RFP_2200_GTG3007_ATT_1_v9.pdf

Solicitation

COVER SHEET RFP

(061720)

Revised 10/26/2023

IDENTIFICATION

Number RFP 2200 GTG3007 Title Enterprise Asset Management (EAM) Solutions

Summary

The City of Austin (“City”) is seeking a qualified solution provider to evaluate, implement, and support a modern, scalable, cloud-based Enterprise Asset Management (EAM) / Computerized Maintenance Management System (CMMS) for the Austin Water Department. The proposed solution will replace and consolidate the Austin Water’s existing asset management platforms into a unified system that improves asset reliability, streamlines operations, and enhances data-driven decision-making across both horizontal and vertical infrastructure.

Type Request for Proposals (RFP) Version (Addenda) 7

AUTHORIZED CONTACT PERSONS

Primary Genesis Torres – Gonzalez, Procurement Specialist IV; (512) 974-2884;

genesis.torres-gonzalez@austintexas.gov

Secondary Patricia Sustaita, Procurement Specialist IV; (512) 978-1708;

patricia.sustaita@austintexas.gov

Subcontract or Questions

Austin Small Minority Business Resources; (512) 974-7600;

SMBRComplianceDocuments@austintexas.gov

Notes See Solicitation Instructions, 3.1 Authorized Contact Persons.

IMPORTANT DATES

OFFERS DUE:

Date and Time Thursday, September 10th, 2026, 2:00 pm CT

Notes See Solicitation Instructions, 5 Offer Submission.

OFFER OPENING:

Date and Time Thursday, September 10th, 2026, 3:00 pm CT

Notes See Solicitation Instructions, 5 Offer Submission.

CITY OF AUSTIN Solicitation Cover Sheet

QUESTIONS DUE:

Date and Time All questions must be submitted by August 4th, 2026.

Submission Method Email Only

Notes See Solicitation Instructions, 3.2 Questions.

PRE-OFFER CONFERENCE:

Conference (Yes/No) Yes

Mandatory (Yes/No) No

Date and Time Monday, July 13th, 2026, 12:00 PM CT

Location

Microsoft Teams: Microsoft Teams Meeting Meeting ID: 286 466 045 804 157 Passcode: 4Rh7hC77 Join by phone: +1 512-831-7858,,837691279# Phone Conference ID: 837 691 279#

Notes

If you are only able to dial-in, please have the solicitation documents available to review. Use *6 to mute and unmute yourself if dialing into the meeting.

If you plan to attend the pre-offer conference meeting, please email your name, email address, phone number, and company name to the Authorized Contact Persons prior to the event.

PUBLISHED:

Date July 6th, 2026 Available Online https://www.austintexas.gov/page/solicitations

Available Hardcopy

Austin Financial Services-Central Procurement, 505 Barton Springs Road, Ste 330, Austin, TX 78704

SOLICITATION DOCUMENTS

Document name Pages Date Solicitation Packet – RFP 2200 GTG3007 Includes the following:

Solicitation Cover Sheet 3 August 31st, 2026

Solicitation Instructions 17 August 20th, 2026

Terms and Conditions 25 July 6th, 2026

Scope of Work 17 July 6th, 2026 https://teams.microsoft.com/meet/286466045804157?p=rxkJ9jgw3xFIi0bhpQ tel:+15128317858,,837691279 https://www.austintexas.gov/page/solicitations

CITY OF AUSTIN Solicitation Cover Sheet

Pricing Submittal Form – Complete and return 2 July 17th, 2026

Offer and Certifications – Complete and return 14 July 6th, 2026

Appendix A – Business Capability Model & Austin Water Strategic Vision 30

July 6th, 2026

Appendix B – Business Use Cases 400 July 6th, 2026

Appendix C – Functional Requirements – Complete and return 11 August 31st, 2026

Appendix D – Technical Requirements – Complete and return 9 July 17th, 2026

Appendix E – Security/Privacy Overlay Requirements – Complete and return 2

July 6th, 2026

Appendix F – Implementation Plan Workbook - Complete and return 15

July 6th, 2026

Exceptions Form – Complete and return 2 July 6th, 2026

Addendum 1 – Complete and return 13 July 17th, 2026

Addendum 2 – Complete and return 4 July 21st, 2026

Addendum 3 – Complete and return 9 July 24th, 2026

Addendum 4 – Complete and return 5 August 4th, 2026

Addendum 5 – Complete and return 16 August 10th, 2026

Addendum 6 – Complete and return 37 August 20th, 2026

Addendum 7 – Complete and return 13 August 31st, 2026

NIGP CODES

COMMODITY CODES:

Code Description

92005 Non-Professional - Application, Infrastructure, Hosting And Cloud Computing Ser

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1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Austin invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet.

1.3 Process. The process described in this RFP is the Competitive Sealed Proposals process. This process is procedurally compliant with the competitive proposal processes prescribed by Texas Local Government Code Ch. 252 and Ch. 271.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be added to the Attachments section of the Solicitation Cover Sheet. The Version number displayed in the Solicitation Cover Sheet will indicate the number of Addenda issued. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the City’s financial services website, Austin Finance Online, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in Austin Finance Online, that had previously selected the NIGP Codes displayed in the Solicitation Cover Sheet section. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in Austin Finance Online.

2.3 Newspaper Notices. If applicable, one or more notices of this Solicitation were published in the newspaper as required by statute.

2.4 Third-Party Notices. Austin Finance Online is the only source of official notices regarding this Solicitation.

Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than Austin Finance Online.

CITY OF

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3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet. Offerors needing assistance contacting an Authorized Contact Person regarding this Solicitation may also contact Austin Financial Services - Central Procurement’s main line at (512) 974-2500 and request assistance from any member of Austin Financial Services - Central Procurement’s management team. Offerors may direct specific questions concerning subcontractors and responding to the Minority-owned Business Enterprise and Women-owned Business Enterprise Procurement Program requirements to the ASMBR contact, also listed on the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the Authorized Contact Persons displayed on the Solicitation Cover Sheet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet. The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the City’s online financial services system, Austin Finance Online, Vendor Connection (“Vendor Connection”), Offerors may contact the Vendor Help Desk at (512) 974-2018. Assistance from the Vendor Help Desk is limited to navigating and using Vendor Connection only. The Vendor Help Desk will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 Site Visits. The City may hold one or more site visits to allow prospective Offerors to inspect the location(s) where work under any resulting contract will be performed and to receive verbal questions. The Solicitation Cover Sheet will display if a Site Visit is being held and if attendance at this meeting is mandatory. If a Site Visit is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Site Visit will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.6 No-Lobbying. In accordance with Austin City Code, sec. 2-7-101, et. seq., Austin City Ordinance no.

20180614-056, and applicable Administrative Rules, this Solicitation is subject to certain limits on communication by Offerors and their agents. The No-Lobbying period for this Solicitation starts on the Published Date displayed on the Solicitation Cover Page and continues through the earliest of the following: (i) the Solicitation is cancelled, (ii) the last of any resulting contract(s) are executed, or (iii) 60-days following Council authorization of the last contract resulting from this Solicitation. The No-Lobbying

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Period continues throughout the completion of the solicitation process. During the No-Lobbying Period, Offerors, Respondents and/or their Agents shall not make any prohibited communications to City Officials or City employees other than the Authorized Contact Persons. Respondents include both prospective and actual Offerors.

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions in the submittal. At a minimum, submittals will include a Price Offer, a Technical Offer, and an Offer and Certifications submittal.

4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal. Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Texas Government Code, Ch. 552, and will be made available to the public. Offerors seeking to keep any portions of their Offer confidential shall mark each such portion as “Proprietary.” The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The City may request a review and determination from the Attorney General’s Office of the State of Texas, of any Proposal contents marked as “Proprietary.” A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Minority and Women Owned Business Enterprise (MBE/WBE) Procurement Program. If the solicitation includes an MBE/WBE Program Compliance Plan, the Offeror shall comply with the provisions of Chapters 2-9A and B, of the Austin City Code and the terms of the Compliance Plan or Subcontractor Utilization Plan as approved by the City (the “Plan”).

4.8 Wage Theft. This Solicitation is subject to City Code, Chapter 4-22 Wage Theft (Ordinance No. 20221201- 031 | Code of Ordinances | Austin, TX | Municode Library). In accordance with City Code, Ch. 4-22, any Employer that submits an Offer to the City is required to provide certification (see the Employer Certification Wage Theft Ordinance – Responsibility Criteria included in this the Solicitation) that they have not been adjudicated for Wage Theft related incidents within five (5) years prior to the date set forth within the Employer Certification Wage Theft Ordinance – Responsibility Criteria. Additionally, City Code, Ch. 4- 22 Wage Theft, requires all Employers to complete a training program designed by the Wage Theft Coordinator on federal and state wage laws and the provisions of City Code, Ch. 4-22 Wage Theft. All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313 https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313

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Solicitation Instructions Page 4 contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

4.9 Pricing Requirements – Non-Specified Items.

4.9.1 The City may purchase additional related items that are available from the Contractor in various quantities. Pricing for these non-specified items will be calculated based on a percentage markup over Contractor’s cost as identified in the Price Sheet under the Non-Specified Parts Section.

4.9.2 Offeror shall bid a percentage markup to their cost.

4.9.2.1 The percentage markup shall be fixed throughout the term of the Contract and are not subject to increase. They shall also remain firm through subsequent renewal periods if the City and the Contractor choose to renew the Contract.

4.9.2.2 The Offeror may offer a different percentage discount or markup amount per manufacturer for any Non-Specified Part; however, parts within each manufacturer’s product line shall be priced by taking the stated list price and applying that percentage discount or markup.

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this solicitation shall be submitted electronically (electronic documents) to the City of Austin using the Solicitation’s eResponse function, available through the City’s online financial system, Austin Finance Online. To submit Electronic Offers using the eResponse function, Offeror’s must first be registered as a vendor with the City of Austin in Austin Finance Online. See Instructions, Submitting Offers in Austin Finance Online. For any questions or problems concerning eResponse, please contact vendor@austintexas.gov and copy the Procurement Specialist listed on the Cover Sheet. For immediate attention, call 512-974-2467.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via eResponse by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The system time within Austin Finance Online shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the eResponse function any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. The Solicitation’s eResponse function in Austin Finance Online will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

5.5 Opening Electronic Offers. The information regarding Electronic Offers will become available on or shortly after the Offer Opening Date and Time stated on the Solicitation’s Cover Sheet. When Electronic Offers are opened, the names of each Offeror would be displayed within the Solicitation’s eResponse section. For Solicitations conducted via Competitive Sealed Bidding, the Price Offer for each Offeror will also be displayed in the eResponse section.

mailto:wagetheft@austintexas.gov https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf mailto:vendor@austintexas.gov

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6 OFFER EVALUATION

6.1 Bases of Competition. The City may compare Offers based on groups or categories and will choose the basis or bases of competition that best meets the City’s needs for the resulting contracts. The basis or bases of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, past performance, and positive compliance history with all City ordinances. An Offer may be rejected if an Offeror is determined to not be responsible.

6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents in order to better understand these contents as-written. Responses to clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents. Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the Proposals and to identify which Proposal(s) represent the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter into discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published to Austin Finance Online and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

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7.3 Contract Execution. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Austin City Council.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the contract resulting from this Solicitation is executed, or in the case of multiple awards, the last contract is executed; (ii) the date the Solicitation is cancelled. Debriefings are not public called meetings in accordance with the Texas Open Meetings Act and are usually limited to a single Offeror and any of their representatives. Only information regarding the Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation; (v) reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal Government; (vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low) and/or (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process.

8.4 Protests. Austin Financial Services - Central Procurement has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of Austin of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, Austin Financial Services - Central Procurement may dismiss your complaint or protest.

8.4.1 Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) business days prior to the due date and time for proposals.

Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

8.4.2 Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the City shall be filed with the City no later than five (5) business days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as a Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

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8.4.3 Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) business days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

8.4.4 You shall submit your protest in writing, and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

8.4.5 Your protest shall be concise and presented logically and factually to help with the City’s review.

8.4.6 When the City receives a timely written protest, Austin Financial Services - Central Procurement will determine whether the grounds for your protest are sufficient. If Austin Financial Services - Central Procurement decides that the grounds are sufficient, Austin Financial Services - Central Procurement will schedule a protest hearing, usually within five (5) business days. If Austin Financial Services - Central Procurement determines that your grounds are insufficient, the City will notify you of that decision in writing.

8.4.7 The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who may attend from the City are: representatives from the department that requested the purchase, the Department of Law, Austin Financial Services - Central Procurement, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

8.4.8 A decision will usually be made within fifteen (15) calendar days after the hearing.

8.4.9 The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

8.4.10 When a protest is filed, the City usually will not make an award until a decision on the protest is made. However, the City will not delay an award if the City Manager or Austin Financial Services - Central Procurement determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

8.5 Interested Parties Disclosure. As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the Offerors and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below:

https://ethics.state.tx.us/filinginfo/1295/.

9 DEFINITIONS. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

https://ethics.state.tx.us/filinginfo/1295/

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“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Austin Financial Services – Central Procurement” refers to the line of business within the City of Austin’s, Austin Financial Services, responsible for the City’s procurement business function.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Austin, a Texas home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

“Chief Procurement Officer” means the officer of Austin Financial Services – Central Procurement and the principal recipient of procurement authority from the City Manager.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City ordinances concerning the purchasing process.

“Responsive” means meeting all the requirements of a Solicitation.

“Solicitation” means this Request for Proposals or RFP.

“Wage Theft” means any action by an employer that secures performance of a service by agreeing to provide compensation for the service and, after the service is rendered, fails to make full payment.

10 PROPOSAL SUBMITTALS.

Offerors shall provide complete, detailed, and concise responses that clearly demonstrate how the proposed solution satisfies the requirements and aligns with the Scope of Work (SOW).

Responses must follow the structure outline as set forth below and, at a minimum, contain the information as requested in the following sections. Offeror may include additional relevant information as appropriate, unless otherwise instructed below.

10.1 Executive Summary and Vendor Experience

Offerors shall provide an Executive Summary on company letterhead, signed by an authorized representative.

The summary shall:

• Confirm compliance with all requirements, terms, and conditions of the Solicitation.

• Identify the firm’s legal name, primary address, and point-of-contact information.

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• Provide a high-level overview of the proposed solution and implementation approach Recommended Length: 2–3 pages maximum

10.1.1 Required Content

The Executive Summary must include, at minimum:

• Proposed solution name

• Authorized negotiator(s) with full contact information

• Subcontractors/partners (if applicable)

• High-level solution description

• Understanding of Austin Water’s needs

• Key benefits and differentiators

• Summary of implementation approach

• Major assumptions

• Major risks and mitigation strategies

10.1.2 Demonstrated Applicable Experience and Qualifications

10.1.2.1 Vendor Qualifications and Experience

Offerors shall provide a concise summary (recommended no more than 5 pages) of qualifications and demonstrated relevant experience delivering CMMS/EAM solutions. Responses must address:

• Years in Business

• Years Providing CMMS/EAM Solutions

• Public Sector Experience

• Water / Wastewater Utility Experience

• Number of Similar Implementations Completed

• Number of Active Customers Using Proposed Solution

• Experience with Enterprise Asset Management

• Experience with Work Order Management

• Experience with Mobile Field Operations

• Experience with GIS Integrations

• Experience with Data Migration

• Experience with Reporting / Analytics

• Experience with SaaS / Cloud Deployments

• Relevant Certifications / Partnerships

10.1.2.2 Reference Projects

Reference Summary Offerors shall provide 3-5 references for projects similar in size, scope, complexity, and industry relevance.

For each reference, Offerors shall provide the required information in the format below and briefly describe the project scope, implemented modules, number of

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References provided must each include these key details:

Reference <#>

• Reference Client Name:

• Industry:

• Solution Implemented:

• Go live date:

• Project Duration:

• Scope Summary:

• Business Contact Name/Title:

• Business Contact Email/Phone:

• Detailed Project Description:

o Project scope, o Implemented modules, o Number of users, o Integrations, o Data migration scope, o Implementation challenges, o current production status.

10.2 Functional Capabilities

Offerors must demonstrate how the proposed solution meets all functional requirements in Appendix

C.

10.2.1 Appendix C – Functional Requirements Matrix.

For each requirement, Offerors shall complete and submit the Requirements Matrix with their proposal response including the following responsive information:

• Meets Requirement (Y/N) - Use this column to indicate whether the proposed solution satisfies the stated functional requirement.

• Product Configuration, Business Rule Automation, Both, or None (C, A, B, N) - Use this column to indicate how the proposed solution satisfies the requirement:

C = The requirement is satisfied through the application's standard, native functionality and may require only standard application configuration using low-code or no-code administrative tools. This includes features that are available out of the box as well as those requiring only routine configuration by a trained application analyst or system administrator.

A = The requirement is satisfied using the application's native business rule or workflow automation capabilities without requiring custom programming.

B = The requirement is satisfied through a combination of both Configuration and Business Rule Automation.

N = The requirement is not satisfied through Configuration or Business Rule Automation.

• Customization (Y/N) - Use this column to indicate that the requirement is satisfied through custom-developed functionality or scripting requiring software

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• Future Release (Y/N) - Use this column to indicate that the requirement will be satisfied in a future product release. Provide the anticipated product version and expected release date, if available, under the Explanation/Comments column.

• Integration / 3rd Party Product (Y/N) - Use this column to indicate that the requirement is satisfied through integration with a third-party application, product, or service. Identify the proposed third-party product under the Explanation/Comments column.

• Explanation / Comments - Use this column to provide any additional information necessary to explain the proposed solution, including configuration approach, customization details, future release information, third-party products, assumptions, limitations, or any other information that will assist Austin Water in evaluating the response.

• Address all requirements included in the matrix, including those designated as High (H), Medium (M), and Low (L),

• A response of Yes (Y) in the Meets Requirement column does not require the requirement to be satisfied solely through Configuration or Business Rule Automation. A requirement may also be satisfied through Customization, a Future Product Release, or Integration with a 3rd Party Product, as indicated in the applicable columns.

• Blanks in any column will be interpreted as No

• If Meets Requirement = No (N), the Offeror should explain why the requirement cannot be met in the Explanation/Comments column.

as referenced in SOW sections 3.1, 3.2.5, 3.2.7, 3.2.8, and 5.1.

10.2.2 UI Screenshots

Offerors shall provide screenshots, screen mockups, or representative images (DOC/PDF/PPT/JPG) demonstrating major system functionality across desktop, mobile, and tablet platforms. Screenshots are requested for evaluation and usability review purposes and do not replace completion of Appendix C, Appendix D, or Appendix E, Appendix F. If a screenshot is not available for a listed category, the Offeror shall provide a brief explanation.

10.2.2.1 Desktop

a. Basic Functionality o Navigation Panel o Search Functionality o Dashboards and KPIs o Basic Reporting o Workflow Customizations

b. Inventory

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c. Work o Map/Routing o Preventative Maintenance Work Order Setup o Scheduling o Service Request o Work Orders o Assets (including full structure) o Predictive Analytics

10.2.2.2 Mobile and Tablet

• Asset (including full structure)

• Part

• Maps/Routing

• Work Order

10.3 Technical Architecture and Integration

Offerors must demonstrate how the proposed solution meets all the technical and privacy requirements in Appendix D and Appendix E.

10.3.1 Appendix D – Technical Requirements Matrix.

For each requirement, Offerors shall complete and submit the Requirements Matrix with their proposal response including the following responsive information:

• Meets Requirement (Y/N) - Use this column to indicate whether the proposed solution satisfies the stated functional requirement.

• Product Configuration, Business Rule Automation, Both, or None (C, A, B, N) - Use this column to indicate how the proposed solution satisfies the requirement:

C = The requirement is satisfied through the application's standard, native functionality and may require only standard application configuration using low-code or no-code administrative tools. This includes features that are available out of the box as well as those requiring only routine configuration by a trained application analyst or system administrator.

A = The requirement is satisfied using the application's native business rule or workflow automation capabilities without requiring custom programming.

B = The requirement is satisfied through a combination of both Configuration and Business Rule Automation.

N = The requirement is not satisfied through Configuration or Business Rule Automation.

• Customization (Y/N) - Use this column to indicate that the requirement is satisfied through custom-developed functionality or scripting requiring software development knowledge. Examples include SQL, Python, Java, JavaScript, VB Script, C#, APIs, plugins, or other custom-developed components beyond standard

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• Future Release (Y/N) - Use this column to indicate that the requirement will be satisfied in a future product release. Provide the anticipated product version and expected release date, if available, under the Explanation/Comments column.

• Integration / 3rd Party Product (Y/N) - Use this column to indicate that the requirement is satisfied through integration with a third-party application, product, or service. Identify the proposed third-party product under the Explanation/Comments column.

• Explanation / Comments - Use this column to provide any additional information necessary to explain the proposed solution, including configuration approach, customization details, future release information, third-party products, assumptions, limitations, or any other information that will assist Austin Water in evaluating the response.

• Address all requirements included in the matrix, including those designated as High (H), Medium (M), and Low (L),

• A response of Yes (Y) in the Meets Requirement column does not require the requirement to be satisfied solely through Configuration or Business Rule Automation. A requirement may also be satisfied through Customization, a Future Product Release, or Integration with a 3rd Party Product, as indicated in the applicable columns.

• If Meets Requirement = No (N), the Offeror should explain why the requirement cannot be met in the Explanation/Comments column.

• Blanks in any column will be interpreted as No as referenced in SOW sections 3.1, 3.2.5, 3.2.7, 3.2.8, and 5.1.

For Section F, Systems – Interfaces, Offerors shall complete only the vendor response columns for each external system listed in the table.

• Indicate Yes/No (Y/N) for Vendor Experience, Standard Connector, Custom Integration Required, and Preferred Integration Partner.

• Provide additional details, as needed, in the Explanation/Comments column.

• Address all interface requirements.

as referenced in SOW sections 3.1, 3.2.5, 3.2.7, 3.2.8, and 5.1.

10.3.2 Appendix E – Security/Privacy Overlay Requirements.

Offeror shall indicate how your proposed solution meets each privacy and security requirement identified in the matrix.

• For each requirement, select one response: Meets Out-of-Box, Meets Partial, Meets with Customization, or Does Not Meet.

• Identify who is responsible for the control.

• Provide additional information on how the control is implemented, including compensating control information for controls that cannot be met or can only partially be met.

• Address all requirements in the matrix, as referenced in SOW sections 3.1, 3.2.5, 3.2.8, and 5.1.

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10.4 Implementation Plan and Support

Offeror must fully describe how the proposed solution will meet or exceed the SOW, including:

• Software components (SOW Sections 3.1.1–3.1.7)

• Planning, Integration, and Support (SOW Sections 3.1.8–3.1.12)

• Contractor responsibilities (SOW Sections 3.2.1–3.2.8)

10.4.1 Appendix F - Implementation Plan Workbook

The workbook must be completed exactly as structured; tab names and column headings may not be altered. Supplemental materials are allowed but do not replace the required workbook.

Offeror shall complete each tab in the workbook and submit the completed workbook with its proposal response.

Responses should be concise, specific, and directly aligned to the Scope of Work for RFP 2200 GTG3007. The implementation plan should describe how the Offeror will deliver the proposed Enterprise Asset Management / CMMS solution, including project governance, requirements validation, configuration, integrations, data migration approach, testing, training, organizational change management, go-live, post go live support, resource needs, risks, and deliverables.

10.4.1.1 Implementation Summary:

High-level overview, and how the proposed approach is appropriate for Austin Water, including:

• Methodology and delivery model

• Timeline and major phases

• Go-live strategy

• Key risks and mitigations, as referenced in SOW Sections 3.2; 3.2.1; 3.2.8; and 5.

10.4.1.2 Proposed Implementation Phases and Timeline:

Detailed description of

• Phases and duration

• Responsibilities

• Major deliverables, as referenced in SOW Sections 3.2.1; 3.2.1.3; 3.2.1.4; and 5.1.

10.4.1.3 Project Governance:

Description of governance model, meeting cadence, escalation paths, reporting expectations, as referenced in SOW Sections 3.2.1; 3.2.1.1; 3.2.1.5; 3.2.1.6; and 3.2.1.7.

10.4.1.4 Requirements Validation and Future-State Design:

Describe how requirements, workflows, and future-state processes will be validated by Austin Water, as referenced in SOW Sections 3.2.3; 5.1 Requirements Traceability matrix; and 5.1 Design Documentation.

10.4.1.5 Integration Implementation:

Summarize how integrations will be planned, designed, built, tested, monitored, and supported, as referenced in SOW Sections 3.1.9; 3.2.5 5.1 Interfaces Complete; Appendix D – Technical Requirements.

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10.4.1.6 Data Migration Approach:

Describe the approach for legacy data migration and how it will be planned, executed, validated, reconciled, and supported, as referenced in SOW Sections 3.2.6; 5.1 Data Conversion Plan; 5.1 Data Conversion / Migration Complete; Appendix D – Technical Requirements Data Migration Scope Matrix.

10.4.1.7 Testing & UAT:

Describe proposed approach for planning, executing, documenting, and supporting testing and UAT, as referenced in SOW sections 3.2.7; 5.1 Testing Plan & Detailed Test Scripts; 5.1 Testing Complete.

10.4.1.8 Training & Organization Change Management (OCM) :

Detail Training strategy for end users and administrators; support for organizational readiness and adoption, as referenced in SOW sections 3.2.4;

3.2.7; 5.1 OCM Plan; 5.1 Training Plan & Documentation; 5.1 Training Complete.

10.4.1.9 Go-Live, Cutover, and Post-Go-Live Support:

Describe its proposed go-live, deployment, cutover, rollback, stabilization, and post-go-live support approach, as referenced in SOW sections 3.2.5; 3.2.8; 5.1 Deployment Plan; 5.1 Go-Live Complete; 5.1 Stabilization / Post-Go-Live Support Complete; 5.1 Disaster Recovery and Business Continuity Plan.

10.4.1.10 Austin Water Resource Needs:

Identify the expected Austin Water resources needed to support the implementation, as referenced in SOW Sections 4; 3.2.1; 3.2.3.

10.4.1.11 Risk Register:

Identify the major implementation risks, assumptions, dependencies, and mitigation strategies, as referenced in SOW Sections 3.2.1; 3.2.1.5

10.4.1.12 Proposed Deliverables:

List the major deliverables that will be produced during the implementation and the proposed format for submitting these deliverables, as referenced in SOW Sections 3.2; 5.1; 5.2; 5.3.

10.4.1.13 Vendor Certification:

Certify that the proposed implementation plan is realistic, achievable, and aligned to the Scope of Work, as referenced in SOW section 5.

10.5 Exceptions

10.5.1 Exceptions and Assumptions Matrix

Offerors shall identify all exceptions, assumptions, dependencies, exclusions, and deviations from the solicitation requirements. If there are no exceptions, vendors shall state “No exceptions.”

Response must follow the format below:

# Category Requirement / Section Reference

Exception, Assumption, or Deviation

Impact to Scope, Cost, Schedule, or Risk

Vendor Proposed Alternative

1 Functional

2 Technical

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3 Implementation

4 Integration

5 Data Migration

6 Pricing

7 Security/ Privacy

8 Support/ Maintenance

9 Other

10.5.2 Exceptions Form

If taking exceptions to the City Terms and Conditions, fill out and submit the Exception Form, included in this packet. Submit any additional documents the Offeror would like to include in the final contract document (Service Level Agreement, or other relevant document).

10.6 Personnel. Offerors shall provide the names and qualifications of all professional personnel who will be assigned to this project. Identify key people by name and title. Provide all resumes.

10.7 Project management Structure. A chart or other visual representation of the project team indicating reporting structures for personnel from the primary firm that also indicates the reporting structure to primary firm of any subcontractors.

10.8 Price Proposal. Whichever Offeror offers the City the most competitive price will be awarded the maximum amount of points. Remaining points will be distributed on a pro-rated basis.

10.9 Local Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Local Businesses to participate under City contracts. Local Businesses responding to this Solicitation may be eligible to receive preference as described in the Local Business Preference Form, included with this Solicitation (see Offer and Certification Form). To receive this preference, Offerors must complete the form and include the completed form with their Offer.

No…