Utility_Network_for_Water_System.pdf

REQUEST FOR PROPOSAL

26-055

UTILITY NETWORK FOR WATER SYSTEM

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: March 5, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: March 26, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Utility Network for Water System

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Beaverton Equity Procurement Program Information

Attachments:

A - Sample Contract

Request For Proposal #26-055 Title: Utility Network for Water System

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

The City of Beaverton is implementing Esri’s Utility Network to modernize its water system and improve operational efficiency. This project will migrate existing water data into the Utility Network model to enable advanced tracing, connectivity management, and accurate infrastructure representation. The work includes designing the Utility Network schema, configuring the ArcGIS Enterprise architecture, and ensuring data quality through cleaning and validation.

As part of the implementation, the project will create, design, and map vertical assets such as pump stations, wells, and reservoirs, and integrate them within the Utility Network and Cityworks AMS.

Cityworks will be reconfigured to align with the new water utility data model, including updates to workflows, dashboards, and reporting. Comprehensive training and documentation will be provided to support long-term sustainability and smooth adoption.

The City is seeking a vendor with experience in Utility Network deployment, Cityworks integration, and water system asset modeling to deliver a reliable, future-ready solution.

1.2. 1.2. .......................................................................................... Background

The City of Beaverton’s current water utility data model is based on outdated systems that limit efficiency, scalability, and integration with modern tools. As the City grows, accurate network connectivity, advanced tracing, and seamless integration with asset management systems like Cityworks have become essential. . Implementing Esri’s Utility Network will improve data integrity, support detailed modeling of vertical assets such as pump stations and wells, and allow Cityworks to be reconfigured for streamlined workflows and reporting. This project is critical to building a reliable, future-ready water infrastructure that meets operational needs and supports long-term growth.

1.3. 1.3. ............................................................................ Contact Information

Project Contact:

Mike Jun

GIS Manager

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: mjun@beavertonoregon.gov

Phone: (503) 526-3719

Procurement Contact:

Marybeth Summer

Procurement & Equity Coordinator

PO BOX 4755

12725 SW Millikan Way

Beaverton, OR 97076

Email: msumner@beavertonoregon.gov

Phone: (503) 526-2435 mailto:mjun@beavertonoregon.gov tel:(503)526-3719 mailto:msumner@beavertonoregon.gov tel:(503)526-2435

Department:

Public Works - Operations

Department Head:

Tim Elsea

PW Director

1.4. 1.4. ............................................................................................... Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals March 5, 2026

Deadline for Submission of Proposals March 26, 2026, 2:00pm

Commencement of Services May 4, 2026

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed, if contract is needed.

The City anticipates all work will be completed on or before NO VALUE.

2.2. 2.2. ..................................................................................... Scope of Work

Scope of Work

The vendor will be responsible for delivering the following components as part of the Utility Network implementation for the City of Beaverton’s water system:

1. Utility Network Migration

• Conduct a readiness assessment and provide a detailed report outlining current system status and migration requirements.

• Develop and execute a data cleaning and validation plan to ensure accuracy and integrity during migration.

• Perform the full migration of existing water system data into the Utility Network model, ensuring proper connectivity, containment, and association rules.

• Design and implement the Utility Network schema and configure system architecture for servers.

• Set up and optimize the ArcGIS Enterprise environment to support Utility Network functionality.

2. Vertical Asset Creation and Integration

• Create, design, and map vertical assets such as pump stations, wells, reservoirs, and related facilities.

• Develop standardized attribute schemas for vertical assets to ensure consistency and usability.

• Integrate vertical assets within the Utility Network and establish proper linkage with Cityworks

AMS for operational workflows.

3. Cityworks Reconfiguration

• Reconfigure Cityworks AMS to align with the new water utility data model.

• Validate and update workflows for service requests, work orders, inspections, and dashboards.

• Ensure reporting and analytics are fully functional and accurately reflect the new data structure.

4. Training and Knowledge Transfer

• Provide comprehensive training for administrators and end-users on Utility Network functionality, Cityworks integration, and vertical asset management.

• Deliver detailed documentation covering system configuration, workflows, and maintenance procedures.

• Offer post-go-live support and knowledge transfer sessions to ensure sustainability and smooth adoption.

Deliverables

• Readiness assessment report and migration plan.

• Fully migrated water system data in the Utility Network model.

• Configured ArcGIS Enterprise environment and Utility Network schema.

• Complete vertical asset dataset integrated with Utility Network and Cityworks.

• Updated Cityworks workflows, dashboards, and reporting tools.

• Training materials, documentation, and post-implementation support plan.

3. 3. ............................................... Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

3.2. 3.2. ................................................................... Substantive Requirements

Proposal Content

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

• Description of Proposed Work Tasks and Methodology

Provide a detailed outline of tasks such as utility network configuration, data migration from geometric network, topology validation, and QA/QC processes. Explain the methodology for each task, including schema alignment, connectivity rule setup, and phased deployment strategies. Identify the team members responsible for each task and their roles.

• Description of Proposed Work Products

Specify deliverables for each task, such as configured utility network datasets, migration scripts, QA/QC reports, connectivity validation results, and updated documentation.

• Points of Input and Review with City Staff

Identify key review stages, including schema approval, connectivity rule validation, and final acceptance testing, and describe how collaboration will occur.

• Estimated Time Frame for Each Task

Provide a timeline broken down by phases: data preparation, migration, configuration, testing, and training.

• Meeting Project Goals and Scope Characteristics

Explain how your approach ensures accurate asset connectivity, scalability, and compliance with

Esri utility network standards, while meeting the City’s GIS objectives.

• Processes and Tools Required

List tools and technologies such as ArcGIS Pro, ArcGIS Enterprise, Python automation scripts, versioning workflows, and QA/QC tools.

• Qualifications of Project Manager

Include a summary of the Project Manager’s qualifications, such as years of experience in GIS and utility network projects, certifications (e.g., Esri Utility Network Management), leadership in similar municipal projects, and proven ability to manage timelines and budgets.

• References

Provide at least two references from previous utility network or GIS implementation projects, including client name, project description, and contact information.

If available, highlight any experience with Cityworks configuration and integration as part of those projects.

• Alternative Approaches (If Applicable)

Describe any proposed alternative strategies, such as incremental migration versus full migration, and provide a clear rationale for why these alternatives may benefit the project.

Contract Price

Submit a detailed cost proposal for the services described under the “Scope of Work.” The City anticipates the cost proposal will be based on a pricing model of services provided on an hourly rate. In this case, include a table of the hourly rates for each member of the project team (e.g., Project Manager, GIS Analyst, Developer, QA/QC Specialist).

Break the cost proposal down by each deliverable described in the Scope of Work section, such as:

• Utility Network Configuration

• Data Migration and QA/QC

• Vertical Asset Migration

• Connectivity Validation

• Training and Documentation

• Cityworks Reconfiguration

For each deliverable, estimate:

• The hourly rate and number of hours for each team member

• The total cost for the deliverable

• Any anticipated expenses, direct or indirect (e.g., travel, meals, lodging, software licensing, hosting)

While the City anticipates an hourly-rate pricing model, alternative pricing models may be proposed, including:

• Services provided on retainer or for a flat fee

• Services provided on an hourly basis

• Services provided on a combination of retainer, flat fee, or hourly rate

• Other methods of payment

In any case, provide sufficient detail to allow the City to estimate the total contract price for all services described under the “Scope of Work.” If proposing a model other than hourly, please comply with the following:

• Identify services provided on a retainer or flat fee basis and state who will perform them

• Identify services provided at an hourly rate and provide the hourly rate for each key staff member

• Specify how travel expenses will be billed and any reimbursement limits

• Identify any other anticipated expenses, direct or indirect, that affect cost

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Thursday, March 26, 2026, no later than 2:00 pm.

4.2. 4.2. .......................................................................... Procurement Method

The City is conducting this Informal Solicitation pursuant to pursuant to Beaverton Purchasing Code

Section 47-0290. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this Informal Solicitation will result in a single contract with a single vendor for the preferred solution.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be Mike Jun, who can be reached by telephone at (503) 526-3719 or by e-mail at msumner@beavertonoregon.gov.

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to one (1) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

https://procurement.opengov.com/portal/beavertonoregon

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

5.1. 1. ................................................................................................ Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

5.3. 3. ... Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 5. .................................... ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/238299/document?section=2268792 https://procurement.opengov.com/portal/beavertonoregon/projects/238299/document?section=2268789

5.6. 6. ..... By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-055 Utility Network for Water System

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. .................................................................................... Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

6.2. 6.2. ........................................................................... Award Consideration

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration.

6.3. 6.3. ................................................................... No Contractual Obligation

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from this Informal RFP.

6.4. 6.4. ............................................................................... Evaluation Criteria

Below is the evaluation criteria that will be used to evaluate the proposals:

1. Project Understanding – [10%]

2. Qualifications – [30%]

3. Project Approach and Schedule – [30%]

4. Cost - [20%]

5. Reference - [10%]

7. 7. ........... Beaverton Equity Procurement Program Information

7.1. 7.1. ............................................................................ Program Description

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.