Does this section and other questions related to Vendors finances have to be answered?

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1 PORT OF LONGVIEW ADDENDUM #1 Asset Management Solution Date of Addendum: August 29, 2017 NOTICE TO ALL The Contract Documents for the above-referenced Project are modified as set forth in this Addendum. The original Contract Documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the Contract Documents. Consultants submitting a proposal shall take this Addendum into consideration when preparing and submitting their proposal. INFORMATION & CLARIFICATIONS: 1. This Addendum changes the submittal due date and time to September 11, 2017 at 5:00 p.m. Pacific Time. The tentative schedule for interviews has not changed at the time of this publication. 2. Along with interviews, demonstrations will be conducted by firms that are deemed the top ranking firms. It is expected that at a minimum, the Project Manager attend the interview/demonstration(s) in-person. QUESTIONS & ANSWERS: Question 1: In Section 4.6 there is mention of a need of Vendor s Gross Revenues for FY 2016, 2015, We are a privatelyowned company. I can assure you our finances are strong, however they are private and we do not disclose them. Does this section and other questions related to Vendors finances have to be answered? Answer 1: Proposers do not need to provide answers to Vendors finances. However, the Port reserves the right to request and receive information to confirm financial strength of the selected Vendor if determined necessary by the Port. Question 2: Could you provide a Word version of the RFP document to enable our team to use forms in the PDF document in our response? Answer 2: Yes, it will be posted on the website. Question 3: It appears that the Port has a budget of approximately $50,000 for the Asset Management Solution project. Is this correct? Answer 3: The Port has a budget of $50,000 in the 2017 budget. The Port expects to have additional funds appropriated in the 2018 budget. Part of this RFP process was to gauge the costs of this type of project to budget an appropriate amount. The Port is developing a 5-year Capital Improvement Program of which this project is expected to be included. Asset Management Solution Project Page 1 of 10

2 Question 4: Can companies from outside USA (i.e. India, Canada) apply for this? Answer 4: The Port will consider all proposals that meet the specified requirements of the RFP. Question 5: Will we need to come over there for meetings? Answer 5: Yes, the Port would expect that the firm, if selected for an interview, would travel to our offices for the interview. Onsite attendance is required for the initial project meetings, for implementation, and for training. However, it is possible that not all meetings will require on-site attendance. Question 6: Can we perform the tasks (related to RFP) outside USA (i.e. India, Canada)? Answer 6: See answers to question 4 and 5. Question 7: Can we submit the proposals via ? Answer 7: See page 7 Section for submission requirement and Section 4.2 for physical submission requirements. Question 8: Typically, organizations will work to get their GIS program started and use that as a way to feed their new Asset Management Program. Is the POL willing to accept alternate responses that include the development of a GIS RoadMap and implementation plan that includes the roll-out of a GIS-centric Asset Management Solution? We can include phased costs for the development of a Roadmap, core GIS data acquisition, and GIS-centric asset management implementation if so. Answer 8: Yes, the Port would be open to a response that would include the development of a GIS RoadMap and implementation plan that includes the roll-out of GIS-centric Asset Management Solution; however, the Port would want the plan to include how this solution would be incorporated into a CMMS and a plan for the CMMS as well. Question 9: Has the Port of Longview established a budget for this project yet? If so, what is the budget amount? Answer 9: See answer to question 3. Question 10: What CMMS/Asset Management software packages has the Port received demos on in in the last 12 months? Answer 10: The Port has reviewed some CMMS software in the past 4 years. These included MainStar and Azzier. The Port Asset Management Solution Project Page 2 of 10

3 has also had discussion with vendors regarding GIS all related to the ESRI product. Question 11: Has the Port of Longview gone to any other ports to learn how and what systems they are utilizing to manage asset and work management activities? Answer 11: No the Port has not visited other Ports to view software/processes. The Port has had minor discussions with another Port and their use of MainStar. Question 12: Has the Port of Longview enlisted the services of any outside consulting firms to assist in the development of this RFP? Answer 12: No. Question 13: Please breakdown the users count in the following categories: Users needing full access to all software capabilities Users needing limited access to software capabilities Service Request only users Users needing read only access Users needing Mobile access to software capabilities Answer 13: Users needing full access to all software capabilities -- 3 Users needing limited access to software capabilities -- 3 Service Request only users Users needing read only access 5 Users needing Mobile access to software capabilities 5 to 10 Question 14: Does the Port of Longview have any cloud based applications today? If so, can you list them? Answer 14: The Port uses the following cloud applications: Office 365 Exchange for and MS Office (Word, Excel, PowerPoint), Microsoft Dynamics CRM on-line, Live Office for archiving. Question 15: What mobile devices does the Port use today? Answer 15: The Port uses iphones and ipads. However, the Port is open to other type of mobile devices if needed. Question 16: Can we assume mobile users will have access to the internet from field locations without disruption? Answer 16: Asset Management Solution Project Page 3 of 10

4 There is no wireless access out in the Port facility; the Port would assume a cellular data connection would be utilized for mobile devices. Question 17: What GIS and CAD systems are in place today? Answer 17: As stated at the end of section 1.1 of the RFP, the port does not have GIS in use today. AutoCAD 2016 is utilized for all engineering/facility drawings. Question 18: What format/extension are the CAD files? Answer 18: The CAD files are.dwg Question 19: How many CAD files? Answer 19: Due to time off schedules, the answer to this question is being deferred until staff needed returns. It will be answered in a future addendum tentatively scheduled to be published Monday, August 28, 2017 by end of business day. Question 20: Is there a standard naming convention and directory structure for storing the CAD? Answer 20: See answer to question 19. Question 21: Are there drafting standards (all files are in the same format)? Answer 21: See answer to question 19. Question 22: Is the Port the only source for CAD or are contractors used? Answer 22: Yes, the Port is the only source for CAD. Question 23: What is the current system of record/repository for assets and facilities data? Answer 23: The current system of record/repository for assets and facilities data are excel spreadsheets. Question 24: Asset Management Solution Project Page 4 of 10

5 Would the conversion of CAD be a 1-time load or an ongoing sustainable process? Answer 24: It is expected that it would an ongoing process to load/convert CAD but this would need to be discussed further to verify. Question 25: Does the Port maintain a database or set of documents where assets are related with coordinate or locations information (X, Y, LAT, LONG, EASTING, NORTHING, ADDRESS, INTERSECTION)? Answer 25: No. There is not existing data; part of this project would be to generate the necessary data. Question 26: Please describe the existing data that is to be converted to GIS (other than CAD)? Answer 26: There is only an initial list of assets with some information in an excel spreadsheet. There is no other data to associate; part of this project would be to generate the necessary data. Question 27:.Are there associated systems or docs, with relationship to CAD, that can be used as a basis for the CMMS database? Answer 27: There is only an initial list of assets with some information in an excel spreadsheet. There is no other data to associate; part of this project would be to generate the necessary data. Question 28: Does the Port have a series of plan/engineering/as-built/property drawings in paper or PDF format? Answer 28: Yes, the Port has a series of plan/as-built drawings in CAD and some already in pdf format; others could be created in pdf format. Question 29: Does the Port maintain or subscribe to aerial or satellite imagery services? Answer 29: No, the Port does not subscribe to aerial or satellite imagery service. Question 30: How does the Port envision GIS being used for marketing purposes? Answer 30: Using GIS for marketing purposes is a desired, but not a requirement. The Port is interested in seeing the capabilities to market Port property which includes an undeveloped 280-acre parcel. Question 31: Asset Management Solution Project Page 5 of 10

6 How many advanced GIS users does the Port expect (admins, analysts, engineers)? Answer 31: Admins 3 Engineers 3 Analysts Perhaps 2 or the Port would need outsource help since in-house knowledge of GIS is limited. Question 32: How many standard GIS users does the Port expect (web and mobile viewers)? Answer 32: The Port expects between 5 and 10 mobile users. Question 33: How many map-enabled users does the Port expect via the CMMS interface? Answer 33: The Port expects 5 or less map users. Question 34: Does the Port envision separate systems (multiple databases, applications, servers) or all inclusive (single database, application, server) for GIS/CMMS? Answer 34: The Port would expect separate systems but is open to all inclusive if recommended by vendor. Question 35: Create on the fly work orders or service requests from a map selection in GIS. Does the Port intend for this solution to include mobile applications? Answer 35: Yes, the Port expects the solution to include mobile application. Question 36: Support visual and video inspection of assets. Please clarify this further. Does the Port desire to be able to attach videos to inspection type work orders? Answer 36: Support visual and video inspection of assets is desired, but a not requirement. Yes, the port is interested if the software has the capability to attach video inspections to a work order. Question 37: 26 users are noted in the RFP, but it does look as if the technicians, those in the field, who would be using the handheld devices are not counted here. With the references to GIS, we are assuming there will be users out in the field. Can you provide the count, and types of users, that would include? Answer 37: See answer to question 19. Asset Management Solution Project Page 6 of 10

7 Question 38: Do the listed user counts include Port Operations ILWU staff? How many millwrights will be tasked with using the system? How will they be using the system: types of users. Answer 38: It was the Port s intent that the maintenance crew, non-ilwu members, is the focus of this project. Any use by ILWU will be later with potentially up to 5 millwrights and 5 mechanics utilizing the system. Question 39: Are there specific requirements the EAM system must address for the union? Answer 39: There are no specific requirements for the union. As stated in answer 38, there are no requirements for the ILWU union as this time. This project focus will be on the maintenance crew/trade unions utilizing the system. Question 40: Can you confirm the assumption that Purchasing is outside of the planned implementation system and would require integration? Answer 40: Yes, purchasing is outside the planned implementation system and would require integration. Question 41: Will purchasing request take place through the EAM? Answer 41: It is assumed purchasing requests for inventory items would take place through the EAM but other items would continue to be purchased outside the system. Question 42: Will Inventory receipt and matching take place through the EAM? Answer 42: It is assumed inventory and receipt for inventory items would take place through the EAM. Question 43: Are there other integration points, or is the intention to identify those as part of the project, once awarded and scope out, at that time? Answer 43: It is assumed other integration points would be identified as part of this project. One assumed integration point will be payroll for the maintenance crew/trade unions. Question 44: Existing CMMS Data: What data is required for migration to the new system. Work orders, PM s, Job Plans. How is each currently stored? Answer 44: Since the Port does not currently utilize a CMMS, there is no existing data. The only existing data is a list of assets Asset Management Solution Project Page 7 of 10

8 in a spreadsheet as well as a spreadsheet with some preventative maintenance items that are inspected on a regular basis (just a checklist with no data entered regarding the results of the inspection). Question 45: Please provide Word versions of the response forms provided in the RFP (specifically Key requirements) Answer 45: See answer to question 2. Question 46: Initial Budget for the project? Answer 46: See answer to question 3. Question 47: Item 3.9 states that a timeline for the project is not yet determined. Please share the desired business results for the overall project. What business issues must this system measurably fix? Answer 47: See section 1.3 and 3.2 of RFP. Question 48: What vendors have you met with prior to the release of this RFP? Did you see presentations or demonstrations of their product? Answer 48: See answers to questions 10 and 11. Question 49: Our firm would request an extension of the deadline to accommodate a site visit as part of our due diligence in providing a fixed price. Answer 49: A site visit is not being conducted for this procurement. Question 50: Please provide the number of users to be trained for End User training. Answer 50: Port assumes end user training would include 3 admins, 3 engineers, up to 5 map users, 5 to 10 mobile users. Question 51: Please provide the total number of users to be trained for Admin role. Answer 51: See answer to question 50. Question 52: For mobility what is the preferred OS (Windows, Android or IOS)? Does the contractor need to implement the Asset Management Solution Project Page 8 of 10

9 Software for all three OS? This is required for estimating the efforts accordingly. Answer 52: The Port uses iphones and ipads. However, the Port is open to other type of mobile devices if needed. The Port would expect to standardize one or the other for this project with preference for IOS. Question 53: For Reporting what is preferred IBM COGNOS or BIRT reporting? Both of them are bundled with Maximo but for COGNOS any inbuilt reports are not supplied. Answer 53: Not sure, the Port would need to work with the awarded vendor. For proposal purposes supply estimates that include standard reports with an estimate for up to 5 custom reports. Question 54: For AUTOCAD drawings what is the expectation from port. Do we need to provide a link in CMMS to open a CAD drawing, or can we upload the CAD drawing? Does port expect the real time interfacing along with versions of drawings? Answer 54: See answer to question 19. Question 55: What is the approximate number of assets that will be required to plot on a GIS map? Answer 55: See answer to question 19. Question 56: Does Port intend to see the mobile assets as well as on the GIS Map? If yes, how the real time GPS coordinates are tracked for these mobile assets? Answer 56: The Port does not expect to see the mobile assets on the GIS map. If we did in the future we would choose a static set of GPS where they are typically stored rather than where they are used. Question 57: Does PORT has a WIFI connectivity for mobile devices to connect to Central CMMS server, or PORT requires an offline mode to work on mobile devices? Answer 57: See answer to question 17. Question 58: Is there a standard naming convention and directory structure for storing the CAD? Answer 58: Not at this time. Some drawings are organized by facility, most are by project by year. Asset Management Solution Project Page 9 of 10

10 Question 59: Are there drafting standards (all files are in the same format)? Answer 59: All files are in the.dwg format. Question users are noted in the RFP, but it does look as if the technicians, those in the field, who would be using the handheld devices are not counted here. With the references to GIS, we are assuming there will be users out in the field. Can you provide the count, and types of users, that would include? Answer 60: Facilities Superintendent 1 General Foreman 1 Laborers 3 Pilebuck 1 Electrician 1 Plumber - 1 Question 61: For AUTOCAD drawings what is the expectation from port. Do we need to provide a link in CMMS to open a CAD drawing, or can we upload the CAD drawing? Does port expect the real time interfacing along with versions of drawings? Answer 61: No, we do not need real-time interface. The drawings can be uploaded. Question 62: What is the approximate number of assets that will be required to plot on a GIS map? Answer 62: Assets are in the thousands which include utilities, facilities, infrastructure including dock structures. Part of the project will be to work with the Port to incorporate assets in phases. Question 63 How many CAD files? Answer 63 The entire Port facility drawings include main drawings which include all updated facilities from projects. END OF ADDENDUM Asset Management Solution Project Page 10 of 10