Integrated Workplace Management System and Implementation

San Bernardino County's Real Estate Services Department and Project and Facilities Management Department are requesting proposals for an Integrated Workplace Management System (IWMS) to replace the current Archibus implementation, with proposals due November 18, 2026, and a proposal conference on October 19. A 5% local-vendor preference is available in cost evaluation for qualifying local vendors.

The County manages approximately 1,500 buildings (1.3 million square feet), 12,500 pieces of equipment, 1,250 active leases, and approximately 700 system users. Required capabilities span space management with chargeback functionality, facilities management (corrective and preventive maintenance), asset lifecycle management with condition assessment, real property and lease administration with IFRS 16 and FASB 842 compliance, utilities and energy management with cost allocation, document and knowledge management, reporting, mobile field support, system integrations (PeopleSoft, SAP, custom utility payments), and AI-assisted query and reporting with human review controls. The system must support 450+ functional, non-functional, and technical requirements detailed in a Requirements Matrix Spreadsheet; proposers must indicate whether each requirement is supported as Native, Configurable, Customizable, Future Planned, or Not Available. Mandatory technical standards include WCAG 2.1 and ADA accessibility compliance, role-based security with SSO integration, SaaS hosting with SOC 2 Type II and ISO 27001 certifications, encryption (TLS 1.2+ in transit, AES-256 at rest), and data portability with secure deletion per NIST SP 800-88. The County retains exclusive data ownership and requires all data and configurations in standard machine-readable formats upon termination.

The initial contract term is two years with options for up to three additional one-year renewal periods at the County's discretion. Most work is remote; training and hyper-care support require onsite presence in San Bernardino, with all related costs in the proposal. The County prefers SaaS but will consider on-premises solutions meeting functional objectives. Evaluation uses best-value methodology across 100 points: Qualifications and Experience (15), Financial Review (10), Technical Review (35), Cost (15), References (10), and Demonstration (15). Questions are due October 23, 2026, at 5:00 PM Pacific Time. Shortlist notification and demonstration schedule are anticipated December 11, 2026, with live demonstrations January 11–15, 2027, and contract award anticipated February 5, 2027. All proposal-preparation costs, including demonstration travel, are the proposer's responsibility.