Request for Information (RFI) - PWD-OIT Capital Program Management Information System PDF

V5.3
Project Health Check ID: 1213
CITY OF PHILADELPHIA
Office of Innovation and Technology
(on behalf of the Philadelphia Water Department)
REQUEST FOR INFORMATION
FOR
CAPITAL PROGRAM MANAGEMENT INFORMATION
SYSTEM SOLUTION
March 26, 2026
Information Session April 7, 2026, Microsoft
Teams meeting at 10:00 AM
(Local Philadelphia Time)
April 14, 2026, 5:00 PM
Deadline for questions, requests for clarification,
(Local Philadelphia Time)
or requests for additional information
City Responds to Questions April 21, 2026
May 1, 2026, 5:00 PM
Responses to RFI Due
(Local Philadelphia Time)
Cherelle Parker, Mayor
Melissa A. Scott, CIO, Office of Innovation and Technology

CAPITAL PROGRAM MANAGEMENT INFORMATION SYSTEM SOLUTION
TABLE OF CONTENTS
I. RESPONSE CALENDAR ........................................................................1
II. PURPOSE OF REQUEST FOR INFORMATION .......................................................... 2
III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION ........................................................................................................... 3
IV. ABOUT THE CITY OF PHILADELPHIA, PWD, AND OIT......................................... 3
V. INFORMATION SESSION ............................................................................................. 4
VI. ANTICIPATED SOLUTION REQUIREMENTS ........................................................... 4
VII. SUBMISSION GUIDELINES ......................................................................................... 5
VIII. USE OF RESPONSES ..................................................................................................... 7
IX. HOW TO SUBMIT RESPONSES ................................................................................... 8
X. CONFIDENTIALITY AND PUBLIC DISCLOSURE .................................................... 9
XI. RIGHTS AND OPTIONS RESERVED ........................................................................... 9
XII. PUBLIC DISCLOSURE ................................................................................................ 10
Capital Program Management Information System i

CAPITAL PROGRAM MANAGEMENT INFORMATION SYSTEM
SOLUTION
REQUEST FOR INFORMATION
I. RESPONSE CALENDAR
Post Request for Information March 26, 2026
April 7, 2026, at 10:00 AM
Information Session
(Local Philadelphia Time)
Join Microsoft Teams meeting:
Microsoft Teams Meeting
Meeting ID: 258 587 538 365 3
Passcode: L9z5UC9S
Dial in by phone
+1 267-404-3440,,384359454# United States,
Perkasie
Find a local number
Phone conference ID: 384 359 454#
April 14, 2026, 5:00 PM
Deadline for questions, requests for
clarification, or requests for additional (Local Philadelphia Time)
information (Olade.Olayinka@Phila.gov)
City Responds to Questions
(https://www.phila.gov/rfp/additional April 21, 2026
opportunities)
May 1, 2026, 5:00 PM
Responses to RFI Due
(Local Philadelphia Time)
(Olade.Olayinka@Phila.gov)
These dates are estimates only and the City reserves the right, in its sole discretion, to alter this
schedule as it deems necessary or appropriate. Notice of changes will be posted on the City's
website at https://www.phila.gov/rfp/additional opportunities.
Capital Program Management Information System Page 1 of 10

II. PURPOSE OF REQUEST FOR INFORMATION
The City of Philadelphia (City) is embarking on a significant initiative to upgrade and modernize
its administrative business processes and related legacy technology systems that currently support
its business operations. As part of this initiative, the City intends to implement a new Capital
Program Management Information System. The City, through its Office of Innovation and
Technology (OIT), has issued this Request for Information (RFI) in order to solicit statements of
interest, capabilities, and Rough Order of Magnitude (ROM) cost estimates from all Respondents
interested in, and capable of, providing commercial off-the-shelf (COTS) software as part of the
City's solution.
Respondents are asked to provide OIT with information regarding their available COTS products
and solutions, subject to the following guidelines:
* Identify only COTS products that are modifiable or configurable to meet specific City
requirements, and that focus on interoperability, reliability, usability, availability, capacity
and scalability
* Present the software solution's interoperability and operational requirements in accordance
with the International Organization for Standardization Open Systems Interconnection
(OSI) model
* Include an architectural diagram of the solution with a description of the solutions
scalability; responses may include one or more models or solutions
* Describe the configurability of the software to meet the specified requirements and
services.
Responses should include implementation, integration, and/or configuration services. If, the
software can be installed and configured only by the Respondent, that must be clearly stated in
the Response, including the reasons why that is the case.
Respondents may, in the City's discretion, be invited to engage in discussions with the City's
project team and/or demonstrate their products, services and solutions.
No contract will be awarded pursuant to this RFI. Anyone who does not respond to this RFI is not
precluded from responding to any future solicitation issued by the City. The City intends to
procure software for this project as soon as reasonably possible, in accordance with the City's
procurement laws and practices for software purchases, which may include, but are not limited to,
the use of existing City contracts or certified cooperative purchase agreements. Respondents will
not be bound by the ROM cost estimates provided in their responses to this RFI in a future
procurement. The City also reserves the right to not procure any software.
Capital Program Management Information System Page 2 of 10

III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION
All questions (see RFI Question Template Exhibit) and requests for clarification concerning this
RFI must be in writing and submitted via email no later than 5:00 pm, Local Philadelphia Time,
on April 14, 2026, to:
Olade Olayinka
Senior Program Manager
Information Science & Technology
(IS&T)
Olade.Olayinka@Phila.gov
Responses to questions and requests for additional information shall be at the sole discretion of
the City. Any additional information and/or responses to questions will be posted only on the
City's website at https://www.phila.gov/rfp/additional opportunities. No additional information
and/or responses to questions will be sent by email. Nothing in this RFI shall create an obligation
on the City to respond to a Respondent submitting a response.
The City may, in its sole discretion, issue addenda to this RFI containing responses to questions,
clarifications of the RFI, revisions to the RFI or any other matters that the City deems appropriate.
Addenda, if any, will be posted on the City's website at https://www.phila.gov/rfp/additional
opportunities. It is the Respondent's responsibility to monitor the Additional Opportunities site
for Addenda and to comply with any new information.
Oral responses made by any City employee or agent of the City in response to questions or requests
for information or clarification related to this RFI are not binding and shall not in any way be
considered as a commitment by the City.
If a Respondent finds any inconsistency or ambiguity in the RFI or an addendum to the RFI issued
by the City, the Respondent is requested to notify the City in writing by the above deadline for
questions and requests for information or clarification.
IV. ABOUT THE CITY OF PHILADELPHIA, PWD, AND OIT
The City of Philadelphia is the largest city in the Commonwealth of Pennsylvania and the sixth-
most populous city in the United States with over 1.5 million residents. Additionally, due to its
rich historic and cultural heritage, the region is visited by more than 40 million people each year.
Philadelphia is located in the southeastern section of Pennsylvania, and the coterminous city/county
covers 143 square miles. The City is bordered by the following counties: Bucks, Montgomery and
Delaware in Pennsylvania, and Burlington, Camden and Gloucester in New Jersey.
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As an operating department of the City, OIT provides technology and telecommunication services
to the City, its employees, and the community. There are over 25,000 city employees in
Philadelphia.
The Philadelphia Water Department (PWD) is the agency responsible for managing the water,
wastewater, and storm water infrastructure for the City of Philadelphia (City). As such, it is
responsible for the planning, design, programming, and construction work processes necessary for
development of new and the rehabilitation or replacement of existing infrastructure.
V. INFORMATION SESSION
An Informational Session to review the requirements of this RFI will be held virtually via Microsoft Teams
at the time and meeting link indicated below. Attendance at the Information Session is optional but
recommended.
Date Location
Microsoft Teams meeting
Join: Microsoft Teams Meeting
Meeting ID: 258 587 538 365 3
Tuesday, April 7, 2026, at 10:00 AM Passcode: L9z5UC9S
(Local Philadelphia Time) Dial in by phone
+1 267-404-3440,,384359454# United States,
Perkasie
Find a local number
Phone conference ID: 384 359 454#
Attendance at the Information Session is optional but recommended.
VI. ANTICIPATED SOLUTION REQUIREMENTS
PWD is seeking a comprehensive capital planning information solution to support its planning,
budgeting, design, bid, and construction processes. PWD will use Project Management
Information Systems (PMIS) to refer to this class of software. PWD is looking for established
solutions, which are comparable in scope, complexity, and environment to the following
functionality.
PWD is seeking information on functionality to manage capital projects. The scale of PWD's
FY26-31 Capital Program includes a $6.4 billion schedule of investments with 900+ projects.
The proposed solution should include the following functionality:
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General Capabilities
* Assign and manage staff resources.
* Track project statuses and associated costs across all phases.
Planning
* Capture and manage project ideas/proposals.
* Score and prioritize proposals.
* Bundle approved proposals into projects.
* Support workflow approvals to advance projects into the design phase.
Design
* Track projects and associated task orders.
* Track submittals, reviews (internal and external), and permits.
* Maintain cost estimates from planning through design.
* Track estimated and actual project schedules.
* Support workflow approvals to advance projects to project control phase.
Project Control
* Manage contracts with multiple funding sources.
* Support multiple task orders per contract, each with multiple funding sources.
* Track bidding process for Public Works Contracts
* Associate invoices to task orders and funding sources.
* Sync expenditures with financial system and enforce financial controls.
Construction
* Track completion against contract items and location.
* Enter and manage progress payments.
* Process and track change orders.
* Maintain as-built documentation.
Skills/Experience REQUIRED:
* Requisite knowledge of and experience with State and Municipal Water Utility
* Experience implementing large scale Utility programs and systems
* Experience working with organizations with complex capital projects
VII. SUBMISSION GUIDELINES
This RFI is solely for initial fact finding and awareness of the marketplace for the City of
Philadelphia Water Department so please be brief in your response. Limit your response to the
following items to 10 pages.
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The City expects each Respondent to include in their response to this RFI the following items in
the order listed:
Executive Summary:
Indicate the intent to provide an educational demonstration to the City of Philadelphia Water
Department and provide at least three (3) date/time options during the weeks of May 4, 2026, May
11, 2026, and May 18, 2026, when the proposing Applicant is available to present to the City. (1
page maximum).
Company Overview:
Include company name, physical address, phone number, fax number, and web address, a brief
description of the company, its services, business size (total revenue and number of employees),
and point(s) of contact, including name, address, phone and email address. Note the company's
operations including the number of years the company has been supporting this solution; location
of company's headquarters and all other office locations; and three years of financial data to ensure
company stability.
If applicable, please describe any subcontractors or partners with which you have worked.
Resumes need not be included.
Experience:
Describe your company/organization's relevant experience (and that of partners, when applicable)
with Capital Program Management Information System. Identify your experience with clients of
similar size and scope to the City of Philadelphia Water Department, including client name,
engagement title, description of engagement, the solution implemented and the methodology used,
cost, the start and completion dates of the project, the name, address and telephone number of a
contact person.
Product/Software Solution:
Identify one or more COTS solutions that meet the City's requirements. Responses that describe
solutions which are completely custom software may, in the City's discretion, be rejected without
review.
A major goal of this RFI is to provide Respondent with an opportunity to inform the City, PWD,
and OIT about their respective software solution's interoperability and operational requirements
in reference to the OSI model. Respondents are encouraged to include in their response an
architectural diagram of the solution with description of the solution's scalability. Respondents
are welcome to provide one or more models or solution sets to meet this requirement for an
integrated interoperable solution set.
Infrastructure/Architecture Model:
Identify the infrastructure/architecture model(s) you provide and support, and whether they are on-
premise, hosted off-premise, or Software-as-a-Service (SaaS) models.
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Supplement this request with an interoperable architectural diagram outlining each OSI layer
requirement for enablement, sustainment, reliability, redundancy, and growth. Highlight your
anticipated annual upgrade and patch release schedule.
Key Features:
Identify best of breed features included in the proposed COTS solution(s), including, at a
minimum, the Key Features in Section VI. Anticipated Project Requirements.
Support and Maintenance Model:
Provide the anticipated ongoing software maintenance and support services required to sustain the
solution including frequency of upgrades and patches/bug releases and the estimated timeframes
to complete. Outline the services in your support model including available service level
agreements.
Training Model:
Outline the services in your training model for administrative and end user training including the
training services, methodology, and typical schedule. Include the pricing model for training
services and the methodology and schedule.
Reporting and Key Performance Indicators (KPIs):
Provide the standard and custom reporting included in your solution and the available KPIs.
Include information on data input and export capabilities; security and auditing, and dashboards
and metrics.
Pricing/Licensing Model:
Include a general pricing model and costs for the software based upon the information provided in
this RFI. This pricing should also indicate the licensing model, (i.e. licensing by individual users,
by core, by seat etc.), descriptions of the hosting models available, and estimates of associated
costs. Include cost estimates for ongoing support and maintenance for three years, and when those
support and maintenance costs begin (i.e. at time of purchase, after implementation, etc.). If
applicable, include a list of additional items or services/software needed to operate the system that
are not included and must be provided/purchased by the City.
Respondents will not be bound by any cost estimates included in responses to this RFI.
VIII. USE OF RESPONSES
Responses to this RFI may be used by OIT to select a software product for the Capital Program
Management Information System. Responses may also be used to assist OIT in gathering
information for planning purposes, and for purposes of identifying sufficient resources for an
implementation initiative.
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The City does not intend to announce any further actions taken pursuant to this RFI. If any such
announcements are made, at the sole discretion of the City, those announcements will be posted
with the original RFI. In some cases, at the City's sole discretion, the City may issue an RFP. The
City will notify Respondents to this RFI once the RFP has been posted on the City's website.
The City will notify you if additional information is required in order to evaluate your response to
this RFI. Absent such follow up from the City, we respectfully request that respondents refrain
from requesting additional information on the status of this RFI. In order to protect the integrity
of the City procurement process, City personnel will not respond to requests for additional
information on the status or outcome of this RFI, other than as described above.
Educational Demonstrations Format
Educational demonstrations will be conducted during the week of May 4, 2026, May 11, 2026 and
May 18, 2026. It is anticipated that the demonstrations will be conducted remotely via Zoom,
Microsoft Teams, Webex, or a similar solution (presentation solution to be selected at vendor's
discretion) and will be no more than four (4) hours in length. The City may request these to be
recorded with vendor approval.
City of Philadelphia attendees for the demonstrations will consist of a cross-section of central
administration staff who specialize in the key modules listed in Section VI. Vendors should
structure their demonstrations accordingly to highlight the functional breadth of their offered
products.
Demonstration topics and schedule will be provided to selected vendors. The City is interested in
viewing a live system demonstration to promote their awareness of modern project management
capabilities and features. As such, selected vendors should expect to spend minimal time on
introductions, company background, and overview, and should maximize time spent presenting
and discussing system functionality.
IX. HOW TO SUBMIT RESPONSES
Respondents should submit their responses electronically (hard copies are unacceptable) in MS
Word or Adobe PDF format, as a single document (see note below), to:
Olade Olayinka
Senior Program Manager
Information Science & Technology (IS&T)
Olade.Olayinka@Phila.gov
Responses are due May 1, 2026, 5:00 PM, Local Philadelphia Time.
Note: Response document(s) are limited to 15 MB; if necessary, please submit multiple files or
zip/compress the file(s)
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