Enterprise Resource Planning Software FY27

Purpose

NAICA is seeking proposals from qualified vendors to provide Enterprise Resource Planning (ERP) software for NAICA. This document is a Request for Proposal (hereafter ‘RFP’) for the services described below and does not obligate NAICA to accept responses from eligible vendors. The RFP establishes minimum requirements a bidder must meet, in order to be eligible for consideration as well as information to be included in the vendor’s bid response.

Carefully examine the specifications, conditions and limitations. The selection of the successful vendor will be made based on NAICA’s evaluation and determination of the relative ability of each bidder to deliver quality services in a cost-effective manner.

The following specific criteria will be evaluated and must be addressed in the proposal:

1. Company History and Organization
2. ERP Platform
3. Implementation services
4. Data migration
5. Integration with existing systems
6. Training and change management
7. Ongoing support and maintenance

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the scope of the project. All bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

Submission Of Proposals

Responses to this RFP are due by 5:00pm on March 31, 2026. Late submittals will not be accepted. The method of submission is via: NAICARFP@naicany.org.

Any questions regarding this RFP should also be addressed to the email mentioned above. Subcontractors may not contact other executives, managers or employees of NAICA without permission from the Vendor Committee.

Conflicts Of Interest

Vendor(s) must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in the contracted company submitting any bid as follows:

• Relations/Associations to any NAICA Board member.
• Relations/Associations to any Senior or Executive employee of NAICA.
• Relations/Associations to Directors employed by NAICA.
• Vested personal or financial interest in NAICA or to any company organization that does business with NAICA and which may be construed as a conflict of interest.

Insurance

The successful Bidder(s) shall carry and maintain, with respect to any work or service to be performed at NAICA Locations, insurance written by a responsible insurance company, to provide for the following:

• Workers’ Compensation as required by applicable statute and Employer’s Liability Insurance.
• Commercial General Liability Insurance.
• Excess-umbrella Insurance, including terrorism coverage.
• Include a sample Certificate of Insurance including limits with the response. All policies and certificates shall provide for thirty (30) days notification to NAICA in the event of cancellation, reduction in limits or changes in coverage.

Contract Term

Contract terms shall be for a 1-year period unless terminated by either party with sixty (60) days written notice.

Scope Of Services

The selected vendor will be responsible for providing:

ERP Software
A comprehensive ERP platform that includes the following modules (or equivalents):

• Financial Management (General Ledger, Accounts Payable, Accounts Receivable)
• Budgeting and Forecasting
• Grant and fund accounting
• Procurement and Purchasing
  • Purchase request and approval workflows
  • Vendor management
  • Purchase order management
  • Contract management
• Reporting and Analytics
  • Customizable dashboards
  • Standard financial and operational reports
  • Export to common formats
• Workflow Automation
• Asset Management
• Audit Trail Functionality

Implementation Services
The vendor must provide services including:

• Project planning and management
• Requirements validation
• System configuration
• Customization
• Data migration from Quickbooks
• Testing and quality assurance
• User training

Negotiations Of Pricing

The Neighborhood Association for Inter-Cultural Affairs is a certified 501C (3) non-profit with funding that is based off contractual obligations with City and State Agencies. We encourage and invite all bidders to provide a detailed bid submission that is adequately and carefully computed based off the scope of requirement listed above.

It is important to understand, while we encourage competitive bidding, the award for each contract will be based off of not just pricing alone, but performance, organizational metrics, and the bidder’s ability to satisfy our requested scope of work in a manner in which we feel will satisfy our contractual obligation in maintaining a clean, safe, and healthy facility for our clients and our staff.

Due to the nature of our funding, and budgetary restrictions, the table below will display the maximum pricing we are allowed to award all potential bidders for each location. Please understand there is no room for negotiation in exceeding this maximum amount and all bidders must meet or come below this threshold.

Area Of Requirements

PASSPort and PIP registration

• The bidder is to provide proof of registration in PASSPort and the Payee Information Portal (PIP) VIA attachment directly from PASSPort and PIP containing the following information:
  • Passport vendor status
  • Vendor name
  • Filing Date
  • Business address
  • EIN
  • DUNS number
  • FMS Vendor Code
  • Existing address and contract assignments – PIP

This document is a Request for Proposal (RFP) for the services described and does not obligate NAICA to accept responses from eligible subcontractors. This RFP establishes minimum requirements a potential bidder must meet, in order to be eligible for consideration as well as information to be included in the subcontractor’s bid response.

Thank you,
NAICA Vendor Committee
NAICARFP@naicany.org