26-8642_Solicitation.pdf

(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION FOR QUALIFICATIONS (IFQ)

FOR

UTILITY ENTERPRISE ASSET MANAGEMENT CONSULTING

SERVICES

SOLICITATION NO.: 26-8642

VALESKA ESCOBAR, PROCUREMENT STRATEGIST II

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-2220

Valeska.Escobar@collier.gov

SOLICITATION PUBLIC NOTICE

INVITATION FOR

QUALIFICATION (IFQ)

NUMBER:

26-8642

PROJECT TITLE: UTILITY ENTERPRISE ASSET MANAGEMENT CONSULTING

SERVICES

IFQ OPENING

DAY/DATE/TIME:

May 21, 2026, at 3:00pm

PLACE OF IFQ OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Public Utilities Engineering and Project Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation for Qualifications (hereinafter, “IFQ”) with the intent of obtaining proposals from interested and qualified Proposers in accordance with the terms, conditions and specifications stated herein, in the Solicitation and/or attachments. The Proposers, at a minimum, must achieve the requirements of the Specifications, Scope of Services or Scope of Work stated herein. All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor.”

The selected Firm(s) will be responsible for providing complete professional consulting services for a wide range of projects and is responsible for the overall coordination of a project. The Firm may hire specialized subcontractors to perform all, or some portion of the work.

The work under this solicitation will be for projects with a value up to $500,000 per fiscal year. Any individual work assignment over $500,000 will be subject to approval by the Board of County Commissioners.

BACKGROUND

The intent of this solicitation is to establish a pool of qualified Firms to provide professional consulting related services.

Scope of work to include professional consulting activities related to the Public Utilities Department; assisting with developing, implementing, and supporting a comprehensive enterprise asset management program or portions thereof, including technical, organizational and business process aspects that are integrated with the County’s various enterprise asset management programs and software systems.

AWARD AND TERM OF AGREEMENT

Collier County reserves the right to select one (1), or more than one (1) Firm for award as deemed the best value to the County; however, it is the intent to:

• Award Pool of Firms

The results of this solicitation may be used by other County departments/divisions once awarded.

The agreement term is intended to be for three (3) years with two (2) one (1) year renewal option.

Prices shall remain firm for the initial term of the awarded Agreement.

https://procurement.opengov.com/portal/collier-county-fl

DETAILED SCOPE OF WORK

County staff will request quotes for future assignments with a value of up to $500,000 from all awarded Firms. The awardees are expected to submit quotes or responses for each Request for Quotation that will be issued under this contract, for the duration of the contract. Repeatedly failing to submit a quote, when requested, may result in the removal of the awardee from the contract pool.

1. Scope of Work

1.1 The awarded Firm(s) must comply with all County Information Technology Division requirements while supporting these programs. These programs reflect systematic approaches to asset management incorporating a collection of business practices and processes supported by data, tools, and information processing related to the core components of asset management as outlined in the International Standards Organization’s (ISO) 55000 series of publications which are periodically reviewed and updated.

1.2 The firm(s) shall have knowledge of asset management planning and programs as well as software systems used by the County or are otherwise common or may become common in enterprise asset management.

Specialized knowledge related to specific business areas should also be highlighted. As an example, the ability to fuse utility best business practices, utility fiscal rate studies, customer service principles, utility billing and operational systems, and computerized maintenance management systems would be noteworthy for a proposal which can offer a greater depth of support to utility enterprise asset management. While the vendors and software listed below represent the County’s current usage, such usage is subject to change and specialized experience with additional asset management vendors, software, or programs may be desirable over the life of the contract.

1.3 The activities below are representative but not all inclusive of the types of services desired by the County.

Additionally, as best practices are revised, implemented, and published throughout various industries, the county desires assistance in modernization efforts as they are appropriate.

1.4 As activities within this scope are completed, the County will require documentation of the work completed.

Plans and project schedules (of which the County will have final approval) must be provided for work requested within this scope unless specifically waived in writing by the County. Projects with plans and project schedules will also require deliverables such as reports, recommendations, and road maps as appropriate for the project. Additional documentation to include but are not limited to Standard Operating Procedures (SOPs), workflows, architectural diagrams, technical configuration documentation, special programming/customizations, methodologies for remedial actions, and training materials as applicable. The County has final determination as to which types of documentation are appropriate and applicable.

1.5 Individual work assignments under this scope are expected to vary based on the supported business need. As such the County requires the ability to establish billing based on time and materials or milestone deliverables including a period of ongoing support based on the function of said deliverables.

1.6 Work completed under this scope on behalf of the County will be owned by the County unless waived in writing.

1.7 Review and assist with any enhancements to align business practices to industry standards. Assist in defining improved workflows for enterprise asset management. Identify program needs for existing and new business practices and assist in implementation.

1.8 Assist staff with review of existing plans and the development of written project management plans for future upgrade and expansion requirements. Plans will be organized around best business practices, cost benefit analysis, sound fiscal practices, regulatory requirements, performance goals, customer service goals, asset physical capability, repair/rehabilitation or replacement strategies, level of service measures, and/or support the Capital Improvement Plan (CIP) as applicable to the specific enterprise asset management area.

1.9 Assist in ensuring data integrity.

1.10 Provide guidance on creation of user access, application, and data security in coordination with County policies.

1.11 Provide guidance on creation of protocols, methodology and procedures in interfacing and using software applications and associated data.

1.12 Create, or assist in the creation of, Standard Operating Procedures (SOP) as well as SOP review and evaluation.

1.13 Provide appropriate levels of financial expertise and acumen to ensure desired process and business outcomes where enterprise asset management systems interface with financial systems and support financial planning.

Develop/improve strategies for cost/benefit analysis.

1.14 Evaluate, develop, and provide guidance for change management processes for adding and/or removing asset data, software version control, database schema changes, and user requested modifications. Formalize such planning as written documents such that they may be carried out by staff and appropriate software vendors.

1.15 Refine organizational roles and responsibilities.

1.16 Develop training and communication strategies for enterprise asset management and other county staff.

Conduct such training and deliver communications aligned to strategies.

1.17 Review of the existing processes to provide guidance on end-to-end business process improvements.

1.18 Provide technical support for geodatabase design, evaluation, optimization and integration.

1.19 Make recommendations to support performance and integration optimization with various enterprise asset management components and policies. Assist in implementation of such recommendations.

1.20 Support updates and improvements to enterprise asset management program components (software, processes, etc).

1.21 Assist in asset onboarding process.

1.22 Review and recommend improvements in the risk evaluation standards, processes, policies, and software solutions. Assist in implementing recommendations.

1.23 Review and make recommendations on warehouse receiving, inventory control, and distribution.

1.24 Review asset lifecycle workflows and documents for potential update.

1.25 Risk Assessment (Business Risk Exposure) development/review.

2. Current Vendors & Software

2.1 Azteca Systems, LLC. – Cityworks

2.2 Woolpert Inc.

2.3 ESRI GIS data

2.4 XC2/Sprypoint

2.5 Paradigm

2.6 GE Digital iFix

2.7 N. Harris Computer Corporation/inHANCE – Impresa

2.8 N. Harris Computer Corporation – Invoice Cloud

2.9 N. Harris Computer Corporation – Data Voice

2.10 Special Assessment System

2.11 Brightly Capital Predictor

2.12 Pix4D

3. Contractor Qualifications

3.1 Minimum 5 years in asset management consulting including minimum 3 years government or utility sector experience

3.2 Demonstrated GIS, utility billing system, and/or listed current software experience

3.3 Expertise in SQL, ESRI, Python, Cityworks, BizTalk, and/or C#

3.4 ISO 55000, 24516, and/or 24589 experience

4. Quoting Procedures

The procedure for obtaining quotes from the awarded firms is outlined below:

• A Summary of Work/Services, Plan and/or Technical Requirements, etc. will be provided to all of the selected firms, along with project timeline to completion will be specified in the Request for Quotation.

• The County’s Project Manager will set the required response time for each project. The Firms will be given a minimum of five (5) business days to provide a quote. Other projects may require a longer quoting period to allow for proper coordination. Some projects, urgent in nature, may require a shorter response schedule at the Project Manager’s discretion.

• The Firms shall provide a quote based on the unit prices, hourly rates and /or lump sum amounts based on the documents/requirements provided, including any identified unit prices and add/deduct alternates.

• Mark-ups will not be allowed. Mark-ups will not be allowed on sales tax, consumer fees or taxes, use and other similar taxes, or fees associated with any work under this resultant Agreement.

• The County will review all quotes received and may negotiate with the Firm who submits the lowest quote, or the firm who presents the best value to the county.

• Firm will commence work upon the County’s issuance of a Purchase Order and Notice to Proceed. The Firm agrees that any Purchase Order that extends beyond the expiration date of the resultant contract will survive and remain subject to the terms and conditions of the resultant contract until the completion or termination of work.

5. General Requirements

• A Firm must be qualified and is directly responsible for 100% of the contracted work. Should subcontractors be required to support the valuation process, the Firm is directly responsible for overseeing, monitoring, and ensuring adherence to the project's schedule, cost, scope of work, plans, and quality specifications on behalf of the County.

• A Firm must notify the County and refrain from offering quotes for a particular assignment unless they have the readiness and ability to proficiently fulfill the assignment and its subsequent follow up services.

6. Invoices

All invoices should be submitted to the County within 30 days directly to the County designee with the referencing original purchase order.

Invoices shall include, at a minimum:

• Dates of service

• Purchase Order Number

• Task Number (if applicable)

• Contract Number

Invoices submitted without required documentation or supporting detail may be rejected or delayed until corrected.

Firms shall be required to provide backup documentation of time by providing invoices and receipts at the time of invoice submission.

RESPONSE FORMAT AND EVALUATION GRADING CRITERIA FOR DEVELOPMENT OF

SHORTLIST

1.1 Proposers are encouraged to review the Invitation for Qualifications Instructions, which includes the evaluation process.

1.2 For the development of a shortlist, the following Evaluation Criteria will be utilized by the County’s Selection Committee to score each proposal. Proposals must address all the following criteria:

No. Evaluation Criteria Maximum Points

1 Cover Letter/Management Summary 5 Points

2 Experience and Capacity of the Firm 45 Points

3 Specialized Expertise of Team Members 35 Points

4 Certified Woman and/or Minority Business Enterprise

5 Points

5 Local Vendor Preference 10 Points

TOTAL 100 Points

Detailed Criteria Descriptions are further described below. Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or the proposal may be deemed non-responsive.

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this IFQ.

EVALUATION CRITERIA NO. 2: EXPERIENCE AND CAPACITY OF THE FIRM (45 Total Points Available)

• Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and number of years of experience in providing the required services.

• Describe the various team members’ successful experience in working with one another on previous projects.

• References: Submit three (3) through ten (10) references using the County’s Reference Form. Include up to two additional pages per project to illustrate relevant experience. The references must be for projects within the last five (5) years whose projects are of a similar nature, size, scope and complexity of this solicitation. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

• This section must also demonstrate or describe the following:

o Minimum 5 years in asset management consulting including minimum 3 years’ government or utility sector experience o Demonstrated GIS, utility billing system, and/or listed current software experience o Expertise in SQL, ESRI, Python, Cityworks, BizTalk, and/or C# o ISO 55000, 24516, and/or 24589 experience

EVALUATION CRITERIA NO. 3: SPECIALIZED EXPERTISE OF TEAM MEMBERS (35 Total Points Available)

• Description of the proposed contract team and the role to be played by each member of the team.

• Attach brief resumes of all proposed project team members who will be involved in the management of the total package of services, as well as the delivery of specific services.

• Attach resumes of any sub-vendors and attach letters of intent from stated sub-vendors must be included with proposal submission.

EVALUATION CRITERIA NO. 4: CERTIFIED WOMAN AND/OR MINORITY BUSINESS

ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 5: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the Proposer having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the Proposer’s staff operates and performs business in an area zoned for the conduct of such business.