Solicitation 408247

HRSD Procurement Office Page 1 of 36

Solicitation 408247

Title Computerized Maintenance Management System (CMMS) Annual Managed Services - IT

Due Date 08-18-2026 14:30:00 Award Date Not Specified Time Zone Eastern Time

Note PRE-PROPOSAL CONFERENCE:

August 12, 2026, at 11:00 a.m. EST via Microsoft Teams (virtual) Please RSVP for the meeting invite, ID, and Passcode to Robert Bittler at rbittler@hrsd.com

Please submit your response online only:

Organization HRSD Purchaser Bittler, Robert

Phone Not Specified Email rbittler@hrsd.com

Responses shall only be accepted online through Hampton Roads Sanitation District 's (HRSD) Oracle ERP system "iSupplier Portal" by the due date and time specified. Late responses and other types of responses shall not be accepted.

HRSD Procurement Office Page 2 of 36

Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

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1 Header Information

1.1 General Information

Title Computerized Maintenance Management System (CMMS) Annual Managed

Services - IT Description HRSD seeks qualified Offerors with demonstrated experience in providing managed services for a computerized maintenance management system (CMMS), including functional and technical resources to work with HRSD staff to solve production system issues, develop custom code modifications, implement enhancements, functional upgrade work, training, special project work, and other services as required. All services shall be performed in accordance with the Appendices, Statement of Needs, and Terms and Conditions in this RFP. This Agreement shall be in effect from 10/01/2026 through 09/30/2027, with four (4) HRSD renewal options through 09/30/2031.

Due Date 08-18-2026 14:30:00 Award Date Not Specified Purchaser Bittler, Robert

Email rbittler@hrsd.com

Note PRE-PROPOSAL CONFERENCE:

August 12, 2026, at 11:00 a.m. EST via Microsoft Teams (virtual) Please RSVP for the meeting invite, ID, and Passcode to Robert Bittler at rbittler@hrsd.com

1.2 Terms

Effective Start Date 10-01-2026 Effective End Date 09-30-2027

Ship-To Address IT 1434 Air Rail Avenue Virginia Beach, VA 23455 United States

Bill-To Address Accounts Payable

PO BOX 5915

Virginia Beach, VA 23471-0915 United States

Payment Terms Net 30 Carrier Best Way FOB Destination Freight Terms No Freight Terms Apply

Total Agreement Amount (USD)

Not Specified

1.3 Requirements

Bidders/Offerors Certification By the submission of this online response, the Bidder/Offeror is duly authorized to bind the company and is familiar with all aspects of the bid/proposal and fully meets the requirements found in this solicitation.

Circle one from the response values below:

Yes Proof of Authority to Transact Business in Virginia

Pursuant to Virginia Code 2.2-4311.2, a Bidder/Offeror must provide their State Corporation Commission (SCC) number on the below line otherwise you must state why your firm is not required to have a (SCC) number. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the Procurement Office. If this bid/proposal for goods or services is accepted by HRSD, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met. Please complete the following by providing the requested information.

Type No Response Required Please supply your company's Identification Number that has been issued by the State Corporation Commission (SCC) if you do not have one please enter N/A and complete the below questions.

Provide your answer below

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Proof of Authority to Transact Business in Virginia

Bidder/Offeror is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia(not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Bidder/Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Bidder/Offeror's out-of-state location.

Circle one from the response values below:

Yes N/A

Bidder/Offeror is an out-of-state business entity that is including with this bid/proposal an opinion of legal counsel which accurately and completely discloses the undersigned Bidder's/Offeror's current contracts with Virginia and describes why those contracts do not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

Attach opinion to your response for this solicitation.

Circle one from the response values below:

Yes N/A

Bidder/Offeror does not have an Identification Number issued to it by the SCC and such Bidder/Offeror is not required to be authorized to transact business in Virginia by the SCC. Please state the reason(s) or enter N/A if this does not apply to your company.

Provide your answer below

Answer YES if you have not completed any of the foregoing options but currently have pending before the Virginia SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids/proposals(HRSD reserves the right to determine in its sole discretion whether to allow such waiver).

Circle one from the response values below:

Yes N/A

Provide Legal Name of Company (as listed on W-9)

Provide your answer below

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Proof of Authority to Transact Business in Virginia

Submittal Requirements Have you attached a copy of your Certificate of Insurance? (Sample copy shall be acceptable with submittal)

Circle one from the response values below:

Yes No N/A

Have you included information about your company's experience in providing the goods/services described herein?

Circle one from the response values below:

Yes No N/A

Have you included the names, qualifications and experience of personnel to be assigned to the project?

Circle one from the response values below:

Yes No N/A

Have you provided resumes of your staff that will be assigned to this project?

Circle one from the response values below:

Yes No N/A

Are you planning on using Subcontractor/s for this work? No portion of the work shall be subcontracted without prior written consent of the Procurement Office. If you are using subcontractors, you must provide name/s, qualification/s, and experience of the proposed subcontractor with your response to this solicitation.

Circle one from the response values below:

Yes No

Have you attached a copy of your proposed work schedule?

Circle one from the response values below:

Yes No N/A

1.4 Attachments

Name Data Type Description Solicitation Viewing Instructions

Short Text In order to view this solicitation and all associated documents you must log into HRSD's Online Procurement System.

HRSD CMMS Pricing Template

File Appendix B

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Name Data Type Description HRSD CMMS Reimbursable Charges

File Appendix A

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2 Price Schedule

2.1 Line Information

Line Item, Rev / Job

Target Quantity (N/A)

Unit Unit Price Amount Bid Minimum Release Amount

1 For the purposes of the online submittal, the sum of one dollar ($1.00) shall be submitted

2.2 Line Details

2.2.1 Line 1 For the purposes of the online submittal, the sum of one dollar ($1.00) shall be submitted Shopping Category Requisition Use Only NIGP Code

(CURRENCY_COD

E=USD)

Not Specified

Minimum Release Amount (USD)

Not Specified

Estimated Total Amount (USD)

Not Specified

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Terms and Conditions

Table of Contents

Terms and Conditions

I. PURPOSE

A. Purpose

II. BACKGROUND

A. Background

III. STATEMENT OF NEEDS

A. Specific Areas B. Other Services Required C. Minimum Consultant Qualifications

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors B. Solicitation Inquiries C. Submittal of Responses D. Technical Assistance E. Receipt and Opening of Solicitations

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements B. Specific Proposal Requirements

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria B. Interviews/Demonstrations C. Award of Contract

IX. GENERAL TERMS AND CONDITIONS

A. Announcement of Award B. Anti-Discrimination C. Anti-Trust D. Applicable Law and Courts E. Assignment of Contract F. Authorization to Transact Business in Virginia G. Availability of Funds H. Changes I. Clarification of Terms J. Contract Documents K. Debarment Status L. Default M. Discounts N. Disputes O. Drug-Free Workplace P. Ethics in Public Contracting

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Q. Faith-based Organizations R. Forced or Indentured Child Labor S. HRSD Procurement Policy T. Immigration Reform and Control Act of 1986 U. Indemnification V. Informality W. Invoices/Payment X. Mandatory Use of HRSD Form and Terms and Conditions Y. Minority Owned Businesses Subcontracting and Reporting Z. Non-Publicity AA. Precedence of Terms AB. Qualifications of Bidders/Offerors AC. Taxes AD. Testing/Inspection AE. Title VI Civil Rights Obligations AF. Withdrawal or Modification of Responses Prior to Due Date

X. SPECIAL TERMS AND CONDITIONS

A. Best and Final Offer B. Cancellation of Contract C. Confidentiality D. Consultant Substitution E. Continuity of Services F. Contract Period G. Definitions H. Expense Reimbursements I. Holiday Reference List J. Insurance K. Laws and Regulations L. Non-Exclusive Contract M. Prime Contractor Responsibilities N. Proposal Acceptance Period O. References P. Termination for Cause Q. Termination for Convenience R. Use of Contract by Other Public Bodies S. Work Hours

XI. METHOD OF PAYMENT

A. Method of Payment

XII. PRICING

A. Pricing

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Terms and Conditions

I. PURPOSE

A. Purpose

The purpose of this Request for Proposal, RFP #408247, is to solicit sealed proposals to establish a contract through competitive negotiations for the purpose of Computerized Maintenance Management System (CMMS) Annual Managed Services for the Information Technology Division.

II. BACKGROUND

A. Background

HRSD is a political subdivision of the Commonwealth of Virginia. Our promise and vision are to treat wastewater and recover natural resources to protect public health and the environment so that our communities will have clean waterways and reliable water resources for generations to come.

For more than 80 years HRSD has been the regional wastewater treatment provider for southeastern Virginia, an area of more than 5,000 square miles and serving more than 1.9 million people across 20 cities and counties.

HRSD is an innovative, forward-thinking, and highly regarded agency throughout the industry and has received numerous awards and patents and is consistently recognized for its work. For more information about HRSD, please visit www.hrsd.com.

HRSD has utilized the Octave Enterprise Asset Management (EAM) system to support enterprise-wide asset management and work order tracking functions since 2010. The system is deployed in an on-premises environment within HRSD-managed data centers and is supported by a multi-tier architecture consisting of application servers, database servers, and supporting infrastructure. The environment includes separate development, testing, and production instances, with established governance processes for change management, code migration, and release control.

The current implementation represents a mature and highly customized deployment of the Octave EAM platform. Over time, HRSD has implemented numerous enhancements, extensions, and configurations to align the system with operational and business requirements. HRSD's Octave EAM/CMMS has approximately 300 custom reports, flexes, inboxes, and Extensibility Framework of varying complexity that were developed internally and by contractors. The system currently operates on a supported version of the software platform and is subject to periodic updates and upgrade considerations as part of ongoing lifecycle management.

The EAM system is integrated with several key enterprise applications, including Oracle E-Business Suite (EBS) for financial and procurement processes, Microsoft Power BI for reporting and analytics, and geographic information system (GIS) platforms for spatial asset management. These integrations include multiple inbound and outbound interfaces that facilitate data exchange across systems and contribute to the overall complexity of

HRSD Page 11 of 36 the environment.

HRSD's Octave EAM/CMMS has approximately 600 users supported by an internal HRSD Information Technology team comprised of approximately 8–12 resources, including but not limited to software developers, database administrators (DBAs), system administrators, IT engineers, and functional subject matter experts (SMEs). This internal team is responsible for day-to-day system operations, user support, issue resolution, and coordination of enhancements, and will assist the Offeror's Managed Services Staff on an as required basis.

HRSD currently operates under a hybrid support model. Core operational support and routine maintenance activities are performed by internal staff, while external contractors and consultants are engaged on an as-needed basis to provide specialized expertise. These external resources are typically utilized for major system upgrades, complex integrations, performance optimization, and large-scale enhancement initiatives. This model enables HRSD to maintain operational stability while supplementing internal capabilities with targeted external support.

HRSD uses the Octave Enterprise Asset Management (EAM) product to perform enterprise-wide Asset Management and Work Order Tracking:

• General CMMS Functionality

• Maintenance Management

• Integration

• Purchasing Management

• Inventory Management

• Reliability

• Operations

• Cognos Advanced Reporting

In addition, EAM has several interfaces with disparate systems that both send and extract data: Oracle E- Business Suite (EBS), Power BI and GIS as well as other 3rd party systems.

III. STATEMENT OF NEEDS

A. Specific Areas

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The Offeror will provide functional and technical resources to work with HRSD staff to solve production system issues, develop custom code modifications, implement enhancements, functional upgrade work, training, special project work and other services as required.

1. In Scope:

a. Break/fix support

b. Enhancements

c. Integrations

d. Reporting

e. Upgrades

f. Training

2. Out of Scope:

a. Full system replacement

b. Non-EAM enterprise apps

c. Infrastructure management (if applicable)

3. HRSD's current challenges include:

a. Managing extensive system customizations

b. Integration complexity across enterprise systems

c. Balancing enhancement demand with internal resource capacity

d. Reporting performance

4. HRSD Current Staffing

a. Developers

b. DBAs

c. Functional SMEs

5. Service Delivery Approach:

The Executive Summary shall be limited to a brief narrative not to exceed two (2) pages describing the proposed support solution. The summary shall contain as little technical jargon as possible and shall be oriented toward non-technical personnel. The executive summary shall not include cost quotations.

6. Managed Services Approach:

Proposals submitted shall reflect a clear understanding of HRSD's organizational business needs as they relate to the project details described herein.

The Offeror is required to provide a general description of the support services and how it will satisfy the intent of this SON. This section must address, at a minimum, the following items:

a. Describe any unique aspects of the Offeror's support solution framework in the marketplace.

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b. Describe the methodology of the solution that are industry standards versus being proprietary to the Offeror.

c. Staffing Plan for HRSD support.

d. For third party resources proposed that are integrated with the Offeror's support solution provide the following for each sub-contractor:

i. Reason that this third-party support is needed versus being part of the Offeror's solution.

ii.Third-party resources must be identified and included in the Staffing Plan for HRSD.

7. Project Management Approach:

The selected Offeror is expected to provide project management resources leading to the successful deployment of each project or solution to a work order. The project manager provided can be an employee of the Offeror or a partner of the Offeror. In either case, the costs for the project manager shall be clearly denoted in the pricing section the Offeror's proposal.

In addition to providing responses to the following items, the Offeror must include responses to the following questions in this section of the response:

a. How will project management be resourced and at what levels?

b. How will the manager assigned take ownership of the processes required to perform managed services? At what level and at what step of the process?

c. Describe how the provided project manager will be on site, off site, or a combination of both. If off site, provide the plan for providing onsite and off-site support to HRSD.

d. Provide specific information on project and work order close-out activities to transition support to

HRSD.

As part of any significant engagement, HRSD employs a project management approach that is based on the Project Management Institute's Project Management Body of Knowledge (PMBOK). HRSD expects responding Offerors to adhere to such standards as part of the project.

8. Deliverables:

Provide an overall description of the Offeror's project management approach towards this type of engagement.

Include examples as required.

Deliverables required per project/work order

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• Project plan

• Status reports (monthly)

• Risk log

• Issue log

• Lessons learned

9. Governance:

• Project plan

• Status reports (monthly)

10. Training:

In cases where training is required, HRSD is flexible with on-site training, web conferencing, and/or online tutorial sessions, if the method of training delivers value needed to effectively operate and maintain the completed project or work order. HRSD Business and Technical roles could require training for the proposed solution as follows:

• Role-based training paths:

o Business users o Technical staff

• Training Materials (if applicable) o Documented o Recorded (if virtual) o Reusable

11. Change Management:

HRSD recognizes that propagating software from a development environment to a test environment and then to production must be synchronized. The Offeror will clearly identify the recommended approach towards transitioning changes into a production environment.

12. Testing:

The Offeror will describe their recommended approach to the following types of testing that are anticipated to be performed on the project, and the type of assistance they anticipate providing to HRSD related to such testing:

• System testing

• Integration testing

• Stress/performance testing

• User acceptance testing (UAT)

• Non-production environments strategy

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• Rollback plans for deployments

13. Documentation:

The selected Offeror shall be required to document customizations for use by HRSD. Describe your methodology and process for developing any documentation for custom Octave EAM/CMMS software.

14. Knowledge Transfer:

Describe the process for ensuring a transfer of knowledge occurs so HRSD can support and maintain the application in the most proficient manner once the selected Offeror's changes have been implemented.

Required documentation deliverables (where applicable):

• Technical design docs

• Configuration guides

• Support runbooks

15. Task Tracking:

Describe the process for tracking time, resources, status and effort on assigned tasks.

16. Staffing Plan Available Resources:

Detail the type and amount of support staff that will be available to HRSD as required, include details on the Offeror's personnel regarding:

• On-site/offsite availability.

• Level of experience and time spent at the Offeror's company.

• Names, qualifications, and experience of personnel to be assigned to the project. Include resumes for all personnel that will be assigned to the project. If using a subcontractor, include information on subcontracting staff being used and specific roles on the project, in addition to the above details.

17. Staffing Plan Organizational Structure:

Provide an overall project organizational structure for HRSD staff involvement during the project and identify the roles and responsibilities of each component of this structure. This includes an appropriate governance structure in which to manage the project.

B. Other Services Required

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1. None.

C. Minimum Consultant Qualifications

Offeror shall have the minimum qualifications as noted below and shall be the basis for evaluation of the proposal.

1. Firm Experience: The Offeror shall have a minimum of three (3) years of continuous business operation providing professional CMMS / Enterprise Asset Management (EAM) support services.

2. Personnel Experience: The Offeror's key personnel assigned to this project shall each possess a minimum of eight (8) years of experience working with Octave EAM/CMMS and shall remain consistent throughout the period of performance. Any substitutions shall require prior written approval by HRSD.

IV. REPORTING AND DELIVERY REQUIREMENTS

A. Reporting and Delivery Requirements

None

V. PRE-PROPOSAL CONFERENCE

A. Pre-Proposal Conference

A pre-proposal conference will be held via Microsoft Teams on August 12, 2026, at 11:00 a.m.. The conference call number and passcode are listed as follows:Please RSVP for meeting invite, ID and Passcode to Robert Bittler at rbittler@hrsd.com.. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference is not a prerequisite to submitting a proposal, Offerors who intend to submit a proposal are encouraged to attend the conference at the specified time and date. HRSD will not reschedule additional pre-proposal conferences.

Have a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

The Offeror's online submittal to this solicitation constitutes certification that your company is aware of the optional pre-proposal conference and is aware of the conditions under which the work must be accomplished.

Claims, as a result of failure to attend the optional pre-proposal conference, will not be considered by HRSD.

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VI. INSTRUCTIONS TO OFFERORS

A. Instructions to Offerors

This is an HRSD Request for Proposal solicitation for sealed proposals to establish a contract through competitive negotiations for the requested goods/services. THIS IS NOT AN ORDER.

B. Solicitation Inquiries

Please direct all questions concerning this solicitation to the HRSD Procurement Office Purchaser indicated in the solicitation. Direct contact with HRSD departments, other than the Procurement Office, concerning this solicitation is prohibited. HRSD disclaims any responsibility for documents distributed by other parties. Any changes to this solicitation shall be issued from HRSD's Procurement Office through HRSD's Online Oracle ERP system.

C. Submittal of Responses

HRSD only accepts responses submitted online through HRSD's Online Oracle ERP system. Failure to submit a response through HRSD's Online Oracle ERP system will be rejected by HRSD. It is the responsibility of the Offeror to assure that their response is submitted in HRSD's Online Oracle ERP system prior to the due date and time. All times listed in the HRSD solicitation are Eastern Standard Times. Late responses shall not be accepted.

HRSD shall not be responsible for late or lost responses due to an improper online submittal by Offeror.

D. Technical Assistance

If you experience difficulties logging into your account or using HRSD's Oracle ERP system, please contact the help desk at erphelp@hrsd.com for assistance.

E. Receipt and Opening of Solicitations

Online responses received will be opened at the HRSD Department of Finance Procurement Office, 1434 Air Rail Ave., Virginia Beach, VA 23455 at the time stated in the solicitation. For Request for Quote and Invitation for Bid, Bidders' names and prices will be made public for the information of Bidders and others interested who may be present either in person or by representative. For Request for Proposal and Request for Technical Proposals, only the Offerors' names shall be made public. The official or agent of HRSD, whose duty it is to open them, will decide when the specified time has arrived. No responsibility will be attached to any official or agent for the premature opening of a response not properly submitted. No decisions relating to an award of a contract shall be made at the solicitation opening.

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. General Requirements

1. RFP Response:

mailto:erphelp@hrsd.com

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In order to be considered for selection, Offerors must submit a response online through HRSD's Oracle ERP system no later than the published due date and time. No other distribution of the proposal shall be made by the Offeror. No offer received after the time designated for receipt of offers shall be considered.

2. Proposal Preparation:

a. Proposals shall be submitted online through HRSD's Oracle ERP system by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Procurement Office requiring prompt submission of missing information and/or giving a lower evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Procurement Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straight forward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP and should be contained in a single volume. All documentation submitted with the proposal should be contained in that single volume.

d. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross references the RFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

e. Trade Secrets/Proprietary Information - Ownership of all data, materials and documentation originated and prepared for HRSD pursuant to the RFP shall belong exclusively to HRSD and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections, in writing, prior to or upon submission of the data or other materials, and must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be clearly identified by highlighting specific words, figures, or paragraphs that constitute trade secret or proprietary information. Offerors shall also be required to mark the corresponding pages with the word "confidential" in the upper right hand corner of each page, submit an index with proposals entitled "Trade Secrets/Proprietary Information" referencing all protected page numbers and section numbers, and state reasons why protection is necessary for each item. Index page must be submitted in the front of each Offeror's proposal. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the

HRSD Page 19 of 36 rejection of the proposal.

f. All proposal preparation costs incurred are the responsibility of the Offeror.

B. Specific Proposal Requirements

Proposals shall be as thorough and detailed as possible so that HRSD may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

1. Online Submittal of proposal.

2. Online acknowledgement of HRSD Amendment/s, if applicable.

3. Written narrative statement to include:

a. Experience in providing the goods/services described herein and key differentiators of the Offeror's portfolio of support solutions.

b. Brief description and organizational chart including the number of employees in each area.

c. Offeror's company headquarters location.

d. Year the Offeror started supporting Octave EAM/CMMS at municipalities and/or utility companies.

4. Specific plans for providing the proposed goods/services, including:

a. Describe your understanding of the work to be performed; the level of understanding in sufficient detail to display a functional comprehension of the services required. Proposals submitted shall reflect a clear understanding of HRSD's organizational business needs as they relate to the project details described herein.

b. List of detailed specifications and a detailed plan of tasks with the labor hours and personnel assigned to each task.

c. Diagrams, logic flow charts, etc.

5. Provide resumes showcasing the names, qualifications and experience of personnel to be assigned to the project. Include a separate section for subcontractors and/or third-party partners.

6. Subcontractors:

If the Offeror is proposing to use a subcontractor on this project, provide background information on the subcontractor/Offeror relationship with that firm and the specific services that the subcontractor will be

HRSD Page 20 of 36 providing. A complete list of subcontractors is required. HRSD has the right to approve all sub-contractors of the Offeror at any time.

7. References:

The Offeror must provide at least 5 references from clients that are similar in size and complexity to HRSD. For each reference, the following will need to be included:

• Offeror's name.

• Customer name.

• Customer contact (e.g.: title, phone number, email address).

• Contract award date.

• Period of performance for the managed services.

• Describe the nature of the project and services provided to the customer.

8. Proposed Price:

Offerors shall submit a detailed breakdown of proposed pricing for all applicable services by completing Appendix B: Pricing Template in its entirety and including it as part of their proposal (in Excel format). The template includes a standardized Labor Rate Card with defined categories.

HRSD has provided estimated annual hours in the template solely for proposal evaluation and comparison purposes to calculate a single Total Evaluated Price. These estimates do not represent a guarantee or commitment of work volume. Actual compensation will be based on authorized work orders and actual hours performed at the contracted rates.

Hourly rates must be fully loaded (including direct labor, fringe benefits, overhead, G&A, and profit). Travel, meals, lodging, mileage, car rental, and other direct costs are reimbursable separately in accordance with Appendix A: HRSD Reimbursable Charges Guideline (revised January 2026) and shall not be built into the hourly rates.

For the purposes of the online submittal, the sum of one dollar ($1.00) shall be submitted on the line item provided within your ERP solicitation response.

VIII. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria

Proposals shall be evaluated by HRSD using the following:

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Evaluation Criteria Maximum Points Available

Understanding of the project and the objectives 20

Methodology and management approach 15

Experience and history of firm 25

Qualifications and experience of principals and staff

Cost 10

TOTAL 100

B. Interviews/Demonstrations

Offerors who submit a proposal in response to this RFP may be required to attend an interview and/or provide a demonstration of their products/services offered. This provides an opportunity for the Offeror to clarify or elaborate on their proposal. This is a fact finding and explanation session only and does not include negotiation.

The HRSD Procurement Officer will schedule the time and location of the interview and/or demonstrations.

HRSD will determine if the interviews and/or demonstrations will be held virtually or on site at an HRSD location, all costs involved shall be the responsibility of the Offeror. Interviews and/or demonstrations are an option of HRSD and may or may not be conducted.

C. Award of Contract

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price.

Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, HRSD shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. HRSD may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

Should HRSD determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor's proposal negotiated.

IX. GENERAL TERMS AND CONDITIONS

A. Announcement of Award

Upon the award or the announcement of the decision to award a contract as a result of this solicitation, results will be available on HRSD'S web site (https://erpprodext.hrsd.com:4443).You must log in to the system to view this information otherwise you can find a list of all awards located on HRSD's website under Procurement Public Notices at https://www.hrsd.com/bids-and-rfps.

https://erpprodext.hrsd.com:4443 https://www.hrsd.com/bids-and-rfps

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B. Anti-Discrimination

By submitting your response, Bidders/Offerors certify to HRSD that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with HRSD to account for the use of the funds provided; however, if the faith-based organization segregates HRSD funds into separate accounts, only the accounts and programs funded with HRSD funds shall be subject to audit by HRSD. (Code of Virginia, § 2.2- 4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services at HRSD and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, HRSD may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

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2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or supplier.

C. Anti-Trust

By entering into a contract, the Contractor conveys, sells, assigns, and transfers to HRSD all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by HRSD under said contract.

D. Applicable Law and Courts

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. HRSD and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

E. Assignment of Contract

A contract shall not be assignable by the Contractor in whole or in part without the written consent of HRSD.

F. Authorization to Transact Business in Virginia

By submitting a response to HRSD a contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

G. Availability of Funds

It is understood and agreed between the parties herein that HRSD shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

H. Changes

By written notice to the Contractor, HRSD may from time to time make changes, within the general scope of the contract, in the goods or services to be provided by the Contractor, the method of shipment or packing, or the

HRSD Page 24 of 36 place of delivery or the place of performance. The Contractor shall promptly comply with the notice and shall make all subsequent shipments of goods and performance of services in conformity to the notice. If any such change causes an increase or decrease in the Contractor's cost of performance or the time required for performance, an equitable adjustment in the contract price and/or the time allowed for performance of the contract shall be negotiated and the contract modified accordingly by written supplemental agreement. Any claim by the Contractor for adjustment under this clause must be asserted by written notice to the purchasing agent within (30) days from the date of receipt by the Contractor of the change notice. If the parties fail to agree to an adjustment, the question of an increase or decrease in the contract price or time allowed for performance shall be resolved in accordance with the procedures for resolving disputes provided by the disputes clause of the contract. Neither the existence of a claim, a dispute, submission of the dispute to HRSD resolution process, litigation or any portion of this provision or changes shall excuse the Contractor from promptly proceeding with performance of the contract as changed by the notice.

I. Clarification of Terms

It shall be the responsibility of the Bidders/Offerors to examine the entire contents of the solicitation. If any prospective Bidder/Offeror has questions about the specifications or other solicitation documents, the prospective Bidder/Offeror should contact the Procurement Official whose name appears on the face of the solicitation prior to the due date. Any revisions to the solicitation will be made only by an amendment issued by the Procurement Office.

J. Contract Documents

The Contract entered into by the parties shall consist of the online submittal by the Contractor through HRSD's online procurement system, HRSD's Purchase Order, General and Special Terms and Conditions, the Specifications with drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

Bidders are advised that HRSD does not sign standard contract forms which may be used by the Bidder. Your online submittal certifies the Bidder is an agent or officer authorized to bind the company to the terms and conditions of this solicitation.

K. Debarment Status

By submitting their response, Bidders/Offerors certify that they are not currently debarred by HRSD or the Commonwealth of Virginia from submitting responses on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

L. Default

In case of failure to deliver goods or services in accordance with the contract terms and conditions, HRSD, after due oral and written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies, which HRSD may have.

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M. Discounts

Payment discounts shall be considered at time of payment but will not be an award factor.

N. Disputes

Contractual claims, whether for money or other relief, shall be submitted in writing to the issuing procurement office no later than sixty (60) days after final payment; however, written notice of the contractor's intention to file such claim shall have been given at the time of the occurrence of beginning of the work upon which the claim is based. Nothing herein shall preclude a contractor from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pending claims shall not delay payment of amounts agreed due in the final payments (Code of Virginia). A contractor may not institute legal action prior to receipt of the procurement office's decision on the claim, unless that office fails to render such decision within thirty (30) days. The decision of the procurement office shall be final and conclusive unless the contractor, within six months of the date of the final decision on the claim, institutes legal action as provided in the Code of Virginia.

O. Drug-Free Workplace

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and

(iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or contractor.

P. Ethics in Public Contracting

By submitting their response, all Bidders/Offerors certify that their responses are made without collusion or fraud and that they have not offered or received any kickbacks or inducement from any other Bidder/Offeror, supplier, manufacturer or subcontractor in connection with their solicitation/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

Q. Faith-based Organizations

HRSD does not and shall not discriminate against faith-based organizations.

R. Forced or Indentured Child Labor

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During the performance of this contract the use of forced or indentured child labor is prohibited. Any Prime Contractor shall include such prohibition in every subcontract that exceeds $10,000 and shall be binding upon each subcontractor or supplier.

For the purposes of this section, "forced or indentured child labor" means all work or service exacted from any person younger than 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

S. HRSD Procurement Policy

This solicitation is subject to the provisions of HRSD's Procurement Policy, and any revisions thereto, which are hereby incorporated into this contract in their entirety. The policy is available at https://www.hrsd.com/sites/default/files/assets/Documents/pdfs/CommissionPolicies/ProcurementPolicy2025.pd f

T. Immigration Reform and Control Act of 1986

By submitting their response, Bidders/Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

U. Indemnification

Contractor agrees to indemnify, defend and hold harmless HRSD, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods, or equipment delivered.

V. Informality

HRSD reserves the right to waive informalities.