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Request for Proposal RFP

Financial ERP Software

Procurement Schedule of Events

Event Date Submit by RFP Issued 01.29.2026 3:30 PM EST Questions Due 02.06.2026 3:30 PM EST Addendum Issued (if any) 02.13.2026 3:30 PM EST Proposals Due: 03.02.2026 3:30 PM EST Evaluation 03.13.2026 3:30 PM EST Consultant Selection: 03.20.2026 3:30 PM EST

This proposed schedule of events is provided for informational purposes only and is subject to change at the discretion of the City of Mableton. Final selection is subject to approval by the Mayor and City Council (tentative).

The City of Mableton, Georgia (“City”) is soliciting sealed proposals from qualified firms to provide a comprehensive Financial Enterprise Resource Planning (ERP) software solution, including implementation services, configuration, data migration, training, and ongoing support. The City seeks a modern, scalable system to support its financial, budgetary, procurement, payroll, and reporting operations.

A complete Request for Proposals (RFP) package outlining detailed submission requirements may be obtained from the City of Mableton Purchasing Division upon request by contacting Pearl Alexander, Procurement Manager, via email at purchasing@mableton.gov. Only proposals submitted by firms documented by the Purchasing Division as having received the official RFP package from the issuing office will be accepted and opened.

Proposals must be submitted in a sealed envelope clearly labeled with the firm’s name and address, and the title of the project for which the proposal is submitted.

mailto:purchasing@mableton.gov

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Proposals will be received by the City of Mableton at the Purchasing Division, located at Mableton City Hall, 6116 Mableton Parkway, Suite 144, Mableton, Georgia 30126, until March 02, 2026, at 3:30 PM EST.

Proposals will be opened no later than the following business day, and the names of responding firms will be posted on the Georgia Procurement Registry (GPR).

The City reserves the right to reject any or all proposals, to determine that no qualified proposals have been received, to waive informalities or irregularities, and to re-advertise the solicitation as deemed to be in the City’s best interest.

City of Mableton, Georgia 6116 Mableton Parkway, Suite 144 Mableton, Georgia 30126

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PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the attached Request for Proposal (RFP). The price or prices offered herein shall apply for the period stated in the RFP.

We further agree to strictly abide by all the terms and conditions contained in the City of Mableton Vendor Manual as modified by any attached special terms and conditions, all of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this statement of Proposal and proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Mableton, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Mableton.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this statement is made by the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this statement meet or exceed all such City specifications. We further agree, if you awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Mableton reserves the right to reject any or all offers, waive technicalities, and informalities, and to make an award in the best interest of the city.

It is understood and agreed that this statement of Proposal and proposal shall be valid and held open for a period of sixty (60) days from the opening date.

Additionally, the proposer certifies compliance with the applicable provisions of the Official Code of Georgia Annotated (O.C.G.A.) Title 13, which governs public contracts, and Title 50, Chapter 5, which addresses procurement and bidding processes for public entities in the State of Georgia. The proposer acknowledges that any violation of these statutes may result in disqualification from future contracts and potential legal penalties.

Furthermore, the proposer acknowledges compliance with O.C.G.A. § 45-10-20 et seq., which prohibits conflicts of interest in public contracting and ensures that no public officer or employee has a direct financial interest in the contract.

The proposer also certifies adherence to Georgia’s Illegal Immigration Reform and Enforcement Act of 2011 (O.C.G.A. § 13-10-91), confirming that the proposer and all subcontractors have registered and participated in the federal E-Verify program to verify employment eligibility.

PROPOSAL SIGNATURE AND CERTIFICATION

(Proposer to sign and return)

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage

4 | P a g e awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer.

I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et seq. have not been violated and will not be violated in any respect throughout the contract.

Authorized Signature Date

Name Company Name Here

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City of Mableton

Request for Proposal (RFP)

Financial ERP Software

RFP No. 26-02

Section I: Purpose and Background

The City of Mableton, Georgia (“City”) is soliciting written proposals from qualified and experienced firms to provide and implement a comprehensive Enterprise Resource Planning (ERP) system that will modernize, integrate, and enhance the City’s core administrative, financial, and operational business functions.

The purpose of this procurement is to acquire a scalable, secure, and user-friendly ERP solution that supports the City’s continued growth, strengthens internal controls, improves data accuracy, and increases overall efficiency across departments. The selected solution must enable real-time access to information, streamline workflows, and support informed decision-making through reliable reporting and analytics.

Offerors must demonstrate proven experience delivering ERP implementations for local government or public sector entities, with particular emphasis on environments that require strong financial controls, compliance with state and local regulations, and public accountability.

Background

The City of Mableton is a newly incorporated municipality that continues to build and refine its administrative infrastructure to support long-term sustainability, transparency, and effective service delivery. As the City transitions from start-up operations into a fully mature municipal organization, there is a critical need to replace fragmented, manual, and legacy processes with a modern, integrated enterprise system aligned with best practices in public sector management.

Currently, many core business functions including finance, procurement, human resources, payroll, budgeting, contract management, and asset tracking are supported by a mix of stand-alone systems and manual workflows, which limit efficiency, increase risk, and restrict the City’s ability to leverage data for strategic planning, performance management, and compliance.

To address these challenges, the City seeks to implement a comprehensive ERP solution that will unify financial, administrative, and operational data; strengthen internal controls and audit readiness; improve transparency and accountability in the use of public funds; support regulatory compliance; enhance service delivery; and provide the scalability needed to accommodate future growth and service expansion. This ERP implementation is intended to be a strategic, long-term investment in the City’s operational foundation, and the selected vendor will be expected to demonstrate both technical expertise and a strong understanding of municipal operations, public sector environments, and change management while partnering closely with City leadership and

6 | P a g e key departments to ensure a successful, low-disruption implementation that positions Mableton for sustainable growth and continuous improvement.

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Section II: Terms and Conditions

1. Terms and Conditions:

The final contract may be renewed for four (4) additional twelve-month terms. The City reserves the right to reject and cancel or amend this RFP without any obligation or liability to any potential vendor. The City reserves the right to accept other than the lowest priced offer if certain factors are met that prove to be advantageous to the City. All proposals become the property of the City. The final award is subject to approval by the City Council.

The selected vendor must sign the City’s standard services agreement. Confidentiality and data security provisions must be followed by City policy and applicable law.

2. Attachments:

The following documents are attached and are specifically incorporated herein by reference the General Conditions documents:

Exhibit A: Georgia Security and Immigration Compliance Affidavit.

Exhibit B: Affidavit Verifying Status for Public Benefit Application.

Exhibit C: Non-Collusion Affidavit.

3. Performance :

Service Provider agrees to furnish all skill and labor of every description necessary to carry outperform and perform the services by the solicitation documents and contract (the “Work”).

4. Price:

The City agrees to pay the Service Provider following receipt by the City of a detailed (itemized) invoice reflecting the actual work performed by the Service Provider, provided, however, the Service Provider guarantees that the maximum price for materials, labor, and expenses, shall be the amount reflected in the Assigned Task Order.

5. Indemnification and Hold Harmless:

The Service Provider agrees to indemnify the City (including elected officials and employees) and hold the City harmless from and against any claims, liabilities, damages, losses, costs or expenses, including, without limitation, reasonable attorney’s fees arising out of or related to a breach of the contract by Service Provider or the performance of the contract, whether by Service Provider, a subcontractor, or anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, liability, damage, loss, cost or expense is caused by the gross negligence or willful misconduct of a party indemnified hereunder. The Service Provider’s indemnification obligation shall not be limited by a limitation on the amount or type of damage, compensation, or benefits payable by or for the Service Provider or subcontractor under any insurance required by the contract, including workers’ compensation acts, disability benefit acts, other employee benefit acts, or

8 | P a g e any other insurance. The Service Provider shall not settle or compromise any indemnifiable claims hereunder without the City's prior written consent. The City cannot and does not agree to indemnify, hold harmless, exonerate, or assume the defense of the Service Provider or any other person or entity whatsoever, for any purpose whatsoever.

6. Termination of Clause:

The City may terminate the contract for cause upon ten (10) days prior written notice to the Service Provider of the Service Provider’s default in the performance of any term of the contract. Such termination shall be without prejudice to any City’s rights or remedies provided by law.

7. Termination for Convenience:

The City may terminate the contract for its convenience at any time upon (30) written notice to the Service Provider. In the event of the City’s termination of the contract for convenience, the Service Provider will be paid for those services performed. Partially completed performance of the Contract will be compensated based upon a signed statement of completion to be submitted by the Service Provider who shall itemize each element of performance.

8. Termination for Fund Appropriation:

The City may unilaterally terminate the contract due to lack of funding at any time by written notice to the Service Provider. In the event of the City’s termination of the contract for fund appropriation, the Service Provider will be paid for those services performed. Partially completed performance of the Contract will be compensated based upon a signed statement of completion to be submitted by the Service Provider which shall itemize each element of performance.

9. Contract Not to Discriminate:

During the performance of the contract, the Service Provider will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, age, or disability which does not preclude the applicant or employee from performing the essential functions of the position. The Service Provider will also, in all solicitations or advertisements for employees placed by qualified applicants, consider the same without regard to race, creed, color, sex, national origin, age, or disability which does not preclude the applicant from performing the essential functions of the job. The Service Provider will cause the foregoing provisions to be inserted into all subcontracts for any work covered by the contract so that such provision will be binding upon each sub-service provider for standard commercial supplies of raw materials.

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10. Assignment:

The Service Provider shall not sublet, assign, transfer, pledge, convey, sell, or otherwise dispose of the whole or any part of the contract or his right, title, or interest therein to any person, firm, or corporation without the previous consent of the City in writing.

11. Severability:

The parties agree that each of the provisions included in the contract is separate, distinct, and severable from the other and remaining provisions of the contract and that the invalidity of any Contract provision shall not affect the validity of any other provision or provisions of the contract.

12. Governing Law:

The parties agree that the contract shall be governed and construed by the laws of the State of Georgia. The contract has been signed in DeKalb County, Georgia.

13. Small and Minority Business Clause:

The City of Mableton maintains its status as a Welcoming City and the City of Ethics commissioned a study of its Social Justice, Race, and Equity practices in the past year. As a result of the study, recommendations have been made to Mableton City Council to enhance and improve its efforts by providing opportunities for small and minority businesses in procuring goods and services. For openness and transparency, the City of Mableton encourages all businesses regardless of size and status to engage in the City’s procurement. process. The City gives equal attention to all submissions and will work with individual firms to ensure that their questions are answered on a timely basis.

Section III: Contractual Requirements

The selected firm will enter into a Professional Services Agreement that includes:

Compliance with all applicable local, state, and federal laws.

Non-discrimination and conflict of interest clauses per O.C.G.A. § 45-10-20.

Required documentation: E-Verify affidavit, W-9, Business License, and COI.

Deliverables timeline and reporting schedule.

Termination for convenience clause with 30-day written notice.

Payment terms in accordance with Georgia Prompt Pay Act (O.C.G.A. § 13-11-1).

Section IV: Scope of Work The City of Mableton (City) is seeking written proposals from qualified vendors for the implementation of a comprehensive Enterprise Resource Planning System. Offeror should have adequate prior experience working with local government. Proposals should include:

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Modules to be included in software proposal:

1. Financial Management

− General Ledger − Budgeting − Project Accounting − Bank Reconciliation − Accounts Payable − Accounts Receivable − Cash Receipting − Purchase Orders − Fixed Assets

2. Property Tax

3. Community Development

− Business License − Code Enforcement (optional)

4. Online Citizen Service Portal

a. Must include the following modules:

Business License Property Tax Accounts Receivable

A. All Systems Easy to use, intuitive interface with customizable menu options.

System must allow for individualized and group-based access permissions for each module and sub-module.

Explanation of implementation plan including process reviews with departments.

Must include a companion status and health check monitoring service that shows the city the current health of the service or be able to provide proof of system uptime on daily, weekly, monthly, quarterly, and annual basis.

Provide a testing and staging environment.

Must have incident notification mechanisms in place (such as email or SMS) for any service outage or security incident.

B. Offeror Information, Qualifications and Experiences, and Pricing In addition, provide a narrative overview of the qualifications and experience of your firm including the following:

Provide an overview description of the Offeror’s qualifications related to the requirements defined in this RFP.

Provide the number of years the firm has provided the products and services

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Provide the name of the Principal or Project Manager who will have direct and continued responsibility for the project. This person will be the City’s contact on all matters dealing with the project and will handle the day-to- day activities through completion.

Provide a bio/resume for all staff/employees assigned to the proposed implementation team including a list of the tasks for which they will be responsible.

Identify services that will be outsourced to a subcontractor. The Offeror will be responsible for verifying the experience and qualifications for any outsourced work to subcontractors.

Availability during the designated period for software demonstrations. These demonstrations may be conducted onsite at city hall or maybe provided remotely at the discretion of the City. Offeror must be available for either option.

Pricing Provide a detailed cost of ownership for all software licenses, support, training, and implementation services being proposed.

Pricing must be complete and list any available discounts, one-time and recurring costs for five years, including all hardware, software, support, and licensing costs.

Estimates for implementation services should include the following:

Project management Installation and implementation of the software System configuration Training Interfaces or integrations Report development Travel Post Go-Live Support Pricing information supplied with the response must be valid for at least 120 days.

C. General Features and Requirements

Accounts Payable Automation/routing Requisition and Purchase Order Automation/routing General Ledger Automation/routing Integration with multiple payment card vendors

Provide the following information regarding the technology of the proposed solution:

o On-Premises versus SaaS or Hosted options and definition of each.

o Hardware specifications for the proposed solution.

o Mobile hardware and operating system specifications.

Support for Service-Oriented Architecture, Specific Web Services Standards supported (e.g., WSDL, REST, JSON), Server Virtualization, etc.

Support for remote access technologies and encryption (VPN, synchronization, 12 | P a g e etc.).

Escrow Agreements, etc. Address how the City’s ERP data would be delivered or provided to the city if the relationship between the city and the Offeror is terminated.

Customizable approval levels and workflows for all system modules System notification for pending approvals, adds, moves, or changes within the modules. Notifications should be centralized within the system, and receivable via email, SMS, etc.

Mobile friendly solution or mobile app that can be used on both IOS and Android devices.

Electronic signature capturing for system generate documents including checks.

Customizable reports with the ability to export to but not limited to: Excel, CSV, Txt, SQL DB, and Word Ability to import payment files from third-party solutions in txt, csv, Excel, or other formats.

Have an open API structure or can work with third-party solutions to create API connections.

D. Security and Data Backup Provide a detailed diagram or plan of the proposer’s data backup procedures and infrastructure.

Be able to provide data backup reports as requested by the client within 48 hours of the request.

Can retain all system data for a minimum of 90 days.

The solution must be able to provide a full change log for any changes made within the system.

Support account provisioning and authentication integrations with the City’s infrastructure.

To enable City users to use their central SSO credentials, and allow City IT to centrally control the authentication process and group membership/access control, ensure the following:

o SAML2 is supported by the product. SAML2 is a mainstream standard that exists to redirect user authentication from the service provider back to City’s IAM infrastructure, allowing single sign-on (SSO).

o There is a way to provision and control group membership programmatically by some integration.

Must be scalable and highly available by design and in practice, so that any spike in demand by their consumer base does not affect the performance of any individual user. Similarly, the overall system must be designed to be fault-tolerant so that if any subsystem failure occurs, there is no resulting service outage.

Follow all regulatory data controls as applicable (HIPAA/HITECH, NIST 800-171, PCI DSS, GDPR, etc.).

System must encrypt all data in transmission and at rest, meeting NIST, PCI, PHI, and PII standards.

In the case of breaches or outages, in addition to the necessary operational

13 | P a g e reporting, there must be defined service provider responsibilities for reporting timeliness, completeness, root cause, and mitigation strategy.

E. Value added products and required integrations Include any additional products and/or services available that vendor currently offers in their normal course of business that is not included in the scope of this RFP that you think will enhance and add value to the product.

City requires the solution to be able to integrate with either Laserfiche (on-premises) solution or Microsoft SharePoint 365 for document management. The city currently uses Laserfiche as its primary document management system. If the proposed solution has an alternative method (native or third-party application) the City is willing to evaluate using it instead of Laserfiche.

City requires the solution to be able to integrate with ESRI ArcGIS on-premises and online solutions.

Integration with Microsoft Power BI is preferred but not required.

Section V: Deliverables

The selected Offeror shall provide all labor, materials, software, services, and support necessary to deliver a fully implemented, operational, and sustainable Enterprise Resource Planning (ERP) system that modernizes, integrates, and enhances the City’s core administrative, financial, and operational business functions. At a minimum, the Offeror shall be responsible for the following deliverables:

A. Project Management & Governance A comprehensive Project Management Plan outlining implementation methodology, timeline, milestones, dependencies, risk management strategies, and communication protocols.

A defined project governance structure, including roles and responsibilities for the City and the Offeror, escalation procedures, and decision-making authority.

Regular status reports detailing progress, risks, issues, and mitigation actions.

B. Business Process Review & System Design A detailed current-state assessment of City business processes across impacted departments.

A future-state process design aligned with ERP best practices and municipal operational standards.

Documented gap analysis identifying required configurations, integrations, and policy or process changes.

A finalized System Design Document approved by the City prior to configuration.

C. Software Configuration & Implementation

Delivery and configuration of all licensed ERP modules, including but not limited to:

Financial Management (general ledger, accounts payable/receivable, purchasing, budgeting, grants) Human Resources and Payroll

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Procurement and Contract Management Asset, Fleet, and Inventory Management Reporting, dashboards, and analytics Configuration of security roles, permissions, and internal controls consistent with

City policies and audit requirements.

Setup of workflow automation to streamline approvals and transactions.

D. Data Conversion & Integration A Data Migration Plan detailing approach, responsibilities, validation methods, and acceptance criteria.

Conversion of historical and active data from legacy systems into the ERP environment.

Development and implementation of required system integrations with third-party applications (e.g., banking, payment processing, court systems, GIS, timekeeping, etc.).

Validation of data accuracy, completeness, and integrity prior to go-live.

E. Testing & Quality Assurance A comprehensive Testing Plan, including unit testing, system testing, integration testing, and user acceptance testing (UAT).

Support for City-led UAT, including defect tracking, resolution, and retesting.

Delivery of a Go-Live Readiness Assessment confirming system stability and operational readiness.

E. Training & Change Management A Training Program tailored to City roles, including administrators, end users, supervisors, and executives.

Delivery of instructor-led and/or virtual training sessions, supported by:

o User manuals and job aids o Quick-reference guides o Recorded training modules

A Change Management Plan addressing communication, stakeholder engagement, and adoption strategies to ensure a smooth organizational transition.

F. Go-Live & Stabilization Support Support for system go-live, including on-site or remote assistance during initial operations.

A defined stabilization period to address post-implementation issues, system tuning, and user support.

Documentation of final configurations, processes, and system administration procedures.

G. Document and Knowledge Transfer Delivery of complete system documentation, including configuration guides, integration specifications, and security role matrices.

Knowledge transfer sessions to designated City staff to support long-term system

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A formal Project Closeout Report summarizing outcomes, lessons learned and recommended next steps.

H. Ongoing Support and Maintenance A detailed Support and Maintenance Plan outlining service levels, response times, escalation paths, and update schedules.

Access to software updates, patches, and regulatory compliance enhancements throughout the contract term.

Optional post-implementation optimization services to support continuous improvement.

Section VI: Evaluation Criteria

The award of the contract resulting from this RFP will be based upon the most responsive Vendor whose offer will be the most advantageous to the City in terms of cost, functionality, and other factors as specified elsewhere in this RFP. The City is requesting to enter into an agreement with a vendor who can perform all the functions requested within this RFP. The vendor’s proposal shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for the City evaluation of the Vendor’s proposal.

Proposals will be evaluated strictly in accordance with the criteria. Proposers are encouraged to provide clear, concise, and complete responses that demonstrate both technical capability and an understanding of the City’s public-sector operating environment. The RFP must contain the information outlined below.

Proposals must be organized in the order outlined below and clearly address each evaluation criterion. Failure to follow this format may result in the proposal being deemed non-responsive.

Please include a title on each page of your RFP and number the pages to ensure proper identification.

1. Cover Letter Each proposal must have a Cover/Transmittal Letter briefly summarizing the qualifications and experience relevant to the scope. Please include in the letter the following:

The company’s information includes the name of the company (including any dba names);

headquarters and parent company locations; and a brief history of the company.

Company’s mailing address, contact person, telephone number for a primary contact person, and email address. A principal or officer of the company authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

2. History & Organizational Structure of the Firm Provide a cover letter introducing the company and including the corporate name, address and telephone number of the corporate headquarters and local office. The name and phone number of one individual who will be the company’s primary contact with the City of Mableton for contract negotiation and the name of the project manager. A brief history of the company and the present organizational structure of the firm describing the management organization, permanent employees by discipline, and this project’s coordination structure; if the firm is a partnership, 16 | P a g e indicate the name of all partners, if incorporated indicate where and when. If the Contractor has changed name or incorporation status within the last five (5) years, then please list all such preceding organizations and a brief reason for the change. The contractor shall also provide a business license indicating that the Contractor can conduct business in Cobb County, Georgia.

Further, the Contractor shall provide documentation showing that the Contractor is properly registered to conduct business in the State of Georgia. The contractor acknowledges and agrees that any business license and registration must remain current for the duration of the contract and such documents are material terms to this agreement. Complete submissions to this Request for Proposal will contain sufficient information to provide the City of Mableton with a thorough description of the Offeror’s qualifications to accomplish the work described in this solicitation. If the Offeror does not possess the in-house capabilities to perform a particular component of the project, the response should demonstrate the Offeror’s ability to prepare and administer a subcontractor to work jointly with another firm having the requisite expertise to accomplish that component of the project in a timely manner. Any work performed under a subcontract, joint venture, partnership, or other joint undertakings with another firm must comply with the State of Georgia’s Procurement Code and must receive the City’s prior written approval concerning the intent to subcontract a component of the services. In addition, prime contractors will ensure that for any subcontracted work, all subcontractors will encourage participation from and take steps to select small, minority women-owned businesses (WBE), Veterans-Owned Businesses (VBE) and disadvantage businesses (DBEs) when these firms are the most responsive and responsible bidders for providing goods and services associated with the prime contract. As with the City, prime contractors may accept State of Georgia DBE certification as evidence of a firm’s qualification. Any subcontractors to be utilized within an assigned task order will be listed when the cost estimate is submitted for the work.

3. Previous Default

Indicate if you or any predecessor organization have ever defaulted on a contract or denied a bid due to non-responsibility to perform. If so, provide the facts and circumstances. If your firm or any successor organization is now involved in any litigation or in the past ten (10) years have been involved in litigation with owners, please list the parties to the litigation, the civil action number, and a brief explanation of the matter.

4. Evaluation and Selection Criteria

Approach & Methodology Proposers shall describe their overall approach to delivering the requested solution and their methodology for working with a municipal government environment. Responses should include:

Understanding of the City’s objectives and challenges.

Proposed strategy for system deployment and change management.

Approach to stakeholder engagement and user adoption.

Risk identification and mitigation strategy.

Description of how the approach aligns with public-sector best practices of public-sectors.

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A. Public Sector Qualifications and Experience of the Consultant Firm(s) Proposers shall demonstrate their firm’s experience serving public-sector clients, particularly municipalities. Responses should include:

Overview of the firm’s background and years in operation.

Description of comparable projects completed for local governments.

Experience with procurement, contract management, or compliance-driven environments.

At least three (3) public-sector references with contact information.

Experience working within statutory and audit-controlled settings.

B. Technical Capability & System Functionality The extent to which the proposed ERP solution meets or exceeds the City’s functional, technical, and security requirements, including but is not limited to:

System architecture, reliability, and scalability.

Security controls, audit logging, and compliance features.

Financial management, procurement, HR/payroll, assets, and reporting functionality.

Integration capability with existing and future City systems.

Ease of use, accessibility, and overall system design.

Integration capabilities with financial or ERP systems.

System usability, accessibility, and mobile compatibility.

C. Implementation Plan and Training Proposers shall submit a comprehensive implementation and training plan. Responses should include:

Proposed project timeline and major milestones.

Roles and responsibilities of the implementation team.

Data migration and system configuration approach.

Testing and go-live strategy.

Training plan by user role (procurement staff, departments, approvers, administrators).

Post-implementation support and stabilization plan.

D. Security, Compliance & Risk Controls Proposers shall describe their security framework and compliance controls. Responses should include:

Data protection standards (encryption, access controls, MFA).

Compliance with public-sector security standards (e.g., SOC 2 Type II, ISO 27001).

Audit trail and records retention functionality.

Incident response and breach notification procedures.

Disaster recovery and business continuity plans.

Approach to supporting Open Records and audit requests.

F. Local Government Support and Capacity

Proposers shall demonstrate their ability to provide reliable, long-term support to a municipal client. Responses should include:

Description of customer support structure and escalation paths.

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Account management model.

Staffing levels and organizational capacity.

Experience supporting cities of similar size and complexity.

Regional or local support presence, if applicable.

Continuity planning for key personnel.

Cost & Value

Proposers shall submit a clear and transparent cost proposal. Responses should include:

One-time implementation costs.

Annual licensing or subscription fees.

Training and support costs.

Any optional modules or add-on pricing.

Future cost escalation assumptions.

Total cost of ownership over the initial contract term.

Statement of value demonstrating return on investment and operational benefits.

B. References: Minimum 5 qualified references

1. Minimum Qualifications: This section will present the criteria identified in the Minimum Qualifications and include proof or examples showing that the vendor meets the minimum qualifications.

Proposals submitted in response to this RFP will be evaluated and scored, in accordance with the criteria outlined below, by an evaluation committee established by the client.

Criteria Weight Approach & Methodology 10 Public Sector Qualifications and Experience of the Consultant Firm(s) 15 Technical Capability & System Functionality 30 Implementation Plan and Training 10 Security, Compliance & Risk Controls 15 Local Government Support and Capacity 10 Cost & Value 10 Highest Possible Score 100

Note: The City reserves the right to conduct interviews with top-ranked firms and to request best-and-final offers, if deemed in the City’s best interest.

a. Corporations should provide corporate seals, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with the proposal.

b. The City is concerned about the proposers’ financial capability to perform. Therefore, please provide enough data to lead evaluators to the conclusion that your firm has the financial capability to perform. As detailed financial data is generally proprietary, and proposers do not

19 | P a g e wish such information to be part of the public record under the Georgia Open Records Act (G.O.R.A.), the City reserves the right to perform additional due diligence in this area, at the sole discretion of the City, prior to award of any contract.

c. The proposals will be the basis from which interested firms will be selected for interviews if deemed necessary. Following the City staff’s evaluation of the proposals received, selected firms may be invited to make oral presentations before the City’s Evaluation Panel. The City’s Project Manager will provide additional details outlining the preferred content of the presentation to each firm or team of firms that are invited to participate. Upon completion of the evaluations, the City’s Evaluation Panel will determine the most qualified firms based on all materials and information presented.

d. Any firm failing to submit information in accordance with the procedures set forth in the RFP may be subject to disqualification. The City reserves the right to change the solicitation schedule or issue amendments to the solicitation at any time. The City reserves the right, at its sole discretion, to waive immaterial irregularities contained in the solicitation. The City reserves the right to reject all proposals at any time, without penalty. The City reserves the right to request "best and final" offers; and to issue a new RFP. Firms eliminated from further consideration will be notified by mail by the City as soon as practical.

All submissions are due at the location specified no later than the date and time specified herein.

The RFP package must include detailed information relative to the Request for Qualification Process and Selection Criteria, as required.

Terms and Conditions The City reserves the right to reject any or all proposals.

The City may waive informalities and minor irregularities.

This RFP does not commit to the City to award a contract.

This will not substitute as a contract.

All costs incurred in proposal preparation are the responsibility of the proposer.

Public Records and Confidentiality

All proposals are subject to the Georgia Open Records Act. Proposers must clearly mark any information claimed to be confidential.

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EXHIBIT A

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor(s) Name: Address:

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A.

§ 13- 10-91, stating affirmatively that the individual, firm, or corporation which is registered with, is authorized to participate in, and is participating in the federal work authorization program commonly known as E-Verify,* in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.GA. § 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Mableton within five (5) business days after any subcontractor(s) is/are retained to perform such service.

E Verify TM Company Identification Number Date of Authorization

BY: Authorized Officer or Agent Date (Name of Person or Entity)

SUBSCRIBED AND S

WORN BEFORE ME ON THIS THE

DAY OF , 20 [NOTARY SEAL]

Notary Public

My Commission Expires:

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* or any subsequent replacement operated by the United States Department of Homeland

Security or any equivalent federal work authorization program operated by the United States

Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-60

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. §

13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in

O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period, and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A.§ 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub- subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Sub-contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Subcontractor

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Name of Project

Name of Public Employer

SUBSCRIBED AND

SWORN BEFORE

ME ON THIS THE

DAY OF , 20 [NOTARY SEAL]

Notary Public

End of Exhibit A

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EXHIBIT B

AFFIDAVIT VERIFYING STATUS FOR PUBLIC BENEFIT APPLICATION

By executing this affidavit under oath, as an applicant for a City of Mableton, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, execution of contract or other public benefit as referenced in O.C.G.A. § 50-36-1, I am stating the following with respect to my application for a City of Mableton license/permit and /or contract for

[Name of natural person applying on behalf of the individual, business, corporation, partnership, or other private entity]:

1. I am a United States citizen.

OR

2. I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20.

Signature of Applicant: Date:

Printed Name:

* Alien Registration number for non-citizens:

** PLEASE INCLUDE A COPY OF YOUR PERMANENT RESIDENT CARD, EMPLOYMENT AUTHORIZATION, GREEN CARD, PASSPORT WITH A COPY OF YOUR DRIVER LICENSE, OR OTHER DOCUMENTATION AS ALLOWED UNDER

THE LAW IF YOU ARE A LEGAL PERMANENT RESIDENT (2).

Subscribed and Sworn Before Me, this the day of , 20

Notary Public:

* Note: O.C.G.A.§ 50-36-1(e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the Federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

End of Exhibit B

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EXHIBIT C

NON-COLLUSION AFFIDAVIT

The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.

He/She further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission, or thing of value on account of such sale.

OATH AND AFFIRMATION

I HEREBY AFFIRM UNDER THE PENALTIES FOR PERJURY THAT THE FACTS AND INFORMATION CONTAINED

IN THE FOREGOING BID FOR PUBLIC WORKS ARE TRUE AND CORRECT.

Dated this day of , 20

(Name of Organization) (Title of Person Signing)

(Signature) (Bid Number)

ACKNOWLEDGEMENT

STATE OF )

COUNTY OF )

Before me, a Notary Public, personally appeared the above name and swore that the statements contained in the foregoing document are true and correct.

Subscribed and sworn to me this day of , 20 .

(Notary Public Signature) (Notary Commission Expires)

End of Exhibit C