happen in the future procurement platform or in ERP? | 4/21/2026 2:21:43 PM | ||
| For requisition-to-PO, are catalogues expected to be maintained in the future platform, ERP, or both? | 4/21/2026 2:21:48 PM | ||
| For supplier management, do you expect the future solution to become the master source for supplier onboarding and supplier profile data, or will supplier master remain in ERP or another system? | 4/21/2026 2:21:53 PM | ||
| What specific public-sector procurement controls must be supported in the sourcing process? | 4/21/2026 2:21:58 PM | ||
| Are Legal and Risk reviews required for all procurement requests and sourcing events, or only for specific thresholds, categories, or contract types? | 4/21/2026 2:22:03 PM | ||
| Is contract lifecycle management expected to cover only repository and alerts, or also full authoring, clause library, negotiation and redlining, approvals, signature, and post-award obligation tracking? | 4/21/2026 2:22:07 PM | ||
| Are vendors expected to support OCR or AI-based invoice data capture only for non-electronic invoices, or for all invoice intake channels? | 4/21/2026 2:22:11 PM | ||
| Do you expect implementation to be phased by module, phased by department, or rolled out as a broader enterprise programme? | 4/21/2026 2:22:16 PM | ||
|
How many users are expected to be working on each of the required capabilities -
1. Intake & Request - How many total users expected to raise request 2. Sourcing Management - 3. Contract Lifecycle Management - 4. Supplier Management - 6. Requisition to Order - 7. Invoice & AP Automation - |
4/21/2026 2:24:55 PM | ||
| Is Payments in scope? How are payments being managed today? Do you have a v-card based payment program requirement? | 4/21/2026 2:25:55 PM | ||
|
Description in RFI: Request prioritization and triage
Question: Provide more detail on this requirement. Is this related purchase request? |
4/24/2026 1:23:30 AM | ||
|
Description in RFI: Risk monitoring
Question: What would be the key parameters used for Risk monitoring under supplier management module? |
4/24/2026 1:24:09 AM | ||
|
Description in RFI: Budget validations and approvals
Question: In which system the budget would be managed? What specific steps should be available in the system to allocate budget? On what stages the budget should be validated? |
4/24/2026 1:24:26 AM | ||
|
Description in RFI: OCR (invoice scanning)/AI data capture
Question: In which file format the invoices are uploaded from the suppliers? What are the fields to be captured from the invoices via OCR? |
4/24/2026 1:24:45 AM | ||
|
Description in RFI: Integration with ERP, Tungsten, and customed developed solutions
Question: What are the key integration touchpoints expected by OUC with the mentioned solutions? Provide overview/pointers on what data shall be passed and what data to be consumed. Which ERP system is currently used by OUC? |
4/24/2026 1:25:06 AM | ||
|
Description in RFI: OUC is an electric and water municipal utility serving Orlando, Florida and surrounding areas. Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership and must comply with public sector transparency and records requirements.
Question: Ref. to this point, kindly elaborate on the requirement related to comply with Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership that applicable to Service Provider for Providing Procurement Automation Software. |
4/24/2026 1:25:33 AM | ||
|
Description in RFI: OUC is an electric and water municipal utility serving Orlando, Florida and surrounding areas. Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership and must comply with public sector transparency and records requirements.
Question: Ref. to this point, kindly elaborate on the requirement related to comply with Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership that applicable to Service Provider for Providing Procurement Automation Software. |
4/24/2026 1:25:37 AM | ||
|
Description in RFI: OUC is an electric and water municipal utility serving Orlando, Florida and surrounding areas. Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership and must comply with public sector transparency and records requirements.
Question: Ref. to this point, kindly elaborate on the requirement related to comply with Procurement activities require coordination across departments, Procurement, Legal, Risk Management, Information Technology, and executive leadership that applicable to Service Provider for Providing Procurement Automation Software. |
4/24/2026 1:27:25 AM | ||
| Will OUC consider extending the response deadline to Friday, May 15? | 4/24/2026 10:03:01 AM | ||
| Can OUC provide additional detail on the current systems supporting procurement, contract management, supplier management, and accounts payable, including any planned system changes? | 4/24/2026 11:12:20 AM | ||
| Are there specific public-sector compliance, audit, or records retention requirements that should be considered in solution design? | 4/24/2026 11:12:27 AM | ||
| Does OUC have a preferred hosting model for the proposed solution (e.g., SaaS, cloud-hosted, hybrid), or any specific requirements related to cloud providers, data residency, or security standards? | 4/24/2026 11:12:40 AM |
Commodity Codes
Total: 29
| Code | Description |
| [525-6] | Automation Equipment, Use to Process or Transport Lending Materials |
| [906-8] | Automation; Controls; Instrumentation - Architectural Services |
| [208-81] | Software For Computer Software Training |
| [208-88] | Software, Monitoring |
| [920-45] | Software Maintenance/Support |
| [920-46] | Software Updating Services |
| [204-29] | Data/File Security Hardware/Software, to Include Encryption |
| [204-47] | Integrated Hardware-Software I.T. Solution (Microcomputer) |
| [208-11] | Application Software, Microcomputer |
| [208-20] | Business Software, Misc.: Agenda, Labels, Mail List, Planning, Scheduling, etc. |
| [208-21] | Business Intelligence Software |
| [208-27] | Communications: Networking, Linking, etc. (Includes Clustering Software) |
| [208-32] | Customer Relationship Management Software (CRM) |
| [208-37] | Database Software |
| [208-41] | Engineering Software |
| [208-51] | Human Resources Software |
| [208-53] | Integrated Software |
| [208-63] | Personnel Software |
| [208-71] | Purchasing Software |
| [208-72] | Purchasing and Accounting Codes for use with PC Software |
| [209-12] | Application Software, Mainframe Computer (Incl. Cobal) |
| [209-13] | Application Software, Minicomputer |
| [209-14] | Architectural Software (Mini/Mainframe) |
| [209-38] | Database Software |
| [209-59] | Logistics and Supply Chain Software |
| [918-29] | Computer Software Consulting |
| [920-44] | Risk Management for Software Development |
| [208-71] | Purchasing Software |
| [209-72] | Purchasing Software |
Publications
Total: 0
| Publication | Date |
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