RFP No. 245050 Enterprise Resource Planning (ERP) Software and Implementation Services

The City of Salem, Oregon has issued RFP No. 245050 for Enterprise Resource Planning (ERP) Software and Implementation Services, seeking a comprehensive, fully integrated software solution to support all city departments, elected official offices, boards, commissions, enterprise operations, and the urban renewal agency. The procurement involves acquiring software licenses and fixed-fee professional services for an ERP system that will provide functionality across core business areas including accounting, budgeting, procurement, receivables, treasury, asset management, human resources, payroll, and time entry. Key deliverables include a project management plan, organizational change management, system design requirements, data conversion, testing, and go-live support. Proposers must provide detailed information about their software solution, including product background, technology architecture, implementation approach, and consulting team experience. The RFP requires vendors to submit fixed-price proposals with cost estimates for software licenses, professional services, interfaces, conversions, and enhancements. Proposals are due by August 16, 2024, with software demonstrations scheduled for September-October 2024, and the city anticipates awarding the contract in December 2024 with a project start in January 2025.

The RFP does not specify any set-aside designations or restrictions on the types of organizations that can respond. No incumbent vendor is explicitly identified, though the city indicates the new ERP system must integrate with existing systems like CityWorks, AssetWorks, Oregon Buys, Paymentus, and NeoGov. The fiscal year 2025 budget includes $6.3 million allocated for this project, which covers software licensing, professional services, project management, and implementation support. The city has already announced its intent to award the contract to Avaap, with the contract scheduled for final award on December 11, 2024. The software license pricing is expected to be fixed for a minimum of five years, with implementation services priced as fixed-fee and milestone-based. Payments will be tied to the acceptance of specific deliverables outlined in the Statement of Work, and the city requires vendors to provide a 45-day warranty and maintain a 30-day final acceptance period.