RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 1 of 51

FINANCE DEPARTMENT

PURCHASING DIVISION 1111 1st AVENUE – 1ST FLOOR, COLUMBUS, GEORGIA 31901

P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 | www.columbusga.org Date: August 7, 2026

REQUEST FOR

PROPOSALS:

RFP No. 27-0008

Qualified firms are requested to submit proposals, subject to conditions and instructions as specified, for the furnishing of:

ENTERPRISE RESOURCE PLANNING (ERP)

SYSTEM

GENERAL SCOPE

Columbus Consolidated Government (the City) is seeking proposals from qualified vendors to provide a fully integrated Enterprise Resource Planning (ERP) system and related implementation services. The proposed system shall modernize financial, human resources, budgeting and administrative operations through a secure, scalable, and integrated solution.

DUE DATE SEPTEMBER 9, 2026 - 5:00 PM (Eastern)

SUBMISSION

REQUIREMENTS

See Appendix A for Submission Requirements, Submission Requirements

Checklist, and OpenBids (formerly DemandStar) Registration and Submission

Instructions.

ADDENDA IMPORTANT INFORMATION

Any and all addenda will be posted on the Purchasing Division’s web page, at https://columbusga.gov/finance/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote.

NO SUBMITTAL If you are not interested in this solicitation, please complete and return page 3.

Andrea J. McCorvey, Purchasing Division Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.org/ https://columbusga.gov/finance/bid-opportunities

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 2 of 51

IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification system. You must register with GA@WORK

(formerly Team Georgia Marketplace) to receive future procurement notifications via: https://doas.ga.gov/state-purchasing/getting-started-supplier.

If you have any questions or encounter any problems while registering, please contact the State Purchasing

Division:

Telephone: 404-657-6000

Email: procurementhelp@doas.ga.gov https://doas.ga.gov/state-purchasing/getting-started-supplier mailto:procurementhelp@doas.ga.gov

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 3 of 51

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email: bidopportunities@columbusga.org

Attn: Heather Biddle, Senior Buyer

We, the undersigned decline to submit a proposal for RFP No. 27-0008 for Enterprise Resource

Planning (ERP) System for the following reason(s):

Specifications are too “tight”, i.e. geared towards one brand or manufacturer (explain below)

There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Comments:

COMPANY NAME:

REPRESENTATIVE:

DATE:

TELEPHONE:

EMAIL:

mailto:bidopportunities@columbusga.org

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 4 of 51

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.

3-110. Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the Purchasing Manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the City, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total cost less than $50,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, Purchasing Limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council.

I. Request for Proposals

Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals. The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured.

II. Public Notice

The public will be given adequate notice of the request for proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the request. The City reserves the right to seek request for proposals in a shorter period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the internet and on the City's government access television channel.

Public works construction projects shall be advertised in accordance with Georgia State Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances:

− Solicitations for specialized equipment/supplies.

− Solicitations for specialized services.

− Re-bid of solicitations where normal advertising procedures netted no responses.

− Whenever deemed necessary by the purchasing manager.

https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 5 of 51

III. Receipt of Proposals

Proposals must be received by the deadline date established. No public opening will be held.

No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals shall be prepared as part of the contract file, and shall contain the name of each offeror, the number of modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.

IV. Evaluation Factors

The request for proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria.

V. Evaluation Process

An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the request for proposals. Each voting committee member shall grade each submitted proposal based upon the evaluation criteria.

VI. Discussion with Responsible Offerors and Revisions to Proposals

As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements.

VII. Award

After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

After Council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Division to begin the procurement process again.

The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the Purchasing Division for a debriefing. After the award, the contract file and the unsuccessful proposals wil l become subject to disclosure under the Georgia Open Records Act.

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 6 of 51

DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY

ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO

THE PURCHASING DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION

SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR

TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION

REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS

THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE

INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE

THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT

CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION

COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY

OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS,

CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE

PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL

QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD

SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF

THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL

BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS,

CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY

CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED

TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING

MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

“QUESTION/CLARIFICATION FORM” TO EMAIL QUESTION(S).

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING

AWARD MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING

DIVISION.

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 7 of 51

QUESTION/CLARIFICATION FORM

Date:

To: Heather Biddle, Senior Buyer

Email bidopportunities@columbusga.org

Re: Enterprise Resource Planning (ERP) System – RFP No. 27-0008

Questions and requests for clarification must be submitted at least five (5) business days before the due date:

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number mailto:bidopportunities@columbusga.org

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 8 of 51

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

Columbus Consolidated Government (the City) is seeking proposals from qualified vendors to provide a fully integrated Enterprise Resource Planning (ERP) system and related implementation services. The proposed system shall modernize financial, human resource, and administrative operations through a secure, scalable, and integrated solution.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: SEPTEMBER 9, 2026 NO LATER THAN 5:00 PM (Eastern). Submit one electronic response via OpenBids (formerly DemandStar).

The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The

City reserves the right to award this project or to reject any and all proposals; whichever is in the best interest of the City.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor.

C. SUBCONTRACTING:

Should the offeror intend to subcontract all or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors.

D. QUESTIONS ABOUT THE RFP:

Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions …” within this proposal package.

Questions and Requests for Clarification will be received until five business days prior to the proposal due date.

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus Consolidated

Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law.

If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the Clerk of Council.

F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. The proposer should include an initialed copy of each addendum in the proposal package. It is the proposer’s

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 9 of 51 responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City.

G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal.

It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the

City and any sureties.

H. NON-COLLUSION:

Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

I. INDEMNITY:

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

L. SPECIFICATION DESCRIPTIONS:

The specifications detailed herein represent the quality of equipment, goods or services required by the

City. Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process. Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the

City.

M. TAXES:

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 10 of 51

The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-

8-3. Federal ID No. 58-1097948.

N. DRUG-FREE WORKPLACE:

Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of

Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug

Free Workplace Acts.

O. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

P. PROVISIONS OF THE PROCUREMENT ORDINANCE:

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing

Division.

Q. INSURANCE:

All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications.

R. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated

Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement.

S. TERMINATION OF CONTRACT:

1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within ten (10) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Purchasing Division Director. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services.

2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 11 of 51 outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services.

3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the

City and any other governmental entity in its sovereign or contractual capacity; fires; floods;

epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by anyone or more of the excusable causes, and that, but for the excusable cause, the contractor’s progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly.

T. TIME FOR CONSIDERATION:

Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt.

U. CONTRACT AWARD:

Award of this contract will be made in the best interest of the City.

V. REQUEST FOR EVALUATION RESULTS:

Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity by appointment only.

W. GOVERNING LAW:

The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

X. FINAL CONTRACT DOCUMENTS:

It is understood that the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded

Vendors(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded

Vendor(s) Business Requirements.

After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

Y. PAYMENT DEDUCTIONS:

The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License

Fees, Landfill fees, etc.

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Z. PAYMENT TERMS:

The City's standard payment term is usually net 30 days, after successful receipt of goods or services.

Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute.

AA. RIGHT TO PROTEST:

(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect.

(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.

(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements.

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City

Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

NOTICE TO VENDORS

Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers.

Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92)

Sec. 2-3.06. - Same—By members of boards, authorities, commissions.

No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92)

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 13 of 51

GENERAL SPECIFICATIONS

I. SCOPE

Columbus Consolidated Government (the City) is seeking proposals from qualified vendors to provide a fully integrated Enterprise Resource Planning (ERP) system and related implementation services. The proposed system shall modernize financial, human resource, and administrative operations through a secure, scalable, and integrated solution.

Detailed Specifications begin on page 21.

II. HISTORY

The city has used the CGI Advantage system as its enterprise financial and human resource system of record for many years and is currently operating on Advantage 4.0 from CGI Technologies and

Solutions, Inc. Advantage is delivered as a vendor-hosted Software-as-a-Service (SaaS) solution;

the City does not host or maintain the application environment on premises. Advantage supports the

City's core finance functions; including general ledger, budgeting, purchasing, accounts payable, accounts receivable, and fixed assets, as well as its human resource and payroll functions, including position control, personnel administration, and time entry.

III. DEMONSTRATION

After the evaluation of proposals has been completed, short-listed vendors may be required to perform a virtual demonstration of their system. Vendor(s) will be notified in writing once a date and time has been determined by the Evaluation Committee. Each demonstration shall include a brief overview of the proposed software/system and its ability to perform the functions requested in these specifications.

Vendors are required to present via Microsoft Teams. Further, vendors will be required to record the presentation/demonstration and provide to the City after the presentation.

IV. TRANSITION PERIOD

The successful vendor shall be responsible for a complete and orderly transition from the City's current system to the proposed system, with no interruption to payroll, financial reporting, or other essential City operations. If the incumbent contractor is not awarded this contract, the successful contractor shall coordinate with the City and CGI Technologies to effect a smooth transition. At a minimum, the vendor shall provide a written transition plan for the City's approval; dedicated project management; data migration, conversion, and validation of all active and historical financial, procurement, human resource, and payroll data; required interfaces; testing, including parallel payroll processing prior to go-live; role-based training; and post-implementation support through the first fiscal year-end close and calendar year-end payroll reporting cycle. Upon expiration or termination of the contract, the vendor shall cooperate in transitioning services to the City or a successor vendor and shall return all City data in a non-proprietary, machine-readable format at no additional cost.

V. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 14 of 51 attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

VI. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing

Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist (Form 8). The limits shown are minimum limits. Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award.

The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated

Government as an additional insured, as well as, list the applicable project or annual contract name, and/or Solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing.

VII. E-VERIFY

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of

Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following:

(A) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(B) The user identification number and date of authorization for the affiant;

(C) The affiant will continue to use the federal work authorization program throughout the contract period; and,

(D) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E-

Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

VIII. PROPOSAL PREPARATION AND SUBMISSION

See Appendix A for information and instructions on how to register and submit proposals through

OpenBids (formerly DemandStar).

A. Firms shall include the information listed below with submission. Submissions will be deemed incomplete/non-responsive if the following required documents are not included, as prescribed within the specifications: E-Verify Affidavit, Conflict of Interest Affidavit, and Communication

Concerning This Solicitation form. However, the City reserves the right to request any other https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 15 of 51 omitted information

B. Proposals shall be as thorough and detailed as possible so that the Columbus Consolidated

Government may properly evaluate the proposer’s capabilities to provide the required services.

C. Proposals shall be prepared simply, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

D. Offerors shall submit the following items as a complete proposal:

Submit the information in the order listed below; include a header for each item, e.g., Section 1, Item

A, Section 1, Item B, etc.

Section 1: Transmittal Letter The transmittal letter shall:

A. Introduce the business and include the name and email address(es) of contact person(s) during this proposal process.

B. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract.

C. Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter.

Section 2: E-Verify Affidavit (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf.

Section 3: Communication Concerning This Solicitation (Form 2)

Form must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive.

Section 4: Conflict of Interest Affidavit (Form 3)

Form must be signed and returned with the vendor’s proposal. Failure to include the form will automatically render vendor’s response non-responsive.

Section 5: Federal Compliance (Form 4)

Complete the form titled “Federal Compliance”.

Section 6: Addenda Acknowledgement (Form 5)

Use form to acknowledge receipt for all addenda (if any). The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance/Bid-Opportunities.

Vendors are responsible for periodically visiting the web page for addenda, before the due date and prior to submitting a response.

Section 7: Exceptions to RFP https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.columbusga.gov/finance/Bid-Opportunities

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 16 of 51

A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission. Exceptions listed in other areas of the vendor’s submission will not be considered. All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award.

Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction. Vendors shall be notified in writing if exceptions are not acceptable. PLEASE NOTE: EXCEPTIONS TO THE RFP

GENERAL PROVISIONS WILL NOT BE CONSIDERED, AND IF SUBMITTED

WILL AUTOMATICALLY RENDER THE RESPONSE NON-RESPONSIVE.

B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City.

C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions.

Section 8: Experience/Qualifications

A. Address in detail the Offeror’s ability and experience in providing the systems and services described in the specifications.

B. Provide résumés of key personnel who will be assigned to the contract. Additionally, identify Subject Matter Experts (SMES) for each functional area, i.e. Human Resources, Payroll, Accounts Receivables, Budgeting, Accounting, Procurement, etc…

Section 9: Client Work History

Complete Form 6 focusing on public entity clients

Section 10: Proposed Enterprise Resource Planning (ERP) System

A. Provide descriptive literature that fully describes how the proposed ERP System meets the specified requirements identified in the Detailed Specifications.

B. Provide copy of Software License Agreement the City would be required to sign. See

Section 7, Item B (above).

Section 11: Service Plan

A. Provide a Detailed overview of proposed system.

B. Include a typical schedule for implementation; do not include actual dates in the timeline, rather days, weeks and months.

C. Describe training/implementation plan.

D. Identify any additional responsibilities or tasks that the City will be required to perform.

E. Describe the implementation methodology and project management approach, including project governance, status reporting, issue and risk management, and change-control procedures.

F. Identify the proposed project team, including the project manager and all key personnel, with their roles, relevant ERP implementation experience, and whether they are located

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 17 of 51 in the United States. Indicate the percentage of time each will be dedicated to this project and whether any work will be performed offshore or by subcontractors.

G. Describe the proposed data migration and conversion approach, including extraction, cleansing, mapping, loading, and validation of financial, procurement, human resource, and payroll data from the City's current CGI Advantage environment; the number of years of historical data proposed for conversion; the number of test conversions to be performed; and the respective responsibilities of the vendor and the City.

H. Describe all interfaces and integrations to be developed, including interfaces with the

City's other applications, financial institutions, benefit providers, and State and Federal reporting systems.

I. Describe the testing approach, including unit, system, integration, interface, conversion, performance, security, and user acceptance testing; the test scripts and test environments to be provided; parallel payroll processing prior to go-live; and the acceptance criteria the City will use to approve each phase.

J. Describe the training program, including role-based training for end users, functional administrators, and technical staff; delivery method and location; class sizes; the training environment to be provided; and all training materials and system documentation to be delivered to the City.

K. Describe the go-live and cutover plan, including the cutover schedule, freeze periods, readiness criteria, on-site or remote support during cutover, and the rollback contingency if go-live criteria are not met.

L. Describe post-go-live support, including the duration and staffing of elevated

(hypercare) support following go-live, support through the City's first fiscal year-end close and first calendar year-end payroll and tax reporting cycle, and the transition from implementation support to ongoing support.

M. Describe ongoing maintenance and support, including help desk hours and contact methods, problem severity definitions, guaranteed response and resolution times, escalation procedures, and any service level agreements and associated remedies or credits.

N. Describe the hosting environment and system availability, including data center locations, guaranteed uptime, planned maintenance windows, data backup frequency and retention, disaster recovery and business continuity provisions, and recovery time and recovery point objectives.

O. Describe how software updates, patches, and version upgrades are managed and how frequently they occur, including any City responsibilities, downtime, testing, and retesting of interfaces and configurations required for each release.

P. Describe the organizational change management and communication approach to be used to support City staff through the transition.

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 18 of 51

Q. Describe the approach to data ownership and transition out, including how City data will be returned in a non-proprietary, machine-readable format upon expiration or termination of the contract.

R. Describe at least two (2) comparable public sector ERP implementations of similar size and scope completed by the proposed team, including the go-live date, whether the project was completed on schedule and within budget, and a contact reference for each.

S. Describe the implementation methodology and project management approach, including status reporting and change control.

T. Identify the proposed project team and key personnel, including the project manager, their roles and ERP experience.

U. Describe the data migration and conversion approach, including years of historical data to be converted.

V. Describe all interfaces and integrations to be developed.

W. Describe the testing approach, including user acceptance testing and parallel payroll processing prior to go-live.

X. Describe the go-live and cutover plan, including readiness criteria and rollback contingency.

Y. Describe post-go-live support, including duration of elevated support and support through the first fiscal and calendar year-end closings.

Z. Describe ongoing maintenance and support, including help desk hours, response and resolution times, and any service level agreements.

AA. Describe the hosting environment, system availability, data backup, and disaster recovery provisions.

BB. Describe how software updates, patches, and version upgrades are managed.

CC. Describe the change management and communication approach for City staff.

DD. Describe how City data will be returned upon expiration or termination of the contract.

Section 12: Transition Plan

Provide a plan for transitioning the City from the current ERP System to the new ERP

System, in the event that the incumbent contractor is not awarded. Refer to page 13, General

Specifications, IV. Transition Period.

Section 13: Cost Proposal (subject to negotiations)

Provide an itemized cost proposal inclusive of system cost, training, implementation, go live and post go live support, yearly licensing fees (if applicable), maintenance fees for up to five

(5) years and any other associated costs including, but not limited to, the following (if applicable):

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 19 of 51

• Application Development

• Integration and Interfacing

• Customer Report Development

• Technical Support and Resolution

• Service and Maintenance

• Secure Data Collection and Storage

• Management and Implementation of future application upgrades

• Future Expansions to Application Functionality

• Data Migration and Conversion, including Conversion of Historical Data

• Custom Report Development, including Hourly or Per-Report Rates for Reports

Requested After Go-Live

• Standard and Ad Hoc Reporting Tools and Any Associated Licensing

• Testing Support, including Test Environments and Parallel Payroll Processing

• Go-Live and Cutover Support

• Post Go-Live (Hypercare) Support

• Ongoing Hosting and Subscription Fees

• Additional or Optional Modules Not Included in the Base Proposal

• Travel and Per Diem Expenses, if Any

• Hourly Rates by Labor Category for Additional Services Requested by the City

• Data Migration and Conversion, including Conversion of Historical Data

• Custom Report Development, including Hourly or Per-Report Rates for Reports

Requested After Go-Live

• Standard and Ad Hoc Reporting Tools and Any Associated Licensing

• Testing Support, including Test Environments and Parallel Payroll Processing

• Go-Live and Cutover Support

• Post Go-Live (Hypercave) Support

• Ongoing Hosting and Subscription Fees

• Additional or Optional Modules Not Included in the Base Proposal

• Travel and Per Diem Expenses, if Any

• Hourly Rates by Labor Category for Additional Services Requested by the City

Section 14: Contract Signature Page (Form 7)

Complete Form 7. City officials will sign the copies after Columbus Council approves the contract award with the successful firm (see note below). Per the General Provisions, Page

11, Item X, the final contract shall include the following: 1) The RFP; 2) Addenda; 3)

Awarded Vendor(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated

Components; and 6) Awarded Vendor(s) Business Requirements.

Please note: After award of contract by Columbus Council, awarded vendor will be notified to provide two (2) identical hard copies of submitted proposal with original signatures.

Section 15: Business Requirements

1. Provide Insurance Checklist (Form 8) or Certificate of Insurance.

2. Page 1 of form W-9 (see https://www.irs.gov/pub/irs-pdf/fw9.pdf for the most recently revised form W-9)

3. Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location.

https://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 20 of 51

If awarded the contract, the successful vendor must obtain a business license from the City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that City, the contractor will not be required to pay occupation taxes in Columbus, Georgia.

If you have questions regarding this requirement, please contact the Revenue Division at

706-225-3780.

IX. RFP EVALUATION

A. Proposal Evaluation Timeline

All proposals must be reviewed and scored by an evaluation committee. The evaluation process normally takes approximately 3 months before a recommendation is provided to Columbus Council for review. The evaluation process may take longer if the required services or products are complex in nature, if negotiations are required, if presentations are required, if demonstrations are required, if site visits are required, etc. If the Purchasing Division determines the evaluation process may exceed the specified Time for Consideration period, the Purchasing Division may request respondents to extend the Time for Consideration period.

During the evaluation process, the Purchasing Division will notify respondents, via email, if clarification or additional information is required regarding proposals.

B. Each submittal will be evaluated to determine the ability of each offeror to provide the required services. The following weighted criteria will be used to evaluate proposals:

Criteria Weight

A. Qualifications/Experience 20%

B. Client Work History 10%

C. Proposed ERP System 25%

D. Service Plan 30%

E. Cost Proposal (subject to negotiations) 15%

Each of the above criteria (A - E) will be given a rating by each member of the Evaluation Committee. The ratings are as follows:

Description Value

Poor = Is not qualified. 20 Points

Marginal = Is minimally qualified but one or more area is lacking in some essential aspect. 40 Points

Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points

Good = Is more than qualified and exceeds in some areas. 80 Points

Excellent = Is fully qualified and exceeds in several or more areas. 100 Points

After the review and rating of proposal (s) by the evaluation committee, individual scores will be averaged and ranked. Offerors will be ranked in descending order of numerical predominance.

RFP No. 27-0008 Enterprise Resource Planning (ERP) System Page 21 of 51

DETAILED SPECIFICATIONS

1. General Overview

The Columbus Consolidated Government is seeking proposals from qualified vendors to provide a fully integrated Enterprise Resource Planning (ERP) system and related implementation services.

The proposed system shall modernize financial, human resources, budgeting, and administrative operations through a secure, scalable, and integrated solution.

The solution may be provided as a cloud-hosted Software as a Service (SaaS) platform.

The selected system must support core governmental financial operations, human resources, budgeting, payroll, procurement, reporting, and related business processes while improving operational…