RFP Replace Financial & Human Resource System.docx.pdf

REQUEST FOR PROPOSAL

Finance Department

1562 Dairy Road Charlottesville, Virginia 22903

Phone (434) 245-2452

Attention of Offeror is invited to the Code of Virginia, Virginia Public Procurement Act, Sections 2.2-4367 thru 2.2-4377 (conflict of interest)

THE SCHOOL BOARD OF THE CITY OF CHARLOTTESVILLE DOES NOT DISCRIMINATE AGAINST FAITH

BASED ORGANIZATIONS

Issue Date: 7/23/2026 RFP Item No: 2026-07-01 Closing Date: 8/27/2026 Closing Time: 3:00 p.m.

Issuing Officer: Renee Hoover

DESCRIPTION OF REQUEST FOR PROPOSAL

THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED PROPOSALS (RFP) FROM QUALIFIED

INDIVIDUALS AND OR ORGANIZATIONS TO PROVIDE A REPLACEMENT ENTERPRISE RESOURCE

PLANNING (ERP) SYSTEM FOR THE CHARLOTTESVILLE CITY SCHOOLS.

THE FOLLOWING SECTION MUST BE EXECUTED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE

OF YOUR COMPANY.

Company Name: Federal I. D. #: _

Address: Phone Number:

Person Quoting: Title: _ (printed or typed) E-mail Address: _____ _

Signature: Date:_

REQUEST FOR PROPOSALS #2026-07-01

Purpose:

The purpose of this RFP is to solicit sealed proposals from qualified Offerors to provide Enterprise Resource Planning (ERP) software and implementation services for Charlottesville City Schools (CCS). The proposed ERP solution shall support core business operations across Human Resources, Finance, and Procurement through an integrated, commercially available system. The ERP system must , at a minimum, support the following functional areas:

Human Resources

● Personnel Administration & Contract Management

● Performance Management (including observations and evaluations)

● Position Control and Job Codes

● Benefits Eligibility and Administration (including VRS, ACA related benefits & annual tax updates)

● Retiree Management and Benefits Administration

● Staff Certification, Licensure, and Professional Development/CEU Management

● Leave and Risk Management (including FMLA tracking, ADA Compliance/ accommodations, Disability, and Workers' Compensation claims) and Third-Party Workflow Integration

● Talent Acquisition and Lifecycle Management (recruiting, interviews, job offers, onboarding and background verification, and offboarding)

● Substitute Management & Integration

● Employee Relations & Collective Bargaining (Union) Support

● Employee & Manager Self-Service Portals (ESS/MSS)

● State & Federal Compliance Reporting

Finance

● Grant Management & Reporting

● Budget Development and Monitoring

● Payroll

● Time & Attendance

● Accounts Payable

● Invoicing and Accounts Receivable

● Management Reporting

● General Ledger and Financial Reporting

● Bank Reconciliation

● Fixed Assets

● Federal and State Tax reporting and document preparation

Procurement

● Purchase Requisitions

● Purchase Order Creation

● Purchase Card

● Asset Management

Offerors’ responses will be evaluated and ranked in accordance with the criteria outlined in the RFP. If a solution meeting CCS’s needs is identified, CCS may then enter into negotiations and/or contract discussions with the selected Offeror. In addition to soliciting written responses, this RFP is intended to:

● Provide information necessary for Offerors to submit meaningful proposals and realistic commitments

● Specify the required format and content of proposals

● Describe CCS’s evaluation and selection process

● Establishes a schedule for proposal submission

● Define performance standard for the selected Offeror.

This RFP and the selected proposal will be incorporated into the resulting contract. The final contract may contain terms that differ from or in addition to those contained in this RFP and the successful proposal. For purposes of this RFP, the terms “contractor,” “offeror,” and “proposer” are used interchangeably.

Charlottesville City Schools, referred to as “CCS”, is planning to replace its current software environment that supports various business processes with a new or similar ERP solution. The existing environment presents challenges due to obsolete platforms and limitations in human resource management capabilities and system access for employees and other users.

To address these challenges, CCS has initiated an enterprise-wide project to plan for, select, and implement a replacement ERP system or integrated platform of systems. The primary objective of this initiative is to procure, implement and maintain a solution that:

● Streamlines the collection and processing of information

● Improves efficiency and accuracy across business functions

● Supports standardized processes and reporting

● Provides a scalable and sustainable platform for future needs

The selected Offeror shall demonstrate:

● An understanding of best practices for financial management for school divisions and/or governmental agencies

● A strong commitment to user training, implementation support, and ongoing customer service

● Proven experience implementing ERP systems for Virginia school divisions or similar public-sector.

No Obligation; Right of Rejection; Multiple Awards

Issuance of this RFP does not obligate CCS to award a contract or enter into an agreement with any Offeror.

CCS reserves the right to:

● Reject any or all Proposals, in whole or in part

● Waive any informalities or minor irregularities

● Award all, part, or none of the functional areas included in this RFP

● Modify the scope or requirements of this RFP through formal amendment

● Negotiate with any or all Offerors regarding proposal terms, including fees

● Refrain from making an award if deemed to be in the best interest of CCS

CCS may also make multiple awards for subsets of functionality. In such cases, selected Offerors will be expected to collaborate with CCS and each other to define requirements and develop necessary system integrations or interfaces.

If all proposals are rejected, CCS reserves the right to re-advertise the RFP or procure services through other means.

Partnerships and Subcontracting Offerors may establish partnership relationships to fully meet the requirements of this RFP.

Offerors proposing as a partnership shall

● Submit a single, unified proposal

● Clearly define the partnership structure

● Identify the Prime Contractor

● Describe the roles and responsibilities of all subcontractors

Offerors who elect not to partner, or who propose solutions covering only certain functional areas, must clearly describe the scope and limitations of the proposed functionality.

CCS will select the firm or firms that most closely satisfy the needs of the school division.

Award decisions will not be based solely on cost, and CCS may waive or amend specific requirements at its discretion.

BACKGROUND:

The City of Charlottesville is located in Central Virginia, approximately 100 miles southwest of Washington, D.C. and 70 miles northwest of Richmond, Virginia. CCS provides educational services to approximately 4,400 students in preschool through grade 12 who are served in six elementary schools, one middle school, one high school, one alternative learning center, and career education technical center.

Current Applications/Software Environment:

Serenic Navigator for K-12 Education is CCS current ERP. K12 Navigator is built on the foundation of Microsoft Dynamics 365 platform. CCS hosts the data. It is the primary ERP application used by Finance and Human Resource. This application includes the following Financial Management and Human Resource components: General Ledger, Accounts Payable, Purchasing, Payroll, Accounts Receivable, Federal and State Tax reporting, Budgeting, Fixed Assets, Cash Management, Position Control, and Job Codes. K12 was implemented in 2018.

JetReports is a reporting tool to collect data from Serenic K12 to produce major reports for annual school report, budget, projection, and annual comprehensive financial. It is also used to produce reports for medicaid, school nutrition, payroll, position control, and virtual payables.

TimeClock Plus is CCS time and attendance system. Salary non-exempt employees are required to clock in and out. All employees leave records including vacation, sick, personal time off, etc. are tracked in the system. Time and leave records are uploaded into K-12 for processing payroll.

PowerSchool solutions (Perform, Application Tracking, Records, and SchoolSpring) are used to manage the evaluation process, recruit and hire, and personnel file management respectively. The PowerSchool solutions provide a virtual portal of information used by the division, staff, and potential employees. SmartFind Express is another solution that provides support in the management of substitutes to support staff absences.

Microsoft Active Directory is the primary on-site authentication platform for all CCS staff and the majority of CCS office staff use Microsoft Windows and Office products.

The primary database architecture for CCS is Microsoft SQL based.

The primary web-based authentication/identity provider for CCS is through EasyAccess, a vendor supplied overlay of the OneIdentity OneLogin SAML/SSO plug-in.

Our email system is GMail based through Google Workspace

Statistical Data

The following data contains functional statistics of CCS. These statistics are estimates, provided for planning purposes only.

Bank Accounts 2

Funds 11

General Ledger Account Strings 2882

Fixed Assets 126

Vendors (Vendor, Employee, Payroll) 3600

Vendor Payments Issued (FY 2025) 2807

Vendor Transactions 28052

1099’s Issued (2025) 120

Purchase Orders (FY 2025) 3648

Accounts Receivables 15 Retirees, 37 Facilities Rental, 160 Non-Resident Students

W-2’s Issued 1430

Pay Periods 24 (semi-monthly)

Employees (Full & Part Time) 1200

Position Control Nos. 468

Enrollment 4357

Total FY 25-26 Budget $125,301,367

Users (Full System) 13

Users (Limited) 50

Payroll Job Codes 362

General Ledger Strings/Segments

The General Ledger account structure consists of nine (9) segments totaling thirty (30) digits, as defined below. The first seven (7) segments are required and must be supported as part of the General Ledger account string.

Segment Structure:

● 2-digit Fund

● 8-digit Function

● 3-digit Program

● 4-digit Object

● 1-digit Cost Center

● 2-digit Location

● 4-digit Project

● 3-digit Project 2

● 3-digit Group

File Uploads

The system must support and successfully process all pre-defined file format uploads required for data exchange with local, state, and federal systems. Support for these uploads is mandatory and non-negotiable.

Virginia Retirement System (VRS)

VOYA

Banking Institutions (JP Morgan) Charlottesville City Government Pierce Group Benefits Ben Select Colonial Life Inspira Health Savings Account Contributions Flex Facts Flexible Savings Account Social Security Administration (SSA) (EFW2 files and 1099s) PowerSchool Perform/Evaluations Sub Finder/Time Clock+ absence management Virginia Department of Taxation (EFW2 files) Virginia Employment Commission (VEC) Corebridge (403B) Demographics and Contributions Single Sign-on Web System (VDOE data collection and grant management system) TimeClock Plus, time and attendance reporting system Virginia Department of Education staffing and endorsement reports (iPALS) Talent Ed Bank of America Virtual Payables Affordable Care Act (ACA) 1095C Forms

The system must support and successfully process all pre-defined file format uploads required for data exchange with local, state, and federal systems. Support for these uploads is mandatory and non-negotiable. File export system must be user serviceable with user/administrator ability to change and append datafields included. (Do we want to be specific of the categories required) The system must be able to handle both scheduled exports and ad hoc exports as necessitated by the business process.

CCS will need a list of available API for programmatic connections.

CSV exports used to provision SIS accounts

CSV exports used to provision Active Directory accounts

Scope of Work

Charlottesville City Schools (CCS) is seeking proposals from qualified Offerors to provide a comprehensive Enterprise Resource Planning (ERP) solution, including software, implementation services, data conversion, training, and ongoing support and maintenance. The proposed solution must meet CCS’s current operational requirements and be scalable to support future needs, while remaining compliant with all applicable federal, Commonwealth of Virginia, and regulatory requirements.

The selected Offeror will be responsible for delivering a fully integrated ERP system that supports CCS’s financial, human resources, payroll, budgeting, procurement, and asset management functions, as well as providing professional services necessary to ensure a successful implementation and long-term system sustainability.

General Software and Functional Requirements CCS recognizes that the implementation of a new ERP system presents an opportunity to re-engineer and modernize business processes. The proposed solution must support:

● Automation of workflows across Finance, Human Resources, Payroll, and Procurement

● Initiation of transactions at the department and school level, where appropriate

● Increased business intelligence, reporting, and financial transparency

● Web-based access for employees and authorized users

● Secure self-service capabilities for employees and managers using modern MFA protections

● Self-Service Portals: Employee Self-Service (ESS) to manage benefits, apply for leave, view pay slips, and update personal info. Manager Self-Service (MSS) to review candidates, enter performance data, and approve expenses.

● Communication & Help Desk: The system must support announcements, discussion forums, personnel directories, and employee surveys/feedback tools. It should include a ticketing system for general HR/IT inquiries (distinct from confidential investigations) to streamline case management.

● Analytics: Dashboards for HR indicators, trend detection, and data-driven decision making.

● Documentation Management - system must be capable of storing scanned documents associated with tasks and records such as vendors, purchase orders, invoices and employee records.. The system must accommodate multiple documents being associated with individual records. Documents need to be tagged with defined terms/taxonomy and be searchable by the identified tags. Documents should be time stamped in order to maintain state and federal retention schedules and meet audit standards and requirements..

The system must be capable of adapting to evolving laws, mandates, and regulations, including but not limited to payroll requirements, retirement reporting, and compliance with the Virginia Retirement System (VRS). The solution must accommodate current requirements and be configurable to meet future federal, state, or agency mandates without requiring replacement of the core system.

Integration with CCS Technology Environment The proposed ERP system must integrate with CCS’s existing and planned technology infrastructure.

The solution must:

● Interface with existing systems and external agencies as required

● Support secure data exchange using industry-standard integration methods

● Maintain data in a sustainable, supportable electronic format

● Allow for reliable data retention, retrieval, and auditability

● Maintain data in a sustainable, supportable electronic format that conforms to applicable privacy and security standards (FERPA, etc)

● Allow for reliable data retention, retrieval and auditing

● Support at rest data encryption

● Support some form of SSO functionality along with MFA access (Microsoft authentication with either 2FA function)

● All web portals must fully support MFA

● All employee only web portals must support SAML authentication, preferably OneIdentity based, for ease of use and integration.

● Integrate with existing underlying applications if hosted on site (Microsoft stack) or present data in a format that is natively Microsoft compatible if hosted.

The selected Offeror shall provide a System Interface Plan detailing all proposed integrations, data flows, and technical dependencies.

Reference Addendum: Charlottesville City Schools Security

Data Capture and Management The ERP system must utilize integrated databases across financial, budgetary, payroll, and personnel data. The system shall:

● Capture data once and reuse it across modules

● Reduce duplication of effort and risk of error

● Ensure data integrity and consistency across all functional areas

● Historical Data Migration: The Solution must provide full conversion and migration of current

K12 database historical records to the new system.

● Legacy Access: The system must allow for the storage and searching of "read-only" historical records (e.g., terminated employees, past fiscal years) without requiring active user licenses to ensure easy retrieval for audits.

● Retention Schedules: The system must support configurable data retention rules to automatically archive or purge records based on state laws.

● Organizational Structure: The system must allow users to define and manage complex organizational structures, including departments, teams, and reporting hierarchies.

● Workflow Automation & Audit Trails: The Solution must provide the ability to create, manage, and delegate workflows across all tasks and tools. It must include comprehensive, immutable logging of all data changes (who changed what and when), particularly for pay rates, leave balances, and system access.

● Encrypt sensitive data at rest

● Allow for programmatic access by CCS to underlying data structures for advanced reporting

Workflow and Service Delivery The system must support electronic governance concepts that allow transactions, approvals, and inquiries to be completed without direct staff intervention. Workflow functionality must include:

● Configurable approval paths

● Role-based routing and notifications

● Audit trails and status tracking

● Allow for export/native connection of third party system logging tools for maintenance of audit data and review for security purposes

Functional Areas The ERP system must support, at a minimum, the following functional areas:

General Ledger The system shall provide a comprehensive general ledger that supports multiple self-balancing funds and integrates with all sub-ledgers. The general ledger must properly record assets, liabilities, revenues, expenditures, encumbrances, and fund equity by accounting period and fiscal year.

Budget Development and Management The system shall support budget development, maintenance, and reporting. The solution must calculate and post budgeted personnel costs, including salaries, stipends, supplements, and benefits, using employee job and position data.

Accounts Payable The system shall support comprehensive accounts payable functionality, including the processing of invoices for the following transaction types: Purchase Orders, non-Purchase Orders, Employee reimbursements, P-Card, and Virtual card transactions. The system shall maintain strong internal controls to prevent duplicate payments, unauthorized transactions, and posting discrepancies. The system should support digital invoice intake, including direct electronic submission and Optical Character Recognition (OCR)-assisted invoice capture, while emphasizing the importance of differentiating between manual and automated inputs. The system shall support multiple payment methods including: Checks, ACH Debit and Credit, and Virtual. 1099 tracking and reporting in compliance with applicable regulations. The accounts payable module shall fully integrate and interface with Purchasing and the General Ledger modules to ensure real-time posting, budget validation, and financial accuracy. CCS intends to maximize electronic payments methods. The system shall support payment processing through P-Card and Virtual Payables programs administered through Bank of America. The system shall support encumbrance accounting.

Cash Management The System shall provide comprehensive cash management functionality to support accurate tracking, control, and reconciliation of all cash-related transactions.

The System shall support:

● Management of multiple bank accounts across various financial institutions

● Management of multiple cash accounts within the General Ledger

● Real-time visibility into cash balances by bank account and fund

● Automated and manual bank reconciliation processes

● Import of electronic bank statements and transaction files

The System shall provide tools to facilitate timely and accurate bank reconciliations, including:

● Matching of cleared transactions to system records

● Identification and tracking of outstanding checks and deposits in transit

● Reconciliation reporting and audit trails

The System shall support the processing and recording of:

● Deposits

● ACH Credit and Debit transactions

● Check payments

● Financial voids and reversals

The System shall automatically generate appropriate check ledger entries and corresponding General Ledger postings for all cash-related transactions, ensuring proper accounting controls and audit traceability.

The System shall maintain segregation of duties controls, user permissions, and approval workflows to safeguard cash assets and reduce the risk of fraud or error.

Purchasing / Procurement The system shall support purchase requisitions, workflow approvals, purchase order creation, material receipt, encumbrance tracking, and integration with accounts payable. Another unique aspect is the stringent validation against budgets, necessitating a system with a robust checking mechanism.

Payroll The system shall support multiple employee types, pay cycles, deductions, and direct deposit processing. Payroll must integrate with time and attendance, benefits, and accounting. The system shall generate W-2s and other required payroll reports.

● Tax & Year-End: Automated generation, printing, and digital distribution of W-2s and 1099s. Automatic system updates for federal/state tax tables without manual intervention.

● Employee Tax Self-Service: Ability for employees to update W-4 withholding elections online with automatic effective dating.

● Time & Attendance Integration: Online time capture for all employees with intuitive configuration. Seamless integration between Time/Attendance, Payroll, and Substitute Management to eliminate duplicate entry.

● Substitute Management: An online system to solicit and secure substitute staffing. This must provide a single point of entry: when a teacher requests leave, the sub system is triggered, and leave balances are deducted automatically.

● Garnishment Management: Accurately calculate and process wage garnishment/liens/Childsupport

● Employee Self-Service: Employees’ should be able to view/print/download pay statements and W2’s. Make demographic updates/changes.

● Ability to calculate annualized (spread) salaries. Ability to prorate annualized salaries for someone that starts after the first day or contract or leaves before the last.

● Ability to calculate blended rates including overtime and charge multiple accounts as appropriate.

● Payroll/HR system should automatically update the Time and Attendance system daily.

Updates include demographic information, activating and deactivating payroll jobs.

● Leave Balance coordination: Payroll system and Time and Attendance system should work together seamlessly to have the same leave balance information.

● Access control management across all system tasks including audit trail and change logs.

● Workflow: Payroll should get notifications when changes/adds are made to employees salaries or other information that will affect paychecks.

● Payroll processing: When payroll is processed, the system should have the ability to be “locked”.

HR Administration & Benefits The system shall support position control, applicant tracking, employee records, certifications, licensure, benefits enrollment, FMLA, evaluations, ACA compliance, disciplinary records, and contract generation. Specific requirements include:

● Benefits Administration: Tracking and management of benefit elections. The system must support configurable Open Enrollment windows with "Passive" (rollover) or "Active" logic, and provide side-by-side plan comparison tools for employees. It must also support automated EDI (834) file feeds to insurance carriers to update enrollments and terminations.

● Compliance & Risk: Automated tracking for ACA (1095-C) and automated EEOC and state-specific reporting (IPAL, PEC, etc.). The system must support integration with Workers' Compensation vendor (VRSA) processes tracking (e.g. claims, first report of injury generation, integration with leave) and ADA Tracking (documentation of accommodation requests, the interactive process, and approved accommodations).

● Wellness: Management of gym memberships, EAP programs, and medical tests (e.g., TB tests).

● Recruitment (ATS) & Onboarding: An online process for job postings, applicant tracking, and hiring that integrates with job boards and social media. It must support workflow logic for union requirements, such as internal-only posting periods before external release. Onboarding must be online (paperwork, I-9 verification, software login creation).

● Offboarding: Automated workflows for termination, including exit interviews, IT asset recovery lists, and system access revocation.

● Performance Management: Online creation and tracking of evaluations, goal setting, walk-throughs, and Performance Improvement Plans (PIPs), with real-time documentation tools for ongoing feedback.

● Confidential Employee Relations: A secure, access-restricted module for managing sensitive cases (harassment, misconduct, grievances). This must include tools to document intake, evidence (with chain of custody), final determination, and tracking of union grievance steps and deadlines.

● Professional Development: LMS Integration and Licensure tracking. The system must track CEUs/Credits specifically for salary lane movement.

● Flexible Assignment Tracking: The ability to manage complex employee assignments and locations, including full support for blended roles, multiple concurrent jobs, multi-location placements, and reporting structures involving multiple supervisors.

Contract & Compensation Management

● Contract Management: Online creation and archiving of contracts and appointment letters. The system must support Mass Generation of renewal contracts and "Reasonable Assurance" letters for the upcoming school year.

● Licensure Interlock: Ensure a contract cannot be generated or finalized if the "Licensure/Certification" is expired or missing.

● Advanced Compensation Logic: Support for "Step and Lane" (Grade/Step) grids with automated advancement based on years of service or education credits.

● Multi-Rate Pay: Ability to handle employees with multiple roles (e.g., Bus Driver + Playground Monitor) with distinct pay rates, locations, and management structures.

● Collective Bargaining Support: Tools to create "what-if" budget scenarios (e.g., "Cost of a 2% COLA vs. a $500 flat raise") and execute global updates to salary schedules immediately upon contract ratification.

● Calendar Management: Support for distinct work calendars (e.g., 180-day, 220-day, 260-day) affecting accruals and pay.

Cash Receipts and Accounts Receivable The system shall support cash receipt including accounts receivable account, billing, invoicing, and electronic payment processing.

Fixed Assets The system shall track capitalized assets, calculate depreciation, and maintain asset details.

Position Control and Job Codes The system must support position control for all employee types and job codes for hourly employees, including pay rates, locations, account codes, and expiration dates.

● Labor Cost Distribution: Ability to split a single employee's pay across multiple funding sources (e.g., 60% General Fund / 40% Grant) and GL codes.

● Encumbrance Accounting: Real-time encumbrance of salary funds upon hiring or contract renewal to prevent budget overspending.

● Grant Tracking: Tracking the expiration of grant-funded positions to trigger alerts for HR to review employment status.

P-Card CCS is advancing towards a solution that facilitates the efficient distribution and management of P-Cards. Notably, CCS requires a system capable of auto-categorizing P-card transactions.

Interfacing with Bank of America to reduce manual dependencies, upload transactions by vendor, and a tracking of charged transactions to paid.

Substitute & Leave Management The system shall support:

● Integrated Workflow: A single point of entry where a teacher’s leave request automatically triggers the substitute procurement system and deducts from leave balances simultaneously.

● Calendar Management: Support for multiple work calendars (e.g., 180-day, 220-day, 260-day) that automatically map to specific leave accrual rules.

Confidential Employee Relations & Investigations The system shall support:

● Secure Case Module: A restricted-access module for managing sensitive cases (harassment, misconduct, grievances) with document intake and chain-of-custody tools.

● Grievance Tracking: Specialized tracking of union grievance steps, timelines, and legal deadlines.

Risk, Safety, & ADA Compliance The system shall support:

● Workers' Compensation: Tracking of claims, First Report of Injury (FROI) generation, and integration with employee leave balances.

● ADA Tracking: Centralized documentation of accommodation requests, the interactive process, and approved workplace accommodations.

Hardware and Architecture Offerors must specify whether the proposed solution is:

● Cloud-based (hosted by the Offeror),

● On-premises, or

● Hybrid

Offerors must provide architecture diagrams, hardware requirements, cost information, and required CCS IT support under each proposed model.

Preferred Capabilities

● AI Integration: Offerors should describe capabilities for AI-driven sentiment analysis, employee feedback monitoring, and automation of repetitive operations.

● Restrict CCS data, workflows or processes being used for training of any AI or LLM systems without express written permission for each data type.

● Professional Development & Tuition: Automated workflows for employees to request tuition reimbursement and for Finance to process it against specific budget codes.

● Salary Advancement: Dedicated mechanism to track Continuing Education Units (CEUs) or college credits specifically for salary lane movement.

● Tuition Reimbursement: Workflow for employees to request reimbursement and for Finance to process it against specific budget codes

Implementation Services and Data Conversion The selected Offeror shall provide a detailed implementation plan, including:

● Project timeline and milestones

● Data conversion strategy

● Testing and parallel operations

● Training approach

● Bi-weekly status reporting

Data conversion is the responsibility of the Offeror and must follow industry best practices. Converted data must be available for User Acceptance Testing.

Training The Offeror shall provide comprehensive training for all user roles. Training must include:

● Comprehensive documentation & knowledge transfer

● Instructor-led training for Division Leadership, HR and Finance teams

● Instructor-led training at CCS facilities

● Reproducible training materials

● Regular and refresher training sessions

● Access to additional learning resources

All initial training costs must be included in the proposal.

Ongoing Support and Maintenance The Offeror shall provide:

● A minimum one-year software warranty following final system acceptance

● Ongoing support options beyond the warranty period

● Clearly defined service levels and response times

● Itemized maintenance costs for years two through five

● Tiered levels of real time technical support for administrators

The system must be updated as needed to comply with changes in laws, regulations, or accounting standards at no additional cost to CCS.

Implementation Key Personnel and Implementation Team CCS requires the Offeror to provide an overview of the proposed implementation team, including a high-level organizational chart, defined roles and responsibilities, and resumes or bios for each proposed team member.

CCS prefers to work with an Offeror whose team has demonstrated experience implementing the proposed solution multiple times in government environments.

To support a successful implementation and ensure alignment between CCS’s project team and the Offeror’s implementation team, CCS prefers that the following key roles be identified and assigned by the Offeror:

● Executive Sponsor – Responsible for overall leadership of the Offeror’s implementation team and for managing the relationship with the CCS Project Sponsor and Steering Committee.

● Project Manager – Responsible for managing and coordinating all activities required to complete the project.

● Functional Leads – Responsible for driving functional design, business process mapping, identifying opportunities for improvement, and leading the Offeror’s functional teams.

● Technical Leads – Responsible for developing system architecture and technical design and for leading the Offeror’s technical teams.

Implementation Services Experience CCS seeks to understand the Offeror’s implementation track record, depth of experience, and overall capability in delivering ERP and HCM systems in an education environment similar to the CCS.

General Experience Offerors must provide:

● The number of years the organization has been engaged in ERP and HCM system implementations.

● A list of relevant industry certifications or professional recognitions.

Project Types and Sizes

Offerors must:

● Provide a summary of implementation projects completed within the past five (5) years, categorized by ERP and HCM systems.

● Identify the approximate size and type of organizations served (e.g., public sector entities, small, medium, or large organizations).

Case Studies Offerors must submit a minimum of three (3) detailed case studies that are most relevant to CCS needs. Each case study must include:

● Client background and industry.

● Project size and scope.

● Implementation methodology used.

● Key challenges encountered and mitigation strategies.

● Project duration.

● Client references or testimonials, if available.

Public Sector Experience

CCS’s public-sector environment, Offerors must describe prior experience with educational entities, including the unique challenges, regulatory requirements, and operational considerations associated with public-sector implementations.

Team Experience Offerors must:

● Describe the qualifications and experience of all key personnel proposed for this project.

● Identify any ongoing training or professional development programs used to ensure staff remain current with ERP, HCM, and Utility Billing technologies.

Technology and Integration Expertise

● Describe experience integrating the proposed solution with third-party systems.

● Identify any experience with technologies, platforms, or integration tools relevant to the

CCS’s environment.

Post-Implementation Support

● Describe their approach to post-implementation stabilization and ongoing support.

● Include details regarding training, system upgrades, troubleshooting, and support response.

● Provide any available performance metrics or client feedback related to post-implementation support services.

PROPOSAL INSTRUCTIONS AND ADMINISTRATION

Virginia Public Procurement Act (VPPA) This RFP is governed by the VPPA, § 2.2-4300 et seq. of the Code of Virginia, and other applicable laws.

Anti-Discrimination- §2.2-4343(1)(E), §2.2-4310 and §2.2-4311 By submitting their proposals, Offerors certify to the Charlottesville City Schools that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §2.2-4311 of the Virginia Public Procurement Act.

Ethics in Public Contracting - §2.2-4367 By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, Offeror, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

Announcement of Award - §2.2-4300 et seq.

Upon the award or the announcement of the decision to award a contract, as a result of this solicitation, the purchasing agency will post such notice on its web site:

https://charlottesvilleschools.org/budget#rfp for a minimum of 10 days. No award decision will be provided verbally. Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection.

Authorized to Transact Business in the Commonwealth - § 2.2-4311.2 Any Offeror that is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Offeror is to include with its proposal either (i) Offeror’s identification number issued to it by the State Corporation Commissioner (ii) a statement explaining why Offeror is not required to be registered. No award can be made to an Offeror without this information unless this requirement is waived. Appendix D of this solicitation includes a space for Offeror to provide the information required in (i) or (ii) of this subsection.

Prohibited Contributions and Gifts - § 2.2-4376.1 No Offeror who submits a proposal in response to this solicitation, and no individual who is an officer or director of the Offeror, shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Secretary of https://charlottesvilleschools.org/budget#rfp http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4311.2 http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4376.1

Technology during the period between the submission of the proposal and the award of any resulting contract award with an expected value of $5 million or more dollars.

Liability The issuance of this document and the receipt of information in response to this document will not cause CCS to incur any liability or obligation, financial or otherwise, to any Offeror. CCS assumes no obligation to reimburse or in any way compensate an Offeror for expenses incurred in connection with its proposal.

Nondisclosure All proposal information will be treated as confidential prior to contract award and will not be disclosed except as required by law or by court order.

Proprietary Information CCS reserves the right to use information submitted in response to this document in any manner it may deem appropriate in evaluating the fitness of the solution(s) proposed.

Ownership of all data, materials, and documentation originated and prepared for CCS pursuant to the RFP shall rest exclusively with CCS and shall be subject to public inspection in accordance with the §2.2-4342 of the Virginia Public Procurement Act and the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an Offeror in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of §2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2- 3700 et seq.) if the Offeror:

i). invokes the protections of this section in writing prior to or upon submission of the data or other materials, ii). identifies specifically the data or other materials to be protected, and iii).states the reasons why protection is necessary.

FAILURE TO COMPLY WILL RESULT IN THE DATA OR OTHER MATERIALS BEING

RELEASED TO OFFERORS OR THE PUBLIC AS PROVIDED FOR IN THE VIRGINIA

FREEDOM OF INFORMATION ACT.

The Offeror should provide as a separate appendix to its proposal a list of all pages in the proposal that contain proprietary information and the reason it deems such information proprietary. The classification of an entire proposal as proprietary or trade secret is not acceptable.

PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

ISSUING OFFICE

Wherever used in this RFP, the Issuing Office shall be:

Charlottesville City Schools Finance Department Renee Hoover, Chief Financial Officer, hooverr1@charlottesvilleschools.org 1562 Dairy Road Charlottesville, Virginia 22903 Telephone: (434) 245-2952 Fax: (434) 245-2603

NOTE: Distribution of Documents

CCS ADVERTISES:

Competitive solicitations on CCS website at https://charlottesvilleschools.org/budget#rfp.

Commonwealth of Virginia eVA website at www.eva.virginia.gov

Bids may be solicited directly from potential offerors.

Offerors may obtain RFP documents from https://charlottesvilleschools.org/budget#rfp

CONTRACT ADMINISTRATOR

The Contract Administrator for this contract shall be Renee Hoover, Director of Finance.

GENERAL INSTRUCTIONS

RFP Response To be considered for selection, Offerors must submit a complete and responsive proposal in accordance with the following:

Page 1 of this proposal is a required document along with attachments and addendums.

Hard Copies: Submit one (1) original, clearly marked as “ORIGINAL”, and seven (7) copies of the proposal.

Digital Copy: Submit one (1) digital copy of the proposal in PDF or DOC format on a USB drive.

Redacted Copy (If Applicable): If the Offeror determines that any portion of its proposal contains trade secrets or proprietary information that is exempt from public disclosure, the Offeror must submit an additional digital copy of the proposal with such information removed.

● This version shall be clearly labeled “REDACTED COPY”.

● The redacted copy must be submitted on the same USB drive.

● Identification and protection of proprietary information must comply with the Standard Terms and Conditions and applicable provisions of the Virginia Freedom of Information Act.

Electronic Proposal Submission In accordance with Virginia procurement requirements, Offerors may submit proposals electronically through eVA or another approved electronic method by Charlottesville City Schools.

Offerors choosing to submit electronically through eVA should also email hooverr1@charlottesvilleschools.org to notify Charlottesville City Schools that their proposal has been submitted.

For review purposes, all Offerors, including those submitting electronically, must also provide one (1) complete paper copy of the proposal, including all required documents and attachments, by the proposal due date and time.

Questions All questions regarding this RFP must be submitted in writing via email addressed to: Renee Hoover, Chief Financial Officer, hooverr1@charlottesvilleschools.org by Tuesday, August 11, 2026 by 5:00 p.m. The responses to questions received will be posted on the CCS website, as an Information Item.

https://charlottesvilleschools.org/budget#rfp http://www.eva.virginia.gov https://charlottesvilleschools.org/budget#rfp mailto:hooverr1@charlottesvilleschools.org https://charlottesvilleschools.org/budget#rfp

Proposal Preparation Authorized Signature and Completeness: Proposals must be signed by an authorized representative of the Offeror. All information requested in this RFP should be submitted. Failure to submit required information may result in a result for clarification, a reduced evaluation score, or rejection of the proposal as non-responsive. Proposals that are substantially incomplete or lack critical information may be rejected by CCS.

Mandatory requirements: Mandatory requirements are those required by law or regulation, or those identified in this RFP as non-waivable and not subject to negotiation.

Clarity and Conciseness: Proposals should be prepared simply and economically, providing a clear and concise description of the Offeror’s capabilities and proposed solution. Emphasis should be placed on completeness, accuracy, and clarity of content.

Organization and Format: Proposals should be organized in the same order as the requirements are presented in the RFP.

● All pages must be numbered.

● Each paragraph should reference the corresponding RFP section.

● Where helpful, Offerors should restate the requirement before providing their response.

● If a response covers multiple pages, the applicable RFP reference should be repeated at the top of each subsequent page.

● Proposals must include a table of contents that cross-references the RFP requirements.

Information that does not directly respond to a specific requirement should be included in an addendum at the end of the proposal and clearly identified as additional material. Proposals that are not organized in this manner risk elimination from consideration if evaluators are unable to readily locate responses to RFP requirements.

Interpretation of Requirement Terms: As used in this RFP, the terms "must", "shall", "should" and “may” indicate the level of requirement criticality:

● “Must” and “shall” denote mandatory requirements whose absence may have a significant negative impact on proposal evaluation.

● "Should" and “may” denote desirable or optional requirements whose absence will not materially impact proposal suitability.

Binding and Volume: Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be included within that volume.

Ownership and Public Disclosure: All data, materials, and documentation prepared for CCS in response to this RFP shall become the property of CCS and are subject to public inspection in accordance with the Virginia Freedom of Information Act. Offerors seeking protection of proprietary or trade secret information must invoke the protections of § 2.2-4342F of the Code of Virginia in writing, either before or at the time of submission. Entire proposals, line-item pricing, or total proposal pricing may not be designated as proprietary; doing so will result in rejection of the proposal. (Reference Attachment C)

Oral Presentation: Offerors who submit a proposal in response to this RFP may, at the discretion of CCS, be requested to provide an oral presentation. These presentations are intended solely to preview the software, capabilities, clarification and explanation of the submitted proposal and do not constitute negotiations. CCS will determine the time, format, and location of any oral presentations. Oral presentations are an option of CCS and may or may not be conducted.

Proposal Organization and Content Proposals shall be organized to address the following areas clearly and succinctly:

Offeror Details: Description of the Offeror, including organizational capacity, history, financial stability, and vision. Include:

● Business Overview: Provide a description of the firm’s core business, background, and experience in the relevant market. This section shall not exceed three (3) pages.

● Corporate Identity: Identify any parent corporation, including address, telephone and fax numbers, Federal Employer Identification Number (FEIN) or Tax Identification Number, company website, and primary contact email address. Identify any subsidiaries, as applicable. This section shall not exceed three (3) pages.

● Organization and Structure: Provide an overview of the Offeror’s organizational and operating structure and describe the operational and functional relationships of business units as they relate to the proposed Solution and CCS’s requirements. Organizational charts are encouraged.

Indicate whether the Solution will be delivered using existing resources or through partnerships or subcontractors. If additional resources are required, identify those resources and provide the anticipated timeline for securing them.

● Locations: Describe the geographic footprint at the national, regional, and local levels, as applicable. Identify all locations that will support the resultant contract and the functions performed at each location. Clearly identify any overseas locations involved in service delivery or data processing.

● Strategic Relationships: Identify any strategic relationships relevant to the proposed Solution, including all subcontractors and outsourced services. CCS reserves the right to request the same information described in this section for any major subcontractors proposed by the Offeror.

● ISO Certification: Indicate whether the firm is ISO 20022 certified. A sentence to the affect “yes” or “no” is sufficient. If “yes”, identify the applicable certified areas.

Financial Information:

● Total Annual Revenue: State the firm’s total annual revenue and identify the portion attributable to Solutions relevant to this proposal.

● Dun & Bradstreet Credit Report: Include a current, complete D & B business report, if available.

● Annual Reports: Provide certified, audited financial statements (income statement, balance sheet, and cash flow statement) for the most recent three (3) fiscal years. Offerors in business for fewer than three years should submit all available audited financial statements.

CCS reserves the right to request additional financial information and review publicly available financial data as part of the evaluation process.

● Research and Development: State the percentage of your firm’s total revenue invested in Research and Development, as appropriate.

● Future Vision and Strategic Plans: Describe the firm’s long-term vision and strategic plans as they relate to the proposed Solution, including support for emerging technologies, evolving industry standards, and future regulatory requirements.

Data Storage: Description of hosted versus on-premises deployment options, including preferences, considerations, and associated costs.

Hardware Configurations: Preferred and minimum hardware configurations, including itemized specifications and diagrams where applicable.