1-Herriman RFP Work Order.pdf

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Herriman City 5355 W Herriman Main Street

Herriman, UT 84096

801-446-5323

Request for Proposals

Enterprise Work Order Management Due Date: November 30, 2026, at 5:00 PM MDT

1. Introduction. Herriman City (the “City”) is requesting proposals (“Proposals”) from qualified companies (“Proposers”) to provide work order management system for the City (the “Services”).

1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request.

2. Background and Detailed Description of Work Order Management System. The City is requesting Proposal to provide a work order management system. A more detailed description of the Services is attached as exhibit “A.”

3. Proposal Requirements. One (1) electronic (PDF) copy of Responses are required to be submitted by email to Herriman City/Steven Brown. Proposals must be submitted no later than

5:00 p.m. MDT on November 30, 2026. It is recommended that Proposers give themselves extra time before the deadline in case of any technical difficulties. Any response, modification, or amendment received after the due date and time is late. No late response, modification, or amendment will be accepted. No responses via facsimile or telegraphic will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer:

3.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included, together with a signed Certification in the form of exhibit “B” attached hereto. The introductory letter should be addressed to:

Steven Brown

HERRIMAN CITY

5355 W Herriman Main Street

Herriman, UT 84096

Include an e-mail address for the primary contact of the Proposer.

3.2. Scope. Describe, in sufficient detail, the Proposer’s understanding of the proposed project, services that will be provided, and any additional services proposed to be provided, and the cost of such additional services, if any. See minimum scope of items provided in Exhibit A.

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3.3. Cost. Detail the proposed all-inclusive cost for the Services and System.

3.4. References. Include the name, address, and contact person of at least three government agencies with which the Proposer has provided similar type of

Services. The City may contact such references.

4. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. If solutions are available, they should be presented.

5. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by a

Review Panel (See Section 6). The Review Panel will score each category and sum up their sections to create total score of 100. The average of all reviews will be taken as the final score.

Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows:

Evaluation Criteria Weight

GIS Integration and Functionality 15%

Work Order System and Operations 15%

System Flexibility & Customization 15%

Field Operations & Compliance 15%

Reporting and Dashboards 15%

Integration Requirements 15%

Cost and Schedule 10%

Total 100%

6. Selection. One or more Proposers may be invited to give demonstrations of their software. A

Review Panel or individual(s) will be appointed by the City (referred to hereinafter as “Review

Panel”).

7. General Information. The City reserves the right to reject any and all Responses. Proposers may meet with the City Staff prior to the submittal deadline to discuss project needs, provided that a Proposal may be recommended for selection regardless of whether a proposer has, or has not, met with the City prior to the submittal date. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request.

All requests for clarification or additional information regarding this Request must be submitted via email to Steven Brown no later than November 19, 2026, at 3:00pm MDT. Herriman City will endeavor to respond to such request for clarification or additional information; and if the contact person deems, in his sole and absolute discretion, that such response is of general applicability, the response, if any, will be provided via email to all Proposers. The City anticipates

-3-selecting one or more of the responding Proposers, but there is no guaranty that any responding

Proposer will be selected.

8. Terms of Contract. The successful Proposer will be required to enter into a written agreement with the City to provide the Services. If the selected Proposer and the City attorneys’ office are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the City

Manager or designee and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed.

9. Compliance with GDPA. The awarded Contractor acknowledges and agrees to comply with all applicable provisions of the Utah Government Data Privacy Act (GDPA), Utah Code Ann. §

63A-19-101 et seq., as amended, and associated administrative rules, with regard to any personal data processed or accessed as part of the duties under any resulting contract.

Steven Brown GIS Manager

5355 W Herriman Main St.

Herriman, UT 84096 sbrown@herriman.gov

801-727-0928 Direct mailto:sbrown@herriman.gov

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Exhibit “A”

Enterprise Work Order Management System

1. Project Overview & Objective

The Purpose of this Request for Proposal (RFP) is to solicit bids from qualified vendors to implement a robust, modern Enterprise Work Order Management System tightly integrated with a Geographic Information System (GIS).

The ideal solution will streamline field and office workflows, support comprehensive resource tracking (Equipment, Labor, Materials), interface seamlessly with several third-party enterprise applications, and offer offline mobile functionality.

2. Scope of Work & Functional Requirements

Vendors must indicate their compliance and technical approach for each requirement outlined below.

2.1 GIS Integration and Functionality

• Asset Autofill: System must support bidirectional GIS integration to select assets and autofill multiple fields into a work order. This must be customizable by asset or work order type.

• Multi-Asset Selection: Users must have the ability to select multiple and various GIS assets simultaneously for a single work order.

• Database Read/Write: System must actively read from and write to the primary GIS database.

• Geolocation: Mobile and map interfaces must geolocate the user's active position in real time.

• Ad-Hoc Pin Dropping: Users must have the ability to drop a map pin to locate work when no formal GIS asset or address is available.

• Historical Map Insights: Selecting an asset directly on the map must display its recent work order history and comprehensive asset information.

• Map-to-Work-Order Creation: Users must be able to initiate and create a work order directly from a selected asset on the map.

• Spatial Heat Mapping: System must possess spatial analysis capabilities to generate heat maps based on work order types and geographical frequency.

• Freeform Locations: System must provide an additional freeform location text field for use if specific location information is missing from the GIS database.

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• Layer Visibility Control: Users must have the ability to turn specific GIS asset layers on and off on the map. Layer visibility must dynamically reflect and govern asset selectability.

• Multi-Address Support: Work orders must allow for the entry and assignment of multiple addresses.

• Split or Multiple Screen: Utilize split or multiple screen functionality for use by mobile users

2.2 Work Order System & Operations

Equipment, Labor, and Materials (ELM) Tracking

• Equipment: Selectable from a preconfigured list or via manual entry, with mandatory fields for localized cost areas.

• Labor: Ability to create labor groups, add individuals or groups from a search directory, and track labor cost categories. Time tracking must support both real-time timestamps and manual entry of time spent on a job.

• Materials: Ability to log materials utilized and track associated material costs.

• Vendor Management: Capability to add, track, and associate third-party vendors within the system.

System Flexibility & Customization

• Dynamic Work Orders: Ability to change the work order type post-creation.

• Priority Structures: Ability to assign different priorities to work orders, with support for default priority rules based on work order types.

• Configurable Deadlines: Configurable due dates and times automatically calculated according to the selected work order type.

• Layout Customization: Comprehensive customization of work order screen layouts, tailorable by individual user and user group.

• Hierarchical Management: Ability to create child work orders and maintain strict data associations with a "Parent" work order.

Field Operations & Compliance

• Work Reassignment: Seamless reassignment of work orders to alternative groups or individuals.

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• Offline Mobile Application: Native mobile applications or interfaces providing full offline functionality, allowing field workers to execute tasks without cellular service.

• Standard Operating Procedures (SOPs): Ability to attach or integrate SOPs, safety plans, and standard documents directly into the work order interface.

• Media Attachments: Ability to attach pictures, documents, and multimedia directly to a work order from the field.

• Embedded Checklists: Ability to embed mandatory or advisory checklists into work orders, with granular tracking and reporting built out for individual checklist items.

• SWPPP Reporting: Native reporting capabilities tailored to Stormwater Pollution

Prevention Plan (SWPPP) compliance.

Reporting & Dashboards

• Custom Dashboards: Ability to build customized dashboards for different departments featuring real-time charts, graphs, and KPIs.

• Robust Querying: An intuitive, user-friendly custom report builder to generate complex operational reports.

• Spatial Activity Reporting: Ability to audit and report work order activity specifically linked to GIS assets.

• System Health Reporting: An internal mechanism for reporting system problems, bugs, or glitches with an automated tracking resolution path.

• Public Portal: A public-facing reporting interface allowing citizens to submit requests or view public work order activities.

• Data Conversion: Comprehensive data conversion protocols for select legacy data work orders. Current Work Order system is POB by Serviceaid using an SQL database

• Preventative Maintenance: Robust scheduling engine for recurring, preventative maintenance cycles based on time or asset thresholds.

3. Integration Requirements

The proposed solution must natively interface or provide verified API connections to the following core systems:

1. Bluestakes (811 Utility Locates):

o Receive and process incoming Bluestakes requests directly in the system.

-7-o Populate ticket boundaries and data directly onto the live map.

o Visually differentiate locate priorities on the map using color-coding, rendering

Emergency tickets as the highest priority.

o Delineate the exact spatial area needing to be clear-marked.

o Provide the ability to update, complete, and respond to Bluestakes data within the platform.

o Ability to develop routing map of daily requests based on priority

2. LAMA Permitting System:

o Receive incoming work order requests triggered inside the LAMA Permitting

Software.

o Pull and synchronize multiple custom data fields from within the LAMA ecosystem.

3. SpryPoint Utility Billing:

o Establish a data bridge with SpryPoint to pull account and infrastructure details across multiple fields simultaneously.

4. SCADA Control Data:

o Interface with internal SCADA systems to securely read various informational data points and visually display real-time sensor metrics directly onto map assets.

Can generate work orders based on alarms.

5. Madison AI:

o Provide fully open database or API compatibility allowing Madison AI engines to index, crawl, and search internal work order data.

4. Submission Instructions & Proposal Format

Vendors must organize their proposals into the following distinct sections:

• Executive Summary: A high-level overview of the vendor's company, experience, and why their software is the best fit.

• Technical Architecture & Security: Details regarding cloud vs. on-premise hosting, data privacy, open API capabilities, and database structures.

• Functional Response: A point-by-point breakdown demonstrating how the software addresses every item listed in Section 2 and Section 3 of this RFP.

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• Implementation & Data Migration Plan: A timeline outlining delivery phases, training modules, and legacy data conversion methodologies.

• Cost Proposal: Complete cost breakdown including software licensing, implementation fees, integration development, and annual maintenance/support costs.

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Exhibit “B”

CERTIFICATION

The undersigned Proposer certifies that it has not:

1. Provided an illegal gift or payoff to a City officer or employee or former City officer or employee or his or her relative or business entity;

2. Retained any person to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business; or

3. Knowingly influenced and hereby promised that it will not knowingly influence and City officer or an employee or former City officer or employee to break any applicable ethical standard or rules.

The undersigned Proposer certifies that:

1. The Proposal is made in good faith.

2. The Proposal is made in conformity with the specifications and qualifications contained in the Request.

Name of Proposer:___________________________________________________________

Name of Authorized Representative: ____________________________________________

Signature of Authorized Representative: _________________________________________

Address: __________________________________________________________________

City/State/Zip: _____________________________________________________________

Telephone Number: _________________________________________________________

Fax Number: ______________________________________________________________

Web Site Address: __________________________________________________________

Email Address: _____________________________________________________________

Date Signed: _______________________________________________________________