1-1 Request for Proposals for Asset Management Platform Criteria and Specification Development.pdf

City of Milwaukie – RFP for Asset Management Platform Criteria and Specification Development 1

REQUEST FOR PROPOSALS

FOR

ASSET MANAGEMENT PLATFORM CRITERIA

AND SPECIFICATION DEVELOPMENT

Proposals Due: November 12, 2026, 2:00 p.m. PST

SECTION 1: ANNOUNCEMENT

City of Milwaukie (City) is seeking proposals from qualified and experienced consultants for assistance in identifying priority operational and technical requirements of the City’s public works divisions, and in developing a practical transition and procurement strategy in order for the City to procure an asset management software platform and associated implementation services. City is seeking a focused and practical process from a consultant that will lead the City to be solicitation-ready for procuring an asset management platform. A complete description of services is provided under Section 3 of this solicitation.

City utilizes Euna Procurement Bonfire for its electronic procurement system (Procurement Portal). To access the solicitation documents, be added to the distribution list for this solicitation’s automatic notices, and to submit proposals electronically, please visit https://milwaukieoregon.bonfirehub.com/.

To assist with registration, submission of responses, or for technical support, access Bonfire’s online knowledge base or contact the Bonfire support team at support@gobonfire.com.

Proposals must be submitted electronically through the City’s Procurement Portal. Proposals will be received until 2:00 p.m. PST on Thursday, November 12, 2026. Proposals that are not received by the submission deadline will not be accepted, as the Procurement Portal will automatically block submissions at the exact time the solicitation closes. There will be no public opening of submissions.

SECTION 2: GENERAL INFORMATION

2.1 Invitation; Questions/Clarifications of RFP Documents

City is inviting consultants to respond to this intermediate (or informal) solicitation. Prospective consultants will be required to log in to access the solicitation documents and submit a proposal.

Request for Proposals (RFP) documents may be obtained at no cost from the Procurement Portal at https://milwaukieoregon.bonfirehub.com/. All questions and clarifications for this RFP must be addressed through the Procurement Portal by clicking on Messages and then the Public Q&A tab within the desired solicitation.

2.2 Schedule of Events

City anticipates the following general timeline for receiving and evaluating proposals. This schedule is subject to change if it is in the City’s best interest to do so.

RFP issued October 20, 2026 Deadline for changes/clarifications/questions October 29, 2026, 2:00 p.m. PDT Deadline to issue addenda November 3, 2026, 2:00 p.m. PST Proposals due November 12, 2026, 2:00 p.m. PST Evaluations of proposals complete November 24, 2026 Notice of intent to award posted November 25, 2026

RFP for Asset Management Platform Criteria and Specification Development 2

2.3 Changes to Solicitation by Addenda

City reserves the right to make changes to this RFP by written addenda. Addenda will be posted in the Procurement Portal and email notices sent to prospective proposers. Proposers should consult the Procurement Portal regularly until the submission deadline to ensure that no addendum announcements have been missed. By submitting a proposal, the proposer agrees that they accept all risks and waive all claims related to any failure to obtain addendum information.

All addenda will have the same binding effect as though contained in the main body of this RFP. Written or oral instructions or information concerning the scope of work given by any method other than directly through the Procurement Portal will not bind the City.

No addenda will be issued later than the date set in Subsection 2.2, except an addendum, if necessary, postponing the closing date or cancelling the RFP. Receipt of each addendum must be acknowledged in writing on the Standard Proposal Form as part of the submission.

2.4 Cancellation; Rejection of Proposals

City reserves the right to cancel contract award at any time before execution of the contract by both parties if cancellation is deemed to be in the City’s best interest. In no event will the City have any liability for the cancellation of contract award.

City reserves the right to reject any or all proposals received as a result of this RFP that are not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all proposals upon findings that it is in the public interest to do so.

2.5 Requests for Clarification, Additional Research, and Revisions City reserves the right to obtain clarification of any point or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification may result in a finding that the proposer is non-responsive and consequent rejection of the proposal.

City may obtain information from any legal source for clarification of any proposal or for information of any proposer. City need not inform the proposer of any intent to perform additional research in this respect or of any information received.

City may perform, at its sole option, investigations of the responsible proposer. Information may include, but will not necessarily be limited to, current litigation and contracting references. All such documents, if requested by the City, become part of the public records and may be disclosed accordingly.

2.6 Modification or Withdrawal of Proposal

Proposals submitted early may be modified or withdrawn prior to the submission deadline by retrieving it through the Procurement Portal. Modified or withdrawn proposals may be resubmitted up to the submission deadline, provided that they are fully in conformance with the RFP requirements. Any proposal withdrawn and resubmitted will supersede the original proposal submitted.

A proposal may not be modified, withdrawn, or canceled by the proposer for 30 calendar days following the submission deadline.

2.7 Proposal Ownership

All proposals submitted become and remain the property of the City and are considered public information subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes (ORS) 192.345 and 192.355.

Unless certain pages or specific information are specifically marked “proprietary” and qualify within the context of the regulations stated in the preceding paragraph, the City will make available to any person requesting information through the process for disclosure of public records, any and all information

RFP for Asset Management Platform Criteria and Specification Development 3 submitted as a result of this RFP without obtaining permission from any proposer only after the contract has been executed. Proposer shall not mark the entire proposal document “confidential.”

2.8 Affirmative Action/Nondiscrimination

By submitting a proposal, the proposer agrees to comply with the Fair Labor Standard Act, Civil Rights Act of 1964, Executive order 11246, Fair Employment Practices, Equal Employment Opportunity Act, Americans with Disabilities Act, and Oregon Revised Statutes. By submitting a proposal, the proposer specifically certifies, under penalty of perjury, that the proposer has not discriminated against minority-owned, women-owned, veteran-owned businesses or emerging small business enterprises in obtaining any required subcontracts.

SECTION 3: SCOPE OF WORK

3.1 Project Background

Since 2015, the City has used Trimble’s Cityworks as its primary asset management and work order management software platform. Cityworks supports infrastructure maintenance, inspections, service requests, work orders, and asset tracking across the public works divisions, including water, wastewater, stormwater, transportation, engineering, capital improvement programming, and climate and natural resources divisions.

City also relies extensively on Environmental Systems Research Institute (Esri) software for its enterprise geographic information system (GIS) environment. City intends to continue using Esri; therefore, integration with the City's Esri environment and support for GIS-based asset management, mapping, field, and operational workflows is a core requirement of any future asset management platform.

City is currently upgrading its existing Cityworks platform subscription and Esri environment to maintain software support, security, system integration, and operational continuity while the City evaluates and procures a future asset management platform. The Cityworks upgrade is only an interim measure and should not be interpreted as a determination that Cityworks is the City's preferred long-term asset management platform.

As a first step toward procuring a new platform, City is seeking consultant assistance to identify priority operational and technical requirements, develop a practical transition and procurement strategy, and to prepare solicitation criteria and specifications for a future platform and associated implementation services.

City is not seeking a comprehensive enterprise technology study, detailed business process, reengineering effort, or an evaluation of whether to continue using Esri.

3.2 Future Platform Implementation Timeline

City's planned upgrade of Cityworks and its supporting Esri environment is intended to provide an interim operating platform while the City procures and implements a new asset management system. City will use this period of time as a transition window rather than as a long-term extension of the existing platform.

City's goal is to competitively solicit for a new asset platform, select a software, implement, migrate to, test, and place the future asset management platform into production before the end of 2028. City expects the selected consultant to consider this target date when developing requirements, the transition strategy, procurement approach, implementation expectations, and for the City to competitively solicit a software platform.

As part of this project, the consultant will recommend to the City a procurement and implementation roadmap that provides reasonable time for a competitive solicitation, software evaluation and selection, contract negotiation, configuration, integrations, data preparation and migration, testing, training, change management, cutover, and stabilization. The roadmap will identify schedule

RFP for Asset Management Platform Criteria and Specification Development 4 dependencies and risks that could affect the City's ability to meet the desired implementation timeframe.

City anticipates that a target production date in approximately mid-2028 may provide appropriate contingency and stabilization time before the end-of-2028 transition constraint. The consultant will evaluate this assumption and recommend a realistic target based on the procurement and implementation requirements developed through this work.

3.3 Scope of Services

The following services will be provided by the selected consultant under the awarded contract:

Task 1 - Project Initiation and Focused Existing Conditions Review

1.a Project Kickoff and Work Plan Conduct a project kickoff meeting with city staff to confirm project objectives, scope, schedule, roles, communication protocols, key decision points, and required city input.

Prepare a concise work plan and schedule that identifies major activities, stakeholder engagement, review periods, and deliverables.

1.b Existing Technology and Documentation Review Review available documentation and the City's existing asset management technology environment, including, but not limited to, Cityworks, Esri, CUES’ Granite operational platforms, Tyler Technologies’ ERP Pro financial system, MCCI’s GovBuilt permitting and licensing platform, Accela permitting systems, mobile technologies, and other systems determined to have a material relationship to the future asset management platform. Focus the review on system dependencies, existing integrations, data flows, interoperability needs, and constraints to be addressed through the City’s future asset management platform procurement.

1.c Targeted Stakeholder Engagement Conduct targeted interviews or workshops with representatives of the City’s public works operations, engineering, GIS, information technology, city management, and other staff as appropriate. Engagement will focus on priority workflows, existing challenges, unmet needs, field use, reporting, inspections, regulatory tracking, preventive maintenance, asset information, service requests, and other functions necessary to establish future platform requirements. The consultant is not expected to document every existing workflow or conduct a comprehensive business process reengineering effort.

1.d Existing Conditions and Priority Needs Summary Summarize the findings from the existing conditions review and stakeholder engagement.

Identify priority operational needs, technology and integration considerations, significant gaps, and issues to be addressed through the City’s future asset management platform procurement.

Deliverable: Focused existing conditions and priority needs summary.

Task 2 - Functional, Technical, and Integration Requirements

2.a Functional Requirements Develop functional requirements for the future asset management platform. Requirements must address priority functions including asset inventory and hierarchy management, work orders, preventive maintenance, inspections, regulatory activities, service requests, field and mobile operations, labor and material tracking, reporting, dashboards, asset condition and lifecycle information, document management, system administration, and other functions identified through Task 1. Distinguish between essential requirements and desired capabilities where appropriate.

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2.b Esri Integration Requirements Develop requirements of an asset management platform for integration with the City's Esri enterprise GIS environment. Esri will remain the City's enterprise GIS solution and must be treated as a core component of the future environment. Requirements must address GIS based asset inventories, mapping, spatial data management, field workflows, synchronization, asset and work order relationships, and other operational processes dependent on Esri. Requirements must also consider the ability of the future platform to integrate with current and future supported versions of Esri without unnecessarily constraining the City's ability to maintain and upgrade its Esri environment.

2.c Technical, Enterprise Integration, and Security Requirements Develop technical requirements of an asset management platform that addresses system architecture, hosting, configuration, Application Programming Interface (API) and interoperability, authentication and user administration, cybersecurity, data ownership and access, reporting and analytics, mobile functionality, and other technical considerations appropriate to include in the solicitation. Identify required or desired integrations with the City's financial, permitting, operational, mobile, and other enterprise systems.

2.d Data Migration Requirements Develop planning level requirements for migration of existing Cityworks data, including asset, work order, inspection, maintenance, historical, attachment, and other relevant information.

Requirements must address data preparation, conversion, validation, archival, ownership, and the respective responsibilities of the City and the future asset management platform provider.

Deliverable: Functional, technical, Esri integration, enterprise integration, security, and data migration requirements suitable for incorporation into the City’s solicitation for an asset management platform.

Task 3 - Transition and Implementation Planning

3.a Transition Strategy Develop a planning level strategy for transitioning from Cityworks to another asset management platform while maintaining the City's Esri environment and continuity of public works operations.

Consider the City's upgraded Cityworks environment, procurement timeline, data migration, system integrations, and the need to maintain essential operational functions during implementation and cutover.

3.b Implementation Expectations Identify implementation elements that should be addressed in the solicitation, including project governance, configuration, integrations, data conversion, testing and acceptance, training, change management, staff resource requirements, deployment, cutover, and post implementation support. Define these elements at a level sufficient to establish clear expectations from a software provider without developing a detailed implementation plan before a platform is selected.

3.c Transition Roadmap Develop a planning level roadmap for the City covering completion of this analysis and support work through procurement, selection, contracting, implementation, configuration, integration, data migration, testing, training, cutover, and stabilization of the asset management platform.

The roadmap will be developed around the City's objective of having the future platform operational before the end of 2028 and will recommend appropriate schedule contingency rather than assuming the existing Cityworks system will remain available through the final transition date. The consultant will evaluate whether a mid-2028 production target provides an appropriate implementation and stabilization window and recommend adjustments as needed.

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Deliverable: Planning level transition and implementation roadmap and recommended implementation requirements for the City’s solicitation and selection of an asset management platform.

Task 4 - Procurement and Evaluation Strategy

4.a Procurement Strategy Develop recommended criteria for the selection of an asset management platform and associated implementation services, including software provider and implementation team qualifications, references, implementation expectations, product support and lifecycle information, and other elements necessary to support an effective competitive selection process.

4.b Evaluation Framework Develop recommended evaluation criteria, scoring methodology, and evaluator tools that allows the City to meaningfully compare asset management solutions, including functional capabilities, Esri integration, technical architecture, implementation approach, data migration, usability and field functionality, software provider and implementation team experience, support and product lifecycle, cybersecurity, and total cost of ownership.

4.c Scripted Demonstration Scenarios Develop scripted demonstration scenarios to be used with software providers during the evaluation process. Scenarios will be based on representative city workflows and require the software providers to demonstrate how their proposed platform performs City-defined tasks rather than relying primarily on provider-selected demonstrations. Actual provider demonstrations will occur during the City’s solicitation of an asset management platform and are not included in this consulting scope.

4.d Future Platform Cost and Total Cost of Ownership Structure Develop cost proposal requirements that allow the City to meaningfully understand and compare software licensing or subscription costs, implementation costs, integrations, data migration, training, recurring costs, optional services, and long-term total cost of ownership. The pricing structure will support an equitable comparison among different platforms and implementation models during the solicitation process.

Deliverable: Procurement strategy, proposal evaluation framework and scoring tools, and scripted demonstration scenarios.

Task 5 - Asset Management Platform Solicitation Development

5.a Draft Solicitation Development Consultant will prepare a draft document for the City's use in soliciting an asset management platform and associated implementation services. The draft document will incorporate the solution requirements, conditions assessment, transition expectations, procurement criteria, and evaluation framework developed through Tasks 1-4 above.

City will incorporate the drafted technical specifications and recommended procurement strategy provided by the consultant into a city-approved solicitation document to ensure it meets state and local requirements.

5b. Final Solicitation Review Before the solicitation is publicly issued, the City and consultant will perform a final review of the draft solicitation document(s) and supporting evaluation materials and resolve any comments or open issues. A separate comprehensive final report is not required from the consultant.

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Relevant findings and recommendations through the final review will be incorporated into the solicitation documents to the extent practical.

City will issue and facilitate the competitive solicitation through its electronic procurement system.

Deliverable: Draft technical specifications and procurement strategy recommendations for an asset management solution and review final solicitation documents and supporting evaluation materials.

3.4 Service Term

The contract resulting from this RFP will commence on or about December 15, 2026. The duration of the contract will be through December 31, 2027.

SECTION 4: INSTRUCTIONS TO PROPOSERS

4.1 Proposer Requirements

Any proposer submitting a proposal must meet the following minimum requirements:

A. Must be a legal entity, currently registered to do business in the State of Oregon (per ORS 60.701);

and

B. Must have been in business for at least five (5) years.

4.2 Proposal Requirements

Proposals must be type-written with a 10- or 11-point font. Proposal and any attachments must be submitted electronically through the Procurement Portal in the requested format. A person authorized to make such a commitment on behalf of the contracting business must sign the required documents.

Phone, facsimile, mail delivery, email delivery, and in-person submissions will not be accepted.

A. Proposal. The following items are a minimum content requirement of a proposal submitted in response to this RFP:

i. Project Understanding and Approach.

Describe your understanding of the City's objectives, existing environment, operational needs, project constraints, and desired procurement outcome.

Describe your approach for collaborating with City staff. Provide any proposed recommendations for changes to the scope of work to provide a more efficient and effective process that provides sound, defensible measures to complete the services.

Based on the scope of work and any proposed revisions, outline specific tasks to be performed, indicating which team members will be conducting the work.

ii. Work Plan and Project Delivery. Describe your proposed work plan and schedule. Identify your sequence of work, approach to stakeholder engagement, anticipated demands on City staff, quality control approach, and ability to transition efficiently from requirements development to solicitation-ready.

iii. Qualifications and Relevant Experience.

Describe a project where you assessed a current environment and developed a needs analysis for selecting a new software.

Provide information on key personnel who will work on this project. Include a resume and work experience/specific project experience which is similar to work to be done for this project.

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Provide at least two (2) references of prior clients for which comparable work was completed within the last five (5) years. Include client name, project description, dates of work, and current contact information.

iv. Proposed Fee. Provide your proposed fee for the services. Include rates for other items, such as reimbursable expenses. Pricing shall include profit, fringe benefits, overhead, and administrative costs.

B. Standard Proposal Form. Complete and sign the form to certify representation in the submitted proposal is accurate and true. This required form is uploaded separately in the Procurement Portal.

This form also indicates whether or not the proposing entity is certified with the State of Oregon’s Certification Office for Business Inclusion and Diversity (COBID). If certified, the proposer will receive full points for this criterion; if not certified, the proposer will receive zero points for this criterion. Certification is not required to submit a proposal.

SECTION 5: PROPOSAL SELECTION

5.1 Ranking of Proposals

Each proposal will be judged on its completeness and the quality of its content. City will evaluate all responsive proposals submitted for this RFP. Proposals will be ranked based on evaluation of responses with the first-ranked proposal being that proposer which is deemed to be the most appropriate and fully able to perform the services, and the second-ranked proposer being the next most appropriate, all in the sole judgment of the City.

5.2 Evaluation Criteria

In accordance with Subsection 4.2, the criteria will be used to determine the apparent successful proposer. Proposers responding to this RFP will be evaluated based on the following criteria:

A. Project Understanding and Approach (30 points)

B. Work Plan and Project Delivery (20 points)

C. Qualifications and Relevant Experience (30 points)

D. Proposed Fee (20 points)

E. COBID Certification (20 points)

5.3 City’s Rights Reserved

City reserves the right to:

A. Select one or more proposers for award;

B. Waive any or all irregularities or minor informalities in proposals submitted;

C. Award any or all parts of any proposal; and

D. Request references and other data to determine responsiveness.

5.4 Intent to Award

Upon completion of evaluations, the City will publish a notice of intent to award the contract to the proposer who best meets the overall needs of the City. The notice will be published on the Procurement Portal for all interested parties to view.

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SECTION 6: CONTRACT AWARD

The selected proposer will be asked to sign a personal services contract with the City. A City of Milwaukie business license and a federal tax identification number will be required. Also, the following levels of insurance will be included in the contract terms:

Commercial General Liability Insurance Each Occurrence $1,000,000 Personal & Advertising Injury 1,000,000 Products-Completed Operations Aggregate 2,000,000 General Aggregate 2,000,000 Damage to Rented Premises (each occurrence) 500,000 Medical Expense (any one person) 5,000

Professional Liability Insurance Each Claim 1,000,000 General Aggregate 2,000,000

Commercial Automobile Insurance Each Accident 1,000,000

Workers’ Compensation Insurance Each Accident 500,000

City reserves the right to negotiate final contract terms as the City determines it to be in its best interest.

City will begin negotiations once the highest-ranked proposer is selected and a notice of intent to award has been issued. If the City cannot come to terms with the highest-ranked proposer, the City will formally terminate negotiations and enter into negotiations with the second highest-ranked proposer. This process will continue until the City reaches a contract which the City deems appropriate for the work or determines a new competitive solicitation is necessary.

Award of a contract is accomplished by executing a written contract that incorporates elements of the solicitation, proposal, clarifications, addenda, additions, and insurance. All such materials constitute the complete contract documents.