MS4 Permit Compliance Software

A. Introduction:
The City of Wichita, Kansas (“City”) invites your company to submit a written proposal to provide a
comprehensive, fully integrated MS4 Permit Compliance Management System specifically designed for
government agencies, including delivery, installation, integration, customization, data conversion, training,
documentation, and support and maintenance. The City is seeking a proven system that is in operational use
by at least three other municipalities, preferably similar in scope of the requirements and size of the City of
Wichita, Kansas. Proposers are to propose a fixed cost solution based upon the City’s requirements. The
City requires a prime Proposer, or systems integrator, to act as a prime contractor legally and financially
responsible for all implementation services of proposed solution.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 9 RFP #260167
The software and hardware and/or application should efficiently support the City’s projected volume in
Section I. OVERVIEW AND SUMMARY; B. Volumes.
The proposal should clearly demonstrate how the City would be provided with the software, services and
support, and any related hardware that will best satisfy the City’s requirements.
The proposal should include:

1. A detailed description of your proposed approach to Business Process Reengineering (BPR) during
   a discovery phase to be accomplished prior to the commencement of the implementation phase.
   Identify the Proposers BPR or subcontractor staff including a description of their experience. Costs
   associated with BPR services shall be included in the cost proposal. Include a description of the
   City’s responsibilities during these efforts.
2. Appropriate application software to support the business functions as listed above.
3. All system and network hardware to support the proposed solution including specifications for the
   main processor or server computer(s) and all related peripherals necessary for the normal operation
   of the proposed solution, including recommended system printers, drives, and other special, unique,
   or optional equipment.
4. All network and security requirements to support the proposed solution.
5. Relational Database Management System (RDBMS) requirements to support the proposed solution.
6. All System and Network software (i.e., operating system) requirements to support the proposed
   solution.
7. Interfaces available in or through the proposed solution to/from City and external systems.
8. Implementation services, installation, configuration, data conversion, training services and
   integration of existing systems and support for remote users.
9. Maintenance, knowledge transfer, and support services for the proposed systems.
   This Request for Proposal (RFP) states the overall scope of services desired, procurement terms and
   conditions, specific hardware and software requirements as well as Proposer experience and qualifications
   to be provided. The following sections are provided to assist in navigating the requested scope of services:
   Section I. OVERVIEW AND SUMMARY & Section II. PROJECT OBJECTIVES. - Presents a brief
   background description of the City of Wichita, Kansas and its desired approach to implementing the
   MS4 Permit Compliance Management System. This section also contains a brief description of
   existing systems and networks installed within the City.
   Section III. SCOPE OF SERVICES; A. Introduction – D. Mandatory Technical Requirements -
   Provides instructions to Proposers for responding to the detailed Business Functional Requirements,
   including the City’s General and Technical Requirements.
   Section III. SCOPE OF SERVICES; E. Checklist – K. Scope of Work – Requires Proposer
   responses including company background and qualifications, specifications and capabilities of
   proposed systems, and services to be provided.
   Section III. SCOPE OF SERVICES; L. Costs - Requires Proposer responses for proposal cost
   information.
   Section IV. PROPOSAL TERMS. - Provides the rules of preparation for the proposal.

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 10 RFP #260167
Appendices. - Includes the City’s IT Technology Agreement template and Attachment B –
Functional and Technical Requirements Matrix.
Your response should clearly detail how the hardware, software and services that you are proposing can best
satisfy the City’s requirements. The City requires a comprehensive solution with a prime contractor with legal
and financial responsibility for all hardware, software, installation, integration, implementation, and support
and maintenance services. One consolidated response with all cost items included in the cost summary shall
be submitted. The prime contractor shall be the sole point of contact for the City with regard to contractual
matters.
To ensure a fair and objective analysis of all proposals, the submitted proposal must follow the rules stated
within this section and the format established within this RFP.
Failure to comply with or complete any portion of this request may result in rejection of a proposal.
B. Functional Specifications of the Proposed MS4 Permit Compliance Management Software:
Through this RFP, the City intends to accomplish the acquisition, installation and implementation of a
commercially available and proven MS4 Permit Compliance Management Software. The City requires
that a single Proposer, or systems integrator, propose the solution including the acquisition, installation,
and implementation of MS4 Permit Compliance Management Software itself. Subcontractors may be
used for portions of the project, and it is required that the selected Proposer, or systems integrator, and
any subcontractors will provide complete and comprehensive system implementation services,
including data conversion, installation, training, software modification, custom development, support,
and maintenance as required.
Required Functional Specifications
Please review following for general definition of requirements and refer to attachment B for permit-
specific line-item requirements.

1. Mandatory Functional Requirements (MS4 Program Coverage)
   Configurable modular system to implement, manage, and document all MS4 Minimum Control
   Measures (MCM), including:
   1.1 MCM 4 – Construction Site Stormwater Runoff Control
   • Construction site inspections (SWPPP compliance)
   • Erosion and sediment control tracking
   • Corrective action tracking and enforcement follow-up
   • Contractor/site compliance history
   1.2 MCM 5 – Post-Construction Stormwater Management
   • BMP inventory and lifecycle tracking
   • Inspection and maintenance scheduling
   • Structural stormwater control monitoring
   • Long-term compliance documentation
   1.3 MCM 3 – Illicit Discharge Detection and Elimination
   • Outfall inspection workflows

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 11 RFP #260167
• Illicit discharge reporting and investigation tracking
• Source tracing and enforcement actions
• Spill response documentation and resolution tracking
1.4 Industrial and Commercial Stormwater Compliance – Applies across MCMs1, 3, and 6
• Facility registry with geo-location and inspection management
• Risk-based inspection prioritization
• Enforcement tracking and compliance history
• Permit tracking where applicable
1.5 MCM 1 & 2 – Public Education, Outreach, Involvement and Participation
• Activity tracking for MS4 public education requirements
• Event, campaign, and outreach documentation
• Audience tracking and reporting metrics
• Support for annual MS4 report inclusion
1.7 MCM 6 – Pollution Prevention and Good Housekeeping for Municipal Operations (if
applicable)
• Facility inspection tracking
• Municipal BMP documentation
• Maintenance activity reporting
• Pollution prevention documentation
• Training management
2. Integration Requirements (Critical)
2.1 CMMS / Work Order System Integration (Mandatory)
The system must integrate with the City’s existing enterprise asset and work order
management system:
• CentralSquare EAM (Lucity) Technologies
The integration shall include:
• Bi-directional work order creation and updates
• Automatic generation of work orders from MS4 inspections
• Status synchronization (open, in progress, closed)
• Attachment and photo transfer (where supported)
• Asset linkage between MS4 inspections and CMMS assets
• API-based or middleware-enabled integration
2.2 GIS Integration (Mandatory)
• Native integration with Esri ArcGIS or equivalent GIS platform
• Ability to display MS4 assets (outfalls, BMPs, industrial sites, etc.)
• Map-based inspection assignment and visualization
• Feature service or equivalent spatial data synchronization
2.3 Data Exchange Requirements

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 12 RFP #260167
• REST API availability (read/write)
• Exportable compliance datasets
• Support for automated reporting workflows
• Secure authentication (OAuth2 or equivalent)
3. Implementation Requirements (Rapid Deployment Focus)
3.1 Timeline Requirement
The vendor must provide a phased implementation plan capable of:
• Initial system configuration and deployment within 8–12 weeks of notice to proceed
• Operational MS4 inspection workflows within current calendar year
• Full module rollout within 3–6 months total
3.2 Configuration Approach
The system shall:
• Be configurable with minimal custom development
• Use pre-built MS4 templates where available
• Support rapid form/workflow configuration
• Minimize reliance on bespoke scripting or custom code
3.3 Migration Support (if applicable)
Vendor shall support:
• Import of existing MS4 inspection records
• Asset data migration (if needed)
• Historical compliance record preservation
• Data mapping from legacy systems
4. Reporting and Compliance Requirements
The system must support:
• Annual MS4 report generation aligned with EPA/NPDES requirements
• MCM-specific reporting outputs
• Inspection and enforcement summaries
• IDDE tracking and resolution metrics
• Public outreach documentation reporting
• Audit-ready export formats
5. Field Operations Requirements
• Mobile inspection capability (offline preferred)
• Photo and attachment capture
• GPS tagging of inspections
• Real-time or near-real-time sync with central system
• Standardized inspection forms for all MS4 modules
6. Security and Access Control
• Role-based access control (RBAC)

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 13 RFP #260167
• Audit trail of all system actions
• Secure cloud hosting or City-approved environment
• Compliance with applicable cybersecurity standards for municipal systems
7. Vendor Experience Requirements
Vendor shall demonstrate:
• Prior MS4/NPDES implementation experience in municipalities
• Proven integration with CMMS/work order systems (preferably Central Square(CS) EAM
(Lucity))
• Experience implementing GIS-based stormwater programs
• Ability to meet accelerated deployment timelines
8. Product Criteria (Recommended)
MS4 functional completeness (all MCMs)
CMMS integration capability (Lucity/CentralSquare)
GIS capability and usability
Strategic Evaluation Note:
Preference will be given to solutions demonstrating long-term platform stability, configurability, and
the ability to support ongoing MS4 program evolution through incremental enhancements within an
established partnership framework and pre-defined pricing structure for future additions.
9. Key Procurement Positioning Statement (Important)
To preserve competition integrity:
The City is seeking a commercially available MS4 compliance platform capable of integration with
its existing enterprise asset management and GIS systems. No specific vendor or proprietary
system is required or implied.
The City also seeks to establish a collaborative, long-term partnership with the selected
Contractor to support adaptive MS4 program management as regulatory requirements, permit
conditions, and operational needs evolve. Future enhancements, modules, or configuration
expansions may be procured under this Agreement through pre-established pricing, rate
schedules, or mutually agreed change orders, provided such additions remain functionally related
to MS4 compliance and do not constitute a material change in contract scope requiring separate
procurement.
10. Live Demonstration Criteria and Mechanics
Top proposals evaluated by 4 C.Staff and Selection Committee Evaluation Criteria to advance to
live demonstration round where each finalist to be given a 4-hour timed slot (2.5 hours of structured
demo + 1 hour of Q&A + 30 minutes for close).Each finalist will be provided the same 6 scenarios
one week before demonstration date and asked to walk through a live (no slides) demonstration of
each scenario. Live demonstrations will be scheduled during the evaluation period.
Desired Functional Specifications (Feature Considerations for Future Partnerships)
Value Added Service and Options of the MS4 Permit Compliance Management Software:

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 14 RFP #260167
• Weather-triggered inspection cadence (NOAA/USGS or similar commercial weather API) that
schedules post-storm inspections automatically.
• Integration with City’s SeeClickFix app for reports pertaining to MS4 Compliance.
• In-app messaging to external partners (contractors, responsible parties, etc) with an audit trail.
• Configurable dashboards for Key Performance Indicators to aid senior management for
broader City management briefings.
• Method for extracting permit-compliance data into alternate data formats or platforms.
• Where to put if at all interna/external partnership for data/inspection/self-certification
collection/viewing/permit file tracking
C. Checklist:
The following checklist has been included to ensure Proposer compliance to the required RFP
responses. Please indicate whether each item specified is included in your response and cross-
reference to the page where the item is located.
Item
Included
Y/N
Proposer Proposal
Page Reference
Audited Financial Statements
Reference List
High-level System Architecture
Technical Brochures
Documentation Table of Contents
Description of capability to deliver requirements
Implementation and Training Plan/Schedule
Communication Plan
Migration Plan
Resumes
Task/Hours Schedule
Outlines for Training Course(s)
Section III; F-K Proposer Response of this RFP
Section III; L Costs of this RFP
Any exceptions to Appendix A - IT Technology Agreement Template
Appendix B – Functional and Technical Requirements Criteria Matrix
If any of the requested items are not included, please explain the reason. Proposals may be rejected if
any requested item is not completed and submitted.
D. Proposer and Subcontractor Information:
This section must be completed for each Proposer and all subcontractors included in the
proposal.
Proposer or Subcontractor:
Company Name

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable
infrastructure; Provide conditions for living well.
City of Wichita 15 RFP #260167
Local Address
Headquarters Address
Company Web-site Address
List of all products or services to be provided.
Contact Representative(s)
Name Title
Telephone and Email
Address
Company Information:
How many years has the company actively provided comparable e-government syste