Enterprise_Asset_Management_-_Software_&_Implementation_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0007

ENTERPRISE ASSET MANAGEMENT - SOFTWARE &

IMPLEMENTATION

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON

PHOENIX, AZ

85003

RELEASE DATE: October 1, 2025

DEADLINE FOR QUESTIONS: October 24, 2025

RESPONSE DEADLINE: November 14, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0007

Enterprise Asset Management - Software & Implementation

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

B - Supplemental Terms And Conditions To All Airport Agreements (Rev. 5-22-24-Formatting

Rev. 7-11-24)

C - Attachment 4 - Sensitive Security Information Acknowledgement Form

D - Exhibit 1 - Detailed System Application Requirements

E - Exhibit 2 - Integration Inventory

F - Exhibit_4_-_Quantitative_Assumptions

G - Exhibit_3_-_Complexity_Guidelines

H - Exhibit 5 - Physical Assets and Equipment Inventory

I - Attachment 1 - Pricing Proposal

J - Attachment 2 -RFP Data Privacy Questionnaire

K - RFP 26-0007 - Evaluation Criteria Questionaire_Rev. A1

Request For Proposal - Goods and Services #RFP 26-0007 Title: Enterprise Asset Management - Software & Implementation

1. Introduction

The City of Phoenix invites sealed offers for an Enterprise Asset Management, software and implementation for a five-year commencing on or about May 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by

City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the OpenGov e-Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact

Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

1.1. Contact Information

Javier Navarro

Finance Central Procurement

Email: javier.navarro@phoenix.gov

Phone: (602) 495-0699

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Javier Navarro) at (602) 495-0699/Voice or 711/TTY, or javier.navarro@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: October 1, 2025

Pre-Offer Conference (Non-Mandatory): October 10, 2025, 10:00am https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=mbfd773df8fbf4eb648c2f85a a5c9f4cd

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Written Inquiries Due Date: October 24, 2025, 2:00pm

Offer Due Date: November 14, 2025, 2:00pm

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

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2. Instructions

2.1. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.2. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 290 calendar days from the solicitation opening date.

2.3. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/171001. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.4. Exceptions

The Offeror is expected to comply with all terms, conditions, and material requirements of this solicitation. While the City discourages exceptions, any exceptions included in an Offer must be clearly identified in a separate section of the Offer, with specific reference to the solicitation terms being excepted, and a detailed explanation of the nature and rationale for the exception.

An Offer that includes exceptions may be deemed non-responsive and rejected at the City’s sole discretion. The City reserves the right, at its sole discretion, to reject any Offer containing exceptions or to accept or negotiate specific exceptions as deemed in the City’s best interest.

Any exception not expressly accepted by the City in a written statement executed by the

Procurement Officer shall be without force or effect in any resulting contract. Preprinted or standard terms provided by an Offeror shall not be considered part of any resulting contract unless explicitly accepted in writing by the City.

2.5. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.6. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an https://procurement.opengov.com/portal/phoenix/projects/171001 addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.7. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/171001. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

https://procurement.opengov.com/portal/phoenix/projects/171001 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/171001 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.13. Pre-Award Qualifications

As part of this solicitation process, Offerors within the competitive range will receive an email communication from the Procurement Officer with a link. The Offers are required to complete and submit the required questionnaire, within the timeframe indicated, for the following:

• Data Privacy Questionnaire

• Vendor Security Maturity Questionnaire.

The City will assess the Offeror's risk profile based on these submitted documents, aiming to determine if the Offeror's IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

https://procurement.opengov.com/portal/phoenix/projects/171001

2.14. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

The System Integrator (“SI”) assumes Prime responsibility for the Solution and must provide a response to every line item. Provide comparable information for any subcontracted companies utilized in your proposal.

“Solution” means the entire Enterprise Asset Management (EAM) and Field Service

Management (FSM) application software and their associated configurations, modifications, add-in software, data conversion, reporting, and interfaces (including ESRI/GIS, SAP).

A. The Offeror shall be a certified solution or authorized implementor, for at least one year, for the EAM product(s) that are being proposed.

B. The Offeror shall be a solution provider that has been in business for a minimum of five

(5) years implementing EAM product(s) for North American public entities.

C. The Offeror shall have a proven record of accomplishment delivering a minimum of three

(3) completed implementations of the proposed product(s).

D. The most recent implementation of the proposed product(s) shall be no more than two

(2) years from the issuance of this solicitation.

E. The project manager(s) that will be assigned to the implementation shall have a minimum of five (5) years’ experience working with clients, managing client projects, and delivering implementations of the proposed product for use by a public entity.

F. The Offeror shall have adequate US-based resources available to accomplish large-scale, complex projects in an efficient and cost-effective manner.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to the most responsive, responsible

Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Statement of Bonding Ability

Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this solicitation.

Submittals received without the required statement of ability to secure a performance or payment surety may be considered as non-responsive. Offerors anticipating the submittal of a cash surety in lieu of a bond should submit a statement notifying the City.

2.23. Bank's Letter of Commitment or Statement of Bonding Ability

Offerors must submit a letter from a bank or other financial institution evidencing the bank’s commitment to provide the Offeror, if successful, with a Letter of Credit (LOC) or Cash Deposit in the amount stated in Section 2.2X – Performance Guarantee. If submitting a Performance

Bond, Offerors must submit a letter from a bonding or insurance company stating that the

Offeror can qualify for and procure the performance and/or payment surety required in this solicitation. Submittals received without the required bank’s letter of commitment or statement of bonding ability may be considered non-responsive.

2.24. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.25. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.26. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.27. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.28. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.29. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.30. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Offer Evaluation Criteria

The evaluation process will consist of two phases. Phase One will consider all responsive, responsible offers and focus on the Offeror's submission in response to this RFP using a points-based method aligned to the questions provided in the Evaluation Criteria Questionnaire under the corresponding evaluation criteria. The evaluation will consider the Offeror's solution, expertise, experience, and approach to meeting the goals and requirements outlined in the

RFP. The overall consensus scores may establish which Offers are within an initial Competitive

Range.

Prior to Phase Two, based on the merit of the scores following Phase One, some Offerors in the initial Competitive Range may be invited for further consideration to participate in Phase Two

(the "Invitees"). For Phase Two, the Invitees will participate in the Solution

Demonstration. Invitees will be required to conduct comprehensive in-person demonstrations for the evaluation team. This Phase aims to complement the Round One evaluation with the primary goal of selecting the optimal solution that aligns with the City’s operational requirements.

Following Solution Demonstrations, each Invitee will have a total score derived from Phases

One and Two. At this point, the City, in its sole discretion, may establish a Final Competitive

Range and request Invitees deemed to be in the competitive range to submit a Best and Final

Offer (BAFO).

In accordance with applicable rules and regulations, award(s) shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria herein and in accordance with the applicable

Phases.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

Phase 1 - EAM Evaluation Questionnaire

No. Evaluation Criteria Scoring Method Weight (Points)

1. System Capabilities – Functional &

Technical Requirements

Assesses how well the proposed solution satisfies the City’s stated functional and technical requirements, including configurability, interoperability, security, scalability, reliability, and support for mobile and reporting needs.

Points Based 300 (38.7% of Total)

2. Method of Approach

Reviews the proposed implementation plan and project management practices, including schedule realism, governance, risk and change control, quality assurance, data migration and integration approach, testing, training, organizational change management, and cutover planning.

Points Based 190 (24.5% of Total)

3. Experience and Qualifications

Evaluates the Offeror’s and key personnel’s relevant experience delivering similar projects, professional certifications, past performance with comparable public-sector clients, and the capacity to staff and support the engagement.

Points Based 185 (23.9% of Total)

4. Cost

Considers the total cost of ownership and pricing transparency over the evaluation period, including software/licensing, implementation services, training, support/maintenance, and any options, as well as overall price reasonableness and clarity.

Points Based 100 (12.9% of Total)

Phase 2 - Solution Demonstration

No. Evaluation Criteria Scoring Method Weight (Points)

1. Demonstration

As part of the evaluation, Offerors will be invited to the Solution Demonstration, if their scores in Round One are deemed, at the City's sole discretion, to be in the competitive range.

As part of this process, the City may identify specific areas within the proposals that necessitate further elaboration during the demonstrations. Offerors are expected to address these areas effectively and be prepared to provide direct responses to inquiries from the evaluation team

The general objectives of the solution demonstration are:

• Core Functional Capabilities -

Demonstrate the solution’s ability to support end-to-end asset lifecycle and work management processes.

• Mobile & Field Services -

Demonstrate how the mobile application enables field staff to perform their tasks effectively, even when offline.

• Data & Reporting - Demonstrate dashboards, interactive analytics, and configurable reports that provide actionable insights across departments. Show how users can drill down into data points, create ad-hoc queries, and visualize performance metrics to support decision-making.

• Integration & Technical

Architecture - Demonstrate how the system integrates with other systems. Highlight technical architecture elements and show how the solution will maintain performance and scalability in a production environment.

• User Experience & Configuration

Flexibility - Demonstrate the overall user interface, navigation, Points Based 225 (100% of Total) and ease of use for different roles.

Show how administrators can configure workflows, fields, and notifications without custom coding.

• Project Team & Implementation

Approach - Introduce the proposed project team, highlighting key roles and experience with similar EAM deployments. Demonstrate your project management methodology, including governance, communication cadence, risk management, and the plan for stakeholder engagement and change management.

4. Submittals

4.1. Submission of Offer

Please do not lock the files with password protection so that the City may digitally incorporate the successful offer into the awarded contract.

Please submit offers electronically via OpenGov Procurement’s Procurement portal. This

Offer will remain in effect for a period of 290 calendar days from the opening date, and is irrevocable unless it is in the City’s best interest to release offer(s).

Responses to the Attachment 3 - Evaluation Criteria Questionnaire must be limited to a maximum of 100 pages. All such responses must be formatted for 8.5" x 11" paper and use a minimum font size of 12 points.

4.2. Additional Quantities

The City anticipates considerable activity under the resultant contract(s). However, no guarantee can be made as to actual volume of software and implementation services that will be purchased under this contract. The City reserves the right to add, change or delete quantities or items as circumstances may require.

Note: Offers taking exception to this option for additional quantities clause shall indicate in their offer.

6. Vendor Questionnaire

1. Minimum Qualifications - Prime Responsibility & Solution Scope* The Contractor will serve as Prime for the entire Solution (EAM + FSM; configuration;

modifications; add-ins; data conversion; reporting; integrations).

☐ Yes

☐ No

*Response required

2. Minimum Qualifications - Product Certification or Authorized Implementor (Proposed EAM Product)* Has your company been a certified solution implementor or authorized implementor for at least one year for the EAM product proposed in your offer?

☐ Yes

☐ No

*Response required

When equals "Yes"

2.1.Supporting Documentation If answered Yes, please provide supporting documentation

3. Minimum Qualifications - Years of Experience* Years in business (EAM public sector). The Offeror has 5 years or more of experience implementing EAM product(s) for North American public entities.

☐ Yes

☐ No

*Response required

When equals "Yes"

3.1.Years of Experience - Supporting Documentation If you answered Yes, please provide supporting documentation.

4. Minimum Qualifications - Completed Implementations* Completed implementations (same product). The Offeror has delivered 3 or more completed implementations of the proposed product(s).

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.Completed Implementations - Supporting Documentation If you answered Yes, please provide supporting documentation.

5. Minimum Qualifications - Recency * The most recent implementation of the proposed product(s) went live within the last 2 years of the RFP issue date.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.1.Recency - Supporting Documentation If you answered Yes, please provide supporting documentation.

6. Minimum Qualifications - Project Manager Experience* Each proposed Project Manager has more than 5 years experience managing implementations of the proposed product for a public entity.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.Project Manager Experience - Supporting Documentation If you answered Yes, please provide supporting documentation for each proposed project manager.

7. PAYMENT TERMS & OPTIONS: Vendors must choose an option, if a box is not checked, the City will default to 0% - net 45 days:* ☐ Contractor offers a prompt payment discount of either ______% - 30 days or 0% – 45 days -to apply after receipt of invoice or final acceptance of the products (invoice approval), whichever date is later, starts the 30 days. If no prompt payment discount is offered, the default is 0%, net

45 days; effective after receipt of invoice or final acceptance of the products, whichever is later.

Payment terms offering a discount will not be considered in the price evaluation of your offer.

☐ Contractor may be paid immediately upon invoice approval, if enrollment is made to the

Single Use Account (SUA) Program, administered by the City’s servicing bank (“Bank”). By checking this box, the vendor accepts transaction costs charged by their merchant bank and agrees not to transfer to the City those extra charges. The City will not pay an increase in our services for the SUA charges; if an audit uncovers an upcharge for the SUA charges the vendor will owe the City all costs. The vendor may opt-out of the SUA program once, but then may not rejoin during the same contract term. For more information about the SUA program or to enroll, send email to mailbox.sua@phoenix.gov.

*Response required

8. Prompt Payment Discount ______% - 30 days or 0% – 45 days

If none is specified, the City will default to 0% - net 45 days.

9. Attachment 1 - Pricing Proposal* Please download the below documents, complete, and upload.

• Attachment_1_-_Pricing_Prop...

*Response required

10. Will you be providing any additional Pricing Proposal information?* ☐ Yes

☐ No

*Response required

When equals "Yes"

10.1. Please upload additional Pricing Proposal information here* *Response required

11. Warranty* Specify the Contractor or dealership / manufacturer where warranty work will be done. Provide the Contractor Name and Address

*Response required

12. References* Please download the below documents, complete, and upload.

• RFP-26-0007_-_Reference_Que...

*Response required

13. Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion* Please download the below documents, complete, and upload.

• Certification_Regarding_Deb...

*Response required

14. Attachment 3 - RFP 26-0007 - Evaluation Criteria Questionnaire* Offerors must complete and submit responses to the attached Evaluation Criteria

Questionnaire as part of their proposal. Please follow these instructions:

• Download and review the Evaluation Criteria Questionnaire spreadsheet.

• Prepare a single PDF document that includes:

o Each question from the spreadsheet listed in sequential order.

o A clear and concise response to each question directly below it.

• The final document must:

o Meet the length and format as instructed in Section, 3, Submittals https://government-project.s3.us-west-2.amazonaws.com/171001/9f2b61ab-4ccc-47f2-b8f5-9a0d906777b6_Attachment_1_-_Pricing_Proposal.xlsx https://government-project.s3.us-west-2.amazonaws.com/171001/251dc003-d00b-4b73-89f4-68ce4b9bbaf2_RFP-26-0007_-_Reference_Questionnaire.docx https://government-project.s3.us-west-2.amazonaws.com/130083/7b38bd63-c4c4-4553-a813-e02dcac0f451_Certification_Regarding_Debarment%2C_Suspension%2C_and_Other_Ineligibility_and_Voluntary_Exclusion.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IC4HHWA3%2F20251031%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251031T195050Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFMaCXVzLXdlc3QtMiJHMEUCICYcDOyzq3rZfRL3mZjx5ISnmylKXvizbGmHro4JtaFBAiEAiOkOFqK5gaBvA5Vd4fDTf%2FJRzZ46s6rITxkRQ37V4rwqjAUIHBACGgw4OTIzNjQ2ODc2NzIiDDYZBk8daBiY8%2FdRCCrpBB8CV3%2FwmHvwKtU7fU6bCuGToPnrBTh%2BEnIt1Z%2FeVytOgUeKN4hGeLT0ZCWoSx4n%2Bg2YLmxmyxKgGbvBUakqzM3sEKgWqFji6%2FLatu%2FIY4a7XaeM%2B9BMerVBwtgZguh91WYtFOGEv3lepqV%2BCfeC4%2FRWcvk0%2F0ifr4mKN5rkqutAsgifZfcXC3ygxKdx8gft3wPsoVCTubvKSQb8KTKtM4jIq9ugGaQ53mKGCciLH%2Bf6ut2UmsHnOhUNgkAvInYFEFDvVQq%2Fp1RBWxu7jNoarSyHWHAjXvdkyU2IFEImqymMRDar1kD2VmmFm6d021W8LOd23rVJ6JAw3fxBg7kD16OIXtFC18TF5BQkGJzQio8M0sbQdGpVp1byOLcbiRmP2grV5XM6sIOmEJUBkmk1gcpuNvt4gDXBSQHRp7tuhH1uUnUCX3duhJ4egZ8wQpEMZeLbHqfXNXc5s1xgpHZaScZeZYJZVyTWaYNMHCoBtl0MzGMVKuy9WnNDAH9r%2BUPsW5Row%2BIXmMtusYT%2FqAnrvApuXFom6LkDuFwFc0fTg3MPszy9TfXzQJlM07za6YdA6MVU6DhGS5PWLWUKt0HBMErmDCVAfG0D7R0RXhZc%2BYqKM4JLIznX6xUvylSHx%2B9YsXm5BHi3%2Bkkp%2BjjoWtVwwjSAGBpdTtfvxt2LguSSm515KTG6oW8xktpp6ReIPMyn6FWA8u9RaS0Yc3pL6ANmPfNV7IVEljxmjIgPMaedxdtY6pYw2cSwSUyJODooZu8Qi3GZ0xPqCDDaGLDWhRwIayUMMy81nHRX%2FiarDCMjDgOr45g4hdPHaxGuMIKWlMgGOpkBK6BHFeoRS11YBmZN6bNi3KN%2F%2BxFvDMHv%2B3eYWqs7sB%2FqOVJNAr6kEI%2FudxN5kf56Co5dISDA2KvI%2F%2BvayUimZSFCc556Rl2CrfNEGpPAfP62ePit1flCTVtagsQcgCmdf8ZoA5RH42nCJP1N2coMsZBlkY%2F%2B1t%2FUhkMLK4%2B%2Bu3hztxzDVJJWVSd4qBk3OGL2OYPeRQihuyrE&X-Amz-Signature=03d5b4f38d52cbc2bb07df92cd3d9c507ec1c64af13984c98c5cca05f11a9682&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_Regarding_Debarment%252C_Suspension%252C_and_Other_Ineligibility_and_Voluntary_Exclusion.pdf%22&x-id=GetObject o Be formatted for easy readability (e.g., numbered or bulleted).

o Be uploaded as part of the proposal submission package.

This document will be used to assess the Offeror’s understanding of the evaluation criteria and their approach to meeting the project requirements.

• RFP_26-0007_-_Evaluation_Cr...

*Response required

15. Do you have any confidential information you would like to include with your response?* ☐ Yes

☐ No

*Response required

When equals "Yes"

15.1. Please upload any confidential information…