October 9, 2026

Subject: Request for Proposal (RFP) to Provide Consulting Services for the Enterprise Asset Management (EAM) Readiness Assessment and Implementation Roadmap Project (UD-26-363)

The Long Beach Public Utilities Department (LBPUD) intends to engage the services of a professional consulting firm (Consultant) to provide Enterprise Asset Management (EAM) Readiness Assessment and Implementation Roadmap (Project).

The purpose of this Project is to assess LBPUD’s organizational, operational, technological, and data readiness for the planning and implementation of an EAM program. Through an independent and comprehensive evaluation of existing systems, business processes, asset management practices, and applicable industry standards, the Project will establish a clear and defensible roadmap to guide future EAM procurement, implementation, governance, and user adoption. The resulting recommendations are intended to support informed decision-making, improve lifecycle asset management, promote operational consistency, and position the Department for a scalable, sustainable, and effective EAM implementation.

The RFP timeline is below:

DEADLINES DATE TIME (PST)

RSVP Due (Mandatory) Tuesday, October 20, 2026 3:00 PM

Pre-Proposal Meeting (Mandatory) Thursday, October 22, 2026 11:00 AM

Question Submittal Monday, October 26, 2026 11:00 AM

Answers to be posted on Long Beach Buys under Bid invitation

Thursday, October 29, 2026 3:00 PM

Proposals Due Thursday, November 12, 2026 11:00 AM

A mandatory online pre-proposal meeting will be held with the LBPUD and Consultants on Thursday, October 22, 2026, at 11:00 am PST via MS Teams. The purpose of this meeting will be to discuss the scope of work to be performed under the request for proposal.

To request pre-proposal meeting information and RSVP for the pre-proposal meeting, send an e-mail to My Vu at My.Vu@lbwater.org and include in the subject line "RSVP:

EAM Readiness Assessment and Implementation Roadmap (UD-26-363)". Please include the names of all personnel that will be attending the meeting. RSVP must be received by Tuesday, October 20, 2026, at 3:00 pm PST to ensure an invitation is sent to you in a timely manner.

If your firm would like to be considered for providing the services, please submit the information requested in this RFP as posted on Long Beach Buys (https://longbeachbuys.buyspeed.com/bso/). Proposals shall be submitted electronically via the City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/. Vendors must be registered with Long Beach Buys to submit a proposal. Please note changes or notices to this RFP will only be posted on Long Beach Buys.

The following exhibits have been included in this RFP:

Exhibit “A”: Scope of Work Exhibit “B”: Letter Proposal Requirements Exhibit “C”: Additional Information Exhibit “D”: Sample Consultant Agreement Exhibit “E”: Sample Fee Schedule Exhibit “F”: General Project Background Information

Proposals must be posted to Long Beach Buys no later than 3:00 pm PST on Thursday, November 12, 2026. The submittal must be clearly marked “Enterprise Asset Management (EAM) Readiness Assessment and Implementation Roadmap: Proposal Submittal (UD-26-363).”

If you have any questions in regard to Long Beach Buys, please visit City of Long Beach Department of Financial Management Purchasing Division for additional information (http://www.longbeach.gov/finance/business-info/purchasing-division/). Technical support for Long Beach Buys is available by phone at (562) 570-6200 during normal business hours (8am – 6pm PT Monday through Friday), and by email at LBPurchasing@longbeach.gov.

All inquiries regarding this RFP must be submitted in writing via email to centralprocurement@lbutilities.org no later than 11:00 am PST on Monday, October 26, 2026. Responses to the questions will be posted on Long Beach Buys by 3:00 pm PST on Thursday, October 29, 2026. All Consultants are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline above.

The LBPUD will not be responsible for or bound by (1) any oral communication or (2) any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the LBPUD representative. The LBPUD reserves the right to amend the RFP to address questions for clarification.

Proposers may modify or amend their proposal only if LBPUD receives the amendment prior to the deadline stated herein for receiving proposals. Alterations, modifications or variations to the proposal may not be considered unless authorized by this RFP or by addendum or amendment.

The LBPUD reserves the right to reject any or all proposals. The LBPUD will select the Consultant, which appears most likely to provide the services under the conditions that would be in the best interest of the LBPUD.

In accordance with the Americans Disabilities Act (ADA), the information contained in this RFP is available in an alternative format by request.

Sincerely, My Vu, P.E.

Mechanical Engineer

Attachments: Exhibits A, B, C, D, E, and F cc: Yan Zhang, Ph.D., P.E., Senior Director of Water Quality and Process, LBPUD Alvin Lam, Director of Information Services, LBPUD Jeff Evans, Business System Specialist VII, LBPUD

REQUEST FOR PROPOSAL (RFP)

CONSULTING SERVICES FOR THE

ENTERPRISE ASSET MANAGEMENT (EAM) READINESS ASSESSMENT AND

IMPLEMENTATION ROADMAP PROJECT (UD-26-363)

EXHIBIT "A"

SCOPE OF WORK

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ENTERPRISE ASSET MANAGEMENT (EAM) READINESS ASSESSMENT AND

IMPLEMENTATION ROADMAP (UD-26-363)

EXHIBIT “A”

SCOPE OF WORK

I. INTRODUCTION

The Long Beach Public Utilities Department (LBPUD) is seeking the services of a Consultant to conduct a comprehensive Enterprise Asset Management (EAM) Readiness Assessment and Implementation Roadmap (PROJECT) as the first phase of a broader Department-wide EAM initiative.

The purpose of this PROJECT is to assess LBPUD’s organizational, operational, technological, and data readiness for the planning and implementation of an EAM program. Through an independent and comprehensive evaluation of existing systems, business processes, asset management practices, and applicable industry standards, the PROJECT will establish a clear and defensible roadmap to guide future EAM procurement, implementation, governance, and user adoption. The resulting recommendations are intended to support informed decision-making, improve lifecycle asset management, promote operational consistency, and position the Department for a scalable, sustainable, and effective EAM implementation.

II. PROJECT SCHEDULE

LBPUD expects this PROJECT to be completed on a prompt basis. The Consultant selected for this PROJECT shall commence work within 15 calendar days after receipt of the Notice to Proceed (NTP) issued by LBPUD and shall have 12 months to complete the Project following the date work commences.

III. PROJECT DESCRIPTION AND OVERVIEW

LBPUD operates complex water, sewer and natural gas utility systems and relies upon multiple organizational divisions, business processes, information systems, technology platforms, data repositories, field applications, and supporting hardware/software to plan, operate, maintain, inspect, rehabilitate, replace, and financially manage its infrastructure and other assets.

The Department’s asset-related information, processes, and responsibilities currently span multiple Bureaus and Divisions, including, but not limited to:

Administration Finance & Accounting Gas Business Services

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Gas Construction Gas Engineering Gas Services Information System (IS), including Geographic Information System (GIS) Government & Public Affairs Security & Emergency Preparedness Sewer Operation Support Services, including Warehouse & Purchasing, Facilities and Fleet Treatment Plant Water Construction Water & Sewer Engineering Utilities Resources Water Services Water Quality

Each division performs distinct functions and may utilize different software applications, databases, spreadsheets, documents, mobile devices, field technologies, GIS applications, financial systems, work management processes, maintenance practices, and other tools to support its responsibilities. Information may also be exchanged between divisions through manual processes, system interfaces, reports, spreadsheets, email, shared files, or other mechanisms.

LBPUD intends to establish an integrated, sustainable, and user-centered EAM framework that supports the effective management of assets throughout their lifecycle and enables consistent, reliable, and accessible asset information for operational, engineering, financial, planning, and management decision-making.

As the first phase of this initiative, LBPUD desires an independent and comprehensive assessment of its current environment before determining future EAM technology, procurement, configuration, implementation, and deployment strategies.

The selected Consultant shall evaluate LBPUD’s existing business processes, organizational capabilities, asset management practices, technology environment, data, integrations, hardware, software applications, governance, staffing, and user needs;

identify gaps and opportunities; establish future-state requirements and guiding principles; assess organizational and technical readiness; and develop a practical, prioritized, and implementable EAM roadmap.

The Phase 1 effort shall be technology- and vendor-neutral unless otherwise authorized by LBPUD. The Consultant shall not presume that a particular software product, platform, architecture, or implementation approach is appropriate before completing the assessment.

The tasks for the PROJECT include, but are not limited to the following:

Assess LBPUD’s current organizational, operational, and asset-management environment across participating divisions, including roles and responsibilities, A-3 asset-related business processes and workflows, approvals and handoffs, field and office practices, reporting needs, manual processes, pain points, and division-specific versus enterprise-wide business requirements. This assessment shall include applicable customer service-related processes, including payment, cashiering, and fee-collection workflows and opportunities for improved automation and online integration.

Assess LBPUD’s existing technology, asset information, data, and integration environment, including software applications, databases, spreadsheets, document and records-management systems, Geographic Information System (GIS), field technologies, hardware, interfaces, and other systems that create, maintain, exchange, or report asset-related information. The assessment shall address data quality, accessibility, ownership, governance, interoperability, cybersecurity, system dependencies, technology limitations, and opportunities to retain, enhance, integrate, consolidate, replace, or further evaluate existing systems.

Evaluate LBPUD’s overall EAM maturity and readiness from organizational, process, technology, data, governance, staffing, cybersecurity, and change-readiness perspectives; identify significant gaps, risks, inefficiencies, redundant activities, information silos, unsupported or aging technologies, and early-action opportunities that may be addressed before future EAM implementation.

Build a practical future-state EAM operating and governance model that defines recommended enterprise and division-level responsibilities, process and system ownership, data stewardship, decision rights, standards, governance, and opportunities for Department-wide consistency while preserving justified requirements of specialized utility functions.

Develop and prioritize vendor-neutral EAM business, functional, technical, integration, data, reporting, mobility, security, and non-functional requirements based on validated business needs, identified gaps, and the recommended future-state operating model, with traceability to enterprise-wide and division-specific requirements.

Establish a practical, phased EAM implementation strategy and roadmap addressing pre-implementation readiness, procurement preparation, future implementation sequencing, data remediation and migration, system integration, organizational change, training, resource requirements, planning-level costs and schedule, major dependencies and risks, and recommended performance and success measures.

Consolidate the assessment findings, recommendations, requirements, and implementation roadmap into a comprehensive EAM Readiness Assessment that provides LBPUD with sufficient information to support subsequent decisions regarding EAM governance, procurement, implementation, integration, data migration, organizational change, resource planning, and next steps.

At the completion of Phase 1, LBPUD should have a documented and Department-wide understanding of:

Where LBPUD is today: its existing processes, systems, data, technology, organizational capabilities, strengths, limitations, risks, and pain points.

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Where LBPUD needs to go: the business capabilities, governance, processes, information standards, technology capabilities, and organizational structure necessary to support effective enterprise asset management.

How LBPUD should get there: a practical, prioritized, phased, and resource-conscious roadmap that establishes the activities and decisions required before, during, and following EAM procurement and implementation

IV. TASK DESCRIPTION

TASK A: NON-OPTIONAL WORK

1. Task 1: Project Management, Communication and Meetings

1.1 Assign a project manager that will be the point of contact and coordinate all communication with LBPUD staff.

1.2 The Consultant shall monitor and control project budget and schedule throughout the duration of the project and administer the contract with LBPUD.

1.3 Facilitate an in-person kick-off meeting with LBPUD staff and sub-consultants to discuss the scope and parameters of the project as well as LBPUD’s experience with the existing asset management environment. Specific goals to be accomplished will be identified and effective strategy to accomplish the project goals will be discussed during this meeting. Consultant shall prepare and distribute the agenda at least 3 working days prior to the meeting, and prepare and distribute meeting minutes within 5 working days of meeting.

1.4 Prepare a work plan to document the established project goals, milestones and deliverables, and include a project execution strategy. Presentation and review of the work plan will be done at the kick-off meeting. This work plan will serve as the basis for subsequent action, in accordance with this Scope of Work.

1.5 Following the kick-off meeting, facilitate bi-weekly virtual progress meetings with LBPUD staff for the duration of the project to review project status, schedule, ongoing activities, outstanding items, risks, and upcoming work. On an as needed basis, selected bi-weekly in-person progress meetings can also be conducted, as warranted by project needs and the stage of work.

1.6 In addition, the Consultant shall conduct major milestones progress meetings at key stages of the project, including approximately:

Milestone 1: Existing Conditions and Discovery Review Milestone 2: Technology, Data, and Integration Review Milestone 3: EAM Readiness, Future-State, and Requirements

Workshop Milestone 4: Implementation Roadmap and Investment Planning

Workshop

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Milestone 5: Final EAM Readiness Assessment and Presentation Workshop

1.7 Milestones 1 and 2 shall each consist of one targeted technical and subject-matter-expert review meeting. These meetings may be conducted virtually or in-person, as approved by LBPUD. Milestones 3, 4, and 5 shall be conducted in person. The proposed meeting format for Milestones 1 and 2 and anticipated participants for each milestone shall be identified in the Consultant’s proposal and shall be subject to LBPUD’s review and approval. All costs associated with the proposed in-person meetings, including travel and related expenses, shall be included in the Consultant’s proposed fee.

1.8 Besides the bi-weekly progress meetings and major milestones progress meetings as indicated above, the Consultant shall participate in additional progress, coordination, technical, stakeholder, or issue-resolution meetings (up to 30 meetings, virtual or in-person) as reasonably necessary to support successful completion of the project or as requested by LBPUD. Such meetings may be convened to address significant findings, resolve outstanding comments or technical issues, coordinate among affected divisions, evaluate changes in project assumptions or requirements, or address matters that may affect the project scope, schedule, quality, or deliverables.

1.9 For each meeting, the Consultant shall prepare appropriate agendas and supporting materials and distribute agendas at least 3 working days prior to the meeting, lead the meetings, document meeting discussions, decisions, action items, responsible parties, and due dates, and prepare and distribute meeting minutes within 5 working days of meeting. The Consultant shall also maintain a comment-resolution and decision log demonstrating how substantive LBPUD comments and direction have been addressed throughout development of the final deliverables.

1.10 Identify participating divisions, business functions, subject matter experts

(SMEs), system owners, data owners, and other key stakeholders.

1.11 Develop a stakeholder engagement plan identifying anticipated interviews, workshops, surveys, demonstrations, field observations, and validation session.

1.12 Submit a project schedule each month or as requested by LBPUD throughout the duration of the project. Project schedule shall be Gantt chart showing all tasks with start and end dates, milestones, and deadlines.

1.13 Submit monthly progress reports with invoices. Monthly progress reports shall include work performed, project concerns and schedule impacts, and work anticipated for the upcoming month.

1.14 Provide quality assurance and quality control (QA/QC) for major deliverables.

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1.15 Consultant shall be responsible for all printing costs, reproduction, and binding of all related documents for the PROJECT unless stated otherwise herein.

1.16 Consultant shall include in its fee schedule the time and costs of meetings with the LBPUD and other fellow agencies (if necessary) required to establish an orderly development of the project.

1.17 Consultant shall not use third-party AI meeting assistants, automated note-taking, recording, or transcription tools, including but not limited to Otter.ai, Read AI, and Zoom AI Companion, without prior City approval and shall comply with all applicable City Technology and Information Department (TID) cybersecurity, records-management, and Public Records Act (PRA) requirements.

1.18 Also, as needed or per LBPUD request, the Consultant shall identify and, as appropriate, facilitate connections with peer utilities or public agencies that have relevant EAM planning, implementation, and operational experience to support benchmarking, site visits, lessons learned, and practical implementation insights.

2. Task 2: Current-State Business Process and Stakeholder Discovery

2.1 Stakeholder and Business Needs Discovery

The Consultant shall engage appropriate representatives from participating bureaus, divisions, and other organizational units identified by LBPUD.

The Consultant may use interviews, questionnaires, facilitated discussions, observations, document review, and other appropriate discovery methods.

Discovery activities shall be coordinated with the LBPUD Project Manager to balance the need for sufficient information with staff availability and operational responsibilities.

The Consultant shall identify and document, as applicable:

Core asset-related business functions.

Assets and asset classes managed.

Process owners and participating organizational functions.

Asset-management roles and responsibilities.

Current business needs and critical requirements.

Interdivisional dependencies and handoffs.

Approval and decision-making responsibilities.

Field and office work practices.

Current systems, applications, information sources, and tools used.

Reporting and performance-information needs.

Significant manual activities, workarounds, and shadow systems.

Operational, regulatory, financial, data, and compliance considerations.

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Significant challenges, constraints, pain points, and inefficiencies.

Desired capabilities and improvement opportunities.

Enterprise-wide versus division-specific business needs.

The Consultant shall distinguish validated business requirements from user preferences and identify conflicting or competing needs requiring LBPUD resolution.

2.2 Current-State Business Process and Workflow Assessment

The Consultant shall document and evaluate asset-related business processes and workflows to establish the current-state baseline and identify opportunities for simplification, standardization, automation, integration, or redesign.

Processes shall include, where applicable:

Asset Lifecycle and Information Management

Asset creation, identification, classification, hierarchy management, commissioning, modification, retirement, and acceptance.

Construction turnover and asset acceptance.

As-built information and record updates, including archival and retrieval through the City of Long Beach’s Laserfiche repository, SharePoint and LBPUD’s internal shared network drives.

GIS and asset-information updates.

Work and Maintenance Management

Service requests and work requests.

Work-order initiation, prioritization, assignment, scheduling, execution, and closeout.

Emergency, corrective, preventive, and predictive maintenance.

Inspection and condition assessment.

Failure reporting and analysis.

Field data collection.

Resources, Materials, and Contractor Management

Labor and equipment tracking.

Materials, inventory, warehouse, and spare-parts management.

Purchasing and procurement interfaces.

Contractor work management.

Financial, Capital, and Asset Planning

Asset capitalization, valuation, depreciation, and financial-accounting interfaces.

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Capital improvement planning.

Rehabilitation and replacement planning.

Asset risk and criticality assessment.

Regulatory, Customer, and Administrative Processes

Regulatory and compliance activities.

Customer- and service-related asset activities.

Payment, cashiering, and fee-collection workflows, including current manual processes, online payment capabilities, and associated system interfaces.

Reporting and Performance

Operational and management reporting.

Performance measurement and analytics.

The Consultant shall document processes at a level appropriate to their relevance to EAM readiness and future implementation. Detailed process mapping shall focus on material workflows involving significant operational, regulatory, financial, organizational, data, or system dependencies, as determined in coordination with LBPUD. Routine or lower-priority administrative processes may be documented at a summary level unless otherwise directed by LBPUD.

2.3 Deliverables:

The Consultant shall prepare a consolidated Existing Conditions, Business Process, and Organizational Readiness Assessment technical memorandum in PDF format, which summarizes the findings of Task 2 and identifies preliminary opportunities to improve EAM readiness.

The technical memorandum shall, at minimum, summarize: stakeholder and business needs; current-state business processes, workflows, dependencies, systems, manual activities, and key pain points; organizational roles, ownership, decision-making, and user-readiness considerations; and preliminary opportunities for simplification, standardization, automation, integration, governance, data management, training, and user support.

Process maps, matrices, and other supporting materials shall be provided in editable native electronic formats acceptable to LBPUD.

Task 2 findings shall be reviewed during Milestone 1 - Existing Conditions and Discovery Review. The Consultant shall then incorporate or otherwise dispose consolidated LBPUD comments prior to finalizing the deliverables and integrate the data into final needs assessment report and implementation roadmap.

3. Task 3: Technology, Data, and Integration Readiness Assessment

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3.1 Existing Technology Environment

The Consultant shall inventory and assess significant technologies supporting or interacting with asset management, including, as applicable:

Asset/work management and Computerized Maintenance Management System (CMMS) applications.

GIS.

Financial/ Enterprise Resource Planning (ERP) and procurement systems.

Customer information and payment systems.

Document and records management systems, including Laserfiche, SharePoint, and LBPUD’s internal shared network drives.

Engineering and construction-management systems.

Inventory and warehouse systems.

Reporting and business-intelligence applications.

Databases, data warehouses, and collaboration platforms.

Mobile and field technologies.

Supervisory Control and Data Acquisition (SCADA) and other operational-technology interfaces.

Application Programming Interfaces (APIs), middleware, and system integrations.

Hardware and field devices.

Relevant network/ connectivity requirements.

The assessment shall identify significant system ownership, business purpose, users, data maintained, interfaces, support status, known limitations, dependencies, business criticality, cybersecurity considerations, and potential role in a future EAM environment.

3.2 Asset Information and Data Readiness

The Consultant shall assess the quality, structure, governance, accessibility, and migration/ integration readiness of significant asset-related information, including but not limited to:

Asset inventories, registries, hierarchies, identifiers, and attributes.

Location and GIS relationships.

Maintenance, work, inspection, condition, failure, risk, and cost information.

Financial and manufacturer information.

Drawings, photographs, documents, and supporting records.

Data ownership and stewardship.

Data standards and quality controls.

Missing, duplicate, inconsistent, or inaccessible information.

Applicable record-retention requirements.

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The Consultant shall identify planning-level data cleansing, normalization, enrichment, reconciliation, validation, governance, and pre-implementation remediation activities. If deemed necessary by LBPUD, full-scale data cleansing or data migration under this phase shall be conducted in preparation for the next tasks/ project phases.

3.3 Integration and Architecture

The Consultant shall identify significant existing and anticipated interfaces between a future EAM environment and other LBPUD systems.

Likely system of records.

Principal information exchanged.

Direction of information exchange.

Business purpose.

General timing/ frequency requirement.

Dependencies and criticality.

Relevant integration constraints.

The Consultant shall prepare a vendor-neutral conceptual architecture identifying systems of record, key integrations, information flows, and recommended future-state integration principles.

3.4 Technology Disposition

The Consultant shall identify significant obsolete, unsupported, duplicative, fragmented, underutilized, or highly customized systems and provide preliminary recommendations to:

Retain.

Enhance.

Integrate.

Consolidate.

Replace.

Evaluate further.

Replacement shall not be presumed solely because an EAM initiative is contemplated.

3.5 Deliverables:

The Consultant shall prepare a consolidated Technology, Data, and Integration Readiness Assessment technical memorandum in a PDF format, supported by:

Application/ system inventory.

Hardware and field-technology assessment.

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Data-source and data-quality assessment.

Data ownership/ stewardship matrix.

Integration/ interface inventory.

Current and conceptual future-state architecture diagrams.

Technology and data risks.

Data-remediation recommendations.

Preliminary technology-disposition recommendations.

The Consultant shall present findings during the Milestone 2 - Technology, Data, and Integration Review. The Consultant shall then incorporate or otherwise dispose consolidated LBPUD comments prior to finalizing the deliverables and integrate the data into final needs assessment report and implementation roadmap.

4. Task 4: EAM Maturity, Gap, Future-State Operating Model, and Requirements

4.1 EAM Maturity and Readiness Assessment

The Consultant shall assess LBPUD’s current EAM maturity and readiness using a documented and recognized methodology appropriate for a public utility organization.

The assessment shall consider, as applicable:

Asset management strategy and governance.

Organizational alignment, roles, responsibilities, and accountability.

Business process and work management practices.

Maintenance management.

Asset lifecycle planning.

Asset risk and criticality.

Capital planning.

Financial management integration.

Asset information and data governance.

Technology and systems integration.

Field mobility.

Reporting, analytics, and performance management.

Cybersecurity.

Staffing, skills, and resources.

Policies and standard operating procedures.

Training and organizational change readiness.

Continuous improvement capabilities.

The Consultant shall establish reasonable current-state maturity levels and recommend target maturity levels appropriate to LBPUD’s needs. The assessment shall not presume that the highest theoretical maturity level is necessary or cost-effective for every business function.

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4.2 Gap and Opportunity Assessment

Based on the findings of Tasks 2 and 3 and the maturity assessment, the Consultant shall identify material gaps between LBPUD’s current environment and the capabilities necessary to support the recommended future EAM environment.

The assessment shall consider gaps and opportunities related to, as applicable:

Business processes and procedures.

Governance and decision-making.

Organizational roles and responsibilities.

Staffing, skills, and training.

Technology and hardware.

Software and system functionality.

Integration and interoperability.

Asset information and data.

Data governance and ownership.

Cybersecurity.

Reporting and analytics.

Field and office user experience.

Organizational change and user adoption.

Significant gaps shall be evaluated based on business or operational impact, implementation dependency, urgency, risk, and level of effort.

The Consultant shall identify early-action or “no-regret” improvements that LBPUD may reasonably undertake before EAM procurement or implementation and that are expected to provide value independent of the specific EAM technology ultimately selected.

4.3 Future-State EAM Operating Model

Based on validated current-state findings, business needs, maturity results, and identified gaps, the Consultant shall develop a recommended future-state EAM operating model describing how LBPUD should manage asset-related information, processes, responsibilities, and decision-making across participating bureaus and divisions.

The future-state operating model shall address, as applicable:

Enterprise versus division-level responsibilities.

Asset ownership.

Process ownership.

System ownership and administration.

Data ownership and stewardship.

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Governance and decision rights.

Asset hierarchy and information-management principles.

Standard business and work-management practices.

Maintenance-management principles.

Common terminology and information standards.

Approval authority.

Reporting and performance-management responsibilities.

Risks associated with the proposed operating model.

Capabilities and governance necessary to monitor and track relevant performance measures and key performance indicators (KPIs).

User support.

Training and competency development.

Continuous improvement.

Change-control and decision-making mechanisms.

The Consultant shall identify where Department-wide standardization is recommended and where division-specific practices or configurations are justified by specialized operational, regulatory, or business requirements.

The future-state operating model shall focus on business and operating principles and shall not prescribe a specific software product or vendor.

4.4 EAM Business, Functional, and Technical Requirements

The Consultant shall translate the validated business needs, identified gaps, and recommended future-state operating model into a structured and prioritized set of requirements for a future EAM environment.

Requirements shall address, as applicable:

Asset and Work Management

Asset registry, classification, and hierarchy.

Asset lifecycle management.

Work request and work-order management.

Preventive and predictive maintenance.

Inspection and condition assessment.

Failure tracking and analysis.

Asset criticality and risk.

Scheduling and dispatch.

Linear and vertical asset management, where applicable.

Resources, Materials, and Financial Interfaces

Labor and equipment tracking.

Materials, inventory, warehouse, and spare-parts management.

Purchasing and procurement integration.

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Contractor management.

Financial and accounting integration.

Capital-project and asset-turnover processes.

Information, Integration, and Field Capabilities

GIS capabilities and integration.

Document and records management.

Mobile and field functionality.

Offline field capabilities.

APIs and system integration.

Data import/ export.

Data migration.

Workflow and approvals.

Notifications.

Audit trails.

Reporting, Administration, and Non-Functional Requirements

Operational and management reporting.

Dashboards and analytics.

Role-based access and security.

Configuration and system administration.

System performance.

Availability and reliability.

Scalability.

Accessibility.

Mobile-device compatibility.

Cybersecurity.

Disaster recovery and business continuity.

Records retention.

User support.

Requirements shall:

Be written, to the greatest extent practicable, as business capabilities and desired outcomes rather than vendor-specific functions.

Be traceable to validated business needs, identified gaps, or future-state operating requirements.

Distinguish enterprise-wide requirements from justified division-specific requirements.

Be prioritized using a methodology agreed upon with LBPUD, such as mandatory, high priority, desirable, and future capability.

Identify significant assumptions, dependencies, constraints, or conflicts requiring LBPUD resolution.

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The requirements developed under this task shall be at a level suitable to support subsequent EAM procurement and implementation planning but does not necessarily constitute detailed software configuration specifications.

4.5 Deliverables:

The Consultant shall prepare a consolidated EAM Maturity, Gap, Future-State, and Requirements technical memorandum in a PDF format, documenting the findings, analyses, and recommendations developed under Task 4.

The technical memorandum shall, at minimum, summarize:

LBPUD’s current EAM maturity and recommended target maturity levels.

Material readiness gaps, risks, dependencies, and improvement opportunities.

Early-action or “no-regret” recommendations that may be implemented prior to EAM procurement or implementation.

The recommended future-state EAM operating model, including governance, ownership, stewardship, decision rights, and enterprise versus division-level responsibilities.

Recommended areas for Department-wide standardization and justified division-specific practices.

The basis, assumptions, and key considerations used to establish the future EAM business, functional, technical, integration, data, reporting, mobility, security, and non-functional requirements.

The Consultant shall also provide the following supporting materials in editable electronic formats acceptable to LBPUD, as applicable:

EAM maturity and readiness assessment matrix or scorecard.

Prioritized gap and opportunity register.

Future-state EAM operating model and supporting governance, ownership, and responsibility matrices or diagrams.

Prioritized and traceable EAM Business, Functional, and Technical

Requirements catalog.

The Consultant shall present findings during the Milestone 3 - EAM Readiness, Future-State, and Requirements Workshop and shall incorporate or otherwise disposition consolidated LBPUD comments prior to finalizing the deliverables and integrate the data into final needs assessment report and implementation roadmap.

5. Task 5: EAM Implementation Strategy, Organizational Change, Roadmap, and

Investment Planning

5.1 Implementation Strategy and Phasing

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The Consultant shall develop a practical, phased strategy for advancing LBPUD from its current environment to the recommended future EAM operating model and capabilities.

The strategy shall consider, as applicable:

Optimization or integration of existing systems Implementation of a centralized EAM platform.

Phased implementation by capability, function, asset class, or organizational unit.

Pilot implementation followed by broader deployment.

Major implementation dependencies.

Technology and data readiness.

Organizational capacity and operational constraints.

Other reasonable implementation approaches identified through the assessment.

The analysis shall remain at a planning level and shall not duplicate detailed implementation planning expected during a subsequent procurement or implementation phase.

5.2 Organizational Change Management and User Adoption

The Consultant shall develop a planning-level organizational change management and user-adoption strategy to support transition to the recommended future EAM environment.

The strategy shall address, as applicable:

Stakeholder groups and anticipated impacts.

Changes to roles, responsibilities, or work practices.

Communication and stakeholder-engagement needs.

Training and competency-development requirements.

Field versus office user considerations.

Potential resistance or adoption barriers.

Super-user, champion, and subject-matter-expert roles.

User support and system-administration needs.

Leadership and governance support.

Change-management sequencing and dependencies.

Activities that should be incorporated into future EAM procurement and implementation phases.

The strategy shall build upon the organizational and user-readiness findings developed under Task 2.

5.3 EAM Implementation Roadmap

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The Consultant shall develop a phased and prioritized roadmap identifying major activities/ initiatives required before, during, and following future EAM procurement and implementation.

The roadmap shall address:

Pre-Implementation / Foundation

Governance.

Process standardization.

Asset and data standards.

Data remediation.

Staffing.

Policy and procedure development.

Cybersecurity coordination.

Organizational readiness and change preparation.

Procurement Preparation

Requirements refinement.

Procurement sequencing.

Evaluation criteria.

Demonstrations or proof-of-concept considerations.

Implementation-partner considerations.

Implementation

Recommended implementation waves.

Configuration.

Integration.

Data migration.

Testing.

Mobile and field technologies with an offline-mode capability.

Training.

Organizational change management.

Deployment.

Stabilization.

Post-Implementation

User support.

Governance.

Performance monitoring.

Data quality management.

Continuous improvement.

Optimization and future capability expansion.

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The roadmap shall identify near-term (0 - 12 months), medium-term (13 - 36 months), and long-term (more than 36 months) initiatives, measured from LBPUD’s acceptance of the final EAM roadmap.

5.4 Cost, Resource, and Schedule Planning

The Consultant shall develop planning-level estimates sufficient to support LBPUD budgeting, staffing, and implementation planning, including:

Major cost categories and planning-level ranges.

Internal LBPUD staffing and participation.

External implementation resources.

Preliminary implementation duration and phasing.

Major schedule dependencies.

Change-management and training resource needs.

Significant cost and resource drivers.

Contingency considerations.

Assumptions and limitations.

5.5 Performance and Success Framework

The Consultant shall recommend measurable indicators for evaluating future EAM implementation, user adoption, and operational performance.

Measures may include:

Implementation progress.

User adoption and utilization.

Training effectiveness.

Asset-data quality.

Work- and maintenance-management performance.

Process efficiency.

Mobile adoption.

Reporting effectiveness.

Asset condition and risk reduction.

Continuous-improvement performance.

5.6 Deliverables:

The Consultant shall prepare an EAM Implementation, Organizational Change, and Investment Planning technical memorandum in PDF format summarizing the recommended implementation approach and transition strategy.

The technical memorandum shall address, at a minimum:

Recommended implementation strategy and phasing

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Major alternatives and tradeoffs considered Organizational change-management and user-adoption strategy Phased EAM implementation roadmap Planning-level cost, schedule, and resource requirements Major dependencies, risks, and mitigation considerations Training and stakeholder-engagement needs Recommended implementation and performance measures.

Supporting roadmap, schedule, cost, resource, change-management, and performance-measure materials shall be provided in editable electronic formats acceptable to LBPUD.

The Consultant shall present findings during the Milestone 4 - Implementation Roadmap and Investment Planning Workshop and shall incorporate or otherwise address consolidated LBPUD comments prior to submitting the final deliverables.

6. Task 6: Final EAM Readiness Assessment, Recommendations, and Project Closeout

6.1. Final Report

The Consultant shall consolidate the validated findings, analyses, requirements, recommendations, and roadmap developed under the preceding tasks into comprehensive Draft and Final EAM Readiness Assessment Reports.

The report shall provide a coherent decision-making document rather than reproducing interim deliverables verbatim.

At a minimum, the final report shall summarize:

Project objectives and methodology.

Stakeholder and organizational findings.

Current-state business processes.

Technology, hardware, data, and integration readiness.

EAM maturity and readiness.

Major risks, gaps, and opportunities.

Future-state operating and governance model.

EAM requirements.

Organizational and user-adoption considerations.

Recommended implementation approach.

Prioritized implementation roadmap.

Cost, resources, and schedule considerations.

Performance and success measures.

Recommended immediate next steps.

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Recommendations shall be traceable to significant findings and shall identify material assumptions, constraints, dependencies, and risks.

6.2. Draft Review

LBPUD will provide consolidated comments on the Draft Report. The Consultant shall address or otherwise disposition those comments before submitting the Final Report.

If deemed necessary by LBPUD, a separate meeting shall be scheduled to discuss LBPUD’s comments on the Draft Report.

6.3. Final Executive and Stakeholder Presentation(s)

Upon completion of the assessment, the Consultant shall prepare and conduct presentations appropriate for both executive and technical/ operational audiences.

Prior to the Final Presentation(s), the Consultant shall provide drafted presentation slides in Microsoft PowerPoint format for LBPUD review and approval at least 15 working days prior to the Final Presentation date(s). The final presentation slides shall be also in Microsoft PowerPoint format.

The executive presentation shall clearly communicate:

Why the EAM initiative is needed.

Current-state findings.

Principal risks and opportunities.

EAM readiness.

Recommended future-state direction.

Organizational and technology implications.

Recommended roadmap.

Resource and budget considerations.

Critical success factors.

Decisions/ actions required from LBPUD leadership.

The Consultant shall also facilitate detailed working session(s) with LBPUD's project team and SMEs to transfer knowledge regarding the findings, requirements, roadmap, assumptions, and recommended next steps.

6.4. Deliverables:

Comprehensive Draft and Final EAM Readiness Assessment Reports in

PDF format.

Draft and Final Presentation Slides in Microsoft PowerPoint format.

In-person Milestone 5 - Final EAM Readiness Assessment and

Presentation Workshop for LBPUD staff, executives, and all stakeholders.

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Knowledge transfer facilitation to support LBPUD’s transition into subsequent EAM planning, procurement, and implementation activities.

Supporting handouts and knowledge-transfer materials shall also be provided in editable electronic formats, as applicable.

TASK B: OPTIONAL TASKS

The following are optional items of work, and LBPUD reserves the right to exercise its option to delete or proceed with these items. The tasks shall not be started without written authorization from LBPUD.

7. Task 7: Procurement, Implementation, and Post-Assessment Support

7.1. Following completion of the EAM Readiness Assessment and Implementation Roadmap, the Consultant shall provide continuity support for subsequent EAM procurement, software selection, implementation, and post-implementation activities identified in the LBPUD-approved roadmap, including approved revisions thereto, through completion of those activities. Such services are intended to maintain continuity of technical knowledge, clarify the Consultant’s prior recommendations and deliverables, and assist LBPUD in addressing questions or issues that may arise as the EAM initiative advances.

7.2. Additional services may include, but are not limited to, preparation of technical specifications and procurement documents; development of evaluation criteria and vendor demonstration scripts; proposal evaluation and software selection support; contract negotiation support; review of vendor or system integrator submittals and implementation deliverables; participating in the implementation process; assistance with testing, data migration, integration, training, go-live, and post-implementation activities; and other related services requested by LBPUD.

Also, services resulting from changes in LBPUD requirements, expanded scope, or conditions not reasonably contemplated under the original scope may be treated as additional services.

7.3. All additional services shall be performed only upon prior written authorization by LBPUD and in accordance with the applicable Agreement. Identification of such services does not obligate LBPUD to authorize additional work or provide the Consultant any exclusive right to participate in subsequent phases of the EAM initiative.

7.4. For purposes of proposal evaluation and consistency among proposers, each Consultant shall include an allowance for optional Task 7 - Procurement, Implementation, and Post-Assessment Support equal to 20% of the total proposed fee for the non-optional/ base Scope of Work (Task 1 to 6). This allowance shall be identified separately in the Consultant’s fee proposal and shall not be included in or used to supplement the compensation for the base Scope of Work.

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8. Task 8: Extra Services

8.1. During the course of the work, conditions may occur that were not planned, anticipated and foreseen. The extra service fee is based on 15% of the above non-optional/ base Scope of Work (Tasks 1 to 6).

V. LBPUD RESPONSIBILITIES

1. Provide project management. Assign a LBPUD Project Manager to act as the project focal point.

2. Provide coordination to avoid interfering with other LBPUD or City projects and major events.

3. LBPUD anticipates providing reasonable access to:

Division representatives and SMEs Existing policies and procedures Available asset inventories Process documentation System documentation Application information Existing architecture diagrams Data dictionaries, where available Representative reports and forms Relevant technology personnel System demonstrations Representative facilities and field operations, when appropriate Other information reasonably required to perform the assessment

4. The Consultant shall recognize that documentation may be incomplete or unavailable for certain legacy processes or systems. The Consultant shall identify material information limitations and shall not represent unverified assumptions as established facts.

VI. CONSULTANT RESPONSIBILITIES

1. Provide all professional services, personnel, management, facilitation, technical expertise, analysis, documentation, and other resources necessary to complete the Scope of Work.

2. Utilize recognized asset management, utility management, information technology, business process improvement, organizational change management, and EAM implementation practices, as appropriate to the engagement.

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3. Perform the assessment collaboratively with LBPUD management, subject matter experts (SMEs), technology personnel, supervisors, field personnel, system users, and other stakeholders designated by LBPUD.

4. The Consultant shall not rely exclusively upon management interviews. The assessment shall include appropriate engagement with employees who perform day-to-day processes and use existing systems in office, engineering, operational, maintenance, construction, warehouse, and field environments.

5. Recommendations shall be based upon documented findings and shall account for LBPUD’s operational requirements, regulatory obligations, cybersecurity requirements, available resources, organizational capacity, existing technology investments and practical implementation constraints, and shall not be designed to favor a particular proprietary solution.

6. Because this engagement is intended to establish LBPUD's requirements and strategic direction before subsequent EAM procurement and implementation activities, the Consultant shall disclose any material financial, contractual, reseller, referral, implementation, partnership, or other relationships with EAM software vendors or technology providers that could reasonably create an actual or perceived conflict of interest.

7. The Consultant shall identify any assumptions regarding its potential eligibility to participate in subsequent EAM procurement, implementation, system integration, or related phases.