2026 Saratoga Springs Municipal Asset Management and Permitting Software Solution RFP

The city is seeking proposals for an enterprise asset management and permitting/licensing software. Vendors are not required to address both asset management and permitting/licensing. Proposals addressing only one discipline are encouraged. On-premises (on-prem): An on-prem deployment is preferred and will be considered above others. If on-prem deployment is not available, near-real-time database replication to City-managed servers is an acceptable alternative and will be considered. GIS Integration: As an ESRI Enterprise user, it is required that REST end point service layers be fully integrated into the new solution. The ability to write back and maintain field values in GIS services such as last inspection dates, condition etc. is required while other integration functionality is preferred. Data Migration: With over a decade of data in Cityworks, it is very important that this migrates to the new solution. Data to be migrated includes but is not limited to: permits, licenses, service requests, inspections and work orders. The City staff have a deep understanding of the Cityworks database schema and are available to support the migration process; however, the vendor is expected to lead data migration efforts. Migrated data doesn’t need to be fully functional in the new environment but is expected to offer a historical look-up and analysis, essentially being used in a read-only mode. If read-only historic data is the case, a plan to close out existing cases/work orders in Cityworks while implementing the new solution is required. Migration needs to preserve GIS feature relationships, attached documents, fees, people, and workflows. Attached documents could be near 200,000 files. Data Ownership: The City reserves ownership of all data input or generated within the software solution. Data is not to be shared without prior written authorization. shared.
See RFP for more details.