2-RFI-IT-26-14 Project Manual.pdf

REQUEST FOR INFORMATION:

ENTERPRISE ASSET MANAGEMENT (EAM) PLATFORM

RFI #: RFI-IT-26-14

Scope of Services

1.0 Introduction and Purpose

1.1 Purpose

The City of Palm Coast (the "City") is issuing this Request for Information (RFI) to explore the current market for modern Enterprise Asset Management (EAM) platforms, and to obtain budgetary numbers for possible FY27 inclusion.

1.2 Goals

The objective of this RFI is to:

• Understand the range of EAM functionalities available, particularly for municipal operations (e.g., utilities, fleet, public works, and facilities).

• Identify vendors with robust, modern, and GIS-centric platforms that can support the consolidation of disparate systems.

• Gather high-level budgetary information for planning and consideration in the City's Fiscal Year 2027 (FY27) budget.

1.3 Current Environment

The City's core financial ERP is Tyler Munis, which remains the system of record for capital assets and all financial data. The City's Customer Relationship Management (CRM) platform is Salesforce, which is used to intake and manage resident service requests.

The City has previously explored the native Tyler Munis EAM module but identified critical deficiencies related to its API (missing fields) and poor field usability (difficulty handling large work order datasets). This RFI is an exploration of dedicated, best-in-class EAM solutions to replace this and other legacy systems.

1.4 RFI vs. RFP

This RFI is for informational and planning purposes only and does not constitute a solicitation or Request for Proposal (RFP). The City may or may not issue an RFP in the future based on the information gathered. The City reserves the right to develop a shortlist for a future RFP based on the results of this RFI.

2.0 Vendor Information & Background

2.1 Vendor Profile

Please provide a brief company overview, including years in business, number of employees, and the primary industries you serve.

2.2 Government Experience

Describe your experience with U.S. local government clients, specifically cities of a similar size to Palm Coast (approx. 90,000 population). Please provide 2-3 relevant client case studies or examples, particularly any clients who also use Tyler Munis as their ERP.

2.3 Platform Overview

Provide a high-level description of your solution, its primary modules, and its core technology.

3.0 Functional and Technical Capabilities

3.1 Core Asset & Work Order Management

• Describe your platform's capabilities for managing the full lifecycle of assets (e.g., creation, preventive maintenance scheduling, condition tracking, retirement).

• Describe your system's work order management capabilities, from initiation (including from an external source) to completion, including labor, equipment, and material costing.

• Describe your inventory and materials management capabilities and how they link to work orders and assets.

3.2 GIS-Centric Functionality (Key Requirement)

• Describe your platform's integration with Esri ArcGIS. Is it a native integration (e.g., built on Esri, uses Esri web maps) or a custom API connection?

• Explain how assets (both horizontal/linear like pipes and vertical like pump stations) are visualized and managed on a map.

• Can field crews view, create, and update assets and work orders directly from a GIS map interface on both desktop and mobile devices?

• How does your system sync data between the EAM and the City's Geodatabase? Is it real-time, bidirectional, or a scheduled batch?

3.3 Mobile & Field Operations (Usability Focus)

• Describe your mobile application(s) for field crews. Are they native (iOS/Android) or web-based? Do they function offline?

• Key Requirement: How does your mobile application handle performance when a user must access and filter very large datasets (e.g., 1,000+ open work orders or

10,000+ assets), especially within the map interface? Please provide screenshots, video links, or a detailed description of the user interface and typical load times.

3.4 Specialized & Optional Modules (Consolidation Focus)

• Please list and describe any specialized modules you offer for the following municipal functions:

o Fleet Management: (e.g., vehicle assets, fuel tracking, motor pool, parts inventory, mechanic-specific workflows).

o Utilities: (e.g., water/wastewater plants, pump stations, linear assets, hydrant/valve management, backflow prevention).

o Facilities Management: (e.g., building maintenance, HVAC, custodial).

• Optional Module: Do you offer a module for Right of Way (ROW) Permitting Management? If so, please describe its functionality and how it integrates with the core EAM (e.g., linking permits to assets and work orders).

4.0 Technical Architecture and Integration

4.1 Platform Architecture & API (Integration Focus)

• Describe your system's architecture (e.g., multi-tenant SaaS, single-tenant cloud, on-premises).

• Key Requirement: Please describe your platform's API philosophy and capabilities. Is your API a core part of the product? Please provide a link to your public API documentation for review.

• Key Requirement: How are custom fields or user-defined data tables exposed through the API? (This addresses a specific past deficiency).

• What is your process for adding new endpoints or fields to the API based on client needs?

4.2 Advanced Reporting & Analytics (Key Requirement)

• Describe your built-in reporting and analytics capabilities.

• Does the platform include user-friendly, customizable dashboards for different user roles (e.g., technician, supervisor, director)?

• What capabilities do you offer for advanced or predictive analytics (e.g., asset failure prediction, risk-based capital planning, maintenance cost forecasting)?

• Can reports be easily exported? Do you provide a direct connector or OData feed for tools like Microsoft Power BI?

4.3 Integration Experience

• Tyler Munis: Have you previously integrated your EAM with Tyler Munis as the financial ERP? If yes, please describe the standard integration points (e.g., passing labor/materials costs to the GL, syncing capital asset data, vendor sync).

• Salesforce: Have you previously integrated your EAM with Salesforce as the CRM? If yes, please describe the typical workflow for a "case-to-work-order" process.

• Faster: Have you previously integrated your EAM with Faster Fleet Management?

Including asset management, financial tracking, and parts/labor billing capabilities, passing labor/materials costs to the general ledger, syncing capital asset data, and vendor sync.

5.0 Budgetary Information

5.1 Pricing Model

Please describe your pricing model (e.g., per-user (full vs. field), per-asset, subscription, perpetual license).

5.2 Budgetary Estimate

Please provide a high-level, non-binding budgetary estimate for a city of our size. This estimate should be for FY27 planning and include:

• Software Subscription/Licensing

• Standard Implementation & Configuration

• Standard Training

• Annual Support/Maintenance

5.3 Implementation

Describe your typical implementation process and an estimated timeline from project kickoff to go-live.

City of Palm Coast - EAM Profile

1. City & Workforce Profile

• Population: 110,330

• Total Workforce: 591

2. Capital Asset Overview

Asset Counts by Major Class:

• (35) INFRASTRUCTURE: 2,304 assets

• (40) MACHINERY AND EQUIPMENT: 1,159 assets

• (10) LAND: 343 assets

• (30) IMPROVEMENTS OTHER THAN BLDGS: 205 assets

• (20) BUILDINGS: 116 assets

Asset Counts by Owning Department (Top 10):

• PUBLIC WORKS: 1,945 assets

• UTILITY DEPARTMENT: 439 assets

• STORM WATER MAINTENANCE: 244 assets

• STREETS & DRAINAGE: 234 assets

• RECREATION AND PARKS: 223 assets

• INFORMATION TECHNOLOGY: 133 assets

• FIRE DEPARTMENT: 121 assets

• PALM HARBOR GOLF COURSE: 111 assets

• WATER DISTRIBUTION: 60 assets

• TRAILS MAINTENANCE: 58 assets

3. Key Asset Category Details

Details for 'MACHINERY & EQUIPMENT' (Fleet/Vehicles)

• Total 'Machinery & Equipment' Assets: 1,159

• Top Subclasses:

o GENERAL EQUIPMENT: 369 o PASSENGER VEHICLES: 254 o HEAVY EQUIPMENT: 123 o TECHNOLOGY EQUIPMENT: 118 o MOWERS AND SMALL TRACTORS: 116 o PARK EQUIPMENT: 73

Other Important Numbers

This profile is a fantastic start. To get the most accurate budgetary numbers from vendors, I recommend you also try to find and include:

• 30 City Facilities

• 5 Fire Stations

• 14 Fire Apparatus

• 14 Parks

• 8 Playgrounds

• 130+ Miles of Trails

• 2 Dog Parks

• 1 Aquatic Center

• 26 Sports Fields

• 1,222 Miles of Swales

• 177 Miles of Ditches

• 84 Miles of Canals

• 17 Water Wiers

• 777 Water Mains

• 707 Sewer Mains

• 63 Traffic Signals

• 545 Miles of Roads

1,785 annual work orders for Streets/Facilities/Fleet

Submission Instructions

Interested consultants are asked to submit information about their services, qualifications and experiences with similar efforts as well as proposed scope of services that would develop an operational plan, including a budget and staffing information, and draft requests for proposals. In addition, consultants should outline the fees related to the services being requested.

All questions must be submitted through Bonfire by December 3, 2025

Interested consultants should submit their proposal electronically through the portal by 2pm on December 11, 2025.