RFP 25-007 Enterprise Resource Planning

The City Schools of Decatur is seeking proposals for a comprehensive, cloud-based Enterprise Resource Planning (ERP) system along with full implementation services through RFP 25-007. The project aims to acquire a fully integrated SaaS solution that supports core back-office functions such as finance, human resources, supply chain, project and grant management, and employee benefits, with the goal of enhancing data quality, streamlining manual processes, and supporting strategic decision-making. The contract, valued between two and five million dollars, will span an initial five-year term with options for renewal, emphasizing phased deployment to ensure critical processes like payroll are prioritized. Vendors are expected to provide detailed technical and functional solutions, including modules for accounting, procurement, fixed assets, budgeting, HR, talent acquisition, payroll, and technical infrastructure, with a preference for cloud deployment integrated with existing systems like Google Workspace. The procurement process involves a structured evaluation based on criteria such as vendor qualifications, solution capabilities, implementation approach, project team expertise, hosting arrangements, pricing, and references from other K-12 clients. Proposals must adhere to strict submission guidelines, including a 50-page limit, and will be evaluated through written responses, potential onsite demonstrations, and reference site visits. The process emphasizes compliance with federal and state regulations, including affidavits for security, immigration, and debarment, and requires detailed pricing using a provided SaaS template. The timeline for the RFP includes a vendor pre-proposal meeting, question period, proposal submission deadline, and subsequent evaluation leading to Board approval and contract award by December 2025. The district reserves the right to reject any proposals and may conduct oral demonstrations or site visits to ensure the selected solution aligns with its strategic and operational needs.