RFI # 163-10222026TB.pdf

THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION

Request for Information #: 163-10222026TB – Financial Consulting Services

Charlotte-Mecklenburg Schools (CMS) seeks transitional support to backfill both the Chief Financial Officer (CFO) and Assistant Financial Officer of Budget

(AFO of Budget). Services must maintain financial routines, support staff, protect the budget, and preserve fiscal integrity.

Date Issued: October 22, 2026

Proposal Opening Date: November 3, 2026

At 2:00 PM ET

Direct all inquiries concerning this RFI to:

Anthony Becker

Director of Procurement Services

Email: anthonya.becker@cms.k12.nc.us

Phone: 980-343-6390

Ver: 11/2023 1

FOR CMS USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of CHARLOTTE MECKLENBURG BOARD OF EDUCATION)

The Charlotte-Mecklenburg BOE

4421 Stuart Andrew Blvd.

Charlotte NC 28217

REQUEST FOR INFORMATIONS NO. 163-10222026TB

RFI Proposals Due: 2pm Tuesday. November 3, 2026

Commodity: Financial Consulting Services (Posted to eVP as UNSPSC 8101500 – Business and Corporate Management Consultation Services) Contract Type: Agency Specific Term Contract

Using Agency Name: Charlotte-Mecklenburg Board of Education (abbreviated as CMBOE or CMBE)

Website: https://www.cmsk12.org/

Refer ALL Inquiries to: Anthony Becker Office: (980) 343-6390

E-Mail: anthonya.becker@cms.k12.nc.us

NOTICE TO BIDDERS

ONLY Electronic responses will be accepted for this solicitation. You must register to submit a bid. Register as soon as possible! It may take 3 to 5 days for your account to become active. NO MAILED, COURIERED, FAXED, OR EMAIL SUBMISSIONS WILL BE ACCEPTED. Bids are subject to rejection unless submitted on this form. Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bid(s). Federal Uniform Guidance: “Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable Federal laws, policies, and standards, including those under the Uniform Guidance (2 C.F.R. Part 200). Including the prohibitions outlined in (2 C.F.R. 200.216).” Additional information can be found at:

https://www.cmsk12.org/Page/8947

EXECUTION

In compliance with this Request for Information (RFI), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and THE CHARLOTTE MECKLENBURG BOARD OF EDUCATION GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of proposal opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFI.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFI, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The CHARLOTTTE MECKLENBURG BOARD OF EDUCAITON GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

https://www.cmsk12.org/ mailto:anthonya.becker@cms.k12.nc.us

RFI # 163-10222026TB Financial Consulting Services Vendor: ____________________________________

Ver: 11/2023 2

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR INFORMATION DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFI TERMS AND CONDITIONS

2.3 RFI SCHEDULE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 PROPOSAL CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 VENDOR EXPERIENCE

4.3 REFERENCES

4.4 VENDOR’S REPRESENTATIONS

4.5 QUESTIONS TO VENDORS

4.6 FINANCIAL STABILITY

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

GENERAL

5.2 SERVICE MODEL AND DISTRICT ROLE

5.3 FINANCIAL AND ACCOUNTING PRIORITIES

5.4 TECHNICAL APPROACH

5.5 CERTIFICATION AND SAFETY LABELS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD PROJECT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.4 INVOICES

6.5 DISPUTE RESOLUTION

6.6 CONTRACT CHANGES

6.8 DATA CONFIDENTIALITY AND SECURITY AGREEMENT

7.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: CHARLOTTE MECKLENBURG BOARD OF EDUCATION GENERAL TERMS & CONDITIONS

ATTACHMENT D: CMS CONTRACT TEMPLATE (SAMPLE)

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT G: CERTIFICATION OF INDEPENDENT PRICING

ATTACHMENT H: CERTIFICATION OF FINANCIAL CONDITION

Ver: 11/2023 3

1.0 PURPOSE AND BACKGROUND

Charlotte-Mecklenburg Schools (CMS) seeks transitional support to backfill both the Chief Financial Officer (CFO) and Assistant Financial Officer of Budget (AFO of Budget). Services must maintain financial routines, support staff, protect the budget, and preserve fiscal integrity.

A nationwide superintendent search has begun. CMS intends to hire a superintendent first so the new superintendent can select the permanent CFO. The initial contract term is four months, November 2026 through February 2027, beginning in early November. Before the initial term ends, CMS will evaluate performance, staffing, and continuing support needs.

Services may continue through July 31, 2027, only through an approved written change order establishing the continuation period, scope, hours, and fees. Continuation is not automatic. The early-termination provision below applies.

To establish a smooth handoff, the provider will meet with the current CFO for at least two hours each week from the start of services through November 30, 2026. These meetings will cover established routines, priorities, ongoing work, and unresolved matters and are included in the 220-hour monthly allowance.

1.1 CONTRACT TERM

The Contract shall have an initial term of four (4) months, beginning on the date of final Contract execution (the “Effective Date”) or November 1, 2026, whichever is later.

At the end of the Contract’s initial term, the Charlotte Mecklenburg Board of Education shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to five (5) additional months. The Charlotte Mecklenburg Schools will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition, the Charlotte Mecklenburg Schools reserves the right to extend a contract term after the last active term.

Proposals shall be submitted in accordance with the terms and conditions of this RFI and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR INFORMATION DOCUMENT

The RFI is comprised of the base RFI document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFI TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the Charlotte Mecklenburg Board of Education General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFI and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFI.

If Vendors have questions or issues, regarding any component within this RFI, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the CMBE determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFI addendum. The CMBE may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation, the CMBE rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The CMBE may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFI Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or

Ver: 11/2023 4 inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO) . Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

2.3 RFI SCHEDULE

The table below shows the intended schedule for this RFI. The Charlotte Mecklenburg Schools will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFI CMBE TUESDAY, OCTOBER 22, 2026 Hold Pre-Proposal Conference/Site Visit CMBE Not Applicable Submit Written Questions Vendor MONDAY, OCTOBER 27, 2026 Provide Responses to Questions CMBE WEDNESDAY, OCTOBER 29, 2026 Submit Proposals Vendor TUESDAY, NOVEMBER 3, 2026

2.4 PROPOSAL QUESTIONS

Upon review of the RFI documents, Vendors may have questions to clarify or interpret the RFI in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFI SCHEDULE Section above, unless modified by Addendum.

Written questions shall be e-mailed to anthonya.becker@cms.k12nc.us by the date and time specified above. Vendors will enter “RFI #163-10212026TB – Financial Consulting Services: Questions” as the subject for the email. Question submittals will include a reference to the applicable RFI section and be submitted in a format shown below:

Reference Vendor Question

RFI Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the Charlotte Mecklenburg Schools’s response, and any additional terms deemed necessary by the Charlotte Mecklenburg Schools will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFI. No information, instruction or advice provided orally or informally by any Charlotte Mecklenburg Schools personnel, whether made in response to a question or otherwise in connection with this RFI, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFI.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late proposals, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFI by the specified time and date of opening. The date and time of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal submission deadline will be rejected.

If applicable to this RFI and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined https://evp.nc.gov/

Ver: 11/2023 5 to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.

However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFI. It is important that all Vendors responding on this RFI periodically check the State’s eVP website for any Addenda that may be issued prior to the proposal opening date. All Vendors shall be deemed to have read and understood all information in this RFI and all Addenda thereto.

2.6 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFI that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the CMBE rejecting Vendor’s proposal, in the Charlotte Mecklenburg Schools’s sole discretion.

Vendor RFI responses shall include the following items and attachments, which shall be arranged in the following order:

a) Cover Letter, which must contain the following: (i) a statement that confirms that the Vendor has read the RFI in its entirety, including all links, and all Addenda released in conjunction with the RFI, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of EXECUTION PAGE.

d) Completed and signed version of ATTACHMENT A: PRICING

e) Signed receipt pages of any addenda released in conjunction with this RFI.

f) Vendor’s Proposal addressing all Specifications of this RFI.

g) Completed version of ATTACHMENT D: CUSTOMER REFERENCE FORM

h) Completed and signed version of ATTACHMENT F: CERTIFICATION REGARDING DEBARMENT

i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF INDEPENDENT PRICING

j) Completed and signed version of ATTACHMENT H: CERTIFICATION OF FINANCIAL CONDITION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFI are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this RFI:

AFO – Assistant Finance Officer

CFO – Chief Finance Officer

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

While the intent of this RFI is to award a Contract(s) to a single Vendor, the Charlotte Mecklenburg Schools reserves the right to make separate awards to different Vendors for one or more-line items, to not award one or more line items or to cancel this

Ver: 11/2023 6

RFI in its entirety without awarding a Contract, if it is considered to be most advantageous to the Charlotte Mecklenburg Schools to do so.

The Charlotte Mecklenburg Schools reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFI is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Section VI Bid Submission; Paragraph 27 of the Instructions to Vendors entitled COMMUNICATONS BY VENDORS.

Each Vendor submitting a proposal to this RFI, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency;

other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFI, or inquiries directed to the purchaser named in this RFI regarding requirements of the RFI (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFI SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for information, not an offer or request to contract, and the Charlotte Mecklenburg Schools reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the Charlotte Mecklenburg Schools.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Upon completion of the evaluation process, the Charlotte Mecklenburg Schools will make award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the RFI number for this solicitation.

Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the Charlotte Mecklenburg Schools.

The Charlotte Mecklenburg Schools reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the Charlotte Mecklenburg Schools.

https://evp.nc.gov/

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3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFI, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the Charlotte Mecklenburg Schools:

EVALUTION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the Charlotte Mecklenburg Schools.

All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the Charlotte Mecklenburg Schools:

1. Vendor Technical Approach

2. Vendor Qualifications

3. Vendor Experience

4. Pricing

3.5 INTERPRETATION OF TERMS AND PHRASES

This RFI serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Charlotte Mecklenburg Schools; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Charlotte Mecklenburg Schools will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Charlotte Mecklenburg Schools’s needs as described in the RFI. Except as specifically stated in the RFI, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Charlotte Mecklenburg Schools exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFI. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this RFI. If a Vendor is unclear about a requirement or specification, or believes a change in a requirement would allow for the Charlotte Mecklenburg Schools to receive a better proposal, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

4.1 PRICING

Provide monthly pricing for November 2026 through February 2027, along with estimated monthly pricing for a potential extension from March through July 2027. Any extension will require an evaluation and an approved written change order.

Identify costs by role so CMS can reduce services as positions are filled. All required travel costs must be included in the proposed rates; do not provide a separate travel estimate or charge. CMS will not reimburse travel separately. Allocate hours by role and activity, including budget development, leveling, and audit support, and explain how hours and costs will be tracked.

Proposal price shall constitute the total cost to the Charlotte Mecklenburg Schools for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees.

4.2 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to CHARLOTTE MECKLENBURG BOARD OF EDUCATION. Vendor shall provide information as to the qualifications and experience of all executive, managerial, and professional personnel to be assigned to this project, provide a résumé or professional biography for the CFO support lead, AFO of Budget resource, and each proposed subject matter expert, including credentials, total years of relevant experience, years in key specialties, and a summary of accounting, financial leadership, Ver: 11/2023 8 school district, and public-sector experience. Identify backup coverage and references. Disclose whether any services will be subcontracted; identify each proposed subcontractor, role, and assigned personnel, with the same qualification information.

4.3 REFERENCES

Vendors shall provide at least three (3) references, using ATTACHMENT D: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered. The Charlotte Mecklenburg Schools may contact these users to determine quality level of the offered equipment; as well as, but not limited to user satisfaction with Vendor performance.

Information obtained may be considered in the evaluation of the proposal.

4.4 VENDOR’S REPRESENTATIONS

If the proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the Charlotte Mecklenburg Schools under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.5 QUESTIONS TO VENDORS

Vendor shall respond to each of the following questions outlined in Section 5.0 Specification and Scope of Work as required.

Vendors are requested to keep responses concise and relevant and should not include generic marketing materials. Responses will be reviewed as part of the evaluation process.

4.6 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT H: CERTIFICATION OF FINANCIAL CONDITION.

The Charlotte Mecklenburg Schools is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the Charlotte Mecklenburg Schools within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☒ Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

5.0 SPECIFICATIONS AND SCOPE OF WORK

GENERAL

Charlotte-Mecklenburg Schools (CMS) seeks transitional support to backfill both the Chief Financial Officer (CFO) and Assistant Financial Officer of Budget (AFO of Budget). Services must maintain financial routines, support staff, protect the budget, and preserve fiscal integrity.

Ver: 11/2023 9

A nationwide superintendent search has begun. CMS intends to hire a superintendent first so the new superintendent can select the permanent CFO. The initial contract term is four months, November 2026 through February 2027, beginning in early November. Before the initial term ends, CMS will evaluate performance, staffing, and continuing support needs.

Services may continue through July 31, 2027, only through an approved written change order establishing the continuation period, scope, hours, and fees. Continuation is not automatic. The early-termination provision below applies.

To establish a smooth handoff, the provider will meet with the current CFO for at least two hours each week from the start of services through November 30, 2026. These meetings will cover established routines, priorities, ongoing work, and unresolved matters and are included in the 220-hour monthly allowance.

5.2 SERVICE MODEL AND DISTRICT ROLE

CMS seeks a designated CFO support lead and a dedicated AFO of Budget resource, with specialist and backup coverage. Support must be provided during normal CMS business hours unless CMS requests otherwise. CMS-requested FF&O and Board meeting coverage may extend beyond those hours. A separately designated cabinet member will represent Finance at cabinet and Board meetings and manage correspondence with cabinet and the Board. The CFO support lead will provide technical briefings and meet weekly with the Acting Superintendent. The budget resource will support operations and budget development behind the scenes.

The provider will direct meeting workflows and follow-through within the contracted scope. CMS retains personnel supervision, hiring decisions, and institutional authority. Transaction approvals, signatures, certifications, or duties reserved to a designated District official require separate express authorization; this RFP does not confer that authority.

Hours and Location CMS anticipates up to 220 total service hours per month across all assigned personnel, approximately 50 hours per week. Hours may be distributed unevenly across weeks to meet workload needs; no separate weekly limit applies.

This includes meetings, daily office hours, preparation, analysis, follow-up, transition work, and any billable travel time.

The CFO support lead must work on site one full day every other week, including the monthly MMR day. The AFO of Budget resource may work remotely except for required in-person MMR attendance once each month. All on-site time is included in the monthly allowance.

Provide a fixed 30-minute office-hours window each CMS business day, Monday through Friday, at a consistent time agreed with CMS. Staff must be able to obtain assistance without waiting for their next individual meeting. Provide an agreed contact method for urgent matters outside that window.

Plan all work within the monthly allowance, identify competing deadlines promptly, and obtain CMS direction on priorities.

Weekly Finance executive workflow meeting Lead the Monday meeting from 8:30 to 10:00 a.m. Eastern Time. Review the current week and upcoming weeks, deadlines, Board documents, workload, and dependencies across Finance teams. Ensure leaders coordinate their work and address issues that could delay or compromise completion.

Weekly individual leadership meetings The CFO support lead must conduct a one-hour individual meeting weekly with each of seven Finance leaders. The budget resource’s separate director meetings are described below. Review priorities, technical questions, deadlines, staffing concerns, and corrective actions. Use daily office hours to address questions that cannot practically wait until the next meeting.

Ver: 11/2023 10

Monthly Management Review Lead the monthly two-hour MMR meeting on site within the first 10 days of each month, with directors and higher-level staff reviewing approximately 16 reports. MMR verifies the accuracy and completeness of financial information before financial statements are submitted to the Board. Review reports in advance, question balances, trends, variances, and irregularities, and help staff explain results.

Move identified issues to resolution. Determine needed corrections with staff, assign owners and deadlines, and verify completion of accounting entries, reconciliations, and other corrective actions. Once the provider is satisfied with MMR results and required corrections are verified, staff can produce accurate financial statements for submission to the Board.

Weekly executive coordination Meet with the Acting Superintendent for one hour each week to review financial status, budget pressures, significant issues, upcoming decisions, and recommended actions. Meet separately with the designated cabinet member for 30 minutes weekly to prepare for cabinet and Board matters and coordinate follow-up.

Assist with preparation and follow-up for quarterly FF&O meetings and be on standby remotely during those meetings. Board meetings occur twice per month; be available remotely for questions by text on Board meeting days, including during the meetings. Provide prompt financial analysis or clarification to the designated cabinet member or authorized CMS staff. Include coverage in the monthly allowance; the designated cabinet member retains cabinet and Board representation and correspondence.

Work planning and follow-through Maintain a consolidated Finance calendar and action log showing deliverables, responsible owners, deadlines, status, and evidence of completion. Address missed commitments, establish recovery actions, and elevate unresolved issues or repeated delays to the appropriate CMS supervisor or designated executive. Provide concise weekly updates that identify financial concerns and decisions needed.

Monthly work planning Plan recurring meetings and daily office hours together with preparation, follow-up, and project work within the 220-hour monthly allowance. Build in time for budget development, leveling, allotment review, and the financial statement audit, whose demands vary by month and do not have fixed weekly hours. Submit a monthly allocation by activity and track actual hours against it. Coordinate priorities with CMS as workload shifts, maintaining the required routines. On-site work is part of this allowance. Identify any anticipated need beyond the allowance before performing additional work; changes require written CMS authorization.

Contract flexibility after hiring CMS may end all or part of the services before July 31, 2027, upon 30 calendar days’ written notice if the CFO, AFO of Budget, or both positions are filled and CMS determines that the transition permits the related contracted support to end. The provider will complete an orderly handoff during the notice period. CMS will pay for services performed through the effective end date at the agreed rates; no early-termination fee or payment for unperformed services will apply. CMS expects work through April but does not guarantee a minimum service period. If only one role is filled, the remaining support may continue, with scope, hours, and fees adjusted in writing.

Dedicated AFO of Budget support Provide a school accounting and budgeting expert experienced in daily operations, allotments, staffing costs, and budget development to backfill AFO of Budget and support the three budget directors. Track decisions, corrections, and follow-up.

Ver: 11/2023 11

Dedicated operating capacity Dedicate at least 15 hours each week to day-to-day budget operations within the combined 220-hour monthly allowance. Maintain this weekly minimum despite monthly scheduling and billing. Identify coverage for operating work, meetings, and projects without double-counting hours.

Help staff resolve budget questions, review budget availability and coding, analyze spending and commitments, reconcile budget and staffing information, and complete necessary corrections. Support allotments and leveling, identify emerging shortfalls, and follow issues through resolution. Coordinate priorities and escalations with the CFO support lead.

Required meetings and location

– Attend the weekly Monday Finance executive workflow meeting from 8:30 to 10:00 a.m. Eastern Time. The CFO support lead will continue to lead this meeting.

– Conduct one one-hour individual meeting each month with each of the three budget directors. These are separate from the CFO support lead’s weekly leadership meetings.

– Attend the monthly two-hour MMR in person, within the first 10 days of the month. Prepare and review budget information, explain variances, and help complete and verify corrections before financial statements are produced for the Board.

– Meet weekly with the CFO support lead and other personnel supporting the CFO role to coordinate priorities, resolve issues, and maintain consistent financial guidance.

Other work may be remote during normal CMS business hours unless CMS requests otherwise. The CFO support lead’s separate on-site schedule remains in effect.

Weekly mini-MMR and department budget meetings Lead weekly mini-MMR sessions with budget directors, reviewing the entire budget one Program Report Code (PRC) at a time in extensive detail. Examine spending, commitments, projections, variances, and corrections. Resolve issues before monthly MMR to prevent surprises and build directors’ analytical and problem-solving capacity.

Join periodic department budget meetings, providing additional support to Exceptional Children (EC), Transportation, Building Services, and Academics. Clearly direct required budget transfers, corrections, and other actions as requirements rather than options. Assign responsible owners and deadlines, verify completion, and escalate missed commitments through CMS leadership. Build directors’ capacity to give clear direction and hold departments accountable.

Budget development and leadership support Support FY 2027–28 budget development behind the scenes with the directors and CFO support personnel, including projections, staffing assumptions, affordability, schedules, and reconciliations. This resource will not be presented to the Board or cabinet.

5.3 FINANCIAL AND ACCOUNTING PRIORITIES

Staff consultation and financial judgment Advise staff on governmental accounting, budgeting, reporting, internal controls, and financial operations. Help resolve problems and execute corrections. Provide technical backing for recommendations to decline or modify requests, explain consequences and alternatives, and support the designated cabinet member’s communications.

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Allotments and leveling Support allotments and leveling. Validate calculations, funding, staffing adjustments, commitments, and budget sufficiency before release. Assess financial effects, verify approved changes in budget and staffing records, and recommend corrections for shortfalls or unsupported commitments.

Audit and statistical section The financial statement audit is in progress with no concerns reported; the statistical section remains incomplete.

Help complete and validate that section, maintain supporting documentation, and meet deadlines. Assist with remaining audit requests and corrections, separate from the external auditor’s independent responsibilities.

Fiscal year 2027 2028 budget development Provide substantial technical support to the three budget directors and staff during winter and spring budget development. Support projections, staffing assumptions, affordability analysis, budget options, schedules, and reconciliations. Prepare explanations and briefings for the designated cabinet member’s public presentations.

Support budget development and adoption activities during the contract term; services beyond July require a written extension.

Hiring and transition Assist with candidate evaluation and onboarding for Finance positions as requested. Prepare calendars, open issues, budget assumptions, procedures, and decisions for incoming leadership.

5.4 TECHNICAL APPROACH

Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to providing the deliverables outlined in the Scope of Work section of this RFI. A description of each task and deliverable and the schedule for accomplishing each shall be included.

5.5 CERTIFICATION AND SAFETY LABELS

Vendor’s proposal shall include applicable certifications commensurate with the position including but not limited to Certified Public Accounting (CPA) Certificates.

6.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the Charlotte Mecklenburg Schools a contract manager. The contract manager shall be the Charlotte Mecklenburg Schools’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

Ver: 11/2023 13

The Vendor shall be required to designate and make available to the Charlotte Mecklenburg Schools for customer service. The customer service point of contact shall be the Charlotte Mecklenburg Schools’s point of contact for customer service-related issues (define roles and responsibilities).

Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

6.2 POST AWARD PROJECT REVIEW MEETINGS

The Vendor, at the request of the Charlotte Mecklenburg Schools, shall be required to meet periodically with the Charlotte Mecklenburg Schools for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and Charlotte Mecklenburg Schools performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics.

6.3 CONTINUOUS IMPROVEMENT

The Charlotte Mecklenburg Schools encourages the Vendor to identify opportunities to reduce the total cost the Charlotte Mecklenburg Schools. A continuous improvement effort consisting of various ideas to enhance business efficiencies as performance progresses.

6.4 INVOICES

Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed line-item information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, Order Date, Buyer’s Order Number (PUR #), Item Descriptions, Price, Quantity, and Unit of Measure.

Errors in invoicing may cause delay if missing identifying characteristics are omitted.

6.5 DISPUTE RESOLUTION

During the performance of the Contract, the Parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the Charlotte Mecklenburg Schools’s Contract Manager for resolution.

Any claims by the Charlotte Mecklenburg Schools shall be submitted in writing to the Vendor’s Project Manager for resolution.

The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

Ver: 11/2023 14

6.6 CONTRACT CHANGES

Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the Charlotte Mecklenburg Schools and Vendor.

6.8 DATA CONFIDENTIALITY AND SECURITY AGREEMENT

As a condition of acceptance to work with The Charlotte Mecklenburg Board of Education, the awarded vendor will be required to complete the Data Confidentiality and Security Agreement as it relates to Charlotte Mecklenburg Schools student’s and employee’s personal identifiable information.

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Ver: 11/2023 15

7.0 ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

ATTACHMENT A: PRICING

Complete and return the Pricing associated with this RFI, which can be found as a separate document.

ATTACHMENT B: INSTRUCTIONS TO VENDORS

The Instructions to Vendors, which are incorporated herein by this reference, are found as a separate document.

ATTACHMENT C: CHARLOTTE MECKLENBURG BOARD OF EDUCATION GENERAL TERMS & CONDITIONS The CMBE General Terms and Conditions, which are incorporated herein by this reference, are found as a separate document.

ATTACHMENT D: CMS CONTRACT TEMPLATE (SAMPLE)

Sample CMS Contract for Services which can be found as a separate document:

ATTACHMENT E: CUSTOMER REFERENCE FORM

Complete and return the Customer Reference Form, which can be found as a separate document.

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

Complete, sign, and return the Certification of Financial Condition, which can be found as a separate document.

ATTACHMENT G: CERTIFICATION OF INDEPENDENT PRICING

Complete, sign, and return the Certification of Independent Pricing, which can be found as a separate document.

ATTACHMENT H: CERTIFICATION OF FINANCIAL CONDITION

Complete, sign, and return the Certification of Financial Condition, which can be found as a separate document.

*** Failure to Return the Required Attachments May Eliminate Your Response from Further Consideration ***