Managed Services for ArcGIS Enterprise Environment for the City of Santa Monica

The City of Santa Monica (“City”) is seeking proposals to provide management services for ArcGIS Enterprise environment.

Background

The City relies heavily on its ArcGIS Enterprise deployment for data visualization, spatial analysis, land use planning, field data collection, and mapping. Maintaining and enhancing these platforms is essential to the City's mission of delivering efficient, informed, and secure public services.

Project Details

• Reference ID: 469
• Department: Information Services Department
• Department Head: . (.)

Important Dates

• Questions Due: 2026-04-28T22:00:00.000Z
• Answers Posted By: 2026-05-09T00:00:00.000Z

Evaluation Criteria

• Technical Capabilities (25 pts) —

  Points will be awarded for the proposer’s technical qualifications and ability to meet project objectives. This includes:Quality of past project outcomes; Approach to system architecture, upgrades, and integration; and Methods for ensuring performance, reliability, and quality control

• Value-Added Services (20 pts) —

  Points may be awarded for the proposer’s ability to provide additional insight, innovation, or enhancements beyond the base scope. This includes:

  Strategic guidance and thought leadership;

  Availability of training, tools, or resources to support City staff; and;

  Ability to communicate technical information effectively to both technical and non-technical audiences

• Cost (25 pts) —

  Points will be awarded based on the competitiveness of the proposed cost. Considerations will include:

  Overall pricing structure and transparency;

  Cost control measures and budget management practices;

  Alignment of pricing with the defined scope of work; and Demonstrated ability to deliver high-quality services cost-effectively

• Experience (30 pts) —

  Points will be awarded based on the proposer’s demonstrated experience with projects of similar scope, scale, and complexity. This includes:  Experience working with public sector clients;  Proven track record with ArcGIS Enterprise and Oracle Cloud Infrastructure;  Timely and efficient project delivery;  Relevant experience of proposed sub-consultants; and  Demonstrated organizational stability and past performance.

Submission Requirements

• Proposal
• Letter of Transmittal (required) —

  Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

  1. Identify the submitting organization;
  2. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;
  3. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;
  4. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;
  5. Be signed by the person authorized to contractually obligate the organization;
  6. Acknowledge receipt of any and all amendments to this RFP.
• Experience (required) —

  Describe your organization’s relevant experience managing GIS Enterprise environments and OCI, including examples of similar projects and its recent relevant experience (last five years). Highlight the scope of services provided, project outcomes, and any unique approaches or lessons learned that demonstrate your qualifications to perform the work described in this RFP.

• Key Personnel (required) —

  Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the contract. The City must be promptly notified of any changes in key personnel prior to award.

  Briefly describe your organization’s capacity to support a multi-year managed services engagement. Include information such as company size, years in operation, areas of specialization, and any relevant long-term client relationships that demonstrate your firm’s reliability and continuity of service.

• References (required) —

  List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

• Project Work Plan (required) —

  Detail your proposed support structure, including available support hours, coverage levels, response times, and escalation procedures. Identify any tiered service options or additional support offerings available to the City as part of your proposal.

• Cost Proposal (required) —

  Provide a detailed pricing breakdown that includes both recurring and non-recurring costs for each scope area, including any assumptions, dependencies, and the costs of additional services and or optional services.

  Structure pricing in a way that best reflects their proposed solution, provided that all relevant costs are clearly itemized and traceable to the corresponding scope areas.

• Other Required Responses
• Business License Requirements —

  WHO NEEDS A BUSINESS LICENSE?

  1. Is this vendor physically located in the City of Santa Monica?

  Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

  No (Continue to the next question)

   

  2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

  Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

  No(STOP, no license needed)

   

  ADDITIONAL REQUIREMENTS:

  If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

  The business license documentation is only required from the successful Proposer.

• Notice Regarding Disclosure of Contents of Documents (required) —

  All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

• Oaks Initiative (required) —

  CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

  NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA

  Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

  This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

  All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

  In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• Living Wage Ordinance Certification (required) —

  CITY OF SANTA MONICA LIVING WAGE ORDINANCE
  Certification for Providers of Services to the City of Santa Monica
  (Fiscal Year 25/26 – September 8, 2025 through June 30, 2026)
  TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200

  The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

  An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

  The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

  Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

  Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

  Please direct any questions to:

  City of Santa Monica Finance Department 
  Attention: Living Wage Compliance Section 
  1685 Main Street, Mail Stop 09
  Santa Monica, CA 90401

  You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• Certificate of Compliance (required) —

  Please upload your completed Certificate of Compliance document here.

• Non-Discrimination Policy, Debarment Certification & Non-Collusion Declaration (required) —

  Please download the below documents, complete, and upload.

• Levine Act Disclosure Form (required) —

  Please download the below documents, complete, and upload.

• Vendor Requirements
• Please upload your current certified Oracle Partner authorization. (required)
• Initial Term (required) —

  Please enter the initial contract term. For example "one (1) year" or "three (3) years".

• Options to Renew (required) —

  How many options to renew? For example, "five (5) options" or "one (1) option".

• Option Period (required) —

  What is the Renewal Option Period? For example "one (1) year" or "twelve (12) months".

• Is this Living Wage? (required)