RFP 26_001 Enterprise Resource Planning.pdf

Vision We strive to cultivate an educational foundation that empowers students to realize their full potential, thrive as productive global citizens, ignite positive change, and create a more just and equitable world.

TO: All Offerors FROM: Lonita S. Broome, PhD, Chief Financial Officer DATE: December 9, 2025 SUBJECT: Request for Proposals (RFP) No. 26-001 Enterprise Resource Planning (ERP) Application Acquisition and

Implementation

City Schools of Decatur (“CSD”) invites you to submit a submittal for an integrated Enterprise Resource Planning (“ERP”) system and associated implementation services. These services should include providing an ERP solution that meets the requirements identified in this RFP, and it should be noted that any proposal for an ERP must also include the professional services necessary to fully implement the system. CSD is comfortable with the implementation of Tier 1 and Tier 2 application systems and understands potential budget requirements.

Proposals are to be sealed, marked with the offeror’s name and address and labeled: RFP # 26-001 ERP Application Acquisition and Implementation and delivered to:

City Schools of Decatur Elizabeth Wilson School Support Center

Attention: Kattina Abram 125 Electric Avenue

Decatur, Georgia 30030 no later than 1:30pm EDT, Tuesday, February 3, 2026. Submissions received after this date and time will not be considered.

Having the wrapper or envelope postmarked by February 3, 2026, does not meet these RFP requirements. Delivering the document to a commercial delivery service is also insufficient until the offer is received at the designated location listed above.

The written requirements contained in this RFP shall not be changed or superseded except by a written addendum from the City Schools of Decatur. CSD reserves the right to reject any and all proposals deemed to be non-responsive and also reserves the right to reject any and all proposals, to waive any technicalities, informalities, or irregularities, and to ultimately award a contract to the firm that is deemed to have presented the best and most advantageous proposals for the School District, resulting from an evaluation process using criteria outlined in Section III of this RFP.

An Optional Pre-Proposal Conference will be held virtually on Thursday, January 8, 2026, at 10:30am EDT hosted by the City Schools of Decatur via Google Meet:

RFP 26-001 ERP RFP Pre-Proposal Conference Thursday, January 8, 2026 · 10:30am – 12:00pm Time zone: America/New_York Google Meet joining info Video call link: https://meet.google.com/ucz-rdje-hcn Or dial: (US) +1 762-441-1128 PIN: 818 804 510# More phone numbers: https://tel.meet/ucz-rdje-hcn?pin=7548671494325

Any questions regarding this RFP shall be submitted in writing no later than, Wednesday January 21, 2026, at 12pm noon, to Kattina Abram via email: purchasing@csdecatur.net. Questions received after noon on Wednesday, January 21, 2026, will not receive a response.

PROPOSALS SHALL BE SUBMITTED IN A SEALED ENVELOPE AND MARKED “REQUEST FOR PROPOSAL NO. 26-001” ON THE OUTSIDE OF THE ENVELOPE, AS WELL AS THE DATE OF THE PROPOSAL OPENING. FOR IDENTIFICATION PURPOSES, THE OFFEROR’S NAME AND COMPLETE ADDRESS SHALL BE PRINTED OR TYPED ON THE OUTSIDE OF THE

ENVELOPE.

VISIT OUR WEBSITE AT www.csdecatur.net

SOLICITATION NO. 26-001

REQUEST FOR PROPOSAL

FOR

ENTERPRISE RESOURCE PLANNING (ERP)

APPLICATION ACQUISITION AND IMPLEMENTATION

FOR

CITY SCHOOLS OF DECATUR

ELIZABETH WILSON SCHOOL SUPPORT CENTER

PURCHASING DEPARTMENT

125 ELECTRIC AVENUE

DECATUR, GA 30030

City Schools of Decatur RFP 26-001 - Page 2 of 84

Contents Section I – Request For Proposal Introduction & Background 5

A. Purpose 5 B. Background 5 C. Current ERP Environment 5

Section II – Scope of Services 7 Section III – Submittal Response Requirements and Format 13

A. Mandatory Requirements 14 B. Offeror Background, Qualifications and Capability 15

1. Background 15

2. Qualifications 15

3. Licensing 16

4. Contract Performance 16

5. Vendor’s Current Legal Status 16

6. Insurance 16

7. Suspension and Debarment 18

8. Conflict of Interest 18

C. Solution Proposed and Application Software Capabilities 18 D. Implementation, Go Live, and Support Approach 19

1. Project Management 19

2. System Design 19

3. Build 19

4. Testing 19

5. Training 20

6. Knowledge Transfer 20

7. Change Management 21

8. Go Live / Support 21

9. Implementation Schedule 21

10. Integration and Interfaces 21

11. Reporting and Analysis 21

12. Data Conversion 22

E. Project Team / Personnel Capability 22 F. Hosting and Service Level Agreement (SLA) 23 G. Pricing, Fee, and Term Structure 24

1. Pricing And Fees 24

2. Contract Term Structure 24

3. Funding Out Clause 25

4. Payments and Pricing 25

H. K-12 Public School Clients / References 25 I. Other Proposal Conditions 26

1. Non-Collusion Affidavit 26

2. Cost Incurred By Offerors 26

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3. Minority Business Policy Statement 26

4. Project Organization 26

5. Contact With CSD Staff 26

6. RFP Appendices 26

7. Non-Exclusive Rights 27

8. No Minimums Guaranteed 27

9. Performance Expectations 27

10. Change of Scope 27

11. Contractor Affidavit 27

Section IV – Proposal Submittal 27 A. RFP Timetable 28 B. Proposal Submission 28 C. RFP Questions and Requests For Information 29 D. Additional Information / Addenda 29 E. Late Proposals, Late Modifications, and Late Withdrawals 29 F. Rejection of Proposal 29 G. Scripted Demonstrations 29 H. Site Visits 30

Section V – Proposal Evaluation and Award 31 A. Administrative Review / Mandatory Requirements 31 B. Evaluation of Written Proposals 31 C. Final Evaluation 31 D. Selection / Award 32

Appendix A – Functional and Technical Requirements And Capabilities 33 Appendix B – Pricing Proposal Template 76 Appendix C – Acknowledgment of Addendum Form 78 Appendix D – Reference Survey Form 79 Appendix E – Proposal Submittal Checklist 80 Appendix F – Security and Immigration Compliance Affidavit 81 Appendix G – Subcontractor Affidavit Under O.C.G.A. 13-10-91(b)(3) 83 Appendix H – Debarment and Suspension Certificate 84

City Schools of Decatur RFP 26-001 - Page 4 of 84

Section I – Request For Proposal Introduction & Background

A.Purpose The City Schools of Decatur (“CSD”), the owner, is soliciting proposals from offerors experienced in providing ERP solutions in public sector organizations and providing the professional services necessary to fully implement the solution.

B.Background

CSD is an independent public school district created by the State of Georgia General Assembly through the Charter for the City of Decatur. It serves approximately 5,700 students residing within the city's four-square-mile area, providing public education for infants to Pre-K and Kindergarten through 12th grades. CSD facilities include 10 schools and 2 administrative offices. CSD is routinely one of the highest-performing districts in the state. Known within the Decatur community for its strong test scores and community involvement, CSD has a total staff of approximately 876 employees supporting these 5,700 students.

C.Current ERP Environment The CSD current ERP system is SmartFusion from Harris School Solutions and this software application supports core finance, human resources and supply chain functionality. Other software systems have been acquired to supplement functionality in finance, human resources, procurement, and document management, including:

− Frontline Central supports recruiting and hiring, applicant tracking, online job employment applications, web-based employment applications, employment contracts, hourly reporting, professional learning catalog and tracking, absence & substitute management.

− SoftDocs is used for creating document layouts (e.g., checks, purchases orders, W-2s, 1095s) and archiving

− Adobe Sign supports invoice scanning and approval processes.

There are other software applications in use besides SmartFusion and these auxiliary ERP applications, and these applications will remain even with an integrated ERP application.

− Infinite Campus Student Information System (SIS) student and parent portal also supporting School Nutrition sales collections and accounting.

− Transfinder and Busfinder supporting school bus routing.

− Georgia Teacher Keys Effectiveness System (TKES) supporting the certificated employee evaluation system.

− Google Workspace is the primary identity provider supporting multi-factor authentication (MFA) and collaboration suite. Of note: the district has only marginal use of Microsoft Office products and Windows endpoints. Although some business units have access to Microsoft Office and Windows, the organizationally and ERP userbase overwhelmingly uses macOS devices and Google Workspace.

− State Health Benefit Plan (SHBP) supporting the health enrollment for all employees.

− Campus Benefits supporting vendor-based flexible benefit plan changes.

− State of Georgia / Bank of America web-based electronic card payment management service supporting procurement cards (P-Cards).

− DocHub supports e-signatures across the school district

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CSD administrative staff supports many back-office business functions through the above referenced application systems, which are not fully integrated. This requires the use of some singular-use application systems, manual processes and the use of printed forms that are manually routed to meet school district objectives and requirements.

CSD requires specific compliance with the Web Content Accessibility Guidelines (WCAG) international standard.

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Section II – Scope of Services The scope of services will be to provide CSD with a fully integrated Enterprise Resource Planning (ERP) system, including the software application acquisition, implementation, project management, and other ongoing services. CSD also expects to implement improvements to CSD’ business processes as part of this project. CSD expects that the chosen vendor will understand CSD’ goals, will recommend a software program(s), and provide implementation services of those software programs that will assist in guiding CSD towards achievement of these goals.

The high-level goals of this software acquisition and implementation project are to:

− Increase data quality, integrity, and reliability − Reduce and eliminate manual processes − Support strategic decision-making and planning − Streamline workflow and communications − Deliver a self-service environment

CSD requests that vendors propose on all of the software modules needed within their solution to support CSD back-office business functions. Vendors may partner with third parties to provide a fully integrated solution. The following back-office business functions and sub-functions are to be included in the ERP scope of services:

Finance Human Resources Supply Chain

General Ledger Organization Management Procurement

Accounts Receivable Employee Data Management Contract Management

Accounts Payable Organization Updates Reporting and Analysis

Grants Management Compensation Asset Management

Project Management Time / Absence Management Information Technology

Fixed Assets Position Control Technical Overlay

Reporting and Analysis Employee Benefits Reporting and Analysis

Payroll Employee Relations

Budget Separations

Employment Services

Talent Review

Workforce Planning

Talent Acquisition / On-Board

Learning

Reporting and Analysis

Substitute Management

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Additional information on some of these back-office business functions and sub-functions with process efficiency concerns is provided below. This information is not to be considered all exclusive of scope, the specific Functional and Technical Requirements and Capabilities included in scope are included in Appendix A below.

Accounting / General Ledger: CSD leverages the State of Georgia chart of accounts (COAs) by adding the district location and department number. This CSD COA is up to date and sufficient for CSD purposes. CSD would expect the new system to help automate and streamline processes, eliminate use of spreadsheets to track financial or managerial data, and leverage reporting tools that provide current, accurate, and relevant data to managers.

The new system should also support school-based accounting requirements to record and manage locally collected funds and funds allocated by CSD. Some process improvements CSD would like to address based on the current state include:

− Generate financial reports with drill‐down capabilities directly from the system.

− Reduce the use of spreadsheets to track financial data.

− Calculate vendor discounts that can be applied automatically to invoices.

− Track local school bill payments within the general ledger system.

− Make period close adjustments in the system, and automate period end close.

− Support multi-year budgets for grants and projects, with roll over carryforwards to next fiscal year.

− Provide accurate and timely reporting on budget to actuals.

− Produce a revenue and expenditures (income statement) report and a balance sheet report for the monthly Board of Education meeting.

− Provide the capability to create required State of Georgia reports (DE046

Financial and Budget Reports, CS-1 Salary and Travel Expense Report) directly from system data to download directly to the State transmission web portal.

− Accommodate financial reporting needs at central (e.g., departments) and decentralized (e.g., local school, school nutrition) levels.

Accounts Payable: CSD would like to improve accounts payable processes through electronic workflow for invoice, better internal controls, and more efficient processes. CSD would also like to use the new system to simplify and automate the management and tracking of travel expenses. Some process improvements CSD would like to address based on the current state include:

− Implement electronic workflow for invoice routing and approval, removing the reliance on third-party signature and submission tools.

− Automate the expense reimbursement process, with policy compliance checks, advance expenses approval and mobile receipt capture that allows receipts to be retained with the expense record.

− Prevent checks being issued for negative local school accounts.

− Support P-Card transactions, approvals and reconciliations.

− Provide accurate and timely reporting of outstanding accounts payable.

− Provide editing capability of general ledger accounts coded to invoices at time of entry, but prior to payment.

− Generate bank export files (e.g., ACH and positive pay) that can be uploaded to the bank.

− Support check printing by a bank.

Accounts Receivable / Cash Management: Cash receipts are processed through the general ledger from various sources including the State of Georgia Department of Education, local school accounts, and school nutrition accounts. Each local school maintains a separate checking account for local funds with revenue from PTA contributions, fundraisers, ice cream sales and athletic admissions. School bookkeepers deposit funds into their local account and provide these deposits to Finance for General Ledger entry. Accounts

City Schools of Decatur RFP 26-001 - Page 8 of 84 receivable capability is only used for after school child care and K-12 tuition, after manual entry to accommodate automatic monthly billings to parents. Local School staff and School Nutrition staff use the Infinite Campus application to collect on-line payments from parents and to record school nutrition sales that are then entered into the general ledger. Some process improvements CSD would like to address based on the current state include:

− Support an electronic cash receipt process and reduce use of email and spreadsheets for cash receipt tracking.

− Accommodate the ability to electronically post miscellaneous receipts (e.g., copy fees, refund of overpayments, reimbursements) to the general ledger.

− Support the collection, recording and management of cash receipts and on-line payments by local school bookkeepers.

− Manage treasury and cash receipts functions in an integrated system and reduce manual entry.

− Create system‐generated invoices from accounts receivable.

− Support automated bank reconciliations.

Procurement / Contracts: CSD uses purchase requisitions, purchase orders and contracts in the procurement process. Requests for Proposal (RFP), Requests for Information (RFI), Requests for Quote (RFQ), and Invitation to Bid (ITB) are used and posted on the Georgia Procurement Registry (GPR) operated by the State of Georgia. CSD would like to use this project as an opportunity to consider implementing a more formal approach to procurement.

Some process improvements CSD would like to address based on the current state include:

− Make budget adjustments while within the purchase order process.

− Monitor and manage spending on contracts.

− Integrate purchase orders with accounts payable.

− Transmit purchase orders directly to vendors after approval.

− Use annual blanket (not to exceed) purchase orders to support monthly payments for vendors (e.g., utilities).

− Support procurement posting on the Georgia Procurement Registry (GPR) operated by the State of Georgia.

− Leverage external sourcing systems (e.g., PlanetBids, Bonfire, BidNet) in addition to Georgia Procurement Registry (GPR).

− Manage a supply base within the system that can include current and potential suppliers.

− Allow vendors to maintain their vendor information with automatic notifications to CSD staff with updates are initiated.

− Support vendor portal capability for requisitions, purchase orders, bid notifications, contract negotiations and invoicing.

Fixed Asset Accounting: CSD needs fixed (capital) asset accounting and reporting to satisfy accounting standards and State of Georgia reporting requirements with tools to assist staff with managing those assets. Some process improvements CSD would like to address based on the current state include:

− Track all assets in one system with expanded reporting capabilities.

− Track all School Nutrition assets by location for State reporting purposes.

− Record and track bundled assets (e.g., multiple assets purchased for different locations).

Budget Preparation / Reporting: CSD uses a combination of some system reports and forecasts (e.g., salary projections, historical data) and manual Excel templates to develop and manage both operating and capital budgets. Using data from the system, CSD expects the system to provide forecasting, analytic, and scenario planning tools to help the CSD management decide on allocation of resources. Some process improvements CSD would like to address based on the current state include:

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− Initiate, process and approve budget transfer requests within the system.

− Create budget scenarios and budget forecasts based on the chart of accounts and forecasting of expenditures.

− Support salary scenario projections for different types of increases / raises that includes the identification of true position vacancies.

− Automate the creation of operating and capital budgets using system templates, assumptions, and validations.

− Improve access to budget to actual reports by any general ledger component and any location.

− Track budget adjustments with approval routing based on policy.

− Support budget development for multiple‐year capital / grant projects.

− Accommodate budget accountability for general ledger accounts or groups of accounts (e.g., substitute teacher accounts cannot go negative, salary accounts can go negative).

− Document all General Fund budget changes within the system (e.g., teachers with salary additions from additional certificates).

− Link the budget to Position Control so that the budget is adjusted if needed before a position can be filled.

Project / Grant Management: CSD would like improvements in the development and management of both projects and grants from inception to completion often across multiple fiscal years. Some process improvements CSD would like to address based on the current state include:

− Track and manage a variety of capital projects through activity estimations, scheduling, cost control and budget management, resource allocation, change control and reporting.

− Track and manage a variety of federal, state and local grants through activity estimations, scheduling, cost control and budget management, resource allocation, change control and reporting.

Human Resources: CSD uses a combination of system processes, paper documents and spreadsheets for human resources processes such as personnel actions, job postings and reporting. CSD would like to maintain all employee records and actions within the core human resource system that is fully integrated with finance, position control, payroll, projects / grants and procurement. Some process improvements CSD would like to address based on the current state include:

− Accommodate on-line interactive data entry capabilities.

− Provide an integrated electronic personnel action form with approval workflows.

− Accommodate effective dating for all human resources transactions (e.g., mass changes, annual salary adjustments).

− Provide configurable fields and/or screens for CSD specific needs (e.g., certificate tracking and reporting).

− Support centralized grievance and investigations tracking and case management capabilities with ability to track multiple discipline types, an employee's discipline incident record, and discipline actions with workflow and historical data.

− Provide full employee data history to include all positions occupied, all salary / benefit actions, employment contracts and leave.

− Maintain employee certifications within the system.

− Accommodate the development and processing of employment contracts using system data and contract templates.

− Provide employee / manager self-service functions (e.g., employee portal, employee / manager self-service (ESS / MSS) with potential access to team information, staff qualifications, educational backgrounds, employment history, City Schools of Decatur RFP 26-001 - Page 10 of 84 salary information, performance management, employment and income verifications and employment documents (e.g., pay stubs, W-2s).

Position Control: CSD would like to use the new system to implement position control for the management of position-related data, including Full-Time Equivalents (FTE), new positions, vacancies, position classifications and resource allocation. Position control should store all the characteristics of the position within the employee record. Some process improvements CSD would like to address based on the current state include:

− Accommodate the definition of positions and job classifications for administration of personnel budget and authorized positions.

− Automate the process for position approval, budget allocation, and position inventory maintenance.

− Link position control to leave with definition of how each position type earns leave.

− Move positions to other district locations using system functionality.

Talent Acquisition: CSD would like improvements in processes used for personnel requisitions, recruiting, employment applications, hiring and employee onboarding.

Recruiting, hiring and on-boarding are presently supported by the Frontline system which requires this data to be entered into the core human resources system. Open positions are posted to CSD Website, Teach Georgia, K-12 Jobspot (linked to Frontline), LinkedIn (linked to Frontline), and the CSD Facebook page. Some process improvements CSD would like to address based on the current state include:

− Automate requisition development and approval supported by system job requirement and qualification data with workflow routing through review to job posting.

− Automate the notification and analysis of an existing or future position opening created to fill a resource to a vacant position.

− Support integrated processes for electronic employment applications, interview scheduling, interview documentation, final evaluation and selection.

− Provide electronic interfaces with job boards (e.g., current boards, LinkedIn).

− Provide a career / recruitment portal where applicants can post applications, access application status, access CSD information, schedule interviews and access on-boarding documents.

− Support integrated hiring actions to include compensation determination, offer letter development and processing, contract development and finalization, employment form completion and employee start date scheduling and notifications.

Payroll / Employee Benefits: CSD has some challenges with the integration of payroll and employee benefit processes and data integrity between the systems currently in use. CSD would like to improve the calculation and management of compensation data and management of multiple compensation and benefits plans. Some process improvements CSD would like to address based on the current state include:

− Accommodate the development and maintenance of salary schedules for all employee classes and instructional supplements (e.g., coaching supplements).

− Support salary schedules with different work schedules (e.g., 185-day work schedules, 190-day work schedules, 220-day work schedules).

− Provide the ability to determine budget, review salary, perform market analysis, and administer salary changes.

− Accommodate integrated salary changes based on effective dating with system documentation for all changes.

− Provide a long-range view of compensation and benefits across positions and employees, with the analytical capability to analyze compensation and benefits.

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− Manage employee benefit data, including but not limited to, beneficiaries, eligibility determination, plan enrollment / change and employee total contribution.

− Support open employee benefit enrollments processed and uploaded through the State Health Benefit Plan (SHBP) enrollment portal and the CSD employee benefit vendor (Campus Benefits) portal.

− Manage CSD defined benefit and contribution pension plans and other retirement benefit plans including optional annuity plans such as 403b plans.

− Support the workers’ compensation with ability to manage, maintain, review, analyze, and process all payments required by OCGA 34-9, and track and manage employee injuries and occupational diseases.

− Process and manage employee absences (e.g., personal leave, sick leave, FMLA) through the system with integrated leave request submission and approval / denial.

− Capture, monitor and report electronic employee time and attendance submissions from decentralized local school and department locations.

− Provide a real-time calculation of leave accruals with the ability to track and communicate these accruals.

− Provide for a voluntary sick leave bank (e.g., voluntary leave transfer program, leave bank program) that will track leave contributions from employees and withdrawals by those in need. The system should also support eligibility criteria for participating in a leave bank for enforcement, and track the amount of leave that can be withdrawn.

− Automate the calculation of overtime according to employment contracts.

Technical Overlay: It is the preference of CSD to acquire and implement a cloud-based ERP application using either a multi-tenant architecture or a single tenant architecture if customizations would be needed for critical functionality. The CSD deployment approach preference is a phased rollout approach should implementation risk assurance be obtained for critical processes like payroll. Otherwise, a parallel adoption deployment approach may be preferred. Google Workspace is used as the primary identity provider and multi-factor authentication (MFA) is used. Some process improvements CSD would like to address based on the current state include:

− Restrict specific data to authorized users with full audit trails for transactions.

− Seamless integration with Google Drive with definition for maintenance of original Google Drive records − Intuitive user interface for both administrators and employees that includes easy navigation, clear instructions, and user-friendly features.

− Accommodate employee data integrations with Student Information System

(SIS) system for syncing district employment and assignment data.

− Automate integrated reporting capabilities, including the generation of ad-hoc reports, user dashboard and tracking of key metrics.

− Support the creation and maintenance of in-depth data analytics and visualizations.

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Section III – Submittal Response Requirements and Format The scope of work associated with this solicitation includes acquisition, implementation and training to adopt a new, integrated Enterprise Resource Planning (ERP) solution to support City Schools of Decatur operations. All terms, conditions, requirements, and procedures included in this RFP must be met for a proposal to be qualified. A proposal that fails to meet any material term, condition, requirement, or procedure of this RFP may be disqualified. To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

− Executive Summary − Offeror Background, Qualifications and Capability o Background o Qualifications and Capability o Licensing o Insurance o Suspension and Debarment o Conflict of Interest

− Solution Proposed and Application Software Capabilities − Implementation, Go Live and Support Approach o Project Management o System Design o Build o Testing o Training o Knowledge Transfer o Change Management o Go Live / Support o Implementation Schedule o Integration and Interfaces o Reporting and Analysis o Data Conversion

− Project Team / Personnel Capability − Hosting and Service Level Agreement (SLA) − Pricing, Fee and Term Structure − K-12 Public School Clients / References

The executive summary or transmittal letter should be in the form of a standard business letter on the Offeror’s letterhead and shall be signed by an individual authorized to legally bind the Offeror. The executive summary should at a minimum include the following:

− Explanation of how the proposed solution achieves the objectives of CSD.

− Identification of the name, title, telephone number and email address of the person(s) authorized by their organization to contractually obligate the software provider organization and implementation services organization (if different).

− Signature by an officer of the organization submitting the proposal.

− Organizational overview with the offeror’s background and local organization support.

− Description of how the offeror’s capabilities will serve to make this ERP acquisition and implementation project a success.

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− Statement that all proposed software application products and proposal price is a valid offer and shall be binding upon the Offeror in all respects for a period of 180 days from submission. Reference to a certain number of days in this RFP shall mean business days unless otherwise specified.

− Acknowledgement of receipt of any and all amendments or addenda to this RFP.

Proposers should plan to provide sufficient system access for CSD to fully implement their desired business processes. Proposals should include services to complete implementation and any appropriate training services to prepare all CSD staff for using the system. The table below provides an estimate of the number of expected CSD users within each department:

Department / Area Estimated Users Executive / Administrative 50 Finance 10 Human Resources 10 Information Technology 10 Operations 10 Local School Administrative 50 Time-Clock Employees 200

All proposals submitted in response to this RFP will become the exclusive property of CSD.

Proposals will not be returned to respondents.

By submitting a proposal, the respondent acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirements unless clearly and specifically noted in the proposal submitted.

A.Mandatory Requirements

The following mandatory requirement criteria will be applied to all offeror’s responses received:

1. All proposals must include all software within scope and all requested implementation services. Proposals that present and bid only software or only services will be disqualified upon receipt.

2. The offeror has documented success in the provision of the scope of services contained in this RFP for K-12 clients of similar size and complexity. Preference for an installed base in K-12 school districts in the State of Georgia.

3. The proposed software application solution must currently be operational at other clients. Do not respond based on a future release. By implication, you must be able to demo a live database.

4. The offeror will propose a fully hosted, cloud-based, Software-as-a-Service solution hosted in the cloud by the vendor or at a third-party site arranged by the successful vendor. The system must be accessible via a variety of web browsers (e.g., Chrome, Safari, Edge, Firefox, etc.).

5. The offeror will propose an integrated financial, human resources, and supply chain solution to address CSD requirements. The offeror can bring together independent solutions in its proposal as long as these independent solutions are fully integrated for transactional and reporting purposes. The proposed solution must also have the ability to integrate with ancillary systems (e.g., student information system).

6. The offeror will ensure the implemented solution meets all Georgia Department of Education and Professional Standards Commission requirements.

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7. The offeror must be authorized to transact business in Georgia as a domestic or foreign business entity as required by the Secretary of State Corporation Division.

8. The offeror will ensure that updates dictated by the State of Georgia will be integrated into the platform. If changes are made to the tax laws effective for the tax year of implementation, the warranty must specify that the vendor will make these changes at no additional cost.

9. The offeror will ensure the proposed solution maintains CSD ownership of all its data. CSD data should not be made available or accessible to any third-party organization or data sources beyond those authorized through the awarded contract.

No CSD data, either transactional or example data, should be moved or accessed off-shore (outside continental United States).

B.Offeror Background, Qualifications and Capability

1. Background The offeror and all of its subcontractors should provide a brief overview of business operations, with an emphasis on ERP-related operations in the public sector or other organizations of similar size and complexity. ERP experience in organizations of similar size and complexity should be detailed, with a focus on K-12 school districts.

The offeror and all of its subcontractors (or third-party solutions) must be in good financial standing. To document financial standing, offeror proposals should include the following types of financial information to indicate the ability for continued application implementation and support services throughout the base and option contract periods:

− A statement from a Certified Public Accountant certifying the firm’s financial stability including information as to current or prior bankruptcy proceedings. OR

− Copies of audited financial statements from each of the last three years, by an independent certified public accounting firm.

2. Qualifications A detailed description of all software application modules (including third-party and data analytics/reporting applications) necessary to meet the requirements specified in this RFP. In addition to the comprehensive software solution, modules/ software proposed, provide a general understanding of relationships and dependencies between software modules.

For the software solution proposed, the offeror should provide a list in table format of ERP installations by the Software Solution Provider for organizations of similar size and complexity that have come into production within the last three years.

Include in the table any K-12 School District ERP installations that are in progress (contracted but not in production) as of the proposal due date. If desired, public sector or commercial customers who are similar in size and complexity to CSD can be included. This table should include the organization name, initial production date (or target date of production) by module, product(s) initially deployed and release/version, including the functional modules deployed within a major functional area and if upgraded since initial production, date of upgrade and current release/version.

For the implementation services proposed, the offeror should provide a list in table format implementations by the Implementation Services Provider (ISP) of the

City Schools of Decatur RFP 26-001 - Page 15 of 84 proposed software solution where the ISP was prime contractor (e.g., provided more than 50% of implementation services) for K-12 and public sector clients that have come into production within the last three years. Include in the table all implementations that are in progress (contracted but not in production) as of the proposal due date. This table should include the organization name and location, initial production date (or target date of production), product(s) initially deployed and release/version, and scope of services provided for this organization by the

ISP.

3. Licensing All offerors for the project must be properly licensed under the laws of the State of Georgia and DeKalb County, and in good standing before submitting any offer and before commencing any work.

4. Contract Performance If a vendor has terminated a contract for default during the past five years, these incidents must be disclosed in the RFP response. “Termination for default” is defined as notice to stop performance due to the vendor’s non-performance or poor performance, and the issue was either (a) not litigated or (b) litigated, and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five years, including the other party’s name, address, and telephone number. Present the vendor’s position on the matter. CSD will evaluate the facts and may, at its sole discretion, reject the vendor’s proposal if the facts discovered indicate that a selection of the vendor may jeopardize the completion of a contract resulting from this RFP. If the vendor has experienced no such termination for default in the past five years, so declare. If the vendor has had a contract terminated for convenience, non-performance, non-allocation of funds, or any other reason, which termination occurred before completion of the contract during the past five years, describe fully all such terminations, including the name, address, and telephone number of the other contracting party.

5. Vendor’s Current Legal Status Regarding litigation with owners, project managers, sub-contractors/consultants, and vendors:

1. List any active or pending litigation an owner, project managers, sub-consultants, and vendor has against any proposed team member and explain.

2. List any active or pending litigation any member of the firm or team has against any owner, project manager, sub-consultants, and vendors and explain.

3. Other than that just listed, has any proposed firm or team member been involved in any relevant litigation in the past five years? Explain.

4. Has any proposed firm or team member ever failed to complete any work, or has it been removed from any project awarded to the firm?

Explain.

5. Debarment & Suspension Certificate: Include the completed form Appendix “H.”

6. Insurance The offeror shall be responsible from the beginning of this Proposal for all injury or damage of any kind resulting from the work to persons or property, regardless of who may be the Owner of the property. In addition to the liability imposed upon the offeror on

City Schools of Decatur RFP 26-001 - Page 16 of 84 account of bodily injury (including death), or property damage suffered through the offeror’s negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save the Owner harmless and to indemnify and defend the Owner from every claim, liability, expense, or payment arising out of or through injury (including death) to any person or persons or damage to property (regardless of who may be the Owner of the property) of any place in which work is located arising out of or suffered through any act or omission of the offeror or anyone either: (1) directly or indirectly employed by or; (2) under the supervision of any contractor in the prosecution of the work included in this proposal.

The offeror agrees to comply with the provisions of the Workers’ Compensation laws of the State of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror; the offeror shall furnish to CSD a certificate from the insurance company showing issuance of Workmen’s Compensation coverage for the State of Georgia or a Certificate showing proof of the ability to pay compensation directly. Offerors are required to submit proof of a current insurance certificate.

The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown below and shall protect the offeror and Owner for any claims for property damage or bodily injury, including death, which may arise out of operations under this solicitation. The offeror shall furnish the Owner certificates, policies, and cancellation endorsements as shown below:

Offerors General Liability Insurance-taken out in the name of the offeror.

− Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Property Damage Liability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Or if Combined Single Limit Liability-Bodily Injury and Property Damage Combined: $1,000,000 each occurrence, $2,000,000 aggregate.

− Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30 days prior written notice has been given to the Owner.

− Disposition-Certificate from insurance company showing insurance policy must be sent to the Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate in the electronic platform under “Requested Information” showing City Schools of Decatur, 125 Electric Avenue, Decatur, GA 30030 as certificate holder.

Contractor’s Public and Automobile Liability Insurance:

− Split Limits of Liability-Bodily Injury Liability-limits of $1,000,000 for each person and $1,000,000 each occurrence. Property Damage-limits of $1,000,000 for each occurrence.

− Or if combined Single Limit of Liability-Bodily Injury and Property Damage Combined: $2,000,000 each occurrence.

− Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30 prior written notice has been given to the Owner.

− Disposition-Certificate from insurance company showing insurance policy sent to Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate via Bonfire under “Required Information” showing City Schools of Decatur, 125 Electric Avenue, Decatur, GA 30030 as certificate holder.

No insurance company will be acceptable unless written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time the policy is issued. The company must, in addition, be acceptable to the Owner.

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7. Suspension and Debarment By submitting a bid or proposal, each offeror certifies that it is not currently suspended or debarred from submitting bids or proposals on contracts or in suspension or debarment proceedings by any agency of the State of Georgia and the federal government, nor is it an agent of any person or entity that is currently suspended or debarred from submitting bids on contracts or in suspension or debarment proceedings by any agency of the State of Georgia or the federal government.

8. Conflict of Interest By submitting a proposal, the offeror represents and warrants no official or employee of City Schools of Decatur has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made as result of this RFP, or in any expected profits to arise therefrom. The offeror is required to disclose any real or apparent conflict of interest with any City Schools of Decatur officials or employees at the time of proposal submission. For the avoidance of doubt, this paragraph shall apply also to any real or apparent conflict of interest known or suspected to be held by any member of the City Schools of Decatur Board of Education.

C.Solution Proposed and Application Software Capabilities

The specific application software being proposed should be described with application specifications for each system application module that will be required to meet the Functional and Technical Requirements and Capabilities included in APPENDIX A below.

CSD believes that the majority of the requirements and capabilities identified can be met by packaged software products through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import / export, table-driven setups, and standard reports with no changes. A list or catalog of the delivered business processes, delivered transactions and delivered reports for the system can be used to provide clarity regarding the packaged software product. The proposal should describe how the packaged software product will meet these Functional and Technical Requirements and Capabilities and identify where functionality will need to be provided:

− Through reports generated using proposed reporting tools.

− By proposed third-party functionality that has a standard integration or interface with the primary vendor solution (e.g., a third party is defined as a separate software vendor from the primary software vendor).

− Through customization to the application, including creation of a new workflow or

− development of a custom interface, which may have an impact on future upgradability.

− Through a future release that is to be available within one year of the proposal response.

Notations should be made where functionality detailed in APPENDIX A Functional and Technical Requirements and Capabilities is not provided. The proposed services include implementation and training on this functionality, as part of the deployment of the solution.

The response should describe the features of the user interface/experience that makes the system easy to learn and use for both novice and expert users. Include features such as help screens, navigation aids, online manuals, configurable menus, configurable hotkeys, configurable tab order, search tools, using multiple windows, etc. Include a description of how the interface can be configured to specific business processes and rules. Include a discussion of coding reduction tools or validation rules that can help to ensure quicker, more accurate data entry.

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The solution proposal should describe the history of the proposed application offering(s), including initial release date, current version number and brief development history. In addition, provide the following information:

− Product development roadmaps for the proposed solution.

− Process of new version releases, release cadence or timing, and the application of − software updates to the application(s).

− Quality assurance/testing processes to follow to determine whether a new cloud version, or an upgrade or custom modification, is suitable for release.

− Process by which opportunities for system enhancements are identified, screened, programmed, field tested and released to customers.

− If the upgrade methodology includes a tracking system not only to report on the status of the upgrade, but also to record problems and bugs.

D. Implementation, Go Live, and Support Approach

CSD understands that each proposer may take a different approach to implementation.

However, to better compare different approaches and to ensure that essential components of the implementation are proposed, CSD requires that all vendors use the definitions below when describing implementation activities. Similarly, CSD will require that vendors provide tasks in their response to meet both the implementation component stage requirements and deliverables contained below.

1. Project Management Vendor will be responsible for providing overall coordination and management to the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage or section include:

− Project charter/guidelines − Project plan − Status reports − Requirements traceability

2. System Design Vendor will be responsible for facilitating the process to define how the system will be used to meet CSD’s business process requirements and project goals. As part of the design, CSD expects to engage in discussions around how to use the system most effectively, what changes in business processes are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage or section include:

− System design document

3. Build After completing design and after CSD has made decisions on both business process and system configurations, CSD expects that the vendor and CSD staff will work collaboratively on building the system.