RFP-BWP-2026-006-CMMS Final.pdf

TABLE OF CONTENTS

PROCUREMENT SCHEDULE

ACKNOWLEDGEMENT OF TERMS OF RFP

1. CITY INFORMATION

2. BACKGROUND

3. OBJECTIVE

4. VIRTUAL NON-MANDATORY PRE-PROPOSAL CONFERENCE

5. QUESTIONS/REQUESTS FOR CLARIFICATIONS

6. PROHIBITED COMMUNICATIONS

7. ADDENDA AND NOTICES

8. PROPOSAL CONTENT

9. PROPOSAL EVALUATION CRITERIA AND REVIEW PROCESS

10. REQUIRED DOCUMENTS

11. OPENING OF PROPOSALS; CONFIDENTIALITY

12. COMPLIANCE WITH LAWS AND REGULATIONS

13. TITLE VI SOLICITATION NOTICE

14. CONTRACT AWARD/PERFORMANCE TERM

15. PUBLIC RECORD

16. OTHER SOLICITATION TERMS

17. PROPOSAL SUBMISSION

ATTACHMENTS:

ATTACHMENT A - VENDOR PROFILE

ATTACHMENT B - VENDOR REFERENCES

ATTACHMENT C - FUNCTIONAL REQUIREMENTS MATRIX

ATTACHMENT D - VENDOR COST TABLE

ATTACHMENT E - SAMPLE PROFESSIONAL SERVICES AGREEMENT

ATTACHMENT F - NON-COLLUSION DECLARATION

RFP NO. BWP-2026-006 - CMMS SOLUTION REPLACEMENT

WATER & POWER DEPARTMENT

Page | 3

REQUEST FOR PROPOSALS (“RFP”)

The City of Burbank (City) Water & Power Department is soliciting competitive proposals from qualified firms to contract for:

CMMS SOLUTION REPLACEMENT

RFP NO. BWP-2026-006

PROCUREMENT SCHEDULE

The anticipated schedule for this competitive selection process is listed below. The schedule is subject to change at the sole discretion of the City. Please check our PlanetBids website for the latest schedule.

Procurement Phase Date

RFP Release August 26, 2026

Non-Mandatory Virtual Pre-proposal Teleconference

September 02, 2026 at 11:30 AM PST

Deadline for submission of written questions or requests for clarification

September 08, 2026 by 2:00 PM PST

Proposals Due September 25, 2026 BY 2:00 PM PST

Scripted Vendor Demonstrations October, 2026

Interviews / Reference Checks October, 2026

Notice of Intent to Award published November, 2026

RSVP: VIA PLANETBIDS FOR SEPTEMBER 02, 2026

NON-MANDATORY VIRTUAL PRE-PROPOSAL TELECONFERENCE

PROPOSALS MUST REMAIN VALID FOR 120 DAYS FROM DUE DATE.

Page | 4

ACKNOWLEDGEMENT OF TERMS OF RFP

By submitting a proposal, Respondent acknowledges receipt of all content of the RFP package as delivered electronically and hereby attests to non-collusion regarding the competitive opportunity and any price submitted. Respondent acknowledges and accepts the terms of this solicitation, including any addenda, which will become part of any resultant agreement, and agrees that the terms as listed will supersede any conflicting contractual terms and/or conditions specified elsewhere. Respondent certifies that the information provided in its submission is complete, including the full disclosure of all sub-contractors, suppliers, joint-ventures, teaming agreements and the like, and that the information submitted is true and accurate to the best of its personal knowledge. Respondent confirms that the signing party is an authorized representative of the entity submitting the proposal and has the individual authority to submit this proposal electronically on behalf of the entity and to bind the entity to all information set forth herein.

Date:

Company Name:

*Authorized Signature Name Title

*Authorized Signature Name Title

*If the contracting party is a corporation, two (2) signatures are required: one (1) signature by either the

Chairman of the Board, the President or any Vice President; and one (1) signature by either the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation.

RETURN THIS COVER PAGE WITH YOUR PROPOSAL – LATE, EMAILED, MAILED, HAND

DELIVERED, OR FAXED SUBMISSIONS WILL NOT BE ACCEPTED.

Page | 5

REQUEST FOR PROPOSALS (“RFP”)

CMMS SOLUTION REPLACEMENT

CITY OF BURBANK WATER & POWER DEPARTMENT

RFP NO. BWP-2026-006

The City of Burbank (“City”) Water & Power Department is soliciting proposals from qualified firms to select and contract for the best-fit cloud-based Computerized Maintenance

Management System (CMMS) solution.

A subsequent phase will select the Solution Implementer (SI) for the City’s selected CMMS solution.

1. CITY INFORMATION

The City of Burbank was incorporated in 1911 and currently has a population of approximately 105,000 residents. The City operates under the Council-Manager form of government. The City’s fiscal year begins on July 1 and ends on June 30.

Burbank is the fourteenth largest city in Los Angeles County and is located northeast of Los Angeles in the foothills of the Verdugo Mountains. Burbank is traversed by the Golden State (5) and Ventura (134) freeways and home to Hollywood Burbank Airport. Burbank is noted for its excellent residential areas, schools, shopping facilities, libraries, parks, hospitals, business environment, and motion picture production companies.

Burbank is one of the most livable cities in Southern California, with beautiful well-established residential neighborhoods, a walkable downtown district, a top-rated school system, and numerous parks and recreational facilities located all within the 17.3 square miles of the City.

The Burbank Town Center mall offers a choice of more than 170 retail shops, restaurants, entertainment venues and lifestyle choices. The Empire Shopping Center is one of Los Angeles’ highest grossing shopping centers and is the go-to destination for major national retailers and great restaurants. Burbank offers a variety of other banking, financial, entertainment and business institutions that increase the daytime population to well over 250,000.

2. BACKGROUND

Several of the City’s departments currently use Oracle’s Work and Asset Management

(WAM) CMMS v.1.9.1.2.15 that was originally implemented in 2009 and is now out of support.

Also, the lack of employing standard asset management practices, limited custom reporting capabilities, and the absence of a unified repository have led individual divisions to develop independent, disconnected tracking systems, including Microsoft Excel spreadsheets, Access databases, and third-party applications.

Page | 6

• Electric Distribution (Overhead and Underground) - The Electric Distribution division consists of overhead and underground crews, including five construction crews managed by a centralized supervisor. Linear electric assets are mapped in GIS. Inspections of poles and overhead lines are performed via Survey 123 on iPads. Capital work orders are created in WAM and scheduled via WFM. The division relies on third-party vendors to perform intrusive pole inspections every few years, which are then manually re-rated. Substation crews utilize Oracle WAM to manage physical assets, schedule preventative maintenance routes, and maintain activity logs to support NERC compliance.

• Facilities Maintenance (Campus and Offsite) - The Facilities Maintenance division manages a 23-acre main campus and multiple offsite water and electrical facility buildings. The division has used Limble CMMS for one year to receive and track work requests. The system currently supports five active technical users and over 60 general request users.

• Power Production (Generation and Plant Maintenance) - The Power Production division manages generation plants and mechanical maintenance across the utility. This division previously used DataStream and transitioned to Oracle WAM. Due to WAM system limitations, the division manages 90% of its preventative maintenance and regulatory compliance tasks through manual Microsoft Excel spreadsheets linked to Word documents.

Plant operators perform daily rounds using paper logs.

• Water Production and Operations - Water Production and Operations is responsible for managing water treatment, wells, storage tanks, and pump stations. The division operates the Valley Water Treatment Plant, 17 storage tanks, five concrete reservoirs, and 49 pump stations. Well maintenance is managed by the Burbank Operator Unit. Operational staff perform daily pump inspections using paper checklists, and maintenance tasks are tracked manually on a white board. Asset data in WAM is outdated and unusable, forcing the division to maintain its asset lists in private Excel files.

• Transmission and Distribution Engineering (T&D) - T&D Engineering is responsible for capital planning, distribution design, and infrastructure standards. Engineering staff manage the lifecycle of electric transformers and operate almost exclusively within WFM. They use

WAM to research historical project data and check warehouse inventory. Compatible Units are heavily utilized in WFM for standardized project design, although descriptions are frequently truncated due to field character limits.

• Operations Technology (OT) - The OT division manages SCADA networks, substations communications, advanced metering infrastructure network hardware, and fiber optic routing. The fiber optic team utilizes WFM to manage capital installations and maintenance workflows. Maintenance is charged to generalized, standing work orders, with no costs allocated to individual physical network assets. GIS has complete physical mapping of the fiber network. The network group manages critical server replacements.

• Water Construction - Water Construction manages service installations, mainline replacements, and meter maintenance across BWP's 300-mile pipeline network. Linear assets are mapped in GIS (90% accuracy rating). Field inspections, hydrant flushing, and valve turning are tracked on Survey 123. The division is currently executing an AMI meter

Page | 7 replacement program. General maintenance, leak histories, and valve torques are tracked in Survey 123 or Excel.

City Users: The user counts below represent total estimated staff per group and do not distinguish between desktop / web and mobile users. Respondents must explicitly state whether mobile access requires additional licensing fees or if it is included in the base licensing costs.

Department # of Users

Administrative 6

Strategy, Communications and Outreach

Customer Service 4

Electric Services 40

Finance 4

Power Supply 50

Operational Technology 5

Facilities 3

Water System 25

Total 140

Existing Technical Landscape: The new CMMS solution must integrate into a complex, pre-existing enterprise architecture. The primary systems currently in use at the City include:

• Oracle Work and Asset Management (WAM) 1.9.1.2.15: The City’s legacy CMMS solution that is slated for decommissioning and replacement by this RFP.

• WorkForce Management (WFM) Version 2.3 BWP 1.0: Implemented in 2018 to coordinate field work scheduling and construct capital improvement program projects.

WFM currently interfaces with WAM, where WFM creates field activities and syncs them back to WAM. WFM is also utilized for water meter tracking.

• Limble CMMS: A cloud-based facility maintenance application used by BWP Facilities for the past year and currently limited to five (5) active licenses and sixty (60) request-only users. This functionality could be replaced by the new CMMS solution.

• Esri Survey 123: Extensively utilized by water construction, electric distribution, and engineering for asset inspections, valve turning, and leak reports. This functionality could be replaced by the new CMMS solution.

• Microsoft Access and Excel: Multiple databases and spreadsheets are used to track substation relay maintenance, plant preventative maintenance, and other maintenance tracking. This functionality could be replaced by the new CMMS solution.

Page | 8

• Esri ArcGIS Online (AGOL): Holds the primary asset registry for linear utility assets, including poles, vaults, water mains, and valves.

• Oracle Enterprise Business Suite (EBS): Serves as the primary system of record for financials, projects, purchasing, and warehouse inventory. Project numbers must be approved in EBS before CMMS work orders can be created or executed. The EBS solution is being replaced by the City.

• Oracle Customer Cloud Service (CCS): Manages customer accounts, service billing, and service order generations. WFM currently interfaces with CCS, but the legacy WAM

CMMS solution does not.

• Faster: Dedicated fleet management software used to track utility vehicles. This software will remain in place and may be interfaced to the new CMMS solution.

3. OBJECTIVE

The City seeks to contract with a software vendor to provide a modern hosted, commercial off-the-shelf CMMS solution for the purpose of replacing the City’s legacy CMMS solutions. The selected CMMS solution will serve as a central repository for asset registries, work management, and preventative maintenance histories across all participating departments including (i.e., Water Operations, Engineering and Planning, Power Supply, Electric Services, and Facilities). The City also seeks to accomplish the following:

• Replace the unsupported Oracle WAM legacy platform.

• Implement standard, utility-wide asset management and maintenance practices.

• Integrate work order management with GIS to leverage spatial asset registries.

• Streamline material and inventory tracking between field operations and the centralized warehouse.

• Provide robust mobile capabilities that support offline work execution for field crews.

• Integrate seamlessly with the City’s financials and inventory modules, CC&B, and utility workforce management middleware.

This RFP is for software only. The City has purposefully decoupled the purchase of the

CMMS solution from the solution implementation (SI) services. This RFP represents Phase 1 of this procurement strategy to evaluate and select the core CMMS solution platform. The City is seeking proposals for software licensing, cloud hosting, service level agreements (SLAs), and technical support only. Discovery, configuration, data migration, testing and other SI services are explicitly out of scope for this solicitation. A subsequent and separate RFP will be released by the

City following the successful selection of the software solution in this Phase 1 scope.

Page | 9

4. VIRTUAL NON-MANDATORY PRE-PROPOSAL CONFERENCE

There will be a Non-Mandatory Pre-Proposal Conference (“Teleconference”) on September

02, 2026 at 11:30 a.m. Pacific Standard Time. Please RSVP for the virtual Teleconference through PlanetBids (see pre-bid meeting RSVP) before the Conference Date. Teleconference Instructions will be provided through PlanetBids.

Questions will be addressed during this Teleconference and any new available information will be provided at that time. Any changes in the requirements of this RFP that result from the Teleconference will be made by addendum to this RFP.

5. QUESTIONS/REQUESTS FOR CLARIFICATIONS

No interpretation or clarification regarding this RFP will be made verbally to any firm. Any inquiries or requests for clarification concerning this procurement must be in writing and submitted through the City’s e-procurement website portal, PlanetBids, via the Q&A tab. Any substantive replies will be issued as a written addendum and posted on PlanetBids. No questions or requests for clarifications will be accepted after 2:00 p.m. on September 8, 2026.

When submitting a request for interpretation via the Q&A tab, Respondents are encouraged to reference the RFP or Attachment page and section pertinent to the question(s).

Respondents shall not rely upon any oral instructions given by the City.

6. PROHIBITED COMMUNICATIONS

No Respondent, or anyone representing a Respondent, is to discuss this RFP with any official or employee of the City, other than the designated Buyer/Procurement Services contact named in this RFP. Neither Respondents, nor anyone representing a Respondent, are to discuss this RFP with any Respondent engaged by the City for assistance in preparing the RFP documents or any cost estimate associated with this procurement. Violation of this prohibition may result in disqualification of the Respondent and termination of agreement, even if the agreement has already been awarded.

7. ADDENDA AND NOTICES

It shall be the Respondent’s responsibility to check the PlanetBids website to obtain any addenda that may be issued and to receive any information/notices for this project.

8. PROPOSAL CONTENT

Respondents are required to follow the format and assemble their proposal as specified below. The content of the proposal must be clear, concise, and complete. The proposal shall be single-sided pages of text in not smaller than 10 pt. font size and submitted in .pdf format (except for Attachment C – Functional Requirements Matrix).

Proposals not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the proposal shall be organized and correlated with the following sections:

Page | 10

I. Cover Letter – Not to exceed two (2) pages and shall include:

a. Respondent’s contact information – provide the name, title, telephone, and email of the contact responsible for communication with the City regarding Respondent’s proposal.

b. Rationale for Appointment: Present the case for Respondent’s appointment and reasons why Respondent’s CMMS solution would best serve the City’s maintenance and asset management needs. Respondent may include in this section any additional material it deems relevant or appropriate. A successful firm will demonstrate past experience in providing a hosted CMMS solution with modern functionalities, ease of use, integration with the City’s business applications, and successful solutions in use at similar water and power utilities.

c. Signature of person(s) authorized to legally bind the entity submitting the proposal.

d. Potential Conflicts: Provide a brief statement as to whether Respondent and/or its team has any potential conflicts that may arise in the performance of the services requested in this RFP.

II. Firm and Product Background - Not to exceed thirty-five (35) pages and shall include:

a. Provide an overview of the firm and a brief description of the organization’s history, capabilities, resources, structure, ownership, size and services, and additional rationale for appointment including noted differentiators and recent implementations with similar California municipal water and/or power utilities. State why your company believes itself to be the best choice for the City.

b. Provide a detailed description of the proposed CMMS software, including licensing models, cloud hosting specifications, and functional modules. Include in this section how your software can help with service requests, work orders, asset management, resources management, total asset costing, parts and inventory management, inspections, condition assessments, asset risk management, and mobile access.

c. Provide a complete list of Certified Third-Party Implementation Partners for the proposed software solution (if applicable).

d. Complete and include ATTACHMENT A – VENDOR PROFILE in this section.

III. Firm References

a. Each Respondent must include in this section a minimum of five (5) client references for municipal potable water and/or electric power utilities within the

United States as detailed below. The Respondent is responsible for fully completing and including an ATTACHMENT B – VENDOR REFERENCES form for each utility reference in this section.

Page | 11

b. At least two (2) of the client references above shall be for electric power utilities within the United States where the proposed software is currently Live in production. Electric utility references similar in services, size, and complexity with

Burbank Water & Power (including power production and electrical substations) are preferred.

c. At least two (2) of the client references above shall be for municipal potable water utilities within the United States where the proposed software is currently

Live in production. Potable water utility references similar in services, size, and complexity with Burbank Water & Power are preferred.

d. Failure of the Respondent to provide the required client reference information and/or included references that are unable to be verified, regardless of reason, may cause the proposal to be deemed non-responsive. Therefore, verify reference dates and contact information, i.e. name, phone number and e-mail address are accurate and current.

IV. Functional and Technical Requirements

a. Each Respondent must complete and submit a completed ATTACHMENT C –

FUNCTIONAL REQUIREMENTS MATRIX. This Microsoft Excel spreadsheet contains a select list of possible CMMS functional requirements. Each Respondent is to answer each requirement using the Vendor Response column with the following drop-down choices:

• Standard: Checking this box means that the associated requirement is a standard, out of the box component of the software/hardware.

• Enhancement: Checking this box means vendor development or advanced configuration but will be incorporated into the supported core software.

• N/A, Custom, or Future: Checking this box means that this requirement can be satisfied but will require further development in future updates and/or customization.

b. Each Respondents must complete all functional requirement questions as they pertain to the Respondent’s proposed CMMS solution. For each question, complete the “Vendor Response” field by choosing a response code that best corresponds to one of the descriptions above.

c. Each Respondent’s completed Functional Requirements Matrix is subject to verification by the City at any time during the procurement process. If such verification determines that a Respondent misrepresented its product functionality, it may be disqualified. Please also note that the Respondent’s completed CMMS

Functional and Technical Requirements Matrix will become an exhibit to the contract with the City’s selected Finalist.

Page | 12

d. Each Respondent must upload the completed electronic Excel file to the City’s Planet Bids as an attachment uploaded in unprotected and editable Microsoft Excel 2018 or later format. Failure to submit this completed spreadsheet per the stated requirements may result in the Respondents’ response being deemed nonresponsive.

V. Proposed Price

a. Each Respondent is to fully complete and include ATTACHMENT D – VENDOR

COST TABLE in this section. Each Respondent shall explicitly state any pricing assumptions.

VI. Professional Services Agreement Acknowledgment Statement

A sample Professional Services Agreement (“PSA”) is set forth as ATTACHMENT E. Respondent must include in its proposal a sample agreement acknowledgment statement indicating either: (i) Respondent will execute the sample agreement as presented; or (ii) Respondent objects to language in the sample agreement. If Respondent objects to any language contained in the sample agreement, then Respondent must identify the contested contract language and shall submit alternate contract language for consideration. Proposals that do not expressly declare such a statement related to their acceptance of the sample agreement, and that do not identify contested contract language and include alternative contract language, shall be deemed non-responsive. The scope, nature, and severity of the alternative contract language submissions (particularly as it relates to the indemnification requirement) may result in a reduced score. The City reserves the right to alter the sample agreement after selection of a firm with notice and consultation with the proposed awardee.

VII. Required Forms

a. Upload a completed ATTACHMENT C – FUNCITONAL REQUIREMENTS

MATIRX as an unprotected and editable Microsoft Excel 2018 or later format.

b. Professional Services Agreement Sample Acknowledgement Statement as described in Professional Services Agreement Acknowledgment Statement.

c. Sample Certificate of Insurance as described in Insurance

d. Acknowledgement of Terms of RFP, provided on page 3.

e. Each Respondent shall provide the appropriate software security documentation for the proposed software solution.

f. Sign and return Attachment H – Non-Collusion Declaration

Page | 13

VIII. Insurance

Respondent shall provide a sample certificate of insurance which accurately represents and verifies that the required insurance coverage listed in the sample agreement will be met, including copies of all required endorsements, reflecting the minimum amounts and conditions specified by the City. The requirements are listed in Exhibit C of Attachment E – Sample Professional Services Agreement.

9. PROPOSAL EVALUATION CRITERIA AND REVIEW PROCESS

The City will evaluate proposals based on the software ability to meet the complex needs of a joint municipal water and power utility, with emphasis on live performance during scripted demonstrations and follow-up client reference checks. Respondents’ proposals will be evaluated/scored using the following Selection Criteria and based on the information contained in a complete proposal:

SC-1 Written Proposal and Functional and Technical Alignment: The degree to which the Respondent’s proposed software meets the City’s needs and

Respondent’s responses to the stated functional requirements. (40 points)

SC-2 Vendor Experience and References: Respondent’s CMMS vendor references at similar power utilities and/or municipal water utilities. (40 points)

SC-3 Proposed Price: All costs and fees for a five-year period have been identified and listed. Once proposed total fee has been evaluated for completeness and technical soundness, proposed prices will be rank ordered and allocated points accordingly. (20 points)

Vendors shortlisted from the written evaluation may be invited to conduct scripted demonstrations. The City will provide detailed, day-in-the-life scenarios specific to water and electric operations. Vendors must execute these scenarios live within the software. Slide decks, conceptual overviews, or conceptual architecture discussions will not be accepted or scored during the demonstration phase.

The City may contact recent clients and references for information and verification of experience, past performance, mobile functionality, and technical support responsiveness.

Respondent expressly consents, releases from all liability, and holds the City harmless in all respects, with respect to the City making such contacts. The City may obtain background information from other sources, such as Dunn and Bradstreet.

10. REQUIRED DOCUMENTS

All proposals must include complete information as required in Proposal Contents, Sections 1 - 9 to be considered for evaluation.

Failure to submit information in accordance with this RFP’s requirements shall be cause for rejection of the proposal.

Page | 14

11. OPENING OF PROPOSALS; CONFIDENTIALITY

The proposals will be opened in confidence by the responsible Buyer, who will review the proposals for responsiveness and to segregate pricing information from firm qualifications and proposed technical approach. The pricing information will remain confidential to the responsible Buyer until after the evaluation of proposals by the Evaluation Committee. The City will endeavor to keep the proposal documents confidential within the City until such time a PSA is awarded.

12. COMPLIANCE WITH LAWS AND REGULATIONS

The selected Respondent(s) are required to comply with all relevant local, state, and federal laws, codes, ordinances, and orders. If the selected Respondent outsources any work or job to a subcontractor it will be the Respondent’s responsibility to ensure that all subcontractors meet the requirements set forth in this RFP and the resultant PSA.

13. TITLE VI SOLICITATION NOTICE

The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§2000d to 2000d-4) and the Regulations, hereby notifies all firms that it will affirmatively ensure that for any contract entered into pursuant to this RFP, disadvantaged business enterprises will be afforded full and fair opportunity to submit responses to this RFP and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

14. CONTRACT AWARD/PERFORMANCE TERM

It is anticipated that the City shall award a Professional Services Agreement and related

Purchase Order to one Respondent for an initial term of one year with options available for term extension, exercisable at the sole discretion of the City. The award, if made by the City, will be to the Respondent offering the proposal deemed to be the best value to the City, with price and other factors listed in the Selection Criteria considered.

15. PUBLIC RECORD

a. All records, documents, drawings, plans, specifications, and other materials submitted by Respondents in its proposal and during the course of any work awarded shall become the exclusive property of the City and may be deemed public records and subject to the provisions of the California Public Records Act (Government Code, sections 6250 et seq.). The City’s use and disclosure of its records are governed by this law.

b. The City will accept information clearly labeled “TRADE SECRET”, “CONFIDENTIAL,” or “PROPRIETARY” as determined by the submitting party in accordance with the California Public Records Act. The City will endeavor to inform the submitter of any request for the disclosure of such information. Under no circumstances, however, will the City be responsible or liable to the submitter or any other party for the public disclosure of any such labeled information.

Respondents that indiscriminately identify all or most of their proposal as exempt from disclosure without justification shall, at the City’s discretion, be deemed non-responsive.

Page | 15

c. The City will not advise as to the nature or content of documents entitled to protection from disclosure under the California Public Records Act, including interpretations of the Act or the definitions of “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”.

d. If litigation is brought under the Public Records Act concerning documents submitted in response to this RFP, the Respondent(s) who submitted such documents shall indemnify, defend and hold harmless the City in such litigation.

16. OTHER SOLICITATION TERMS

a. The City reserves the right to negotiate and may request clarifications on all associated items as part of its evaluation prior to contract award.

b. The City reserves the right to evaluate the qualifications of any Respondent, based on experience and past performance, technical ability, suitable and appropriate credentials, and the overall capability of the company to perform the required scope as it deems in its best interest.

c. The City reserves the right to cancel this RFP process, or to reject any and all proposals, for any reason at its sole discretion, at any time prior to contract award, and/or to waive any informalities or technical defects as the interests of the City may require.

d. Respondents shall bear their own proposal preparation and, if required, interview-related costs.

e. Proposals shall be valid for acceptance by the City for 120 days from the proposal due date.

f. This solicitation is not a commitment to contract, nor a promise or an authorization to purchase required resources, nor does it require commencement of any order or project.

g. Each Respondent shall include in the proposed price any patent fees, royalties, licenses and charges on any patented article or process to be furnished or used in the prosecution of the Work.

h. Proposed prices shall include all federal, state, local and other taxes.

i. Approve or disapprove the use of any subcontractors.

Page | 16

17. PROPOSAL SUBMISSION

Proposals shall be submitted electronically to the City by uploading to the PlanetBids website (https://pbsystem.planetbids.com/portal/14210/portal-home) by 2:00 p.m. PST on September 25, 2026. Late, emailed, faxed, or hand delivered submissions will not be accepted.

Proposals shall be addressed to:

City of Burbank, Procurement Services Division Attention: Michael DeGrey Ref: RFP NO. 2026-BWP-006 - CMMS SOLUTION REPLACEMENT 301 E. Olive Avenue Burbank, CA 91502

Select “Place e-Bid” to enter bid information. All information is visible only to the

Respondent. Data may be “saved” (preliminary) or “submitted” (final), revised and withdrawn up to the closing deadline. Respondent will receive a confirmation after final “submitting” of an e-bid.

Proposals must be successfully and completely uploaded and e-bid confirmation received by submitting party prior to deadline. Therefore, plan response time accordingly. Respondents are cautioned to completely check their proposal for accuracy prior to submission. The City strongly recommends that each Respondent research the “Place E-bid” tab prior to submission in order to understand how the components of the response (i.e., proposal) are to be uploaded in the General Attachments and Response File tabs.

Please contact PlanetBids directly at 818-992-1771 for technical assistance with your submission, as the City does not have access to the Vendor Portal.

RFP Attachments (all are incorporated by reference herein):

ATTACHMENT A – VENDOR PROFILE

ATTACHMENT B – VENDOR REFERENCES

ATTACHMENT C – FUNCTIONAL REQUIREMENTS MATRIX

ATTACHMENT D – VENDOR COST TABLE

ATTACHMENT E – SAMPLE PROFESSIONAL SERVICES AGREEMENT

https://pbsystem.planetbids.com/portal/14210/portal-home