City of Long Beach

DEPARTMENT OF PUBLIC WORKS

ONE WEST CHESTER STREET

LONG BEACH, NEW YORK 11561

Tel: (516) 431-1011

City of Long Beach NY

Digital Automation Platform

Technology Modernization RFP

RFI # 1

August 21, 2026

The city received the following request for clarification for the above referenced solicitation. With your return proposal, your firm must acknowledge this document as inclusive in order to be considered.

1. Page 1 states 'Responses must be submitted only on the day of by: 3:00pm on Monday, August 31, 2026. A submission received after this date and time will be considered non-responsive." Please clarify if vendors can submit responses prior to Monday, August

31st or only on Monday, August 31st? As written

2. Please confirm where the electronic proposal is to be submitted. Email address on page one of the RFP

3. Page 4 of the RFP references "all twelve solution areas" in the evaluation criteria, while the Project Overview identifies four requested applications, and the detailed requirements appear to include additional functional areas. Can the city provide a definitive list of the twelve solution areas that vendors are expected to address? Twelve is in error, propose for the four solutions requested

4. Does the City anticipate adjusting any of the documented dates in the RFP Timeline on

pg. 5? No

5. Please clarify what costs should be reported under line 1 and 2 of the fee proposal sheet.

As written, cost for applications and cost for programming of those applications

6. Please provide a list of the City's current systems and processed that the proposed solution is expected to replace or integrate with. Munis is the city’s financial platform, no replacements.

7. What existing data does the city expect to be converted into the new platform and in what formats are/is the data currently maintained? Municipal Building Assets, excel

8. Approximately how many years of historical data should be converted? N/A. This is a new platform

9. Please describe the current Public Works work order lifecycle and identify the highest-priority workflows to be modernized. Electronic work order management is exactly what is being requested by and for this program, it is a new process

10. Can the City provide examples of its most common Public Works work order types and the typical workflow from request/intake through assignment, completion, and closeout?

This will be discussed in greater detail after award

11. Please describe the City's current citizen engagement process and the types of requests and communication workflows the new solution should support. Currently an email address utilized by residents into city hall for distribution, the solution is to ensure the visibility expansion of the citizen request through our staff in lieu of a single point entity.

12. What asset types does the City currently maintain, and approximately how many assets are expected to be managed in the system? All of the city’s Municipal Buildings, this excludes residential and commercial occupancies. Anticipate 10 facilities for this effort.

13. Has the City determined if they want to approach implementation in a concurrent manner or through a phased approach? The city expects all four of these programs to be concurrent and completed simultaneously

14. Has the City identified any implementation timelines or deadlines? The proposing firm will identify their timelines to complete all four programs with their response. The city would like to have this system in full operation within 90 days of implementation

15. Should vendors provide separate pricing for optional functionality identified in the RFP, or should optional solutions be excluded from the Grand Total? Propose only for the four programs requested.

16. Has the organization seen demos from vendors in the last 12 months? If so, which vendors? This question is irrelevant to the RFP

17. Has funding been approved for this specific Digital Automation Platform project, and if so, what is the project budget? No budget established yet

18. We will propose our own implementation timeline as requested. Does the City have a target go-live date or any external deadline (e.g., budget cycle, grant milestone) our schedule should be built around? City is looking for a 90-day turnaround, if possible

19. Item 9.7 of the attached Vendor Responsibility Questionnaire states that financial statement information "must be attached." If we are unable to provide our annual financial statement (or the Attachment C – Financial Information alternative) before down selection due to its confidential and proprietary nature and considering that the City is not able to prevent its disclosure due to FOIL regulations, would that omission render our proposal non-responsive or otherwise disqualify us from consideration? For your firm to be considered, financials are required.

20. Following up on #4, can vendors provide narrative description of financial sustainability in lieu of financial statements? No

21. The RFP's prescribed response format does not include a dedicated section for "Reporting Options" or "Additional Services," both of which are separately scored. Should these be addressed within the per-application overview (Item 5), or would the City prefer a standalone section for each? Companies can provide supporting documents with their proposal

22. The Project Overview lists "Technical Breadth: Demonstrated capability across all twelve solution areas," but the RFP names only four applications (Work Order Management, Facilities Asset Management, Pavement Management, Citizen Engagement) and a four-line Fee Proposal Sheet. Can the City clarify what the twelve solution areas refer to, or confirm the scope is limited to the four named applications? Twelve is in error, propose on the four-programs requested

23. The Vendor Responsibility Questionnaire attached to the RFP is the For-Profit Construction form (CCA-2), which requests bonding capacity, construction backlog, and completed/uncompleted construction contracts. As a non-construction SaaS provider, may we submit the non-construction Vendor Responsibility Questionnaire (CCA-1) instead, or should we complete CCA-2 with N/A entries and an explanatory cover letter? CCA-1 is acceptable

24. The RFP's Insurance Requirements section (p. 3) specifies a $2,000,000 combined single limit for Commercial General Liability/Property Damage, while Appendix C §9 (p. 19) specifies $1,000,000 bodily injury per person/occurrence, $300,000 property damage per occurrence, and $1,000,000 aggregate. Which insurance schedule governs for the purposes of the certificate of insurance we submit? For consultants, appendix C is acceptable

25. Beyond the Department of Public Works, which other City departments are expected to use the Work Order Management, Facilities Asset Management, Pavement Management, or Citizen Engagement applications? DPW only

26. If we propose a phased delivery methodology as called for in the evaluation criteria. Does the City have a preferred sequence among the four requested applications (Work Order Management, Facilities Asset Management, Pavement Management, Citizen Engagement), or should we recommend a sequence based on data readiness and quick-win potential? The city expects all four to be concurrent

27. Can the City provide a preliminary list of asset types (e.g., buildings, road segments, signs, drainage structures) and approximate counts to be tracked in Facilities Asset Management and Pavement Management, to support implementation scoping? To be provided to the successful vendor

28. To scope the GIS/REST Services integration, is the City's Esri environment ArcGIS Online, ArcGIS Server, or Portal for ArcGIS, and what version is currently deployed? ArcPro

29. For the GIS REST Services integration, should data flow one-way (City GIS to the platform) or two-way? Separately, should the Citizen Engagement application integrate with any existing resident-facing reporting channel, and if so, one-way or two-way? One way for GIS Integration, Citizen Engagement is two-way

30. What is the required sync frequency for GIS/REST Services updates — real-time, near-real-time, or scheduled batch? Once per month/ initial

31. What specific data fields or attributes need to be exchanged between the City's GIS environment and the new platform (e.g., asset ID, location, condition attributes)? Any and all attribute data relevant to Asset Mgt.

32. What outcome is the city hoping to achieve with automatic GIS/REST Services updates — e.g., keeping the asset map current without manual re-import, or enabling field crews to see live GIS layers? Best practices in the industry.

33. Given that current records live in spreadsheets and paper files, how consistent or complete is this data (e.g., standardized asset IDs, missing location/condition fields)? This may affect scope and cost. The successful vendor will receive all of the data available from the city

34. Since current records are largely spreadsheets and paper rather than a formal system, should data conversion be scoped as (a) spreadsheet ingestion plus GIS asset load, and/or (b) digitization of paper records? Are there any open/active work orders or projects that must be carried forward rather than closed out in the current process? Spreadsheets, no open work orders

35. Please specify how the answers will be shared: via email or a specific portal (if so, please provide a dedicated link)?. DPW Administration will be uploading to the sites where the original RFP was sent

36. Please confirm whether the requirements that the vendor have over 20 years of experience providing fully web-based solutions and be an ESRI Network Partner are minimum pass/fail qualifications. If so, may these requirements be satisfied collectively by the prime contractor and named subcontractors or technology partners? Provide this information with your proposal for consideration and approval

37. The Project Overview identifies four required applications, while the evaluation criteria refer to technical capability across twelve solution areas. Please identify all twelve solution areas and specify which are mandatory for initial implementation, future phases, or optional pricing. Twelve was written in error , provide only for the four applications requested.

38. Please identify the current systems and vendors to be replaced or integrated, the City’s ArcGIS products and authoritative REST services, and the approximate volume and formats of records, attachments, photographs, GIS features, and historical work orders expected to be converted. There are no systems to integrate, this is a new application for the city.

39. Does the required pavement-management scope include field condition surveys, PCI calculation, deterioration modeling, treatment selection, budget optimization, and multi-year capital planning, or is the required scope limited to roadway inventory, GIS visualization, maintenance history, work orders, and reporting? No field survey work

40. For a SaaS proposal, please confirm that the vendor’s pre-existing platform, reusable components, configuration tools, updates, and general enhancements remain vendor intellectual property under Section 4(c), while the City retains ownership of its data and City-specific deliverables. Yes

Please also confirm that implementation and conversion may be included at no separate charge within a recurring annual subscription evaluated on a five-year total-cost basis. Provide financial structure within your cost model

41. What existing data will need to be converted into the new platform (for example work orders, asset records, pavement records, citizen requests), and approximately what volume and in what formats (database, spreadsheet, paper)?

Current data for asset management ( municipal buildings, finished and unfinished roadwork) will need to be implemented into the program. This is available within DPW for selected vendor use.

42. For Facilities Asset Management, what asset classes are in scope (for example buildings, equipment, fleet, utilities), and is preventive-maintenance scheduling expected ?.. Buildings and equipment, yes. The program needs to be capable of implementing maintenance timeliness.

Technical and hosting

43. Does the City use a specific GIS platform (for example Esri / ArcGIS) that the solution must integrate with? ArcGIS and ArcPro

44. The Asset Management requirements state that the "Company must be an ESRI network partner." Must this status be held at the time of proposal submission, or by the time of contract award? And would the ESRI network partnership of a proposed subcontractor or teaming partner satisfy this requirement? Can be obtained as a stipulation before contract award.

45. Are there any hosting, data-residency, or security requirements beyond those in the attached cybersecurity document (for example US or New York State data residency, or specific compliance frameworks)? This will be examined with our

IT department prior to award

Proposal process and submission

46. Is the functional requirements matrix (S / M / C / N) required to be submitted with the proposal, or only upon shortlisting? Yes, to be submitted with vendor proposal

47. Are there any page-limit or formatting requirements for the proposal, and is electronic submission (PDF) by email to sfriedman@longbeachny.gov the sole accepted method? RFP format on page 5 and 6 of 36. Yes, proposals only to this email address.

mailto:sfriedman@longbeachny.gov