Project Information

Bid Title

Asset Management / Work Order Software

Issuing Agency

City of Lake Forest

Location

California

Published Date

Dec 1, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Asset Management / Work Order Software

Addenda: 0

Release Date: 12/1/2025

Due Date: 1/6/2026

Post Information

Posted At:Mon, Dec 1, 2025 3:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

Asset Management / Work Order Software

Asset Management / Work Order Software and Implementation Services

The City’s objective is to procure and configure a commercial off-the-shelf (COTS) software-as-a-service (SaaS) solution that can:

• Efficiently track field-level work orders on physical assets
• Enable secure contractor access for task management and mobile documentation
• Integrate seamlessly with the City’s existing ArcGIS Online asset inventory
• Support flexible schema editing, prioritization workflows, and future scalability

The selected system must support mobile field use, asset-linked tasks, GIS-based navigation, and rich attachments,

Background

Project Description

The City is seeking a configurable, GIS-integrated asset management and work order system to support infrastructure maintenance and contractor task tracking. The system must enable staff to assign, monitor, and analyze work orders tied to geospatial assets, while allowing limited-access contractor users to update work status, enter notes, and upload attachments from the field. The selected platform should support SaaS deployment, seamless ArcGIS Online integration, mobile usability, and flexible schema configuration. This RFP reflects the City’s intent to transition from a successful pilot to a scalable production system for managing park infrastructure work activities.

The services are expected to be completed within three to five years from contract award, depending on contract renewal. The City anticipates awarding a contract with an initial term of February 28, 2026 to February 28, 2029. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

Timeline

Release Project Date:

December 1, 2025

Pre-Proposal Meeting (Mandatory):

December 17, 2025, 2:00pm

Virtual (Teams Meeting # 267 081 414 886 39 | Passcode V6M55Kh2 )

Pre-proposal Requests for Clarification:

December 30, 2025, 2:00pm

Proposal Submission Deadline:

January 6, 2026, 12:00pm

Anticipated Final Selection/ City Council Target Date:

February 17, 2026

Anticipated Project Start :

March 20, 2026

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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