Enterprise Data Management Solution
| Location: | Washington |
|---|---|
| Posted: | Dec 9, 2025 |
| Due: | Dec 31, 2025 |
| Agency: | City of Redmond |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFI 10887-25 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFI 10887-25
|
| Bid Title: |
Enterprise Data Management Solution
|
| Category: | Bidding & Contracting Opportunities |
| Status: | Open |
|
Attachment Preview
City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFI 10887-25
Request for Information
Enterprise Data Management Solution
The City is seeking information from qualified industry professionals to assist in establishing an
enterprise data collection and management platform
Posting Date: November 24, 2025
Statements of Qualification Due: December 10, 2025, at 2:00PM (PST)
Background
The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its
strong technology business sector. The City encompasses an area of over 17 square miles and is located
less than 20 miles east of downtown Seattle. The City has three urban growth centers in Downtown,
Overlake, and Marymoor, which are expected to grow significantly in the next 20 years. Today, the City has
about 82,000 residents and 99,000 jobs and by 2050, it is expected to have 152,000 residents and 131,000
jobs.
Introduction
This Request for Information (RFI) is issued to gather information and identify potential solution that can
assist in establishing an enterprise data collection and management platform.
This RFI is intended to help in the preliminary planning and evaluation process and the City does not intend
to award a contract at the end of this process. Responses to this RFI do not bind the City to any further
actions.
Project Goals
The City seeks to establish a modern, scalable, and user-friendly data management platform that replaces
reliance on spreadsheets, Access databases, and ad hoc documents with a unified enterprise solution. The
system should empower non-IT staff to easily create and manage databases, forms, and workflows while
maintaining strong governance, security, and oversight at the enterprise level. It must integrate seamlessly
with Power BI to enable reliable reporting and analytics, support both structured and unstructured data,
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and scale across all departments to ensure consistency, collaboration, and long-term sustainability of the
City’s data assets.
Requirements
The ideal solution will meet the majority of the high-level requirements as outlined below.
Business Requirements
• Ease of Use: Non-technical staff must be able to build and manage databases, forms, and simple
workflows without coding.
• Enterprise Adoption: Usable across all City departments, with role-based permissions and
governance.
• Scalability: Capable of handling growing data volumes and users without performance degradation.
• Integration with Analytics: Native connectivity to Power BI for real-time reporting and dashboards.
• Collaboration: Shared access to data and forms while maintaining appropriate data security.
• Mobile Accessibility: Ability to collect, view, and update data from tablets/phones in the field.
Data Management Requirements
• Structured Data Storage: Centralized repository for structured datasets currently living in Excel,
Access, and other ad hoc formats.
• Unstructured Data Handling: Support for attaching or linking documents, photos, and files to
records.
• Data Governance: Metadata, auditing, and logging for data quality, ownership, and lifecycle
management.
• Version Control: Track changes, rollback capability, and history of records.
• Standardization: Support for master data definitions, lookup tables, and validation rules.
Workflow & Application Requirements
• Form Creation: Drag-and-drop form builder with validation, conditional logic, and lookup fields.
• Workflow Automation: Rule-based triggers for notifications, approvals, routing, or escalations.
• Reusable Templates: Ability to create reusable app or form templates across departments.
• Security & Permissions: Granular role-based access control (RBAC) to restrict editing, viewing, or
publishing rights.
• Audit Trails: Logging of user actions for compliance and accountability.
Integration Requirements
• Power BI: Direct connectivity with refresh capabilities (scheduled or near real-time).
• Microsoft 365 Ecosystem: Integration with SharePoint, Teams, Outlook for collaboration and
notifications.
• External Systems: APIs or connectors for ERP (Dynamics 365 F&O), HR/Payroll (UKG PRO),
permitting (EnerGov), GIS (Esri).
• Import/Export: Bulk load from Excel/CSV and export to multiple formats for sharing.
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Technical & Platform Requirements
• Cloud-based: SaaS or hybrid deployment that minimizes local IT overhead.
• Low-Code/No-Code: Visual builders for data models, apps, and workflows.
• Performance: Fast response times with hundreds of users and large datasets.
• Security: Data encryption at rest and in transit, multi-factor authentication, compliance with
CJIS/HIPAA/other relevant government standards.
• High Availability & DR: Uptime SLA and disaster recovery capability.
Governance & Administration
• Central Oversight: The City of Redmond Technology department or City Data Governance Council
has oversight for enterprise datasets and shared applications.
• Departmental Autonomy: Departments can create their own one-off/project apps with guardrails.
• Audit & Reporting: Usage analytics, data access logs, performance metrics.
• Lifecycle Policies: Archiving, retention schedules, and decommissioning of apps and data sets.
Proposed Timeline
The following table outlines the anticipated schedule for this RFI process. The City reserves the right to
modify or reschedule milestones as necessary.
Item
RFI Announced
Responses Due
Evaluation of Responses
Interviews/Demonstrations (if needed)
Date
11/24/2025
12/10/2025
12/11/2025 - 12/18/2025
1/5/2026 - 1/9/2026
Response Due Date/Time
2:00PM (local time) on Wednesday, December 10, 2025. The City must receive responses no later
than said date and time.
Response Submittal Procedures
City of Redmond now utilizes Docusign for the electronic submittal of bids and proposals. This service is
free of charge for bidders and does not require that a bidder have a DocuSign account to complete the
signature process. Please refer to the instructions shared in the online posting for this RFI on
www.redmond.gov/bids for step-by-step instructions for submitting a proposal.
The City of Redmond must receive electronically submitted responses no later than said date and time.
Responses received after such time will be returned unopened. By submitting a proposal, respondents
acknowledge their satisfaction as to the size, scope and location of the work to be performed.
Response Requirements & Format
All costs for developing a response to this RFI are the obligation of the respondent and are not
chargeable to the City. The respondent must bear all costs associated with the preparation of the
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submittal and of any oral presentation requested by the City. All responses and accompanying
documentation will become property of the City and will not be returned. Submittals may be withdrawn
at any time prior to the published close date, provided notification is received in writing to the below
listed City agent(s). Submittals cannot be withdrawn after the published close date.
Responses must include all information requested and meet all specifications and requirements outlined in
this RFI. The following submittals must be part of your proposal.
A complete response will include:
1) Executive Summary & Overall Approach – Summarize your submittal and include your firm’s
qualifications and contact information
2) Technical Platform Considerations – Outline the technology solutions used in your proposed
solution
3) Experience & Capabilities – Describe your level of industry experience and capabilities/expertise in
understanding, designing, and delivering similar solutions
4) Solution Delivery Schedule – Include a proposed timeline for completion of the solution including
expected City resources
5) References – Please provide at least three (3) references from current or previous clients
6) Pricing: Please provide a rough estimate of the total cost for the full project scope.
Your response should include:
• Fee Structure: Describe how you bill for services (e.g., hourly rates, fixed fees, per task).
• Rates and Fees: Provide the actual numbers for each billing method, including hourly rates by
role or fixed fees for deliverables.
• Discounts or Special Pricing: Specify whether you offer any discounts or special pricing for
public sector organizations.
This information will be used to inform our budget planning for the project and to serve as the basis
for evaluating financial feasibility and aligning project costs with available resources.
7) Questions for the City—issues requiring clarification to tailor your response.
Public Disclosure Notice
Proposals that are submitted in response to this Invitation to Bid or Request for Information are subject to
public release under the Washington State Public Records Act, chapter 42.56 RCW (“PRA”). Respondents
are strongly encouraged to avoid including confidential and/or proprietary information in their
proposals. If a respondent includes confidential and/or proprietary information in its proposal, and wishes
for the City to withhold it from public release under RCW 42.56.070(1), the respondent’s submission
should: (a) clearly identify which information should be withheld, (b) cite the legal authority that allows the
City to withhold such information, and (c) explain in detail why the information is exempt from release
under the PRA. Marking an entire proposal as confidential and/or proprietary will NOT be accepted or
honored and may result in disqualification of the proposal. If the City receives a PRA request for a
proposal that contains information, which a respondent has identified in whole or in-part as exempt from
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release, the City will review the proposal and then determine whether the information must be released
under the PRA based solely on the information provided by the respondent.
Governing Law and Venue
In the event of litigation, the submittal documents, specifications, and related matters shall be governed by
and construed in accordance with the laws of the State of Washington. Venue shall be with the appropriate
state or federal court located in King County.
Americans with Disabilities Act (ADA) Information
The City of Redmond in accordance with the Americans with Disabilities Act of 1990 and Section 504 of the
Rehabilitation Act of 1973 will make every reasonable effort to provide equal opportunity to submit
qualifications in response to this request. Visit http://redmond.gov/ADA for more information. This
material can be made available in an alternate format by contacting the Customer Service Center at
info@redmond.gov or 425-556-2900, option 7.
Title VI Statement
The City of Redmond in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C.
2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A,
Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of
Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in
any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at
49 CFR Part 26 will be afforded full opportunity to submit qualifications in response to this invitation and will
not be discriminated against on the grounds of race, color, national origin or sex in consideration for an
award. Visit http://redmond.gov/TitleVI for more information.
Questions/Inquiries
Please direct any questions concerning this RFI or the City’s requirements to the City agent listed below. No
other City official or employee is empowered to speak for the City with respect to this request. Information
obtained from any other source shall not be binding and may disqualify your response.
RFI Content:
Katia Matuzova
Sr. Purchasing Agent
Email: kimatuzova@redmond.gov
Tel: 425-556-2250
MS: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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See also
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State Government of Washington
Bid Due: 6/10/2026
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