RFP - Enterprise Work Order Management System

Herriman City, Utah is requesting proposals for an Enterprise Work Order Management System with a proposal due date of December 1, 2026 at 5:00 PM MST, with questions due November 19, 2026 at 3:00 PM MST.

The system will replace the incumbent Point of Business system by ServiceAide and manage approximately 150,000 city-owned assets spanning linear infrastructure (water and stormwater systems, roads, streetlights, open space, trees, signs) and vertical assets (two buildings totaling approximately 64,500 square feet). The City will migrate approximately 12,350 existing work orders, with roughly 450 currently active, and anticipates managing approximately 15,000 work orders annually. The system must serve 80 users across defined roles: 4 System Administrators, 6 Primary Named Users with full Read/Write privileges, 5 Executive Users focused on dashboards and KPIs, 60 field Technicians, and 5 Requestor/Limited Access users.

Required integrations include two-way connections with GIS and BlueStakes (811 utility locates) and one-way integrations with LAMA Permitting System, SpryPoint Utility Billing, SCADA Control Data, and Madison AI. The solution must include offline mobile functionality, real-time geolocation, and spatial analysis capabilities. The City maintains "As-Built" drawings for buildings and GIS-mapped linear assets but currently lacks an inventory management system and non-CAD document library. Most asset classes have established preventive maintenance procedures, though not all require PM processing.

Evaluation is equally weighted across seven criteria at 15% each, except Cost and Schedule at 10%: GIS Integration and Functionality, Work Order System and Operations, System Flexibility and Customization, Field Operations and Compliance, Reporting and Dashboards, and Integration Requirements. Proposals must include an introductory letter, signed certification, detailed scope of work, all-inclusive cost proposal, and three references from government agencies with similar experience. The anticipated Go Live date is July 1, 2027. The City reserves the right to invite selected proposers for demonstrations and may select multiple proposers for contract negotiation. Proposals must be submitted electronically as PDF to Steven Brown at sbrown@herriman.gov.