1-RFP 260167 Solicitation Documents.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Thursday, June 18, 2026

REQUEST FOR PROPOSAL NO. – 260167

Sealed Request for Proposal will be received in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, August 14, 2026.

Electronic submissions are requested. One (1) electronic copy of the proposal is required. Proposals are to be submitted through the City’s Procurement Portal wichita.gov/procurementportal using secure login/password for:

Public Works & Utilities / Stormwater Utility and Flood Control

MS4 Permit Compliance Software

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Specifications for the sealed proposals are on file in the office of the City Purchasing Manager, 12th Floor, City

Hall, 455 North Main, Wichita, Kansas, (316) 268-4636. This information is also available on the City of Wichita

Web Site at wichita.gov/procurementportal.

Sealed proposals shall be received (electronically as stated) in the office of the City Purchasing Manager prior to 10:00 o’clock a.m., Friday, August 14, 2026.

The review and evaluation of the submitted Proposals will take estimated 60 to 90 days before notification from the City of Wichita that a contract has been approved by City Council. If the Purchasing Division may be of further assistance, please contact us at (316) 268-4636.

Dated at Wichita, Kansas, on 18th of June, 2026.

Josh L. Lauber, MBA, CPSM

Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 1 RFP #260167

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

PURCHASING@WICHITA.GOV

WICHITA.GOV/PURCHASING

WICHITA.GOV/PROCUREMENTPORTAL

REQUEST FOR PROPOSAL #260167

MS4 Permit Compliance Software

– Public Works & Utilities / Stormwater Utility and Flood Control City of Wichita – Public Works & Utilities

June 2026

PROJECT DEFINITION

The City of Wichita is seeking proposals for Public Works & Utilities to license a centralized, geospatially enabled commercial-off-the-shelf (COTS) MS4 Permit Compliance Management Software to support full implementation and reporting of the City’s MS4 Permit Program: Kansas Water Pollution Control Municipal Separate Storm Sewer System (MS4) National Pollutant Discharge Elimination System (NPDES) Permit (generally shortened to Kansas MS4 NPDES Permit or further within the City context to MS4 Permit).

The City intends to establish a long-term strategic partnership with a qualified MS4 Permit Compliance Management Software provider capable of supporting evolving regulatory requirements, permit conditions, and operational needs over time. The selected solution must provide a configurable and scalable platform designed to accommodate incremental enhancements, workflow modifications, and additional MS4-related functionality as program requirements change.

The system must provide end-to-end management of all MS4 Permit requirements including

1. Implementing the six Minimum Control Measures (MCMs):

• MCM 1 - Public education and outreach

• MCM 2 - Public participation/involvement

• MCM 3 - Illicit discharge detection and elimination

• MCM 4 - Construction site stormwater runoff control

• MCM 5 - Post-construction stormwater management in new development and redevelopment

• MCM 6 - Pollution prevention / good housekeeping for municipal operations

2. Implementing a Total Maximum Daily Load (TMDL) Pollutant Reduction and Monitoring Program -

Monitoring TMDL regulated pollutants and reviewing, updating, implementing, and developing structural and non-structural Best Management Practices (BMPs) to reduce the discharge of TMDL-regulated pollutants from the MS4

3. Implementing an Industrial Stormwater Discharge Program - A program for monitoring industrial stormwater discharges from industrial facilities to the MS4 system

4. Creating and delivering a yearly annual report regarding the overall status and next year’s plans of the SMP with supporting documentation MS4 Minimum Control Measures (MCMs) mailto:Purchasing@wichita.gov https://wichita.gov/PURCHASING

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City of Wichita 2 RFP #260167

And Integrate seamlessly with the City’s existing GIS and enterprise work order and asset management platforms.

The solution must support rapid deployment, minimal customization, and phased implementation, with priority placed on achieving operational MS4 management workflows within the current calendar year.

The selection of the consulting firm by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) Checklist (Section III. Scope of Services; E.) (5%), (2) Proposer Experience and Resources (Section III. Scope of Services; G.) (15%), (3) Functional and Technical Requirements (Section XI. Appendices; Attachment B) (25%), (4) Proposers Hardware and Software Requirements (Section III. Scope of Services; H.) (10%), (5) Customer Support and Warranty/Maintenance (Section III. Scope of Services; I.) (10%), (6) Training and Documentation. (Section III. Scope of Services; J.) (5%), (7) Costs (Section III. Scope of Services; L. Costs) (10%), (8) Minimum Qualifications and Mandatory Elements (Section IV. Proposal Terms; E and F.) (10%), and (9) Small & Emerging Business Enterprise Program participation (10%).

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Chris Haislett, chaislett@wichita.gov no later than 5:00pm July 6, 2026. Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule

RFP Released June 18, 2026

Questions Due Via Email July 6, 2026 5:00pm CT

Questions Answered Via Addendum July 15, 2026

Proposals Due August 14, 2026 10:00am CT

Evaluation August 17, 2026 – October 2, 2026

Project Awarded (tentative) October 2026 mailto:chaislett@wichita.gov

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City of Wichita 3 RFP #260167

Table of Contents

1. OVERVIEW AND SUMMARY

A. Current Environment:

B. Volumes:

2. PROJECT OBJECTIVES

3. SCOPE OF SERVICES

A. Introduction:

B. Functional Specifications of the Proposed MS4 Permit Compliance Management Software:

C. Checklist:

D. Proposer and Subcontractor Information:

E. Proposer Experience and Resources:

F. Proposers Hardware and Software Requirements:

G. Customer Support & Warranty/Maintenance:

H. Training & Documentation:

I. Scope of Work:

J. Costs:

4. PROPOSAL TERMS

A. Questions and Contact Information:

B. Proposal Submission:

C. Staff and Selection Committee Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Mandatory Elements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

5. CONTRACT PERIOD AND PAYMENT TERMS

6. INSURANCE REQUIREMENTS

7. GENERAL SPECIFICATIONS:

8. REQUEST FOR PROPOSAL CONDITIONS CERTIFICATION (SUBMITTAL LETTER)

9. S/EBE PROGRAM PARTICPIATION DOCUMENTATION

10. APPENDICES: ATTACHMENT A – IT TECHNOLOGY AGREEMENT TEMPLATE

1) Kick-off Meeting

2) Communications Plan

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City of Wichita 4 RFP #260167

3) Progress Meetings

4) Training and Documentation

5) Application License

6) Restrictions on Application Use

7) Service Level Agreement (SLA):

11. APPENDICES: ATTACHMENT B – FUNCTIONAL AND TECHNICAL REQUIREMENTS MATRIX

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City of Wichita 5 RFP #260167

1. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the city’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100 mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six member City Council, elected by district, and a full time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

A. Current Environment:

The City of Wichita, IT Department provides core network services, virtual and physical server infrastructure, application support, and end user computing equipment to all departments. Desktops, laptops, tablets and other mobile devices are provided and managed by the IT department and are maintained on a 5-year replacement plan. The City utilizes a variety of 3rd party products for infrastructure.

The City currently provides enterprise-wide GIS services and a system based on ESRI server technology, and stores its GIS data in ESRI’s SDE format in a MS SQL Server geo-database

MS4 permit documentation is currently managed through a combination of network-stored spreadsheets, text documents, inspection forms and data implemented and stored in CS EAM system, photo and video documentation stored on shared drives, acted on by various partners across several divisions. There is no single system of record that ties BMP inventory, inspections, enforcement, outreach, training together, and the annual MS4 report is compiled manually.

System or Application Technology Environment The proposed solution must be compatible with the City's Microsoft-centric environment and with the City's Esri ArcGIS system which are licensed under an existing enterprise licensing agreement. The proposed solution shall either be delivered as Software as a Service (SaaS) hosted by the Proposer, or as a self-hosted installation running on City-managed servers.

GIS Considerations Vendors proposing solutions must provide answers to following:

What GIS team needs to understand:

• What versions of ArcGIS the vendor’s solution is compatible with? The City of Wichita GIS environment is based on ESRI products under an existing enterprise licensing agreement.

• What versions of Microsoft SQL Server are supported by the vendor’s solution?

• What ArcGIS licensing levels and/or ESRI extensions are required for the solution.

Additional items for discussion and evaluation include:

• What level of support is provided for the GIS components of the application?

• What type of deployment architecture is required (SaaS/cloud-hosted vs. on-premises)?

• If on premises, what server infrastructure is required?

• Is the vendor an ESRI Partner Network member or certified ESRI Business Partner?

https://www.wichita.gov/

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City of Wichita 6 RFP #260167

• What operating systems and environments are supported?

• What are the vendor’s testing and compatibility procedures for new ArcGIS releases and updates?

Network Technology Environment City-issued Windows laptops, iOS and Android tablets, and a mix of city issue and personal iOS and Android smartphones interact with services within the City’s enterprise network, managed through Microsoft Intune. Field inspection activity often occurs in areas with limited or intermittent cellular connectivity; applications with offline-capable mobile capture with synchronizing capabilities when re-connected is prioritized.

Technology Challenges

• System Integration – bidirectional synchronization with the City's GIS and CMMS (CS EAM Lucity) systems.

• Mobile Web/Application Data – Field operations via mobile devices with offline cache and automatic re-sync on reconnect.

• Security – Microsoft single sign-on (SSO) in field locations with intermittent mobile connectivity.

Business Process Environment The Stormwater Utility and Flood Control Division administers the City's MS4 permit, coordinating inspection, enforcement, public-outreach, and reporting activities across Public Works & Utilities.

Construction-site stormwater inspections are performed by Stormwater and Flood Control personnel and supplemented by developer-employed qualified personnel. Field crews in Stormwater and Flood Control, and other divisions within Public Works & Utilities perform the O&M activities that are the subject of Pollution Prevention and Good Housekeeping.

Business Process Challenges

• Manual Tasks – duplicate/unconnected data entry via paper documents and digital inspection forms, and manual annual report preparation.

• Data Integrity – inconsistent data (reports, photos video etc) storage locations, no centralized source for internal and external partners

• Processing Time – annual report compilation takes several weeks each year and relies on single person who knows the process and who to contact for various report pieces.

• Information Access – no cross-department dashboard for high level status reporting; No obvious storage patterns for program’s data or reporting requirements.

B. Volumes:

This section contains selected current and future (projected) volume information for sizing the computing, network, and business resource requirements of the new system, the system(s) upon which an application will be based, the related infrastructure, and the resources to support and maintain the system or application. The volumes, provided by City personnel, are approximate and are included to provide prospective Proposers with information to gauge requirements. However, the proposed systems should be readily expandable or field upgradeable. The proposed systems should be sized to meet the performance standards for the projected volumes plus a margin for unexpected volume growth.

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City of Wichita 7 RFP #260167

Description Current (Est.) 5-yr (Est.)

MS4 permit area (square miles) ~170 ~180

Outfalls in storm-sewer map 6.0K 6.5K

Storm structures (inlets, manholes, nodes) ~55K ~60K

Storm conduits (linear miles) ~1,200 ~1,300

Publicly owned structural BMPs 150 160

Privately owned structural BMPs in inventory 600 900

Active construction sites ≥ 1 acre ~65/yr ~75/yr

Construction-site inspections 3K/yr 4K/yr

IDDE complaints received 25/yr 25/yr

Dry-weather outfall screens 600/yr 650/yr

Public-involvement events (cleanups, workshops, hearings)

2/yr 4/yr

Storm structure cleaning work orders ~1000/yr ~1250/yr

Street-sweeping route completions (miles) 3K/yr 3.5K/yr

Stormwater/Flood Control Trained municipal staff ~50 ~75

Named application users (admin + field) ~50 ~75

Concurrent users (peak) ~50 ~75

Photo and Video Data 500MB/day 1GB/day

2. PROJECT OBJECTIVES

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of firms seeking to provide services specified herein for the City of Wichita, in conformity with the requirements of this Request for Proposal. The proposal should demonstrate the qualifications of the firm and the staff to undertake this project. It should also specify the proposed approach that best meets the Request for Proposal requirements.

The proposer must address each of the service specifications under the Scope of Services.

The City’s overall project goals include the following:

• Support full MS4 permit compliance across all regulatory requirements

• Centralize inspection, enforcement, and reporting workflows

• Enable field and office-based inspection management

• Integrate MS4 findings directly into City work order systems

• Reduce manual reporting burden for annual MS4 reports

• Maintain audit-ready documentation for regulatory inspections

• Enable GIS-integration of City’s MS4 assets and activities with proposed system

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City of Wichita 8 RFP #260167

• Provide a scalable and configurable platform capable of supporting ongoing MS4 program evolution through incremental enhancements and module expansion under a long-term partnership model

• Enable as many interactions as possible via portal model for data input sharing and requests

Proposer responsibilities for this project include the following:

The Proposer shall supply:

• Comprehensive, entity relationship diagrams, and data dictionary during implementation.

• Support solution with regular releases/upgrades and service desk support within an annual maintenance and support agreement.

• A product solution with minimal modifications rather than a custom developed solution or extensive product customization.

• The City will consider a hosted solution or a self-hosted solution. Either approach shall include a contingency solution in case of internet connection disruption.

• A detailed breakdown of all one-time and recurring costs required for the successful implementation and ongoing operation of the proposed solution.

• All application software, module licenses, and connectors needed to satisfy the functional and technical requirements in Section 3

• Installation, configuration, and implementation services, including data migration from the City's existing data sources (spreadsheets, word docs, paper files, GIS layers, CS EAM (Lucity))

• Integration services to establish and maintain bidirectional synchronization with the City's GIS system

• Training for administrative users, field inspectors, managerial users, IT staff, and the City's GIS and CS EAM teams, along with written and online documentation.

• Ongoing application support, software maintenance, release management, and security updates through the contract term.

The City will provide the following:

• A designated project manager and subject-matter experts in Stormwater Utility and Flood Control, GIS system, CS EAM (Lucity) and IT for the duration of the implementation.

• Access to Stormwater infrastructure asset data within the City's GIS and CS EAM systems

• Access to existing MS4 related data including SWMP documents, BMP inventories, inspection records, and photo and video locations for data migration.

• The City’s MS4 permit document and previously submitted annual reports.

▪ City staff time for requirements validation, acceptance testing, and training.

3. SCOPE OF SERVICES

A. Introduction:

The City of Wichita, Kansas (“City”) invites your company to submit a written proposal to provide a comprehensive, fully integrated MS4 Permit Compliance Management System specifically designed for government agencies, including delivery, installation, integration, customization, data conversion, training, documentation, and support and maintenance. The City is seeking a proven system that is in operational use by at least three other municipalities, preferably similar in scope of the requirements and size of the City of Wichita, Kansas. Proposers are to propose a fixed cost solution based upon the City’s requirements. The City requires a prime Proposer, or systems integrator, to act as a prime contractor legally and financially responsible for all implementation services of proposed solution.

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City of Wichita 9 RFP #260167

The software and hardware and/or application should efficiently support the City’s projected volume in Section I. OVERVIEW AND SUMMARY; B. Volumes.

The proposal should clearly demonstrate how the City would be provided with the software, services and support, and any related hardware that will best satisfy the City’s requirements.

The proposal should include:

1. A detailed description of your proposed approach to Business Process Reengineering (BPR) during a discovery phase to be accomplished prior to the commencement of the implementation phase.

Identify the Proposers BPR or subcontractor staff including a description of their experience. Costs associated with BPR services shall be included in the cost proposal. Include a description of the City’s responsibilities during these efforts.

2. Appropriate application software to support the business functions as listed above.

3. All system and network hardware to support the proposed solution including specifications for the main processor or server computer(s) and all related peripherals necessary for the normal operation of the proposed solution, including recommended system printers, drives, and other special, unique, or optional equipment.

4. All network and security requirements to support the proposed solution.

5. Relational Database Management System (RDBMS) requirements to support the proposed solution.

6. All System and Network software (i.e., operating system) requirements to support the proposed solution.

7. Interfaces available in or through the proposed solution to/from City and external systems.

8. Implementation services, installation, configuration, data conversion, training services and integration of existing systems and support for remote users.

9. Maintenance, knowledge transfer, and support services for the proposed systems.

This Request for Proposal (RFP) states the overall scope of services desired, procurement terms and conditions, specific hardware and software requirements as well as Proposer experience and qualifications to be provided. The following sections are provided to assist in navigating the requested scope of services:

Section I. OVERVIEW AND SUMMARY & Section II. PROJECT OBJECTIVES. - Presents a brief background description of the City of Wichita, Kansas and its desired approach to implementing the MS4 Permit Compliance Management System. This section also contains a brief description of existing systems and networks installed within the City.

Section III. SCOPE OF SERVICES; A. Introduction – D. Mandatory Technical Requirements - Provides instructions to Proposers for responding to the detailed Business Functional Requirements, including the City’s General and Technical Requirements.

Section III. SCOPE OF SERVICES; E. Checklist – K. Scope of Work – Requires Proposer responses including company background and qualifications, specifications and capabilities of proposed systems, and services to be provided.

Section III. SCOPE OF SERVICES; L. Costs - Requires Proposer responses for proposal cost information.

Section IV. PROPOSAL TERMS. - Provides the rules of preparation for the proposal.

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City of Wichita 10 RFP #260167

Appendices. - Includes the City’s IT Technology Agreement template and Attachment B – Functional and Technical Requirements Matrix.

Your response should clearly detail how the hardware, software and services that you are proposing can best satisfy the City’s requirements. The City requires a comprehensive solution with a prime contractor with legal and financial responsibility for all hardware, software, installation, integration, implementation, and support and maintenance services. One consolidated response with all cost items included in the cost summary shall be submitted. The prime contractor shall be the sole point of contact for the City with regard to contractual matters.

To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated within this section and the format established within this RFP.

Failure to comply with or complete any portion of this request may result in rejection of a proposal.

B. Functional Specifications of the Proposed MS4 Permit Compliance Management Software:

Through this RFP, the City intends to accomplish the acquisition, installation and implementation of a commercially available and proven MS4 Permit Compliance Management Software. The City requires that a single Proposer, or systems integrator, propose the solution including the acquisition, installation, and implementation of MS4 Permit Compliance Management Software itself. Subcontractors may be used for portions of the project, and it is required that the selected Proposer, or systems integrator, and any subcontractors will provide complete and comprehensive system implementation services, including data conversion, installation, training, software modification, custom development, support, and maintenance as required.

Required Functional Specifications

Please review following for general definition of requirements and refer to attachment B for permit-specific line-item requirements.

1. Mandatory Functional Requirements (MS4 Program Coverage)

Configurable modular system to implement, manage, and document all MS4 Minimum Control Measures (MCM), including:

1.1 MCM 4 – Construction Site Stormwater Runoff Control

• Construction site inspections (SWPPP compliance)

• Erosion and sediment control tracking

• Corrective action tracking and enforcement follow-up

• Contractor/site compliance history

1.2 MCM 5 – Post-Construction Stormwater Management

• BMP inventory and lifecycle tracking

• Inspection and maintenance scheduling

• Structural stormwater control monitoring

• Long-term compliance documentation

1.3 MCM 3 – Illicit Discharge Detection and Elimination

• Outfall inspection workflows

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• Illicit discharge reporting and investigation tracking

• Source tracing and enforcement actions

• Spill response documentation and resolution tracking

1.4 Industrial and Commercial Stormwater Compliance – Applies across MCMs1, 3, and 6

• Facility registry with geo-location and inspection management

• Risk-based inspection prioritization

• Enforcement tracking and compliance history

• Permit tracking where applicable

1.5 MCM 1 & 2 – Public Education, Outreach, Involvement and Participation

• Activity tracking for MS4 public education requirements

• Event, campaign, and outreach documentation

• Audience tracking and reporting metrics

• Support for annual MS4 report inclusion

1.7 MCM 6 – Pollution Prevention and Good Housekeeping for Municipal Operations (if applicable)

• Facility inspection tracking

• Municipal BMP documentation

• Maintenance activity reporting

• Pollution prevention documentation

• Training management

2. Integration Requirements (Critical)

2.1 CMMS / Work Order System Integration (Mandatory)

The system must integrate with the City’s existing enterprise asset and work order management system:

• CentralSquare EAM (Lucity) Technologies

The integration shall include:

• Bi-directional work order creation and updates

• Automatic generation of work orders from MS4 inspections

• Status synchronization (open, in progress, closed)

• Attachment and photo transfer (where supported)

• Asset linkage between MS4 inspections and CMMS assets

• API-based or middleware-enabled integration

2.2 GIS Integration (Mandatory)

• Native integration with Esri ArcGIS or equivalent GIS platform

• Ability to display MS4 assets (outfalls, BMPs, industrial sites, etc.)

• Map-based inspection assignment and visualization

• Feature service or equivalent spatial data synchronization

2.3 Data Exchange Requirements

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City of Wichita 12 RFP #260167

• REST API availability (read/write)

• Exportable compliance datasets

• Support for automated reporting workflows

• Secure authentication (OAuth2 or equivalent)

3. Implementation Requirements (Rapid Deployment Focus)

3.1 Timeline Requirement

The vendor must provide a phased implementation plan capable of:

• Initial system configuration and deployment within 8–12 weeks of notice to proceed

• Operational MS4 inspection workflows within current calendar year

• Full module rollout within 3–6 months total

3.2 Configuration Approach

The system shall:

• Be configurable with minimal custom development

• Use pre-built MS4 templates where available

• Support rapid form/workflow configuration

• Minimize reliance on bespoke scripting or custom code

3.3 Migration Support (if applicable)

Vendor shall support:

• Import of existing MS4 inspection records

• Asset data migration (if needed)

• Historical compliance record preservation

• Data mapping from legacy systems

4. Reporting and Compliance Requirements

The system must support:

• Annual MS4 report generation aligned with EPA/NPDES requirements

• MCM-specific reporting outputs

• Inspection and enforcement summaries

• IDDE tracking and resolution metrics

• Public outreach documentation reporting

• Audit-ready export formats

5. Field Operations Requirements

• Mobile inspection capability (offline preferred)

• Photo and attachment capture

• GPS tagging of inspections

• Real-time or near-real-time sync with central system

• Standardized inspection forms for all MS4 modules

6. Security and Access Control

• Role-based access control (RBAC)

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City of Wichita 13 RFP #260167

• Audit trail of all system actions

• Secure cloud hosting or City-approved environment

• Compliance with applicable cybersecurity standards for municipal systems

7. Vendor Experience Requirements

Vendor shall demonstrate:

• Prior MS4/NPDES implementation experience in municipalities

• Proven integration with CMMS/work order systems (preferably Central Square(CS) EAM (Lucity))

• Experience implementing GIS-based stormwater programs

• Ability to meet accelerated deployment timelines

8. Product Criteria (Recommended)

MS4 functional completeness (all MCMs)

CMMS integration capability (Lucity/CentralSquare)

GIS capability and usability

Strategic Evaluation Note:

Preference will be given to solutions demonstrating long-term platform stability, configurability, and the ability to support ongoing MS4 program evolution through incremental enhancements within an established partnership framework and pre-defined pricing structure for future additions.

9. Key Procurement Positioning Statement (Important)

To preserve competition integrity:

The City is seeking a commercially available MS4 compliance platform capable of integration with its existing enterprise asset management and GIS systems. No specific vendor or proprietary system is required or implied.

The City also seeks to establish a collaborative, long-term partnership with the selected Contractor to support adaptive MS4 program management as regulatory requirements, permit conditions, and operational needs evolve. Future enhancements, modules, or configuration expansions may be procured under this Agreement through pre-established pricing, rate schedules, or mutually agreed change orders, provided such additions remain functionally related to MS4 compliance and do not constitute a material change in contract scope requiring separate procurement.

10. Live Demonstration Criteria and Mechanics

Top proposals evaluated by 4 C.Staff and Selection Committee Evaluation Criteria to advance to live demonstration round where each finalist to be given a 4-hour timed slot (2.5 hours of structured demo + 1 hour of Q&A + 30 minutes for close).Each finalist will be provided the same 6 scenarios one week before demonstration date and asked to walk through a live (no slides) demonstration of each scenario. Live demonstrations will be scheduled during the evaluation period.

Desired Functional Specifications (Feature Considerations for Future Partnerships)

Value Added Service and Options of the MS4 Permit Compliance Management Software:

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City of Wichita 14 RFP #260167

• Weather-triggered inspection cadence (NOAA/USGS or similar commercial weather API) that schedules post-storm inspections automatically.

• Integration with City’s SeeClickFix app for reports pertaining to MS4 Compliance.

• In-app messaging to external partners (contractors, responsible parties, etc) with an audit trail.

• Configurable dashboards for Key Performance Indicators to aid senior management for broader City management briefings.

• Method for extracting permit-compliance data into alternate data formats or platforms.

• Where to put if at all interna/external partnership for data/inspection/self-certification collection/viewing/permit file tracking

C. Checklist:

The following checklist has been included to ensure Proposer compliance to the required RFP responses. Please indicate whether each item specified is included in your response and cross-reference to the page where the item is located.

Item Included

Y/N Proposer Proposal

Page Reference

Audited Financial Statements

Reference List

High-level System Architecture

Technical Brochures

Documentation Table of Contents

Description of capability to deliver requirements

Implementation and Training Plan/Schedule

Communication Plan

Migration Plan

Resumes

Task/Hours Schedule

Outlines for Training Course(s)

Section III; F-K Proposer Response of this RFP

Section III; L Costs of this RFP

Any exceptions to Appendix A - IT Technology Agreement Template

Appendix B – Functional and Technical Requirements Criteria Matrix

If any of the requested items are not included, please explain the reason. Proposals may be rejected if any requested item is not completed and submitted.

D. Proposer and Subcontractor Information:

This section must be completed for each Proposer and all subcontractors included in the proposal.

Proposer or Subcontractor:

Company Name

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Local Address

Headquarters Address

Company Web-site Address

List of all products or services to be provided.

Contact Representative(s)

Name Title Telephone and Email

Address

Company Information:

How many years has the company actively provided comparable e-government systems and solutions to state and local government?

Which office will serve the City of Wichita?

How many years has the office, which will service the City, been operational?

How many employees does the company have?

Nationwide :

Personnel in State and Local Government Services :

Office serving City :

Support personnel in office serving City :

E. Proposer Experience and Resources:

Provide a reference list for the three (3) most similar sites which use similar hardware configurations and software applications proposed by the Proposer/systems integrator. Specify sites in which subcontractor applications included in this proposal are currently interfaced or integrated with the prime solution. Include the following:

• Name, Address, Contact, Title, Phone Number, and Email.

• Approx. Number of Employees/Operating Budget/ Population of Jurisdiction.

• Operational Applications (Product Name & Version Number/Install Date).

• Type of System Installed (Hardware, DBMS, OS).

• Type(s) of Service Provided

• Existing interfaces with other applications in this proposal (Y/N).

• Contract Amount in total dollars for implementation of the proposed solution.

• Final actual cost for the implementation of the proposed solution.

• Scheduled Start and End Dates of the Implementation.

• Actual Start and End Dates of the Implementation.

• What was the Proposer’s annual gross revenue and net profit as a percent of sales for the previous three (3) fiscal years?

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 16 RFP #260167

Proposer: Annual Gross

Net Profit as a Percent of

Sales

Fiscal year 2024 $ %

Fiscal year 2023 $ %

Fiscal year 2022 $ %

• Provide a copy of the company’s last two years financial statements). Indicate attachment name/number. The financial statements for the Prime Proposer shall include the Balance Sheet, Income Statement, Statement of Consolidated Income, Statement of Changes to Cash Flows, and Changes to Shareholder Equity.

• Provide at least one bank reference.

Bank Name ___________________________________________________________________ Contact ___________________________________________________________________ Address ___________________________________________________________________ Phone ___________________________________________________________________

• Provide Dun & Bradstreet Number

• Attach resumes showing professional experience and educational qualifications of personnel that will be assigned directly to the project team. Indicate the experience, in years, with state and local e-government system and services implementation and project references.

F. Proposers Hardware and Software Requirements:

1. Proposed Solution Architecture Provide a detailed description, and attach appropriate diagrams, of the overall proposed solution architecture that clearly illustrates and addresses the following:

• All proposed hardware (e.g., servers, end user devices, peripherals, etc.).

• All software (e.g., application software, RDBMS, client software, etc.) components (including other Proposer or third-party applications) and their interrelationships.

• Recommended configurations for e-government systems and services.

• Security features and configurations required for e-government systems and services (i.e., firewalls, DMZ, etc.).

• Describe the methodology to be used in measuring application availability.

• Describe the methodology used to monitor application response time, under what conditions the stated response times will or will not be met, and the remedies for the City if they are not met. Also specify the minimum system configuration (processor, workstation, etc.) you require to meet acceptable response times.

• Describe your approach to archiving and/or maintaining online up to 5 years of information.

• Are you offering Application Service Provider (ASP), Software, Infrastructure, or Platform as a Service (SaaS, IaaS, or PaaS) services as an alternative solution? If so, please provide a description of these services and a description of how these services would be implemented given the information provided in this RFP. Include any factors that would limit the City’s ability to operate via an ASP/SaaS/IaaS/PaaS alternative. Also include all costs associated with your proposed ASP/SaaS/IaaS/PaaS offering in Section III; L. Costs.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 17 RFP #260167

2. Related Hardware and System Software This section pertains to the procurement of the proposed MS4 Permit Compliance Management Software central processor(s), new peripheral devices and requisite system software as required based on the selected Proposer’s approach. Proposers must recommend all hardware, software, peripheral devices, and cabling necessary for the normal operation of the proposed system(s). The City is responsible for the local area network and cabling however the proposer should make recommendations to achieve optimum performance. Proposers should review Sections I and II and specify whether any existing City servers and end-user hardware and peripherals are compatible and can be used with the proposed system.

All hardware components are to be specified by the Proposer including, but not limited to, recommended manufacture, model, description, and proposed specification. The City requires that all hardware specifications be fully compatible and proven with the proposed solution.

The City requires that system software is considered state-of-the-art technology and represents the most current version in production at the time of installation.

List all system software proposed or available with the system. Include all system software necessary to operate the proposed hardware components. Indicate by a letter code "I" if the software is included in this proposal, or letter code "O" if optional with this system. For those coded "I" or “Included”, all costs should be identified in the Proposer’s Cost Proposal (Section III; L.

Costs).

Respond to the following questions or requests regarding functionality and features of the proposed system:

a. To what level of access can the system be restricted?

• Functional User Groups .............................................................................. Y / N

• Application/Menu Item ............................................................................... Y / N

• Transaction/function type (e.g. inquiry, update) .......................................... Y / N

• Each data field ........................................................................................... Y / N

b. Is the above security implemented by means of the operating system, DBMS, or in the application programs? Explain.

c. Does the system log transactions by:

• Terminal ID / IP Address ............................................................................. Y / N

• User ID ...................................................................................................... Y / N

• Dept. ID ...................................................................................................... Y / N

• Other (Explain) ........................................................................................... Y / N

d. What are the system’s capabilities to detect and log unauthorized access attempts?

e. Describe security and control features that will prevent unauthorized access to the system.

f. What data is encrypted in the proposed solution and to what level / standard?

g. What systems are used within the proposed solution to accept cardholder data?

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 18 RFP #260167

h. How is sensitive data (e.g. credit card, SSN, etc.) data stored and access to such data controlled?

i. If required during a processing procedure, system restart should not necessitate beginning the entire procedure again. Specifically discuss system restart in this context and describe system integrity features that will prevent data or control problems during system failure/restart procedures.

j. Describe system’s ability to queue jobs for unattended processing.

k. Are all system functions (inquiry and update) available during backup? Explain.

l. Fully describe the backup approach including Proposer recommendations, and explain any restrictions on access or system functions during this process.

m. Describe all disaster, data recovery, and business continuity capabilities available in the proposed solution.

n. Describe all circumstances under which the system is unavailable to users.

o. Describe all networking requirements including those required services or processes requiring access via specific ports as well as all firewall, routing and switching considerations as associated with the proposed solution.

p. Describe your approach and implementation experience with Storage Area Networks (SANs).

Please describe in your response any SAN equipment needed specifically for the proposed solution; recommended replication method; back-up storage array type; and TCP offload engines for moving TCP/IP and load balancing.

q. If applicable, provide a proposed SAN configuration and related services including, but not limited to, storage hardware (e.g. capacity/RAID level), storage software, storage networking components, and SAN implementation Services.

3. Application Software The City requires that the Proposer identify the application packages proposed. The Proposer should provide the following information for each application:

a. Describe the features of all proposed applications in the proposed solution that support functions for e-government (e.g., Procurement, Billing, Self-Service, etc.). Also include a brief description of sites where these features have been implemented and are currently in use.

b. What approach will the Proposer take in order to determine the modifications necessary to its standard packages to meet the requirements of the City? Describe how any required customization would be handled.

c. Are software fixes found at other sites provided to the City at no charge?

d. Describe the tasks required for the City following a new release/major redesign of an application.

e. Describe the upgrade installation process including City staff roles and typical timelines.

f. Describe your policy for installing new releases.

• Frequency (Include currently planned schedule for new releases).

• Are upgrades/new releases included in maintenance costs?

• Is data conversion assistance provided? Describe approach and any additional costs.

• Is new documentation supplied with each release or upgrade? If so, describe.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 19 RFP #260167

• Describe approach to and any related additional training costs for new releases.

• Describe approach for providing release installation assistance and any additional costs.

g. How long is maintenance continued for an old release? (Months)

h. How will the City be notified of new system releases and updates?

i. Is there a regional user group? If so, please provide contact information for information and reference.

j. Describe what type of system modifications or configuration items can be performed without affecting system source code. Are system modifications maintained after an upgrade?

k. Describe the proposed solutions capabilities for the following:

• Interoperability with third-party applications (including, at minimum, MS Excel, MS SQL, Oracle, other).

• Ability to integrate third party applications into the menu structure.

• Ability for user to customize forms and menus.

• Graphical user interface capabilities.

• Ability to customize bill print data files and forms

• Ability to develop, maintain, and manage automated Workflow processes including reassignment activities and actions

• Ability to integrate or interface with third party applications/solutions including any constraints, limitations, or specific/special requirements the proposed solution may have. Please identify any third-party applications you successfully interface with. Include the third-party company name and their specifications/requirements.

l. Is the application 32, 64, or 128-bit?

m. Does the proposed DBMS provide SQL capabilities? ....................................... Y / N

n. Is the DBMS ODBC compliant? ........................................................................ Y / N

o. Does the DBMS provide a data dictionary that is integrated with all tools supplied for application development and ad hoc database access? ..................................................... Y / N

p. Does the DBMS provide its own scripting language? ........................................ Y / N

q. Does the DBMS support a Microsoft Windows interface? ................................. Y / N

r. Does the DBMS include a fourth-generation language? ................................... Y / N

s. Does the DBMS include an activity-monitoring feature to maintain statistics on performance, disk

I/O, index usage/non-usage, etc.? .................................................................... Y / N

t. Does the DBMS include record locking techniques for concurrence control? Y / N

u. Does it provide the capability to selectively journal any or all database transactions to an audit trail file? ............................................................................................................. Y / N

v. What specific capabilities for user modifications are provided under a run-time license?

........................................................................................................................... Y / N

G. Customer Support & Warranty/Maintenance:

1. Proposed Services - Complete the warranty and maintenance matrix below based on the proposed approach. For services proposed within the matrix include all costs in Section III; L. Costs of this RFP as appropriate.

Complete one (1) matrix per Proposer or other hardware/software company offering warranty/maintenance services.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 20 RFP #260167

Proposer or Other Company Name: _______________________

Response (Application

Software)

Response (Hardware)

What is the length of the warranty (months)?

Does warranty begin from installation or acceptance?

What are the hours of warranty coverage (e.g., Mon-Fri 7:30 a.m.—5:30 p.m.)?

What are the hours of maintenance coverage (after the warranty expires)?

Warranty/Maintenance Services:

• Telephone Support (Y/N)?

• Remote Support (Y/N)?

• Normal hours of support operations (Central Time Zone)?

• Extended/Emergency hours support operations (Central Time Zone)?

• Toll Free “800” number (Y/N)?

• Remote software diagnostics (Y/N)?

• Remote software updates (Y/N)?

• Updates and enhancements included (Y/N)?

• How often are enhancements provided?

• User group membership (Y/N)?

• Newsletter (Y/N)?

Service/support response time (hours)

• Via telephone or email

- Average

- Guaranteed

• On-site

- Average

- Guaranteed

2. Further describe your proposed customer service & warranty/maintenance services.

3. Will you guarantee a fixed maintenance cost for the software and any configuration changes? If so, indicate number of years.

4. List any exceptions or limitations to your proposed warranty/maintenance services for the software as indicated within the matrix.

5. List additional services provided for at no additional cost to the City.

6. Describe available services/programs in addition to those proposed within the matrix. Also include associated costs as appropriate:

Our Mission as an exceptionally well-run…