RFP 2025_11 Cloud based ERP Software Solution.pdf

Walker County

Request for Proposal (2nd Revision)

2025-11

Cloud-Based ERP Software Solution

Bid Posted: November 19, 2025

Bid Opening: January 5, 2026, 12:00 p.m.

101 S. Duke Street

LaFayette, GA 30728

Inquiries:

Inquiries regarding this project and the bidding process should be sent by email to: Cfo@walkerga.us

Only inquiries received in writing will receive a response. All such written inquiries must be submitted by

December 10, 2025, at 9:00 a.m. EDT. Walker County will publish a response to all inquiries on its website at walkercountyga.gov/public-notices on December 15, 2025.

mailto:Cfo@walkerga.us https://walkercountyga.gov/public-notices/ https://walkercountyga.gov/public-notices/

INTRODUCTION:

Walker County Government (hereinafter referred to as “WCG”) is soliciting proposals from qualified vendors to provide a cloud-based Enterprise Resource Planning

(ERP) software solution that modernizes the County’s financial operations, integrates with existing systems (Gravity and Paycor), and supports efficient workflows for a lean accounting team.

PROJECT INFORMATION AND PROJECT SCOPE:

The County seeks a comprehensive ERP solution that includes the following core modules and capabilities:

• General Ledger (GL)

• Accounts Payable (AP)

• Accounts Receivable (AR)

• Procurement

• Fixed Assets

• Journal Entry Import

• Bank Statement Import

• Document Management (preferred)

The solution must:

• Be cloud-based and accessible via secure web interface

• Integrate with Gravity (budgeting) and Paycor (payroll)

• Support a phased rollout to accommodate staff training and department transitions

• Include training, support, and data migration services

COMPLETION TIME:

The County anticipates a phased implementation beginning in Q2 2026. Vendors should propose a timeline with milestones for each module rollout.

PROPOSAL REQUIREMENTS:

I. CONTENT AND FORMAT OF PROPOSALS

WCG will evaluate all written submittals. It is incumbent upon the proposers to demonstrate within their proposals how each requirement will be satisfied. All

Proposals must meet the specifications outlined in this Proposal. WCG reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or are in an unacceptable form may be rejected by WCG. Dates and documentation included in the proposal become public record upon selection of a proposal by the Walker County Board of Commissioners.

Interested firms must follow the process outlined in the following pages by submitting their proposal. WCG prefers to accept proposals from vendors with three (3) years’ experience minimum; however, this factor and the following will be reviewed to assist

WCG in deciding the most favorable vendor. Along with the Bid Schedule, please submit the following:

Vendors must submit a complete proposal including:

1. Company background and years in business

2. Description of at least two (2) similar ERP implementations in the public sector, preferably in Georgia.

3. Proposed implementation team and their qualifications

4. Detailed implementation methodology and timeline

5. Integration approach with Gravity and Paycor

6. Training and support plan

7. Itemized pricing for software, services, and optional modules

II. ASSEMBLE IN THIS ORDER

1. Bid Schedule

2. Contractor registration & references

3. Supporting project narrative, documentation and implementation timeline

4. Georgia Security & Immigration Compliance Act affidavit (Contractor &

Subcontractors

5. IRS Form W-9

III. EVALUATION CRITERIA

Proposals will be evaluated by a selection committee using the following weighted criteria:

Criteria Weight

Modernization & usability 30%

Compliance & security 25%

Cost 20%

Integration capabilities 15%

Support & training 10%

IV. OPTIONAL FINALIST PRESENTATIONS

Walker County Government reserves the right to invite a shortlist of vendors to provide a live demonstration of their proposed ERP solution. These demonstrations will allow the County to evaluate the system’s usability, integration capabilities, and alignment with departmental workflows.

If selected, vendors will be asked to demonstrate:

• Navigation and user interface for finance and department users

• General Ledger, AP/AR, and procurement workflows

• Journal and bank statement import functionality

• Integration points with Gravity and Paycor

• Document management features (if applicable)

• Reporting and audit support tools

Demonstrations will be scheduled during the evaluation period and may be conducted virtually or in person. Participation in a demonstration does not guarantee award.

V. DATA SECURITY & HOSTING REQUIREMENTS

The proposed ERP solution must meet the following minimum data security and hosting standards:

1. Cloud Hosting & Data Residency

• The solution must be hosted in a U.S.-based data center.

• Vendors must disclose the geographic location(s) of all data centers used for hosting, backup, and disaster recovery.

• Data must always remain within the United States unless otherwise approved in writing by Walker County.

2. Security Standards

• The vendor must comply with industry-standard security frameworks, such as:

• SOC 2 Type II

• ISO/IEC 27001

• NIST Cybersecurity Framework

• The system must support role-based access controls (RBAC) and multi-factor authentication (MFA).

3. Data Protection & Encryption

• All data must be encrypted in transit and at rest using current encryption standards (e.g., AES-256).

• The vendor must describe their data backup frequency, retention policies, and disaster recovery protocols.

4. Compliance

• The solution must comply with applicable state and federal regulations, including: Georgia Open Records Act

• IRS Publication 1075 (if applicable)

• CJIS (if applicable to any law enforcement modules)

5. Incident Response

• Vendors must provide a documented incident response plan and notify Walker

County of any data breach or security incident within 72 hours of discovery.

6. Data Ownership & Portability

• Walker County retains full ownership of all data.

• Vendors must provide a method for secure data export at contract termination or upon request, in a commonly used format.

BID SCHEDULE: Locate this page at the front when assembling documents for your proposal.

For furnishing all software, services, and support necessary to implement a cloud-based

ERP system.

BID SCHEDULE

RFP #2025-11

Cloud-Based ERP Software Solution

No. Item Description Amount

01 Core ERP Software (GL, AP, AR, etc.)

02 Implementation Services

03 Integration with Gravity and Paycor

04 Training and Support

05 Document Management (if separate module)

06 Optional Modules (itemize any additional features or modules)

A.

B.

C.

D.

E.

A.

B.

C.

D.

E.

TOTAL

RFP #2025-11

Cloud-Based ERP Software Solution

BIDDERS RESPONSE:

Date of Bid: ____________________

The undersigned agrees, if this bid is accepted within ninety (90) days after the date of the opening, to furnish all supplies or services in strict accordance with provisions of this RFP at the price in the Bid

Schedule.

Prices are to remain firm for ninety (90) calendar days after the date of the opening.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same supplies or services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Signature: ______________________________ Title: _________________

Printed name: ____________________________

WALKER COUNTY GOVERNMENT

101 S. DUKE STREET

LAFAYETTE, GA 30728

OFFICE: 706-638-1437

CONTRACTOR REGISTRATION Date: ________________

Name of Contractor: ____________________________

Does your company have employees: Yes No How many: ___________

Is your company licensed to do business in the State of Georgia: Yes No

City or County of Business License: ________________________________

Business Information:

Contact Name: ______________________________________________

Complete Street Address: _______________________________________

City/State/Zip: ______________________________________________

Mailing address (if different from above): ____________________________

City/State/Zip: ______________________________________________

E-mail: _____________________________ Phone: _________________

Website: ____________________________ Fax: ___________________

Organized As: Individual Partnership Corporation Limited Liability Company

Other (Circle one)

Federal EIN: ________________________________________________

Summary of Products/Services provided to the County: ___________________

Does your company practice Buy American Sourcing Preferences as outlined in the Code of Federal Regulations, 2 CFR Part 184: Yes No Not Applicable (Circle one)

Applicant Signature: ________________________ Date: ______________

Printed Name: ____________________________ Title: ______________

Walker County Government prefers to accept proposals from vendors with three (3) years’ experience implementing ERP or financial software solutions in the public sector

Number of years in ERP business: ____________________________

Firm’s facilities and equipment:

Firm Name: ____________________________________________

Address: ______________________________________________

Equipment: ____________________________________________

Firm’s experience with similar projects: Provide a minimum of 2 projects:

Project: _______________________________________________

Location Address: ________________________________________

Point of Contact: _________________________________________

Project: _______________________________________________

Location Address: ________________________________________

Point of Contact: _________________________________________

References:

1) Company/Organization: ____________________________________

Address: _______________________________________________

Contact: _______________________________________________

E-mail: ___________________________ Phone: _______________

2) Company/Organization: ____________________________________

3) Company/Organization: ____________________________________

Describe in detail your approach and scope and how the proposal will satisfy all criteria of the project: ________________________________________________

Attach the following:

A. List of subcontractors and their contact information

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Systematic Alien Verification for Entitlements (SAVE) Program

Contract No. and Name: Cloud-Based ERP Software Solution 2025-11

Contractor’s Name: _____________________________________________________________

STATE OF GEORGIA

CONTRACTOR AFFIDAVIT

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 contracting with Walker County and attests to the following:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly referred to as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify Walker County in the event the Contractor ceases to utilize the federal work authorization program during the contract period;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the 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(a),

(b) and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10-91 for the project listed above to which Contractor is a party after the state hereof without further action or consent by Contractor;

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers’ licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to Walker County within five business days of receipt.

EEV / E-verifyTM User Id (Account) Number Date of Authorization

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

______ DAY OF _____________________, 20_____

Notary Public

My Commission Expires: _____________________________

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Systematic Alien Verification for Entitlements (SAVE) Program

Contract No. and Name: : Cloud-Based ERP Software Solution 2025-11

Contractor’s Name: _____________________________________________________________

STATE OF GEORGIA

SUBCONTRACTOR AFFIDAVIT

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 contracting with Walker County and attests to the following:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly referred to as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify Walker County in the event the Contractor ceases to utilize the federal work authorization program during the contract period;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the 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(a),

(b) and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10-91 for the project listed above to which Contractor is a party after the state hereof without further action or consent by Contractor;

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers’ licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to Walker County within five business days of receipt.

EEV / E-verifyTM User Id (Account) Number Date of Authorization

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

______ DAY OF _____________________, 20_____

Notary Public

My Commission Expires: _____________________________

Terms and Conditions:

1. Bid Identification: All bids submitted for this RFP must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

RFP #2025-11 / Cloud-Based ERP Software Solution

All bids must be submitted in hard copy, one original and two copies by 12:00 p.m. on

Monday, January 5, 2026, at the Walker County Administration Office located at 101

South Duke Street, P.O. Box 445, LaFayette GA 30728. Submittals received after this time and date will not be considered. An additional copy of the submission on digital media is appreciated via flash drive/USB.

All bidders must fill out and sign a Completed Affidavit of Contractor’s E-

Verify Compliance and any applicable Affidavit for subcontractors and submit it with your bid.

All bidders must fill out and sign an IRS Form W-9 and submit it with your bid.

2. Withdrawal of Bids: Bids may be withdrawn by written request only if the request is received PRIOR to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing their bid confers no right of withdrawal or modification of their bid once the bid has been opened. No bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening.

3. Award of Contract: Award will be made to the responsible bidder whose bid, conforming to the request for proposals, will be most advantageous to WCG; price and other factors considered. WCG reserves the right to reject any and/or all bids submitted and to waive any technicalities or minor irregularities in bids received. A written award shall be deemed to result in a binding contract without further action by either party.

4. Exceptions to Specifications: Any award resulting from this request for proposals shall bind the proposer to all terms, conditions, and specifications set forth in this request for proposals. Proposers whose proposals do not conform should note on a separate page if necessary and/or on the bid schedule. While WCG reserves the right to make an award to a nonconforming proposer, when in the best interest of WCG, such awards will not be readily made, and proposers are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by proposer unless it is properly set out as provided above. No exception will be deemed to have been taken by WCG unless incorporated in an award resulting from this request for proposals and so stated.

5. Proposal Results: Interested parties may request, in writing, a bid tabulation after award has been approved by the Walker County Board of Commissioners by sending a self-addressed, stamped envelope with their request to: Walker County Clerk, P.O. Box

445, LaFayette, GA 30728.

6. Payment: Payments will be made upon all items completed each month or completion of all work and acceptance by WCG on invoices submitted and approved by the appropriate WCG representative(s). All invoices must have a Purchase Order (PO) number and shall be itemized. All invoices submitted will be closely monitored for accuracy. Any invoice found to be incorrect will be returned to the vendor for correction.

7. Taxes: Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use tax. A certificate will be furnished if requested. WCG is exempt from taxes, but the successful bidder shall pay all taxes required by law and WCG cannot exempt others from tax.

8. WCG reserves the right to withhold a portion of payment until successful completion of key implementation milestones, as defined in the final contract.

9. Inquiries Regarding Payment: All inquiries regarding payment of invoices are to be directed to Accounts Payable, (706) 638-1437 or: Walker County Government, Attn:

Accounts Payable, P.O. Box 445, LaFayette, GA 30728.

10. Execution of Contract: Subsequent to the award, the successful proposer will be presented with a “Notice of Award”. The date of presentation shall be deemed to be the postmark or sent date, if emailed. The successful proposer’s proposal and this request for proposals shall serve as the contract for this project.

11. Certificate of Insurance: The Contractor shall maintain the following insurance coverage throughout the duration of the contract:

A. Workers’ Compensation Insurance: Coverage for all employees engaged in work under this contract, in accordance with Georgia law.

B. Professional Liability (Errors & Omissions) Insurance: Coverage in an amount not less than $1,000,000 per occurrence, to protect against claims arising from errors, omissions, or negligent acts in the performance of professional services.

C. Cyber Liability Insurance: Coverage in an amount not less than $1,000,000 per occurrence, including data breach response, network security, and privacy liability.

D. General Commercial Liability Insurance: Coverage in an amount not less than

$1,000,000 per occurrence, including coverage for bodily injury, property damage, and personal injury.

12. Insurance Conditions:

A. All insurance carriers must be licensed to do business in the State of Georgia.

B. The Contractor shall furnish WCG with certificates of insurance as evidence of the required coverage.

C. Each policy shall include a provision requiring 30 days’ written notice to WCG prior to cancellation or material change.

D. WCG shall be listed as a certificate holder on all applicable policies.

E. Failure to maintain the required insurance may result in termination of the contract.

F. The Contractor agrees to indemnify and hold harmless WCG, its officers, agents, and employees from any and all claims arising out of the Contractor’s performance under this agreement.

13. Cancellation of Insurance: If the insurance is canceled, the contractor shall deliver to WCG new policies of insurance. Should the Contractor neglect to obtain and maintain in force such insurance and deliver such policy or policies, then it shall be lawful for WCG to obtain and maintain such insurance at Contractors expense.

14. Inclusion: All items and/or services standard, expected, necessary, and/or routine to such a project as this and not actually stated in this request for proposals will be the responsibility of the successful proposer to provide at no other cost to WCG unless so stated on the successful proposer’s proposal as additional cost items and accepted by WCG at the time of the award.

15. Regulatory Agencies: Successful proposer will be responsible for all required permits or licenses required by the regulatory agency of the county, state, or federal governments. Further, successful proposer will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said governments or any independent agency recognized by said governments as publisher of any such regulation(s) or guideline(s).

16. Domestic Preference: To the greatest extent practicable and consistent with law, there shall be a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products)

For purposes of this section:

(1) “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

(2) “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

17. Independent Contractors: The proposer represents to WCG that he is fully experienced and properly qualified to perform the functions provided herein and that he is properly equipped, organized, and financed to perform such functions. The proposer shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of WCG and nothing contained in this request for proposals or a contract resulting from same shall be construed to constitute the proposer or any of his employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the county nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

18. Assignment of Contractual Rights: It is agreed that the successful proposer will not assign, transfer, convey, or otherwise dispose of a contract that results from an award stemming from this request for proposals or his right, title, or interest in or to the same, or any part thereof, without written consent of WCG.

19. Starting Time: Implementation shall begin within a mutually agreed timeline following contract execution and issuance of a “Notice to Proceed” on the project and commence in a routine, orderly manner until completion and acceptance by WCG.

20. Change Orders: Any and all change order requests by the successful bidder must be approved through the WCG Procurement Policy. For any work performed outside the contract agreement for which compensation over and above the agreement occurs, there must be an accompanying approved change order. If work is done before change order approval, the change may be rejected or denied for compensation.

21. Indemnity: Successful proposer agrees to defend, indemnify, and hold harmless

WCG from any and all courses of action or claims of damages arising out of or related to proposer’s performance or actions or those of his employees or agents, under said contract.

22. Cancellation for Cause: Should either party fail to comply with the terms and conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the terms and conditions of this contract. The other party shall have fifteen (15) calendar days to correct the matter. If corrected to the satisfaction of both parties within the fifteen (15) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of thirty (30) calendar days following the date of the initial letter of complaint.

23. Changes to Contract: No change will be made to this contract except by written modification by WCG.