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HomeMy WebLinkAbout26 - Instructions - Enterprise Resource Planning Software & Implement addendum 1 Request for Proposals (RFP) Enterprise Resource Planning (ERP) Software and Implementation Services Addendum #1 March 18, 2026 City of Bozeman Request for Proposals for ERP Software and Implementation Services ADDENDUM #1 Page 2 ADDENDUM #1 This Addendum #1 is issued to provide additional information and clarification regarding the City of Bozeman’s Request for Proposals (RFP) for Enterprise Resource Planning (ERP) Software and Implementation Services. All other terms and conditions of the RFP remain unchanged unless expressly modified herein. Respondents are responsible for reviewing and incorporating the information contained in this Addendum into their proposals. 1. The INSTRUCTIONS on page 2 of the RFP are updated to the following (changes underlined): NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from qualified Enterprise Resource Planning (ERP) software and implementation services providers. Copies of the Request for Proposals are available on the City’s website, which includes the RFP in PDF form, along with Word and Excel attachments to be completed by the Respondent. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the City email address below. All proposals must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guidelines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response, in addition to the required Excel attachments. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement with the City Clerk. It is the Respondent’s sole responsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by May 4, 2026 at 3:00 PM MT. It is the sole responsibility of the Respondent to ensure that proposals are received prior to the closing time as late submittals will not be considered. The email address for submission is: procurement@bozemanmt.gov Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, procurement@bozemanmt.gov. Questions relating to the RFP should be directed to: Justine Swanson, Project Manager/Financial Management Analyst, 406-577-7436, Justine.Swanson@bozemanmt.gov Respondents will be required to agree to the City’s non-discrimination and equal pay affirmation, attached as V.1.2. DATED at Bozeman, Montana, this March 14, 2026. City of Bozeman Request for Proposals for ERP Software and Implementation Services ADDENDUM #1 Page 3 2. The Solicitation Schedule in Section I.5.2 is updated to (changes underlined): Activity Scheduled Date RFP Issuance March 14, 2026 Preproposal Conference March 24, 2026 Deadline to Submit Questions and Requests for Clarification on the RFP March 27, 2026 Answers to Submitted Questions Provided April 7, 2026 Proposals Due May 4, 2026 Completion of Written Proposal Analysis and Notification of Elevation for Software Demonstrations and Implementation Interviews June 16, 2026 Software Demonstrations and Implementation Interviews* July 14 – 16, 21 – 23, and 28 – 30, 2026 Notification of Elevation to Semi-finalist or Finalist Respondent(s) September 1, 2026 Conduct Discovery Sessions* September 23 - 24, 2026 Notification to Selected Vendor Late September, 2026 Contract Negotiations and Finalize Statement of Work September / October 2026 Execute Final Contract October / November 2026 Begin Implementation November 2026 3. The following paragraph is added to the Solicitation Schedule in Section I.5.2 (changes underlined): The Preproposal Conference will be held virtually on March 24, 2026, at 11:00 AM MT. Attendance at the Preproposal Conference is strongly encouraged but not mandatory. The link to join the Preproposal Conference is: https://teams.microsoft.com/meet/26808370849592?p=a2xnuvIru0qNKKO56z