INVITATION TO BID

SOUTH CENTRAL HUMAN RESOURCE AGENCY PURCHASING DEPARTMENT 1437 WINCHESTER HWY PO BOX 638 FAYETTEVILLE, TENNESSEE 37334

Proposal Number: RFP 2023-11-013 Financial System

Open Date & Time: November 6, 2023 (Central Time Zone) electronically

Request for Proposal for Complete Financial System  (Complete RFP instructions may be downloaded HERE)

South Central Human Resource Agency is searching for a complete financial system that is imperative for our continued success and growth. We are searching for a vendor that understands our industry and has a commitment to continuous improvement through innovation, creativity, advanced technology, and strategic partnership with South Central Human Resource Agency. In summary, South Central Human Resource Agency is searching for a trusted, leading provider that will support and contribute to South Central Human Resource Agency’s effort to achieve operaComtional efficiency, improve the employee experience, and ensure financial sustainability into the future.

The primary modules for consideration for this proposal include:

• General Ledger
• Accounts Receivable
• Accounts Payable
• Fund Accounting
• Budgeting
• Reporting
• Stock Inventory
• Fixed Assets/Depreciation

• The key activities to achieve this objective include:

  1. Conduct discovery and process analysis of key business areas
  2. Lead fit-gap analysis of your solution set against business processes to help with identification of potential custom work
  3. Configure selected applications and/or connectors/APIs
  4. Develop approved custom work, if any, to address significant gaps
  5. Migrate data
  6. Test all configurations and integration points between business systems
  7. Develop and deliver training modules for business processe
  8. Proposal Submission Due Date

      

     Proposals should be received by Amy Ezell with an email cover page by 2:00 PM CST on December 12, 2023.

      

     Proposals should be sent electronically to the designated contact:

     To: Amy Ezell, Finance Director This email address is being protected from spambots. You need JavaScript enabled to view it.

     Subject Line: DO NOT OPEN; Proposal Number: RFP 2023-11-013 Financial System Open Date & Time:  December 12, 2023 at 2:00 PM CST

Read more: Invitation to Bid - Complete Financial Software

South Central Human Resource Agency (SCHRA) is seeking proposals from qualified agencies and organizations to conduct an Agency Wide Needs Assessment.  The final document should address both Community Services Block Grant (CSBG) goals/objectives, Head Start goals/objectives, as well as all other agency programming. Services include an assessment of the current needs, unmet needs, future needs, in relationship to the goals and objectives listed below:

The 10 CSBG Domains are:

• Education and Cognitive Development
• Income, Infrastructure, and Asset Building
• Employment
• Health and Social/Behavioral Development (includes nutrition)
• Housing
• Civic Engagement and Community Involvement
• Agency Capacity Building
• Services Supporting Multiple Domains
• Other (Emergency Management/Disaster Relief)
• Linkages (e.g., partnerships that support multiple domains)

The 3 national goals are:

• Individuals and families with low income are stable and achieve economic security.
• Communities where people with low incomes live are healthy and offer economic opportunity.

• People with low incomes are engaged and active in building opportunities in communities.

Required Head Start Objectives include:

 

Children birth to 5 and their families:

• The number of eligible infants, toddlers, preschool age children, teen pregnancies and expectant mothers, including their geographic location, race, ethnicity, and languages they speak, including:
• Children experiencing homelessness according to McKinney-Vento
• Children in foster care; grandparents raising children
• Children with disabilities, including types of disabilities and relevant services and resources provided to these children by community agencies
• The education, health, nutrition and social service needs of eligible children and their families, including prevalent social or economic factors that impact their well-being
• Typical work, school, and training schedules of parents with eligible children
• Other child development, childcare centers, and family child care programs that serve eligible children, including home visiting, publicly funded state and local preschools, and the approximate number of eligible children served.
• Number of families receiving childcare certificates in area
• Resources that are available in the community to address the needs of eligible children and their families
• Strengths of the community

In addition to assessing the needs of the community in relationship to the CSBG/Head Start objectives, the needs assessment should also identify gaps in services in the community that are not currently being met through CSBG/Head Start funding.

The document must be completed no later than February 29, 2024. SCHRA intends to execute a contract commencing on October 31, 2023 and ending March 31, 2024. Parties interested in submitting a proposal to provide such services are required to follow the recommended guidelines and instructions contained in this RFP.

Proposals are due and must be received by 4:00 P.M., local time October 17, 2023.

Submit Inquiries to :

Amy Ezell, Finance Director South Central Human Resource Agency PO Box 638 1437 Winchester Hwy. Fayetteville, TN 37334 Phone: 931.433.7182 ext. 1112 Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

All interested individuals, organizations, firms, or other entities, whether for-profit or not-for profit are invited to apply in accordance with the terms and conditions stated in this Request for Proposal. SCHRA reserves the right, at their sole discretion, to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion or all items proposed if deemed in the best interest of SCHRA.

Click Here for Proposal Document

This Request for Proposal package is divided into two parts.

Part I contains general information and instructions necessary for submission of a proposal to SCHRA.

Part II contains information regarding the scope of services to be provided, any general specifications, and documents specific to this solicitation to be completed and submitted as part of a proposal.

It might sound unusual for a human resource agency to be the first place you think of when you need a caterer for your upcoming event. However, given the dedication and work ethic of South Central Human Resource Agency’s Nutrition Services staff, it should come as no surprise that they have become precisely that. SCHRA is honored to be chosen by Elk Valley Times readers as Lincoln County’s Finest in the Catering category for 2023.

SCHRA’s Nutrition Services Program provides meals year-round for senior nutrition programs such as Meals on Wheels and congregate meals at area senior centers. These meal programs are often minimally funded, and the need for them is constantly growing. Over the years the agency found itself looking for ways to supplement state grants in order to fill the gaps in funding to maintain kitchen equipment and provide meals for as many clients as possible.

This need for additional funds is where the idea for the Catering Program was born. Catering dollars pay for the cost of food, utility maintenance, and the labor cost of each job. The remaining money goes directly to the Nutrition Services Program. “About 17 years ago, I was asked to come in and help start up a catering program here, and I’ve been here ever since,” said Nutrition Services Director Becky Christa. She has since progressed from heading up catering to directing all meal services provided by SCHRA. “I may not be the Catering Coordinator anymore, but it’s still my baby,” Christa added.

With a background in meal service and catering, Christa has passed on her knowledge of the industry to staff throughout her years at SCHRA, including current Catering Coordinator Ashley Roland. Roland has been with SCHRA for going on 10 years now and has spent much of her time with the agency in the kitchen and working catering events, as well as managing data for Nutrition Services. Ella Brown started working with the catering program in 2019, and she became an invaluable asset as well. “A lot of the times it was just Ashley and Ella at events,” Christa remarked. More recently, the program welcomed Patty Moore and Mary Burton to their regular staff. Longtime Nutrition Services staff members Becky Patterson and Dianne Edwards often assist in preparing meals for events, in addition to their normal daily food preparation for senior meals.

“It’s usually just two of us that work events, but we pull in other people as needed, depending on how big of an event we are catering,” said Roland. Sometimes others working with Nutrition Services come in to help, such as the program’s office manager, Lea Richardson, and other times staff from other SCHRA programs volunteer to lend a hand transporting and serving food and drinks. Even the agency’s Deputy Director, Sara Brown, is known to have worked on quite a few events over the years.

SCHRA offers a wide range of options in terms of catering services. Since the program began, SCHRA has catered events in settings ranging from Huntsville, Alabama, to Nashville and Spring Hill, Tennessee. Events are often catered at the client’s venue, but the conference room at SCHRA’s central office location is available for clients looking for a location to rent. For smaller events or occasions, meals may be prepared and picked up at the central office or staff may come to a local venue and set up food and drinks for events that don’t require servers on hand.

When asked about the variety of items available to be served, Christa said, “We used to have more of a set menu, but these days we can fix pretty much whatever someone wants—as long as we have time to plan it!” Staff are prepared to serve everything from finger foods and light refreshments to a full-scale formal dinner with dessert for functions ranging from a small family gathering to a wedding with 400 or more guests. Holidays and the summer wedding season are often their busiest times of the year, so clients have the best luck securing their booking by contacting program staff as early as possible.

Clients interested in SCHRA catering services may call Ashley Roland at 931-433-7182 ext. 1145 or email This email address is being protected from spambots. You need JavaScript enabled to view it. for more information. Menu consultation and pricing are available upon request. You may also contact Patty Moore at 931-433-7182 ext. 1149 or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Pictured (L-R): Ashley Roland, Mary Burton, Patty Moore, and Becky Christa