REQUEST FOR PROPOSAL

City of Olean, Department of Public Works, office 202, 101 East State Street, Olean, NY 14760 Or Email: DPWadmins@

cityofolean.gov

Proposals to be received on March 31, 2026 by 4:00 p.m. Eastern time.

· If submitting by mail, please include 3 copies of the proposal.

· Proposals received after the deadline will not be considered.

· Proposals may be withdrawn prior to the scheduled submittal time by emailing one of the contacts above or in person at the

address above.

1. Project

Background

The City of Olean (City) is seeking proposals from qualified vendors for the procurement of an Enterprise Asset Management Software (EAM Software) to support the City’s Asset Management Program (AMP). Services must include implementation, provision of the software, training, and ongoing technical support, all from a single vendor. The City will enter into a 5-year contract with the selected vendor. The EAM Software will initially be used for the City’s drinking water (including supply, treatment, and distribution) and wastewater (including collection and treatment) assets and eventually may also be used for the City’s electrical, streets, parks, mechanical, airport, fleet, and facility/building assets. The preferred Vendor must be able to demonstrate experience in successfully implementing the proposed solution for cities of similar size and scope.

Qualified vendors must complete a Proposal complying with the Project Scope and Timeline outlined in this RFP that adheres to the content and format defined in this RFP and submit it to the City before the deadline.

The City serves approximately 14,000 drinking water and 20,000 wastewater customers, and is responsible for the operation and maintenance of approximately 69 miles of water mains, approximately 69 miles of sewer mains, 10 wastewater lift stations, a 12-million gallon per day monthly average capacity wastewater treatment plant, two 3-million-gallon drinking water storage tanks, a drinking water booster pump station, three drinking water wells, and a 3-million-gallon-per-day peak capacity surface water drinking water treatment plant.

The City is subject to a consent order issued by the State of New York Department of Environmental Conservation (NYDEC) requiring improvements to asset management practices, including maintenance planning, condition assessment, and reporting. This procurement is intended to support the City’s efforts to meet these regulatory obligations. The selected EAM Software solution must support components of the City’s AMP including asset inventory, condition assessment, likelihood of failure, consequence of failure, risk assessment, capital improvement plans, and maintenance planning.

The City does not currently have a formal consolidated electronic asset inventory. Assets are currently maintained via work order processes on a regular basis. The City is currently in the process of developing GIS maps of the water and wastewater systems and is in the early stages of developing an AMP.