City of Lakewood Request for Proposals (RFP) Stormwater Asset Management System

1.1 SUMMARY

The City of Lakewood, Washington is soliciting proposals from qualified firms/vendors to provide a subscription-based, cloud-hosted Stormwater Asset Management System that supports compliance with the Western Washington Phase II Municipal Stormwater Permit.

The City seeks responses to this RFP from qualified, interested and eligible firms/vendors with proven expertise.

The scope of work and schedule are described below.

1.2 BACKGROUND

The city manages stormwater assets using a combination of spreadsheets, GIS layers, and paper records. This fragmented approach limits operational efficiency, transparency, and the City’s ability to demonstrate compliance during regulatory and financial audits. The city seeks to transition to a centralized, integrated digital asset management platform that supports comprehensive stormwater program implementation.

Funding for this project is anticipated to include Washington State Department of Ecology Biennial Stormwater Capacity Grant funds through the Model Toxics Control Stormwater Account (MTCSA).

The objectives of this system include, but are not limited to:

• Cloud-Based Platform: Implement a cloud-hosted, subscription-based (SaaS) stormwater asset management system that is accessible through standard web browsers and does not require on-premises infrastructure.

• Regulatory Compliance Support: Provide functionality that supports core Washington State stormwater program requirements, including:

• MS4 Asset Inventory: Catch basins, pipes, outfalls, ponds, conveyances, and other stormwater facilities.

• Illicit Discharge Detection & Elimination (IDDE): Compliance tracking, field screening and investigation records, enforcement actions, and corrective measures.

• Operations & Maintenance (O&M): Inspection scheduling, maintenance history, audit trails, work orders, and corrective actions.

• Source Control / Existing Development: Inventory and inspection tracking, follow-up actions, and enforcement documentation.

• Mobile: Support mobile and field-based data collection.

• GIS Integration: Provide GIS/Esri-integrated tools for map-based asset inventory, inspections, and maintenance tracking. The system must support the association of inspections, photographs, documents, and maintenance records directly with mapped assets.

• Scalability: Support the ability to expand beyond stormwater to manage additional municipal asset classes, which may include parks, roads, streetlights and traffic signals, facilities, signs, and trees/urban forestry, etc.

• Data-Driven Prioritization: Enable data-driven prioritization of inspections, maintenance, and capital planning to reduce emergency failures and lower long-term operational costs.

• Finance Reporting: Program must support financial tracking and reporting sufficient for use by a Washington local agency, including capital and operating cost tracking, capital asset and lifecycle cost accounting, and exportable reports to be used for Lakewood financial reporting and audit requirements, consistent with Washington State Budgeting, Accounting, and Reporting System (BARS) requirements and local government audit standards

• Reporting & Transparency: Generate comprehensive, defensible, and auditable records that support regulatory and financial reporting. Dashboard and analytical reporting capabilities are desired to support management decision-making and permit compliance.

• Security & Permissions: Provide secure user authentication with role-based permission levels to support multiple departments and staff roles. The proposed solution must comply with applicable Washington State Office of the Chief Information Officer (OCIO) security standards or an equivalent nationally recognized framework such as the NIST Cybersecurity Framework. Vendors must identify the standard(s) used and describe how compliance is demonstrated (e.g., third-party audits, certifications, or documented control mappings).

• System Support & Maintenance: Include vendor-hosted system updates, ongoing support and maintenance as part of the subscription service.

• Public records applicability: Vendor must acknowledge that records in the system are “public records” when they relate to agency business, regardless of storage location or format, and that the agency retains ownership and control.

• Records retention schedules: Require features that support retention/holds consistent with WA State Archives retention schedules.

All work associated with system selection, implementation, data migration, training, and deployment must be completed no later than March 2027.

1.3 Scope of Work and Schedule

At a minimum, the scope of work is expected to include the following phases:

Phase 1 – Project Initiation & System Configuration

• Conduct project kickoff and implementation planning meetings with City staff.

• Configure the system to align with City workflows, stormwater program operations, and regulatory requirements.

• Establish user roles, permission levels, and system security settings.

• Configure inspection forms, workflows, and standard reporting templates.

Phase 2 – Data Migration & Integration

• Migrate existing stormwater asset data from spreadsheets, GIS layers, and other available digital formats.

• Validate migrated data for accuracy, completeness, and consistency.

• Integrate the system with the City’s existing GIS environment.

• Establish a centralized and comprehensive MS4 asset inventory, including stormwater infrastructure and associated attributes.

• Configure dashboards, standard reports, and analytical tools to support program management and reporting needs.

Phase 3 – Deployment & Training

• Deploy the system for City staff use.

• Provide training for system administrators, field staff, and management personnel.

• Deliver user documentation, training materials, and system user procedures.

• Support mobile and field-based data collection workflows.

Phase 4 – Operational Support & Reporting

• Provide troubleshooting support during initial operational use and ongoing system support.

• Assist with refinement of workflows, reports, and dashboards based on early operational feedback.

• Ensure the system is fully functional and capable of supporting ongoing stormwater program implementation and reporting requirements.

Following contract award of the most qualified firm/vendor, a detailed scope of work, budget and project schedule will be finalized and incorporated into a contract. A copy of the city’s contract language is available upon request by contacting the project contact listed in Section 1.5.

All work associated with system selection, implementation, data migration, training, and deployment must be completed no later than March 2027.

1.4 Budget

Firms/vendors shall submit a detailed cost proposal that includes but not limited to:

• Annual subscription fees.

• One time implementation and configuration costs.

• Data migration costs.

• Training costs.

• Ongoing support and maintenance costs.

• Costs associated with adding additional types of assets overtime.

One-time implementation costs is intended to be funded by a Washington State Department of Ecology Biennial Stormwater Capacity Grant.

1.5 PROJECT CONTACT INFORMATION

Any questions or inquires related to the RFP can be directed to:

Angie Silva, Assistant Director Planning & Public Works

City of Lakewood 6000 Main St SW Lakewood, WA 98499

Office: 253-983-7839 Email: asilva@cityoflakewood.us

1.6 EVALUTION PROCESS

Submittals will be evaluated on the following criteria:

Criteria	Maximum Points
System Functionality & Compliance	30
GIS Integration & Ease of Use	15
Ability to Manage Additional Assets (roads, parks, trees, lights, signals, facilities)	15
Implementation & Data Migration Approach	15
Vendor Experience & Qualifications	10
Cost & Overall Value	15
Total	100

Respondents’ proposals and qualification submittals will be reviewed by City staff.  Following review, only selected firms will be requested to provide a software demonstration. The City reserves the right to select a firm/vendor without a demonstration. Once a vendor is selected, the contract will be awarded to begin contract negotiations. The City of Lakewood will approve the final contract agreement prior to work commencing.

1.7 TENATIVE TIMELINE

RFP Release Date	February 16, 2026
Question Submission Deadline	March 2, 2026
Deadline for Receiving Proposals	March 13, 2026 by 5:00 PM PST
Initial Evaluation Completion	March 16-27, 2026
Vendor Demonstrations	Week of March 30-April 3, 2026
Notice of Award/Contract Negotiations	April 2026
Estimated Contract Executed	May 2026

1.8 INSTRUCTIONS TO RESPONDENTS

• Follow instructions carefully.

• Only electronic submittals will be accepted.

• All questions must be submitted by the deadline and sent via email to asilva@cityoflakewood.us .

• Submit proposals via email by the March 13thdeadline to asilva@cityoflakewood.us .

• Proposals shall include:

• Shall not exceed 20 pages in length and include:

• Names of who will be assigned to the project, address and contact information of the firm making the proposal.

• Description of software, and services related to this RFP and how it meets the objectives listed above.

• Additional services or procedures the City should take into consideration.

• Complete pricing for services.

• Reference list of jurisdictions with similar software services.

• Ability to meet the project schedule.

1.9 GENERAL TERMS AND CONDITIONS

• The City reserves the right to reject any and all proposals, and to determine and waive minor irregularities in any proposal.

• The City reserves the right to request clarification of information submitted, and to request additional information from any proposer.

• The City reserves the right to determine the most qualified firm or firms based on the City’s evaluation of the proposals and qualifications received and any factors relevant thereto.

• The City reserves the right to award any contract to the next most qualified firm, if the successful consultant does not execute a contract within thirty (30) days after the award of the proposal.

• The City shall not be responsible for any cost incurred by the firm in preparing, submitting or presenting its response to the RFP.

• Any proposal received is subject to the Washington State Public Records Act (RCW 42.56).