2018 ASSET MANAGEMENT SYSTEM ADDENDUM # 1 TO REQUEST FOR PROPOSALS

Transcription

1 2018 ASSET MANAGEMENT SYSTEM ADDENDUM # 1 TO REQUEST FOR PROPOSALS 1. How many Users will be using the system to process work as well as manage inventory and assets? These users would be utilizing the system beyond requesting work. How many end users are anticipated? Under 25 people will be responding to and fulfilling Work Orders. Up to 12 users will input work requests/work orders. Up to 10 users will be administrative level. 2. What type of integration is needed with ADG? Does that system have web services or does it require file import/exports? ADG uses a MYSQL database for both the utility billing and work order modules. File imports and exports will be required for integration. 3. What type of integration is needed with Hurco Valve Star Software? Does that system have web services or does it require file import/exports? Hurco does not have web services. It is an SQL database and can import and export in.csv file format. 4. The required proposal format has ten separate criteria for respondents to address yet the City is requiring the proposal to be no longer than 10 pages (including resumes). Would the City consider increasing the number of pages in order for respondents to be able to fully provide the information requested? Is the City holding firm to its requirement for 10 pages? Most RFP s of this nature go upwards of 200. The City is willing to waive this requirement. Proposals should be well organized, concise, and easy to read. Proposal ratings will be based on the ability of the vendor to communicate their qualifications in a succinct manner. 5. Does the City prefer a hosted vs. on premise solution? Does the City prefer an onsite or remote approach to requirements gathering, training and go-live support? The City is open to the best system that fits our needs. 6. Please provide the complete list of the specific asset types the City is looking to manage with the system at this time? The new System would incorporate asset management for the PW and Utilities divisions of Wastewater Collection (lift stations, pipelines and appurtenances, parts) Water Distribution (pump stations, pipelines and appurtenances, backflow prevention devices, parts) Municipal Power and Light (substations, transformers, transmission lines and appurtenances, parts) Streets and Stormwater (roads, curb, gutter and sidewalks, pipelines and appurtenances, parts) and Refuse Collection (refuse cans.) (Fleet and Wastewater Treatment are not included at this time but may be considered in the future.) 1

2 7. Does the City intend to use GIS data within the system? If so, what GIS products and versions are you currently using? The City has mapped all of its infrastructure using ESRI's Arc GIS Non-GIS savvy staff readily access the data using Pictometry. The City has not included a requirement to link the AMS to the existing GIS system as it was assumed to be too expensive. 8. For City s required third-party integrations, please list and indicate the following: a. Uni or bi-directional? ADG and Hurco can be bi-directional as the new system will not replace these. We anticipate replacing PowerManager, therefore only migration should be needed. b. Real-time data transfer or batch imports? Either is acceptable c. Is there a Rest API available? No d. What areas of the system are we integrating with? (Requests, Tasks, Water Meters, Fuel Log, etc.) The City would like integration with the existing ADG utility billing system which will have a work order module. The City is equipped with Neptune meters. Staff must deploy the receiver monthly to collect readings and download for review, re-reads, corrections and billing using Neptune software. Those readings are then manually input for utility billing through ADG. Inventory systems are tracked through PowerManager. e. How many meters does the City have in their system? 4000 water meters and 3450 electric meters. f. What system is used for the back-end database? The city does not have a licensed SQL Server. Most software runs on SQL EXPRESS. 9. What type of server is Delta currently using? Another server will need to be purchased to host the proposed program. The specifications would be based on the new system requirements. The City IT consultant would work with the AMS provider to specify a server that would exceed the minimum requirements. 10. Does the City allow third party implementors? Is there a preference for a vendor that builds, sells, supports and implements its own software? Can we bid on a portion of the Asset Management System rather than provide the entire scope of work you are looking for? The City is open to the best vendor, or combination thereof, that fits our needs. The City is willing to consider proposals for alternative scopes if they will fulfill our purpose. 11. What is the City s budget for this project? In the interest of assuring the process remains competitive, the City is not providing this information at this time. 12. Is any data conversion required for any systems being replaced by this project? The City hopes to replace the PowerManager data system for utility parts inventory, therefore data conversion may be necessary. Integration is expected for existing systems (which remain intact) such as ADG and Hurco. 13. Has the City had any demonstrations from potential vendors in the past 12 months? No. If so, will you please share who those vendors are? 14. Is Spatial Wave a potential bidder in this process, or is integration with Spatial Wave solely a requirement of the project? The City is not familiar with Spatial Wave. Vendors may access Rocky Mountain e-purchasing (BidNet) for details regarding potential bidders. 15. Has the City visited with and benchmarked any nearby agencies in advance of the RFP? If so will you please share which agencies those are? No 2

3 16. What bar code system is the City currently using right and what is the desired workflow for using bar code scanners? The City does not currently use a barcode system. Do all assets have bar codes? Is this to be used for parts inventory? The City would like to use bar coding for refuse cans as the first phase of the project and would like to phase in other utility parts inventories. We are open to recommendations by the vendor as to how bar coding can be used most effectively and phased in most efficiently. 17. Please describe the intent of the requirement for a System password for each department. The City is open to vendor recommendations as to the most effective way to maintain passwords for an AMS. 18. Is the City requiring a system that utilizes Arc GIS? No. 19. You mention project initiation within 2 weeks of signed contract. What is the City s anticipated go live date? Are you flexible on the 6-month project rollout? The City would like to implement the new system within six months of project initiation. The project must be complete and fully operational by November 1, Does the City s current Utility Billing system have work order functionality? No, the current utility billing system now in use does not have work order functionality. The City intends to purchase the ADG work order module to integrate with the proposed AMS. 21. Does the City s current financial system have a Fixed Assets system? No 22. Does the City s current financial system track projects and grants? No 23. If Asset Management system has ability to schedule preventative maintenance for water valves would integration into Hurco Valve Star software be necessary? Integration would likely be necessary. 24. Does the City utilize SCADA to track usage of equipment or assets that need to be maintained? No, the City uses Sensus for Data Acquisition but does not have a full scale SCADA system, and usage data is not recorded. We utilize SENSUS DA for critical infrastructure s remote monitoring and for limited control. The main purpose is to receive a text and to alert to an issue. Locations include eight ML&P locations such as substations and transformers, seven sewer lift stations, two locations at the WWTP and a treated water pump station. 25. The City mentions a seamless addition of future modules. Is it the City s intent to update other modules within the City that speak with Asset Management, such as financials, Payroll, fixed assets, utility billing, etc.? In other words is it the City s goal to eliminate as many silos of data as possible to streamline access to information for both employees and citizens? Yes, eventually, however the City does not likely have the budget in 2019 to implement integration across all systems. This will likely have to be phased over more than one year. The first phase goal is to implement an electronic work order system to eliminate manual input and tracking, and to work toward inventory tracking through the new system. 26. The City mentions a better way to manage citizen requests. Is the City envisioning a citizen facing portal for this? Ultimately, the City would like to evolve to this, but not likely in the near future. 3

4 27. What are the particular service responsiveness and accountability issues that you would like the new system to address? The City currently receives work orders manually and must pick them up at City Hall. The information provided through those work orders, as well as the tracking and accountability of the completed WOs is inconsistent. Additional accountability records are needed for follow up with repairs as well as for locates. The cross connection control program is also tracked manually. We hope to manage this program more efficiently with the new system. 28. What particular issues are you experiencing with efficiency and managing incoming citizen service requests and work orders that you want the new system to address? The City is in need of a more integrated system that tracks work orders through their completion, takes parts out of inventory, and flags preventive maintenance needs. The City is also looking for a system that assists with necessary tracking of cross connection controls (backflow prevention). See page 3 of RFP for more examples. 29. What data do you want to be able to collect that you are not currently collecting? The City envisions the new AMS to focus on a work order based asset management system that integrates existing systems. 30. What integrity issues is PWU having with your system/approaches? Manual tracking produces human error in data collection or lack thereof. The existing work order system is a manual system that is inconsistent. Correcting this with a streamlined system is the highest priority. 31. What is the City s current ERP system(s)? The City currently has no automated Enterprise Resource Planning System 32. In addition to Power Manager for electricity, Hurco Valve Star Software for water, the CCTV system for sewer lines, and ADG financial software, is there any other software Delta uses for the other utility services listed in the RFP? PowerManager for utility asset inventory tracking. 33. Other services that are being manually or Excel-sheet managed? Cross Connection Control, Utility Maintenance scheduling and record keeping, Power Pole data, Transformer s and large electric meters. 34. Are the City crews using tablets or i-pads in the field? There is limited use of 2-tablets among PW&U staff in the field for Valve exercising and utility mapping reference. 35. Is Delta also seeking fleet maintenance capabilities as part of the new software system? No 36. Flexible Work order creation: Does this mean you want to be able to change the work order form/fields from work order to work order, day to day or in response to occasional PWU/City business rules changes? Or both? The City would like the capability to edit work orders in process. A field with notes could serve the flexibility needed for special instructions. 37. Can you provide a sample of your current work order? Do you want the work order fields to be configured from Division to Division, correct? A sample work order is an attachment to this addendum. Configuration must serve all divisions. If this means different WO forms, that is acceptable, or a form that has the flexibility to serve various divisions. We are looking for consistency and simplicity. 4

5 38. Will PWU need any manual data entry to complete data migration? We expect this may be needed. 39. In terms of functionality, what do you mean by repetitive tasks? Many assets require repetitive maintenance tasks, such as valve exercising, street sweeping, storm system jetting, sewer line cleaning, etc. These tasks should be easily reproduced in a work order. 40. Assuming that the Asset Management System (AMS) will be used to generate and track Work Orders, what information do you want exchanged between the AMS and the City s finance software (ADG)? Is this exchange one-way or two-way? The initial intent is to receive data from ADG to create a work order within the AMS. The Data should have all pertinent billing and service information. The WO would then return to the utility billing department (ADG) and may need manual input if integration is phased. 41. Some WO tasks examples are: turning on a new meter, turning off a meter, delivering a new refuse container, or exchanging a refuse container. 42. What information do you want exchanged between the AMS and Hurco Valve Star? Is this exchange one-way or two-way? The AMS will need data from Hurco to track valve condition and exercising activities. If the Valve is not functional and needs to be replaced, the AMS would produce a work order. The Hurco software is capable of both importing and exporting, although importing is envisioned infrequently and for occasions such as installing a new valve. 43. What 811 request service is the City using? The City is a Tier I member of Colorado 811. We currently receive from UNCC directly, no third party service. The RFP schedule has been revised as follows: Release RFP October 31, 2018 Advertise in Delta County Independent November 6 and 13 Deadline for Questions, 12:00 p.m. November 21, 2018 Addendum Issued, if necessary, 4:00 p.m. November 29, 2018 Addendum Issued, if necessary, 4:00 p.m. December 5, 2018 Proposal Deadline, 3:00 p.m. December 7, 2018 Completion of Proposal Evaluations December 21, 2018 Interviews if necessary December 27 and 28, 2018 Notice of intent to award contract January 3, 2019 Bid awarded contingent upon City Council Approval and 2019 budget funding January 9, 2019 Implementation January June 2019 THE PROPOSAL DUE DATE SHALL REMAIN UNCHANGED. SUBSEQUENT DATES HAVE CHANGED AS NOTED ABOVE. THIS ADDENDUM NUMBER ONE TO THE ABOVE PROJECT SHALL BECOME PART OF THE CONTRACT DOCUMENTS AND SHALL BE BINDING IN ALL RESPECTS. INFORMATION CONTAINED IN THIS ADDENDUM NUMBER ONE SHALL SUPERSEDE ANY INFORMATION PRESENTED IN THE REQUEST FOR PROPOSALS. THE BIDDER ACKNOWLEDGES THE REQUIREMENTS SPECIFIED IN THIS ADDENDUMNUMBER ONE AND ATTACHMENT. 5