Provide Enterprise Resource Planning 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:
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1. Background
TheCityofNewnan,located35milessouthwestofdowntownAtlanta,onInterstate85South,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. TheMayoriselectedatlargeandservesafour-yearterm. Councilmembersareelected
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
AdministrativeOfficerandischargedwiththeimplementationofCityCounciladoptedpoliciesand
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
instructionscarefully.TheCityofNewnanreservestherighttorejectanyorallstatementsof
qualifications or proposals, and to waive technicalities and informalities at the discretion of
the City of Newnan.
Scope of Services
ThescopeofservicesisfoundinExhibitA. ItistheCity'sprioritytointegratefinance,procurement,
and payroll and human resource functions. However, the City is open to receiving standalone
best-in-classsolutions forspecificcomponents listedwithinthescope of services. Itisthedesire
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oftheCitytostreamlineasmanysolutionsaspossible,butwedonotdesiretosacrificequalityfor
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
RequestforQualifications. TheCityofNewnanmaysubsequentlyrequestadditionalinformation,
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"tomkelsey@newnanga.gov,nolaterthanMay18,2026,12pm. Questionsandanswers
will be provided as an addendum to this Request for Qualifications.
Submission Deadline
StatementofQualificationmustbereceivednolaterthan12:00pmEasternTimeonJune 5,2026,
to25LaGrangeStreet,Newnan,GA30263. TheRespondentmustsubmitthreepapercopiesand
oneelectronicfile. Qualificationsreceivedaftertheduedatenotedonthecoversheetwillnotbe
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.
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"RFQ"-referstothisRequestforQualification,includinganyamendmentshereoforsupplements
hereto.
"SOQ" - refers to Statement of Qualifications.
3. OBJECTIVES
TheCityintendstoreplaceitsexistingERPsystemwithaprovensystemthatisdesignedaroundbest
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. Provideauser-friendlyandintuitiveuserinterfacetopromotesystemuseandproductivity
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. AsystemthatalignswiththeCity'srequirementsandaddsvaluetoprocessesandtothe
organization.
d. Asystemthatprovidesclearupgradeschedulesandregularenhancementstostaycurrent
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, Geogia, requests
Statements of Qualifications (response) from experienced and qualified respondents to
provide,install,andmaintainanEnterpriseResourcePlanning(ERP)SystemtoassisttheCity's
Staff in performing its financial and other related duties.
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This RFQ represents just the first phase of a two-phase selection process. The City is using
thisRFQtopre-qualify("Short-List")asubsetoftherespondentstoparticipateinasubsequent
RequestforProposals(RFP)process. AllrespondentsinterestedinprovidinganERPsystem
to the City of Newnan must first prequalify through this RFQ process.
B. The RFQ Process - Phase 1
TheRequestforQualificationsprocessisbeingusedtoidentifyandqualifyrespondentsthat
bestmeetthecity'sneedsasanEnterpriseResourceplanningSolutionsprovider. Tothatend,
theCityhasidentifiedthefollowingstepsthatwillbeundertakentoidentifycandidatesand
narrowthesearchtoamanageablenumberofrespondentsthataredeterminedtobestmeet
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
UponSubmissionoftheSOQ,theRespondentacknowledgesandconsentstothefollowingconditions
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.
3. AllcostsincurredbytheRespondentinconnectionwithrespondingtothisRFQshallbeborne
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soley by the Respondent.
4. TheCityofNewnanreservestherighttorejectforanyreasonanyresponsesandcomponents
thereof and to eliminate from further consideration any Respondents.
5. TheCityofNewnanreservestherighttorejectanyRespondentthatsubmitsanincomplete
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. TheCityofNewnanmayrequestRespondentstosendrepresentativestotheCityofNewnan
for interviews.
9. TheCityofNewnanreservestherighttochangeoralterthescheduleforanyeventscalledfor
inthisRFQupontheissuanceofnoticetoallprospectiveRespondentswhohavereceiveda
copy of this RFQ.
10. TheCityofNewnanreservestherighttoconductinvestigationsofanyoralltheRespondents,
astheCityofNewnandeemsnecessaryorconvenient,toclarifytheinformationprovidedas
partoftheSOQandtorequestadditionalinformationtosupporttheinformationincludedin
the SOQ.
11. The City of Newnan reserves the right to suspend or terminate the procurement process
describedinthisRFQatanytime. Ifterminated,theCitymaydeterminetocommenceanew
procurementprocessorexerciseanyotherrightsprovidedunderapplicablelawwithoutany
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
DuringtheperiodprovidedforthepreparationofresponsestotheRFQ,theCityofNewnanmayissue
addenda,amendmentsoranswerstowritteninquires. ThoseaddendawillbenoticedbytheCityof
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
theRespondent. ThereshallbenoclaimswhatsoeveragainsttheCityofNewnan,itsofficers,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
SOQwhich,inthejudgmentoftheCityofNewnan,failstomeetallrequirementsoftheRFQorwhich
are in any way conditional, incomplete, obscure, contain additions or deletions from requested
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information or contain errors may be rejected.
Communications Regarding this RFQ
AllcommunicationsconcerningthisRFQortheRFQprocessshallbedirectedtotheCityofNewnan's
Designated Contact Person listed in Section 2.
6. STATEMENT OF QUALIFICATIONS (SOQ) SUBMITTAL FORMAT REQUIREMENTS
RFQresponsesmustbesubmittedinpackagingthatisclearlymarkedERPSystemorStandAlone
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.
Disclosure of any bankruptcy or insolvency proceedings in the last 10 years.
Statement indicating that the proposal remains valid for at least 120 days.
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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
RespondentsmustprovideabriefandconcisesynopsisofRespondent'ssolutionandadescription
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.
IdentifyRespondentsexistingclientbaseincludingthenumberofexistingclientsusingthe
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.
ProvideaCurrentClientListintheStateofGeorgiaincludingapplications/modulessupportedfor
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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
o Name and origin of solution
o Computing Environment(s)
Cloud-based SaaS
Premise-based
Or Both
o 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
Application security
Data security
Network security
o Application Development Environment
o User interface methods and requirements (i.e. web-based, mobile devices,
supported browsers, remote access capabilities)
o 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
Applications/Modules and related system.
Modules
o A list of City's desired applications/modules is attached as Exhibit A.
Clearlyindicatewhatmodulesyourcompanycanprovide,andthesupport
provided for each application.
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