TOWN OF ATHERTON
REQUEST FOR PROPOSAL
Asset Management System
for
Town of Atherton
Site Address:
80 Fair Oaks Avenue, Atherton, CA 94027
Issued:
July 7, 2025
Proposals Due:
September 1, 2025, 2:00pm
Town of Atherton
Office of the City Clerk
80 Fair Oaks Lane
Atherton Ca 94027
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2025 Asset Management Software RFP Page 2 of 12
Overview
The Town of Atherton (“Town”) is seeking proposals for an asset management software which includes software, implementation services, training, and technical support from a single vender to serve our Public Works Department. Town’s goal is to select and implement an asset management system that will maximize operational efficiency, simplify inventorying of assets, support scheduling of preventative and annual maintenance of the Town’s assets.
The system should be flexible, user-friendly, and fully integrated to improve efficiency and support informed decision-making as the Town grows and asset management becomes more complex. It must be easy to use for a wide range of staff and offer technical support through email, phone, live chat, and remote assistance. A cloud-based system is preferred, with an option for on-site hosting, and an online knowledge base is highly desirable.
Background
The Town of Atherton, incorporated in 1923, is a small residential community, with approximately 7,000 residents. The Town extends from slightly west of the Bayshore Freeway (US 101) up to I280 and is approximately 4.5 miles long and 1.5 miles wide. Its municipal neighbors include Menlo Park to the south, Woodside to the west and Redwood City to the north.
Purpose
The Town seeks to implement an Asset Management Software (AMS) solution to systematically track, maintain, and preserve municipal assets. The goal is to ensure all priority and future assets receive timely preventative and annual maintenance.
Town Assets for AMS Integration
Town Facilities
• Town Center (43,000 sq. ft.)
o Includes Town Hall, civic spaces, Police Department, City Hall, and Council, Historical Town Hall Chambers (31,000 sq. ft. subset)
o Major systems: Heat Pump Multistack, HVAC, Elevator, Mechanical, Electrical • Building and Grounds Maintenance across all town-owned properties Holbrook-Palmer Park (22 acres)
• Indoor and outdoor amenities:
o Tennis Court
o Pavilion
o Carriage House
o Gilmore House
o Water Tower
o Corporation Yard
o Little League Field and Pavilion
o Open field and picnic areas
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Library
• Single facility, approximately 12,000 sq. ft.
Facility Needs to Track in AMS
• Electrical systems
• Mechanical systems
• HVAC
• Decks
• Finishes
• Equipment
• On-site utilities
• Storm drain systems (mains, inlets, drywells)
Future Assets for AMS Integration
• Stormwater Infrastructure
o Includes the Atherton Channel
• Roadway and Streetscape Assets
o Roadside ditches, shoulders, sidewalks
o Street signs, traffic signals, radar/speed devices
o Street lighting, pavement markings, and speed humps
• Fleet Management
o Town vehicle and equipment inventory and maintenance
Current Data Management
The Town of Atherton manages its assets and data on paper and electronically using forms, spreadsheets, and GIS mapping.
Part A – Background Information and Service Requirements I. Scope of Services
The successful proposer will enter into a services agreement with the Town of Atherton to provide an asset management software for the Public Works Department. The Town is seeking a complete response from vendors who can demonstrate that they possess the organizational, functional, and technical capabilities to perform the services, and meet the requirements and service levels required.
A. Vendors submitting a response to this RFP must meet the following requirements:
• Possess a solid Customer base utilizing the Vendor’s software. • Demonstrate successful experience implementing the proposed software. • Meet all functional and technical requirements stated within this RFP using commercial off-the-shelf software.
• A highly intuitive system from a user perspective and can position the Town to take ATTACHMENT 1
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advantage of technology to improve departmental performance and efficiency. • Easy access to the data for report and query generation without the need for a programming specialist.
• Provide solutions for user-friendly mobile technology for field crews, integrating mobile devices for both Apple and Android based products. • Provide spatial capabilities through industry-standard GIS to augment Operations Management activities, including integration with existing geodatabase and referencing systems.
• Asset tracking for specific assets, including the ability to track attributes, work and maintenance history, cost of maintaining the asset, and asset lifecycle management.
• The successful vendor shall be responsible for the final Town-approved design, installation, implementation, and commissioning of the software system including development of user acceptance testing, system integration, and connectivity to existing resources.
II. Key Functional Objectives
The following is an overview of the essential software capabilities/requirements:
A. Asset Management
• Ability to create asset inventories and track asset attributes • Setup preventative maintenance schedules on assets and trigger work based on asset condition, time, and usage
• Ability to create custom assets
• Associate asset to requests and work
B. Request Management
• Intake requests from citizens and staff
• Provide multiple ways to take requests (smartphone, phone, website, etc.) • Provide a way to avoid duplicate or redundant requests • Associate multiple tasks and work orders to requests
C. Work Management
• Create and complete work on both assets and non-assets • Easily create, assign, prioritize, and complete work activities • Project activities with their cost, to maximize the live of assets • Auto notification via email related to assigned and completed work D. Resource Management
• Ability to track labor, equipment, and materials costs • Ability to expense equipment in either time or miles
• Materials inventory management with quantity on hand and adjustable settings
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• Auto notifications via email for material reorder alerts E. Mobile/Field Access
• Native iPad application to perform request tracking, work, and inventory • assets in the field
• Native iOS and Android smartphone application to perform work and • inventory assets in the field
• Mobile application must be able to create and complete work, enter resources, create assets, and edit existing assets and attributes • Offline capability for iPad application and smartphone applications • Configure data available in application
• Ability to use a variety of base maps
F. Reporting and Exporting Data
• Standard reports included
• Create and Edit Reports
• Allow for export to CSV
• Ability for field-level queries, sorts, and reports.
• Ability to present various report or query information in GIS. • Ability to create “maps” based on pre-defined, or filtered criteria. • Real-time data updates, preferably Cloud storage.
G. Data Integration
• Integration of data between various existing databases so that data can be viewed by staff in other divisions without having to log into another system. • Capture and conversion of historical data.
• Interface with existing systems prior to new system implementation.
III. Contract Term
The Town intends to award a services contract with an initial term of up to three (3) years, renewable at the option of the Town for up to three additional one (1) year terms. The total term of the proposed contract may extend for six (6) years from award by the Town. The exercise of any additional extension of term shall be at the sole discretion of the Town. Town may consider alternate agreement term lengths within written proposals.
IV. Compensation
The Town will pay the Contractor invoice monthly. The Town reserves the right to negotiate with the selected firm on the rates and fees as submitted in the Bid and for each renewal period.
PART B - Proposal Content
The proposal should explain the approach for completing the tasks and services outlined in the Scope of Work, including any necessary steps to meet all requirements. While not every individual task can ATTACHMENT 1
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be listed in this Request for Proposals, the Town of Atherton expects bidders to use their expertise to identify and include all relevant tasks, subtasks, and associated costs. The Town will not approve contract changes that fall outside the general Scope of Work unless they represent a substantial change.
I. THE PROSPOSAL SHOULD INCLUDE:
A. TRANSMITTAL LETTER AND EXPERIENCE: Introduce your organization, its size, background, and provide information to demonstrate your organization’s skill and experience in Asset Management Software implementation. The cover letter shall be signed by an officer of the organization who is authorized to negotiate a contract with the Town.
The experience shall be set forth and submitted, as follows:
• Ownership; if incorporated, the state in which the selected firm is incorporated and the date of incorporation;
• Location of contractor’s office;
• Number of employees at location
• Name, address, email address, and telephone number of the contractor's point of contact; • Contractor background/history;
• Contractor qualifications to provide the services described in this RFP; • Length of time the contractor has been providing services described in this RFP; • A complete disclosure of any alleged significant prior or on-going contract failure, any civil or criminal litigation or investigation pending which involves the contractor and/or contractor employees proposed or assigned to this contract or in which the contractor has been judged guilty or liable within the last 5 years. If there is no negative history to disclose, state that in the Bid.
B. KEY PERSONNEL AND QUALIFICATIONS: Identify the Principal-in-Charge and provide a brief resume for each of the key persons proposed to work on this project. Any key subconsultants proposed should be identified, and information on their respective role in the project shall be included. The prospective Contractor shall designate, by name, the project manager to be employed for this project. Substitution of the project manager by the selected contractor will not be allowed without prior approval by the Town of Atherton.
C. PAST EXPERIENCE/REFERENCES: Provide at least three references from other government agencies or private parties including the following information:
• Client name, client Manager, address, telephone number, and email address; • Contract Term (starting date and ending date);
• Contract value;
• Staff assigned to that project.
D. SYSTEM FUNCTIONALITY`: Vendors should describe anticipated implementation strategies for an Asset Management Software meeting the Department’s needs, including a rollout strategy and potential project plan indicating timeframes for phases, as well as the entire project.
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E. RECOMMENDED SOLUTION: Vendors should provide detailed information on their proposed solution(s) The information should include recommendations taking into consideration on the Department’s existing processes, data management methods, and system requirements. Describe how your solution would satisfy the Department’s Asset Management Software needs based on provided background information, requirements, current processes and recommended implementation strategies.
F. COST: Vendors should respond with typical costs for similar implementations. Typical costs should be broken down for software procurement, implementation, maintenance and support, and other system and business costs (i.e., hardware, application software licenses (initial and on-going), third party licenses, etc.). If the proposed solutions are modular in nature, please provide typical costs for each module offered. Describe any suggestions for opportunities to reduce costs for this project. Provide annual costs after implementation. This section shall also include desired agreement term length, initial term not to exceed three (3) years.
G. DISCLOSURE: of any past, ongoing, or potential conflicts of interest that the firm or person may have as a result of performing the anticipated work.
II. VENDOR QUESTIONS
Vendors should specifically respond to each of the following questions:
A. Identify which specific functional requirements, described in this RFP, can be addressed by your product. Explicitly flag any requirements that cannot be met or that would be cost prohibitive.
B. Describe system functionalities that your product provides that the Town of Atherton has not listed but should be a consideration.
C. Describe your company's approach to software revisions, updates and patching.
D. Is your product scalable (i.e. if you have multiple modules/components, can they be used independently)?
E. Does your solution provide a map interface with the capabilities to view assets, search, pan, zoom etc., and access asset attributes? Other capabilities? F. Describe how data backup is provided and describe availability of backup data for download.
G. Why does your system best meet the Town’s needs?
H. Cost model for your software services.
NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.
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2025 Asset Management Software RFP Page 8 of 12
III. Software Capabilities
Vendors should respond to each of the items listed in the Functionality Matrix in Exhibit 1 of this RFP.
PART C – Submittal Process
1. Submittal Deadline: Monday, September 1, 2025, at 2:00 p.m. Late submittals will not be accepted. Format and Delivery: Submit three (3) letter-sized copies of the proposal to:
Ben Talavera
Public Works Management Analyst
Town of Atherton
80 Fair Oaks Lane
Atherton Ca 94027
and e-mail a PDF copy to Ben Talavera at [email protected] Submittals will not be returned.
Proposals submitted after the deadline will not be accepted for consideration.
Note that the Proposal, including all fees and compensation shall remain firm for a minimum of 90 days from the proposal submission deadline.
The Town reserves the right to accept or reject any or all proposals, or to alter the selection process in any lawful way, to postpone the selection process for its own convenience at any time, and to waive any non-substantive defects in this RFP or the proposals.
The Town is seeking to engage the most qualified person or firm. The Town reserves the right to negotiate with other qualified persons or firms, or to solicit additional statements of qualifications at any point in the project should it fail to negotiate a reasonable rate with the initially selected person or firm.
2. Questions: Interested parties, their representatives, agents or anyone else acting on their behalf, are specifically directed NOT to contact any Town employee, commission member, committee member, council member, or other Town employee or associate for any purpose related to this RFB other than as directed below. Contact with anyone other than as directed below may be cause for rejection of a bid.
ANY questions, technical or otherwise, pertaining to this Request for Proposals must be submitted IN WRITING and directed ONLY to:
Ben Talavera
Public Works Management Analyst
Town of Atherton
80 Fair Oaks Lane
Atherton Ca 94027
[email protected]
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Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. Questions received after the date and time in the schedule will not be answered. Only questions that have been resolved by formal written Addenda via the Public Works Management Analyst will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.
3. Site Walk : The Town of Atherton will conduct an optional site walk for prospective proposers interested in submitting a response to this RFP.
Date & Time: August 5, 2025 at 10:00 am
Location: Town Center 80 Fair Oaks Avenue, Atherton, CA 94027 Purpose: The site walk will provide proposers an opportunity to familiarize themselves with Town facilities. Town staff will be present to answer questions and provide relevant information to assist in the preparation of proposals.
Requirements: Please RSVP by July 31, 2025 to [email protected]. Proposers should bring a copy of the RFP and be prepared to take notes or ask questions.
PART D – Selection Process
At the time proposals are opened, each proposal will be checked for the presence or absence of the required proposal contents.
The Town will evaluate the proposals on a 100-point scale using criteria set forth in the table below. Award if made, will be to the highest scored proposal.
CRITERION MAXIMUM NUMBER OF
POINTS
Firm Information/Background 10
Key Personnel/Staff Qualifications 5
Experience/References 5
Quality of Work Plan Submitted
(Recommended Solution (25), Answer to
Vendor Questions
15, Functionality Matrix Exhibit10)
50 Cost (including contract term, initial license fee,
data collection and integration, on-going
maintenance cost, and support services costs)
30 Total 100
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PART E - Proposed Timeline
July 7, 2025
August 5, 2025
RFP available on Town of Atherton website
Site Walk
August 12, 2025, 10:00 am
August 19, 2025 2:00 pm
Questions due to RFP Contact
Answers to Questions submitted in form of Addendum on
website
September 1, 2025, 2:00 pm Proposals Due
September 16-20, 2025 Demos scheduled with vendors (if necessary) October 15, 2025 Recommendation to City Council (estimated date) PART F – Contract Terms and Conditions
The selected vendor will be required to sign a Professional Services Agreement with the Town of Atherton and will be required to provide to the Town of Atherton the appropriate certificates of general liability insurance. The contract may contain service performance requirements and penalties for non-compliance.
For additional information, contact Benjamin Talavera, Public Works Management Analyst, at (650) 752-0592
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Exhibit 1
FUNCTIONALITY MATRIX
• Placing a “Y”in the Core column indicates thatthe functions are contained in the core system.
• Placing a “Y”in the Custom column indicates that a custom modification will be required.
• Placing a name in the “3rd Party” column indicates that the function(s) will be provided by the 3rd Party software named.
Scheduling Core Custom Named 3rd party
Ability to create annual maintenance schedules based on asset condition and defined levels of service.
Ability to customize schedules based on predetermined
routine or prioritized maintenance intervals
Mapping/GIS Core Custom Named 3rd party
Ability to display asset data in GIS, including the ability to overlay various map layers from each division
Ability to present various report or query information in GIS.
Ability to create maps based on pre-defined or filtered criteria (at user level).
Provide map symbolizing for various assets.
Asset Information / Reporting / Accessibility of Information Core Custom Named 3rd party Ability to correlate various tracking numbers to assets, (i.e. work orders, work codes, part numbers, employee numbers,
equipment numbers, road log number, bridge
name and number, condition ratings, etc.)
Ability to track labor, equipment and materials (LEM) utilized towards an asset(s).
Ability to query and filter all fields within the system for quick reporting.
Ability to develop customized reports and queries.
Ability to generate work plans and budgets, and to produce reports of budgetary expenditures.
Ability to manage assets from multiple divisions (i.e. Traffic, Stormwater, Sewer, and Road Maintenance)
Ability to restrict access, or permissions based on user roles and responsibilities.
Ability to track asset type, model, vendor, warranties, installation year.
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Asset Information / Reporting / Accessibility of Information Core Custom Named 3rd party Ability to track and manage facilities maintenance.
Ability to display work order activities on a map.
Ability to manage material inventories at various locations.
Ability to link as-built drawings, photos, videos, permit information, resolutions/ordinances to assets
Ability to transfer existing data to new AMS without high degree of data manipulation.
Field Devices Core Custom Named 3rd party
Ability to utilize mobile devices to download and upload data while in the field.
Ability to integrate with mobile devices for both Apple and Android based products.
Real time updates when entering data with tablets in the field.
Ability to work off-line when 4G connection is not
available, with automatic update when back in service.
Ability to geo-locate a user in the field.
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