Asset Management / Work Order Software

The City of Lake Forest, California, has issued a Request for Proposal (RFP 2025-RFP-125) for a configurable, GIS-integrated asset management and work order system designed to support maintenance of park infrastructure and contractor task tracking. The envisioned software platform must seamlessly integrate with ArcGIS Online, support mobile field activities, and offer flexible schema configuration to allow effective assignment, monitoring, and analysis of work orders linked to geospatial assets. It will allow limited-access contractor users to update work progress, enter notes, and upload attachments from the field, facilitating real-time collaboration. The City seeks to transition from a pilot phase to a scalable production environment with this SaaS-based solution. The contract’s initial term runs from February 28, 2026, through February 28, 2029, with potential renewal dependent on mutual agreement. The procurement process includes a detailed evaluation matrix emphasizing technical understanding and alignment with the City's requirements (50% of score), quality of key personnel (10%), and cost proposal competitiveness (40%). Mandatory pass/fail criteria ensure proposers are properly licensed, have no conflicting scopes, comply with instructions, and provide required documentation. The City requires compliance with California labor laws, subcontractor prior approval, comprehensive insurance coverages, affirmative action program adherence, and robust recordkeeping. Proposal submissions must be made electronically via the City’s procurement portal by January 6, 2026, with prescribed formats (.pdf for documents and .mp4 for demonstration videos). Pricing details remain unfilled in solicitation documents, but proposals are assessed on a best-value trade-off basis rather than lowest cost alone. Contract administration emphasizes flexibility in personnel substitution procedures and mandates prior approvals, while inspection, acceptance, and invoicing procedures remain generally controlled by City oversight without explicit federal contracting clauses. Overall, the contract targets a comprehensive, modern asset and work order management system that enhances proactive infrastructure maintenance and operational efficiency within Lake Forest’s public works framework.