Enterprise Resource Planning (ERP) System and Stand Alone Software Solutions

City of Newnan
Request for Qualifications
To Provide
Enterprise Resource Planning (ERP) System and
Stand Alone Software Solutions
Newnan, Georgia

Enterprise Resource Planning (ERP) System
City of Newnan
Request for Qualifications (RFQ)
FACT SHEET
Title of RFQ: Enterprise Resource Planning (ERP) System
Owner: City of Newnan
Date of Issue: 5/1/2026
Last Day/Time to Submit
5/18/26 by 12:00 pm
Questions:
Statement of Qualifications Due
6/5/26 by 12:00 pm
Date:
3 paper copies and 1 digital copy - marked on exterior of
Copies of Statement of
envelope "ERP System" or if submitting a stand alone solution,
Qualifications Required:
"Stand Alone Solution - Insert Name of Solution"
Statement of Qualifications
Newnan City Hall, 25 LaGrange Street, Newnan, GA 30263
Submission Location:
1

1. Background
The City of Newnan, located 35 miles southwest of downtown Atlanta, on Interstate 85 South, and
county seat of Coweta County, Georgia. Since 1960, the City of Newnan has operated under the
Council-Manager form of government. The City Council sets policies and relies on the City
Manager to implement policy direction. The City Council consists of a Mayor and six Council
members. The Mayor is elected at large and serves a four-year term. Council members are elected
by district and serve four-year staggered terms. The City Council represents the interests of
citizens of Newnan by adopting public policies. City Council also determines the City's mission,
scope of services, and tax levels, passing ordinances, approving new projects and programs and
ratifying the budget.
The City Manager, who is appointed by and reports to the City Council, serves as the Chief
Administrative Officer and is charged with the implementation of City Council adopted policies and
directives and the day-to-day operations of the City. The City Manager is responsible for hiring
directors to oversee each department.
The city currently employs 343 (including part-time) staff organized into five functions: General
Government, Public Safety, Public Works, Community Development and Other Services.
* General Government consists of City Council, City Manager, Human Resources, Finance,
Information Technologies, and Facilities Maintenance
* Public Safety includes the Police, Municipal Court, Probation, and Fire Department
* Public Works include the Street, Garage, Engineering, Cemetery and Sanitation
Departments
* Community Development includes Planning and Zoning, Engineering, Building Inspection,
Beautification and
* Other Services includes the Carnegie Library, Business Development, Keep Newnan
Beautiful, Leisure Services and Main Street.
The Request for Qualifications (RFQ) seeks to identify potential respondents of the below-
mentioned services. All respondents to this RFQ are subject to instructions communicated in
this document and are cautioned to completely review the entire RFQ as well as follow
instructions carefully. The City of Newnan reserves the right to reject any or all statements of
qualifications or proposals, and to waive technicalities and informalities at the discretion of the
City of Newnan.
Scope of Services
The scope of services is found in Exhibit A. It is the City's priority to integrate finance, procurement,
and payroll and human resource functions. However, the City is open to receiving standalone best-
in-class solutions for specific components listed within the scope of services. It is the desire of the
2

City to streamline as many solutions as possible, but we do not desire to sacrifice quality for the
sake of integration.
2. GENERAL INFORMATION & SUMMARY
Organization Requesting Qualifications
City of Newnan
25 LaGrange Street
Newnan, GA 30263
Designated Contact Person
Name: Meg Kelsey
Position: Assistant City Manager
Email: mkelsey@newnanga.gov
Procurement Process
Statements of Qualification will be evaluated in accordance with the criteria set form in this
Request for Qualifications. The City of Newnan may subsequently request additional information,
request references or interview a limited number of Respondents that demonstrate the most
appropriate qualifications.
Informational Meeting
There will not be an informational meeting for this Request for Qualifications. Any questions
should be direct in writing via e-mail with the subject stating "ERP System" or "Stand Alone
Solution" to mkelsey@newnanga.gov, no later than May 18, 2026, 12pm. Questions and answers
will be provided as an addendum to this Request for Qualifications.
Submission Deadline
Statement of Qualification must be received no later than 12:00 pm Eastern Time on June 5, 2026,
to 25 LaGrange Street, Newnan, GA 30263. The Respondent must submit three paper copies and
one electronic file. Qualifications received after the due date noted on the cover sheet will not
be accepted. Faxed or emailed proposals will not be accepted.
Submission Address
Statements of Qualification should be sent to Cleatus Phillips, City Manager, 25 LaGrange Street,
Newnan GA 30263.
Definitions
The following definitions shall apply to and are used in this RFQ:
"Respondent" or "Respondents" - refers to the interested persons and/or firms(s) that submit a
Statement of Qualification.
3

"RFQ" - refers to this Request for Qualification, including any amendments hereof or supplements
hereto.
"SOQ" - refers to Statement of Qualifications.
3. OBJECTIVES
The City intends to replace its existing ERP system with a proven system that is designed around best
practices allowing the City to streamline and improve processes that result in timely accurate, and
easy-to-access information. More specifically, the new ERP system should meet the following
objectives:
a. Consolidate information, link processes and functions.
b. Streamline business processes to take advantage of best practices through automation,
integration, and workflows
c. Provide a user-friendly and intuitive user interface to promote system use and
productivity
d. Eliminate the need for redundant data entry
e. Eliminate the need for manual input and provide necessary reports and reporting
capabilities, and access to data through inquiry or drilldown capacity
f. A system that leverages the latest trends in data storage, inputs, processes, outputs,
interfaces, and analytics.
4. CITY'S EXPECTATIONS
The City expects fairness, professionalism, and transparency in all transactions. The chosen
respondent is expected to provide:
a. A business relationship built on stability and consistent results.
b. A quality ERP solution or standalone solution that is free from defects or "bugs"
c. A system that aligns with the City's requirements and adds value to processes and to the
organization.
d. A system that provides clear upgrade schedules and regular enhancements to stay current
with the latest data technology trends.
e. An environment that provides stable growth and progression of new ideas.
f. A dedicated project manager and project team during implementation.
g. Prompt support for implementation and ongoing operations.
h. Reasonable accommodations for custom features based on a mutually agreed upon
scope, schedule and cost.
i. Access to quality training materials.
5. PROCESS FOR SELECTION OF ERP SYSTEM
A. Summary
Through this Request for Qualifications (RFQ), the City of Newnan, Georgia, requests
Statements of Qualifications (response) from experienced and qualified respondents to
provide, install, and maintain an Enterprise Resource Planning (ERP) System to assist the City's
Staff in performing its financial and other related duties.
4

This RFQ represents just the first phase of a two-phase selection process. The City is using this
RFQ to pre-qualify ("Short-List") a subset of the respondents to participate in a subsequent
Request for Proposals (RFP) process. All respondents interested in providing an ERP system
to the City of Newnan must first prequalify through this RFQ process.
B. The RFQ Process - Phase 1
The Request for Qualifications process is being used to identify and qualify respondents that
best meet the city's needs as an Enterprise Resource planning Solutions provider. To that end,
the City has identified the following steps that will be undertaken to identify candidates and
narrow the search to a manageable number of respondents that are determined to best meet
the city's needs:
1. Identify and invite interested ERP Respondents to participate in the RFQ process.
2. Receive and review Statement of Qualifications submitted to the City.
3. Evaluate and qualify candidates that best meet the city's needs and RFQ requirements.
4. Further evaluate and qualify candidates based on High-Level Product and Service
Demonstrations.
5. Select the final candidates that will be eligible to participate in the future phases of the
selection process.
C. The RFP Process - Phase 2
Only a select few candidates will be eligible to participate in the RFP Process based on the
results of the RFQ Process. The City reserves the right to issue more than one RFP if it is
determined that stand alone solutions are deemed most beneficial for specific areas of the
scope of services. The City will partner with the respondent(s) that are determined to best
meet the City's needs based on the results of the RFP Process.
D. Anticipated Schedule Activity Dates:
1. Issuance of Request for Qualifications: May 1, 2026
2. Last Day for Questions: May 18, 2026
3. RFQ Responses Due: June 5, 2026
4. Notify respondents selected for Demonstration: June 12, 2026
5. Demonstrations: June 22, 2026
6. Notification of respondents selected to participate in RFP Process: July 1, 2026
Conditions Applicable to RFQ
Upon Submission of the SOQ, the Respondent acknowledges and consents to the following conditions
relative to the submission and review and consideration of its SOQ:
1. This document is an RPQ and does not constitute an RFP.
2. This RFQ does not commit the City of Newnan to issue an RFP.
5

3. All costs incurred by the Respondent in connection with responding to this RFQ shall be borne
soley by the Respondent.
4. The City of Newnan reserves the right to reject for any reason any responses and components
thereof and to eliminate from further consideration any Respondents.
5. The City of Newnan reserves the right to reject any Respondent that submits an incomplete
or non-responsive SOQ to this RFQ.
6. The City of Newnan reserves the right, without prior notice, to supplement, amend, or
otherwise modify this RFQ, or otherwise request additional information.
7. All SOQs shall become the property of the City of Newnan and will not be returned.
8. The City of Newnan may request Respondents to send representatives to the City of Newnan
for interviews.
9. The City of Newnan reserves the right to change or alter the schedule for any events called for
in this RFQ upon the issuance of notice to all prospective Respondents who have received a
copy of this RFQ.
10. The City of Newnan reserves the right to conduct investigations of any or all the Respondents,
as the City of Newnan deems necessary or convenient, to clarify the information provided as
part of the SOQ and to request additional information to support the information included in
the SOQ.
11. The City of Newnan reserves the right to suspend or terminate the procurement process
described in this RFQ at any time. If terminated, the City may determine to commence a new
procurement process or exercise any other rights provided under applicable law without any
obligation to the Respondents.
12. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed
person, firm or corporation.
13. This proposal is not submitted in conformity with any agreement or rules of any group,
association, organization or corporation.
Addenda or Amendments to RFQ
During the period provided for the preparation of responses to the RFQ, the City of Newnan may issue
addenda, amendments or answers to written inquires. Those addenda will be noticed by the City of
Newnan and will constitute a part of the RFQ. All responses to the RFQ shall be prepared with full
consideration of the addenda issued prior to the SOQ submission date.
Cost of SOQ Preparation
All documents and information requested herein shall be prepared at the sole cost and expense of
the Respondent. There shall be no claims whatsoever against the City of Newnan, its officers, officials
or employees, for reimbursement for the payment of costs or expense incurred in preparing and
submitting an SOQ or for participating in this procurement.
SOQ Format
SOQ which, in the judgment of the City of Newnan, fails to meet all requirements of the RFQ or which
6

are in any way conditional, incomplete, obscure, contain additions or deletions from requested
information or contain errors may be rejected.
Communications Regarding this RFQ
All communications concerning this RFQ or the RFQ process shall be directed to the City of Newnan's
Designated Contact Person listed in Section 2.
6. STATEMENT OF QUALIFICATIONS (SOQ) SUBMITTAL FORMAT REQUIREMENTS
RFQ responses must be submitted in packaging that is clearly marked ERP System or Stand Alone
System on the exterior of the packaging.
RFQ response shall include all requested information as follows:
* Three (3) Paper Copies - One Complete Original and Two Complete Copies
* One Complete Digital Copy
Faxed and Emailed Response will NOT be acceptable and may be destroyed upon receipt.
7. STATEMENT OF QUALIFICATIONS (SOQ) PROPOSAL FORMAT AND CONTENT REQUIREMENTS
Proposals should be structured, presented, and labeled in the following manner:
* Cover Letter
* Table of Contents
* Section 1 - Executive Summary
* Section 2- Respondent Background
* Section 3 - Respondent Qualifications
* Section 4- References
* Section 5 - Proposed Solution
* Section 6 - Project Implementation
* Section 7 - Ongoing Maintenance and Support Services
Cover Letter
The Cover Letter, which is to be no longer than three (3) pages, must include the following:
* Respondent's legal name and corporate structure, including state incorporated in.
* Respondent's primary contact including name, title, address, phone and email.
* The type of solution being proposed.
* Identification of subcontractors (if any) and scope of work to be performed by
subcontractors.
* Identification of any pending litigation against the Respondent.
7

* Disclosure of any bankruptcy or insolvency proceedings in the last 10 years.
* Statement indicating that the proposal remains valid for at least 120 days.
* Statement that the Respondent or any individual who will perform work for the
Respondent is free of any conflict of interest.
* Signature of an authorized company official. Failure to sign the RFQ may disqualify the
submitting respondent. The person signing the RFQ must be a company official with
authority to bind the firm in a contractual agreement.
Table of Contents
All sections should be identified, and pages are to be consecutively numbered.
Section 1 - Executive Summary
Respondents must provide a brief and concise synopsis of Respondent's solution and a description
of the Respondent's credentials to deliver the services south under the RFQ.
Section 2 - Company Background
Respondents must provide a description of the company's background/history to include:
* Timeline, including company and product evolution, mergers, acquisitions, etc.
* Organization Chart
* Location of headquarters, technical support, field offices, and office location that would
service the City; and the total number of company employees
* Most recent Audited Financial Statements or published Annual Report
Section 3 - Company Qualifications
Respondents must provide company qualifications and experience in implementing solutions
similar in size and scope to what the City is seeking:
* Describe the Respondents familiarity with public sector ERP systems and associated
business processes, and specific experience with the requirements of municipalities.
* Identify Respondents existing client base including the number of existing clients using the
version/release of the software being proposed. Specifically identify experience with
similar sized Georgia agencies.
Section 4- References
Provide five (5) references with at least three (3) of the references for system that have been
implemented in the last five (5) years. References should be from municipalities of similar size
and complexity to the City and be specific to the software version/release being proposed.
For each reference, provide the following:
* Reference name and contact information (name, title, address, phone and email)
* Brief project description, including identifying the software version, type of solution
module and interfaces implemented.
* Implementation timeline and go-live date.
8

Provide a Current Client List in the State of Georgia including applications/modules supported for
each client.
Provide a Current Client List in the Southeastern US Region including the applications/modules
supported for each client.
Provide a list of clients for which the service agreements have been terminated within the past
three years. Provide a brief explanation of the circumstances that led to and occurred for each
such situation.
Section 5 - Proposed Solution
Identify the proposed solution. Proposals must describe the proposed solution in relation to the
following:
* Solution Overview
Name and origin of solution
o
Computing Environment(s)
o
Cloud-based SaaS
Premise-based
Or Both
System Architecture and Operating Requirements
o
Client Operating Environment (Hardware and operating platform)
o
Hardware assumptions and requirements
o
Data communication and connectivity assumptions and requirements
o
Software licensing structure and licensing requirements
o
Back-end databases used/supported
o
Guidance on data storage requirements
o
Guidance on printing architecture and print operations
o
Any additional third-party software requirements
o
Security features and capabilities
o
Application security
Data security
Network security
Application Development Environment
o
User interface methods and requirements (i.e. web-based, mobile devices,
o
supported browsers, remote access capabilities)
Integration with Microsoft and other common applications
o
Provide an overview of the ERP System's Interface Capabilities
o
Describe the frequency/scheduling and methods for updating the ERP
o
Applications/Modules and related system.
* Modules
A list of City's desired applications/modules is attached as Exhibit A.
o
9