Project Information

Bid Title

RFP for Software and Implementation for an Enterprise Resource Planning (ERP) Software System

Issuing Agency

City of West Fargo

Location

North Dakota

Published Date

Nov 18, 2025

Closing Date

Feb 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP for Software and Implementation for an Enterprise Resource Planning (ERP) Software System
Category:	City of West Fargo RFP
Status:	Open

Description: 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. Please scroll to bottom of this page to review all RFP Documents. In addition to soliciting written responses, the attached 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. 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. The following RFP Schedule of Events represents the best estimate of the schedule the City will follow, which is subject to change at the City’s discretion. Vendors are encouraged to hold the demonstration dates listed. If a component of the schedule is accelerated or delayed, it shall be anticipated that the remaining components may also be adjusted by a similar number of days via RFP Addendum prior to the submittal deadline. Event Date RFP Published November 18, 2025 Pre-Proposal Vendor Teleconference December 4, 2025 1 p.m. CST Deadline for Questions from Vendors January 13, 2026 2 p.m. CST Deadline for Proposal Submissions February 13, 2026 4 p.m. CST Shortlist Vendors Notified Week of March 2, 2026 Vendor Demonstrations March 23-27, 2026 Award Contract & Submit to Commission for Approval April 20, 2026 Publication Date/Time: 11/18/2025 12:00 AM Publication Information: Please review all attached documents for submission details and instructions Closing Date/Time: 2/13/2026 4:00 PM Submittal Information: Submissions must be made via email to willy.galindo@westfargond.gov or nick.lee@westfargond.gov Related Documents: City of West Fargo ERP System Full RFP Packet Attachment A Proposal Forms Attachment B - Functional and Technical Requirements/Capabilities Attachment C1 - Cost Worksheet Attachment C2 - Cost Narrative

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

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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