20260303 _ Municipal Financial Mgmt Software .pdf

REQUEST FOR PROPOSAL

MARCH 2026

MUNICIPAL FINANCIAL MANAGEMENT SOFTWARE SYSTEM

CITY OF BRUNSWICK, GEORGIA

Project ID: RFP 2026-03

Proposal Release Date: MARCH 3, 2026

Proposals Due Date: MARCH 31, 2026

Table of Contents

SECTION I – INTRODUCTION

• PURPOSE

• BACKGROUND

• PROJECT GOALS

• CONTACT PERSON

• RESTRICTIONS ON COMMUNICATIONS

SECTION II – INVITATION FOR PROSPECTIVE BIDDERS

• INVITATION

SECTION III – GENERAL RFP INFORMATION

• TIMELINE OF EVENTS

• VENDOR MINIMUM QUALIFICATIONS

• SUBMITTAL REQUIREMENTS

SECTION IV – PROJECT DESCRIPTION

• FUNCTIONAL REQUIREMENTS

• CURRENT SOFTWARE AND DATA CONVERSION

• MODULE DATA DISTRIBUTION AND INTERFACE

• CURRENT ANNUAL ACTIVITY LEVEL

• SYSTEM AND NETWORK REQUIREMENTS

SECTION V – INSTRUCTIONS TO BIDDERS

• PROPOSAL SUBMITTAL REQUIREMENTS

• SUBMISSION FORMAT

SECTION VI – EVALUATION FACTORS

• EVALUATION CRITERIA AND PROCESS

• INTERVIEW/SOFTWARE DEMONSTRATIONS

• NEGOTIATIONS

• NOTICE OF AWARD

• EXECUTION OF CONTRACT DOCUMENTS

SECTION VII – CONDITIONS AND PROVISIONS

• NOTICE TO PROCEED

• TERMINATION OF OWNER

• COMPLIANCE WITH LAWS AND REGULATIONS

• BUSINESS LICENSE

• CONTRACTOR’S CLAIM

• SUBCONTRACTING

• GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

• CHANGES IN CONTRACT

• NOTICE AND SERVICE THEREOF

• AUTHORITY OF PROJECT MANAGER(S)

• PAYMENTS AND COMPLETION

• BONDS

• CONTRACTOR’S INSURANCE

• INDEMNITY

APPENDIX: REQUIRED FORMS

CITY OF BRUNSWICK MUNICIPAL FINANCIAL MANAGEMENT SOFTWARE SYSTEM

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SECTION I – INTRODUCTION

• PURPOSE

The City of Brunswick is requesting proposals for a replacement Municipal Financial Management Software System. The city currently utilizes New World ERP by Tyler Technologies for general ledger, payroll, accounts payable, cash receipting, and IWORQ and Edmunds systems for accounts receivable.

The desired turn-key solution should provide comprehensive functionality for accounting, budgeting, cash receipting, fixed assets, payroll, and purchase orders. The system must support data import/export to state/federal systems and integrate with departments such as Permitting, Parks and Recreation, Court Services, and the Police Department.

The City may consider additional modules for contract management, project accounting, expense reporting, detailed budget analysis, supplies tracking, and miscellaneous billing.

• BACKGROUND

The City of Brunswick has been using New World from Tyler Technologies for financial management since 2008.

The city is interested in a Cloud-based integrated solution that facilitates more efficient data exchange, improves operational efficiency, and enhances government transparency.

• PROJECT GOALS

The Organization’s Goals Include:

• Increase customer service levels and responsiveness.

• Replace the current system with a state-of-the-art solution.

• Implement Best Practices through process workflow review and re-design.

• Implementing features that allow for greater staff efficiency and return on effort.

• Enter data once in a fully integrated solution to guard against clerical errors and data redundancy.

• Select and implement a system that is intuitive and flexible to ensure high utilization.

• Implement the selected solutions without compromising its ongoing operations.

• Deliver a system on time and within a firm-fixed price budget that will serve the city well for 10 or more years.

• CONTACT PERSON

The contact person for this RFP is the Purchasing Agent, Raquel McCray. Inquiries regarding the meaning or interpretation of the RFP must be requested from the contact person, in writing via email at rmccray@cityofbrunswick-ga.gov no later than 5:00pm on Tuesday, March 17, 2026. Vendors are encouraged to contact the person stated above to clarify any part of this RFP. All answers and questions will be posted to the City’s website https://www.brunswickga.org/rfps no later than Friday, March 20, 2026. Answers to questions submitted will be treated as an addendum. It is the bidder’s responsibility to seek clarification as early as possible prior to the opening of proposals and to monitor the City’s website for any changes or updates. Proposers who obtain this Request for Proposal from the City’s website or the Georgia Procurement Registry, https://ssl.doas.state.ga.us/gpr/ are advised to re-visit both websites mailto:rmccray@cityofbrunswick-ga.gov https://www.brunswickga.org/rfps https://ssl.doas.state.ga.us/gpr/

4 | P a g e to obtain any addenda which may be issued prior the proposal closing date. The City of Brunswick assumes no responsibility for Proposer’s failure to acknowledge any addenda issued.

• RESTRICTIONS ON COMMUNICATIONS

From the issue date of this Request for Proposal until a contractor is selected, and the award is announced, Vendors are not allowed to communicate with any City staff or elected officials regarding this project except through the Purchasing Agent named herein, at the Pre-Proposal Meeting or as provided by existing work agreement(s). The City reserves the right to reject the submittal of any Vendor for violating this provision.

SECTION II – INVITATION FOR PROSPECTIVE BIDDERS

• INVITATION

The City of Brunswick is soliciting competitively sealed proposals from qualified Vendors to design, furnish, install, and support a complete and comprehensive Municipal Financial Management Software System. Proposals for this project must be returned in a sealed envelope or container marked on the outside with the offeror’s name and address and labeled, “RFP 2026-03 Municipal Financial Management Software System.” Proposals will be received by 5:00 PM, legal prevailing time on Tuesday, March 31, 2026. Hand delivered copies may be delivered to the address below ONLY between the hours of 8:00 AM and 5:00 PM Monday through Friday, excluding holidays observed by the City of Brunswick. Regardless of postmark or method of delivery, the Purchasing Office must receive bid packages no later than the time and date listed above. Any proposal received after this date and time will not be accepted.

Attached hereto is the Request for Proposal (RFP) instruction document. Proposals should include all requested information as stated in this RFP. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the City of Brunswick Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the City of Brunswick.

Vendors must submit one (1) original bound copy with signatures, four (4) copies and one (1) electronic copy of the Technical Proposal along with five (5) copies of the Cost Proposal in a separate sealed envelope. Envelopes or containers containing separate technical and fee proposals must be sealed, and addressed to:

City of Brunswick Finance Department Attn: Raquel McCray 601 Gloucester Street Brunswick, GA 31520

(912) 267-5538

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Proposals submitted by the deadline will be publicly opened and read aloud at 2:00 PM Wednesday, April 1, 2026. Proposals are legal and binding upon the bidder when submitted. No bid may be withdrawn after closing for a period of 30 calendar days.

Selection criteria are outlined in the request for proposal documents. The City of Brunswick Board of Commissioners reserves the right to reject all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the City of Brunswick.

It is the policy of the City of Brunswick that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

Sincerely, Raquel McCray Purchasing Agent The City of Brunswick Board of Commissioners

SECTION III – GENERAL RFP INFORMATION

• TIMELINE OF EVENTS

Listed below are projected dates and times related to this Request for Proposal (RFP). There may or may not be a formal notification issued for changes in the estimated dates and times.

ACTIVITY

DATE/TIME

RFP Release Tuesday, March 3, 2026

Vendor Q&A Deadline Tuesday, March 17, 2026

Proposal Submission Deadline Tuesday, March 31, 2026

Bid Opening Wednesday, April 1, 2026

Evaluation & Committee Review Monday, April 6 through April 17, 2026

Demonstration Period Monday, April 20 through April 24, 2026

Final Vendor Selection Monday, April 27, 2026

Tentative Contract Award Date Friday, May 22, 2026

Project Kick-Off Wednesday, July 1, 2026

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The City reserves the right at its sole discretion to adjust this schedule, as it deems necessary without prior notice. Notification of any adjustment to the schedule will be provided as an Addenda. It shall be the Vendor’s responsibility to check regularly for addenda, clarifications, and other notices that may be pertinent to this project.

• VENDOR MINIMUM QUALIFICATIONS

Vendors must submit information that demonstrates and provides evidence that it has the full spectrum of capabilities, experience, and staff and expertise to perform the services described in this RFP. The Vendors responding to this RFP must:

A. Demonstrate experience in projects that are comparable in size and scope to the proposed system.

B. Have sufficient, competent, and certified technicians trained in all aspects of design, maintenance, and installation of financial management systems.

C. Have the necessary credentials, licensures, etc. (if applicable) that govern the services provided and adhere to all applicable local, state, and federal laws.

D. Be able to provide three Customer References.

E. Provide proof of the minimum insurance requirements.

• SUBMITTAL REQUIREMENTS

Proposals should be prepared to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. Vendors are requested to provide as much relevant details as possible regarding the scope of services, design approach, system functionality, security of the system, and their capability and experience. The City of Brunswick will utilize evaluation and selection criteria to determine an acceptable vendor. The City will select the successful proposal based upon several evaluation factors: including features as outlined in the RFP; effective integration of modules; company stability; conversion, training, and implementation plan; technical support; and price. The selection of finalists and the final award will be decided based on the proposal submitted by a qualified vendor that best meets the needs of the city as determined by the city. The City reserves the right to reject any or all proposals.

• Pricing must detail costs for software, hardware, data conversion, installation, training, implantation, and ongoing support.

• Include a database schema with table definitions and interrelationships.

• Vendors selected for final consideration will be required to provide a live product demonstration.

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The City of Brunswick is looking for a vendor that will provide:

1. full integration between financial modules, open integration with other systems (with

IWORQ and Edmunds),

2. complete GAAP/GASB compliance as defined by the GA State Auditor’s Office, State of Georgia, under (OCGA) 50-5B-3,

3. compatibility with MS Office tools,

4. single entry of information (with use in multiple modules),

5. Windows client, ease of use, ability to view increasing levels of account details on screen, Web based access for human resources,

6. real-time processing, real-time backup, transactional database user customization of fields, reports,

7. import of payroll (timesheet), banking, general ledger, and other types of transactions,

8. easy export of all data for analysis,

9. reliable and responsive support, company growth and stability, deployment of software to similar sized cities,

10. client/server based (updates pushed to server, server pushes to clients).

SECTION IV – PROJECT DESCRIPTION

• FUNCTIONAL REQUIREMENTS

The City of Brunswick seeks to implement an accounting software solution that will replace its current financial management software. The chosen solution should support the full spectrum of financial activities with the ability to integrate seamlessly into our existing systems. The RFP defines nine (9) required modules, five (5) required system integrations and four (4) optional modules. The City under general selection criteria of product, service, reputation, and pricing will review required modules. The City reserves the right to procure “optional” items as separate decisions.

Vendors must provide comprehensive responses to each of the following functional areas:

General Financial Modules

• Accounts Payable

• Accounts Receivable

• Budget Management

• Cash Receipting

• Fixed Asset Tracking

• General Ledger

• Human Resources

• Payroll

• Purchase Orders

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Integrated Third-Party Modules

• Court transactions

• Parks & Recreation

• Class & Facility Reservations

• Permitting

• Police Dept

Optional Modules

• Contract Management

• Project Accounting

• Work Order Tracking

• Miscellaneous Billing

Cybersecurity & Compliance

• Encryption (in transit/at rest)

• MFA

• Role-bases Access

• NIST/ISO 27001 Compliance

• GDPR Compliance

• Secure Audit Logs

• SSO Integration

• Incident Response Plan

• Regular Security Patching

Implementation Services

• Data Migration

• User Acceptance Testing (UAT)

• Go-live support

• Post go-live monitoring

• Feedback loop integration

Training & Support

• On-site/virtual training

• Documentation

• Tutorials

• Forums

• Rapid-response help desk

• Ongoing vendor support

Scalability & Futureproofing

• Open API access

• Flexible module addition

• Cloud/on-prem/hybrid deployment options

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Below are the key components the software must address:

1. Accounts Payable (AP)

a) Provide a fully automated AP process for tracking and managing invoices, vendor information, and payments.

b) Support electronic invoice approval workflows with multi-level approvals.

c) Enable automated payment generation through various methods (ACH, EFT, checks) with secure audit trails.

d) Support 1099-NEC reporting capabilities, including the ability to track and report payments to vendors and contractors, ensuring compliance with IRS regulations.

e) Allow for the automatic generation of 1099-NEC forms and submission to the IRS, streamlining year-end tax reporting.

f) Integrate with the General Ledger to ensure accurate categorization and tracking of contracted service payments.

g) Provide comprehensive audit trails for all transactions, including contracted services, to ensure compliance with internal and external reporting requirements.

h) Include importing capabilities to seamlessly upload invoice data, vendor details, and payment records from external systems or files, ensuring accurate and efficient data integration.

i) Provide a refund module to manage and process vendor or customer refunds, ensuring the accurate tracking and recording of refund transactions within the system.

2. Accounts Receivable (AR)

a) Facilitate the generation and tracking of invoices for payments owed to the City of Brunswick, including fines, fees, and other departmental revenue sources.

b) Automate the AR process, including payment application and customer account reconciliation.

c) Provide tools for tracking overdue payments, issuing reminders, and managing collections.

3. Budget Management o Enable comprehensive budget planning and tracking tools for managing departmental budgets.

o Provide real-time budget-to-actual tracking with variance analysis to facilitate better decision-making.

o Support multi-year budgeting for ongoing projects, grants, and other long-term financial planning.

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4. Cash Receipting

a) Enable the secure handling of cash receipts from fines, fees, donations, property taxes, grants, and other revenue sources.

b) Provide real-time tracking of all cash receipts with integration into the General Ledger for immediate reconciliation.

c) Support multiple receipt methods, including cash, checks, credit cards, and electronic/virtual payments.

5. Chart of Accounts

a) Offer a customizable Chart of Accounts to meet the unique financial reporting needs of the City of Brunswick.

b) Allow for easy reconfiguration and expansion of the COA as the City grows or changes its structure.

6. Cybersecurity & Compliance o Encryption (in transit/at rest), MFA, role-based access, NIST/ISO 27001 compliance, GDPR compliance, secure audit logs, SSO integration, incident response plan, and regular security patching.

7. EFT Payments

a) Support Electronic Funds Transfer (EFT) for faster and more secure payment processing.

b) Ensure compliance with banking regulations and provide audit trails for all EFT transactions.

c) Integrate EFT payments with Accounts Payable for seamless tracking and reconciliation.

8. Financial Reporting

a) Include built-in tools for generating standard financial reports such as balance sheets, income statements, and cash flow statements.

b) Offer custom report generation for specialized needs, such as grant tracking or fund-based accounting.

c) Provide dashboard capabilities for real-time visualizations of key financial metrics, offering at-a-glance insights into financial performance.

d) Provide export options (PDF, Excel, CSV) for sharing and analyzing reports.

9. Fixed Asset Tracking

a) Provide a module to organize assets into categories.

b) Assign unique identifiers to each fixed asset for easy identification and tracking.

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c) Able to track all equipment assets, including their location, condition, maintenance history, and depreciation.

d) Maintain a comprehensive asset register that includes all relevant details about each asset.

e) Accurately track asset depreciation for financial reporting and tax purposes.

10. General Ledger (GL)

a) Maintain a flexible, multi-fund General Ledger system capable of tracking financial activities across departments.

b) Allow for detailed journal entries, fund transfers, and financial adjustments with complete audit trails.

c) Provide real-time access to financial data with the ability to run multi-year reports.

11. Human Resources

The Human Resources module must support the full employee lifecycle with the following capabilities:

a) Personnel Management o Centralized employee records, employment history, certifications, and digital document storage.

b) Position Control & Budgeting o Salary grade tracking, job codes, FLSA status, funding source alignment, and vacancy reporting.

c) Recruitment & Onboarding o Job posting, applicant tracking, background checks, onboarding task management.

d) Employee Self-Service (ESS) o Portal for employees to manage personal information, benefits, time-off, pay stubs and tax forms.

e) Administration Benefits o Employee management, third-party provider integration, ACA compliance tracking.

f) Compliance Tracking o EEOC, FMLA, OSHA compliance, training/certification monitoring.

g) Reporting & Analytics o HR metrics dashboards, o diversity tracking, and exportable reports.

12. Payroll

The payroll module should deliver accurate, compliant payroll operations:

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a) Payroll Processing o Supports multiple pay cycles and employe types, with retro pay and bonus handling.

b) Deductions & Garnishments o Garnishments, retirement contributions, union dues, employer match tracking.

c) Tax Compliance o Automated tax withholding, W-2/W-3/941/1099 generation and e-filing.

d) Timekeeping Integration o Timesheet import, project/grant-based tracking, overtime management.

e) Direct Deposit & Distribution o Multi-account setup, paper check compatibility, positive pay and pay card support.

f) Audit Trails & Reporting o Real-time payroll journals, accruals, labor reports, exportable formats.

13. Project Accounting

a) Offer tools for tracking and managing specific projects, such as building renovations, grant-funded programs, and special initiatives.

b) Enable budgeting and cost tracking for individual projects, ensuring alignment with overall financial goals.

c) Allow for detailed reporting on project progress, costs, and financial outcomes.

14. Purchase Orders (PO)

a) Provide a Purchase Order module to manage procurement activities, including creating, approving, and tracking.

b) Enable a fully automated PO process with customizable approval workflows.

c) Allow for integration with Accounts Payable to streamline vendor payments once goods or services are received.

15. Integration Requirements Vendor solutions must support integration with existing City systems including:

• ADP IWORQ

• Edmunds

• IWORQ

• Additional systems via API or direct data connection

Specify integration types (real-time, batch, export/import, API based) and confirm ability to configure/customize as needed.

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16. Implementation Services

a) Data migration, user acceptance testing (UAT), go-live support, post go-live monitoring, and feedback loop integration.

17. Customization

a) Offer customizable workflows, approval processes, and reports to meet the specific needs of the City.

b) Allow for user-configurable dashboards to enhance staff productivity.

18. Training and Support

a) Provide comprehensive on-site/virtual training, documentation, tutorials, forums, rapid response help desk, and ongoing vendor support.

19. Ongoing Maintenance and Enhancements

a) Provide regular updates and patches to ensure the software remains up to date with the latest features, security enhancements, and compliance requirements.

b) Offer options for expanding the system’s functionality through modules or upgrades as the City’s needs evolve.

c) Ensure proactive system monitoring and maintenance to minimize downtime and enhance performance.

20. Vendor Security Assessments

a) The City reserves the right to request third-party security assessments and certifications of the vendor’s software environment to ensure compliance with the required cybersecurity standards.

21. Data Backup and Recovery

a) Ensure that the system includes a robust data backup and disaster recovery plan to protect against data loss.

b) Provide regular data backups and quick recovery options in case of system failure.

22. Scalability and Futureproofing

a) Guarantee open API access, flexible module addition, cloud/on premises/hybrid deployment options.

The accounting software solution proposed must meet the outlined requirements, specifically adhering to cash-based accounting principles to ensure accurate financial reporting. Under cash basis accounting, revenues and expenses are recorded when cash is received or paid, rather than when earned or incurred, offering a straightforward approach to financial management. The solution must support the

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City’s goal of improving financial operations by accurately reflecting cash flow, increasing transparency, and enhancing accountability. Additionally, the software should streamline processes related to cash receipts and disbursements, bolster reporting capabilities based on actual cash transactions, and integrate smoothly with existing systems. It must also provide flexibility to accommodate future growth while maintaining simplicity and accuracy in financial tracking.

• CURRENT SOFTWARE AND DATA CONVERSION

Description Current Software

Data Conversion Needs

General Ledger New World (NW) G/L Chart of Accounts, historical financials, year-to-date transactional data

Budget Preparation NW/MS Office apps Accounts Payable NW/Edmunds Gov Tech Vendor master file Accounts Receivable NW/Edmunds/IWORQ AR customer master file Cash Receipting NW Contract Management NW/MS Office apps Fixed Asset Tracking NW/MS Office apps Current asset lists Human Resources ADP/NW/MS Office apps Local Improvements MS Office apps Payroll NW Employee master file, payroll, and position history Permitting IWORQ License master file

Project Accounting NW/MS Office apps

Property Taxes/Sanitation

Edmunds Customer master file

Purchase Orders NW

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• MODULE DATA DISTRIBUTION AND INTERFACE

(For required and optional modules) Accounts

Payable Accounts

Receivable Budget Cash

Receipting Fixed

Assets General Ledger

Payroll

Budget Preparation X X Contract Management

X X X

Fixed Assets X X

Human Resources X X X

Parks & Rec X X

Payroll X X X

Permitting X X X Project Accounting X X X X Purchase Orders X X X X

Receipting X

Work Order / Service Req.

X X X X X

• CURRENT ANNUAL ACTIVITY LEVEL

ITEM ACTIVITY LEVEL

Estimated number of General Ledger accounts 1800 Estimated annual number of Cash Receipt transactions

2,000

Estimated number of Payables/Checks Issued 4,000 Active employees 250 Estimated number of P/R checks issued 250

Estimated Users:

Financial Modules 28 Department Directors (View Only) 15

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• SYSTEM AND NETWORK REQUIREMENTS

Client software must be able to run on WIN 11 x64 clients. The system must support a hierarchal security structure with internal security access controls to various modules.

The system should be fully integrated with Microsoft Active Directory and SSO.

Standard Windows network printers must be supported without requiring specialized drivers. Electronic Forms should be supported with copiers and printers using PCL language.

SECTION V – INSTRUCTIONS TO BIDDERS

• PROPOSAL SUBMITTAL REQUIREMENTS

Proposals should be prepared to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. Vendors are requested to provide as much relevant detail as possible regarding the scope of services, design approach, system functionality, and security of the system, and their capability and experience. The City of Brunswick will utilize evaluation and selection criteria to determine an acceptable vendor. The city must receive responses to this RFP no later than the date specified in Section 3. Proposals received after the due date will not be accepted. No additional time will be granted to any vendor. Vendors must submit one (1) bound original with signatures, (4) copies, and (1) electronic version in PDF format to the following address:

City of Brunswick Finance Department Attn: Raquel McCray 601 Gloucester Street Brunswick, GA 31520

(912) 267-5538

• SUBMISSION FORMAT

All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal format should be organized as follows:

1. Transmittal letter - A brief cover letter of introduction and interest.

2. Table of Contents - Including all sections and subsections.

Section Title Contents Section 1 Executive Summary Overview description of proposed solutions, vendor experience, and contact information.

Section 2 Company Profile Provide full name and address of company.

Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

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Section 3 Response to Functional Requirements

Vendors must provide a short description of how each functional requirement can be supported with the software.

Section 4 Pricing Breakdown by Module

Estimates that include pricing for software, maintenance, and implementation services, installation, configuration, training, and data conversion (list amount of data to be converted for each system).

Section 5 Implementation Plan & Timeline

A summary of implementation plan and timeline that includes a detailed boilerplate implementation plan (limit 15 pages). Include a proposed plan for implementation of modules in a phased approach.

Building Permitting would be the top priority for the city.

Section 6 Technical Architecture & Hosting Details

Copy of vendor contract to be used for software license, services, and maintenance.

Section 7 Training & Support Strategy

Description of plan to support ongoing training and usability of the system after initial implementation as well as remote support services available.

Section 8 References from Similar - Sized Cities

Client Reference List (APPENDIX FORM)

Section 9 Appendices Other information that may be valuable to the evaluation of your software.

All proposals must be submitted in the forms provided and include all pricing by module.

Vendors that deviate from this format may be deemed unresponsive. Proposals should be prepared simply, providing a straightforward, concise delineation of the capabilities necessary to satisfy the requirements of the RFP. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Costs for developing proposals in response to the RFP are the obligation of the vendor and are not chargeable to the city. All proposals and accompanying documentation will become the property of Brunswick and will not be returned.

Pre-Submittal Questions. There will be no pre-bidders conference. Questions regarding the RFP may be submitted to rmccray@cityofbrunswick-ga.gov by Tuesday March 17, 2026.

The list of submitted questions with their respective answers will be posted to the City’s website by Friday, March 20, 2026.

mailto:rmccray@cityofbrunswick-ga.gov

RFP Amendments. The City reserves the right to request clarification on any proposal or to ask respondents to supply any additional material deemed necessary to assist in the evaluation of the proposal. The City reserves the right to change the RFP schedule or issue amendments to the RFP at any time. The City of Brunswick also reserves the right to cancel or reissue the RFP.

Rejection of Proposals. The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City of Brunswick.

Proposal Validity Period. Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline and will become part of the contract that is negotiated between the City of Brunswick and the successful vendor.

Disclaimer. The City reserves the right to share, with any consultant of its choosing, the RFP, and any resultant proposals in order to secure expert opinion.

Non-Obligation. Receipt of proposals in response to this RFP does not obligate the City of Brunswick in any way. The right to accept or reject any proposal shall be exercised solely by the City of Brunswick. The City of Brunswick shall retain the right to abandon the proposal process at any time prior to the actual execution of a contract with a vendor, and the City of Brunswick shall bear no financial or other responsibility in the event of such abandonment.

Public Disclosure. All materials provided to the City of Brunswick by Vendors are subject to State and the City of Brunswick’s public disclosure laws.

SECTION VI – EVALUATION FACTORS

Each submittal shall be identical and include a transmittal letter. A table of contents, with corresponding tabs, must be included to identify each section. Vendors must use a minimum of an 11-point font. Any exhibits, affidavits or other enclosure information may be included in an appendix. Each submittal shall be prepared simply and economically, providing straightforward, concise delineation of respondents’ capabilities.

To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined in Section 5.

• EVALUATION CRITERIA AND PROCESS

During the first phase of the evaluation, the Evaluation Team will have access to all proposal materials except the separately sealed Cost Proposal. Proposals will initially be scored based on the technical criteria and references. The evaluation team may shortlist (minimum of three) the highest-scoring firms. The number of respondents short- listed will be at the discretion of the evaluation team. The evaluation team may invite any number of the highest-rated firms to participate in onsite demonstrations. All expenses related to participation in the onsite demonstrations are the responsibility of the vendor with no obligation to the City of Brunswick. The decision to interview and the number of firms to interview are at the sole discretion of the evaluation team. The interview and product demonstrations will be evaluated and scored, and this score will be added to the overall score. After demonstrations are completed, a second round of evaluations will be completed which will include unsealing fee proposals and factoring them in the evaluation. Proposers will then be ranked in descending order of recommendation.

Selection of finalists will be primarily evaluated according to the following criteria:

• Quality, clarity, and completeness of the proposal. Adherence to requirements for RFP preparation. Vendor viability and strength.

• Ability to meet the City’s functional and technical requirements.

• Software scalability, flexibility, and ease of use.

• Compatibility and integration with existing hardware and software.

• Vendor’s experience on similar projects.

• Software demos.

• Total cost of ownership.

The evaluation factors identified above reflect a wide range of considerations.

While cost is important, other factors are also significant. The City may select other than the lowest cost solution. The objective is to choose a vendor capable of providing a reliable and integrated solution within a reasonable budget. All proposals will be evaluated based on the following weighted criteria:

Criteria Weight (%) Functional Capabilities & Modules

30%

Price & Total Cost of Ownership

25%

Implementation Plan & Timeline 15%

Technical Architecture & Integrations 10%

Vendor Experience & References 10%

Support & Training 10%

TOTAL 100%

Notification. Based on the evaluation of the RFP’s, the city will select a short List of three or four vendors and invite them to participate in a software demonstration.

The selected vendors will be notified in writing or email by the date indicated in Section 3.

• INTERVIEW/SOFTWARE DEMONSTRATIONS

Demonstration Meetings. Once the Short List of vendors has been identified they will be invited to participate in a Demo Meeting with the Project Team. The purpose of this meeting will be to allow the vendor time to acquire additional information about the scope of the project and to review any questions about the Demo Script presented to the vendors. Customer references may be requested prior to the software demonstrations.

Interview Format Electronic presentations, such as PowerPoint presentations, are allowed but are limited to no more than a 60-minute window. The Owner will have a screen available in the interview room. The presentation may include flip charts, boards, or any other media the vendor may need to communicate their abilities, along with the oral presentation. The vendor should be prepared to answer any questions that may arise during the presentation.

Interview Requirements The primary intent of the formal interview process is to provide the Owner with in-depth and clarifying information about the vendor. Information provided should assist the Selection Committee in making an informed decision as to the proposer best suited for the work. The interviews may be conducted by the members of the Selection Committee and any other representatives as deemed necessary by the Owner. Each Selection Committee Member will take into consideration the information gathered during the presentation/interview when completing their final evaluation. All key personnel should be present at the interview, including, at a minimum, the project manager.

• NEGOTIATIONS

It is the City’s intent to evaluate the proposals based on practical merits and price. It is the intent of the City to choose the Proposer whose proposal provides the highest value to the City. The City reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in the City’s opinion, such rejection is in the best interests of the City.

The City reserves the right to seek Additional/supplemental information or clarifications as needed. The City reserves the right to negotiate the price and scope of work with the consultant scoring the highest marks to reach an agreement. If negotiations with the highest scoring vendor are unsuccessful, the City may then negotiate with the second-highest scoring vendor and so on until a satisfactory agreement has been reached.

• NOTICE OF AWARD OF CONTRACT

As soon as possible, and within 60 days after receipt of proposals, the City shall notify the successful Proposer of its intent to enter into a contract agreement. Should the City require additional time to award a contract, the time may be extended by mutual agreement between the City and the successful Proposer. If an Award of Contract has not been made within 30 days of the proposal opening date or within the extension mutually agreed upon, the Proposer may withdraw the bid without further liability on the part of either party.

• EXECUTION OF CONTRACT DOCUMENTS

a. Within fifteen (15) days subsequent to successful contract negotiations, the City shall furnish the successful Contractor the confirmed copies of Contract Documents for execution.

b. Within fifteen (15) days after receipt of the Contract Documents, the Contractor shall return all the documents properly executed. Attached to each document shall be the certificate of insurance and proper licenses required by Federal, State, or Local authorities.

c. Within thirty (30) days after receipt of the Contract Documents, executed by the

Contractor, certificates of insurance, and license(s) the City shall complete the execution of the documents. Distribution of the completed documents will be made upon completion.

d. Should either party require an extension of any of the time limits stated above, it must be by mutual agreement between both parties.

SECTION VII – CONDITIONS AND PROVISIONS

• NOTICE TO PROCEED

The Notice to Proceed is typically issued within ten (10) days of the execution of the Contract Agreement by The City.

• TERMINATION OF OWNER

A. Termination for cause. The Owner may terminate this agreement for cause upon ten

(10) days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice against any of the Owner’s rights or remedies of law.

B. Termination for convenience. The Owner may terminate this agreement for its convenience at any time upon thirty (30) days’ written notice to the contractor. In the event of the City’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

C. Termination for the Contractor. The Contractor may terminate any contract arising out of this RFP for any reason upon thirty (30) days written notice to the Owner. The termination notice shall be deemed received three (3) days after placing the notice in the United States mail.

• COMPLIANCE WITH LAWS AND REGULATIONS

This contract shall be governed by the laws of the State of Georgia.

A. The Contractor confirms that all applicable Federal, State, and local laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The Contractor shall keep himself fully informed of all laws, ordinances, and regulations of the Federal, State, City and municipal governments or authorities in any manner affecting those engaged or employed in the work or the materials used in the work or in any way affecting the conduct of the work and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, he shall herewith report the same in writing to the Owner.

B. The Vendor at all times observe and comply with all such existing and future laws, ordinances, and regulations, and shall protect and indemnify the City and its agents the violation of any such law, ordinance, regulation, order, or decree, whether by the vendor or vendor’s employees or any subcontractor.

• BUSINESS LICENSE

Contractors and subcontractors shall have a current Occupation Tax Certificate and shall furnish certificate and license numbers prior to entering into a contract with the Owner.

• CONTRACTOR’S CLAIM

No claim for additional or other compensation beyond the fees shall be allowable unless the Contractor makes and continuously maintains written demand therefor within thirty (30) days of the occurrence of any event which given rise to such claim.

• SUBCONTRACTING

No portion of the work shall be subcontracted without the prior written consent of the Owner.

Consent will not be given except upon the basis of written statements containing such information as the Owner may require. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

• GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Pursuant to O.C.G.A. § 13-10-91 (Georgia Security and Immigration Compliance Act), every public employer, every contractor of a public employer, and every subcontractor of a public employer’s contractor must register and participate in a federal work authorization program.

No public employer shall enter into a contract for the physical performance of services within this state unless the contractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

No contractor or subcontractor shall enter into a contract or subcontract with a public employer in connection with the physical performance of services within this state unless such contractor or subcontractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

Contractor acknowledges that the awarding of this contract is conditioned upon initial and ongoing compliance by the contractor and any subcontractor with the requirements of O.C.G.A.

§ 13-10-91 and Rule 300-10-1-.02 of the Georgia Department of Labor.

• Contractor agrees that in the event it employs or contracts with any subcontractor(s) in connection with this contract, Contractor shall secure from the subcontractor(s) an indication of the employee-number category applicable to the subcontractor.

• Contractor agrees that its compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 of the Georgia Department of Labor shall be attested by execution of the Contractor Affidavit, which is attached hereto, and which shall be a part of this contract.

• Contractor agrees that, in the event it employs or contracts with any subcontractor(s) in connection with this contract, Contractor shall secure from the subcontractor(s) an attestation of the subcontractor’s compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 of the Georgia

Department of Labor by the subcontractor’s execution of a Subcontractor Affidavit provided by The City of Brunswick. Contractor shall maintain records of such attestation for inspection by The City of Brunswick at any time. The Subcontractor Affidavit shall become a part of the contractor/subcontractor agreement.

• CHANGES IN CONTRACT

Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

A. Changes in the Work - The Owner may order changes within the statement of the work without invalidating the Contract Agreement. If such changes increase or decrease the amount due under the Contract Documents, or in the time required for performance of the work, an equitable adjustment shall be negotiated culminated by the issuance of a Contract amendment. The Purchasing Agent, also, may at any time, by issuing a Contract amendment, make changes in the details of the work. The Contractor shall proceed with the performance of any changes in the work so ordered by the Purchasing Agent unless the Contractor believes that such order entitles him to a change in the fee or time or both, in which event he shall give the Purchasing Agent written notice thereof within fifteen (15) days after the receipt of the Contract amendment, and the Contractor shall not execute such amendments pending the receipt of an executed Notice to Proceed instruction from the Owner. The Owner may, when changes are minor or when changes would result in relatively small changes in the Fee or Contract Time, elect to postpone the issuance of a Contract amendment until such time that a single amendment of substantial importance can be issued, incorporating several changes. In such cases, the Owner shall indicate this intent in a written notice to the Contractor.

B. Changes in Fees - The Fee shall be changed only by a mutual agreement by the Contractor and the Owner transmitted as a Contract amendment. The value of any work covered by an amendment or of any claim for increase or decrease in the Fees shall be determined by one or more of the following methods in the order of precedence according to the following list:

1) By estimating the number of unit quantities of each part of the work which is changed and then multiplying the estimated number of such unit quantities by the fee Proposal for a unit quantity thereof.

2) The Owner shall fix the total lump sum value of the amendment in the work of the Contractor and shall set out the price which shall be added to or deducted from the Fees. The Contractor shall, when required by the Owner, furnish to the Owner an itemized breakdown of the quantities and prices used in computing the value of any change that might be ordered.

• NOTICE AND SERVICE THEREOF

A. All Notices, demands, requests, instructions, approvals, and claims shall be in writing.

B. Any notice to or demand upon the Contractor shall be sufficiently given if delivered at the office of the Contractor specified in the Proposal (or at such other office as the Contractor may from time to time designate to the City in writing), or emailed or if deposited in the United States Mail in a sealed, postage-prepaid envelope, or delivered, with charges prepaid, to any telegraph company for transmission, in each case addressed to such office.

C. All papers required to be delivered to the City shall, unless otherwise specified in writing to the Contractor, be delivered to the City Purchasing Agent, Brunswick, Georgia. Any notice to or demand upon the City shall be sufficiently given if delivered to the Office of said Purchasing Agent or if deposited in the United States Mail in a sealed, postage-prepaid envelope, or delivered with charges prepaid to any company for transmission, in each case addressed to said Purchasing Agent or to such other representative of the City or to such other address as the City may subsequently specify in writing to the Contractor for such purposes.

D. Any such notice or demand shall be deemed to have been given or made as of the time of actual delivery or (in the case of mailing) when the same should have been received in due course of post.

• AUTHORITY OF PROJECT MANAGER(S)

The Project Manager or his representative shall act as the Owner's Practical Representative during the execution of this contract. The Project Manager or his representative shall decide questions which may arise as to quality and acceptability of services and products furnished and work performed. The Project Manager or his representative shall interpret the practical intent of the Contract Documents in a fair and unbiased manner. The Project Manager or his representative will make random inspections to determine if the services are proceeding in accordance with the Contracts Documents. The Project Manager or his representative shall judge as to the accuracy of quantities submitted by the Contractor in payment requests and the acceptability of the work which these quantities represent. The decisions of the Project Manager or his representative shall be final and conclusive and binding upon all parties to the Contract.

• PAYMENTS AND COMPLETION

A. Breakdown of Cost. Before the first application for payment, the Contractor shall submit to the Contract Practical Representative a breakdown of fees for the various portions of the work, including quantities if required by the City Manager, aggregating the total Fee prepared in such form as specified or as the City Manager and the Contractor may agree upon and supported by such data to substantiate its correctness as the City Manager may reasonably require. This schedule, when approved by the City Manager, shall be used only as a basis for the Contractor's application for payment.

B. Certificate for Payments. If the Contractor has made application for payment as above, the Contract Practical Representative will validate the application for such amount as is determined to be properly due, or state in writing the itemized and specific reasons for withholding an application as provided herein. After the City Manager has validated the application for payment, the City shall pay to the Contractor, within thirty (30) days, the amount covering services or work performed or completed. No application for payment, nor any payment, shall constitute an acceptance of any work or service not in accordance with the Contract Documents.

C. Failure of Payment. If the Contract Practical Representative should fail to approve an application for payment, through no fault of the Contractor, within seven (7) days after receipt from the Contractor, or if the City should fail to pay the Contractor within thirty

(30) days after receipt of the Contract Practical Representative ‘s approval for Payment, then the Contractor shall receive interest on the balance due with the interest being one percent (1%) per month not to exceed three (3) months (3%).