Project #: GN2401 (RFP)
Business Unit: PW
Category: Professional Services
Department: Public Works
Issued by: City of Redmond, OR
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Publish Date: Sep 8, 2025 1:07PM
Estimated Project Date: Q1, 2026
Status: Award pending
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Description

The City of Redmond currently has several Enterprise Asset Management (EAM) systems that support the management of its assets by staff in multiple divisions. The goal of this RFP is to secure one EAM system to support multiple divisions of the City. To that end, the City requests Proposals from qualified vendors for the acquisition, deployment, and ongoing support of an EAM technology solution (SaaS) that will be configured, tested, and implemented with end users fully trained. The City’s estimated budget for software costs, configuration, and implementation is $800,000 over three fiscal years. Ongoing maintenance subscription costs will be allocated in future years. The selected vendor shall provide a complete solution encompassing what is further detailed in Exhibits B and C of this RFP.



Special Instructions

  • Exhibit C: Functional and Technical Requirements - This is a separate Excel workbook that must be downloaded, completed, and submitted with the Proposal.
  • Exhibit D: Price Proposal Sheet - This is a separate fillable PDF document that must be downloaded, completed, and submitted with the Proposal.

Attachments

This project has the following solicitation documents.

Bid Document File Size Notes
Redmond EAM RFP Final.pdf
713,849
Exhibit C - EAM F&T Requirements Proposer Response Workbook Final Draft.xlsx
41,062
Exhibit D - Cost Proposal Sheet EAM Technology Solution FInal Draft.pdf
225,864
Exhibit E - SaaS Contract Template.pdf
260,543
Addendum 1 - Changes to Public Works EAM - Second Pre-submittal Meeting.pdf
47,318 Addendum
Presubmittal Presentation & Vendor Attendance List.pdf
873,187
Addendum 2 - First Batch Questions and Answers.pdf
70,390 Addendum
Addendum 3 - Questions and Answers.pdf
83,620 Addendum
Addendum 4 - Final Batch Questions and Answers.pdf
48,499 Addendum
Addendum 5 - PW Enterprise Asset Management - Shortlisted Proposers.pdf
180,661
Intent to Award - City of Redmond, OR - Public Works Enterprise Asset Management .pdf
46,154 Notice of Intent to Award
Download All Documents as a .ZIP File

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Please note: plan centers are not allowed to download these documents for redistribution.

Pre-Proposal Conference Information

A mandatory pre-submittal meeting will be held via Teams (link to be provided to all plan holders registered) on September 24, 2025, at 9:00 A.M. PST. Statements made by City representatives at the pre-submittal meeting are not binding on the City unless confirmed in an addendum. Registration for the pre-submittal meeting must be submitted no later than September 23, 2025, at 2:00 P.M. PST.

Conference Date and Registration

Sep 24, 2025 9:00AM (Pacific Standard Time) add to calendar

The registration cutoff for this pre-proposal conference is Sep 23, 2025 2:00PM. If you plan to attend this pre-proposal conference, you must register by this deadline.

Before you can register your attendance, you will need to register your vendor profile with City of Redmond, OR using the "Register" button below.

Register with City of Redmond, OR

Pre-Proposal Conference Registrant List

The list of pre-proposal conference attendees is available, but you must be registered as an attendee to see or download it.

Pre-Proposal Conference Information

A second mandatory pre-submittal meeting will be held via Microsoft Teams at the link below on Thursday, October 2, 2025, at 1:00 P.M. PST. Statements made by City representatives at the pre-submittal meeting are not binding on the City unless confirmed in an addendum.

Microsoft Teams

Join the meeting now

Meeting ID: 251 638 123 292 0

Passcode: t5gB2TB2

Dial in by phone

+1 213-421-1058,,749411664# United States, Los Angeles

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Phone conference ID: 749 411 664#

Conference Date

Oct 2, 2025 1:00PM (Pacific Standard Time) add to calendar

Before you can register your attendance, you will need to register your vendor profile with City of Redmond, OR using the "Register" button below.

Register with City of Redmond, OR

Vendor Questions and Answers

Submitted Questions About This Proposal

These are vendor questions for which the agency has supplied an answer.

Questions
In the interest of a more comprehensive response would the City consider increasing the page count to 30 pages to allow for more detail about the solution, implementation, and security of the new integrated EAM system?
Asked Sep 17, 2025 8:41AM
Answer:

Page counts are not being revised at this time.
What is the form and format of existing asset data to be migrated into the new platform (Work Order information, photos, related data)?
Asked Sep 17, 2025 8:41AM
Answer:

The majority of our asset data will be stored in GIS as layers or related tables with attachments enabled through the layers.
Are there existing workflows that define business processes related to the maintenance of various asset types?
Asked Sep 17, 2025 8:41AM
Answer:

Workflows and business processes are at various stages of completeness across all divisions. The City's intent is to work with the vendor to refine current business processes and integrate those new processes into the new EAM.
Is Uniformat II the standard for all building asset systems and sub-systems?
Asked Sep 17, 2025 8:42AM
Answer:

Components of this may be used in our asset hierarchy, but will not be the primary structure of our data.
Does the City plan to initially implement new or existing workflows?
Asked Sep 17, 2025 8:42AM
Answer:

Workflows and business processes are at various stages of completeness across all divisions. The City's intent is to work with the vendor to refine current business processes and integrate those new processes into the new EAM.
Does the City have an existing library of PM procedures to be loaded into the system? Are they available for all asset classes?
Asked Sep 17, 2025 8:42AM
Answer:

Preventative Maintenance procedures are at various levels of completeness across all divisions.  The City intends to utilize a PM template from the vendor and work collaboratively to build out PM libraries for implementation into the new EAM.
What is the expected (existing) volume of ad-hoc and PM work orders?
Asked Sep 17, 2025 8:43AM
Answer:

The City estimates approximately 10,000 ad-hoc and PM work orders annually across all divisions.
Does the City have “As Built” drawings for all the buildings and floors to facilitate location identification and intuitive access to asset data?
Asked Sep 17, 2025 8:43AM
Answer:

The City has a repository of as-built drawings for many facilities, but may not constitute a complete record of all facilities/assets.  At a minimum, the City's intent is that the EAM will have the ability to attach as-built documents to specific assets. 
Is there a library of non-CAD documents (specifications, warranties, manuals etc.) in the current system?
Asked Sep 17, 2025 8:43AM
Answer:

Specifications, warranties, manuals, etc. are at various stages of completeness across all divisions.  These documents currently live on City servers outside an existing asset management platform in Word, PDF, Excel, or similar formats.
How frequently is the Facility Condition Assessment updated?
Asked Sep 17, 2025 8:43AM
Answer:

This is not in a defined workflow at this time.
What is the scope of historical data to be migrated from the current system?
Asked Sep 17, 2025 8:44AM
Answer:

The City does not intend to migrate any historic work order data into the new EAM.
How many warehouses are used to manage and store parts and supplies?
Asked Sep 17, 2025 8:44AM
Answer:

The City has 5 warehouses across all divisions. 
What is the approximate number of inventory parts in the current system?
Asked Sep 17, 2025 8:44AM
Answer:

Each warehouse has approximately 500-1000 items in their inventory
Can you categorize the expected number of users by User Roles? • System Administrators – Users responsible for System Administration including System configuration, Audits, access control, User ID, and Authorizations etc. • Primary Named users - with Read / Write privileges to access the entire system, exercise all functional capabilities, retrieve, and update data, and generate reports and analysis. • Executive users – focused on performance information access, Key performance indicators, dashboards, reports, and analysis. • Technicians – field maintenance staff • Requestor / Limited Access Users – Users just submitting and tracking work orders.
Asked Sep 17, 2025 8:45AM
Answer:

The City anticipates the need for 30 admin users (managers at a desktop) and 60 field workers (crews completing work orders from a mobile app). In addition to those user types, the City anticapates needing approximatley 5 system admin users (users that can make changes to the software).
1. The City’s budget is stated as $800,000 over 3 fiscal years. Does this budget include software licensing + implementation services also?
Asked Sep 18, 2025 5:22AM
Answer:

The allotted budget is meant to cover all costs, including implemenation and licensing. 
2.Does the City require proposers to include all software licensing?
Asked Sep 18, 2025 5:22AM
Answer:

Yes
3. Does the City require implementation and support services to be delivered on-site, or can they be performed remotely?
Asked Sep 18, 2025 5:23AM
Answer:

The City prefers the implementation team is available in person for key milestones and trainings throughout the project, at the guidence of the proposing team.  Elements may be conducted virtually where appropriate.  This implementation approach should be outlined clearly in the proposal.  
4. Does the City require proposers to break out labor costs by role/hourly rate, or should we only provide total labor costs for each task?
Asked Sep 18, 2025 5:23AM
Answer:

Proposers shall fill out the Cost Proposal as outlined in Exhibit D, which includes only lump sum costs for the various tasks.  A detailed estimate of role/hourly rate/task will be required for final contracting by the successful proposer.  
5.For ongoing SaaS subscription costs, should proposers provide per-user pricing, or only the annual lump sum for the expected number of users?
Asked Sep 18, 2025 5:23AM
Answer:

Proposers shall fill out the Cost Proposal as outlined in Exhibit D, which includes only lump sum costs for the expected number of users.
6.Should proposers assume all integrations must be real-time bidirectional, or are some (like Excel, Outlook) expected to remain one-way?
Asked Sep 18, 2025 5:24AM
Answer:

The new technology solution shall provide a predefined interface platform, based on REST API and/or some other method to enable integration.  The City would like vendors to provide their best practice approaches to how they will accomplish this.
7.Can the City clarify expected service level agreements (SLA) response/resolution times (e.g., critical vs. non-critical issues)?
Asked Sep 18, 2025 5:24AM
Answer:

The City requires the ability to provide an uptime Service Level Agreement of at least 99%.
8.Does the City expect all asset classes to be configured and migrated in Phase I, or will implementation be phased by department/division?
Asked Sep 18, 2025 5:24AM
Answer:

The City envisions a phased approach.
9.Should all software licensing costs be included in Exhibit D, or only implementation services?
Asked Sep 18, 2025 5:24AM
Answer:

All costs should be inlcuded in Exhibit D.
Please clarify how many documents need signing by the bidder's authorized representative. Is it only Exhibit A: Oregon Statutory (ORS) Certifications document or also the Cover Letter (as per RFP Page 3, paragraph 8).
Asked Sep 24, 2025 9:25AM
Answer:

The RFP requires 2 signatures. Per the submission requirements on page 3 of the RFP, “The Proposals must be signed by the person(s) legally authorized to bind the Contractor to the quote and the Contract resulting from this RFP. Upon request of the City, any representative submitting a Proposal on behalf of the Contractor shall provide a current document certifying authority to bind the Contractor.” Per the contractor requirements on page 7 of the RFP, “Proposal must include a signed copy of ORS Statutory Requirements Exhibit A.”  
Exhibit A requires that any exceptions be submitted a minimum of five (5) working days prior to the proposal deadline. Can the City please confirm whether this requirement applies solely to the certifications and conditions listed in Exhibit A, or whether it also applies to exceptions or redlines to Exhibit E (Sample Services Contract)?
Asked Sep 24, 2025 9:29AM
Answer:

The City requests all contract modification requests be submitted through the Question period, if possible. The Question period closes at 12:00PM on 10/6/25. Otherwise, contract modification requests may be submitted to the Single Point of Contact via email a minimum of five (5) working days before the proposal deadline, which is 10/20/25 at 11:59PM.
1. Has the City of Redmond participated in product demonstrations in the last 12 months? If so, which vendors did you see? 2. Will the client provide IT resources to build and maintain any of the required integrations, or is the vendor expected to deliver services and middleware for each required integration? Please provide more details about vendor expectations. 3. What is the total number of concurrent users and the roles for each user type: Admin, Field User, Reporting, Requesters? 4. Can you elaborate on the volume of data that will be migrated: a. How many assets will be migrated? b. How many historic work orders will be migrated (record count)? c. How many years of historic Work Orders will be migrated? d. Is there any other data that will need to be migrated? If so, please provide details 5. Regarding 7. Additional Information 1: Will the City consider waiving this requirement to propose modifications to terms and conditions prior to RFP submission? Alternatively, can vendors provide exceptions/considerations to terms and conditions in our proposal to be negotiated with the selected vendor(s)? 6. It was mentioned in the Pre-bid meeting that you currently use CentralSquare/Lucity and FMX, is the desired outcome of this RFP to replace these solutions completely? 7. What is your preferred approach for the implementation of the selected solution – would you favor an in-house team or a third-party implementor? 8. What level of involvement is anticipated from Jacobs Engineering in the implementation process, for instance, in areas like project management or oversight?
Asked Sep 24, 2025 1:52PM
Answer:
  1. Question closed without answer.
  2. The City does not intend to build or maintain any integrations with the selected software solution. It is the City's assumption that for all required integrations there should be out of the box API integrations that would not require additional software or custom tools to enable integration.
  3. The City anticipates the need for 30 admin users (managers at a desktop) and 60 field workers (crews completing work orders from a mobile app). In addition to those user types, the City anticapates needing approximatley 5 system admin users (users that can make changes to the software).
  4. The City is not planning on transferring any historic work orders. As for assets, most will be hosted in GIS. Approximate tyes and quantities of assets are outlined in the RFP.  
  5. The City requests all contract modification requests be submitted through the Question period, if possible. The Question period closes at 12:00PM on 10/6/25. Otherwise, contract modification requests may be submitted to the Single Point of Contact via email a minimum of five (5) working days before the proposal deadline, which is 10/20/25 at 11:59PM.
  6. Yes. The desired outcome will be to replace Lucity and FMX. 
  7. The City does not have a preference.
  8. Jacobs is supporting the initial development of the City's Strategic Asset Managment Plan. They will not be submitting a proposal for this RFP and will not be a voting member on the scoring committee. The City may utilize Jacobs in a supporting role throughout the overall implementation process, as deemed necessary by the City, to  continue supporting the City's asset management initiative.  Proposers can expect to interface with the City's Data and Asset Manager as a primary point of contact for this contract.  
Was a consultant involved in writing the RFP? If so, will the consultant be involved in the decision-making process?
Asked Sep 26, 2025 11:51AM
Answer:

Jacobs is supporting the initial development of the City's Strategic Asset Managment Plan. They will not be submitting a proposal for this RFP and will not be a voting member on the scoring committee. The City may utilize Jacobs in a supporting role throughout the overall implementation process, as deemed necessary by the City, to continue supporting the City's asset management initiative.  Proposers can expect to interface with the City's Data and Asset Manager as a primary point of contact for this contract.  
We would like to include a Statement of Work with detailed implementation methodology in the proposal as an Appendix. Would it count toward the page limit?
Asked Sep 26, 2025 11:51AM
Answer:

The Implementation Approach should be presented within the 8 page limit for this section as outlined in the RFP.  Appendecies outside of resumes and an example ongoing support services agreement will not be evaluated.
The RFP mentions that the new wastewater treatment plant assets will be brought into the new EAM system at a later date. For the purpose of this RFP, should we include Wastewater Treatment Plant as part of the initial scope for pricing and implementation? Or should we keep that out of the initial scope?
Asked Sep 26, 2025 11:53AM
Answer:

The proposal shall include the cost of implementing the wastewater treatment plant assets. The City anticipates providing the implementor with load sheets of new assets.
Which divisions/groups should be prioritized in the first phase of implementation?
Asked Sep 26, 2025 11:53AM
Answer:

The City's initial plan contemplates Stormwater, Wastewater (not including the new treatment plant), and Water assets to be among the early phases of implementation, followed by Transportation, Facilities, Parks, and the Wastewater Treatment Plant.  
Regarding Submission Requirements on page three of the RFP, Requirement 9: "It is expressly understood by the Contractor that written notice of award by the City will constitute a Contract by the City to consummate the transaction and will serve together with the Proposal, advertisement, these instructions, and the detailed specifications, as the entire form of Contract between the parties except in cases where formal Contracts are warranted." We propose that the fully negotiated contract (including the Statement of Work and other applicable documentation) between the parties will constitute the contract. We will negotiate in good faith with the City to reach a final agreement with mutually acceptable terms and conditions.
Asked Oct 2, 2025 9:27AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Submission Requirements on page three of the RFP, Requirement 10: "By signing and returning the Proposal, the Contractor acknowledges they have read and understand the terms and conditions contained in these solicitation documents and accept and agree to be bound by the terms and condition of these documents in their entirety." For clarification purposes, our submission of a proposal response indicates acceptance and agreement of the RFP’s terms and conditions, as responded to by our company. We have reviewed the City’s RFP and have provided clarifications, alternative language, and/or exceptions where necessary. Upon award, we will negotiate in good faith with the City to reach a final agreement with mutually acceptable terms and conditions.
Asked Oct 2, 2025 9:29AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Section 4. Insurance Requirements on page four of the RFP, our company carries and maintains insurance in policy types and coverage amounts that meet or exceed the requirements of the RFP, and which are commensurate with the industry in which our company practices. Upon award, we will provide the City with a fully prepared Certificate of Insurance which will include the City as additional insured on all applicable policies.
Asked Oct 2, 2025 9:32AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Section 7. Additional Information on page six of the RFP, Requirement 1: "By submitting a Proposal, Proposer shall accept all terms and conditions of Exhibit E, “Sample Contract with the City of Redmond” unless otherwise approved by the City." We are amenable to using the City’s contract form as the basis for the final contract which will govern the project. We have reviewed the City’s sample contract and have provided clarifications, alternative language, and/or exceptions where necessary. Upon award, we will negotiate in good faith with the City to reach a final agreement with mutually acceptable terms and conditions. Additionally, should the City require the use of its contract form(s) in lieu of our standard Solutions Agreement, we shall reserve the right, during contract negotiations, to introduce additional terms and conditions relative to the implementation of a software project which may not be currently present in the City’s contract form(s).
Asked Oct 2, 2025 9:34AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Section 13. Public Records and Property of the City on page eight of the RFP, in the event of a request for the public release of relevant documents, we propose the City shall provide our company with reasonable notice so we may respond, as well as a copy of said request.
Asked Oct 2, 2025 9:44AM
Answer:

All documents received by the City are subject to public disclosure after the City selects a Proposer. Information deemed by the Proposer as exempt under Oregon’s public records law should be clearly marked by the Proposer as “Proprietary”. Marked pages should be placed in a group separate from the remainder of the Proposal. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. The City will attempt to maintain the confidentiality of materials clearly marked “Proprietary” to the extent allowable under Oregon public records law. 
Regarding Exhibit E: SaaS Contract Template on page one, Requirement 1: "TERM. The Initial Term of the Contract shall commence on , and shall terminate on ,unless earlier terminated or extended as provided in the Contract." We propose the TERM clause in the resultant contract include provisions for both the initial term and ongoing annual renewal periods, to be negotiated between the parties. Because the contract will include terms and conditions for ongoing software maintenance and support which will govern the system for as long as the City uses it, the contract will need to be in effect for such periods, which could continue for multiple years.
Asked Oct 2, 2025 9:51AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page one, Requirement 2: "CONTRACT DOCUMENTS: The Contract Documents include, the Contract and its Exhibits as listed in the chart below. In the event of a conflict between or among the terms of this Contract and any proposal, bid document, standards and specifications and/or request for proposals, the following order of precedence shall prevail: (a) this Contract; (b) the Attachments to this Contract; (c) the request for proposal; (d) the proposal and/or bid documents. Nothing in this Contract shall be considered as an acceptance of the terms of a proposal if the terms of the proposal conflict or are otherwise incompatible with the terms contained in this Contract and its attachments or in the City’s request for bids or proposals. "We propose the final negotiated contract include all applicable terms and conditions and will reflect the mutually agreed upon project and system configuration. The RFP provides the City’s subjective criteria, to which the Proposers have provided subjective responses based on the content of the RFP. The final negotiated contract and statement of work will provide the objective criteria for the project. We propose the order of precedence be revised as follows: 1. Amendments to the Agreement 2. The Agreement 3. The Statement of Work 4. The RFP as modified by the Proposer’s response thereto.
Asked Oct 2, 2025 9:54AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page one, Requirement 3: "DESCRIPTION OF SERVICE: In consideration of the mutual covenants contained herein, Contractor grants to City a royalty free, non-exclusive, non-transferable license to use the software systems (“Systems”), and services described in the proposal as shown in Exhibit A, (collectively referred to herein as “Services”)." We license our software in accordance with our standard licensing provisions as set forth in our Solutions Agreement, a sample copy of which will be provided with our proposal. In the event that the City’s contract form is used as the governing instrument for this project, our licensing terms will need to be incorporated into the contract between the City and our company.
Asked Oct 2, 2025 9:57AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page one, Requirement 5: "FEES: The costs subject to additions and deductions for change orders made in accordance with this Contract, City shall pay based on Contractor’s cost proposal as outlined in Exhibit A. Such payments shall be billed on an annual basis and payable within thirty (30) days of the date City receives invoices from Contractor. For clarification, the amount due on each statement shall be for Services to be provided during the following year." For clarification, we are proposing a firm, fixed-fee project including a payment schedule based upon completion of major project milestones; upon completion of a milestone step, a payment shall be due. Once the project is implemented and complete, ongoing subscription fees for software support and maintenance shall be due on an annual basis.
Asked Oct 2, 2025 9:59AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page one, Requirement 8: "SERVICING OF SYSTEM: Contractor shall provide 24x7 remote monitoring of all Systems necessary for the provision of the real-time System data, as contemplated in Exhibit A to City. Contractor shall provide all software updates and System maintenance of all the Services defined in Exhibit A. Contractor shall provide prompt maintenance and repair service to keep Systems operating properly. Such Service shall be provided in accordance with the Service Levels defined in the proposal, following notification to Contractor by City that such service is required. In the event immediate repair is not possible, Contractor shall make repairs and restore any malfunctioning or inoperative System to a satisfactory working condition within a brief period of time following notification by the City unless an extended period is agreed upon prior to the System repair commencement." We will provide support and related services in accordance with our standard provisions as set forth in our Solutions Agreement, a sample copy of which will provided with our proposal.
Asked Oct 2, 2025 10:01AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page two, Requirement 13: TERMINATION, we do not typically agree to termination for convenience provisions and will require further discussion of this requirement during contract negotiations. Additional parameters such as specific conditions or event triggers will need to be included in any potential Termination for Convenience language, which shall be mutually agreed upon by the Parties. Additionally, we propose no termination by either party shall be made without a minimum of thirty (30) days’ prior written notice by the terminating party. Any termination for default shall also include a minimum of thirty (30) days’ notice and ability for the defaulting party to cure such default, for any defaults capable of cure.
Asked Oct 2, 2025 10:04AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on page three, Requirement 17: "INDEMNIFICATION: Contractor shall defend, save, hold harmless and indemnify the City and its officers, directors, agents, employees and volunteers from and against all claims, suits, actions, losses, damages, liabilities costs and expenses of any nature resulting from or arising out of, or relating to the activities of Contractor or its officers, employees, contractors, or agents under this Contract. Neither party shall be liable to the other for any incidental or consequential damages arising out of or related to this Contract. Neither party shall be liable for any damages of any sort arising solely from a lawful termination of this Contract or any part hereof in accordance with its terms." We will indemnify and hold harmless the City for direct damages arising from the negligent or wrongful acts or omissions of our company, its employees or agents, subject to a limitation of liability provision as further defined in sections 13 and 19 of our Solutions Agreement (copied below for reference and to be included with our proposal): 13. Indemnification. 13.1. Company Indemnification. We shall indemnify, defend, and hold harmless Customer from any and all Claims or liability, including attorneys' fees and costs, brought by a third party, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising solely from a wrongful or negligent act, error or omission of our company, its employees, agents, contractors, or any subcontractor as a result of our or any subcontractor’s performance pursuant to this Agreement; however, we shall not be required to indemnify Customer for any claims caused to the extent of the negligence or wrongful act of Customer, its employees, agents, or contractors. Notwithstanding anything to the contrary in the foregoing, if a Claim or liability results from or is contributed to by the actions or omissions of Customer, or its employees, agents or contractors, our obligations under this provision shall be reduced to the extent of such actions or omissions based upon the principle of comparative fault. 13.2. Customer Indemnification. To the extent allowable by law, Customer shall indemnify, defend, and hold harmless our company from any and all Claims or liability, including attorneys' fees and costs, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising solely from a wrongful or negligent act, error or omission of Customer, its employees, agents, contractors, or any subcontractor as a result of Customer’s or any subcontractor’s performance pursuant to this Agreement; however, Customer shall not be required to indemnify our company for any Claims or actions caused to the extent of the negligence or wrongful act of our company, its employees, agents, or contractors. Notwithstanding anything to the contrary in the foregoing, if a Claim or liability results from or is contributed to by the actions or omissions of our company, or its employees, agents or contractors, Customer’s obligations under this provision shall be reduced to the extent of such actions or omissions based upon the principle of comparative fault. 13.3. "Claim" in this Section 13 means any claim, cause of action, demand, lawsuit, dispute, inquiry, audit, notice of violation, proceeding, litigation, citation, summons, subpoena or investigation of any nature, civil, criminal, administrative, regulatory or other, whether at law, in equity, or otherwise. 19. LIABILITY. NOTWITHSTANDING ANY PROVISION WITHIN THIS AGREEMENT TO THE CONTRARY, AND REGARDLESS OF THE NUMBER OF LOSSES, WHETHER IN CONTRACT, EQUITY, STATUTE, TORT, NEGLIGENCE, OR OTHERWISE: 19.1. NEITHER PARTY SHALL HAVE LIABILITY TO THE OTHER PARTY FOR ANY SPECIAL, INDIRECT, INCIDENTAL, PUNITIVE, EXEMPLARY, LIQUIDATED, OR CONSEQUENTIAL DAMAGES OF ANY KIND INCLUDING BUT NOT LIMITED TO, REPLACEMENT COSTS, AND NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR LOSSES OF PROFIT, REVENUE, INCOME, BUSINESS, ANTICIPATED SAVINGS, DATA, AND REPUTATION, AND MORE GENERALLY, ANY LOSSES OF AN ECONOMIC OR FINANCIAL NATURE, REGARDLESS OF WHETHER SUCH LOSSES MAY BE DEEMED AS CONSEQUENTIAL OR ARISING DIRECTLY AND NATURALLY FROM THE INCIDENT GIVING RISE TO THE CLAIM, AND REGARDLESS OF WHETHER SUCH LOSSES ARE FORESEEABLE OR WHETHER EITHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSSES; AND 19.2. OUR COMPANY's TOTAL LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT SHALL NOT EXCEED THE AMOUNT(S) ACTUALLY PAID BY CUSTOMER TO OUR COMPANY HEREUNDER FOR THE LAST TWELVE (12) MONTHS PRIOR TO THE DATE THE CLAIM AROSE.
Asked Oct 2, 2025 10:22AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Regarding Exhibit E: SaaS Contract Template on pages six through eight, Exhibit 2: INSURANCE and BOND - CITY OF REDMOND SERVICES CONTRACT: Our company carries and maintains insurance in policy types and coverage amounts that meet or exceed the requirements of the RFP, and which are commensurate with the industry in which our company practices. Upon award, we will provide the City with a fully prepared Certificate of Insurance which will include the City as additional insured on all applicable policies. With respect to the requirements in the City’s “Exhibit 2”, we provided the following clarifications, alternative language, and/or exceptions: • Pollution Liability – We do not agree to nor will obtain “Pollution Liability” insurance coverage, as this is not relevant to the implementation of a cloud software project as proposed. • Provision of Full Policies – Our full insurance policies contain sensitive information relative to our company as a privately held company and are not shared with its client base or the public.
Asked Oct 2, 2025 10:26AM
Answer:

The City confirms receipt of this information from CentralSquare Technologies.
Will the City please confirm Exhibit 2: INSURANCE and BOND CITY OF REDMOND SERVICES CONTRACT at the end of Exhibit E: SaaS Contract Template does not need to be submitted with our proposal?
Asked Oct 2, 2025 10:39AM
Answer:

The City does not require the draft contract to be submitted with proposals. 
Could the City please clarify whether it is seeking the EAM primarily as a software tool with optional services, or as a full EAM service solution (Software-as-a-Service and ongoing management), or both?
Asked Oct 3, 2025 4:35AM
Answer:

Both
What is the period of performance for this contract?
Asked Oct 3, 2025 7:18AM
Answer:

Period of performance will be determined during contract negotiations with the selected vendor.
Could you please confirm the mandatory integrations for this project?
Asked Oct 6, 2025 3:37AM
Answer:

Please refer to Exhbit C - Functional & Technical Requirements. 
Could you kindly provide the GIS product and version you are using?
Asked Oct 6, 2025 3:37AM
Answer:

The City is currently using ArcGIS Enterprise 11.4. We hope to be migrated to 11.5 by the time of implementation.
Will the City's IT department provide resources and middleware to accomplish any of the required and desired integrations? What level of support will your IT team provide?
Asked Oct 6, 2025 3:37AM
Answer:

The City does not intend to build or maintain any integrations with the selected software solution. It is the City's assumption that for all required integrations there should be out of the box API integrations that would not require additional software or custom tools to enable integration.
Can you please provide details regarding the data migration/conversion requirements? Specifically, we would like to know if there is an API available that we can leverage for data migration. Could you please also provide us details on how many years of historical data you are planning to migrate to the new CMMS system? Can you give us an estimate of the number of Work Orders and Assets?
Asked Oct 6, 2025 3:38AM
Answer:
  1. The City does not currently plan to migrate data directly from the softwares we are currently using. Asset registries and other data sets will be primarily housed in GIS, with the potential for some data to be housed in Excel spreadsheets. Historic work orders or inspections will not be migrated. The City will work with the selected vendor to build preventative maintenance load sheets based on a template provided by the selected vendor.
  2. The City is not planning on transferring any historic work orders.
  3. Approximate types and quantities of assets are outlined in the RFP.  
What is the current quality of the data stored in the existing CMMS/EAM? Current data format? Are there any known issues with data accuracy, completeness, or consistency that we should be aware of?
Asked Oct 6, 2025 3:38AM
Answer:

The majority of our asset data will be stored in GIS as layers or related tables with attachments enabled through the layers. Additionally, data may be in tabular formats, such as Excel.
With the amount of data that the Customer wants to be migrated, is the Customer open to vendors recommending a review to identify which data will be most valuable to migrate to the new system?
Asked Oct 6, 2025 3:38AM
Answer:

The City expects to work with the selected vendor to right size the software to the City's needs.
Is City staff currently using Android or IOS Mobile devices?
Asked Oct 6, 2025 3:39AM
Answer:

Apple iOS
Does the Customer prefer a phased implementation approach or a single big bang roll-out?
Asked Oct 6, 2025 3:39AM
Answer:

The City envisions a phased approach as outlined in the RFP. 
Are you currently using a 311 system or a customer portal for your citizens or public to submit service request.
Asked Oct 6, 2025 3:49AM
Answer:

The City does not currently have a 311 or public portal. The City desires the selected software would have a standard portal for the public or an easy integration with another software.
Can the City of Redmond provide an estimated number of users who will be expected to interact with the proposed solution? Could the City of Redmond provide a breakdown of the provided users by role? (Ex, Technician, Supervisor, Maintenance Manager, Planner/Scheduler, Finance, Engineer, Admin, etc.) Does the City anticipate external/contractor/vendor access to the system, and if so, approximately how many? Is there any shift-based work, or will everyone be accessing the system at the same time? What kind of data needs to be migrated? (Transactional vs Master) What is the approximate size of the current production database (in GB)? What is the status of today's data? Is there a need for the cleanup of current data (Asset info, WO procedures, etc.)? Is the City of Redmond looking to replicate current procedures, or are you looking to change naming conventions, work processes, or flows as part of the implementation process? Is there interest in using a mobile application? Do you currently use any 3rd party tools? Beyond the listed integrations (ArcGIS, GraniteNet, SharePoint, FleetFocus, Outlook, Excel), are there any other enterprise systems (Ex, ERP/financials, permitting, SCADA) the City expects to connect? For GraniteNet and FleetFocus, what level of data exchange is expected: real-time monitoring, data historian, or SCADA? What is the target go-live timeframe, and is City of Redmond interested in a phased center of excellence approach or "big bang"? How many non-production environments does the City require in addition to the Dev, Test, Training, and Production environments already listed? What level of training deliverables does the City expect (e.g., train-the-trainer, end-user classroom sessions)? What duration and level of post-go-live hypercare support is expected?
Asked Oct 6, 2025 5:34AM
Answer:
  1. The City anticipates the need for 30 admin users (managers at a desktop) and 60 field workers (crews completing work orders from a mobile app). In addition to those user types, the City anticipates needing approximatley 5 system admin users (users that can make changes to the software). 
  2. Closed without answer. 
  3. Internal only for now.
  4. The City does not anticipate needing shift-based access.
  5. Closed without answer. 
  6. Closed without answer. 
  7. The City's intention is to have all data ready to be implemented on a division by division basis, consistent with the project phasing.   Additionally, it is the City's intent is to work with the vendor to refine current business processes and integrate those new processes into the new EAM.
  8. Workflows and business processes are at various stages of completeness across all divisions. The City's intent is to work with the vendor to refine current business processes and integrate those new processes into the new EAM. 
  9. The City will require a mobile solution for field workers.
  10. Please refer to Exhbit C - Functional & Technical Requirements. 
  11. Answer pending
  12. The City envisions a phased approach. 
  13. Please refer to Exhbit C - Functional & Technical Requirements. 
  14. Please refer to section 3.12 in the Scope of Work.
  15. Answer pending
1. Can the City confirm its preferred implementation duration and whether phases (e.g., Water first, then Transportation, etc.) are acceptable? 2. Can the City confirm which specific systems must integrate (e.g., GIS, financials, HR/timekeeping, SCADA, permitting)? 3. Are all asset data sources already consolidated within an existing EAM system, or are they currently distributed across GIS, spreadsheets, and other platforms as indicated in the RFP? 4. Should proposers assume that data collection, data quality review, and data cleaning/standardization are within the vendor’s scope of work, or will those preparatory tasks be performed internally by City staff before migration begins? 5. Will the City provide an inventory or data dictionary of the existing data sources to support level-of-effort estimation for migration?
Asked Oct 6, 2025 10:01AM
Answer:
  1. The City's initial plan contemplates Stormwater, Wastewater (not including the new treatment plant), and Water assets to be among the early phases of implementation, followed by Transportation, Facilities, Parks, and the Wastewater Treatment Plant.
  2. Please refer to Exhbit C - Functional & Technical Requirements. 
  3. Closed without answer. 
  4. It is the City's intention to handle any data development and cleanup, and provide it to the vendor. The City assumes some level of coordination between the City and vendor to ensure the data will be consumable by the vendors software.
  5. Please refer to tables 1.1 - 1.8 for an estimation of what the City is looking to incorporate in the EAMS.
1. How as the $800,000 budgetary number generated? Was it based on discussions with vendors? 2. Did you get demonstrations of any solutions? If so, which ones? 3. What is your ERP Solution in place? 4. There are 210 users identified of the system. Are these all internal users or are their users external to your Active Directory?
Asked Oct 6, 2025 10:50AM
Answer:
  1. Closed without answer.
  2. Closed without answer.
  3. SpringBrook Finance Holdings Inc.
  4. Internal only for now. 
1) We are a business partner to an industry-leading software solution. As such we would be expecting to sign a professional services only agreement with Redmond and our software business partner will provide their own Software License Agreement (SLA) that the City will be expected to sign. Exhibit E – SaaS Contract Template has provisions for both professional services and software. Should we enumerate which provisions we are willing to agree to for professional services only? 2) The cost proposal sheet (Exhibit D) indicates the need for 4 environments. Our proposed software vendor provides a SaaS with 2 environments. The provisioning of 4 is an option but will increase costs, how should we indicate this within the cost proposal? 3) The desired integration to Fleet Focus indicates a one-way data transfer. Is this the proposed solution to Fleet Focus, or from Fellt Focus to the proposed solution?
Asked Oct 6, 2025 11:47AM
Answer:
  1. Will be determined at contract negotiations with the selected vendor team. 
  2. The purpose for the request of 4 environments is to allow for working environments before GO-LIVE.  If your solution can accomplish the separation with only 2 environments that is acceptable.
  3. The City's goal is to integrate FleetFocus with the new EAMS via one-way data transfer from FleetFocus to the EAMS.
Will any demonstrations be remote or on site?
Asked Oct 6, 2025 12:29PM
Answer:

The City is able to accommodate both virtual and in-person demonstrations based on Vendor preference and City resource availability.
What are the two EAM software solutions being used currently?
Asked Oct 6, 2025 12:30PM
Answer:

The City is currently using an older version of Lucity and also FMX.
Do you want all exceptions to Exhibit E submitted within the question period, also?
Asked Oct 6, 2025 12:30PM
Answer:

The sooner the City can get these types of questions, the better, so feel free to submit those questions now.
For GraniteNet and FleetFocus, what level of data exchange is expected: real-time monitoring, data historian, or SCADA?
Asked Oct 15, 2025 3:51PM
Answer:

Real-time data exchange preferred
What duration and level of post-go-live hypercare support is expected?
Asked Oct 15, 2025 3:52PM
Answer:

Please refer to RFP and Exhibit D

For Questions or Additional Information, Contact:

Single Point of Contact (SPC):

Name: Lorelei Williams, Public Works Business Manager

Phone: 541-504-2043

Email: lorelei.williams@redmondoregon.gov

Location: 243 E Antler Avenue, Redmond, OR 97756

City Recorder’s Office:

Name: Kelly Morse, City Recorder

Phone: 541-923-7751

Email: kelly.morse@redmondoregon.gov

Location: 411 SW 9th Street, Redmond, OR 97756

 

Name: Kayla Duddy, Deputy City Recorder

Phone: 541-923-7755

Email: kayla.duddy@redmondoregon.gov

Location: 411 SW 9th Street, Redmond, OR 97756

For Technical Questions, Contact:

Project Manager:

Name: Levi Roberts, Public Works Data Manager

Phone: 541-504-2037

Email: levi.roberts@redmondoregon.gov

           Location: 243 E Antler Avenue, Redmond, OR 97756

Interested Parties and Planholders

Interested Parties

These are the vendors who have expressed interest in this solicitation:

Business When
AtkinsRealis Sep 9, 2025
(prime)
AtomAI Solutions Inc. Sep 24, 2025
Banetti SDV, INC. Oct 1, 2025
(prime)
Brightly Software Sep 16, 2025
(prime)
CentralSquare Technologies, LLC Sep 9, 2025
(prime)
Centricity GIS Sep 9, 2025
(prime)
Cultivate Geospatial Solutions Sep 27, 2025
FAHM Technology Partners Inc. Sep 23, 2025
(prime)
iWorQ Systems Sep 29, 2025
(prime)
NEXGEN Asset Management Sep 29, 2025
(prime)
Novotx, LLC Sep 12, 2025
(sole)
OpenGov, Inc.
Powering more effective and accountable government.
Sep 24, 2025
(sole)
PSD Citywide (US) Inc. Sep 19, 2025
(sole)
Stellar Services Inc. Sep 24, 2025
(prime)
SYSUSA,Inc.
ServiceNow
 Sep 18, 2025
Timmons Group Sep 9, 2025
(prime)
VertiGIS Sep 8, 2025
(prime)
VertiGIS
Web Mapping Application Frameworks (GIS)
 Sep 12, 2025
Download Interested Parties as .CSV

Planholders

These are the vendors who have downloaded the solicitation documents:

Business When
AssetWorks Inc Oct 6, 2025
AtkinsRealis Sep 23, 2025
AtomAI Solutions, Inc. Nov 7, 2025
Banetti SDV, INC. Sep 30, 2025
Brightly Software Sep 16, 2025
(prime)
CDW Government Oct 2, 2025
CDWG Oct 2, 2025
Centricity GIS (MBE/WBE) Sep 9, 2025
(prime)
Cultivate Geospatial Solutions Sep 27, 2025
EAM Solutions, LLC Sep 23, 2025
(other)
FAHM Technology Partners Inc. Sep 23, 2025
Hexagon Nov 7, 2025
IBM Oct 1, 2025
(prime)
Interloc Solutions, Inc. (SBE) Sep 23, 2025
(prime)
iWorQ Systems Sep 29, 2025
KloudGin, Inc (MBE) Sep 23, 2025
(prime)
M&E
Comfy Cozy
 Sep 22, 2025
NEXGEN Asset Management Sep 29, 2025
Novotx, LLC Sep 12, 2025
(sole)
PSD Citywide (US) Inc. Oct 20, 2025
Seattle Daily Journal of Commerce Oct 10, 2025
SQLCare, Inc.
MS SQL Database Administrator
Oct 6, 2025
Stellar Services Inc. (MBE) Sep 24, 2025
Strategic Maintenance Solutions Oct 1, 2025
SYSUSA,Inc.
ServiceNow
 Oct 6, 2025
TeleBright Software Corporation Sep 15, 2025
Timmons Group Sep 9, 2025
UNISYS CORPORATION
US
 Oct 1, 2025
VertiGIS Sep 8, 2025
zLink, Inc. (MBE)
Automate Maintenance, Unlock Performance - CMMS Made Easy
 Sep 11, 2025
(prime)
Download Planholders as .CSV

Solicitation Keyword Tags

acquisition, ArcGIS, asset, asset registry management, business process, condition assessment, configuration, dashboard, data management, data migration, document managment, EAM, enterprise, enterprise asset management, ESRI, fleet focus, implementation, inspections, integration, inventory management, life cycle modeling, maintenance, management, planning, reporting, risk management, scheduling, service request management, software, specifications, technology, testing, training, upgrades, user interface, user management, work orders

Commodity Codes and Solicitation Change History

Commodity Codes (NIGP):

208-11
Application Software, (Not Otherwise Classified), Microcomputer
208-20
Business Software, Misc.: Agenda, Labels, Mail List, Planning, Scheduling, Etc., Microcomputer
208-55
Inventory Management Software, Microcomputer
209-00
COMPUTER SOFTWARE FOR MAINFRAMES AND SERVERS, PREPROGRAMMED
209-49
Geographic Information System (GIS) Software, Mainframes And Servers
920-40
Programming Services, Computer, Including Mobile Device Applications
920-45
Software Maintenance And Support Services
920-64
System Implementation And Engineering Services
920-91
Training, Computer Based, Software Supported
958-05
Asset Management Services

Changes to This Listing:

Change
The prebid conference has been added.
 Sep 30, 2025
The following bid documents were added:
Addendum 2 - First Batch Questions and Answers.pdf
 Oct 6, 2025
The following bid documents were added:
Addendum 3 - Questions and Answers.pdf
 Oct 14, 2025
The following bid documents were added:
Addendum 4 - Final Batch Questions and Answers.pdf
 Oct 15, 2025
The publication date has changed.
The bid due date has changed.
The following bid documents were added:
Addendum 5 - PW Enterprise Asset Management - Shortlisted Proposers.pdf
 Nov 7, 2025
No changes detected.
 Nov 7, 2025
The following bid documents were added:
Intent to Award - City of Redmond, OR - Public Works Enterprise Asset Management.pdf
 Dec 16, 2025
The following bid documents were added:
Intent to Award - City of Redmond, OR - Public Works Enterprise Asset Management .pdf
 Dec 16, 2025

About City of Redmond, OR

Redmond is a mid-sized community nestled in Oregon’s High Desert Plateau just east of the Cascade Mountain Range in Central Oregon. Known for its progressive and innovative leadership, the City enjoys a state-wide reputation for its ability to undertake and implement projects and programs that benefit its current and future residents.

The City of Redmond serves a community of approximately 37,000 residents and numerous tourists that visit the region annually. City leadership is dedicated to fostering a business-friendly climate where traditional family-owned enterprises, high-tech industries, and a variety of major corporations all thrive. We look forward to working with businesses who want to offer their services to the organization and community.

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