Enterprise Asset Management Platform

The City of Palm Coast, Florida issued a Request for Proposals on May 20, 2026 to procure an Enterprise Asset Management (EAM) platform designed to consolidate asset tracking, work order management, preventive maintenance, inventory management, and field operations across multiple city departments including utilities, public works, stormwater, parks, fleet management, and facilities. The selected SaaS-based platform must support an estimated 200+ users managing approximately 110,000 work orders annually and accommodate the City's substantial asset portfolio comprising 545 miles of roads, 777 miles of water mains, 707 miles of sewer mains, and over 1,150 vehicles. Proposers must demonstrate comprehensive platform capabilities across eight evaluation sections: Platform Fit and Operational Capability (35 points), Innovation and Value-Add (20 points), Municipal Experience and References (15 points), Implementation Approach and Team (15 points), and Cost Structure and Licensing (15 points). The proposal submission deadline is June 11, 2026 at 2:00 PM, with a question deadline of June 1, 2026 at 2:00 PM; all proposals must be submitted electronically through the City's Procurement Portal at palmcoastgov.bonfirehub.com/portal with no alternative submission methods accepted. Qualified vendors must provide minimum three references from municipal clients, proof of insurance compliant with contract requirements, and all required compliance documentation, with the contract term anticipated to be three years with two annual renewal options commencing in the first quarter of Fiscal Year 2027 (October through December 2026) pending City Council funding approval.

The City of Palm Coast implements a Local Business Preference Policy allowing local vendors within the City to be awarded if their cost is within 3-5% (up to $20,000 maximum) of the top-ranked proposal, though no specific disadvantaged enterprise set-asides are detailed in the procurement materials. The EAM platform must integrate with multiple existing systems including Tyler Munis (ERP), Salesforce (CRM), Esri ArcGIS (GIS), InfraMap, Faster Fleet Management, Samsara, HALO ITSM, 3GIS, CivicRec, and SCADA systems to ensure seamless connectivity with the City's current technology infrastructure. No incumbent vendor information or current contractor details are specified in the available solicitation documents. The RFP does not specify pricing terms, set-asides, or explicit funding amounts in the advertisement; however, the City reserves the right to conduct oral presentations with shortlisted proposers, negotiate terms with the top-ranked vendor, and reject all proposals if determined to be in the City's best interest. All proposed pricing must remain valid through December 31, 2026, and public opening will occur on June 11, 2026 at 2:00 PM at City Hall located at 160 Lake Avenue, Palm Coast, Florida 32164.