San Bernardino County IWMS Request for Proposal.pdf

San Bernardino County Purchasing Department

Request for Proposal

IWMS

No. RESD127-RES-6531

Request for Proposal No. RESD127-RES-6531 Integrated Workplace Management System

(IWMS)

Real Estate Services Department

Project and Facilities Management Department

385 North Arrowhead Avenue San Bernardino, California 92415

September 16, 2026

Request for Proposal

IWMS

TABLE OF CONTENTS

I. INTRODUCTION

A. PURPOSE

B. RFP CONTACT

C. RESERVED

D. CONTRACT TERM

E. LOCATION OF SERVICES

F. ASSISTANCE TO PROPOSERS WITH A DISABILITY

II. PROPOSAL TIMELINE

PROPOSAL CONFERENCE:

QUESTIONS

III. DEFINITIONS

IV. PROPOSAL CONDITIONS

A. AUTHORIZED SIGNATURES

B. TERM OF OFFER

C. REQUIRED REVIEW

D. INCURRED COSTS

E. AMENDMENTS/ADDENDUMS TO RFP

F. BEST VALUE EVALUATION

G. RIGHT OF REJECTION

H. LOCAL PREFERENCE

I. CLARIFICATION OF OFFERS

J. PUBLIC RECORDS ACT

K. EMPLOYMENT OF FORMER COUNTY OFFICIALS

L. IRAN CONTRACTING ACT OF 2010

M. DISCLOSURE OF CRIMINAL AND CIVIL PROCEEDINGS

N. DEBARMENT AND SUSPENSION; CALIFORNIA SECRETARY OF STATE BUSINESS ENTITY

REGISTRATION

O. UNSATISFACTORY PERFORMANCE

P. FINAL AUTHORITY

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

B. PROJECT DESCRIPTION

VI. PROPOSAL SUBMISSION

A. GENERAL

B. PROPOSAL FORMAT

VII. EVALUATION

A. QUALIFICATIONS AND EXPERIENCE (15 POINTS)

B. FINANCIAL REVIEW (10 POINTS)

C. TECHNICAL REVIEW (35 POINTS)

D. COST (15 POINTS)

E. REFERENCES (10 POINTS)

F. DEMONSTRATION (15 POINTS)

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

A. CONTRACT NEGOTIATION

Request for Proposal

IWMS

B. FAILURE TO NEGOTIATE

C. NOTICE OF INTENT TO AWARD (NOIA) – PROPOSER NOTIFICATION OF SELECTION

D. REVIEW OF FINANCIAL PERFORMANCE

E. AWARD

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

A. GENERAL

B. INDEMNIFICATION AND INSURANCE REQUIREMENTS

C. RIGHT TO MONITOR AND AUDIT

D. CORRECTION OF PERFORMANCE DEFICIENCIES

ATTACHMENT A – COVER PAGE

ATTACHMENT B – STATEMENT OF CERTIFICATION

ATTACHMENT C – LICENSES, PERMITS, AND/OR CERTIFICATIONS

ATTACHMENT D – CERTIFICATION REGARDING DEBARMENT OR SUSPENSION;

CALIFORNIA SECRETARY OF STATE BUSINESS ENTITY REGISTRATION

ATTACHMENT E – COST

ATTACHMENT F – REFERENCES

ATTACHMENT G – EMPLOYMENT OF FORMER COUNTY OFFICIALS

ATTACHMENT H – EXCEPTIONS TO RFP

ATTACHMENT I – PUBLIC RECORDS ACT EXEMPTIONS

ATTACHMENT J - INDEMNIFICATION AND INSURANCE REQUIREMENTS AFFIDAVIT

LOCAL VENDOR PREFERENCE SELF-CERTIFICATION

Request for Proposal

IWMS

I. INTRODUCTION

A. Purpose The San Bernardino County Real Estate Services and Project and Facilities Management Departments (County) are seeking Proposals from interested and qualified Proposers to provide a replacement for the County’s current Archibus Integrated Workplace Management System (IWMS).

B. RFP Contact All correspondence, including Proposals and RFP process questions (not bid questions), must be submitted to the person identified below:

San Bernardino County Department of Real Estate Services Attn: Austin Totaro 385 N. Arrowhead Avenue, Third Floor San Bernardino, CA 92415-0180 (909)-387-5000 austin.totaro@res.sbcounty.gov

Fax number and e-mail address may only be used to submit RFP process questions (not bid questions).

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. RESERVED

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The initial Contract term is anticipated to be two (2) years. The County may, at its sole discretion and subject to satisfactory performance, exercise up to three (3) one-year option periods.

E. Location of Services It is expected that most of the work required by this RFP will be completed remotely by Proposers. The exceptions to this are training and hyper-care support. Proposers are expected to be onsite at San Bernardino County offices located in the city of San Bernardino, California for these project phases.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs to cover travel to this location during the named project phases.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

Request for Proposal

IWMS

II. PROPOSAL TIMELINE

Release of RFP October 12, 2026 Proposal Conference October 19, 2026 – 9:00 am Pacific Time Deadline for Submission of Questions October 23, 2026 – 5:00 pm Pacific Time Deadline for Proposals November 18, 2026 – 5:00 pm Pacific Time Tentative Date for Release of Shortlist and Demo Schedule December 11, 2026 Tentative Date for Presentation/Demonstration January 11, 2027 – January 15, 2027 Tentative Date for Contract Award February 5, 2027

Proposal Conference:

An optional Proposal Conference will be held virtually via MS Teams:

October 19, 2026 9:00 am Microsoft Teams meeting Join: https://teams.microsoft.com/meet/238167030827681?p=VMil4Hjr1d18nIYUG8 Meeting ID: 238 167 030 827 681 Passcode: BY6By9zN

Questions Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Asset:

Any physical equipment, system, or component tracked and managed within the Integrated Workplace Management System (IWMS) for maintenance, lifecycle, operational, or financial purposes.

Board:

The San Bernardino County Board of Supervisors.

Configurable:

Functionality that can be enabled or adjusted through system settings, parameters, or administrative tools without requiring modification of application source code.

Contract:

The agreement between the County and the successful Proposer resulting from the award issued pursuant to this RFP.

Contractor:

Any individual, company, firm, corporation, partnership, or other organization to whom a contract award is made by the County.

Data Migration:

The process of extracting, transforming, validating, and loading data from the County’s existing systems into the proposed IWMS solution.

Deliverables:

Request for Proposal

IWMS

All tangible outputs and work products required under the Contract, including but not limited to system configurations, integrations, documentation, data sets, reports, and training materials.

Facilitator:

A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Go-Live:

The point at which the IWMS solution is deployed for production use and made available for operational use by the County.

Hosted Solution:

A vendor-managed application deployment hosted on dedicated or shared infrastructure, where the application is operated by the Contractor but may allow greater configuration control than a Software-as-a- Service (SaaS) model.

Hyper-care:

A defined post-go-live support period during which the Contractor provides enhanced support services to stabilize system performance, resolve issues, and assist users following system deployment.

Implementation:

The end-to-end process of configuring, deploying, integrating, testing, and operationalizing the IWMS solution, including data migration, validation, and user enablement.

Integration:

The exchange of data between the IWMS and other enterprise systems through automated interfaces, application programming interfaces (APIs), batch processes, or other mechanisms.

IWMS (Integrated Workplace Management System):

An enterprise software platform that centralizes and integrates real estate, facilities, space, asset, and maintenance management functions into a single system to support the planning, management, and optimization of an organization’s physical workplace and infrastructure.

Native:

Functionality that is provided out-of-the-box within the proposed solution without requiring configuration beyond standard system settings or any custom development.

On-Premises Solution:

A deployment model in which the IWMS application and supporting infrastructure are installed, hosted, and managed within County-controlled environments.

Proposal:

The offer submitted by a Proposer in response to this RFP to provide the requested goods and/or services under the terms specified.

Proposer:

Any individual, company, firm, corporation, partnership, or other organization submitting a Proposal in response to this RFP.

Purchasing Agent:

The Director of the County Purchasing Department.

Request for Proposal

IWMS

Requirements Matrix Spreadsheet:

The structured set of functional, technical, and operational requirements provided by the County that must be completed by Proposers to indicate the level of support offered by the proposed solution.

Request for Proposal (RFP):

The request issued by the County soliciting Proposals from interested and qualified Proposers. The RFP specifies the requirements, evaluation criteria, and contractual terms applicable to the procurement.

Services:

The work to be performed by the Contractor as described in this RFP and the resulting Contract, including implementation, configuration, integration, support, and related activities.

Software-as-a-Service (SaaS):

A cloud-based software delivery model in which the application is hosted by the provider and accessed by users via a web browser or client interface, without the County managing the underlying infrastructure, including servers, operating systems, or storage.

Space Data:

Information describing buildings, floors, rooms, and occupancy, including associated drawings, attributes, and spatial relationships maintained within the IWMS.

Subcontractor:

An individual, company, firm, corporation, partnership, or other organization, not in the employment of or owned by the Contractor, who performs services on behalf of the Contractor under the Contract.

System of Record:

The authoritative source for a specific dataset or business process within the County’s enterprise systems.

Total Cost of Ownership (TCO):

The total lifecycle cost of the proposed solution, including implementation, licensing, maintenance, support, hosting, and ongoing operational costs.

Work Order:

A formal, actionable record created within the IWMS to plan, assign, track, and complete maintenance or service activities.

Work Request:

A request submitted by a user for maintenance, service, or other operational support, which may result in the creation of a Work Order.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the RFP.

B. Term of Offer Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section

Request for Proposal

IWMS

II. This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact prior to the deadline for submission of questions identified in Section II.

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal, including travel costs required for live onsite Product Demonstrations, if invited, are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal by the Proposer will only be allowed if a request is received from the Proposer prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counteroffer and the Proposal may be rejected.

If a Proposal contains a minor irregularity, defect or variation, but the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

Request for Proposal

IWMS

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies.

In this RFP, five percent (5%) of the awardable points for Cost will be added to a local vendor’s score. If, after applying this bonus, the local vendor’s overall score is equal to or higher than that of an otherwise successful nonlocal vendor, the local vendor will be recommended for award.

Due to the evaluation of qualitative elements along with cost in this RFP’s best value evaluation, application of local preference may not result in award to a local vendor with the lowest cost.

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County.

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County.

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation.

5. Vendor is not delinquent in any taxes or other payments to the County.

6. Vendor possesses a valid and verifiable business license (if required).

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation.

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months.

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud.

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided.

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Local Vendor Preference Self- Certification Form).

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

Request for Proposal

IWMS

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal

IWMS

M. Disclosure of Criminal and Civil Proceedings

The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of its partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority

The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

https://www.sam.gov/

Request for Proposal

IWMS

V. SCOPE OF WORK

A. Background Information

San Bernardino County, located in Southern California within the Inland Empire, is the largest county by land area in the contiguous United States, encompassing more than 20,000 square miles. Established in 1853, the County has evolved into a diverse and economically significant region. Its geography spans urbanized valleys, the San Bernardino Mountains, and large portions of the Mojave Desert, extending east to the Nevada border and the Colorado River. Today, the County serves a population of over two million residents and supports a complex portfolio of public assets, infrastructure, and services distributed across a wide geographic area.

To manage this portfolio, the County’s Real Estate Services Department (RESD) oversees real property functions including lease administration, acquisitions and dispositions, contract negotiation, and strategic property planning. The Project and Facilities Management Department (PFMD) is responsible for ongoing operations and facilities maintenance, supporting safe and functional environments for County staff and the public. Together, these departments manage an extensive and geographically dispersed inventory of facilities, assets, and real estate holdings.

Current System These operations are currently supported by a long-standing implementation of the Archibus Integrated Workplace Management System (IWMS), upgraded to version 2023.03. The system serves as the County’s centralized platform for managing real estate, space, maintenance, facility asset and utilities data. The current Archibus environment includes a range of modules with differing levels of utilization:

Actively Used Limited Use Unused These modules contain significant data and have active user populations

These applications are used by very small user populations or contain limited supporting data

These modules are not in active use

• Lease Administration

• Cost Administration

• Space Inventory &

Performance

• Personnel & Occupancy

• Corrective Maintenance

• Preventive Maintenance

• Service Desk

• Energy Management

• Space Chargeback

• Enterprise Asset

Management

• Portfolio Management

• Cost Chargeback & Invoicing

• Capital Budgeting

• Project Management

• Advanced Portfolio Forecasting

• Enterprise Move Management

• Condition Assessment

• Compliance Management

The system is integrated with several external platforms. Existing interfaces include:

• PeopleSoft for employee and user data (currently inactive)

• SAP for organizational structure, cost centers, and financial coding, with some data exchanges reliant on manual spreadsheet processes

• A County-developed utility payments system (UPS) for tracking meter-level utility usage; and

• A custom interface (FM Billing) to transfer Facilities Management cost data to SAP.

Approximately 700 users have logged in in the past year. This included approximately 200 active users performing regular system operational and administrative functions. The remaining 500 users interacted

Request for Proposal

IWMS

with the system occasionally to submit or track work requests or check individual reports. The County maintains licensing for 100 concurrent users, which has been sufficient for current demand.

From a portfolio perspective, the system manages data for approximately 1,500 buildings (~1300 owned, 200 leased) and 4,500 floors, representing roughly 12 million square feet of managed space, with associated floor plans available for about 700 of these floors.

Facilities and asset management functions track approximately 12,500 pieces of equipment, with about 4,000 assets receiving maintenance activity within the past year. During that same period, the system supported approximately 30,000 completed work requests, divided evenly between preventive and corrective maintenance tasks.

In addition, the system supports the administration of approximately 1,250 active leases, further contributing to the County’s need for reliable, accurate, and accessible real estate data.

B. Project Description

1. Project Goal and Objectives San Bernardino County seeks to modernize and replace its existing Archibus IWMS with a comprehensive, enterprise-ready solution that supports the full lifecycle management of real estate, facilities, assets, and related operational processes.

The desired outcome is a unified platform that enhances data accuracy, delivers responsive and reliable system performance, provides strong usability and reporting capabilities, and allows stable, contemporary integration options with other enterprise systems, while enabling effective management of the County’s real estate portfolio, facilities operations, and capital assets.

The County prefers a hosted or Software-as-a-Service (SaaS) solution that minimizes infrastructure overhead and supports scalability and maintainability; however, on-premises solutions will also be considered if they meet the County’s functional and technical objectives.

Key objectives include:

a. Replace the current IWMS with a modern, scalable solution that embodies the following characteristics:

i. Delivers strong system performance, responsiveness, and ease of navigation for all user types.

ii. Enables robust reporting, analytics, and dashboard capabilities with drill-down functionality.

iii. Provides an intuitive, accessible browser-based and mobile app user experiences to support both occasional and power users.

b. Support the following business workflows (Key Workflows in Bold):

i. Space Management

1. Space Management Fundamentals – Support the maintenance of building, floor, and room data; integration of CAD (AutoCAD, Revit) floorplans; tracking of area, Cost Center occupancy (including splitting rooms among multiple Cost Centers), room classifications, and reporting and analysis across facility, geographic, and business hierarchies.

Request for Proposal

IWMS

2. Space Occupancy Reporting – Support periodic validation of space and occupancy data, including review and confirmation by business units, departments, or designated stakeholders.

3. Custodial Space Walkthrough – Support field verification of space information, occupancy assignments, and floorplan accuracy to maintain current facility records and support operational planning.

4. Building Onboarding – Provide a workflow supporting addition of new buildings added by diverse groups, with notification often occurring post-occupancy. Support gathering of required documents, drawings and data.

ii. Facilities Management

1. Corrective Maintenance – Support the submission, prioritization, assignment, execution, tracking, and closure of maintenance work orders, including configurable escalation and approval workflows. Provide mobile application access to craftspeople to work and complete assigned work, and logging of new work if needed. Allow all County employees to submit work requests as a named requestor.

2. Preventive Maintenance – Support the scheduling, generation, execution, and tracking of recurring maintenance activities for facilities, infrastructure, and equipment, including mobile access to procedures, documents, and checklists.

3. Work Request Billing – Support the capture, allocation, approval, and reporting of labor, parts, material, vendor, and other costs associated with maintenance and service requests, and the transfer of these costs to the SAP financials system. The proposed system should supply reports to departments that allow them to see the details of facilities management work orders and associated costs allocated to them in the SAP financials system. The system should also be able to generate detailed invoices to be sent to some departments that would be paid to and processed through the SAP Financials system.

4. Parts Inventory and Management – Support inventory tracking, stock management, usage recording, replenishment processes, and reporting for maintenance parts and materials, often stored in warehouses or on technician’s trucks.

5. SAP to IWMS Data Sync – Support synchronization and maintenance of financial, organizational, and reference data between enterprise business systems and the IWMS platform to allow categorization of work requests.

6. Quarterly Performance Reporting – Support the collection, analysis, visualization, and reporting of operational performance metrics, key performance indicators (KPIs), and service delivery outcomes.

7. Elevator Maintenance and Compliance – Support inspection scheduling, maintenance tracking, compliance management, issue resolution, contractor coordination, and historical record retention for regulated assets.

8. Air Quality Management District (AQMD) Compliance – Support collection, management, tracking, and reporting of operational and environmental data required for regulatory compliance.

9. Custodial Timekeeping Reconciliation – Support tracking, validation, reconciliation, and reporting of labor activities, task completion, staffing levels, and work effort associated with facility services.

Request for Proposal

IWMS

iii. Asset Management

1. Asset Inventory – Support the creation, maintenance, validation, and lifecycle management of asset records, including equipment attributes, locations, documentation, and status changes. Support lifecycle planning and capital decision-making by storing key asset install/replacement dates and cost data.

2. IT Device Inventory – Support tracking and lifecycle management of technology assets (laptops, tablets), including assignment, inventory management, status updates, transfers, and disposition activities.

iv. Real Property Management

1. Lease and Acquisitions Lifecycle Management – Plan for, track, and manage incoming real estate lease and acquisitions transactions and capital projects from initial request through approval and completion. Track tasks like Board Approval and Escrow and store associated documents. Manage approval processes for individual tasks, including notification and reminders. Capture documents and terms associated with these processes.

2. Lease Management – Support administration of lease portfolios, including lease creation, creation and capture of lease abstracts, amendments, entry and editing of lease terms, critical date tracking, notifications, approvals, financial management, reporting, payment tracking, and reconciliations.

v. Utilities Reporting

1. COWCAP Reporting – Support compilation of the County-wide COWCAP

(Countywide Cost Allocation Plan) cost allocation reports of utility usage and cost data, currently compiled from multiple systems and spreadsheets.

2. Utility Invoice Processing – Support utility invoice management, including invoice entry, validation, cost allocation, approval workflows, conversion between energy units, and integration with the SAP Financial System, and reporting, including the ability to allocate utility usage to cost center based on cost center space usage.

3. Regulatory Compliance Reporting (EPA Portfolio Manager) – Support collection, management, validation, and submission of facility utility and sustainability data required for EPA regulatory and benchmarking programs.

vi. Other

1. Incident Reporting – Support reporting, investigation, tracking, resolution, and documentation of incidents, including relationships to assets, work activities, projects, claims, or other business records.

2. User Management – Support administration of system users, access requests, role assignments, permissions, and ongoing security management.

c. Establish reliable, automated links with required enterprise systems, including support for the following integrations:

i. Oracle Fusion HR System to IWMS

1. Employee Data

2. User Data (All County employees need to be able to log work requests)

ii. SAP Financial System to IWMS

1. Organizational Structure (Departments, Cost Centers)

2. Financial Coding (WBSE and Internal Project codes) to classify work requests.

Request for Proposal

IWMS

iii. IWMS to SAP Financial System

1. Transfer facilities labor, parts, material, vendor, and other cost data.

2. Generate utility payments from SAP based on bills entered in IWMS.

iv. IWMS to Environmental Protection Agency (EPA)

1. Support submission of utility usage data to the EPA (currently supported through generation of spreadsheets submitted to the EPA).

v. IWMS to Air Quality Management District (AQMD)

1. Support collection, management, tracking, and reporting of operational and environmental data required for regulatory compliance.

d. Convert existing historical data from the existing system into the new solution, including conversion of:

i. Space Data – Regions, Sites, Building, Floors, Rooms, Floorplans; association with Cost Centers and room attributes, and with building, floor and room areas. This includes conversion of existing historical space data and space chargeback data.

ii. Facilities Management Asset Data – Equipment information, including unique identifiers, attributes, cost data and space assignments.

iii. IT Asset Data – Unique asset identifiers and assignments for laptops, tablets.

iv. Facilities Maintenance Data – Open and Closed Corrective and Preventive Work

Requests. Preventive Maintenance Procedures, Schedules and documents.

Craftspeople and work teams. Business rules governing automated assignment for work requests by problem type and location to work teams. Work Request Notifications and Surveys. Parts definitions, costs and current inventories by location.

v. Lease Data – Existing lease data, including associated documents and communication logs. Includes rent schedules, options, contacts and other supporting data.

vi. Lease and Acquisition Lifecycle Data – Details of the tasks, documents and approvals for active and historical lease and acquisition projects.

vii. Utility Data – Utility bill data including amounts, units and cost of usage. Bill and line level detail, dates of service, vendor customer and service account numbers, associations with meters and buildings.

viii. Employee Data – Name and email information for all County employees

ix. User Data – User account data for all County employees, each of whom should be able to log a work request. For users with higher-level account access, conversion to a role with similar capabilities.

e. Configure and implement Artificial Intelligence (AI) capabilities within the solution, including:

i. AI Query and Reporting – AI-assisted natural language query, reporting, and summarization of space, asset, maintenance, utility, lease, project, and capital planning data.

ii. Conversational Assistant – Chatbot or conversational interface enabling authorized users to interact with IWMS data, documents, reports, and workflows using natural language.

iii. Lease and Document Intelligence – AI-assisted lease abstracts, summaries, clause identification, obligation tracking, key date extraction, and document analysis.

Request for Proposal

IWMS

iv. Proactive Recommendations and Agents – AI-generated recommendations, alerts, summaries, workflow assistance, and configurable agents supporting space planning, maintenance, lease administration, capital planning, and data quality activities.

v. Mobile AI Capabilities – Voice-to-text entry, AI-assisted work order documentation, and photo/OCR-assisted identification and processing.

vi. AI Governance and Security – Administrative controls to enable, disable, configure, monitor, and govern AI capabilities by role, function, business process, and data domain.

vii. Human Review and Auditability – Human review and approval of AI-generated recommendations prior to data modification, with full auditability of user actions and changes.

viii. Data Protection – Protection of County data from use in training external AI models without explicit County authorization and compliance with County security, privacy, and data governance requirements.

Detailed functional and technical requirements are provided in a separate Requirements Matrix Spreadsheet that identifies functional, technical, operational, integration, reporting, security, hosting, mobile, and artificial intelligence requirements for the proposed solution. The Requirements Matrix Spreadsheet is organized into major functional areas including Space Management, Real Estate Lease Management, Real Estate Portfolio Management, Project and Capital Planning, Asset Management, Facilities Management, Inventory Management, Utilities Management, Reporting, Mobile Support, System Integrations, Security, SaaS Hosting, and related technical capabilities.

Proposers must complete this spreadsheet as part of their Proposal and identify the level of support provided for each requirement. Responses will be used as a primary input in evaluation of the proposed solution.

2. Project Deliverables and Qualifications

a. Project Plan and Schedule

Proposers shall provide a recommended project plan and schedule as part of their response, including key phases, milestones, and dependencies. This RFP process will award a contract for the first two (2) years of project work, with options to extend the project over three (3) additional years if progress is satisfactory. Project plans should be structured accordingly. The project plan is expected to include the following phases:

i. Initial Implementation

ii. Planning and Design

iii. Application Setup and Configuration

iv. Build of Required Customizations

v. Setup of Integrations

vi. Build of Data Migrations

vii. System and User Testing

viii. Launch / Go-Live Activities

ix. Post-Support Hyper-care

x. Training

xi. Ongoing Support and Enhancements, including

Request for Proposal

IWMS

1. Basic Break-Fix and User Support

2. Build of Identified Enhancements

3. Ongoing Training

Proposers may use their own terminology and phase naming conventions, provided their proposed methodology clearly addresses all phases described.

b. Deliverables The selected proposer will be expected to deliver a complete, operational IWMS environment and supporting artifacts, including at a minimum:

i. A configured and deployed IWMS solution aligned with County requirements

ii. A hosted/SaaS deployment (preferred) or on-premises deployment (if proposed), including all necessary infrastructure and configuration

iii. Reporting and analytics capabilities, including dashboards with drill-down functionality

iv. System documentation, including requirements and design documents, test plans and fix details, and configuration, customization, integration and data conversion specifications

v. Completion of user training and training materials to support user adoption

vi. Go-Live plans and communications

vii. Ongoing support plans

c. Desired Qualifications and Experience The County seeks proposers with demonstrated experience delivering IWMS enterprise solutions for large, complex organizations with distributed portfolios. Desired qualifications include:

i. Experience implementing enterprise IWMS platforms, including SaaS and hosted environments

ii. Experience implementing and supporting IWMS platforms for organizations similar to the county in terms of function (public sector, especially county government), system complexity (square footage, assets, work orders, leases managed) and user population

iii. Expertise in space management, real estate portfolio management and leasing, facilities management, and asset lifecycle processes

iv. Proven capability integrating IWMS solutions with ERP, HR, and financial systems

v. Experience performing large-scale data migration, validation, and remediation

vi. Experience validating and reconciling space and occupancy data, including floor plan updates

vii. Experience supporting asset data enrichment initiatives, including Facilities Condition Assessments or similar programs

Request for Proposal

IWMS

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. RESERVED

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format

Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ x 11 sheet of paper with margins of at least ¾ inches. Font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page. This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Complete and include Attachment B.

5. Statement of Experience and Qualifications Include the following in this section of the Proposal:

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal

IWMS

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Complete and include Attachment C. Only include those licenses, permits, and/or certifications the proposer believes are relevant to the work to be performed in this RFP

7. Financials Proposers shall demonstrate that they have sufficient financial capacity to successfully perform the services described in this RFP. At a minimum, proposers shall provide:

a. A brief description of the firm’s financial stability and operational history

b. One of the following, at the proposer’s discretion:

i. A recent financial summary (such as revenue range or annual report), or

ii. A statement certifying the firm’s financial standing, signed by an authorized officer

Propos…