CLOUD-BASED ASSET MANAGEMENT SYSTEM IMPLEMENTATION AND RELATED SERVICES

The Las Virgenes Municipal Water District is seeking Proposals for CLOUD-BASED ASSET MANAGEMENT SYSTEM IMPLEMENTATION AND RELATED SERVICES. Proposals are to be submitted through the Procurement Portal at https://procurement.opengov.com/portal/lvmwd, no later than 5:00 pm on Friday, June 5, 2026.

The District is not responsible for emails that fail to deliver regardless of the cause of the failure. Submitters will receive email confirmation of receipt of the proposal.

Background

The District is seeking a modern, cloud-based asset management system (AMS) to serve as the foundation for a comprehensive, data-driven maintenance and asset management program (AMP). Currently, the District’s asset data, maintenance history, inventory records, and work management processes are decentralized and fragmented across multiple platforms including Tyler Munis enterprise resource planning (ERP) system, Advanced Utility Systems (AUS) customer information system (CIS), ESRI’s geographic information system (GIS), departmental shared drives, and individual workstations. Much of the District’s maintenance and operational data is in manual formats such as paper inspection sheets and within disparate third-party applications which include UpKeep, SwiftComply, ESRI Field Maps, Survey 123, and MS Excel.

These siloed environments have created operational inefficiencies with lack of a single source of truth that hinders the District’s ability to gather accurate asset lifecycle costs. As such, the District’s objective is to transition to a centralized, scalable system of record to track the total cost of ownership and implement a proactive "cradle-to-grave" asset lifecycle strategy. The proposed AMS must integrate seamlessly with existing core technologies (e.g., Tyler Munis, AUS, and ESRI) to eliminate data redundancy and provide a holistic view of the District’s infrastructure. By consolidating maintenance history, condition assessments, and cost data into a unified platform, the District aims to optimize resource allocation, enhance regulatory reporting, and support cost and risk-based decision making for effective long term capital planning.

Project Details

• Reference ID: 2026-RFP-043
• Department: F & A, Information Systems
• Department Head: - (-)

Important Dates

• Questions Due: 2026-05-23T06:55:00.000Z
• Pre-Proposal Meeting: 2026-05-20T17:00:00.000Z — District Boardroom: 4232 Las Virgenes Rd., Calabasas CA 91302

Evaluation Criteria

• Mandatory Elements (1 pts) —
  1. The firm must provide a statement that legally proves they can provide services in the state of California.
  2. The firm has no conflict of interest with regard to any other work performed by the firm for the District.
  3. The firm adheres to the instructions in this Request for Proposals on preparing and submitting the proposal.
• Functional Fit (20 pts) —

  Points will be assigned for “Functional Fit” based on the capability of the Proposer to satisfy the District’s requirements identified in ATTACHMENT E - AMS FUNCTIONAL REQUIREMENTS MATRIX and relevant portions of the Proposer’s NARRATIVE PROPOSAL.

  Points will be assigned based on the Proposer's system capabilities and product fit.
      

• Vendor Profile (35 pts) —

  Points will be assigned for “Vendor Profile” based on the relevant sections of the Proposer's NARRATIVE PROPOSAL including attachments. 

  Points will be assigned based on the Proposer's customer base, experience with projects of comparable size in similar agencies, product history, proposed project manager, and proposed project team.

• Implementation Plan (35 pts) —

  Points will be assigned for "Implementation Plan" based on the relevant sections of the Proposer's NARRATIVE PROPOSAL including attachments.

  Points will be assigned based on the Proposer's completeness and quality of the proposal response and attachments, project schedule, Roles & Responsibilities Matrix, and expected time commitment by the District.

• Cost (9 pts) —

  Points will be assigned based on comparison of the Proposers’ five (5) year total costs. 

Submission Requirements

• Please submit your complete proposal, EXCLUDING Cost: Refer to supporting attachments B, D, and E.. (required)
• Please submit your cost proposal here: Refer to supporting attachment F. (required)
• The District is requesting proposals from qualified firms to provide _______________________________. (required) —

  Example: internal audit services including developing a risk assessment, audit plan, and completing audits

• It is anticipated that the engagement will be for ________________________ (required) —

  Example: a one-year period with four (4) one-year options

• Is this a formal bid for LVMWD or JPA? (required)
• Please make the appropriate selection: (required)
• Will you be using an electronic pricing table? (required)
• Is the professional service subject to Disadvantaged Business Enterprise Requirements? (required)
• Will the contractor be performing work on district property? (required)
• Is this services/bid related to the construction phase of the Pure Water Project that is funded with CASRF funds? (required)
• Please confirm your draft RFP was reviewed by Human Resources and approved to move forward. (required) —

  If it was not, you MUST consult with Human Resources before proceeding.

• YOU MUST CONSULT WITH HUMAN RESOURCES BEFORE PROCEEDING. (required) —

  YOU MUST CONSULT WITH HUMAN RESOURCES BEFORE PROCEEDING.