Friendship Public Charter School is seeking proposals for Enterprise Resource Planning (ERP) software. The selected vendor will provide an integrated cloud ERP system to streamline financial systems and processes, improve data accuracy, and replace legacy systems. Key requirements include comprehensive financial functionality (GL, accounts payable/receivable), detailed implementation methodology (data migration, testing, training), technical and security requirements (99. 9% uptime, disaster recovery, regulatory compliance), vendor qualifications (references, financial stability, key personnel bios), and a comprehensive fixed-fee pricing structure for software, implementation, data conversion, and annual maintenance for three years. Proposals must be submitted by May 15, 2025. Late proposals will not be accepted. The selection process will use a best-value approach, considering factors beyond just purchase price, including proposer's experience, reputation, quality of services, and long-term cost. All proposal preparation costs are the responsibility of the proposer. The contract will be for a three-year period with an option for annual renewal and a potential 90-day transition period. FPCS reserves the right to terminate the contract with prior written notice.
The bid notice states that completed proposals must be sent by no later than 4pm, Friday, May 15, 2025. Late proposals will not be accepted.
The bid notice states that the proposer who is awarded the contract is required to send all invoices to FPCS's reference point of contact and to accounts payable. Invoices shall be provided to FPCS in a timely manner. The proposer who is awarded the contract is required to invoice FPCS within 30 days of providing goods and/or services to FPCS.
The bid notice states that proposers shall furnish all data pertinent to warranties or guarantees which may apply to items in the proposal. Proposers may not limit or exclude any implied warranties.
The bid notice states that FPCS will apply the best value process in selecting the proposer to be awarded a contract for this project. Purchase price is not the only criteria that will be used in the evaluation process. The selection process will include, but not be limited to, the purchase price, the proposer's overall experience, reputation, expertise, stability and financial responsibility, the quality and range of goods and/or services the firm proposes to provide, the extent to which the goods and/or services meet FPCS needs, the proposer's past relationship with FPCS, the ability to provide service in a reliable, expedient and efficient manner, the total long-term cost to FPCS to acquire the proposer's goods or services, and any other relevant factors specifically listed in the request for proposals.
The bid notice states that proposers are asked to review the package to be sure that all applicable parts are included. It is the proposer's responsibility to be thoroughly familiar with all requirements and specifications. Proposers must provide at least three customer references from similar industries, an overview of company financial stability, and bios of key personnel assigned to this project.
The bid notice states that FPCS reserves the right to terminate the contract without cause with 60 days prior written notice for convenience and with 30 days prior written notice for cause, if proposer breaches any of the terms therein, including warranties of proposer or if the proposer becomes insolvent or commits acts of bankruptcy. Cause may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all services required to FPCS's satisfaction and/or to meet all other obligations and requirements.
