RFP for Software and Implementation for an Enterprise Resource Planning (ERP) Software System
| Location: | North Dakota |
|---|---|
| Posted: | Nov 18, 2025 |
| Due: | Feb 13, 2026 |
| Agency: | City of West Fargo |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP for Software and Implementation for an Enterprise Resource Planning (ERP) Software System
|
| Category: | City of West Fargo RFP |
| Status: | Open |
|
Attachment Preview
Request for Proposals for Software and Implementation
Services for an Enterprise Resource Planning (ERP)
Software System Environment
RFP Publish Date: Tuesday, November 18, 2025
Pre-Proposal Vendor Teleconference Date: Thursday, December 4, 2025 | 1:00 p.m. CST
Deadline for Questions from Vendors: Tuesday, January 13, 2026 | 2:00 p.m. CST
Solicitation Due Date: Friday, February 13, 2026 | 4:00 p.m. CST
All Proposals must be received by the City of West Fargo (the “City”) by the date and time cited above.
It shall be the Proposer’s sole risk to ensure submission by the designated time. Submittal Instructions
can be found on page 26.
VENDORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION.
Solicitation packages can be obtained by downloading from the City website,
https://westfargond.gov/Bids.aspx
Should you experience problems downloading the solicitation, contact Willy Galindo at
willy.galindo@westfargond.gov or Nick Lee at nick.lee@westfargond.gov.
All questions concerning the RFP must be submitted via email only to Willy Galindo, Director of Finance,
at willy.galindo@westfargond.gov or Nick Lee, Senior Director of Administrative Services, at
nick.lee@westfargond.gov, as identified within this solicitation in Section 1.8. Communications with other
City staff may disqualify you from the evaluation process. All questions must be submitted by 2:00 p.m.
CST on January 13, 2026.
Forms, Worksheets, and Other Attachments
• Attachment A – Proposal Response Forms
o (See MS Word document “City of West Fargo ERP RFP – Attachment A.docx”)
• Attachment B – Functional and Technical Requirements/Capabilities
o (See MS Excel spreadsheet “City of West Fargo ERP RFP – Attachment B.xlsx”)
• Attachment C1 – Cost Worksheets
o (See MS Excel spreadsheet “City of West Fargo ERP RFP – Attachment C1.xlsx”)
• Attachment C2 – Cost Narrative
o (See MS Word document “City of West Fargo ERP RFP – Attachment C2.docx”)
RFP: City of West Fargo – ERP Software System
Page 1 of 34
Table of Contents
1. RFP Introduction and Background
1.1
Introduction ............................................................................................................................................... 4
1.2
About The City .......................................................................................................................................... 4
1.3
Project Objectives .................................................................................................................................... 5
1.4
Definitions ................................................................................................................................................. 6
1.5
RFP Schedule of Events .......................................................................................................................... 7
1.6
Prequalification of Vendors ..................................................................................................................... 8
1.7
Minimum Qualifications ........................................................................................................................... 8
1.8
Non-Mandatory Pre-Proposal Vendor Teleconference .......................................................................... 8
1.9
Amendments and Addenda ..................................................................................................................... 8
1.10
Non-Warranty of RFP Information ........................................................................................................... 8
2. Project Scope
2.1
Functional Areas....................................................................................................................................... 9
2.2
Alternate Proposals, Partnerships and Proposers of Subsets of Functionality ............................... 11
2.3
City and Project Staffing ........................................................................................................................ 12
2.4
Deployment Model .................................................................................................................................. 12
2.5
Number of Users ..................................................................................................................................... 13
2.6
Potential Phasing and Target Live Dates.............................................................................................. 14
2.7
Current Applications Environment........................................................................................................ 14
2.8
Project Management Documentation.................................................................................................... 16
2.9
Budget ..................................................................................................................................................... 17
2.10
Personnel ................................................................................................................................................ 17
2.11
Software Upgrades ................................................................................................................................. 18
2.12
Performance Review .............................................................................................................................. 18
3. Proposal Evaluation & Award
3.1
Evaluation Process................................................................................................................................. 19
3.2
Clarification and Discussion of Proposals ........................................................................................... 20
3.3
Evaluation Criteria .................................................................................................................................. 20
3.4
No Obligation, Right of Rejection, and Multiple Award ....................................................................... 24
3.5
Offer Held Firm........................................................................................................................................ 24
RFP: City of West Fargo – ERP Software System
Page 2 of 34
3.6
Contract Negotiation .............................................................................................................................. 24
3.7
Failure to Negotiate ................................................................................................................................ 24
3.8
Contract Type.......................................................................................................................................... 25
3.9
Contract Changes ................................................................................................................................... 25
3.10
Contract Approval .................................................................................................................................. 25
4. Submittal Response Format
4.1
General Instructions ............................................................................................................................... 26
4.2
Technical Proposal Organization Guidelines ....................................................................................... 27
4.3
Content for Tabs 1 – 14 .......................................................................................................................... 28
4.4
Price Proposal......................................................................................................................................... 28
5. Terms & Conditions
5.1
Indemnification ....................................................................................................................................... 29
5.2
Records and Audits ................................................................................................................................ 29
5.3
Incurred Expenses.................................................................................................................................. 29
5.4
Authorized Signatures............................................................................................................................ 30
5.5
Rights to Submitted Material ................................................................................................................. 30
5.6
Confidential Information ........................................................................................................................ 30
5.7
Waiver of Claims..................................................................................................................................... 31
5.8
Statutory Information ............................................................................................................................. 31
5.9
Non-Discrimination Clause .................................................................................................................... 31
5.10
Force Majeure ......................................................................................................................................... 31
5.11
Policy Compliance .................................................................................................................................. 32
5.12
Compliance with Federal, State, City, and Local Laws........................................................................ 32
5.13
Patents and Copyrights ......................................................................................................................... 32
5.14
Invalid, Illegal, or Unenforceable Provisions........................................................................................ 32
5.15
City Property ........................................................................................................................................... 32
5.16
Rights of Use........................................................................................................................................... 32
5.17
Ownership of Data and Transition ........................................................................................................ 33
5.18
Data Privacy and Security...................................................................................................................... 33
5.19
Conflict of Interest .................................................................................................................................. 33
5.20
No Improper Influence............................................................................................................................ 34
RFP: City of West Fargo – ERP Software System
Page 3 of 34
1. RFP Introduction and Background
1.1 Introduction
The City of West Fargo (the “City”) is soliciting Proposals for software and consulting services to
implement a new software system environment related to the City’s Enterprise Resource Planning
(ERP) needs.
In addition to soliciting written responses, this document provides information to assist Proposers in
preparing their responses and facilitates the subsequent evaluation and comparison process. In that
regard, this RFP:
• Provides information essential to soliciting meaningful recommendations and realistic
commitments from the Proposers;
• Specifies the desired format and content of Proposals in response to this RFP;
• Outlines the City’s evaluation and selection procedures; and
• Establishes a schedule for the preparation and submission of Proposals in response to this
RFP.
This RFP and the selected Proposal in response to this RFP will be incorporated into the contract
resulting from this solicitation.
1.2 About The City
West Fargo, North Dakota, is a city on the grow, more than doubling in population over the past 20
years. To our 42,000 residents, the City offers an excellent student-oriented school district, a park
district with world-class facilities, and a variety of housing options to meet the needs of residents of
all ages and families of all sizes. The City combines the benefits of small-town living with the
resources and amenities of a large city – plus the kind of community spirit unique to the Midwest!
The City has a strong primary sector business industry, centered around agriculture, technology, and
innovation, making the City an up-and-coming hot spot for national and international commerce,
manufacturing, and distribution. As part of a larger metro area, the City is on the doorstep of North
Dakota’s hub for high-quality medical care and research, three universities, and a multi-modal
transportation network spanning air, rail, and two interstates.
This dynamic growth and strategic positioning are supported by a dedicated team of public servants
who ensure the city runs efficiently and continues to thrive. Behind the City’s success is a
commitment to community-focused services that enhance everyday life for residents and businesses
alike.
City staff aim to maintain a high quality of life for residents in a clean, safe, and friendly community.
Along with administrative, community, and development staff, the City includes the West Fargo
Police Department, West Fargo Fire Department, West Fargo Department of Public Works and
Sanitation, and the West Fargo Public Library.
RFP: City of West Fargo – ERP Software System
Page 4 of 34
The following table contains statistics related to the City. These statistics are estimates and are
provided for planning purposes only. Additional information has been provided in Table 04: Functional
Area Statistics.
Table 01: Statistics
No.
Area
1 Operating Budget
2 Population Served
3 Total FTEs
4 Fiscal Year
Statistic
Approx. $119,700,000
Approx. 41,161
300+
January 1-December 31
1.3 Project Objectives
The overall goal of this Project is to take advantage of the newest technology and harness efficiencies
by reviewing current processes and implementing technology to enhance processes performed by
City departments. The City is planning to replace its current software system environment with a new
system or combination of software systems and will adopt systems functionality to support core
processes. In doing so, the City seeks to address several challenges in the current environment, and
gain future efficiencies, including but not limited to:
Key Objectives and Outcomes:
• Enhance operational effectiveness by making more timely, accurate, and complete
information available to citizens, City personnel, and vendors.
• Utilize information technology to consolidate costs and ongoing maintenance.
• Improve internal and external communications using information technology.
• Refine business processes based on best practices.
• Enhance features and functionality to support increased automation and operational
efficiencies by streamlining use of systems.
• Increase productivity by eliminating redundancy and unnecessary tasks.
Primary Challenges in the Current Environment:
• Custom reports and dashboards are difficult to generate. The City desires to generate custom
ad hoc reports with dashboard functionality without requiring extensive manipulation or
intervention from a third-party application.
• A lack of a consistent, centralized, and electronic workflow and approval process results in
significant inefficiencies to the City’s processes.
• Supporting documents are filed outside of the system of record. The City desires to attach
RFP: City of West Fargo – ERP Software System
Page 5 of 34
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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