(23-1641) Investment Recovery Information System (IRIS)

1. This Request for Proposal (RFP) opportunity is open to all interested vendors. 2. Scope & Summary: The City is seeking proposals from experienced Proponents to provide and implement a comprehensive surplus management system. The system will enable the city to efficiently the collection, tracking and resale or disposal of surplus assets, The selected vendors will be responsible for the following: 1. Install and configure the surplus asset management system on City infrastructure or provide a cloud-based solution tailored to our specific needs; 2. Migrate existing asset data to the new system; 3. Provide maintaining of all information related to surplus management in one system; 4. Provide multiple methods of resale, redistribution, and disposal such as: online sale, auction, auction sale by vendor, in person, sale to other BU, donation; 5. Provide a user-friendly online commerce site with online auction capabilities for online sales; 6. Provide mobile Point of Sale (POS) for Investment Recovery in person sales; 7. Provide approval workflow processes, automated notifications, and asset tracking; 8. Implement features for asset evaluation; 9. Provide an ability to conduct disposal process; 10. Provide access to City’s third-party auction partners to the proposed solution (to view, enter and modify assets transitioned to action partners for auction sales); 11. Provide compliance with finance regulatory requirements; 12. Provide audit trail capabilities and real-time reports to track asset performance and financial outcomes; 13. Integrate with existing systems such as, but not limited to, PeopleSoft FSCM, Moneris, iNovah, Asset work system M5, Power BI reporting; 14. Provide comprehensive training to our staff on system usage, administration, and best practices; 3. This procurement process is not intended to create, and will not create, a formal, legally binding bidding process. It will instead be governed by the law applicable to direct commercial negotiations. 4. Unless specified otherwise elsewhere in the Information Table under Agreement(s), Terms, Renewal and Proof of Concept (PoC), it is The City’s intention to enter into an Agreement with only one (1) legal entity. The Agreement may include a PoC for a period to be specified in the Information Table. The term of the Agreement will be for an initial term of three (3) years and may be renewed for two (2) additional two (2) year terms for a potential term of seven (7) years. Other agreement(s) related to the use or maintenance and support of any of the Deliverables may also be negotiated and executed.”