26-011 (District-Wide ERP System)

The Spring Independent School District is soliciting competitive proposals for a district-wide Enterprise Resource Planning (ERP) system to consolidate and streamline critical administrative functions including finance, human resources, payroll, and procurement across its operations. The RFP, identified as RFP26-011, requires vendors to deliver a fully integrated, user-friendly ERP solution that is compliant with TEA/TSDS/Ed-Fi standards and capable of interfacing with existing district systems. Proposals are due by 12:00 pm CST on June 5, 2026, via the district’s online e-sourcing platform, and must include a comprehensive set of documentation such as a detailed implementation schedule, methodology, company narrative, system requirements spreadsheet, Form W-9, and certifications addressing federal compliance, Buy America provisions, debarment status, and Texas education code requirements. The award recommendation is scheduled for August 11, 2026, following review by the Board of Trustees. The initial contract term is two years, running from August 11, 2026, through August 10, 2028, with an option for up to four annual renewals, followed by potential year-to-year extensions under purchase orders until re-bidding occurs. Pricing must be fixed for the initial term, with vendors required to specify unit costs for software licenses, annual maintenance, system customization, end-user training, technical support, and other recurring expenses. Evaluation will be based on factors including purchase price, long-term costs, quality of service, alignment with district needs, vendor reputation, past relationship with the district, HUB compliance impact, and whether the vendor maintains a substantial presence in Texas. All proposals must comply with federal regulations under 2 CFR Part 200, including Davis-Bacon, Clean Air Act, Equal Employment Opportunity, and Debarment provisions, and contractors must provide proof of insurance including worker’s compensation and comprehensive general liability coverage. The total estimated annual value exceeds $200,000, and the contract may be subject to record retention requirements if the total value reaches $1,000,000 or more under Texas Government Code. Vendors must also certify adherence to federal prohibitions on certain telecommunications and surveillance equipment and confirm they are not excluded from federal procurement programs via SAM.gov.