Request for Proposal for Capital Project Reporting Insights System

Agency:	East Bay Municipal Utility District
State:	California
Type of Government:	State & Local
NAICS Category:	541512 - Computer Systems Design Services 541611 - Administrative Management and General Management Consulting Services 541618 - Other Management Consulting Services
Posted Date:	Nov 14, 2025
Due Date:	Dec 1, 2025
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

The East Bay Municipal Utility District (EBMUD) is seeking a qualified Proposer to deliver a cloud-based solution to support the District's Capital Improvement Program (CIP) management, financial tracking, and reporting functions.

Please respond to this RFP no later than 4:00 p.m. on Monday, December 1, 2025. Completed proposal should be submitted electronically to Victor de Loza, victor.deloza@ebmud.com . Hardcopy proposals will not be accepted.

The anticipated contract start date is January 13, 2026.

Questions

If you have questions regarding this RFP, please contact Victor de Loza, Senior Civil Engineer. To ensure a response, questions must be received no later than 12:00 p.m. on November 21, 2025.

RFP document(s)

Document	Type	Size
RFP - Capital Project Reporting Insights System	PDF

Attachment Preview

REQUEST FOR PROPOSAL (RFP) for

CAPITAL PROJECT REPORTING

INSIGHTS SYSTEM (CAPRIS)

ADDENDA

Prospective bidders are responsible for reviewing any published addenda

regarding this bid at ebmud.com/business-center

CONTACT

Victor de Loza, Senior Civil Engineer

(510) 287-1367

victor.deloza@ebmud.com

RESPONSE DUE

December 1, 2025

4:00 p.m. PST

SUBMIT ELECTRONICALLY TO*

Victor de Loza, EBMUD

victor.deloza@ebmud.com

*Hardcopy proposals will not be accepted

EAST BAY MUNICIPAL UTILITY DISTRICT

RFP for CAPITAL PROJECT REPORTING INSIGHTS SYSTEM (CAPRIS)

TABLE OF CONTENTS

I. STATEMENT OF WORK ........................................................................................................... 3

A. SCOPE................................................................................................................................... 3

B. PROPOSER QUALIFICATIONS ............................................................................................... 5

C. SPECIFIC REQUIREMENTS .................................................................................................... 6

D. DELIVERABLES / REPORTS ................................................................................................. 15

II. CALENDAR OF EVENTS ......................................................................................................... 18

A. MANDATORY PROPOSAL PRESENTATION ......................................................................... 18

III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS .............................................................. 19

A. RFP ACCEPTANCE AND AWARD......................................................................................... 19

B. EVALUATION CRITERIA/SELECTION COMMITTEE ............................................................. 20

C. PRICING ............................................................................................................................ 22

D. NOTICE OF INTENT TO AWARD AND PROTESTS................................................................ 22

E. WARRANTY ....................................................................................................................... 23

F. INVOICING ......................................................................................................................... 23

G. LIQUIDATED DAMAGES .................................................................................................... 24

IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION .......................................... 24

A. DISTRICT CONTACTS .......................................................................................................... 24

B. SUBMITTAL OF RFP RESPONSE.......................................................................................... 25

C. RESPONSE FORMAT........................................................................................................... 25

ATTACHMENTS \

EXHIBIT A – RFP RESPONSE PACKET

EXHIBIT B – INSURANCE REQUIREMENTS

EXHIBIT C – CONTRACTUAL AGREEMENT APPROACH REQUIREMENTS

EXHIBIT D – IRAN CONTRACTING ACT CERTIFICATION

EXHIBIT E – INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED

FROM PUBLIC RECORDS ACT REQUESTS

Page | 1

CAPITAL PROJECT REPORTING INSIGHTS SYSTEM (CAPRIS)

I. STATEMENT OF WORK

A. SCOPE

It is the intent of this RFP is to describe implementation of a solution to support East Bay Municipal

Utility District’s (District) Capital Improvement Program (CIP) management, financial tracking, and

reporting functions (Solution).

The District seeks to engage a qualified Proposer to deliver a cloud-based Solution that meets its

business and technical requirements. The proposed Solution may include:

1. Provision and implementation of a new cloud-based platform, or

2. Configuration and deployment of an existing enterprise platform already owned or licensed by

the District, such as Microsoft Power Platform (Power Apps, Power BI, Power Automate) or

other comparable technologies.

The District intends to award a three-year contract, with two (2) optional one-year extensions, to the

Proposer who, at the District’s discretion, best meets the District’s requirements.

The District currently relies on legacy spreadsheets and disconnected systems to manage and report on

capital project financials. This approach results in redundant data entry, inconsistent reporting, and

limited cross-departmental visibility. The Solution will address these challenges by creating a unified,

cloud-based environment for capital budget management, project planning and budgeting, cost

management, scheduling, reporting, and scenario forecasting.

The Solution is expected to support approximately 500 users across the District, including Project

Managers, Engineers, Construction and Planning staff, Finance and Budget staff, and support personnel.

Approximately 5% of users will serve as “power users,” with responsibilities for advanced reporting,

configuration support, or data analysis. The Solution and training approach shall accommodate this user

distribution through role-based access, differentiated training paths, and scalable licensing. The District

intends to award a contract under this RFP for an amount not to exceed $2,000,000. Proposers shall

include in their cost estimate all licensing, access, and cloud environment costs necessary to implement

and operate the Solution.

Proposers may propose different licensing models, including subscription-based, perpetual, or hybrid

licensing options, provided that each option:

• Clearly identifies the license type, duration, and renewal terms.

• Specifies any recurring fees for hosting, maintenance, and support.

The District reserved the right to evaluate and select the licensing model that best aligns with its

operational and budgetary objectives.

The selected Proposer will be expected to:

• Implement or configure the Solution in alignment with District business processes, governance

standards, technical architecture, cybersecurity standards, and data governance requirements.

Page | 3

CAPITAL PROJECT REPORTING INSIGHTS SYSTEM (CAPRIS)

• Integrate with existing enterprise systems including Oracle Fusion Cloud Financials and District

databases.

• Support a phased implementation, beginning with financial and cost-tracking modules, followed

by scheduling, reporting, and workflow automation.

• Deliver comprehensive training, change management, and user adoption support to ensure

sustainable system use.

For planning and scheduling purposes, the District requires that Core Functional Rollout be completed

no later than June 30, 2026, For the purposes of this RFP, Core Functional Rollout is defined as the state

on which the Solution:

• Supports project and phase structuring within the Solution;

• Enables CIP budgeting and project cost tracking capabilities;

• Provides forecasting and variance tracking functionality;

• Supports schedule and milestone tracking;

• Delivers standard dashboards and performance reporting for Project Managers and Finance staff;

• Has completed role-based training for core user groups, including Project Managers,

Finance/Budget staff, Cost Engineers, and designated Power Users (approximately 5% of total

users); and

• Achieves at least seventy-five percent (75%) active user adoption, measured by user login,

completion of assigned training, and use of core functions.

The District seeks an approach that balances structure and flexibility; therefore, while this RFP defines

required outcomes, Proposers may propose alternative sequencing or agile delivery models that achieve

the same or greater value.

Detailed tasks, deliverables, and milestones are described in the Specific Requirements section.

Page | 4

CAPITAL PROJECT REPORTING INSIGHTS SYSTEM (CAPRIS)

B. PROPOSER QUALIFICATIONS

1. Proposer Minimum Qualifications

a. Proposer, Proposer’s principal, or Proposer’s staff shall have been regularly engaged in

the business of providing enterprise project / program management systems, financial

system integration, or capital program management services for at least three (3) years.

This experience should include:

(1) At least one full lifecycle implementation (Requirements gathering through post-

implementation support) for a medium-to-large organization. For the purposes of

this RFP, medium-to-large organization means an organization with:

(a) At least 250 employees, or

(b) A Capital Improvement Program (CIP) budget of at least $50

million annually, or

(2) Experience working for public agencies, utilities, infrastructure, or asset-intensive

sectors (preferred, but not required)

b. Proposer shall demonstrate verifiable credentials and qualifications to implement,

configure, or support the proposed Solution.

(1) If proposing a third-party or commercial platform not owned or developed by the

Proposer, the Proposer must be a certified or authorized partner, implementer, or

reseller of that platform. Acceptable examples include:

(a) Microsoft Partner with demonstrated expertise in Power Platform

(Power Apps, Power BI, Power Automate / Flow) or related Azure

technologies.

(b) Certified implementation partner or reseller for a commercial

capital program budget management solution.

(2) If proposing a proprietary or vendor-developed platform, the Proposer shall

demonstrate organizational experience and technical capability to implement,

maintain, and support the proposed Solution, including relevant credentials and

certifications in integrations, APIs, data migration, and enterprise architecture, as

well as sufficient evidence demonstrating a realistic long-term commitment to

support the software.

c. All Proposers shall possess the necessary permits, licenses, professional credentials, and

cybersecurity compliance capabilities (e.g., SOC 2 Type II or equivalent) required to

perform services as specified under this RFP.

d. Proposer shall demonstrate past projects integrating project / capital systems with

enterprise systems (ERP, financial systems, cost databases, scheduling systems).

e. Proposer must show capacity to maintain data consistency, configure real-time or near-

real-time data exchange, and manage system interfaces.

Page | 5

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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Request for Proposal for Capital Project Reporting Insights System

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