RFP 2025-011 ERP Cloud Based ERP Software Solution

Walker County, Georgia issued RFP 2025-011 on November 14, 2025, soliciting proposals for a cloud-based Enterprise Resource Planning (ERP) software solution to modernize the County's financial operations and replace its legacy New World ERP system. The procurement addresses the needs of approximately 61 internal users across three access levels (6 superusers, 45 medium-access users, and 10 light-access users) distributed among roughly 50 departments and divisions. Core deliverables include modules for General Ledger, Accounts Payable, Accounts Receivable (focused on cash/check collections and intergovernmental payments), Procurement, Fixed Assets, Journal Entry Import, Bank Statement Import, and Document Management, along with training, support, and data migration services covering seven years of historical master data and the current fiscal year. The solution must be cloud-based with secure web access, support a phased implementation beginning in Q2 2026, integrate with existing systems including Gravity (budgeting) and Paycor (payroll), and comply with GAAP and GASB standards for audit-ready reporting with segregation of duties controls. Key qualifications require vendors to have a minimum of three years' experience implementing ERP or financial software solutions in the public sector, preferably with at least two similar implementations in Georgia or comparable public sector environments. Evaluation criteria are weighted as follows: Modernization and Usability (30%), Compliance and Security (25%), Cost (20%), Integration Capabilities (15%), and Support and Training (10%), with vendors required to submit itemized pricing for software, services, and optional modules by the proposal deadline. Critical dates include a December 10, 2025 deadline for written inquiries, with responses published December 15, 2025, and sealed proposals due by 12:00 p.m. on January 5, 2026, at 101 South Duke Street, LaFayette, Georgia 30728, followed by public bid opening and optional virtual or in-person finalist presentations.

No set-aside designations or restrictions specific to disadvantaged enterprises are documented in the RFP materials provided. The current incumbent vendor is Tyler Technologies, which provides the New World ERP system being replaced; however, no preference for or against incumbent participation is stated. The County's existing technology infrastructure requiring integration includes Gravity (transparency portal and budgeting system) and Paycor (payroll system), with integration expected to occur through APIs. The ERP solution must meet stringent data security requirements, including U.S.-based data center hosting, compliance with SOC 2 Type II, ISO/IEC 27001, or NIST Cybersecurity Framework standards, role-based access controls, multi-factor authentication, and AES-256 encryption. Contractors must maintain comprehensive insurance coverage including Professional Liability ($1,000,000 minimum per occurrence), Cyber Liability ($1,000,000 minimum per occurrence), and General Commercial Liability ($1,000,000 minimum per occurrence), and must comply with Georgia's Security and Immigration Compliance Act with E-Verify requirements. Based on contract award documents, the selected vendor BS&A was awarded an initial contract amount not to exceed $175,000, with implementation costs estimated at $105,530 and annual estimated costs of $46,090, compared to the County's current annual ERP maintenance fees of approximately $30,000 to $50,000, indicating the total award value for the initial contract and first-year implementation.