Integrated Workplace Management System and Implementation

The San Bernardino County Real Estate Services and Project and Facilities Management Departments (County) are seeking Proposals from interested and qualified Proposers to provide a replacement for the County's current Archibus Integrated Workplace Management System (IWMS).

San Bernardino County seeks to modernize and replace its existing Archibus IWMS with a comprehensive, enterprise-ready solution that supports the full lifecycle management of real estate, facilities, assets, and related operational processes.

The desired outcome is a unified platform that enhances data accuracy, delivers responsive and reliable system performance, provides strong usability and reporting capabilities, and allows stable, contemporary integration options with other enterprise systems, while enabling effective management of the County's real estate portfolio, facilities operations, and capital assets.

The County prefers a hosted or Software-as-a-Service (SaaS) solution that minimizes infrastructure overhead and supports scalability and maintainability; however, on-premises solutions will also be considered if they meet the County's functional and technical objectives.

Key objectives include:

• Replace the current IWMS with a modern, scalable solution that delivers strong system performance, responsiveness, and ease of navigation for all user types.
• Enable robust reporting, analytics, and dashboard capabilities with drill-down functionality.
• Provide an intuitive, accessible browser-based and mobile app user experiences to support both occasional and power users.
• Support business workflows in Space Management, Facilities Management, Asset Management, Real Property Management, Utilities Reporting, and Other (Incident Reporting, User Management).
• Establish reliable, automated links with required enterprise systems, including Oracle Fusion HR System to IWMS and SAP Financial System to IWMS.

It is expected that most of the work required by this RFP will be completed remotely by Proposers. The exceptions to this are training and hyper-care support. Proposers are expected to be onsite at San Bernardino County offices located in the city of San Bernardino, California for these project phases.

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (**ePro**). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

The initial Contract term is anticipated to be two (2) years. The County may, at its sole discretion and subject to satisfactory performance, exercise up to three (3) one-year option periods.

The County will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies.