RFP_26-0007_-_Evaluation_Criteria_Questionaire_Rev._A1.pdf

Q. # Evaluation Criterion Total Points

System Capabilities - Functional and Technical Requirements 300

Q. # Evaluation Criterion Total Points

Experience and Qualifications - 185

System Implementer

Describe how the proposed EAM solution meets the functional requirements outlined in Exhibit 1 - Detailed System Application Requirements, including out-of-the-box functionality, configurable features, and any necessary customizations or third-party components. Provide a summary of your solution’s coverage ratio (out-of-the-box vs. configuration vs. customization) with respect to the City’s requirements.

Offerors will be evaluated based on their responses to the narrative questions below, in conjunction with their responses in Exhibit 1 - Detailed System Application Requirements. (Scope of Work 7.6 System Functional Requirements (A-F); Exhibit 1 - Detailed System Application Requirements )

At a minimum, provide a detailed narative of the following:

1. Work & Asset Management / Preventive Maintenance — Describe how the proposed solution supports end-to-end work and asset lifecycle management, including service request intake, work-order creation/routing/closeout, asset hierarchies and tagging, preventive and condition-based maintenance scheduling, corrective maintenance, condition monitoring, and work-order automation.

2. Resource Management — How the solution manages labor, crews, skills, equipment, and tools (scheduling, assignments, telemetry/usage tracking); and how labor and resources are allocated for maintenance tasks.

3. Inventory — The system's capability and/or integrate with existing systems to manage stock and non stock materials, reservations, issues/returns and how it supports purchasing workflows, inventory tracking.

4. Portals & Stakeholder Access — How external stakeholders (e.g., contractors, vendors) and, if applicable, the public access the system to submit requests or interact with work orders; include security and audit considerations.

5.Mobile & Field Operations — Describe the solution’s mobile field-service capabilities, including: (1) offline operation; (2) data capture (photos, signatures, GPS, barcode/QR scanning); (3) synchronization with the core system; and (4) ease of use for field staffs.

6. Reporting, Analytics & Planning (including AI & Predictive Insights) — Describe how the solution delivers dashboards, KPIs, and self-service/ad-hoc reporting to support operational and strategic decision-making. Include examples of role-based dashboards and KPIs (e.g., asset lifecycle, maintenance backlog, resource utilization, cost tracking), along with drill-down, scheduling, and export options. Describe any predictive analytics (e.g., failure/risk scoring) and explain how those insights forecast asset performance, lifecycle and capital replacement costs.

Provide details for at least two (2) EAM projects completed for simliar public sector functions (preferably functions such as aviation, facitlities, water/wastewater utility, street maintenance) within the last five (5) years where the Offeror served as the primary contractor. Projects must demonstrate the Offeror’s ability to design, configure, implement, and support the proposed EAM solution comparable to the scope in this RFP. For each project, include the size, scope, and complexity of the solution and highlight the Offeror’s key strengths and measurable client benefits. (Section, 2 Instructions 2.14, Minimum Qualifications)

At a minimum, include:

1. Background and experience implementing an EAM solution with similiar the capabilities outlined in Exhibit 1 - Detailed System Application Requirements.

2. Evidence of experience with the current version of the proposed software.

3. Modules and Versions of the software previously implemented.

4. Third-party systems previously integrated with the proposed software.

5. For the Product Vendor - Provide a brief history and profile of the product vendor organization, including a summary of all products and services offered, and the number of years in business as an EAM/FSM software vendor. Include an organizational chart for the division responsible for the proposed product(s), and indicate the total number of employees in development, sales, support, and implementation support services.

Explain how the solution provides work management and asset lifecycle audit logging, decision tracking, and compliance features to support regulatory requirements, including maintaining risk, issue, and decision logs and providing necessary reports. (Scope of Work 7.6, System Functional Requirements, (G))

Explain how your solution supports multi departmental configurations that allow each department to manage its own assets, workflows, and business processes independently, while still providing centralized asset management and reporting across the City. (Scope of Work 7.6, System Functional Requirements, (H))

Describe the technical architecture and operational characteristics of your proposed EAM solution. Provide a high level architecture diagram and a service levels table outlining target performance metrics (e.g., availability percentage, response times, RTO/RPO, support SLAs). Identify any dependencies or assumptions (e.g., required cloud services, network latency, data retention policies). (RScope of Work 7.7, System Technical Requirements; Exhibit 1, Detailed System Application Requirements; and Exhibit 2 - Integration Inventory )

1. Integration -Describe the proposed EAM solution’s integration capabilities and approach, including how it exposes/consumes APIs and web services; supports data exchange (standards, versioning, events/webhooks); and will integrate with the City systems listed in Exhibit 2 – Integration Inventory. Include the authentication/authorization methods, monitoring/error-handling approach, and your strategy for decommissioning legacy interfaces.

2.Security, Privacy & Compliance - Describe the proposed solution’s security architecture and privacy/compliance approach, including identity management (SSO/MFA), role-based access control with segregation of duties, encryption in transit and at rest, audit logging (and retention), and vulnerability/patch management. Explain how the solution complies with the City’s information security requirements and note any relevant certifications or third-party attestations (e.g., SOC 2, FedRAMP, or equivalent).

3. Performance, Scalability & Resilience - Describe the system's performance and scalability capbilities, expected response times and concurrency; scalability approach (horizontal/vertical); high availability design; disaster recovery and business continuity plans with defined RTO/RPO and testing cadence.

Q. # Evaluation Criterion Total Points Method of Approach 190

Provide an overview of your approach to enterprise analysis and design, including requirements validation, stakeholder workshops, gap analysis, fit gap documentation, and development of the solution design and system architecture documents. (Scope of Work, 7.10, (C) Discovery and and Requirements Validation)

Explain your configuration first approach to solution development, including how you will configure system modules, workflows, and reports; describe the criteria under which custom development would be pursued and how you will document and test any customizations. (Scope of Work, 7.10, (D) Solution Development and Configuration)

Describe your strategy for developing and managing integration points between the EAM solution and existing City systems, including approaches to retire legacy interfaces and expose data to internal and external systems via standard APIs or web services. (Scope of Work, 7.7, System Technical Requirements, (J) Integrations and 7.10, Implementation Services, (D), 2, (d) Integration and Interface Development)

Describe the end-to-end implementation timeline you recommend for an EAM program at a large, multi-department municipality comparable to the City of Phoenix (e.g., Public Works, Aviation, Water Services, Street Transportation). Provide a phase-level schedule and Gantt or milestone chart that reflect realistic durations, sequencing, and resource needs. (Scope of Work, 7.9, Project Management Requirements, (B), 2. Project Planning and Control)

Describe your approach to data conversion and migration from the City’s legacy systems to the new EAM solution including but not limited to; data mapping, cleansing, mock conversions, testing, and balancing controls. Include any tools or accelerators you plan to use. In addition, provide detailed description on the roles and responsbilities of the City and the Offeror using a RACI matrix - include key assumptions and required City resources. (Scope of Work, 7.7, System Technical Requirements, (G) Data Migration)

Describe the proposed maintenance and support model after the one year of managed services support, including help desk availability, on call support, patch management processes, release schedule, and SLA response times and resolution. Clearly delineate responsibilities between the product vendor and the implementation vendor (and the City) using a RACI matrix.

Describe your testing methodology, covering unit, integration, data conversion, user acceptance, operational readiness, performance, security, and disaster recovery testing phases; include how you will develop test plans, test scripts, manage test data, and track defects. (Scope of Work, 7.10, Implementation Services, (F) Solution Testing)

Describe your approach to risk management for this project, including identification, tracking, mitigation, escalation of project risks and issues, and how you will align with the City’s risk management processes. (Scope of Work, 7.9, Project Management Requirements, (B), 5. Risk, Issue and Change Management)

Describe your training and knowledge transfer approach, including training needs assessment, development of training materials, training delivery methods, train the trainer sessions, and how you will enable and equip City staff to maintain and support the system. (Scope of Work, 7.10, Implementation Services, (G) Training)

Outline your organizational change management strategy for this project, including change strategy and planning, readiness assessments, communication and stakeholder engagement, business process reengineering support, and change tracking. (Scope of Work, 7.10, Implementation Services, (E) Organizational Change Management)

Describe your cutover readiness and production go live methodology, including cutover planning, production environment readiness, go/no go decision processes, hypercare support, and the transition from project team to City operations. (Scope of Work, 7.10, Implementation Services, (H) Cutover Readiness and Production Go-Live)

Describe your post go live support and managed services approach, including stabilization activities, weekly and monthly reporting, quarterly planning meetings, help desk availability, and how you will coordinate with the City’s support teams during the managed services period. In addition, provide your standard SLAs, including response and resolution targets by severity, target availability, escalation model, and a sample SLA report. Clearly delineate responsibilities between the product vendor and the implementation vendor (and the City) using a RACI matrix. (Scope of Work, 7.11 Post Go-Live and Transition to Support)

Describe your overall project management methodology for this engagement, including governance structure, communication plan, risk and issue management, quality assurance process, scope and change control, resource management, maintenance of the requirements traceability matrix and how you will coordinate with each of the City’s department project managers and maintain the project schedule. (Scope of Work, 7.9, Project Management Requirements)

Describe the project team for this project including an organizational chart of the project team with subcontractors, staffing for all project phases, description of roles and responsibilities through a RACI chart, staffing assumptions, resumes for each key personnel, process for replacement of key personnel and approach for staffing additional project team members. (Scope of Work, 7.5, (A),(B),(E))

Describe your experience providing post go live managed services and support for EAM implementations, including stabilization activities, SLA metrics, weekly and monthly reporting, and continuous improvement. (Scope of Work, 7.5, (M))

Provide examples of past projects where you successfully developed and delivered training, tools, and knowledge transfer to ensure the client’s staff could operate and support the EAM solution after implementation. ( Scope of Work 7.5, (N))

Describe the product’s user community (vendor-run or independent): founding year, membership size, meeting cadence, fees/registration costs, and locations of the last three meetings. Explain how user feedback is incorporated into product enhancements (governance/roadmap process). Summarize learning and engagement offerings (conferences, summits, webinars), including frequency, primary formats (in-person/virtual), and typical content focus. (Scope of Work 7.13, (A), (B))

Please provide the number of implementations currently live and the number currently under contract (in progress) for the product(s) being proposed. How many of those implementations include the proposed EAM/FSM combination? (Scope of Work, 7.8, (E ) )

Product Vendor

EAM Evaluation Criteria