RFP_2200_GTG3007_ATT_12_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: RFP 2200 GTG3007 Addendum No: 2 Date: 7/21/2026

This addendum is to incorporate the following changes to the above referenced solicitation:

1. Questions:

Q1 Question: Is there a budget for this Enterprise Asset Management (EAM) project? Can the City share that budget?

Q1 Answer: The City does not disclose internal project budget information as part of this solicitation.

Offerors should submit their best and most competitive pricing based on the requirements identified throughout the solicitation. Offerors should submit pricing in accordance with the solicitation requirements and clearly identify all costs, assumptions, and pricing components associated with their proposed solution.

Q2 Question: How many buildings and facilities will be covered under the contract and what is their approximate sq. ft.?

Q2 Answer: The proposed solution is intended to support Austin Water's enterprise asset portfolio, including vertical facilities, horizontal infrastructure, fleet, treatment plants, lift stations, pump stations, and other operational assets. Refer to Appendix A (Business Capability Model & Austin Water Strategic Vision) and Appendix B (Business Use Cases) for additional information regarding the City's operational environment.

Q3 Question: Regarding Asset Portfolio: What is the form and format of existing asset data to be migrated into the new platform (Work Order information, photos, related data)?

Q3 Answer: Current production systems include HxGN EAM and Infor Public Sector (IPS), both utilizing Microsoft SQL Server databases. Structured business data is stored within the databases, while associated documents, photographs, and other attachments are stored as electronic files within the City's file server infrastructure and referenced by the applications. Detailed data structures, file formats, relationships, volumes, and migration requirements will be validated through discovery, data profiling, mapping, and migration planning during implementation. Offerors should describe their proposed approach for migrating both structured data and associated electronic attachments.

Q4 Question: Regarding Asset Portfolio: Are there existing workflows that define business processes related to the maintenance of various asset types?

Q4 Answer: Yes. Austin Water has established business processes and workflows supporting maintenance operations across multiple asset classes. Offerors should anticipate reviewing existing workflows during discovery and recommending best practices where appropriate. During implementation, the selected Offeror will be expected to validate current state processes, identify opportunities for standardization and improvement, and configure future state workflows in collaboration with the City.

Q5 Question: Regarding work orders and maintenance: Does the City plan to initially implement new or existing workflows?

Q5 Answer: The City does not expect to simply recreate all existing workflows. Existing business processes are documented in Appendix B (Business Use Cases) and should be used as the basis for understanding the City's operational requirements. Offerors are encouraged to leverage industry best practices and native application capabilities to recommend improved workflows while satisfying the business objectives identified in the solicitation.

Offerors should address their proposed approach to business-process assessment and redesign, organizational change management, training, and user adoption in their response to Appendix F - Implementation Plan Workbook.

Q6 Question: Regarding work orders and maintenance: Does the City have an existing library of Preventive Maintenance (PM) procedures to be loaded into the system? Are they available for all asset classes Q6 Answer: Yes. Austin Water maintains an existing library of PM schedules, procedures, task plans, and related maintenance information. Coverage varies by asset class and asset maturity. Offerors should anticipate migrating existing PM data while supporting ongoing refinement and standardization during implementation.

Q7 Question: Regarding work orders and maintenance: What is the volume of Work Orders managed in the current system for vertical assets and in the current system for linear/horizontal assets?

Q7 Answer: For Vertical (Hexagon EAM), we average 60,000 work orders per year with an average year over year growth of 20%.

For Horizontal (IPS), approximately 40,000 service requests, 60,000 work orders, and 70,000 inspections per year.

By 2028, we estimate significant growth as new projects come on board. Growth projections are planning estimates only and are not contractual guarantees. (These volumes are planning estimates based on current operations and may change as additional assets, facilities, and capital projects are brought into service).

Q8 Answer: Does the City have “As Built” drawings for the buildings and floors to facilitate location identification and intuitive access to asset data?

Q8 Answer: Austin Water maintains engineering drawings and related documentation for many facilities and infrastructure assets. Availability and completeness vary depending on the facility, asset type, and age. Offerors should assume varying levels of documentation across the asset portfolio.

Q9 Question: Is there a library of non-CAD documents (specifications, warranties, manuals etc.) in the current system?

Q9 Answer: Yes. Austin Water maintains electronic documents including manuals, specifications, warranties, photographs, and other supporting documentation associated with assets and work records.

Additional document management capabilities are described throughout the Scope of Work.

Q10 Question: How frequently is the Facility Condition Assessment updated?

Q10 Answer: Austin Water maintains facility condition scores within its vertical asset management processes. Condition scores are updated continuously based on operational activities and may be updated daily as new information becomes available. In addition, the City performs periodic manual reviews, including an annual review process, to validate and update condition scores and help ensure data integrity.

Q11 Question: Are all of the linear assets identified on GIS maps?

Q11 Answer: Most linear assets are represented in the City’s GIS. However, the City does not guarantee that every linear asset is currently mapped or that all GIS records are complete and accurate. The selected

Offeror should anticipate validating asset to GIS relationships, identifying data gaps or inconsistencies, and supporting reconciliation and integration activities during implementation.

Q12 Question: As far as inventory is concerned, how many warehouses are used to manage and store parts and supplies?

Q12 Answer: Austin Water currently operates approximately 20 storerooms supporting maintenance and operational activities.

Q13 Question: What is the approximate number of inventory parts in the current system?

Q13 Answer: Austin Water currently maintains approximately 52,500 inventory part records across its legacy systems. Refer to Addendum No. 1 for additional migration volume estimates.

Q14 Question: What is the expected number of users for the EAM system?

Q14 Answer: The proposed solution is expected to support approximately 1,500 users across Austin Water, including full-access users, field personnel, supervisors, executives, requestors, contractors, and external users.

Q15 Question: Can you provide the expected number of users by User Roles?

• System Administrators – Users responsible for system administration including system configuration, audits, access control, user ID, and Authorizations etc.

• Primary Named users - with Read / Write privileges to access the entire system, exercise all functional capabilities, retrieve, and update data, and generate reports and analysis.

• Executive users – focused on performance information access, key performance indicators, dashboards, reports, and analysis.

• Technicians – field maintenance staff

• Requestor / Limited Access Users – Users just submitting and tracking work orders.

Q15 Answer:

The City has not finalized user counts by role and therefore cannot provide a detailed breakdown at this time. For planning and pricing purposes, the City anticipates approximately 1,500 potential total users across all user roles.

Offerors should assume a diverse user population supporting maintenance, operations, inventory, planning, supervision, administration, and executive reporting.

The City anticipates no more than approximately 15 System Administrators responsible for system configuration, security administration, user management, and application administration.

As part of their proposal, Offerors should recommend an appropriate licensing model and user allocation based on their proposed solution. Offerors should identify the user roles, license types (e.g., named, concurrent, enterprise, read-only, mobile, contractor, or other), the recommended number of licenses for each type, and any assumptions regarding licensing, permissions, or access levels. If the proposed solution utilizes user role classifications or licensing models that differ from those identified in this solicitation, Offerors should clearly identify and describe those differences.

Q16 Question: How many vendors have given presentations on the project to Austin Water prior to RFP 2200 GTG3007 being issued?

Q16 Answer: Prior to issuance of this solicitation, Austin Water conducted market research activities, including a technology scan administered by a third-party consultant and informational demonstrations from participating vendors. The demonstrations were based on high-level, general business requirements intended to understand available market capabilities and industry best practices. They were not based on the detailed functional, technical, or implementation requirements contained in this solicitation and were not part of the City's formal procurement process.

Participation in the technology scan or any informational demonstration does not confer any competitive advantage, preference, or evaluation credit in this solicitation. All proposals will be evaluated solely in accordance with the requirements and evaluation criteria identified in this solicitation.

The City conducted market research, technology scan - informational discussions before issuing this solicitation. The City is not disclosing the number of vendors that participated. Any pre solicitation engagement was conducted for informational and planning purposes only.

2. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.

ACKNOWLEDGED BY:

Offeror Name Offeror Authorized Signature Date

RETURN ONE COPY OF THIS ADDENDUM WITH YOUR RESPONSE PRIOR TO THE SOLICITATION CLOSING

DATE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR OFFER.

Solicitation: RFP 2200 GTG3007 Addendum No: 2 Date: 7/21/2026