RFP 26-734 Human Resources Management System

RFP 26-734 Human Resources Management System PAGE 1
5
Vendor Services Department
Procurement
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083
REQUEST FOR PROPOSAL (RFP) 26-734
Human Resources Management System
Schedule of Events (EST)
EVENT DATE(S) TIME LOCATION
Solicitation Posts 04/02/2026 https://dekalbschoolsga.ionwave.net
Optional Pre-Proposal Via Microsoft Teams
04/14/2026 2:00 PM
Conference (registration required)
Deadline to Submit
04/17/2026 12:00 PM https://dekalbschoolsga.ionwave.net
Questions (Q&A)
Q&A Deadline
04/24/2026 4:30 PM https://dekalbschoolsga.ionwave.net
Responses
Submission Deadline 04/30/2026 2:00 PM https://dekalbschoolsga.ionwave.net
Virtual Public Via Microsoft Teams
04/30/2026 3:30 PM
Acknowledgement (Registration required)
SUBMISSIONS MUST BE RECEIVED ELECTRONICALLY VIA
https://dekalbschoolsga.ionwave.net
DeKalb County School District Solicitation Contact Person:
Fred Christopher, Procurement Manager III-Non-Capital
(678) 676- 0217 and/or email at solicitationquestions@dekalbschoolsga.org

RFP 26-734 Human Resources Management System PAGE 2
1701 MOUNTAIN INDUSTRIAL BLVD, STONE MOUNTAIN, GEORGIA 30083
https://dekalbschoolsga.ionwave.net
REQUEST FOR PROPOSAL
RFP 26-734
Human Resources Management System

RFP 26-734 Human Resources Management System PAGE 3
TABLE OF CONTENTS
Title Page ..................................................................................................................................... 2
Table of Contents ...................................................................................................................... 3-4
Submittal Terms......................................................................................................................... 5-7
Attachments ........................................................................................................................... 35-47
PART I - BACKGROUND AND INFORMATION
A. Objectives ............................................................................................................. 8
B. General Information ............................................................................................... 8
C. Procurement Process ............................................................................................. 8
D. Addenda ................................................................................................................. 9
E. Proposal Contact Persons...................................................................................... 9
F. Prohibited Contacts ................................................................................................ 9
G. Optional Virtual Pre-Proposal Conference ............................................................. 9
H. Proposal Submission Deadline.................................................................. .......... 10
I. Virtual Public Acknowledgement.............................................................. .10
J. Questions and Answers ....................................................................................... 10
PART II - GENERAL REQUIREMENTS
A. Offeror Performance ........................................................................................... 11
B. News Release ..................................................................................................... 11
C. Non-Discrimination .............................................................................................. 11
D. Drug Free Workplace .......................................................................................... 11
E. Smoke Free Workplace ....................................................................................... 11
F. Background Checks ............................................................................................. 11
G. Costs Incurred ..................................................................................................... 12
H. Insurance ............................................................................................................. 12
I. Indemnification ..................................................................................................... 14
J. Illegal Immigration Reform and Enforcement Act of 2011 .................................... 15
K. Interviews ............................................................................................................ 16
L. Contract Terms .................................................................................................... 16
M. Permits and Applicable Laws ............................................................................... 16
N. Infringement ......................................................................................................... 17
O. Ownership Rights ................................................................................................. 17
P. Non-Collusion ....................................................................................................... 17
Q. Conflict of Interest ................................................................................................ 17
R. Financial Stability ................................................................................................. 18
S. No Obligation/No Contract Guaranteed ............................................................... 18
T. Confidentiality and Non-Disclosure ...................................................................... 18
U. Business License ................................................................................................. 19
V. Protest Process....................................................................................19

RFP 26-734 Human Resources Management System PAGE 4
TABLE OF CONTENTS (CONT'D)
PART III - SCOPE OF WORK
A. Purpose / Project Overview ............................................................................... 22
B Project Scope of Work ....................................................................................... 22
C. Brochures, Catalogs, Manuals, Websites, Literature ......................................... 26
D. Added Value ...................................................................................................... 26
E. Technical Proposal ............................................................................................ 26
F. Transition Plan................................................................................................... 32
G. Required Content / Document Checklist ............................................................ 34
ATTACHMENTS
Attachment A - Cost Proposal Form ................................................................................ 35
Attachment B - Non-Collusion ......................................................................................... 36
Attachment C - Conflict of Interest .................................................................................. 37
Attachment D - Critical Paragraphs ................................................................................. 38
Attachment E - Confidentiality and Non-Disclosure ......................................................... 39
Attachment F - Suspension and Debarment ................................................................... 40
Attachment G - Illegal Immigration Reform and Enforcement Act of 2011
Certification ............................................................................................. 41
Attachment H - Signature Page ....................................................................................... 47
Final Page ........................................................................................................................ 48
Appendix .................................................................................. Sample Service Agreement

RFP 26-734 Human Resources Management System PAGE 5
DeKalb County School District ("DCSD") extends this offer to submit a proposal for the possible
purchase or lease of goods and/or services conforming to the following designated specifications,
terms, and conditions. This solicitation will require DCSD Board of Education approval.
Format and Submission of Proposals
Submittal responses to this solicitation will be received electronically on the DeKalb County School
District website at https://dekalbschoolsga.ionwave.net.
The format requirements for RFP responses are designed to ensure uniformity in the responses,
provide the information necessary to understand each offeror's proposal, and facilitate an efficient and
comprehensive evaluation of all responses. Proposals must comply with the specifications and detailed
instructions stated in this RFP document, be signed by the certifying company official, and be presented
to the DCSD Purchasing Department according to the detailed instructions stated in this document.
* RFP responses must be submitted electronically via https://dekalbschoolsga.ionwave.net.
* Proposals must be presented in a PDF format. All attachments must be identified properly for
easy recognition and association.
* Each page of the response must be numbered.
* Each proposal must contain a detailed Table of Contents and must be organized in the same
order as the requirements are outlined in this RFP document. Each separate bullet point must
be addressed individually. A response that does not adhere to a "point-by-point" format may be
disqualified.
* Responses shall be organized simply and economically. Emphasis must be placed on
completeness and clarity. Proposals that do not include all the required information may be
disqualified.
All potential respondents must register as a vendor at https://dekalbschoolsga.ionwave.net.
Time is of the essence. Specify your earliest __________ and latest __________ service
commencement dates after receipt of award letter.
Approval by the DeKalb County Board of Education
Official approval by the DeKalb County Board of Education is required for this procurement. No contract
shall be construed to be formed without the advance official approval of the DeKalb County Board of
Education. The successful offeror will be notified after DeKalb County Board of Education
approval.
Funding Provisions
No award or contract will be made if funding is not approved by the DeKalb County Board of Education.
Compliance with Requirements
Offeror must indicate below whether or not their proposal is in complete compliance with the stated
requirements. If there are any deviations from these requirements, offeror must indicate in writing what
the exact deviations are and what actual services will be provided. Attach and label additional sheets if
necessary.
___ Proposal is in complete compliance with proposal requirements.
___ Proposal deviates from stated requirements as follows:

RFP 26-734 Human Resources Management System PAGE 6
________________________________________________________________________________
__________________________________________________________________________________
_______________________________________________________________________________
__________________________________________________________________________________
Cancellation
Awards, contracts, and extensions may be canceled for convenience by the DeKalb County School
District (DCSD) at any time. In the event of termination of contract by DCSD, the DCSD will be
responsible only for those services that have been delivered and accepted according to the RFP
requirements. Any cancellation for convenience by DCSD shall be effective three (3) business days after
receipt of the Notice of Cancellation for convenience from DCSD by the Offeror.
Fiscal Year Funding Implications
The fiscal year for DCSD begins July 1 and ends June 30. This solicitation and any resulting contract(s)
may contain renewal and extension options.
This solicitation, any resulting contract(s), and any renewal and extension options shall terminate
absolutely without further obligation on the part of DCSD at the end of the fiscal year in which this
solicitation was issued and at each June 30 renewal anniversary date thereafter unless the successful
offeror is notified otherwise and agrees in writing to the exercise of renewal and extension options.
Payment to Successful Vendor(s)
Payment for goods and services will be made by electronic funds transfer (EFT). Vendor(s) doing
business with DCSD are required to provide EFT payment information when registering as a DCSD
vendor at: https://www.dekalbschoolsga.org/purchasing/.
Rights Reserved
DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or
to reject all proposals submitted. DCSD reserves the right to award any resulting contract in the manner
that is in the best interest of and most advantageous to DCSD. DCSD reserves the right to waive any
technicalities or minor irregularities in responses received and to award the contract in the most beneficial
manner for DCSD. The decision of DCSD shall be final.
DCSD reserves the right to request and negotiate a "best and final" response from offerors.
Taxes
Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption
Certificate will be furnished upon request.
F.O.B. Delivery
All prices are to be F.O.B. delivery to various DCSD locations.
Estimated Quantities
The quantities shown in this RFP document are estimates, which are provided for your information.
However, actual quantities purchased by DCSD may vary.

RFP 26-734 Human Resources Management System PAGE 7
Exclusions of Trade Usages
This RFP contains all of the terms, conditions and obligations to which the parties agree, and shall not
be modified, controlled, explained, supplemented or affected in any way by any usage of trade not
expressly included in this agreement.
Conditional Proposals
Proposals that are conditional and/or in any way qualify or vary the terms of these instructions, conditions,
and specifications shall be considered non-responsive and disqualified.
Offeror Failure
In the event services to be furnished by the successful offeror should for any reason fail to conform to
the scope of work contained herein, DCSD reserves the right to reject the services and further reserves
the right to terminate the contract.
Failure of the successful offeror to perform contracted services may also result in the removal of that
offeror from doing business with DCSD for a period of not less than one year.
Georgia Open Records Act
All proposals submitted in response to DCSD solicitations may be subject to the Georgia Open Records
Act, which permits any member of the public to inspect and/or copy documents prepared and maintained
or received in the course of the operation of the public office or agency.
No Assignment of Award
The successful offeror may not assign the award or contract to or subcontract with another party without
the express written permission of DCSD.
The Laws of the State of Georgia
This RFP and subsequent agreement are subject to the laws of the State of Georgia.
2 CFR 200.322(a)
200.322 Domestic preferences for procurements.
(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest
extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use
of goods products, or materials produced in the United States (including but not limited to iron,
aluminum, steel, cement, or other manufactured products).
Additional Terms
In the event an award is made to an offeror, the resulting contract shall not depart from this document
unless agreed to in writing by DCSD and the successful offeror. DCSD shall not be bound by additional
terms and conditions and/or extraneous language added to this document by offerors.
ALL SOLICITATIONS ISSUED BY DCSD ARE ADVERTISED IN THE LEGAL SECTION OF THE
CHAMPION NEWSPAPER, (404) 373-7779, POSTED ON THE DCSD IONWAVE WEBSITE, AND
POSTED IN THE TEAM GEORGIA MARKETPLACE'S GEORGIA PROCUREMENT REGISTRY.
Offerors are solely responsible to review and make themselves aware of DCSD solicitations
posted on the following website:
https://dekalbschoolsga.ionwave.net/Login.aspx

RFP 26-734 Human Resources Management System PAGE 8
PART I
BACKGROUND AND INFORMATION
A. Objectives
DeKalb County School District (hereinafter, "DCSD") is requesting qualified vendors to submit
proposals to provide a Human Resources Management System.
Awarded offeror(s) shall provide services in accordance with the specifications, requirements and
terms and conditions stated herein. Services shall include all labor, materials, tools, specialized
equipment, supplies, trained personnel, insurance, travel, per diem, direct and indirect administrative
costs, overhead, tolls, parking, fuel, lodging, all other cost and charges, and all things and services
necessary to provide services, in accordance with the requirements of this RFP. There shall be no
add-on charges of any kind. DCSD reserves the right to make multiple awards.
B. General Information
DCSD is a metropolitan Atlanta public school system organized and existing under the Constitution
and laws of the State of Georgia. DCSD is located in the fourth largest county in Georgia. DeKalb
County is one of the most culturally diverse counties in the nation. DCSD has a student enrollment of
over 91,755 students in pre-kindergarten through grade 12. With more than 138 schools and centers,
DCSD educates the third largest pre-kindergarten through grade 12 student population in the State of
Georgia. DCSD is the second largest employer in DeKalb County with approximately 14,000
employees.
DCSD is dedicated to giving every student the best possible education through an intensive core
curriculum and specialized, challenging instructional and career programs. DCSD is striving to
become the premier K-12 school system of choice and desires to significantly improve leadership,
teaching, and student learning to fulfill its mission as an organization for public education.
DCSD includes approximately:
* 77 Elementary Schools
* 19 Middle Schools
* 22 High Schools
* 8 Start-up Charter Schools
* 12 Specialized Learning Centers
* 7 Administrative Centers, and
* 5 Athletic Stadiums
DCSD's wide-area network connects instruction and administration sites to deliver technology and
learning tools to every child. The main administrative offices are located at 1701 Mountain Industrial
Boulevard, Stone Mountain, Georgia 30083. DCSD is governed by a seven-member Board of
Education.
C. Procurement Process
The procurement will be on a formally advertised basis. Proposals must be responsive to all aspects
of this RFP.

RFP 26-734 Human Resources Management System PAGE 9
D. Addenda
It is the responsibility of offerors to frequently check for any addenda, questions, and answers posted
on the Purchasing Bulletin Board on the DCSD website. Failure on the part of offerors to make
themselves aware of and comply with addenda requirements will not relieve them of this obligation.
All posted addenda must be printed, signed by the offeror, and included in the offeror's RFP
submission.
Click on the following link to the Purchasing Bulletin Board: https://dekalbschoolsga.ionwave.net
E. Proposal Contact Person
The assigned contact person for offerors is Fred Christopher, Procurement Manager III-Non-Capital
who can be reached at (678) 676-0217 or by email to solicitationquestions@dekabschoolsga.org.
F. Prohibited Contact(s)
Except with the consent of the proposal contact person, all offerors, including any persons affiliated with
or in any way related to the offeror, are strictly prohibited from contacting DeKalb County Board of
Education members and DCSD employees or consultants on any matter having to do in any aspect with
this RFP between the time a request for proposal is formally released and a recommendation is made by
the administration to the Board, other than as provided herein. Communication with anyone other than
the proposal contact person regarding any portion of this RFP can result in the violating firm being
disqualified. Furthermore, no employee, officer, or agent of the DeKalb County Board of Education or
DCSD may participate in the selection, award or administration of a contract if he or she has a real or
apparent conflict of interest.
Board Member Communication with Prospective Vendors
Vendors shall not contact Board members individually for the purpose of soliciting a purchase or contract
between the time a request for proposal is formally released and a recommendation is made by the
administration to the Board. If a vendor violates this prohibition during this timeframe, consideration for
the vendor for award shall be invalidated. Board members shall be notified of possible violations and
actions taken.
G. Optional Virtual Pre-Proposal Conference
An optional virtual pre-proposal conference will be held via Microsoft Teams at 2:00 PM EST on
Tuesday, April 14, 2026.
Prospective offerors must provide the following information by 5:00 PM EST, on Monday, April 13, 2026:
Name and Title
Company Name
Telephone Number
Email Address
This information must be sent to solicitationquestions@dekalbschoolsga.org.
Please enter "Optional Virtual Pre-Proposal Conference - RFP 26-734 Human Resources
Management System" in the subject line of your email. An invitation will be sent via Microsoft Teams to
those providing the above information no later than Tuesday, April 14, 2026, by 1:30 PM EST.

RFP 26-734 Human Resources Management System PAGE 10
H. Proposal Submission Deadline
All potential offerors must register as a vendor at https://dekalbschoolsga.ionwave.net.
Proposals in response to this RFP must be received electronically via IonWave no later than 2:00 PM
on Thursday, April 30, 2026. Proposals received after the stated deadline will not be considered.
I. Virtual Public Acknowledgement
The public acknowledgment will be held virtually through Microsoft Teams on Thursday, April 30, 2026, at 3:30
PM EST. For those who would like to attend the acknowledgement, please register no later than Wednesday,
April 29, 2026, by 5:00 PM EST, by sending an email to solicitationquestions@dekalbschoolsga.org.
Please enter "Public Acknowledgement - RFP 26-734 Human Resources Management System" in the
subject line of your email.
An invitation will be sent via Microsoft Teams to those participants no later than Thursday, April 30, 2026, by
2:30 PM EST.
J. Questions and Answers
It is intended that this RFP be adequate for any offeror to respond to DCSD's requirements. However, should
offerors have questions, all questions shall be submitted electronically to:
https://dekalbschoolsga.ionwave.net. Questions submitted to any other mailbox, voice mail or e-mail
address will not be considered for response.
The deadline for submitting questions is Friday, April 17, 2026, at 12:00 PM EST. Questions received after
the deadline will not be considered.
All questions received by the deadline shall be answered in writing and both the questions and answers will
be posted to the website https://dekalbschoolsga.ionwave.net no later than Friday, April 24, 2026, at
4:30 PM EST.
Responses to questions will not be posted on official DCSD holidays.