RFP 032326JKG Lease Accounting Software

March 5, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 South Hollywood Street, Room 126 |Memphis, Tennessee 38112-4892 |Phone (901) 416-5376
(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)
REQUEST FOR PROPOSAL
(NOT AN ORDER)
Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full
particulars. The Proposal must be submitted no later than March 23, 2026 @ 1:00 PM, CST.
The Shelby County Board of Education reserves the right to accept or reject any or all Proposals, or any part thereof, and to waive any minor
informalities and/or technicalities that are deemed to be in the best interest of the Shelby County Board of Education.
REQUEST FOR PROPOSAL
Lease Accounting Software
For the purposes of this document, SCBE shall mean The Shelby County Board of Education and MSCS shall mean
Memphis -Shelby County Schools. The term District shall mean the Memphis Shelby County School District.
Proposals MUST be received by Memphis-Shelby County Schools ("MSCS" or "District") by the due date and time set
forth above.
During the solicitation process Vendors are not permitted to contact individual members of the Board of SCBE or the
project owner(s) regarding the posted solicitation. Failure to adhere to this requirement shall subject the respondent to
immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing
via e-mail to JaNese Graves at gravesj1@scsk12.org and received no later than March 12, 2026 by 10:00 AM/CST.
ISSUED BY: JaNese Graves, Procurement Advisor RFP #032326JKG
Proposals are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.
_______________________________________________________________________________________________________________________________________
NAME OF FIRM PHONE FAX#
__________________________________________________ __________________________________________________________
ADDRESS CITY STATE ZIP CODE
___________________________________________________ _________________________________________________________
E-MAIL ADDRESS AUTHORIZED REPRESENTATIVE NAME
_______ CHECK HERE IF YOUR COMPANY QUALIFIES AS A SMALL BUSINESS ENTERPRISE
___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR
PLEASE NOTE: Per the Memphis-Shelby County Schools Local Preference Purchasing Board Policy 2011, local preference purchasing means giving preference to
businesses located within Shelby County, Tennessee where local vendors must have a physical address located within the limits of Shelby County for at least
six (6) months prior to the bid or proposal opening date. A Post Office Box is not acceptable.
ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE
"Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age."
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TABLE OF CONTENTS
PART I: SCOPE OF WORK.........................................................................................................3
1.0 BACKGROUND ............................................................................................................................................ 3
2.0 SCOPE OF SERVICES .................................................................................................................................. 3
3.0 NON-EXCLUSIVE ........................................................................................................................................ 3
4.0 NOTICE OF INTENT TO AWARD.....................................................................................3
PART II: GENERAL TERMS AND CONDITION..............................................................................4
1.0 STATEMENT OF CONFIDENTIALITY ...................................................................................................... 4
2.0 TERMS OF AGREEMENT ........................................................................................................................... 4
3.0 PRE-PROPOSAL MEETING ........................................................................................................................ 4
4.0 QUESTIONS AND INQUIRIES ................................................................................................................... 4
5.0 POINT OF CONTACT TECHNICAL CONTACT .................................................................................... 5
6.0 CONTRACT OFFICER/SCBE SUPERVISION ........................................................................................... 5
7.0 CONTRACT TYPE ........................................................................................................................................ 5
8.0 PAYMENT TERMS....................................................................................................................................... 5
9.0 RFP REVISIONS ........................................................................................................................................... 5
10.0 SUBMISSION DEADLINE ........................................................................................................................... 5
11.0 PROPOSAL OPENING ................................................................................................................................. 6
12.0 DURATION OF OFFER ................................................................................................................................ 6
13.0 INSURANCE ................................................................................................................................................. 6
14.0 LIQUIDATED DAMAGES ........................................................................................................................... 6
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ........................................... 6
16.0 COMPLIANCE WITH LAWS..........................................................................................7
17.0 LEGAL COMPLIANCE..................................................................................................7
18.0 EPA COMPLIANCE......................................................................................................7
19.0 BONDING...................................................................................................................7
20.0 TERMS AND CONDITIONS ........................................................................................................................ 7
PART III: PROPOSAL FORMAT .................................................................................................8
1.0 GENERAL FORMAT .................................................................................................................................... 8
2.0 PROPOSAL FORMAT .................................................................................................................................. 8
PART IV: EVALUATION AND SELECTION PROCEDURE.............................................................. 11
1.0 EVALUATION COMMITTEE .................................................................................................................... 11
2.0 EVALUATION PROCESS ........................................................................................................................ 111
3.0 EVALUATION CRITERIA ......................................................................................................................... 11
PART V: SCOPE OF SERVICES (DETAILS)..................................................................................13
PART VI: APPENDICES
1. Special Terms & Conditions for RFP (Appendix A)
2. Addenda Acknowledgement Form (Appendix B)
3. References (Appendix C)
4. Non-Collusion Certificate (Notarized) (Appendix D)
5. Debarment Affidavit (Notarized) (Appendix E)
6. Anti-Bribery Affidavit (Notarized) (Appendix F)
7. Certificate of Insurance Coverage (Appendix G)
8. MSCS Policy 2011 Local Preference Purchasing (Appendix H)
9. Compensation/Pricing Schedule (Appendix I)
10. Non-Boycott of Israel Certification (Appendix J)
11. Iran Divestment Act Certification (Appendix K)
12. Certificate Regarding Lobbying (Appendix L)
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PART I: SCOPE OF WORK
1.0 BACKGROUND
Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools
(MSCS) district. MSCS is Tennessee's largest public school district and is among the 25 largest public-
school districts in the United States. MSCS serves more than 106,000 students in more than 200 schools. We
employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population
while offering programming and services to meet the needs of all our students.
Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic
decision-making and informed solution-based decisions. The information gleaned from data, research-based
strategies, and performance outcomes provides our district with amazing opportunities to offer high-quality
educational options to every student.
The MSCS mission is to prepare all students for success in learning, leadership, and life through three strategic
initiatives. The initiatives are:
1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)
2. Recruit, Retain, Immerse, and Entrench
3. Relevant, Rigorous, and Equitable Academics
2.0 SCOPE OF SERVICES
SCBE requests proposals for: Lease Accounting Software. A description of the services requested is
contained in this Request for Proposal. Responses submitted must meet or exceed all requirements. Proposals
that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.
3.0 NON-EXCLUSIVE
The intent of this RFP is to provide SCBE with an expedited, yet thorough and accurate, means of procuring
supplies and/or services. The contract resulting from this RFP and the response provided by the vendor shall be
non-exclusive.
4.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract award. This
Notice is not a guarantee of award. The governing Board of SCBE reserves the right to reject or accept the
recommendation submitted by MSCS Procurement as a result of this RFP. If the Board accepts and approves the
recommendation, an agreement will be submitted to the successful vendor. While this contract is open for minor
negotiations, the form of said contract will set forth the basic and fundamental terms and conditions that govern.
If the Board rejects the recommendation, MSCS shall rescind the Notice of Intent to Award.
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PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all SCBE/MSCS information provided pursuant to this RFP may contain trade
secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any
confidential or proprietary information of SCBE and/or third-party participant.
2.0 TERMS OF AGREEMENT
The anticipated term of this contract is one (1) year with two (2) additional one (1) year options to renew.
Note: Vendor shall be fully staffed and equipped to perform the Services as contracted.
A. SCBE expects all vendors to provide year-over-year cost reduction recommendations.
B. Price decreases are acceptable at any time, need not be verifiable, and are required should the vendor
experience a decrease in costs associated with performing the Services under the contract.
C. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality or provide
similar Services to another customer, or advertise special discounts or sales, at a price below those quoted within
the contract, said discounted prices shall be offered to MSCS and the contract shall be amended to reflect the
same.
3.0 PRE-PROPOSAL CONFERENCE (NOT REQUIRED FOR THIS PROJECT)
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any Vendor orally. Questions
must be submitted in writing to the Point of Contact (see Part II, 5.0). To be given consideration, the questions must be
received NO LATER THAN March 6, 2026 @ 10:00 AM CST. Questions that are deemed to be substantive in nature
will be responded to in the form of a Questions and Answers and posted on March 18, 2026 by 5:00 PM on the SCBE
website Memphis Shelby County Schools. Please do not submit questions in PDF format.
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RFP Schedule
RFP Post March 5, 2026
Questions Due March 12, 2026 10:00 AM (CST)
Q&A Post on Website March 16, 2026 5:00 PM
RFP Due Date/Time March 23, 2026 1:00 PM
5.0 POINT OF CONTACT
JaNese K. Graves
Procurement Advisor
gravesj1@scsk12.org
6.0 CONTRACT OFFICER /SCBE SUPERVISION
Vendor's performance will be under the technical direction of the Buyer/Requesting Department/Project Manager
who will be responsible for ensuring vendor's compliance with the requirements of the contract and shall include
managing the daily activities related to the performance of the Services pursuant to the terms and conditions of the
contract, providing technical guidance to the vendor regarding the performance of Services under the contract, and
overall project scheduling and coordination.
7.0 CONTRACT TYPE
The contract resulting from this RFP will be a price contract based on the scope of work.
8.0 PAYMENT TERMS
Vendor shall submit an invoice detailing the Services provided. Payment shall be in accordance with line-item price
on the Purchase Order and made within thirty (30) days after the date of receipt by MSCS of an accurate invoice.
SCBE reserves the right to reduce or withhold contract payment in the event the Vendor does not provide SCBE
with all required deliverables within the timeframe specified in the contract or if the Vendor otherwise breaches the
terms and conditions of the contract.
9.0 RFP REVISIONS
Should it become necessary to revise any part of this RFP, addenda will be posted on SCBE's Procurement Office
website @ http://www.scsk12.org/procurement/bids. All addenda, amendments or changes issued shall be deemed
received by vendor provided they are posted to SCBE Procurement Office website. Failure of any vendor to
acknowledge receipt of such addenda shall not relieve any vendor from any obligations under this RFP as amended
by all addenda. All addenda so issued shall become part of the contract.
10.0 SUBMISSION DEADLINE
To be eligible for consideration, proposals must be received at the Procurement Office no later than March 23,
2026 @ 1:00 PM CST. Vendors mailing proposals shall allow sufficient carrier delivery time to ensure timely
receipt of their proposal to the Procurement Office. Proposals received after the submission deadline, no matter
what the reason, proposals will not be considered and will be returned unopened. Delivery to SCBE mailroom,
lobby, etc. shall not constitute delivery. The Procurement Office is located at 160 S Hollywood Street, Room
126, Memphis, TN 38112. RFP proposals delivered to any other location shall not constitute delivery to the
Procurement Services Office.
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11.0 PROPOSAL OPENING
RFP Proposals are not opened publicly, but in the presence of at least two Purchasing Office employees. Once the
proposals are opened, the Buyer will prepare a document that summarizes the proposals received.
12.0 DURATION OF OFFER
A proposal submitted in response to this RFP shall be binding upon the vendor and is considered irrevocable for a
minimum of 120 days following the closing date for receipt of initial proposals or the closing date for receipt of a
best and final offer, if applicable.
13.0 INSURANCE
All vendors shall complete and sign the attached Certificate of Insurance with their proposal per the attached
insurance requirement form (See Appendix G).
14.0 LIQUIDATED DAMAGES
In the event the awarded respondent fails to deliver the goods or services in accordance with the terms and
conditions of the contract, SCBE reserves the right to purchase the goods/services on the open market in sufficient
quantities to assure the continued operation of SCBE. All additional expenses incurred by SCBE as a result of
such purchases will be deducted from the moneys owed or moneys which may become due.
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant to Memphis-
Shelby County Schools' requirements, vendors (persons, corporations or other entities) whose employee(s), sub
vendor(s), or representative(s) may come in contact or close proximity to MSCS students during the course of
providing the Services, must require their employee(s), sub vendor(s), or representative(s) to supply a fingerprint
sample and submit to a criminal history check through the Tennessee Bureau of Investigation (TBI), and must
receive a greenlight letter in order to perform the Services. Once they receive the greenlight letter, an appointment
should be made with Memphis-Shelby County Schools ID Department. A copy of the greenlight letter, along with
$30.00 (exact change or company check), will be required to obtain a MSCS Vendor ID Badge. An MSCS
Vendor ID Badge is required before permitting the person to have contact with the children or entering school
grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby County
School's identification badge will be the sole responsibility of the vendor for each of the vendor's employee(s),
sub vendor(s), or representative(s). Vendors doing business with MSCS are required to renew their badges
annually. The Memphis-Shelby County School's identification badge shall be worn at all times by each of the
vendor's employee(s), sub vendor(s), or representative(s) at shirt pocket height while on Memphis-Shelby County
Schools' property or in the presence of MSCS students. For more information regarding fingerprinting, criminal
records check, or obtaining a Memphis-Shelby County School's identification badge, please contact 901-416-
5318.
MSCS further reserves the right to audit the criminal history background records of any vendor employee(s), sub
vendor(s) or representative(s) having contact with MSCS students. Audits may be conducted on a quarterly basis
with 48 hours' prior notice or more frequently and without notice for cause. It is the vendor's responsibility to
ensure records are current and made available upon request to MSCS. Failure to provide MSCS access to current
criminal history checks upon request could lead to vendor debarment.
16.0 COMPLIANCE WITH LAWS
Vendor shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations applicable to
the Services to be rendered under the contract. Vendors violation of any of these laws, statutes, ordinances, rules,
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or regulations constitutes a breach of the contract and entitles SCBE to terminate the contract immediately upon
delivery of written notice of termination to the vendor.
17.0 LEGAL COMPLIANCE
A. Vendor shall comply in all respect with Federal, State and Local Regulations, including laws regarding
eligibility to work in the United States. The provisions of the contract shall be governed by the laws of the
State of Tennessee. Any disputes, legal cases or other controversies shall be pursued in Tennessee Courts
consistent with and subject to Tennessee State Law. Additionally, if applicable, all materials, supplies,
equipment, or services supplied as a result of the contract shall comply with the applicable U.S. and
Tennessee Occupational Safety and Health Act Standards.
B. Specifically, vendor shall comply with all applicable laws and regulations relating to the employment of
immigrants. Failure to comply with these laws shall constitute a material breach of contract. It is a mandatory
requirement of the contract that employees of the vendor and vendor's subcontractors are screened through
the Federal Government's E-Verify system, found at www.dhs.gov/E-Verify . This is a "no fee" service.
18.0 EPA COMPLIANCE
Materials, supplies, equipment, or services shall comply in all respects with the Federal Noise Control Act of
1972, where applicable.
19.0 BONDING (NOT APPLICABLE)
20.0 TERMS AND CONDITIONS
Any contract resulting from this RFP and vendor's proposal shall be subject to the General Terms and Conditions
noted below except as otherwise modified in the contract.
It shall be the vendor's sole responsibility to ensure compliance with all applicable federal, state, and city laws,
rules, ordinances, statutes, etc., that may impact the contract. SCBE shall bear no responsibility for monitoring the
vendor's compliance with said legal requirements. If the vendor fails to maintain legal compliance, SCBE may find
said vendor in default.
In the event of a conflict between the General Terms and Conditions and any part or portion of the Special Terms
and Conditions (Appendix A), these General Conditions shall take precedence.
In the event of a conflict between this RFP and any of the General Terms and Conditions proposed vendor or
incorporated in any acknowledgement of contract awarded to the successful vendor, the terms and conditions stated
herein shall take precedence unless modified in writing by the MSCS Procurement Director.
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PART III: PROPOSAL FORMAT
1.0 GENERAL FORMAT
A. Vendors shall submit the following:
The proposal must include One (1) original (labeled), four (4) copies, and 1 (one) USB in a sealed
envelope clearly labeled as indicated in section B below. The electronic media must be a USB and
shall bear a label on the outside containing the RFP number and name, as well as the name of the
Vendor.
B. The outside of each package shall be labeled with the following:
1. The vendor's name and business address.
2. The due date/time for receipt of proposals.
3. The Title of the RFP and RFP number
2.0 PROPOSAL FORMAT
The proposal must include a table of contents and all pages in the proposal must be numbered, consecutively from
beginning to end and separated by tabs as described below:
TAB A. TRANSMITTAL LETTER
The proposal is to be accompanied by a brief transmittal letter prepared on the vendor's letterhead and signed by
an individual who is authorized to commit the vendor to the performance of the services and the requirements in
the RFP and proposal. The transmittal letter shall include:
1. The name, title, address, telephone number, and electronic mail address of the person authorized
to bind the vendor to the contract, who will receive all official notices concerning this RFP.
2. The vendor's Federal Tax Identification Number or Social Security Number.
3. A brief statement illustrating that the vendor understands the Services to be performed, the
commitment to perform the Services within the indicated timeframe, and a statement of why the
vendor believes it is best qualified to perform the Services.
4. A statement indicating that the proposal submitted represents a firm and irrevocable offer for a
period of one hundred twenty (120) days.
5. Acknowledgement of all Addenda to this RFP
TAB B. TABLE OF CONTENTS
TAB C. EXPERIENCE AND CAPABILITIES
The respondent shall provide information on past and current experience providing services similar in size and
scope to those in this RFP. This description shall include:
1. A summary of the services offered including the number of years the Vendor provided these
services; the number of clients and geographic locations the Vendor currently serves, etc. and has
served; and if a past customer, why the Vendor is no longer providing services.
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2. An organizational chart of the company showing the major components of the unit(s) that will be
performing the requirements of this contract; where the management of this contract will fall
within the organization; and what resources will be available to support this contract in primary,
secondary and back-up roles
.
3. The names of all key personnel who will perform work under this contract. Include each
individual's resume. Include work history, educational background and indicate the proposed
role/function of each individual.
4. At least three (3) recent references from customers who are capable of documenting the
following: a) the Vendor's ability to manage similar contracts, b) the quality and breadth of
services provided by the Vendor under similar contracts (See Appendix C). If Memphis-Shelby
County Schools is a client or has been a client of the Respondent for the services outlined in the
RFP, MSCS reserves the right to be a reference, if not listed.
TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS
1. The Vendor shall include in its proposal, completed audited financial statements including the
auditor's notes, for its last three (3) years. If the Vendor has not had its financial statements
audited by an independent accounting firm, the Vendor must submit such un-audited financial
statements as it has. Some acceptable methods include but are not limited to one or more of the
following:
a. Recently audited (or best available) financial statements
b. Dun and Bradstreet Rating
c. Standard and Poor's Rating
d. Lines of credit
e. Evidence of a successful financial track record
f. Evidence of adequate working capital
2. Vendor shall identify any claims during the past five (5) years and provide information on any
pending litigation, lawsuits etc. The failure to provide accurate information may be determined to
be a material breach of any future agreement or contract with SCBE.
TAB E. TECHNICAL RESPONSE TO RFP SCOPE OF WORK
The Vendor shall address each major requirement of Part V (Scope of Work) (separated by tabs if
substantial)
TAB F. FORMS
1. Special Terms & Conditions for RFP (Appendix A)
2. Addenda Acknowledgement Form (Appendix B)
3. References (Appendix C)
4. Non-Collusion Certificate (Notarized) (Appendix D)
5. Debarment Affidavit (Notarized) (Appendix E)
6. Anti-Bribery Affidavit (Notarized) (Appendix F)
7. Certificate of Insurance Coverage (Appendix G)
8. MSCS Policy 2011 Local Preference Purchasing (Appendix H)
9. Compensation/Pricing Schedule (Appendix I)
10. Non-Boycott of Israel Certification (Appendix J)
11. Iran Divestment Act Certification (Appendix K)
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12. Certificate Regarding Lobbying (Appendix L)
TAB G. PRICING SCHEDULE COMPENSATION (Appendix I)
TAB H. ELECTRONIC MEDIA (INCLUDE WITH SUBMISSION)
Failure to provide any of the requested information or documents in this solicitation shall render
the proposal non-responsive.
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