Project Information

Bid Title

Request for Proposals (RFP) No. 26-001 Enterprise Resource Planning (ERP) Application Acquisition and Implementation

Issuing Agency

City Schools of Decatur

Location

Georgia

Published Date

Dec 9, 2025

Closing Date

Feb 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP26-001

Original Source

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Bid Documents

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Project Description

RFP26-001EnterpriseResourcePlanning

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Vision

We strive to cultivate an educational foundation that empowers students to realize

their full potential, thrive as productive global citizens, ignite positive

change, and create a more just and equitable world.

TO:​

FROM:​

DATE:​

SUBJECT:​

All Offerors

Lonita S. Broome, PhD, Chief Financial Officer

December 9, 2025

Request for Proposals (RFP) No. 26-001 Enterprise Resource Planning (ERP) Application Acquisition and

Implementation

City Schools of Decatur (“CSD”) invites you to submit a submittal for an integrated Enterprise Resource Planning (“ERP”)

system and associated implementation services. These services should include providing an ERP solution that meets the

requirements identified in this RFP, and it should be noted that any proposal for an ERP must also include the professional

services necessary to fully implement the system. CSD is comfortable with the implementation of Tier 1 and Tier 2

application systems and understands potential budget requirements.

Proposals are to be sealed, marked with the offeror’s name and address and labeled: RFP # 26-001 ERP Application

Acquisition and Implementation and delivered to:

City Schools of Decatur

Elizabeth Wilson School Support Center

Attention: Kattina Abram

125 Electric Avenue

Decatur, Georgia 30030

no later than 1:30pm EDT, Tuesday, February 3, 2026. Submissions received after this date and time will not be considered.

Having the wrapper or envelope postmarked by February 3, 2026, does not meet these RFP requirements. Delivering the

document to a commercial delivery service is also insufficient until the offer is received at the designated location listed

above.

The written requirements contained in this RFP shall not be changed or superseded except by a written addendum from the

City Schools of Decatur. CSD reserves the right to reject any and all proposals deemed to be non-responsive and also

reserves the right to reject any and all proposals, to waive any technicalities, informalities, or irregularities, and to ultimately

award a contract to the firm that is deemed to have presented the best and most advantageous proposals for the School

District, resulting from an evaluation process using criteria outlined in Section III of this RFP.

An Optional Pre-Proposal Conference will be held virtually on Thursday, January 8, 2026, at 10:30am EDT hosted by the City

Schools of Decatur via Google Meet:

RFP 26-001 ERP RFP Pre-Proposal Conference

Thursday, January 8, 2026 · 10:30am – 12:00pm

Time zone: America/New_York

Google Meet joining info

Video call link: https://meet.google.com/ucz-rdje-hcn

Or dial: (US) +1 762-441-1128 PIN: 818 804 510#

More phone numbers: https://tel.meet/ucz-rdje-hcn?pin=7548671494325

Any questions regarding this RFP shall be submitted in writing no later than, Wednesday January 21, 2026, at 12pm noon, to

Kattina Abram via email: purchasing@csdecatur.net. Questions received after noon on Wednesday, January 21, 2026, will

not receive a response.

PROPOSALS SHALL BE SUBMITTED IN A SEALED ENVELOPE AND MARKED “REQUEST FOR PROPOSAL NO. 26-001” ON

THE OUTSIDE OF THE ENVELOPE, AS WELL AS THE DATE OF THE PROPOSAL OPENING. FOR IDENTIFICATION

PURPOSES, THE OFFEROR’S NAME AND COMPLETE ADDRESS SHALL BE PRINTED OR TYPED ON THE OUTSIDE OF THE

ENVELOPE.

VISIT OUR WEBSITE AT www.csdecatur.net

SOLICITATION NO. 26-001

REQUEST FOR PROPOSAL

FOR

ENTERPRISE RESOURCE PLANNING (ERP)

APPLICATION ACQUISITION AND IMPLEMENTATION

FOR

CITY SCHOOLS OF DECATUR

CITY SCHOOLS OF DECATUR

ELIZABETH WILSON SCHOOL SUPPORT CENTER

PURCHASING DEPARTMENT

125 ELECTRIC AVENUE

DECATUR, GA 30030

City Schools of Decatur RFP 26-001 - Page 2 of 84

Contents

Section I – Request For Proposal Introduction & Background​

5

A. Purpose​

5

B. Background​

5

C. Current ERP Environment​

5

Section II – Scope of Services​

7

Section III – Submittal Response Requirements and Format​

13

A. Mandatory Requirements​

14

B. Offeror Background, Qualifications and Capability​

15

1. Background​

15

2. Qualifications​

15

3. Licensing​

16

4. Contract Performance​

16

5. Vendor’s Current Legal Status​

16

6. Insurance​

16

7. Suspension and Debarment​

18

8. Conflict of Interest​

18

C. Solution Proposed and Application Software Capabilities​

18

D. Implementation, Go Live, and Support Approach​

19

1. Project Management​

19

2. System Design​

19

3. Build​

19

4. Testing​

19

5. Training​

20

6. Knowledge Transfer​

20

7. Change Management​

21

8. Go Live / Support​

21

9. Implementation Schedule​

21

10. Integration and Interfaces​

21

11. Reporting and Analysis​

21

12. Data Conversion​

22

E. Project Team / Personnel Capability​

22

F. Hosting and Service Level Agreement (SLA)​

23

G. Pricing, Fee, and Term Structure​

24

1. Pricing And Fees​

24

2. Contract Term Structure​

24

3. Funding Out Clause​

25

4. Payments and Pricing​

25

H. K-12 Public School Clients / References​

25

I. Other Proposal Conditions​

26

1. Non-Collusion Affidavit​

26

2. Cost Incurred By Offerors​

26

City Schools of Decatur RFP 26-001 - Page 3 of 84

3. Minority Business Policy Statement​

26

4. Project Organization​

26

5. Contact With CSD Staff​

26

6. RFP Appendices​

26

7. Non-Exclusive Rights​

27

8. No Minimums Guaranteed​

27

9. Performance Expectations​

27

10. Change of Scope​

27

11. Contractor Affidavit​

27

Section IV – Proposal Submittal​

27

A. RFP Timetable​

28

B. Proposal Submission​

28

C. RFP Questions and Requests For Information​

29

D. Additional Information / Addenda​

29

E. Late Proposals, Late Modifications, and Late Withdrawals​

29

F. Rejection of Proposal​

29

G. Scripted Demonstrations​

29

H. Site Visits​

30

Section V – Proposal Evaluation and Award​

31

A. Administrative Review / Mandatory Requirements​

31

B. Evaluation of Written Proposals​

31

C. Final Evaluation​

31

D. Selection / Award​

32

Appendix A – Functional and Technical Requirements And Capabilities​

33

Appendix B – Pricing Proposal Template​

76

Appendix C – Acknowledgment of Addendum Form​

78

Appendix D – Reference Survey Form​

79

Appendix E – Proposal Submittal Checklist​

80

Appendix F – Security and Immigration Compliance Affidavit​

81

Appendix G – Subcontractor Affidavit Under O.C.G.A. 13-10-91(b)(3)​

83

Appendix H – Debarment and Suspension Certificate​

84

City Schools of Decatur RFP 26-001 - Page 4 of 84

Section I – Request For Proposal Introduction & Background

A.​ Purpose

The City Schools of Decatur (“CSD”), the owner, is soliciting proposals from offerors

experienced in providing ERP solutions in public sector organizations and providing the

professional services necessary to fully implement the solution.

B.​ Background

CSD is an independent public school district created by the State of Georgia General

Assembly through the Charter for the City of Decatur. It serves approximately 5,700

students residing within the city's four-square-mile area, providing public education for

infants to Pre-K and Kindergarten through 12th grades. CSD facilities include 10 schools

and 2 administrative offices. CSD is routinely one of the highest-performing districts in

the state. Known within the Decatur community for its strong test scores and community

involvement, CSD has a total staff of approximately 876 employees supporting these

5,700 students.

C.​Current ERP Environment

The CSD current ERP system is SmartFusion from Harris School Solutions and this

software application supports core finance, human resources and supply chain

functionality. Other software systems have been acquired to supplement functionality in

finance, human resources, procurement, and document management, including:

−​ Frontline Central supports recruiting and hiring, applicant tracking, online job

employment applications, web-based employment applications, employment

contracts, hourly reporting, professional learning catalog and tracking, absence &

substitute management.

−​ SoftDocs is used for creating document layouts (e.g., checks, purchases orders,

W-2s, 1095s) and archiving

−​ Adobe Sign supports invoice scanning and approval processes.

There are other software applications in use besides SmartFusion and these auxiliary

ERP applications, and these applications will remain even with an integrated ERP

application.

−​ Infinite Campus Student Information System (SIS) student and parent portal also

supporting School Nutrition sales collections and accounting.

−​ Transfinder and Busfinder supporting school bus routing.

−​ Georgia Teacher Keys Effectiveness System (TKES) supporting the certificated

employee evaluation system.

−​ Google Workspace is the primary identity provider supporting multi-factor

authentication (MFA) and collaboration suite. Of note: the district has only

marginal use of Microsoft Office products and Windows endpoints. Although

some business units have access to Microsoft Office and Windows, the

organizationally and ERP userbase overwhelmingly uses macOS devices and

Google Workspace.

−​ State Health Benefit Plan (SHBP) supporting the health enrollment for all

employees.

−​ Campus Benefits supporting vendor-based flexible benefit plan changes.

−​ State of Georgia / Bank of America web-based electronic card payment

management service supporting procurement cards (P-Cards).

−​ DocHub supports e-signatures across the school district

City Schools of Decatur RFP 26-001 - Page 5 of 84

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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