1-Enterprise Infrastructure Asset Management and Planning Development Software RFI.pdf

REQUEST FOR INFORMATION (RFI)

Enterprise Infrastructure Asset Management and

Planning & Development Software

Issued by: City of Westerville, Ohio

RFI Deadline Dates

• Open Date: May 27, 2026

• Questions Due Date: June 3, 2026, 5:00 PM EDT

• Close Date/Deadline for Responses: June 10, 2026, 5:00 PM EDT

Contact Information

• Point of Contact: Langdon Sanders, Data Quality Manager

• Email: Bids@westerville.org

• Project Portal: https://westerville.bonfirehub.com/opportunities/238014

NOTICES/INSTRUCTIONS

INTRODUCTION

THIS REQUEST IS FOR INFORMATION ONLY to assist the City of Westerville (hereinafter “City”) in determining how the marketplace may best fulfill the Enterprise Infrastructure Asset Management and Planning & Development Software project needs described herein.

PURPOSE

The purpose of this Request for Information (RFI) is to solicit industry, supplier, and product information in a systematic, transparent, and impartial manner. The information obtained through this effort may help inform the scope of work for a future City solicitation.

This RFI is issued solely for information, research, and planning purposes. It does not constitute a solicitation process or a promise to issue a subsequent solicitation process in the future. This RFI does not commit the City to contract for any good(s) or service(s) whatsoever.

PROJECT DESCRIPTION

Background The City of Westerville is a full-service city serving a population of approximately 40,000 residents. City services include Public Safety (Police, Fire), Planning & Development (Planning & Zoning, Engineering, Building), Electric and Water Utilities, Public Service (streets, utilities of water, sanitary sewer, mailto:Bids@westerville.org https://westerville.bonfirehub.com/opportunities/238014 stormwater, and others), Economic Development, Parks and Recreation, and other city services.

The City is requesting information on modern, cloud-based (SaaS) solutions capable of handling both Enterprise Asset Management and Planning and Development workflows (e.g., Permitting and Licensure, Inspections, and Code Enforcement) for budgetary planning purposes.

The City presently utilizes a mature implementation of Enterprise Asset Management (EAM) software for managing public assets, service requests, processing permits, and handling code enforcement, and is interested in learning more about modern solutions in the market place, with the capability to streamline the City’s internal operations, planning and decision making, and facilitate the City’s commitment to Excellent Comprehensive City Services.

Business Context

Present Asset Management Services Key departments handling asset management include:

Customer Service: receiving and responding to resident requests in a timely and meaningful manner, routing residents to proper services and requests to appropriate departments.

Utilities including Electric, Water Distribution, Sanitary Sewer, and Stormwater. Westerville owns and operates its electric distribution and water systems.

Public Service Department: Manages daily operational assets to keep the community safe and vibrant, including street maintenance, snow removal, and public right-of-way upkeep. Public Service is the primary respondent to requests for service and fulfillment through work orders on public infrastructure.

Engineering Division: Manages the Capital Improvement Program, ensuring that the design, construction, and maintenance of transportation systems and public infrastructure align with the City's mobility and sustainability goals.

Parks and Recreation: Manages a nationally recognized parks system, the Westerville Community Center, and various recreational facilities. Parks and Recreation is responsible for landscape maintenance in parks, service requests, and tree pruning.

Planning & Development Services The City's permitting, zoning, and land-use activities are core governmental services. Centralized under the Planning and Development Department, these services ensure that Westerville continues to attract residents and investors while preserving its historic heritage.

The department currently utilizes portals to manage the development lifecycle across several divisions:

Building Division: A State-certified department that reviews commercial and residential construction, issuing permits and conducting inspections to support safe, high-quality development for residents and corporate headquarters alike.

Planning & Zoning Division: Ensures that development aligns with the City's strategic vision. They manage zoning certificates, development plans, and reviews for the Uptown Review Board, which directly supports the goal of maintaining an Authentic and Alive Uptown.

Engineering Division (Permitting): Manages permits impacting public infrastructure and the right-of-way, ensuring that private development integrates smoothly with the City's high standards for municipal access and mobility.

Code Enforcement Division: Works to ensure properties comply with city codes and property maintenance standards, safeguarding community aesthetics, safety, and property values.

High-Level System Needs

The City is interested in learning more about modern solutions that provide the following core functionalities:

Enterprise Infrastructure Asset Management (EAM)

• Comprehensive inventory and lifecycle tracking for municipal assets (e.g., public works, utilities, facilities, parks).

• Map integration with Esri ArcGIS

• Work order creation, dispatch, tracking, and closeout.

• Linking work activity to assets

• Preventative and predictive maintenance scheduling.

• Problem reporting (service request) creation and tracking.

• Mobile application for field staff to update work orders and access asset histories in real-time.

• Module or integration with existing 311 platforms for service request creation by the public.

Permitting and Licensing

• Public-facing portal for online permit applications, status tracking, and digital document submission.

• Configurable automated workflows for plan reviews, approvals, and inspections.

• Mobile capabilities for field inspectors to enter results, capture photos, and generate notices.

• Integrated fee calculation and secure online payment processing.

General System Capabilities

• Robust, live bi-directional integration with Esri ArcGIS mapping capabilities, specifically web GIS services and ArcGIS Online hosted feature services.

• Spatial location capabilities such as address locating (geocoding) capabilities to associate requests with an address or spatial asset.

• Cloud-hosted (SaaS) architecture with high availability and security (CJIS/State compliance is a plus).

• Highly configurable reporting and dashboarding tools.

• Mobile application for field use

• Automation configuration capabilities such as APIs and/or webhooks for potential integration with existing City systems (e.g., a third party 311 system, data query and extraction, ERP/financial software).

• Direct access to full database either live or read-only instances

Recommended Security Features

• Data Residency (residing in the US only, no cross-border transfer)

• Data portability (exportable data)

• Encryption of data at rest and in transit AES-256 and TLS 1.2 or higher

• Granular access controls for end users with access logging

• Integration with SCIM or SSO (Okta or Google)

• MFA capabilities

• Documented supply chain security review and vulnerability management programs

• System redundancy to ensure 99.9% availability

RESPONSE INSTRUCTIONS

RFI responses should contain the following:

Contact Information

• Company Name

• Address

• The Primary Point of Contact for Inquiries

• Contact Telephone Number

• Contact Email Address

Company and Solution Overview

• Brief overview of the company and experience serving local government entities similar to Westerville.

• Overview of the proposed software solution(s) and how it addresses both Asset Management and Planning & Development workflows.

• Please specify if these are separate modules/products or a single unified platform.

Technical Architecture & Integration

• Describe the deployment model (e.g., multi-tenant SaaS).

• Provide an overview of system GIS integration capabilities specifically with Esri.

Implementation & Support

• Describe the standard implementation methodology and typical timeline for a city and service portfolio of the size referenced.

• Describe your support structure.

Budgetary Pricing Structure Please provide a high-level budgetary estimate. The City understands that any pricing information supplied is solely for budget planning purposes and is non-binding.

• Software Licensing/Subscription: Explain the pricing model (e.g., per user, population-based, module-based) and estimated annual costs.

• Implementation Services: Estimated one-time costs for configuration, data migration, integration, and training.

• Ongoing Maintenance/Support: Any additional recurring fees not covered in the subscription.

SUBMISSION INSTRUCTIONS

Responses to this RFI will be accepted until the closing time of June 10, 2026 5:00 PM EDT.

Please upload your submission in PDF format at:

https://westerville.bonfirehub.com/opportunities/238014

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

The Q&A period for this RFI is May 27, 2026, 3:00 PM (EDT) to June 3, 2026, 5:00 PM (EDT). You will not be able to send messages after this time. Questions may be submitted to the City at either Bids@westerville.org or via the Project Portal. Questions will be documented, and an addendum will be issued with the City’s responses. The City will endeavor to post the addendum the City’s Euna Procurement/ Bonfire Portal (https://westerville.bonfirehub.com/opportunities/238014) by 5 PM (EDT) on June 5, 2026.

PUBLIC RECORDS

Vendors responding to this RFI are hereby notified that all RFI responses and any other documents submitted to the City become public property and are subject to public disclosure in accordance with Ohio Public Records Law.

OUTCOME

Vendors responding to this RFI will be notified of any subsequent discussions or solicitations related to this effort; however, the City of Westerville does not guarantee any formal solicitation will be generated based on this RFI.

The City accepts no responsibility for any expenses incurred by the responders to this RFI. Such expenses are to be borne exclusively by the responders.

https://westerville.bonfirehub.com/opportunities/238014 mailto:Bids@westerville.org https://westerville.bonfirehub.com/opportunities/238014