Cityworks Migration to the Cloud

City of Durham
Request for Proposal (RFP) # 27-1109
Data of Issue: September 28, 2026
Due Date: October 28, 2026
TO PROVIDE IMPLMENTATION OF TRIMBLE UNITY MAINTAIN AND UNITY PERMIT SOFTWARE FOR THE CITY OF DURHAM
Through this RFP, the City of Durham is seeking proposals from vendors to provide implementation and
migration services needed to migrate from Cityworks AMS and Cityworks PLL applications to the Trimble Unity
Maintain and Unity Permits applications.
Questions about this RFP should be directed to:
Project Manager Deborah Finken
Title Sr. IT Project Manager
Department Technology Solutions Department
Address 101 City Hall Plaza, Durham NC 27701
Telephone 919-560-4122 ext 33250
Email Deborah.Finken@durhamnc.gov
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10. Date of RFP..........................................................................................................................2
20. Project Manager and Contact with City ...............................................................................3
30. Project ..................................................................................................................................3
40. Scope of Work .....................................................................................................................3
50. Compensation Amount and Schedule ..................................................................................4
60. Definitions in this RFP.........................................................................................................4
70. Contract ................................................................................................................................4
80. Trade Secrets and Confidentiality ........................................................................................5
90. Bonds ...................................................................................................................................6
100. Insurance ............................................................................................................................6
110. Discretion of the City .........................................................................................................7
120. Schedule .............................................................................................................................7
130. Keeping Proposals Open ....................................................................................................7
140. Deadline to Submit Proposals ............................................................................................7
150. Questions............................................................................................................................8
160. Pre-submittal conferences, meetings, and site visits ..........................................................8
170. Updates and revisions to RFP ............................................................................................8
180. Evaluation Criteria .............................................................................................................8
190. Understanding of the Project .............................................................................................8
200. Methodology Used for the Project .....................................................................................8
210. Management Plan for the Project .......................................................................................8
220. Experience and Qualifications- 15 points .......................................................................9
230. Contract Cost .....................................................................................................................9
240. Contents of Proposal ..........................................................................................................9
250. Cover letter.......................................................................................................................11
260. Addendums ......................................................................................................................11
270. How to submit a proposal ................................................................................................11
280. Format ..............................................................................................................................12
290. Alternative Proposals .......................................................................................................12
300. Candidate to Bear Expense; No Claims against City.......................................................12
310. State Treasurer's lists regarding Iran and Boycott of Israel ...........................................12
320. Notice Under the Americans with Disabilities Act ..........................................................12
330. Values of City of Durham regarding Treatment of Employees of Contractors ...............12
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10. Date of RFP: September 28, 2026
20. Project Manager and Contact with City; Questions about this RFP. Direct questions and concerns to
Att: Deborah Finken, Sr. IT Project Manager
Product Operations
Technology Solutions
101 City Hall Plaza
Durham, NC 27701-3329
Deborah.Finken@durhamnc.gov
919-560-4122 ext 33250
If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact
Att: Mitch Smith, Product Operations Manager
Product Operations
Technology Solutions
101 City Hall Plaza
Durham, NC 27701-3329
Mitch.Smith@durhamnc.gov
919-560-4122 ext 33212
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project.
The City of Durham is seeking proposals from qualified firms to migrate City users, processes, customizations, and
integrations from the on-premises Cityworks AMS and PLL systems to the cloud-based Trimble Unity suite.
Cityworks AMS is one of the City's most widely used operational systems, supporting more than 900 users across multiple
departments, including
* Environmental and Street Services,
* Water Management,
* Parks and Recreations
* Fire
* Housing and Neighborhood Services
* Engagement
* Durham One Call; and
* General Services
It is used to manage assets, work orders, inspections, and real estate licensing and permitting, and is tightly integrated with
ArcGIS. Field staff also rely on a custom mobile application to update work orders and inspections in real time. The City's
on-premises AMS instance will reach end of life and stop receiving security updates on July 1, 2027, making migration
essential.
This transition includes moving Cityworks PLL, used by the General Services Real Estate division, into the Unity platform.
The current AMS environment is integrated with several external systems, including Oracle, ArcGIS, ArcGIS Indoors, and
Freeance, as well as API connections with PublicStuff, Recollect, and Radley. The selected firm will be responsible for
rebuilding and replacing these integrations using Trimble's Action Manager.
40. Scope of Work. The City of Durham is soliciting a person or firm to implement the Unity Maintain and Unity
Permit software for the City of Durham. The intent of the City is to procure implementation services, not to procure a
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separate software solution. In addition to implementation and configuration of Unity Maintain and Unity Permit; the
selected firm should aid in guiding the City through the migration effort. This includes business analysis, solution gap
analysis, and software process streamlining, data migration, integration rebuilding, user acceptance testing, training and
hyper care support.
The City desires that the implementation work begin as soon as possible and that the new solution be validated and
considered live no later than the end of FY2028.
Scope of Services
1. The vendor will create a design and a plan that will provide an outcome the City needs for the Trimble Unity
Platform. This includes all migration steps needed to seamlessly transition from Cityworks AMS to Trimble Unity
Maintain and Cityworks PLL to Trimble Unity Permit.
2. The qualified firm will provide comprehensive services to complete the implementation of the approved design.
These services will include planning, scheduling, reporting, documentation creation and updating,
communications, and coordination with the other parties involved with the overall project. The selected contracts
must be willing to work in cooperative and collaborative manner with the City of Durham staff from each
department and other parties working on the behalf of the City of Durham.
3. The scope of this project plan will include the implementation of Unity Maintain, Unity Permit and development
of operational integrations between the Unity platform and Oracle Fusion Cloud ERP, Oracle Utility Billing, OAG,
ArcGIS, ArcGIS Indoors, and Clariti (Salesforce), as well as API connections with PublicStuff, Routeware and
Radley. The scope also includes review and migration of existing reports, queries and dashboards.
4. The contractor will provide a plan of action for delivery along with the work breakdown structure.
5. The contract will be expected to provide experienced staff with adequate expertise in project management,
government and municipalities and the Trimble Unity Platform. The contractor will comply with the
implementation standards required by the City of Durham.
6. Based on an internal City of Durham evaluation of GIS-centric mobile applications, the contractor will be expected
to either 1) integrate the Freeance App with the Unity Platform or 2) migrate City users from the Freeance App to
the Unity Field application.
In your cover letter, please include the following statement: "unless otherwise clearly stated in the response to this RFP,
our proposal accepts the terms and conditions stated in the RFP, including the services to be performed and the provisions
of the contract to be signed.
50. Compensation Amount and Schedule. Compensation for services proposed in this RFP should be based on
the completion of milestones or deliverables which must be described in the RFP response.
Vendors note: Please add additional lines as necessary to support your proposal.
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates
otherwise - (a) The expressions "RFP," "this RFP," and "the RFP" refer to this document as it may be amended or updated.
(b) "City" and "city" mean the City of Durham. (c) The "proposal" or "Bid" is the response of a person, firm, or corporation
proposing to provide the services sought by this RFP. (d) The word "Candidate" or "candidate" is the person, firm, or
corporation that submits a proposal or that is considering submitting a proposal. (e) The word "Contractor" or "contractor"
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is the person, firm, or corporation with which the City enters into a contract to provide the services sought by this RFP.
That is, "contractor" generally refers to a successful candidate that has obtained a fully executed contract with the City,
while "candidate" is generally reserved to the stage before a contract has been signed. (f) The word "should" is used to tell
candidates what the City thinks it wants and/or what the project manager thinks is best. Candidates that want to increase
the likelihood of being selected will, in general, do what the RFP says candidates "should" do, but failure to comply with all
"shoulds" will not necessarily and automatically result in rejection.
70. Contract. The City anticipates that at the conclusion of the RFP process there will be a contract between the City
and the successful candidate(s) under which the successful candidate(s) will provide the goods and services generally
described in this RFP. It is the City's intention to use the contract that is attached as Exhibit A, modified and filled in to
reflect the RFP and the proposal. If a candidate objects to any of the contract provisions, it should state the objections in its
proposal. An objection does not guarantee that the City will change its contract provisions. Failure to provide objections
creates an assumption that the candidate accepts all standard City contract terms and conditions.
If federal assistance or funds are used in conjunction with the services provided by the candidate, clauses for contracts
involving federal financial assistance shall be incorporated into contract. The Candidate is required to be familiar with these
federal assistance clauses and to comply with them.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any
member of the public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep
trade secrets confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
The term "candidate" includes the candidate as contractor (that is, after it is a party to a contract with the City).
The term "trade secret" means business or technical information, including but not limited to a formula, pattern,
program, device, compilation of information, method, technique, or process that:
a. Derives independent actual or potential commercial value from not being generally known or readily
ascertainable through independent development or reverse engineering by persons who can obtain economic
value from its disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
The existence of a trade secret shall not be negated merely because the information comprising the trade
secret has also been developed, used, or owned independently by more than one person, or licensed to other
persons.
The term "record" means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic
or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form
or characteristics, received by the City of Durham in connection with the candidate's proposal.
(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality
of trade secrets contained in materials provided to the City, the candidate shall prominently designate the
material with the words "trade secrets" at the time of its initial disclosure to the City. The candidate shall not
designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith
belief that the material contains a trade secret. When requested by the City, the candidate shall promptly
disclose to the City the candidate's reasoning for designating material as trade secrets; the candidate may need to
label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make
reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate
the City's use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a
sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that
distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and
nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records
designated "trade secrets" in accordance with this section. Whenever the candidate ceases to have a good-faith
belief that a particular record contains a trade secret, it shall promptly notify the City.
(b) Request by Public for Access to Record. When any person requests the City to provide access to a record
designated as a trade secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has provided, or intends to provide, the person
access to the record because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to decline the request.
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Before declining the request, the City may require the candidate to give further assurances so that the City can be
certain that the candidate will comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in
accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the
candidate's proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from
and against all Charges that arise in any manner from, in connection with, or out of the City's non-disclosure of
the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal
counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.
Definitions. As used in this subsection (c), "Charges" means claims, judgments, costs, damages, losses, demands,
liabilities, fines, penalties, settlements, expenses, attorneys' fees, and interest. Indemnitees" means the City, and
officers, officials, independent contractors, agents, and employees, of the City. "Indemnitees" does not include
the candidate. The City may require the candidate to provide proof of the candidate's ability to pay the amounts
that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If
the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the
records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall
require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of
being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate
from and is to be construed separately from any other indemnification and warranty provisions in the contract
between the City and the candidate.
85. Reserved.
90. Bonds. No performance bond or payment bond is required for this contract.
100. Insurance.
The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of this contract the
following applicable coverages and limits. The requirements contained herein, as well as the City's review or acceptance of
insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify the liabilities or
obligations assumed by the Contractor under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual Liability,
Cross Liability, or Personal and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned,
Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to
maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the
Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles
are used in the provision of services under this contract or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits required above under an Umbrella or
Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However,
the Annual Aggregate limits shall not be less than the highest "Each Occurrence" limit for required policies. The Contractor
agrees to endorse the City as an "Additional Insured" on the Umbrella or Excess Liability unless the certificate of insurance
states the Umbrella or Excess Liability provides coverage on a "Follow-Form" basis.
Workers' Compensation & Employers Liability - The Contractor agrees to maintain Worker's Compensation Insurance in
accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than
$1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.
Cyber Liability - Limits of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
Professional Liability- The Contractor agrees to maintain Professional Liability Insurance with limits no less than $1,000,000.
Additional Insured - The Contractor agrees to endorse the City as an Additional Insured on the Commercial General
Liability. The Additional Insured shall read "City of Durham as its interest may appear".
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Certificate of Insurance - The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage,
limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall
provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor's insurer. If the Contractor
receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives
notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City
within five (5) Business
Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which coverage is no longer in
compliance. The Certificate Holder address should appear as follows:
City of Durham
Attn: Technology Solutions
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, "Business Day"
is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City Code
Section 42-16, as amended.
110. Discretion of the City.
A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal
which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.
B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the
contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature
with any candidate with respect to any term, condition, or provision in this document and/or in any proposals,
whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if
certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of
the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines
are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This
subparagraph B applies to the entire RFP.
C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format or
that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does not
comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City may,
in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).
D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms as
allowed by applicable law.
SCHEDULE
120. Schedule. The City desires to start the execution of this service in February 2027. The City expects that the
services to be completed by December 31, 2027.
The RFP schedule is the City's best estimate for the schedule that will be followed. If a component of this schedule from the
beginning to implementation is delayed, the rest of the schedule will be shifted by the same number of days.
Last date for receipt of proposals: October 28,2026
Timeline for RFP Process
RFP Posting / Bid Released to Vendor: September 28,2026
Pre-proposal Conference Date: October 5, 2026, at 1 PM EST
Questions Due: October 22, 2026
Received Proposals / RFP Close Date: October 28, 2026
Proposal Evaluation Committee to complete its evaluation: 30 days after previous step
City Council authorizes the City manager to sign the contract, 60 days after previous step
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City Manager and successful candidate sign contract, 30 after the previous step
The City expects that the contract will require the services to be complete by December 2027
130. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 150
days after the deadline for submission of proposals. The Project Manager may release candidates from this obligation by a
written letter that specifically refers to this paragraph if he or she determines that the candidate and/or the proposal will
not meet the City's needs.
140. Deadline to Submit Proposals. Candidates should see that their proposals are received via email to
deborah.finken@durhamnc.gov by 5:00 pm ET, October 28, 2026.
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager identified
at the beginning of this RFP.
160. Pre-submittal conferences, meetings, and site visits. The City will conduct a Pre-Proposal
Conference on October 5, 2026 at 1:00 PM ET via Microsoft Teams (details below). Attendees should already be familiar
with this RFP.
Microsoft Teams meeting
Join the meeting now
Meeting ID: 252 510 391 253
Passcode: 4xq745np
170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of
contact (email, fax, etc.), updates to this RFP ("addendums" or "addenda") will be sent to you in that manner. This RFP and
addendums are normally posted on the City's website, on the Purchasing Division's webpage. Check that webpage to see
that you have received all addenda at: https://durhamnc.gov/bids.aspx..
EVALUATION CRITERIA
180. Evaluation Criteria. If an award is made, it is expected that the City's award will be to the candidate that
agrees to meet the needs of the City. A number of relevant matters will be considered, including qualifications and cost.
190. Understanding of the Project- 5 points
Proposals will be evaluated against the questions set out below.
(a) How well has the candidate demonstrated a thorough understanding of the purpose and scope of the
project?
(b) How well has the candidate identified issues and potential problems related to the project?
(c) How well has the candidate demonstrated that it understands the deliverables the City expects it to
provide?
(d) How well has the candidate demonstrated that it understands the City's schedule and can meet it?
200. Methodology Used for the Project- 15 points
Proposals will be evaluated against the questions set out below.
(a) How well does the methodology depict a logical approach to fulfilling the requirements of the RFP?
(b) How well does the methodology match and contribute to achieving the objectives set out in the RFP?
(c) How well does the methodology interface with the schedule in the RFP?
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210. Management Plan for the Project- 15 points
Proposals will be evaluated against the questions set out below.
(a) How well does the management plan support all of the project requirements and logically lead to the
deliverables required in the RFP?
(b) How well is accountability completely and clearly defined?
(c) Is the organization of the project team clear?
(d) How well does the management plan illustrate the lines of authority and communication?
(e) Does it appear that the candidate can meet the schedule set out in the RFP?
(f) Has the candidate offered alternate deliverables and gone beyond the minimum tasks necessary to meet
the objectives of the RFP?
(g) Is the proposal practical, feasible, and within budget?
(h) How well have potential problems been identified?
(i) Is the proposal responsive to all material requirements in the RFP?
220. Experience and Qualifications- 15 points
Proposals will be evaluated against the questions set out below.
Questions regarding the personnel.
(a) Do the individuals assigned to the project have experience on similar projects with governments and
municipalities
(b) Do the individuals have experience working across the breadth of all City departments that will be
required to migrate to Unity Maintain? This includes Environmental and Street Services, Water
Management, Parks and Recreations, Fire, Housing and Neighborhood Services, Engagement, Durham One
Call and General Services
(c) Are resumes complete and do they demonstrate backgrounds that are desirable for individuals engaged in
the work the project requires?
(d) How extensive are the applicable education and experience of the personnel designated to work on the
project?
(e) Do the individuals have experience working with Oracle Utility Data Intelligence or Oracle Fusion Data
Intelligence?
Questions regarding the candidate:
(d) How well has the candidate demonstrated experience in completing similar projects on time and within
budget?
(e) How successful is the general history of the candidate regarding timely and successful completion of
projects?
(f) Has the candidate provided letters of reference from clients?
(g) How reasonable are the candidate's cost estimates?
(h) If subcontractors will perform work on the contract, how well do they measure up to the evaluation used
for the candidate?
230. Contract Cost- 40 points
The lowest cost proposal will receive the maximum number of points allocated to cost. Cost is one of a number of factors,
so a candidate with the lowest cost cannot count on being selected.
CONTENTS OF PROPOSAL
240. Contents of Proposal.
The proposal should include sections, numbered as follows:
1. Contact information. Include the candidate's name and address, and the contact information (name, mailing
address, email address, fax number, and telephone number) of the person whom the City should contact
regarding the proposal.
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2. Legal Status of the Candidate and Signers. State the full, exact name of the candidate. State whether the
candidate is an individual, corporation, limited partnership, general partnership, limited liability company,
professional corporation, professional association, etc. If it is anything other than an individual or a general
partnership, specify the State under which the entity is organized. If the State under which the entity is organized
is not North Carolina, specify whether the candidate has received a certificate of authority from the N. C.
Secretary of State to transact business in North Carolina. State whether the entity is in existence at the time the
proposal is submitted, and if not, whether and when the candidate intends to officially form the entity. State the
names and titles of the individuals who will sign the contract with the City.
3. Qualifications, References, and Licenses. It is expected that the candidate will be a vendor capable of
providing software implementation services. The candidate should include their experience on similar projects
and include references and how to contact them.
List the candidate's current licenses that are pertinent to this project.
4. Project Team, Location of Work, and Subcontracting. State the names and qualifications of the individuals
who will have responsibility for this project.
5. Methods and Procedures. Address all expectations listed in the Scope of Work section of this RFP and
describe the method and procedures you will use to meet a TBA implementation schedule.
Project Milestone Candidate Team City of Durham Team Time Required
Planning / Discovery
Analysis
Implementation
Testing
Documentation
Other
6. Compensation. Explain the entire compensation arrangement that you propose.
7. Assumptions regarding City of Durham Actions and Participation. If your proposal assumes that the City will
take certain actions, provide facilities, or do anything else, you should state these assumptions explicitly.
8. Small Local Business Enterprises (SLBEs), Not Applicable
9. Reserved.
10. Conflict of Interest. If the candidate has any grounds to believe there could be a conflict of interest, such as
that a City employee who is involved in awarding the contract has a connection with the candidate, please
explain.
11. Non-collusion.
Sign the following and include it with your response:
NON-COLLUSION AFFIDAVIT
By executing this proposal, I certify that this proposal is submitted to the City of Durham competitively
and without collusion. I am authorized to represent the candidate both in submitting this bid and in making this
Non-collusion Affidavit. To the best of my knowledge and belief, (1) the candidate has not violated N. C. General
Statute section 133-24 in connection with the proposal, (2) the candidate has not entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection
with its proposal, and (3) the candidate intends to do the work with its own bonafide employees or
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