Project Information

Bid Title

RFP 032326JKG Lease Accounting Software

Issuing Agency

Memphis City Schools

Location

Tennessee

Published Date

Mar 9, 2026

Closing Date

Mar 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFP RFP 032326JKG Lease Accounting Software

Deadline Date/Time: March 23, 2026 1:00 PM CST

• Vendor Assessment Questionnaire
• Addendum I- Lease Accounting Software

Attachment Preview

SHELBY COUNTY BOARD OF EDUCATION

March 5, 2026

PROCUREMENT SERVICES

160 South Hollywood Street, Room 126 | Memphis, Tennessee 38112-4892 |Phone (901) 416-5376

(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)

REQUEST FOR PROPOSAL

(NOT AN ORDER)

Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full

particulars. The Proposal must be submitted no later than March 23, 2026 @ 1:00 PM, CST.

The Shelby County Board of Education reserves the right to accept or reject any or all Proposals, or any part thereof, and to waive any minor

informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education.

REQUEST FOR PROPOSAL

Lease Accounting Software

For the purposes of this document, SCBE shall mean The Shelby County Board of Education and MSCS shall mean

Memphis -Shelby County Schools. The term District shall mean the Memphis Shelby County School District.

Proposals MUST be received by Memphis-Shelby County Schools (“MSCS” or “District”) by the due date and time set

forth above.

During the solicitation process Vendors are not permitted to contact individual members of the Board of SCBE or the

project owner(s) regarding the posted solicitation. Failure to adhere to this requirement shall subject the respondent to

immediate disqualification.

Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing

via e-mail to JaNese Graves at gravesj1@scsk12.org and received no later than March 12, 2026 by 10:00 AM/CST.

ISSUED BY: JaNese Graves, Procurement Advisor

RFP #032326JKG

Proposals are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.

_______________________________________________________________________________________________________________________________________

NAME OF FIRM

PHONE

FAX#

__________________________________________________

ADDRESS

__________________________________________________________

CITY

STATE

ZIP CODE

___________________________________________________

E-MAIL ADDRESS

_________________________________________________________

AUTHORIZED REPRESENTATIVE NAME

_______ CHECK HERE IF YOUR COMPANY QUALIFIES AS A SMALL BUSINESS ENTERPRISE

___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR

PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means giving preference to

businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the limits of Shelby County for at least

six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.

ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE

“Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age.”

1

TABLE OF CONTENTS

PART I: SCOPE OF WORK………………………………………...………………………………………………...3

1.0 BACKGROUND ............................................................................................................................................ 3

2.0 SCOPE OF SERVICES .................................................................................................................................. 3

3.0 NON-EXCLUSIVE ........................................................................................................................................ 3

4.0 NOTICE OF INTENT TO AWARD……………………………………………………….…………..…….3

PART II: GENERAL TERMS AND CONDITION…………………………………………………….…..…………4

1.0 STATEMENT OF CONFIDENTIALITY...................................................................................................... 4

2.0 TERMS OF AGREEMENT ........................................................................................................................... 4

3.0 PRE-PROPOSAL MEETING ........................................................................................................................ 4

4.0 QUESTIONS AND INQUIRIES ................................................................................................................... 4

5.0 POINT OF CONTACT TECHNICAL CONTACT .................................................................................... 5

6.0 CONTRACT OFFICER/SCBE SUPERVISION ........................................................................................... 5

7.0 CONTRACT TYPE........................................................................................................................................ 5

8.0 PAYMENT TERMS....................................................................................................................................... 5

9.0 RFP REVISIONS ........................................................................................................................................... 5

10.0 SUBMISSION DEADLINE ........................................................................................................................... 5

11.0 PROPOSAL OPENING ................................................................................................................................. 6

12.0 DURATION OF OFFER ................................................................................................................................ 6

13.0 INSURANCE ................................................................................................................................................. 6

14.0 LIQUIDATED DAMAGES ........................................................................................................................... 6

15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ........................................... 6

16.0 COMPLIANCE WITH LAWS………………………………………………………………………………7

17.0 LEGAL COMPLIANCE……………………………………………………………………….…………….7

18.0 EPA COMPLIANCE…………………………………………………………………………………………7

19.0 BONDING……………………………………………………………………………….………………..….7

20.0 TERMS AND CONDITIONS ........................................................................................................................ 7

PART III: PROPOSAL FORMAT ………………………………………………………….………………………...8

1.0 GENERAL FORMAT .................................................................................................................................... 8

2.0 PROPOSAL FORMAT .................................................................................................................................. 8

PART IV: EVALUATION AND SELECTION PROCEDURE………………………………………..…………… 11

1.0 EVALUATION COMMITTEE.................................................................................................................... 11

2.0 EVALUATION PROCESS ........................................................................................................................ 111

3.0 EVALUATION CRITERIA ......................................................................................................................... 11

PART V: SCOPE OF SERVICES (DETAILS)…………………………………………………...…….……………13

PART VI: APPENDICES

1.

Special Terms & Conditions for RFP (Appendix A)

2.

Addenda Acknowledgement Form (Appendix B)

3.

References (Appendix C)

4.

Non-Collusion Certificate (Notarized) (Appendix D)

5.

Debarment Affidavit (Notarized) (Appendix E)

6.

Anti-Bribery Affidavit (Notarized) (Appendix F)

7.

Certificate of Insurance Coverage (Appendix G)

8.

MSCS Policy 2011 Local Preference Purchasing (Appendix H)

9.

Compensation/Pricing Schedule (Appendix I)

10.

Non-Boycott of Israel Certification (Appendix J)

11.

Iran Divestment Act Certification (Appendix K)

12.

Certificate Regarding Lobbying (Appendix L)

2

PART I: SCOPE OF WORK

1.0 BACKGROUND

Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools

(MSCS) district. MSCS is Tennessee’s largest public school district and is among the 25 largest public-

school districts in the United States. MSCS serves more than 106,000 students in more than 200 schools. We

employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population

while offering programming and services to meet the needs of all our students.

Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic

decision-making and informed solution-based decisions. The information gleaned from data, research-based

strategies, and performance outcomes provides our district with amazing opportunities to offer high-quality

educational options to every student.

The MSCS mission is to prepare all students for success in learning, leadership, and life through three strategic

initiatives. The initiatives are:

1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)

2. Recruit, Retain, Immerse, and Entrench

3. Relevant, Rigorous, and Equitable Academics

2.0 SCOPE OF SERVICES

SCBE requests proposals for: Lease Accounting Software. A description of the services requested is

contained in this Request for Proposal. Responses submitted must meet or exceed all requirements. Proposals

that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

3.0 NON-EXCLUSIVE

The intent of this RFP is to provide SCBE with an expedited, yet thorough and accurate, means of procuring

supplies and/or services. The contract resulting from this RFP and the response provided by the vendor shall be

non-exclusive.

4.0 NOTICE OF INTENT TO AWARD

A Notice of Intent to Award is written notification that a vendor has been selected for a contract award. This

Notice is not a guarantee of award. The governing Board of SCBE reserves the right to reject or accept the

recommendation submitted by MSCS Procurement as a result of this RFP. If the Board accepts and approves the

recommendation, an agreement will be submitted to the successful vendor. While this contract is open for minor

negotiations, the form of said contract will set forth the basic and fundamental terms and conditions that govern.

If the Board rejects the recommendation, MSCS shall rescind the Notice of Intent to Award.

3

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all SCBE/MSCS information provided pursuant to this RFP may contain trade

secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any

confidential or proprietary information of SCBE and/or third-party participant.

2.0 TERMS OF AGREEMENT

The anticipated term of this contract is one (1) year with two (2) additional one (1) year options to renew.

Note: Vendor shall be fully staffed and equipped to perform the Services as contracted.

A. SCBE expects all vendors to provide year-over-year cost reduction recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required should the vendor

experience a decrease in costs associated with performing the Services under the contract.

C. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality or provide

similar Services to another customer, or advertise special discounts or sales, at a price below those quoted within

the contract, said discounted prices shall be offered to MSCS and the contract shall be amended to reflect the

same.

3.0 PRE-PROPOSAL CONFERENCE (NOT REQUIRED FOR THIS PROJECT)

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Vendor orally. Questions

must be submitted in writing to the Point of Contact (see Part II, § 5.0). To be given consideration, the questions must be

received NO LATER THAN March 6, 2026 @ 10:00 AM CST. Questions that are deemed to be substantive in nature

will be responded to in the form of a Questions and Answers and posted on March 18, 2026 by 5:00 PM on the SCBE

website Memphis Shelby County Schools. Please do not submit questions in PDF format.

4

RFP Post

Questions Due

Q&A Post on Website

RFP Due Date/Time

RFP Schedule

March 5, 2026

March 12, 2026 10:00 AM (CST)

March 16, 2026 5:00 PM

March 23, 2026 1:00 PM

5.0 POINT OF CONTACT

JaNese K. Graves

Procurement Advisor

gravesj1@scsk12.org

6.0 CONTRACT OFFICER /SCBE SUPERVISION

Vendor’s performance will be under the technical direction of the Buyer/Requesting Department/Project Manager

who will be responsible for ensuring vendor’s compliance with the requirements of the contract and shall include

managing the daily activities related to the performance of the Services pursuant to the terms and conditions of the

contract, providing technical guidance to the vendor regarding the performance of Services under the contract, and

overall project scheduling and coordination.

7.0 CONTRACT TYPE

The contract resulting from this RFP will be a price contract based on the scope of work.

8.0 PAYMENT TERMS

Vendor shall submit an invoice detailing the Services provided. Payment shall be in accordance with line-item price

on the Purchase Order and made within thirty (30) days after the date of receipt by MSCS of an accurate invoice.

SCBE reserves the right to reduce or withhold contract payment in the event the Vendor does not provide SCBE

with all required deliverables within the timeframe specified in the contract or if the Vendor otherwise breaches the

terms and conditions of the contract.

9.0 RFP REVISIONS

Should it become necessary to revise any part of this RFP, addenda will be posted on SCBE’s Procurement Office

website @ http://www.scsk12.org/procurement/bids. All addenda, amendments or changes issued shall be deemed

received by vendor provided they are posted to SCBE Procurement Office website. Failure of any vendor to

acknowledge receipt of such addenda shall not relieve any vendor from any obligations under this RFP as amended

by all addenda. All addenda so issued shall become part of the contract.

10.0 SUBMISSION DEADLINE

To be eligible for consideration, proposals must be received at the Procurement Office no later than March 23,

2026 @ 1:00 PM CST. Vendors mailing proposals shall allow sufficient carrier delivery time to ensure timely

receipt of their proposal to the Procurement Office. Proposals received after the submission deadline, no matter

what the reason, proposals will not be considered and will be returned unopened. Delivery to SCBE mailroom,

lobby, etc. shall not constitute delivery. The Procurement Office is located at 160 S Hollywood Street, Room

126, Memphis, TN 38112. RFP proposals delivered to any other location shall not constitute delivery to the

Procurement Services Office.

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

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