City of Newnan Request for Qualifications

To Provide

Enterprise Resource Planning (ERP) System and Stand Alone Software Solutions

Newnan, Georgia

Enterprise Resource Planning (ERP) System

Request for Qualifications (RFQ)

FACT SHEET

Title of RFQ: Enterprise Resource Planning (ERP) System

Owner: City of Newnan

Date of Issue: 5/1/2026

Last Day/Time to Submit Questions: 5/18/26 by 12:00 pm

Statement of Qualifications Due Date: 6/5/26 by 12:00 pm

Copies of Statement of Qualifications Required:

3 paper copies and 1 digital copy – marked on exterior of envelope “ERP System” or if submitting a stand alone solution, “Stand Alone Solution – Insert Name of Solution”

Statement of Qualifications Submission Location: Newnan City Hall, 25 LaGrange Street, Newnan, GA 30263

1. Background

The City of Newnan, located 35 miles southwest of downtown Atlanta, on Interstate 85 South, and county seat of Coweta County, Georgia. Since 1960, the City of Newnan has operated under the Council-Manager form of government. The City Council sets policies and relies on the City Manager to implement policy direction. The City Council consists of a Mayor and six Council members. The Mayor is elected at large and serves a four-year term. Council members are elected by district and serve four-year staggered terms. The City Council represents the interests of citizens of Newnan by adopting public policies. City Council also determines the City’s mission, scope of services, and tax levels, passing ordinances, approving new projects and programs and ratifying the budget.

The City Manager, who is appointed by and reports to the City Council, serves as the Chief Administrative Officer and is charged with the implementation of City Council adopted policies and directives and the day-to-day operations of the City. The City Manager is responsible for hiring directors to oversee each department.

The city currently employs 343 (including part-time) staff organized into five functions: General Government, Public Safety, Public Works, Community Development and Other Services.

• General Government consists of City Council, City Manager, Human Resources, Finance, Information Technologies, and Facilities Maintenance

• Public Safety includes the Police, Municipal Court, Probation, and Fire Department

• Public Works include the Street, Garage, Engineering, Cemetery and Sanitation

Departments

• Community Development includes Planning and Zoning, Engineering, Building Inspection, Beautification and

• Other Services includes the Carnegie Library, Business Development, Keep Newnan

Beautiful, Leisure Services and Main Street.

The Request for Qualifications (RFQ) seeks to identify potential respondents of the below-mentioned services. All respondents to this RFQ are subject to instructions communicated in this document and are cautioned to completely review the entire RFQ as well as follow instructions carefully. The City of Newnan reserves the right to reject any or all statements of qualifications or proposals, and to waive technicalities and informalities at the discretion of the City of Newnan.

Scope of Services

The scope of services is found in Exhibit A. It is the City’s priority to integrate finance, procurement, and payroll and human resource functions. However, the City is open to receiving standalone best-in-class solutions for specific components listed within the scope of services. It is the desire of the

City to streamline as many solutions as possible, but we do not desire to sacrifice quality for the sake of integration.

2. GENERAL INFORMATION & SUMMARY

Organization Requesting Qualifications City of Newnan 25 LaGrange Street Newnan, GA 30263

Designated Contact Person Name: Meg Kelsey Position: Assistant City Manager Email: mkelsey@newnanga.gov

Procurement Process Statements of Qualification will be evaluated in accordance with the criteria set form in this Request for Qualifications. The City of Newnan may subsequently request additional information, request references or interview a limited number of Respondents that demonstrate the most appropriate qualifications.

Informational Meeting There will not be an informational meeting for this Request for Qualifications. Any questions should be direct in writing via e-mail with the subject stating “ERP System” or “Stand Alone Solution” to mkelsey@newnanga.gov, no later than May 18, 2026, 12pm. Questions and answers will be provided as an addendum to this Request for Qualifications.

Submission Deadline Statement of Qualification must be received no later than 12:00 pm Eastern Time on June 5, 2026, to 25 LaGrange Street, Newnan, GA 30263. The Respondent must submit three paper copies and one electronic file. Qualifications received after the due date noted on the cover sheet will not be accepted. Faxed or emailed proposals will not be accepted.

Submission Address Statements of Qualification should be sent to Cleatus Phillips, City Manager, 25 LaGrange Street, Newnan GA 30263.

Definitions The following definitions shall apply to and are used in this RFQ:

“Respondent” or “Respondents” – refers to the interested persons and/or firms(s) that submit a Statement of Qualification.

mailto:mkelsey@newnanga.gov mailto:mkelsey@newnanga.gov

“RFQ” – refers to this Request for Qualification, including any amendments hereof or supplements hereto.

“SOQ” – refers to Statement of Qualifications.

3. OBJECTIVES

The City intends to replace its existing ERP system with a proven system that is designed around best practices allowing the City to streamline and improve processes that result in timely accurate, and easy-to-access information. More specifically, the new ERP system should meet the following objectives:

a. Consolidate information, link processes and functions.

b. Streamline business processes to take advantage of best practices through automation, integration, and workflows

c. Provide a user-friendly and intuitive user interface to promote system use and productivity

d. Eliminate the need for redundant data entry

e. Eliminate the need for manual input and provide necessary reports and reporting capabilities, and access to data through inquiry or drilldown capacity

f. A system that leverages the latest trends in data storage, inputs, processes, outputs, interfaces, and analytics.

4. CITY’S EXPECTATIONS

The City expects fairness, professionalism, and transparency in all transactions. The chosen respondent is expected to provide:

a. A business relationship built on stability and consistent results.

b. A quality ERP solution or standalone solution that is free from defects or “bugs”

c. A system that aligns with the City’s requirements and adds value to processes and to the organization.

d. A system that provides clear upgrade schedules and regular enhancements to stay current with the latest data technology trends.

e. An environment that provides stable growth and progression of new ideas.

f. A dedicated project manager and project team during implementation.

g. Prompt support for implementation and ongoing operations.

h. Reasonable accommodations for custom features based on a mutually agreed upon scope, schedule and cost.

i. Access to quality training materials.

5. PROCESS FOR SELECTION OF ERP SYSTEM

A. Summary Through this Request for Qualifications (RFQ), the City of Newnan, Georgia, requests Statements of Qualifications (response) from experienced and qualified respondents to provide, install, and maintain an Enterprise Resource Planning (ERP) System to assist the City’s Staff in performing its financial and other related duties.

This RFQ represents just the first phase of a two-phase selection process. The City is using this RFQ to pre-qualify (“Short-List”) a subset of the respondents to participate in a subsequent Request for Proposals (RFP) process. All respondents interested in providing an ERP system to the City of Newnan must first prequalify through this RFQ process.

B. The RFQ Process – Phase 1 The Request for Qualifications process is being used to identify and qualify respondents that best meet the city’s needs as an Enterprise Resource planning Solutions provider. To that end, the City has identified the following steps that will be undertaken to identify candidates and narrow the search to a manageable number of respondents that are determined to best meet the city’s needs:

1. Identify and invite interested ERP Respondents to participate in the RFQ process.

2. Receive and review Statement of Qualifications submitted to the City.

3. Evaluate and qualify candidates that best meet the city’s needs and RFQ requirements.

4. Further evaluate and qualify candidates based on High-Level Product and Service

Demonstrations.

5. Select the final candidates that will be eligible to participate in the future phases of the selection process.

C. The RFP Process – Phase 2 Only a select few candidates will be eligible to participate in the RFP Process based on the results of the RFQ Process. The City reserves the right to issue more than one RFP if it is determined that stand alone solutions are deemed most beneficial for specific areas of the scope of services. The City will partner with the respondent(s) that are determined to best meet the City’s needs based on the results of the RFP Process.

D. Anticipated Schedule Activity Dates:

1. Issuance of Request for Qualifications: May 1, 2026

2. Last Day for Questions: May 18, 2026

3. RFQ Responses Due: June 5, 2026

4. Notify respondents selected for Demonstration: June 12, 2026

5. Demonstrations: June 22, 2026

6. Notification of respondents selected to participate in RFP Process: July 1, 2026

Conditions Applicable to RFQ

Upon Submission of the SOQ, the Respondent acknowledges and consents to the following conditions relative to the submission and review and consideration of its SOQ:

1. This document is an RPQ and does not constitute an RFP.

2. This RFQ does not commit the City of Newnan to issue an RFP.

3. All costs incurred by the Respondent in connection with responding to this RFQ shall be borne soley by the Respondent.

4. The City of Newnan reserves the right to reject for any reason any responses and components thereof and to eliminate from further consideration any Respondents.

5. The City of Newnan reserves the right to reject any Respondent that submits an incomplete or non-responsive SOQ to this RFQ.

6. The City of Newnan reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFQ, or otherwise request additional information.

7. All SOQs shall become the property of the City of Newnan and will not be returned.

8. The City of Newnan may request Respondents to send representatives to the City of Newnan for interviews.

9. The City of Newnan reserves the right to change or alter the schedule for any events called for in this RFQ upon the issuance of notice to all prospective Respondents who have received a copy of this RFQ.

10. The City of Newnan reserves the right to conduct investigations of any or all the Respondents, as the City of Newnan deems necessary or convenient, to clarify the information provided as part of the SOQ and to request additional information to support the information included in the SOQ.

11. The City of Newnan reserves the right to suspend or terminate the procurement process described in this RFQ at any time. If terminated, the City may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

12. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed person, firm or corporation.

13. This proposal is not submitted in conformity with any agreement or rules of any group, association, organization or corporation.

Addenda or Amendments to RFQ

During the period provided for the preparation of responses to the RFQ, the City of Newnan may issue addenda, amendments or answers to written inquires. Those addenda will be noticed by the City of Newnan and will constitute a part of the RFQ. All responses to the RFQ shall be prepared with full consideration of the addenda issued prior to the SOQ submission date.

Cost of SOQ Preparation

All documents and information requested herein shall be prepared at the sole cost and expense of the Respondent. There shall be no claims whatsoever against the City of Newnan, its officers, officials or employees, for reimbursement for the payment of costs or expense incurred in preparing and submitting an SOQ or for participating in this procurement.

SOQ Format

SOQ which, in the judgment of the City of Newnan, fails to meet all requirements of the RFQ or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information or contain errors may be rejected.

Communications Regarding this RFQ

All communications concerning this RFQ or the RFQ process shall be directed to the City of Newnan’s Designated Contact Person listed in Section 2.

6. STATEMENT OF QUALIFICATIONS (SOQ) SUBMITTAL FORMAT REQUIREMENTS

RFQ responses must be submitted in packaging that is clearly marked ERP System or Stand Alone System on the exterior of the packaging.

RFQ response shall include all requested information as follows:

• Three (3) Paper Copies – One Complete Original and Two Complete Copies

• One Complete Digital Copy

Faxed and Emailed Response will NOT be acceptable and may be destroyed upon receipt.

7. STATEMENT OF QUALIFICATIONS (SOQ) PROPOSAL FORMAT AND CONTENT REQUIREMENTS

Proposals should be structured, presented, and labeled in the following manner:

• Cover Letter

• Table of Contents

• Section 1 – Executive Summary

• Section 2- Respondent Background

• Section 3 – Respondent Qualifications

• Section 4- References

• Section 5 – Proposed Solution

• Section 6 – Project Implementation

• Section 7 – Ongoing Maintenance and Support Services

Cover Letter

The Cover Letter, which is to be no longer than three (3) pages, must include the following:

• Respondent’s legal name and corporate structure, including state incorporated in.

• Respondent’s primary contact including name, title, address, phone and email.

• The type of solution being proposed.

• Identification of subcontractors (if any) and scope of work to be performed by subcontractors.

• Identification of any pending litigation against the Respondent.

• Disclosure of any bankruptcy or insolvency proceedings in the last 10 years.

• Statement indicating that the proposal remains valid for at least 120 days.

• Statement that the Respondent or any individual who will perform work for the

Respondent is free of any conflict of interest.

• Signature of an authorized company official. Failure to sign the RFQ may disqualify the submitting respondent. The person signing the RFQ must be a company official with authority to bind the firm in a contractual agreement.

Table of Contents

All sections should be identified, and pages are to be consecutively numbered.

Section 1 – Executive Summary Respondents must provide a brief and concise synopsis of Respondent’s solution and a description of the Respondent’s credentials to deliver the services south under the RFQ.

Section 2 – Company Background Respondents must provide a description of the company’s background/history to include:

• Timeline, including company and product evolution, mergers, acquisitions, etc.

• Organization Chart

• Location of headquarters, technical support, field offices, and office location that would service the City; and the total number of company employees

• Most recent Audited Financial Statements or published Annual Report

Section 3 – Company Qualifications Respondents must provide company qualifications and experience in implementing solutions similar in size and scope to what the City is seeking:

• Describe the Respondents familiarity with public sector ERP systems and associated business processes, and specific experience with the requirements of municipalities.

• Identify Respondents existing client base including the number of existing clients using the version/release of the software being proposed. Specifically identify experience with similar sized Georgia agencies.

Section 4- References

Provide five (5) references with at least three (3) of the references for system that have been implemented in the last five (5) years. References should be from municipalities of similar size and complexity to the City and be specific to the software version/release being proposed.

For each reference, provide the following:

• Reference name and contact information (name, title, address, phone and email)

• Brief project description, including identifying the software version, type of solution module and interfaces implemented.

• Implementation timeline and go-live date.

Provide a Current Client List in the State of Georgia including applications/modules supported for each client.

Provide a Current Client List in the Southeastern US Region including the applications/modules supported for each client.

Provide a list of clients for which the service agreements have been terminated within the past three years. Provide a brief explanation of the circumstances that led to and occurred for each such situation.

Section 5 – Proposed Solution Identify the proposed solution. Proposals must describe the proposed solution in relation to the following:

• Solution Overview o Name and origin of solution o Computing Environment(s)

Cloud-based SaaS Premise-based Or Both o System Architecture and Operating Requirements o Client Operating Environment (Hardware and operating platform) o Hardware assumptions and requirements o Data communication and connectivity assumptions and requirements o Software licensing structure and licensing requirements o Back-end databases used/supported o Guidance on data storage requirements o Guidance on printing architecture and print operations o Any additional third-party software requirements o Security features and capabilities

Application security Data security Network security o Application Development Environment o User interface methods and requirements (i.e. web-based, mobile devices, supported browsers, remote access capabilities) o Integration with Microsoft and other common applications o Provide an overview of the ERP System’s Interface Capabilities o Describe the frequency/scheduling and methods for updating the ERP

Applications/Modules and related system.

• Modules o A list of City’s desired applications/modules is attached as Exhibit A.

Clearly indicate what modules your company can provide, and the support provided for each application.

Provide an overview of the features of each application/module and specify product name/version.

• Reporting o Provide an overview of the ERP System’s Reporting Capabilities regarding “canned” reports, customized report-writing, and external reporting.

• Data Storage and Backup (SaaS solutions only) o Describe approach to data storage o Describe data backup process o Describe the network bandwidth required between the City and hosting facilities o Describe what options are available for dedicated bandwidth (if available) o Describe scalability options for computing power

• Data Access and Security (SaaS solutions only) o Describe how data access is managed o Describe the environment

If multi-tenant, how is data segregated and security managed?

• Business Continuity and Disaster Recovery (SaaS solution only) o Describe approach to business continuity and disaster recovery

• Service Level Agreements (SLA) (SaaS solution only) o Describe supported SLA’s

• Transition (SaaS solution only) o Describe the proposed exit strategy at contract completion, including how data will be made available to the City.

• Cloud-Based environments – describe the availability of the various type of cloud-based environment as follows:

o Availability as a Public Cloud-based system o Availability as a Private Cloud-based system o Availability as a Hybrid Cloud-based system

• Cloud-Based environments – Describe the guaranteed uptimes afforded

Section 6 – Project Implementation

Project Organization

• Provide a project organization chart highlight key staff who will be assigned to the project

• Provide bios for the key staff

• Provide a staffing matrix that identifies the specific roles/responsibilities to be filled by the respondent versus those to be filled by City staff.

Project Management

• Describe project management methodology/approach

• Describe high-level roll-out approach, including order and timing of specific modules

• Provide a project schedule that identifies task, activities, date, durations, resources, deliverables, and milestones

Implementation Specifics

• Data conversion – Provide an overview of the ability to migrate historical data from the City’s Current ERP system to the firm’s ERP System.

• Provide an overview of the typical training methods used during Implementation.

• Provide quantities and availability of training staff for both client-site and virtual training during implementation.

• Describe other methods available to assist the city and its users in advancing their knowledge and skills related to the ERP system.

Section 7 – Ongoing Maintenance and Support Services Describe ongoing maintenance and support services in relation to the following:

• Describe the product support tools and offerings used to ensure best-of-class client support when issues arise and/or assistance is needed.

• Describe established goals related to response times for support matters

• Describe Standard Operating Procedures and guidelines for prioritization and escalation of support matters.

• The Company’s Staffing Levels for Technical Support.

• The Company’s Staffing Levels for User Support

• Geographic Locations of Support Personnel.

• Describe how the system will be monitored and how and when the City will be informed of system performance issues.

• Describe the Standard Operating Procedures for performing maintenance and applying upgrades on the ERP system.

• Describe the Standard Operating Procedures for handling product enhancement requests.

8. EVALUATION AND SELECTION PROCESS

Each RFQ Response shall earn points based on the following criteria and scoring schedule (Total of 100 points):

• Company Background & Qualifications – 10 points

• References – 10 points

• Proposed Solution - 50 points

• Project Implementation – 20 points

• Ongoing Maintenance and Support Services – 10 points

The evaluation and selection team shall be comprised of key stakeholders for the project includes representation from each of the following areas: Finance, City Manager’s Office, Human Resources, Public Works, Public Facilities and Information Technology.

9. EQUAL OPPORTUNITY

The City of Newnan prohibits discrimination on the basis of race, color, gender, religion, national origin, or disability in connection with employment of any person, or the award of any contract with the corporation. The City of Newnan will provide equal opportunities without regard to race, gender, religion, national origin, or disability, by requiring that any bank doing business with the corporation provide equal opportunity to persons and businesses employed by or contracting with the supplier of products and services to the Corporation.

10. ACCESS TO PUBLIC RECORDS ACT NOTICE

Each respondent should give specific attention to the identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets, and provide justification as to why such materials, upon request, should not be disclosed.

11. SECURITY AND IMMIGRATION COMPLIANCE ACT: E-VERIFY AND SAVE PROGRAM

The City of Newnan participates in the Georgia Security and Immigration Compliance Act with regard to Contractors and Subcontractors. The Act is explained in detail in this document.

Additionally, there is an affidavit included that must be completed and returned to the City of Newnan with your bid package, as applicable.

1. Contractor Affidavit and Agreement

Failure to return the completed document shall result in disqualification of the bid in its entirety.

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of____________________________________________________ has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (NOT FEIN) Date of Authorization

Name of Contractor Name of Project

City of Newnan, GA Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20____ in __________________________.

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ____, 20_____.

____________________________________ My Commission Expires: ____________________

NOTARY PUBLIC

25 LaGrange Street Newnan, Georgia 30263 Phone: 770-254-2351 Fax: 770-254-2353 www.ci.newnan.ga.us http://www.ci.newnan.ga.us/

Exhibit A

Desirable ERP Applications/Modules

Financial Management Accounts Payable

Accounts Receivable Budgeting Capital Assets Cash Management General Ledger Project Accounting Miscellaneous Billing

Procurement Management Purchasing Respondent Access Inventory Bid Management Business Licenses Centralized Database Self-Service Applicant Portal Automated Workflow Automatic Notifications and Renewals Online payment processing Reporting and Analytics Sanitation Billing Automated Invoicing Online payment/service request Portal Detailed Financial Reporting Data Migration

Human Resources Employee Records

Position Control Employee Job/Pay Classification Personnel Actions Administration Benefits Separations/Terminations EEO Reporting Substance Testing Payroll Payroll Administration Employee Maintenance Payroll Processing Employee History

Payroll Reports W-2 and 1099 R Reporting Time and Attendance Mobile Interface for Employees Permitting and Inspections Digital Applications – initial appl to final approval

• Information auto populates at acceptance Automated Workflow

• Allows for all departments to make their own approvals

Electronic Plan Review

• Ability to Track Changes

Real Time Tracking Mobile Inspections

• Ability to capture information from remote video inspection

Integrated with ESRI GIS Auto Generated Inspection reports User-Friendly Interface – both staff and citizens

Reporting and Analytics

• Ability to create custom reports

Code Enforcement

• Ability to communicate with Municipal Court

Ability to Interface with Financial software

Additional ERP Applications/Modules Work Orders

Centralized Database and Management Work Order Creation and Customizations Mobile Access Automated Scheduling Preventative Maintenance Scheduling Reporting and Analytics Communication and Alerts GIS Integration Key Data Points Location Data Detailed Task Description Required Resources Time Tracking Fleet Preventive Maintenance scheduling Vehicle and Asset Lifecycle Management Fuel Management and Analytics Inventory/Parts Management Integrations with telematics

Mobile Access Ability to Integrate with current systems

HR Recruitment Applicant Inquiry Job Openings Pending Applicants Form Letters Applicant Scoring Analysis Report Self-Onboarding