Request for Proposals for Asset Management Platform Criteria and Specification Development

City of Milwaukie (City) is seeking proposals from qualified and experienced consultants for assistance in identifying priority operational and technical requirements of the City’s public works divisions, and in developing a practical transition and procurement strategy in order for the City to procure an asset management software platform and associated implementation services. City is seeking a focused and practical process from a consultant that will lead the City to be solicitation-ready for procuring an asset management platform.

Task 1 - Project Initiation and Focused Existing Conditions Review

• Conduct a project kickoff meeting with city staff to confirm project objectives, scope, schedule, roles, communication protocols, key decision points, and required city input.
• Prepare a concise work plan and schedule that identifies major activities, stakeholder engagement, review periods, and deliverables.
• Review available documentation and the City's existing asset management technology environment, including, but not limited to, Cityworks, Esri, CUES’ Granite operational platforms, Tyler Technologies’ ERP Pro financial system, MCCI’s GovBuilt permitting and licensing platform, Accela permitting systems, mobile technologies, and other systems determined to have a material relationship to the future asset management platform.
• Conduct targeted interviews or workshops with representatives of the City’s public works operations, engineering, GIS, information technology, city management, and other staff as appropriate.
• Summarize the findings from the existing conditions review and stakeholder engagement.

Deliverable: Focused existing conditions and priority needs summary.

Task 2 - Functional, Technical, and Integration Requirements

• Develop functional requirements for the future asset management platform.
• Develop requirements of an asset management platform for integration with the City's Esri enterprise GIS environment.
• Develop technical requirements of an asset management platform that addresses system architecture, hosting, configuration, Application Programming Interface (API) and interoperability, authentication and user administration, cybersecurity, data ownership and access, reporting and analytics, mobile functionality, and other technical considerations appropriate to include in the solicitation.
• Develop planning level requirements for migration of existing Cityworks data, including asset, work order, inspection, maintenance, historical, attachment, and other relevant information.

Deliverable: Functional, technical, Esri integration, enterprise integration, security, and data migration requirements suitable for incorporation into the City’s solicitation for an asset management platform.

Task 3 - Transition and Implementation Planning

• Develop a planning level strategy for transitioning from Cityworks to another asset management platform while maintaining the City's Esri environment and continuity of public works operations.
• Identify implementation elements that should be addressed in the solicitation, including project governance, configuration, integrations, data conversion, testing and acceptance, training, change management, staff resource requirements, deployment, cutover, and post implementation support.
• Develop a planning level roadmap for the City covering completion of this analysis and support work through procurement, selection, contracting, implementation, configuration, integration, data migration, testing, training, cutover, and stabilization of the asset management platform.

Deliverable: Planning level transition and implementation roadmap and recommended implementation requirements for the City’s solicitation and selection of an asset management platform.

Task 4 - Procurement and Evaluation Strategy

• Develop recommended criteria for the selection of an asset management platform and associated implementation services.
• Develop recommended evaluation criteria, scoring methodology, and evaluator tools that allows the City to meaningfully compare asset management solutions.
• Develop scripted demonstration scenarios to be used with software providers during the evaluation process.
• Develop cost proposal requirements that allow the City to meaningfully understand and compare software licensing or subscription costs, implementation costs, integrations, data migration, training, recurring costs, optional services, and long-term total cost of ownership.

Deliverable: Procurement strategy, proposal evaluation framework and scoring tools, and scripted demonstration scenarios.

Task 5 - Asset Management Platform Solicitation Development

• Consultant will prepare a draft document for the City's use in soliciting an asset management platform and associated implementation services.
• Before the solicitation is publicly issued, the City and consultant will perform a final review of the draft solicitation document(s) and supporting evaluation materials and resolve any comments or open issues.

Deliverable: Draft technical specifications and procurement strategy recommendations for an asset management solution and review final solicitation documents and supporting evaluation materials.

Proposals must be submitted electronically through the City’s Procurement Portal (Euna Procurement Bonfire) at https://milwaukieoregon.bonfirehub.com/. Proposals will be received until **2:00 p.m. PST on Thursday, November 12, 2026**. Phone, facsimile, mail delivery, email delivery, and in-person submissions will not be accepted.

The *Standard Proposal Form* is **required**. Proposals will be evaluated on the following criteria:

• Project Understanding and Approach (30 points)
• Work Plan and Project Delivery (20 points)
• Qualifications and Relevant Experience (30 points)
• Proposed Fee (20 points)
• COBID Certification (20 points)

The selected proposer will be asked to sign a personal services contract with the City. A City of Milwaukie business license and a federal tax identification number will be required. The contract will include Commercial General Liability Insurance (**$1,000,000** each occurrence), Professional Liability Insurance (**$1,000,000** each claim), Commercial Automobile Insurance (**$1,000,000** each accident) and Workers’ Compensation Insurance (**$500,000** each accident).

The contract resulting from this RFP will commence on or about December 15, 2026. The duration of the contract will be through December 31, 2027.