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, designed to assess vendor privacy risk levels. The five-year contract is scheduled to commence on or about May 1, 2026, seeking a comprehensive cloud-based SaaS solution for multiple municipal departments including Aviation, Public Works, Street Transportation, and Water Services. The solicitation was released on October 1, 2025, with a pre-offer conference on October 10, 2025, and proposal responses due by November 14, 2025. The evaluation process will distribute 675 total points across System Capabilities (300 points), Experience and Qualifications (185 points), and Method of Approach (190 points).

The questionnaire includes a weighted scoring mechanism to determine privacy risk levels, categorizing vendors as low, medium, or high risk based on their responses to three key questions about privacy program implementation, incident/breach response plans, and previous reportable security breaches. 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, eChris (PeopleSoft), HARS, SCADA, GIS, AutoCAD, Dynamics365, and various Building Automation Systems. The city's current infrastructure supports 443 properties across 11 client departments, totaling 10,496,280 square feet and 14,709 land acres, with Water Services managing 2,128,271 total assets and potential future expansion to 340,000 assets.