Attachment_2_-RFP_Data_Privacy_Questionnaire.xlsx

The document is a Data Privacy Questionnaire for the City of Phoenix's Enterprise Asset Management (EAM) software and implementation procurement. The solicitation seeks a comprehensive cloud-based SaaS solution for multiple municipal departments including Aviation, Public Works, Street Transportation, and Water Services, with a five-year contract scheduled to commence around May 1, 2026. The procurement requires a vendor with at least five years of experience implementing EAM products for public entities, capable of integrating with existing systems like SAP. The evaluation process will allocate 675 total points across System Capabilities (300 points), Experience and Qualifications (185 points), and Method of Approach (190 points). Key proposal dates include a pre-offer conference on October 10, 2025, with proposal responses due by November 14, 2025.

The questionnaire includes a privacy risk assessment mechanism that weights responses to determine vendor privacy risk levels (low, medium, high) based on three key questions regarding privacy programs, incident/breach response plans, and historical security breaches. The procurement encompasses a complex technological ecosystem managing 443 properties across 11 client departments, totaling 10,496,280 square feet and 14,709 land acres, with departments like Water Services managing 2,128,271 total assets and potential future expansion to 340,000 assets. While no specific budget ranges were directly stated, the extensive system requirements and multi-departmental scope suggest a significant technology investment. The solution must integrate with multiple existing systems including eChris (PeopleSoft), HARS, SCADA, GIS, AutoCAD, Dynamics365, and various Building Automation Systems.