24P-207 - Cityworks Systems Implementation & Integration Services
| Agency: | New Castle County |
|---|---|
| State: | Delaware |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Dec 8, 2023 |
| Due Date: | Jan 17, 2024 |
| Solicitation No: | 24P-207 - Cityworks Systems Implementation & Integration Services |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Title: |
24P-207 - Cityworks Systems Implementation & Integration Services
|
| Category: | Professional Services (RFPs) |
| Status: | Open |
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New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 24P-207
Cityworks Systems Implementation & Integration Services
New Castle County Government (“the County”) is seeking unpriced proposals for professional
services to implement Cityworks SaaS software, migrate existing on-prem Cityworks systems to
the cloud, build-out SaaS capabilities for multiple departments, and integrate Cityworks SaaS
platform with our productivity tools and ERP platforms. Professional services are also needed
to retire Infor/Hansen v7 and solve outlier functions to optimize positive gains of the cloud.
Interested parties are asked to submit an unpriced proposal to New Castle County Purchasing
Division, New Castle County Government Center, 87 Reads Way, New Castle, DE 19720, stating
their interest and qualifications. Proposals must be received by 2pm on January 17th, 2024 and
must include one (1) printed hard copies and one (1) USB drive containing an electronic version
of the proposal within a sealed envelope. The electronic submission will be considered the
original, and must replicate the printed hard copy, with all appropriate signed documents.
Requests to be invited to the mandatory pre-bid meeting at 1pm EST on December 21st, 2023
must be submitted in writing via email to Frank Penta at frank.j.penta@newcastlede.gov by end
of day on December 19th, 2023. No proposals will be accepted from any vendor who is not
represented at the mandatory pre-bid meeting.
INSTRUCTIONS FOR PROPOSAL SUBMISSION
➢ Sealed proposal envelopes must clearly display Bid# 24P-207 Cityworks Systems
Implementation and Integration Services in the lower left quadrant on the front.
➢ Facsimile transmissions of proposals are unacceptable and will be rejected without any
notice to the bidding vendor.
➢ Bidders are responsible to retrieve the bid specifications and all addendums from the
New Castle County Purchasing website at www.newcastlede.gov/Bids.aspx.
➢ Proposals shall be concise and focused.
11/.01/.23
Bid# 24P-207
Page 1 of 18
New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 24P-207
Cityworks Systems Implementation & Integration Services
Timeline for Proposal Submission
RFP Event
Date
Bidding Opportunity is Published
12/11/23
Mandatory Pre-Bid Meeting via Zoom
12/21/23 at 1pm via TEAMS
Questions Due to Procurement
12/29/23 by 11:59 pm
Addendum for Questions is Posted
1/5/24 by 11:59 pm
Proposals are Due / Bidding is Closed
1/17/24 at 2pm
Evaluation Committee Selects Short List
1/24/24
Evaluation Committee Interviews Short List
Week of January 29th, 2024
Evaluation Committee Selects Provider
Per code, within 90 days of bid opening
Professional Services Contract is Awarded (*)
Upon successful negotiation with selected
vendor
(*) NOTE: Pursuant to New Castle County Code and Delaware State Law, no contract will be
awarded to any vendor unless, before or in conjunction with the actual award of the contract to
such vendor, has submitted proof satisfactory to the County, or to the awarding agency, or the
designated representative of the County or the awarding agency, as the case may be, that it
and each and every subcontractor named by it in its bid, if any, will at the time it submits such
proof have valid and effective licenses required by the State and the County, and the political
subdivisions, if any, in which the project is located, and the United States government, in order
for each of them: (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to
perform the labor and/or supply the material involved in the performance of the contract.
Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69,
Title 29, and the New Castle County Code.
11/.01/.23
Bid# 24P-207
Page 2 of 18
New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 24P-207
Cityworks Systems Implementation & Integration Services
BUSINESS REQUIREMENTS FOR PROFESSIONAL SERVICES
New Castle County Government is seeking unpriced proposals for professional services to
implement Cityworks SaaS software, migrate on-prem Cityworks systems to the cloud, build-out
SaaS capabilities for multiple departments, and integrate Cityworks SaaS platform with County
productivity tools and ERP platforms. Professional services are also needed to retire Infor
Hansen v7 and solve outlier functions to optimize positive gains of the cloud.
This initiative requires a professional services partner to discover the art of the possible and
automate as much as possible while adopting Cityworks SaaS best practices. From a business
perspective, the County wants to transform legacy systems and manual operations to achieve
full visibility into service delivery, internal operations, and asset management.
PROJECT OVERVIEW
This cloud migration project will modernize two major departments. Land Use (LU) and Public
Works (PW) will share the Cityworks cloud-based platform including Asset Management (AMS),
but each department will have Permitting, Licensing and Land (PLL) with specific licensing and
permitting workflows reflecting their unique business rules. Project components are provided
below. Milestones and priorities will be strategically planned with County stakeholders.
Hansen Replacement Effort – Land Use Department
1. Plan and implement Cityworks PLL
2. Configure Land Use workflows including future-state requirements in Cityworks PLL
3. Retire Hansen functionality that is native to Cityworks, possibly including Sewer Billing
4. Explore a variety of modern options to automate Hansen manual and outlier functions
5. Convert and migrate Hansen data for Land Use, Public Works(*), and possibly Treasury
Cityworks SaaS Platform Buildout – Public Works Department
6. Migrate existing Cityworks AMS and PLL software to the cloud
7. Configure more asset classes, more permitting/licensing workflows, and planning
8. Optimize AMS and PLL capabilities for PW customer portals and field connectivity
9. Integrate Cityworks software with County productivity systems and ERP platforms
10. Explore Cityworks strategic partner products to automate functions and reduce vendors
(*) Public Works currently has waste hauler licensing and billing in Hansen.
11/.01/.23
Bid# 24P-207
Page 3 of 18
New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 24P-207
Cityworks Systems Implementation & Integration Services
PROJECT BACKGROUND
The County implemented Hansen over 25 years ago for Land Use, Finance, and Public Works.
County staff helped customize the original release so it would include Treasury functions, and
now the County is working out a strategy to retire Hansen and address gaps in service. Since
inception, extensive customization made it impossible to adopt new versions and that triggered
decades of ongoing customization. Hansen v7.7 is unsupported, inefficient, and the current
version excludes Treasury functions, so the County is moving Land Use to Cityworks PLL.
The County recently acquired Cityworks PLL SaaS solution for Land Use and plans to upgrade
existing on-prem AMS/PLL systems for Public Works to establish a multi-department cloud
platform. This strategy will connect asset management workflows from two departments in
one system and elevate Public Works ability to achieve efficiencies aligned with other major
departments. Note that the County intends to migrate Public Works AMS/PLL systems before
the Land Use SaaS implementation. There is currently no strategic plan for Treasury outliers.
PROJECT SCOPE
The high-level scope includes implementing Cityworks PLL for Land Use, migrating Public Works
AMS and PLL systems to the cloud, optimizing the Cityworks SaaS platform, and exploring
opportunities to automate workflows that are manual or poorly served in legacy Hansen.
Land Use Divisions:
• Planning
• Licensing/Permitting
• Engineering
• GIS Services
• Code Enforcement & Property Management
• Administrative Hearings
• Fiscal Management
Public Works Divisions:
• Stormwater & Environmental Programs
• Environmental Ops
• Engineering Services
• Parks & Recreation
• Fleet & Facilities Maintenance
• Fiscal and Administration
11/.01/.23
Bid# 24P-207
Page 4 of 18
New Castle County
Purchasing Division
87 Reads Way
New Castle, DE 19720
(302) 395-5250
Bid# 24P-207
Cityworks Systems Implementation & Integration Services
Treasury Division outliers potentially in scope:
• Sewer Service Calculations and Posting Sewer Costs to Parcels
• Hotel Lodging Tax (self-pay remittance based on percentage of revenue)
SCOPE OF PROFESSIONAL SERVICES
Professional services include, but are not limited to, strategic assessment and project planning,
project management, cloud migration approach, software integration approach, workflow
configuration of core functions, interfaces for productivity systems and ERP platforms, data
conversion, cleansing, and data migration, testing/UAT, implementation, and online training.
The acquisition of Cityworks SaaS platform, project management for County team members,
organizational change management, current-state UML diagrams, and future-state business
requirements are excluded from this RFP and will be provided by the County.
The effort to identify enterprise software for customer relationship management and service
account management is potentially in scope. A compatible solution for scheduling public
hearings and publishing hearing notice outcomes is potentially in scope.
PROJECT GOALS/OUTCOME
1. Land Use and Public Works adopt SaaS best practices without customization
2. Workflows are connected, operations are streamlined, and vendors are reduced
3. Cityworks is integrated with the County’s productivity tools and ERP systems
4. Hansen is retired for planning, licensing, permitting, engineering, and code enforcement
SPECIFICATIONS FOR PROFESSIONAL SERVICES
1. Complete a comprehensive analysis of our current-state workflows and future-state needs
to develop an assessment that provides a logical approach for implementation and cloud
migration. See Resources Section for documents describing business requirements.
2. Complete an analysis of our environment and Cityworks strategic partners to recommend
integration strategies and solutions that aim to automate as much as possible, achieve
efficiencies, improve information sharing, and advance KPI reporting and decisioning.
3. Complete an analysis of existing Hansen customizations to determine how best to migrate
templates and workflows to optimize data hosting, backups, and storage.
11/.01/.23
Bid# 24P-207
Page 5 of 18
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See Also
Contract Number Contract Title Open Date Deadline Date Agency Code UNSPSC 8112 CYF2402-ADOPTION
State Government of Delaware
Bid Due: 6/05/2024
Government Support Services does not administer this contract. This is a Department of
State Government of Delaware
Bid Due:
This contract is not administered by Government Support Services. It is a Department
State Government of Delaware
Bid Due:
Government Support Services does not administer this contract. This is a Department of
State Government of Delaware
Bid Due: