1-RFP 2026016 CMMS and Implementations Instructions and Sample Agreement.pdf

Request for Proposals

Project Name: Utilities Computerized Maintenance Management System (CMMS) and Implementation

RFP #: 2026016

Pre-Submittal Meeting time/location:

N/A

RFP Due Date: March 6th, 2025 RFP Due Time: 2:00 P.M.

All proposals must be submitted through electronically through the Bonfire platform (https://indianriver.bonfirehub.com). Hard copy proposals are not accepted. In the event of any conflict between this document and the Bonfire posting, the Bonfire posting shall govern.

Unless otherwise noted, proposals will be publicly opened in room B1-303, 1800 27th Street, Vero Beach, FL 32960.

Initial screening, ranking, final ranking, and negotiations will be in accordance with the criteria specified within this solicitation. The Board of County Commissioners reserves the right to accept or reject any and all submittals and to waive any and all informalities.

https://indianriver.bonfirehub.com/

2026016 RFP For CMMS Software Services and Implementation

Scope of Services

1. Introduction and Purpose Indian River County, Florida, on behalf of its Department of Utility Services (IRCDUS), is requesting proposals from qualified firms to provide a Computerized Maintenance Management System (CMMS) and associated professional implementation services.

The intent of this Request for Proposals (RFP) is to select a Proposer that can deliver a CMMS software solution and guide IRCDUS through a structured, phased implementation that supports day-to-day operations, improves asset lifecycle management, and aligns with the County’s evolving asset management program.

This procurement includes both the CMMS software and the professional services necessary to configure, implement, train, and support the system. Proposals should include the software provider and the implementation partner as part of a single, coordinated solution, with the Proposer acting as the prime contractor. Alternatively, the software provider can also serve as the implementation servicer.

2. Background

2.1 Department Overview, Utility Size, Scope, and Anticipated Growth

IRCDUS is a mid-sized public utility responsible for the ownership, operation, and maintenance of potable water, wastewater collection and treatment, reclaimed water, and solid waste systems serving

Indian River County, Florida. The Department provides essential services to a mix of urban, suburban, and unincorporated service areas and operates primarily as a self-performing utility.

IRCDUS employs approximately 150 personnel across operations, maintenance, engineering, administration, and customer service functions. The majority of operations and maintenance activities are performed by in-house staff, with limited reliance on outside contractors.

The potable water system includes two water treatment facilities, pumping stations, storage facilities, and a distribution network consisting of approximately 900 miles of raw water, transmission, and distribution piping. The system is predominantly PVC, with an average pipe age of approximately 30 years and select older segments remaining in service.

The wastewater system includes three treatment facilities, about 400 lift stations, force mains, and gravity sewers. The wastewater collection system consists of approximately 300 miles of gravity sewer and more than 200 miles of force mains. The system is generally in good condition, with targeted areas identified for renewal, capacity planning, and condition assessment as part of ongoing planning efforts.

The reclaimed water system includes treatment, pumping, and a dedicated distribution network consisting of approximately 45 miles of piping, serving both residential and commercial customers.

Across all systems, IRCDUS manages numerous vertical assets, including treatment plants, pump stations, electrical and instrumentation systems, mechanical equipment, buildings, and supporting infrastructure.

IRCDUS maintains a comprehensive and well-developed GIS for horizontal assets, including water distribution, wastewater collection, and reclaimed water systems. GIS is considered the system of record for linear assets.

IRCDUS anticipates continued system growth and expansion. The County is actively implementing septic-to-sewer conversion projects, with additional projects planned or under consideration. Planned development and population growth are expected to increase demand for water, wastewater, and reclaimed water services, resulting in continued expansion of linear infrastructure, pump stations, and supporting facilities. The CMMS solution must support both current operations and future growth and be scalable without requiring fundamental system replacement or reconfiguration.

2.2 Asset Management Program Context

IRCDUS is in the process of formalizing an asset management program designed to maximize life cycle value of assets to the Utility and best serve the community. Recent and ongoing initiatives include development of a standardized asset hierarchy, creation of a comprehensive asset inventory, completion of condition and risk assessments for vertical assets, definition of Levels of Service and asset management objectives, and integration of asset management practices into planning and capital decision-making. The CMMS is intended to serve as a foundational operational system within this broader asset management framework.

2.3 Technology Modernization Initiatives

IRCDUS is concurrently undertaking technology modernization efforts, including development of a

Technology Master Plan, planned replacement of the Customer Information System (CIS), PLC upgrades at water production facilities, and SCADA network and cybersecurity improvements. The selected CMMS should integrate into this evolving technology environment.

3. Current State Assessment

3.1 Existing CMMS Environment

IRCDUS currently uses a legacy CMMS (SEMS) under a perpetual license. The system is limited in functionality as implemented, primarily used for vertical assets at treatment facilities, and has inconsistent data quality and limited user adoption.

Horizontal assets such as water distribution and wastewater collection systems are largely managed through paper-based workflows combined with the CIS for service requests.

Two previous CMMS implementations have not achieved sustained success, due to insufficient training, limited workflow alignment, inconsistent usage expectations, and lack of procedural documentation.

3.2 Data Environment and System of Record

IRCDUS maintains asset-related data across multiple systems and formats, including GIS data for horizontal assets, Excel-based vertical asset condition and risk data, limited work history in SEMS, inventory records in Tyler/MUNIS, paper maintenance logs, and consultant-developed maintenance schedules in PDF format.

GIS is the system of record for horizontal asset geometry. CMMS is intended to become the system of record for maintenance activities and work history. CIS is the system of record for customer service requests. Financial systems remain the system of record for accounting. SCADA and Data Flow Systems

(DFS) are the source of operational runtime data.

IRCDUS does not currently maintain vertical assets in GIS. Vertical assets are intended to be managed within the CMMS using hierarchical, facility-based, and positional location structures. The CMMS should fully support vertical asset management without requiring GIS representation, while allowing future GIS integration if desired.

The CMMS is not intended to replace enterprise financial systems, payroll systems, or utility billing systems. Financial systems shall remain the system of record for accounting and billing, with the CMMS serving as an operational system for maintenance execution, work history, cost forecasting, and asset management.

3.3 Asset Hierarchy Structure and Depth

IRCDUS utilizes a detailed asset hierarchy structure for managing vertical assets such as treatment facilities, pump stations, and supporting equipment. The hierarchy is intended to reflect organizational, system, facility, process, group, asset, and component relationships.

The CMMS shall support a minimum of seven (7) hierarchical levels for vertical assets, with the ability to support an optional eighth (8th) level for components or sub-assets. The hierarchy must support:

• Logical parent-child relationships

• Roll-up of work history, costs, and performance metrics

• Roll-up of condition, likelihood of failure, consequence of failure, and risk

• Navigation and search by hierarchy level

• Reporting and filtering at any hierarchy level

IRCDUS recognizes that some CMMS platforms natively support fewer hierarchical levels. Proposers shall clearly describe how their solution supports the required hierarchy depth, including whether additional levels are supported natively, through configuration, or through structured grouping mechanisms. Workarounds that significantly increase administrative burden, reduce usability, or compromise data integrity are discouraged. Proposers shall describe any limitations, assumptions, or trade-offs associated with supporting deeper asset hierarchies.

4. Project Goals and Objectives The goals of this procurement are to:

• Provide a single system of record for maintenance activities

• Improve field efficiency through mobile, GIS-integrated workflows

• Support preventive, predictive, and corrective maintenance

• Enable asset condition, risk, and lifecycle tracking

• Improve data quality and decision support, especially for cost tracking and projections

• Increase user adoption through training and workflow alignment

• Enable long-term internal administration without custom code or detailed IT expertise

User interface simplicity, workflow clarity, and ease of navigation are critical success factors. The

CMMS must support efficient daily use by technicians with varying levels of technical proficiency.

5. Scope of Services The scope of services includes CMMS software licensing and professional services for implementation, configuration, data migration, system integration, training, go-live support, and post-implementation stabilization. The Proposer shall act as the prime contractor and be responsible for all subcontractors.

5.1 Functional Requirements

The CMMS solution proposed in response to this RFP must provide comprehensive functionality to support IRCDUS’s day-to-day operations, maintenance activities, and evolving asset management program. The functional requirements described below summarize the County’s expectations and are intended to establish a common understanding of system capabilities. The proposed solution must support both horizontal (linear) assets and vertical (facility-based) assets using workflows appropriate to each asset type, while providing a consistent user experience across the system.

IRCDUS recognizes the likelihood that many CMMS solutions will not meet every requirement in this

RFP fully out of the box. Proposers are encouraged to submit proposals even if certain requirements are met through configuration, phased implementation, standard product extensions, or planned product roadmaps. Proposers shall clearly identify any requirements that are not currently available as standard functionality, describe whether and how those requirements can be achieved, and indicate whether they would be delivered through configuration, third-party integration, future releases, or alternative approaches.

Asset and Asset Hierarchy Management

The CMMS must support a flexible and detailed asset hierarchy structure capable of representing

IRCDUS’s assets across multiple organizational and operational levels. For vertical assets, the system must support a hierarchy of at least seven (7) levels, with the ability to accommodate an optional eighth

(8th) level for components or sub-assets. The hierarchy must support logical parent-child relationships and allow roll-up of work history, costs, condition, performance, and risk metrics.

The system must support unique, immutable asset identifiers, asset status tracking throughout the asset lifecycle, historical retention of retired assets, bulk asset updates, and the ability to associate assets with locations or positions within a facility.

For horizontal assets, the CMMS must integrate with the County’s GIS, which is the system of record for linear asset geometry. The system must support map-based asset selection, work order creation from

GIS, and preservation of work history through asset changes such as splitting, merging, or decommissioning of linear assets.

Work Management and Work Order Lifecycle

The CMMS must support the full lifecycle of work management, including work requests, corrective maintenance, preventive maintenance, predictive maintenance, inspections, and service orders. The system must allow work requests to be initiated by customer service or field observations and linked to one or more work orders as appropriate.

Work orders must support assignment to crews or individuals, prioritization, scheduling, status tracking, and closure with required data validation. The system must maintain a complete audit trail of work order changes, including before-and-after values, user identification, and timestamps.

Linked and Follow-On Work Orders

The CMMS shall support the creation and management of linked work orders to reflect real-world maintenance workflows.

The system shall allow technicians or supervisors to initiate a new work order directly from an existing work order when additional work is identified during execution. The system shall also support follow-on or next-step work orders (e.g., restoration or secondary corrective actions) that are linked to the original work order.

Linked work orders shall maintain a clear relationship to the originating work order, allow navigation between related work orders, preserve historical linkage for reporting, and support roll-up of costs and work history where appropriate.

Mobile Work Management

The CMMS must provide robust mobile functionality to support field crews using smartphones and tablets. Mobile workflows must allow technicians to receive assignments, view asset and work information, complete tasks and checklists, enter labor and materials, capture photos, and document problem, cause, and resolution codes.

The mobile solution must support offline operation with automatic synchronization once connectivity is restored, without loss of data.

Preventive and Predictive Maintenance

The CMMS must support preventive maintenance and inspection programs based on time, usage, runtime, or condition-based triggers. The system must allow creation of maintenance templates that can be applied to multiple assets and support future scheduling visibility.

The system must automatically manage preventive maintenance generation, including suspension or cancellation of future work when assets are retired or taken out of service, and prevention of duplicate work order generation when prior cycles are not complete.

Condition, Risk, and Asset Management Support

The CMMS must support tracking of asset condition, performance, likelihood of failure, consequence of failure, redundancy, and risk. The system must allow condition and risk information to be captured through inspections and automatically calculate rolled-up scores in accordance with IRCDUS-defined methodologies.

The CMMS must support reporting and prioritization based on condition and risk and allow integration of this information into planning and capital decision-making.

Inventory and Materials Management

The CMMS must support tracking of materials, parts, and inventory associated with maintenance activities. The system must allow tracking of parts usage, costs, and association with work orders and assets. The solution must support future expansion of inventory management to include plant spare parts currently not tracked in a centralized system.

Reporting, Dashboards, and Analytics

The CMMS must provide standard reports and dashboards relevant to utility operations, including open work orders, work backlog, preventive maintenance compliance, response times, labor and materials costs, and asset performance indicators. The system must allow users to create custom reports and dashboards without custom coding, support drill-through from summary views to detailed records and provide export capabilities to common formats such as CSV and Excel.

System Administration and Configuration

The CMMS must support role-based access control, allowing different user experiences for technicians, supervisors, planners, and administrators. The system must allow administrators to configure required fields, workflows, validation rules, field labels, and screen layouts without custom development.

The solution must be capable of being administered internally by IRCDUS staff without reliance on ongoing vendor customization or other County resources.

Integration and Interoperability

The CMMS must support integration with existing and future County systems, including GIS, CIS, SCADA, CCTV inspection software, Hydromax hydrant/valve testing software, and reporting platforms.

Integration approaches should be resilient to future system changes and leverage standard interfaces such as APIs.

6. Implementation Phasing and Approach

6.1 Phased Implementation

Phase 1 will focus on horizontal assets, including water distribution, wastewater collection (including lift stations*), and reclaimed water systems, emphasizing mobile workflows and GIS integration.

Phase 2 will expand the CMMS to vertical assets, including treatment facilities, major pump stations, and any other remaining assets. Proposers shall clearly identify responsibilities between IRCDUS staff, the CMMS software provider, and the implementation service provider for each implementation phase.

*Note on lift stations:

Due to local geography and service area characteristics, IRCDUS operates a relatively large number of lift stations compared to utilities in other regions. The wastewater system includes approximately 400 lift stations, most of which are smaller, distributed facilities rather than a limited number of large regional pump stations. This large number of geographically dispersed lift stations represents a significant portion of IRCDUS’s ongoing maintenance workload. These facilities require frequent inspections, preventive maintenance, and rapid response to alarms or failures, particularly during wet weather and storm events.

Lift stations are of heightened operational importance during hurricane season and other extreme weather events common to Florida. Some lift stations are equipped with permanently installed standby generators, while others rely on the deployment of mobile generators as part of the County’s emergency response procedures. Effective tracking of generator status, maintenance history, deployment activities, and related work orders is critical to maintaining service continuity and regulatory compliance.

The CMMS solution must support efficient management of a large population of distributed critical assets, enable rapid mobilization and tracking of maintenance activities during emergency conditions, and support post-event reporting and analysis related to lift station performance and response activities.

6.2 Schedule Expectations

Implementation is expected to begin in Fiscal Year 2026. IRCDUS recognizes that successful CMMS implementation requires meaningful participation from operational staff during workflow discovery, configuration, and testing, and that this participation must be balanced with ongoing daily operations.

Proposers shall propose a realistic and achievable implementation schedule that accounts for limited staff availability while prioritizing timely delivery of core Phase 1 functionality for field crews supporting distribution and collection systems. Proposals shall clearly identify key milestones, County resource requirements, and assumptions related to staff participation.

While IRCDUS does not require an accelerated implementation that compromises adoption or increases cost risk, extended or open-ended implementation timelines are not desired. Proposers shall describe how their approach delivers early operational value, maintains momentum, and avoids prolonged implementation periods.

Phase 1 schedules that provide usable field functionality within a clearly defined and bounded timeframe, while minimizing disruption to ongoing operations, will be viewed more favorably than either highly compressed or overly extended schedules.

7. Project Governance and Acceptance The Proposer shall establish a project governance structure including designated project managers, regular status meetings, issue and risk tracking, and change control procedures. Implementation shall include defined acceptance criteria and phase gates. Phase 1 acceptance is required prior to initiation of

Phase 2. IRCDUS reserves the right to withhold acceptance of a phase until required deliverables have been completed and approved in accordance with this RFP.

8. Required Deliverables The selected Proposer shall be responsible for providing all deliverables necessary to successfully configure, implement, deploy, and transition the CMMS into sustained operational use by IRCDUS.

Deliverables are intended to support not only initial system deployment, but also long-term system administration, training, and continuous use by IRCDUS staff.

At a minimum, deliverables shall include the following.

Project Management and Planning Deliverables

The Proposer shall provide project management documentation sufficient to plan, manage, and track implementation progress, including:

• A project management plan describing scope, schedule, roles, responsibilities, risks, and communication protocols

• A detailed implementation schedule aligned with the phased rollout approach

• Regular status reporting artifacts as defined during project initiation

Business Process Mapping and Configuration Deliverables

The Proposer shall document how IRCDUS operational workflows are translated into CMMS configuration, including:

• Workflow discovery and validation documentation

• Configuration documentation describing system settings, workflows, hierarchy structures (as implemented in the software), and operational rules

• Documentation sufficient for IRCDUS staff to understand and maintain system configuration post-implementation

Data Migration and Integration Deliverables

The Proposer shall provide documentation and tools to support accurate and repeatable data migration and system integration, including:

• Data migration plans identifying data sources, data gaps, mappings, validation steps, and responsibilities

• Integration design documentation describing interfaces, data flows, and dependencies

Testing and Acceptance Deliverables

The Proposer shall support structured testing and formal acceptance of the system, including:

• Test plans covering configuration, data migration, integrations, and key workflows

• Documentation of test results and resolution of identified issues

• Support for user acceptance testing and demonstration of readiness for go-live

• Provision of a non-production test or sandbox environment that allows IRCDUS staff to create, modify, and test assets, work orders, and workflows without impacting production data or active operations

Training, Documentation, and Knowledge Transfer Deliverables

The Proposer shall provide training and documentation to support sustained system adoption and internal ownership, including:

• Training plans and schedules

• Training materials for field staff, supervisors, and administrators

• Standard operating procedures and workflow documentation tailored to IRCDUS

• Administrator documentation and knowledge transfer sufficient to allow IRCDUS to administer the system independently

Go-Live and Post-Implementation Deliverables

The Proposer shall support transition to production use and post-go-live stabilization, including:

• A go-live readiness checklist

• Cutover and transition planning documentation

• Post-go-live stabilization and support plan

All deliverables shall be subject to review and acceptance by IRCDUS. Proposers shall acknowledge these deliverables in their proposed scope, schedule, and pricing and shall identify any assumptions or exclusions related to deliverable development. Proposers shall identify which deliverables are required prior to Phase 1 go-live, Phase 2 initiation, and final project closeout.

9. Data Migration and Configuration The Proposer shall support migration of data from SEMS, Excel-based condition and risk datasets, GIS inventories, Tyler/MUNIS inventory data, consultant-developed maintenance schedules, and selected historical records. Guidance and any associated tools shall be provided for County-led digitization of paper records.

10. Training and Change Management The Proposer shall provide on-site training, train-the-trainer instruction, administrator-level certification, and training before, during, and after go-live. Written SOPs and workflow documentation are required. The Proposer shall be on-site during go-live.

11. System Integration Requirements The CMMS must support integration with Esri ArcGIS Enterprise, Advanced Utility Systems CIS

Infinity v2, a future CIS replacement (indicate which common CIS softwares natively integrate), SCADA systems (VTSCADA), GraniteNet CCTV, Hydromax valve testing software, and Power BI data integration.

12. Technical and Hosting Requirements Both Software as a Service (SaaS) and on-premises solutions are acceptable. Proposers shall describe system architecture, security controls, performance expectations, backup and recovery, and disaster recovery. A lower-cost on-premise solution will be viewed favorably compared to higher cost SaaS solutions if such options are available. All data, configurations, and documentation developed under this contract shall remain the property of Indian River County.

13. Value and Scale Considerations IRCDUS seeks a fit-for-purpose CMMS scaled to a mid-sized utility. Proposals should avoid unnecessary functionality, excessive customization, or enterprise-scale solutions not aligned with

IRCDUS needs. Emphasis is placed on usability, sustainability, and long-term value.

14. Pricing Structure and Licensing Standardized pricing will be submitted separately via the BidTables provided in Bonfire to allow for consistent comparison of proposals. Do not include copies of these forms in the final pdf proposal.

Required Cost Scaling Description

In this section of the proposal, Proposers shall describe how licensing, hosting, and support costs scale as IRCDUS adds users, assets, or modules over time, including any thresholds, tier changes, or volume pricing. Any cost escalation assumptions shall be clearly identified.

Clearly identify any assumptions in your Project Approach, and specify ongoing software licensing and support costs following completion of the implementation project.

15. Support and Warranty The proposal shall describe post-go-live support, hypercare duration, response times, escalation procedures, and ongoing support options. Due to the nature of Utilities operations, particular information is requested on technical support options during non-business hours and during weather-related outages (e.g., hurricanes).

16. Demonstrations and Interviews (In Person – April 7, 2026) Following initial evaluation, IRCDUS anticipates inviting short listed Proposers to participate in in person interviews and scenario-based software demonstrations. Demonstrations shall be live, workflow-based, and include both desktop and mobile use cases.

CMMS Finalist Demonstration: Scenario-Based Demonstration

Indian River County Department of Utility Services (IRCDUS) will invite shortlisted Proposers to participate in a scenario-based CMMS demonstration and interview. The demonstration is intended to validate usability, workflow alignment, and functional fit for IRCDUS operations staff.

General requirements:

1. The demonstration must be live and performed in the actual software interface. Slide-only demonstrations are not acceptable.

2. The demonstration must use released production software available to the general public as of the demonstration date. Roadmap or future functionality must be clearly identified and will not be scored as delivered functionality.

3. Proposers must follow the demonstration agenda and scenarios as listed. If a scenario cannot be demonstrated, the Proposer must state that explicitly and explain why.

4. IRCDUS may interrupt the demonstration to ask the Proposer to repeat a step, show the same action in the mobile interface, or explain how many steps are required to complete a task.

5. Demonstrations must reflect realistic daily use by field technicians and supervisors, with emphasis on simplicity, clarity, and minimal data entry burden.

Demonstration duration

Total allotted time: 60 minutes

5 minutes: introductions and demo environment overview

40 minutes: scenarios

15 minutes: wrap-up questions

Scenario 1. Core Navigation and Usability

Objective: Confirm that the system is intuitive for technicians and supervisors with varying levels of technical proficiency.

Demonstrate:

1. How a technician finds an assigned work order using the desktop or mobile interface.

2. How a technician locates an asset using a simple search or hierarchy navigation.

3. How a supervisor views open work orders and filters by priority or status.

4. How a technician or supervisor can create a new linked work order from an existing work order to address additional repair needs or follow-on activities, and show how the relationship between the work orders is maintained.

Scenario 2. GIS-Based Work Order Creation

Objective: Validate GIS integration for horizontal assets and map-based workflows.

Demonstrate:

1. From a map view, select a water distribution or wastewater collection asset and create a work order.

2. Show what asset information is available to the user when selected from the map.

3. Show how open work orders are displayed and filtered on the map.

4. Briefly explain (no deep dive required) how the system preserves work history when a linear asset is split, merged, or decommissioned in GIS.

Scenario 3. Mobile Work Execution

Objective: Validate realistic field workflows and mobile usability.

Demonstrate using the mobile interface:

1. Open a work order assigned to a technician or crew.

2. Complete at least one task or checklist item.

3. Enter labor time and parts used (or placeholders).

4. Capture and attach a photo to the work order.

5. Enter problem, cause, and resolution information (or equivalent).

6. Explain and show how the mobile app handles loss of connectivity and later synchronization.

Scenario 4. Planned Maintenance and Asset Lifecycle

Objective: Validate that preventive maintenance can be set up simply and scaled without excessive configuration.

Demonstrate:

1. Create or display a preventative maintenance (PM) template for a pump or similar asset.

2. Show how the PM is applied to multiple similar assets.

3. Show how the system handles PMs when an asset is retired or taken out of service.

4. Show hierarchy navigation from facility level down to asset or component level, and demonstrate roll-up of work history or costs to at least one higher hierarchy level.

Scenario 5. Reporting and Administration

Objective: Validate management oversight, reporting capability, and administrative control.

Demonstrate:

1. Enter condition assessment data and show risk calculations for a particular asset.

2. Show lifetime costs of an asset and projected future maintenance and/or replacement costs based on available work history, asset attributes, and configured assumptions.

3. Show how technician and supervisor roles differ in what fields or functions they can access.

4. A standard report or dashboard showing open work orders or PM compliance.

Overall Demonstration Goals

The Committee will be interested in understanding:

Ease of use for field technicians

Clarity and simplicity of workflows

Effectiveness of GIS-based work management

Mobile usability and offline capability

Practical PM setup

Reporting and auditability

Ability to follow instructions and demonstrate requested scenarios

End of Technical Specifications

Submittal Instructions

Proposal Format and Organization

Proposals shall be organized using the section headings listed below and shall be presented in the same order. Proposers are encouraged to be concise while providing sufficient detail to demonstrate their understanding of the project and their ability to meet the County’s requirements.

At a minimum, proposals shall include the following sections:

1. Executive Summary

Provide a summary of the proposed solution, highlighting key features, implementation approach, and value to IRCDUS. The Executive Summary should demonstrate the Proposer’s understanding of IRCDUS’s operational environment and objectives.

2. Proposer Qualifications and Experience

Describe the Proposer’s background, years in business, and experience providing CMMS solutions and implementation services for public utilities. Include experience with water, wastewater, and reclaimed water systems, particularly for mid-sized utilities.

3. Proposed CMMS Software Solution

Describe the proposed CMMS software, including core functionality, usability, asset hierarchy support, mobile capabilities, reporting, and scalability. Identify whether the solution is cloud-based (SaaS) or on-premises and describe any licensing assumptions.

Proposers shall include a Functional Conformance Statement describing how the proposed

CMMS meets the functional requirements described in Section 5.1.

The response shall clearly identify:

• Functionality provided out of the box

• Functionality provided through configuration

• Functionality requiring third-party tools or integrations

• Known limitations or constraints

4. Implementation Approach and Schedule

Describe the proposed implementation methodology, including project management approach, overall and milestone schedules, workflow discovery, estimated IRCDUS human resources (e.g., management team meetings, workforce collaboration for workflow discovery), configuration activities, phased rollout strategy, and ability to meet the required implementation schedule.

Detail responsibilities between IRCDUS staff, the CMMS software provider, and the implementation service partner for each implementation phase.

5. Data Migration and Configuration Approach

Describe the approach for migrating data from existing systems and formats, including legacy

CMMS data, GIS, spreadsheets, inventory systems, and paper records. Identify responsibilities for data cleansing, validation, and approval.

6. System Integration and Technical Architecture

Describe the proposed system architecture and approach for integrating with GIS, CIS, SCADA, CCTV software, reporting tools, and other relevant systems.

7. Training and Change Management Plan

Describe the proposed training program, including on-site training, train-the-trainer approach, administrator training, documentation, and post-go-live support.

8. Project Team and Key Personnel

Identify key project personnel, including the Project Manager and implementation staff.

Describe roles, responsibilities, and relevant experience.

9. Relevant References

Provide at least 3 references from recent CMMS implementations for public utilities of similar size and complexity. Include valid and current contact name, organization, phone number, and email address.

10.Cost Proposal Text

Describe how licensing, hosting, and support costs scale as IRCDUS adds users, assets, or modules over time, including any thresholds, tier changes, or volume pricing. Any cost escalation assumptions shall be clearly identified. No pricing provided in this section may contradict or invalidate the information submitted in the Bonfire Bid Tables (BT-57KV, BT-

59EV, and Q-89HN) for completion. Do not include copies of the completed bid tables in the pdf proposal.

11. Assumptions, Constraints, and Exceptions

Clearly identify any assumptions, constraints, or exceptions associated with the proposed solution, implementation approach, or sample agreement.

Proposals shall be concise and focused on the requirements of this RFP. Images of licenses and certifications are not desired. Please provide only information relevant to the requested services. A single page cover letter may be included, but is not requested or required.

Total narrative page limit: 30 pages

• Sections 1 through 3 - Technical Solution and Functional Approach: up to 12 pages

• Sections 4 - Implementation Methodology and Schedule: up to 8 pages

• Sections 5 through 7 - Data Migration, Integration, and Training Approach: up to 6 pages

• Section 8 through 9 - Project Team, Experience, and References: up to 4 pages

• Sections 10 and 11 – Cost Proposal Text, and Assumptions, Constraints and Exceptions: no page limit, but shall only address the specific information requested in those sections. Use of these sections to avoid the provided page limits in sections 1-9 shall disqualify the proposal.

Narrative pages shall be formatted using:

• Minimum 11-point font

• Standard margins (no less than 1 inch)

• Single-spaced text

• Standard page size (8.5 x 11 inches)

Pages exceeding the stated limits may not be evaluated at the County’s discretion.

The following forms must be completed and submitted in Bonfire, where indicated (and excluded from the searchable pdf):

Sworn statement on Disclosure of Relationships as per Section 105.06 of the Indian River

County Code

Certification Regarding Prohibition Against Contracting with Scrutinized Companies

Certification regarding debarment

Anti-Human Trafficking Affidavit

Foreign Entity Ownership Affidavit

Bonfire Tables: BT-57KV, BT-59EV, and Q-89HN

Proposals shall not be marked “confidential”, “trade secret” or the like. Any information submitted that is exempt from disclosure, in accordance with Florida Statute, MUST be submitted as a separate file, and include the reference in Florida statute that authorizes the County to withhold that specific information from public record requests. The County reserves the right to not consider Proposals containing excessive exempt material, at the County’s sole interpretation. This includes submittals summarily marked as exempt, confidential, or the like.

Method of Selection: The County shall convene a Selection Committee of which the responsibility shall be as follows:

a. Each Committee member shall independently review and evaluate each submittal by assigning a number of points for each criterion, as established in the solicitation, and then totaling the number of points for all criteria for each firm.

b. As a "Committee of the whole", develop a combined ranking order of all Submittals meeting minimum qualifications. The ranking of firms shall be done in the following manner:

1. The total number of points received by each firm from all Committee members shall be totaled and divided by the number of Committee members, to produce an average score.

2. The firm receiving the highest average score shall be ranked the # 1 firm, and the process repeated until all firms have been ranked according to their average score.

3. In the event of a tie, the ranking of tied firms shall be determined by consensus scoring, based on discussion on the tied firms among the committee.

4. After the initial ranking is established, the Committee may discuss the scores and their reasons behind them, and each member may modify their ranking or scores of firms accordingly until the Committee is satisfied with the rankings.

5. Demonstrations for short-listed firms are anticipated. After the demos, and based upon information learned during the interviews, each Committee member will rank the firms in order of preference and a consolidated final Committee ranking established.

6. The evaluation process shall continue until the Committee declares the rankings final.

c. The County may, solely at its own option, seek additional Submittals with this or a similar

Submittal in the event the County, solely at its own option, determines that the quantity and/or quality of Submittals received is insufficient to meet the County's needs and/or that award of a contract arising from this RFP would not be in the public interest.

d. The committee will proceed with negotiations with the firm identified in the final rankings as the top ranked firm, if necessary. Should negotiations with the top ranked firm fail, the committee will negotiate with subsequently ranked firms until a final recommendation of award is determined.

Criteria for Award

Each submittal will be evaluated and scored according to each of the criteria in the following table:

Evaluation Criteria Provided in

Sections Maximum Points

Executive Summary, Qualification and Experience 1 and 2 5

Proposed CMMS Software Solution 3 25

Implementation Approach and Schedule 4 20

Data Migration Approach, Technical Architecture 5 and 6 10

Training and Change Management Plan 7 15

Project Team, Relevant References 8 and 9 5

Cost and Value 10 and Bid Table 15

Assumptions, Constraints, Exceptions 11 5

TOTAL 100

End of Submittal Instructions

General Terms and Conditions

By submitting a proposal in response to this request, firm acknowledges the instructions and information provided herein.

Cone of Silence. Potential respondents and their agents must not communicate in any way with the Board of Commissioners, County Administrator or any County staff other than Purchasing personnel in reference or relation to this solicitation. This restriction is effective from the time of RFP issue until the Board of County Commissioners meets to authorize award. Such communication may result in disqualification.

Interpretations: All questions about the meaning or intent of the Request for Proposals are to be submitted to the County through the Bonfire platform. Interpretations, modifications, responses, or clarifications considered necessary by County in reply to such questions will be issued by Addenda.

Only questions answered or changes made by Addenda will be binding. Oral and other interpretations, modifications, or clarifications will be without legal effect. All such Addenda shall become part of the RFP and contract documents.

Permits, Impact and Inspection Fees. In accordance with Florida Statutes Section 218.80, the "Public Bid Disclosure Act", County as OWNER is obligated to disclose all license, permit, impact, or inspection fees that are payable to Indian River County in connection with the construction of the Work by the awarded proposer. The anticipated cost of the permit fees due to the Building Division is provided as a fixed line item on the pricing form, specifically indicated in the scope of work, or attached as an appendix to the RFP. This amount does not include fees for any necessary re-inspection(s), which are the responsibility of the Contractor.

Proposal Submission: All proposals and required documents must be submitted electronically via the Bonfire portal, prior to the closing date and time for the proposals. Verbal, printed, emailed or faxed submissions will not be considered, nor will late submittals. The County will not reimburse any proposer for costs associated with preparation or submittal of a proposal.

Public Record Exemption: Correspondence, materials, and documents received pursuant to this Request for Proposals become public records subject to the provisions of Chapter 119, Florida Statutes.

Should the Proposer assert any exemptions to the requirements of Chapter 119, Florida Statutes, and related statutes, the burden of establishing such exemption, by the way of injunctive or other relief as provided by law, shall be upon the Proposer.

Proposal Rejection: Failure to comply with all the enclosed instructions may result in rejection of the proposal.

Valid Period of Proposal: Proposer agrees the pricing, terms and conditions of its proposal will remain valid for a minimum of sixty days from the deadline for receipt of proposals.

Prohibition Against Considering Social, Political or Ideological Interests in Government Contracting: As provided in section 287.05701, Florida Statutes, as amended, the County may not request documentation of, or consider a Proposer's social, political, or ideological interests when determining if the Proposer is responsible, and may not give preference to a Proposer based on its social, political, or ideological interests.

Right to Protest: Any actual or prospective proposer who is aggrieved in connection with a competitive selection process may protest to the Purchasing Manager. The protest shall be submitted to the Purchasing Manager in writing within five (5) calendar days after the proposer knows or should have known of the facts giving rise to the protest. If the protest is not resolved by mutual agreement, the Purchasing Manager shall promptly issue a decision in writing, after consulting the using Department and the Office of the County Attorney.

Committee Meetings: Notice of committee meetings will be posted to the RFP’s listing on the Bonfire portal. Any portion of a meeting pursuant to a competitive solicitation, at which negotiation strategies are discussed, a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 (per Chapter 286.0113(1)(b)1).

Applicable Law and Venue: The resulting Agreement and all rights and duties of the parties hereto shall be governed by the laws of the State of Florida, including but not limited to the provisions of the Florida Uniform Commercial Code Chapters 671-679 F.S., for any terms and conditions not specifically stated within. Venue for any lawsuit brought by either party against the other party or otherwise arising out of this Contract shall be in Indian River County, Florida, or, in the event of a federal jurisdiction, in the United States District Court for the Southern District of Florida.

Conflict of Interest: Any entity submitting a bid or proposal or entering into a contract with the County shall disclose any relationship that may exist between the contracting entity and a County Commissioner or a County Employee. The relationship with a County Commissioner or a County Employee that must be disclosed is as follows: current county employee or commissioner, father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister, grandparent, or grandchild. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of the entity. The disclosure of relationships shall be a sworn statement made on a County-approved form. Failure to submit the form will be cause for rejection of the bid or proposal.

Public Entity Crimes: Pursuant to Florida Statutes Section 287.133(2)(a), all proposers are hereby notified that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity (defined as the State of Florida, any of its departments or agencies, or any political subdivision); may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes Section 287.017 for CATEGORY TWO [currently $35,000] for a period of 36 months from the date of being placed on the convicted vendor list. A "public entity crime" means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid, proposal, reply, or contract for goods or services, any lease for real property, or any contract for the construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

Foreign Ownership: By submittal of a response to this RFP, Proposer attests it is not owned by, does not have a principal place of business in, and is not established by the laws of, a foreign country of concern as defined in Section 287.138, Florida Statutes.

Suspension and Debarment: County will not make award to parties listed on the government-wide exclusions in the System for Award Management (SAM). The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. By submittal of its response to this solicitation, proposer asserts neither it nor its principals is presently debarred, suspended or proposed for debarment, declared ineligible, or voluntarily excluded from participation in this work by any Federal department or agency. For work funded by federal grant, bidder or proposer is required to have an active registration with the System for Award Management (SAM) (https://www.sam.gov) prior to execution of the agreement.

Scrutinized Companies Lists: The proposer certifies that it and those related entities of respondent as defined by Florida law are not on the Scrutinized Companies that Boycott Israel List, created…