Richmond Public Schools
2395 Hermitage Road
Richmond, VA 23220-1307
Procurement and Property Management
Phone: (804) 780-6090
Fax: (804) 780-6151
Charles T. Ward, Director of Procurement
January 22, 2020
To All Interested Offerors:
Please find attached here to our Request for Proposal (RFP) 2 0 - 6 9 4 3 - 0 1 f o r p r o v i d i n g a n
E n t e r p r i s e R e s o u r c e P l a n n i n g ( E R P ) S y s t e m f o r R i c h m o n d P u b l i c S c h o o l s . Please
read carefully the information contained herein.
You are requested to submit one (1) Electronic Copy of your response no later than 7:00 p.m. Eastern
Standard Time (EST), Friday, February 21st, 2020 utilizing the instructions that can be found in
Attachment “A” of this RFP.
If you have any questions concerning this RFP, please call me at (804)780-6090.
Charles T. Ward,
Director of Procurement & Property Management
Richmond Public Schools
2395 Hermitage Road, Vatex Bldg.
Richmond, VA 23220
THE CITY OF RICHMOND PUBLIC SCHOOLS
2395 Hermitage Road
Richmond, Virginia 23220
Request for Proposals (RFP)
***THIS FORM MUST BE SIGNED BELOW AND RETURNED WITH THE PROPOSAL TO BE CONSIDERED A VALID OFFER***
ISSUE DATE: January 22, 2020
RFP NUMBER: 20-6943-01
Title: Enterprise Resource Planning (ERP)
Procurement Officer: Mr. Charles Ward, C.P.M., VCO
DIRECT INQUIRIES TO: https://
How did you hear about this Bid / RFP?
Sealed proposals will be received until 7:00 p.m., February 21, 2020 for furnishing goods and services described
herein. If necessary, any addendums will be posted on the Bonfire Portal and the Richmond Public Schools
Procurement website which can be found at: https://www.rvaschools.net/Page/1697
Proposals will only accepted via the electronic Bonfire Portal. Instructions can be found in Attachment “A” of this RFP.
Richmond Public Schools reserves the right to accept or reject any or all proposals or any part thereof. Richmond Public Schools reserves the right to
award multiple contracts to more than one Offeror, in part or in whole, whichever is deemed to be in its best interest. Offerors must clearly identify any
information considered by the offeror to be confidential. However, offerors shall invoke the protection of this data or other materials prior to or upon
submission of such data or material, and state the reasons why protection is necessary. Any contract resulting from this solicitation may be extended to
the City of Richmond or any public agency or body in, but not necessarily limited to, the Central Virginia area to permit those public agencies or bodies
to purchase at contract prices, in accordance with the terms, conditions and specifications of this solicitation. The successful offeror(s) shall deal directly
with each agency in regard to order placement, delivery, invoicing and payment.
THIS SECTION MUST BE COMPLETED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR FIRM.
In compliance with the above Request for Proposals and subject to all the terms and conditions thereof, the undersigned offers, and agrees, if this proposal
is accepted within ___ calendar days from the date of the receipt of proposals, to furnish any or all of the items and/or services delivered to the point
Name and Address of Firm:
(Please sign in ink)
(Please print signer’s name)
Please Initial to Acknowledge Receipt of Addenda: #1____________ #2___________ #3____________
The Vendor certifies and acknowledges that the information stated below is proprietary
and confidential. Please list all sections of the proposal that contains proprietary and
Table of Contents
II. Statement of Need/Scope of Services.............3
III. Offeror's Instructions.....................................11
IV. Proposal Evaluation Process..........................19
V. Proposal Evaluation Criteria..........................20
VI. Proposal Requirements.................................21
VII. Terms & Conditions......................................22
VIII. Attachments A-N
REQUEST FOR PROPOSALS # 20-6943-01
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM FOR THE CITY OF
RICHMOND PUBLIC SCHOOLS
This Request for Proposals (RFP) is for services from qualified firms for software and implementation
services of an Enterprise Resource Planning (ERP) System. Offerors’ responses will be evaluated and
ranked based on the criteria described in this RFP. If a system is available that meets RPS’s needs,
RPS may then enter into negotiations and/ or contract discussions with the selected Offeror. In addition
to soliciting written responses, this document provides information to assist Offerors in preparing their
responses and facilitates the subsequent evaluation and comparison process. In that regard, this RFP:
Provides information essential to soliciting meaningful recommendations and
realistic commitments from the Offerors;
Specifies the desired format and content of proposals in response to this RFP;
Outlines RPS’s evaluation and selection procedures;
Establishes a schedule for the preparation and submission of proposals in response
to this RFP; and,
Establishes a performance standard for the selected Offeror.
This RFP and the selected proposal in response to this RFP will be incorporated into the contract
resulting from this solicitation; provided, however, that the contract may contain terms different from or
in addition to this RFP and the successful proposal. For purposes of this RFP, the term “contractor,”
“offeror,” and “proposer” are considered to have the same meaning.
Richmond Public Schools, referred to as “RPS”, is planning to replace the current software system
environment that supports various business processes with a new Enterprise Resource Planning
System (ERP). In doing so, RPS seeks to address several challenges in the current environment,
including but not limited to:
• Limited Electronic workflow in the current application.
• An overall lack of user-friendly functionality in the current system has created the
need for manual processes or separate systems.
• There is limited query and reporting capabilities in the current system.
• Current applications do not provide sufficient automation functionality.
• Lack of Human Resource Management capabilities.
In order to address these challenges and others, RPS has initiated an enterprise-wide project to
adequately plan for, select, and implement a replacement software system, or systems.The
primary objective is to procure, implement and maintain a system, or an integrated system of
systems, that eliminate the challenges listed above, allow for streamlined collection and
processing of information, and to facilitate standardization and timely access to information.
The selected Offeror shall have demonstrated understanding of best practices for financial
management in school divisions and/or governmental agencies, has a strong commitment to training
and support, and has demonstrated experience with Virginia school divisions. RPS is interested in
implementing commercially available software that can provide a proven, integrated, and fully
developed financial management system.
RPS current ERP is CIMS (Comprehensive Information Management System) by Weidenhammer and
contains these fully functional components: