Replace Financial & Human Resource System

Charlottesville City Schools is requesting sealed proposals for Enterprise Resource Planning (ERP) software and implementation services under RFP issued July 23, 2026, with proposals due August 27, 2026 at 3:00 p.m. The solution must replace the current Serenic Navigator K-12 platform and integrate Human Resources, Finance, and Procurement operations across nine schools serving approximately 4,400 students and 1,200 full-time and part-time employees.

The scope encompasses core financial and HR functional areas: general ledger, accounts payable, payroll, benefits administration, position control, procurement, fixed assets, cash management, and compliance reporting for federal and state requirements. The system must be an integrated, commercially available platform. Required integrations include PowerSchool Perform/Evaluations, TimeClock Plus, Google Workspace, Microsoft Active Directory, and EasyAccess for single sign-on. Data storage must be United States-based and compliant with FERPA and privacy standards; the awardee must sign the Student Data Consortium agreement for the Commonwealth of Virginia.

The contract term spans five years with a minimum one-year software warranty following final system acceptance and itemized maintenance costs for years two through five. The school district operates with approximately 2 bank accounts, 11 funds, and 3,600 vendors, with an annual budget and revenue of $125.3 million. Pricing must be detailed and inclusive, itemizing all software, implementation, conversion, training, and travel costs for the full five-year period with no hidden fees.

Evaluation is weighted 100 points on written proposal and 40 points on demonstration and interview phases, considering functional fit, technical requirements, implementation services, maintenance and support, pricing, and offeror viability. Offerors must provide current Dun & Bradstreet reports and certified audited financial statements for the past three fiscal years. On-site demonstrations with shortlisted vendors are scheduled for October 2026, with contract award targeted for December 2026. No set-aside or preference applies.