CITY OF FARMINGTON 800 Municipal Drive Farmington, NM (505) Fax (505)

Transcription

1 REQUEST FOR PROPOSALS FOR Mobile Mapping Software, RFP # IMMEDIATE ATTENTION ADDENDUM ONE March 23, 2018 CITY OF FARMINGTON 800 Municipal Drive Farmington, NM (505) Fax (505) Notice to Offerors: The above referenced Request for Proposal (RFP) is hereby amended as follows: The following questions or requests for clarification were received regarding this project. Following each question or request for clarification is the response. Question 1: Can we get a copy of your existing paper forms for the inspection forms? We want to insure that we're covering all of the data that's needed to be captured. Answer 1: We started with paper forms, some of which are included here. a. Trouble Report b. Maintenance Report PURCHASING

2 c. Street Light Report We have since made a few other tickets that we are using with our current mobile product. A few of them are included here along with the follow up tasks. a. Pole Inspection

3 b. Pole Maintenance If a pole is changed out that has foreign attachments/utilities on it then a joint use follow up task is automatically created.

4 Once all tasks are completed then a task is created for GIS so that we may check to see if we need a new tag on the pole or new pictures taken. These aren t all of our current tasks but just an example of one task that we currently have. Question 2: What Esri software is in place and are you using ArcGIS Online or Portal for ArcGIS? If using ArcGIS Online or Portal, how many named users are available? Answer 2: We are currently using ArcMap 10.1 V We do have Portal and we currently hold an ELA with ESRI. Licensing should not be an issue. Question 3: Do have a preference using ArcMap or ArcGIS Pro for the proposed solution? Answer 3: We are currently using ArcMap but intend to upgrade to Pro in the late Fall. Question 4: Are any mobile devices in use i.e. tablets, smartphones, or GPS units, if so, what brands or models? Answer 4: We currently have IPad Pro, android smart phones, as well as Trimble GPS Units and windows based laptops and tablets. Question 5: What is the projected number of users including contractors?

5 Answer 5: Approximately 30 users. Question 6: Would all contractors have access to all the data or would restrictions be needed? Answer 6: It is possible that some restrictions would be needed in the future. Question 7: Is there any data development involved by the consultant? Answer 7: No. Question 8: Is there any software or platform configuration other than mobile solution required? Answer 8: Not as long as what we need is included in the mobile solution. Question 9: Is there any current reporting or work order system in place? Answer 9: We do have a reporting system with our current mobile product but it only works within that particular product. Question 10: Is the Scope of Work 2, a, where is states After download of form is this referring to a download of each individual form or a table view of the information logged in the form? Answer 10: It s a table view, or more specifically, a report that gets pulled into an excel sheet. Question 11: If any or all components of the app will be native code which Operating Systems will need to be supported, ios, Android, Windows or all three or other? Answer 11: We are currently using ios but would also like to be able to use Windows. Question 12: Will the application need to work in offline and disconnected environments? Answer 12: Yes. Question 13: Has the City of Farmington evaluated solutions that meet most or all of the requirements in this RFP such as Workforce for ArcGIS or Clevest? Answer 13: No. Question 14: If existing solutions have been explored what was the issue or reason not to use these existing applications? Answer 14: Other solutions have not been explored. Question 15: Is ongoing maintenance and support for this application to be included in the bid? If so, for how long is this to be supported and maintained?

6 Answer 15: Yes, indefinitely. See price table No. 4. Question 16: There are ten forms listed but the SOW dictates that there are more, how many forms do you actually anticipate will need built into the system originally as it will affect the proposal? Answer 16: Currently we have 21 tasks. These include inspection and maintenance tasks as well as follow up tasks. Question 17: Can you describe and/or provide screenshots to the system or workflow diagram that you are intending to replace/digitize? Has the city compiled a workflow diagram for the anticipated methodology for the new system that can be provided as a reference when developing a proposal? Answer 17: See examples from Question 1 Question 18: Under requirements, it is noted that the application should enable field personnel to view digital maps of our entire system ; in what form will these maps be? Will they change? Answer 18: These maps should be able to be viewed online and in offline mode and as Electric Utility Systems are a dynamic thing they will possibly change on a daily basis. Question 19: Under requirements, supervisors should be able to create reports on completed inspections and tasks, what are this inspections and tasks? Are you able to provide examples of these reports prior to submitting a bid? Answer 19: See examples from Question 1 Question 20: Under requirements, inspectors should be able to redline and keep track of completed or yet to-be-completed field inspections, what document type will the inspector be redlining? Answer 20: The inspector will be documenting on an inspection task using a mobile product. Question 21: Under requirements, field personnel should be able to redline trouble spots ; what are trouble spots, what is to be redlined, and is there an example of this we can reference prior to submitting a bid? Answer 21: redlined or trouble spots refer to poles or equipment in the field that the inspector or maintenance crews find that they would either fill out an inspection form for or a maintenance form on an ad hoc basis. These would not be pre-assigned jobs or tasks. Question 22: In regards to requirement 10; is this request to enable a GIS [analyst] to more easily identify and track map maintenance work and redlines?

7 Answer 22: Yes Question 23: In regards to the last requirement, are we able to request additional information on the follow-up task hierarchy to better understand the system needs? Answer 23: You can but some examples have been included in Question 1. Question 24: When does the city expect the application to be fully implemented? Answer 24: As soon as the project can be completed. Question 25: How tightly integrated is the city s electrical utilities division with ArcGIS at this time? Answer 25: We have our entire electric system in our GIS and are using ArcGIS products including ArcMap, ArcPad, ESRI Server software and some ArcGIS Portal. Question 26: How familiar is the city and/or the city s representative with current Agile and iterative software development practices? Answer 26: What we are looking for is a fully functional software package that is ready to use preferably on multiple mobile platforms. While we are familiar with the current Agile and iterative software development practices we are not looking to beta test software. We need something that works with proven results. Question 27: Is the city prepared to accept a strict design scope and fixed price based on the provided RFP and answers to questions on the understanding that any additional development or change in scope will require a change order? Answer 27: Yes Question 28: Would the city be willing, or prefer, to accept a range of proposed pricing with the minimum price being a strict adherence to the RFP and questions answered and the additional set-aside included for assumed and nearly guaranteed changes or refinements to the scope? Answer 28: No, the City will need to compare proposals. Offerors must submit proposals as outlined in Exhibit A of the RFP. Question 29: Once awarded, if a change in scope is desired by the city, who will have the authority to issue the change order? How fast will this change order be issued as idle time can greatly affect the pace and cost of development? Answer 29: The project manager will have authority over change orders and they will be issued as soon as possible.

8 Question 30: Is the city willing to issue a blanket purchase order to cover scope changes that are desired and approved by the city s representative to reduce idle time? Answer 30: No, any additional work or change in scope of work must be requested by the city in the form of a change order. Question 31: Does the City currently have ArcGIS Enterprise exposed for external / outside the firewall access? Answer 31: We currently use a VPN connection for situations where we have to get inside the firewall. Question 32: What software does the City currently use for work order management? Does the work order management solution have a geospatial component? Answer 32: We have two (2) different Solutions. Superion (formerly known as Sungard), which does not currently have a geospatial component and Futura Staking which does have a geospatial component. Question 33: Should all maps within the mobile solution function be accessible when the user is off-line? Answer 33: Yes Question 34: In order to propose the most cost-effective solution for the City, could you please provide the allocated budget for this project? Answer 34: The City would prefer that Offerors propose their most cost-effective solution to the City for review. Question 35: Is there any data migration from existing systems? Answer 35: We are currently using Futura GIS Systems for our mapping and staking needs along with Superion systems for our CIS interface. Question 36: Is the city using SharePoint? Answer 36: No Question 37: If yes to SharePoint what version? Answer 37: We are not using SharePoint Question 38: How many users will be using this application? Answer 38: Approx. 30 users

9 Question 39: How many concurrent users will be using this application? Answer 39: Up to 30. Question 40: What are the operating hours for technical support? Answer 40: Usually between 6am and 5pm 7 days a week or perhaps an on-call number for the weekends. Question 41: What is the project start date for the project? Answer 41: Has not been determined. Question 42: Are there any 3rd Party Applications that the system should be interfacing with? Answer 42: Yes, it needs to interface with Futura GIS and/or ESRI platform products. Question 43: Will supply various forms needed in word or pdf format or will the contract need to have someone create the various forms in digital format for use with the application? Answer 43: We have paper versions of the forms we started with and we can provide screen shots of the new tickets we've made since we started using ArcFm Mobile. Question 44: Describe and name the systems that host the data from the current processes, i.e. asset, work management, billing systems, etc.? Answer 44: We are currently using ESRI products along with Futura GIS, Futura Staking and Futura Asset Tracker. For our billing/cis we use Superion. We also use HTE for work order management. Question 45: Are backend integrations with other systems required, i.e. Asset or work management systems? a) If these integrations are required, please name the system(s) and, describe what role they perform. Answer 45 a. Yes, we would like this to interface with our GIS system b) If the integration is required, do the integrations already exist or do they need to created by Boundless? Answer 45 b. They would need to be created. c) If no integrations are required, we assume that the forms are being built to match a set of stated requirements of fields that the data should capture. Please supply samples of the forms & fields and documentation in current use. Answer 45 c. Previously answered, see answer 1.

10 Question 46: Please describe the enterprise IT environment that this software will be installed and supported in? Answer 46: SQL based server systems. Question 47: Are you open to cloud-based (i.e. Amazon Web Services or MS Azure) deployments of the software? Answer 47: Yes Question 48: Are you open to a managed services approach for administration of the software? Answer 48: Yes Question 49: The RFP document states that the cover letter should contain a firm offer from the firm. Can you confirm that this means you are expecting that offers should be a fixed price? Answer 49: Yes, that is correct. Question 50: Does the City want all 10 forms built and delivered as part of the scope of this RFP? Answer: Offeror should provide an example of what is possible with the software. If you can provide all, that is great, otherwise, just a working theory of what you have or what you have done in the past for other companies is fine. Question 51: It states include but are not limited to so are there additional forms to be considered in the pricing? Answer 51: Offeror shall propose what their software can provide. This city would at minimum like to have the 10 forms listed. Pricing should include all forms that Offeror intends to provide. Question 52: Is the resource/asset list with geolocation information available in a consumable format (API) for plotting them in ArcGIS? Answer 52: We have our entire electric utility system in ArcMap and we are running Futura GIS to help manage network connectivity. Question 53: Should we assume the problem tickets are raised by admin/company itself which they assign to supervisors/line crew? Or do we need to provide an interface to the public to report issues? Answer 53: We do not need a public interface at this time.

11 Question 54: It s said that The new platform should better facilitate Farmington Electric Utility (FEUS) communication between Engineering and our Transmission and Distribution groups. Including but not limited to our Engineers, GIS, Meter Shop, Relay group, Maintenance group and New Construction group. Does this mean integration with different systems? Or is it that they are different users with limited permissions? Answer 54: Different users with limited permissions. Question 55: Requirement No 13: Automatically create Follow up tasks. - We assume this is a pre-defined checklist for each jobs or tickets. For each job there will be a checklist which supervisor/line-crew need to follow. Is this correct? Answer 55: Yes, that is correct. Also, see question 1. Question 56: It is our understanding that you currently have Futura and ESRI products as a foundation for your GIS and staking systems. Please provide a list of deployed, owned or, planned versions of each companies software. Answer 56: We are currently running ArcMap 10.4 with the coinciding Futura GIS/Staking system. It is believed that Futura is planning on upgrading to ArcMap Pro in the late fall. Question 57: Do you have any do you have any other enterprise software or products that you will want integrated with the mobile mapping system that is not specifically referred to in the RFP that we should be aware of? Answer 57: Not at this time. Question 58: We are aware that your current billing /CIS system is SunGard HTE"? Is that product going to remain or should we consider integration with another CIS? Answer 58: We have no plans to change our billing/cis system at this time. Question 59: Do you currently have an Outage Management System (OMS)? If yes what system? Answer 59: Yes, Milsoft OMS Question 60: Do you have a meter data management (MDM) system? If yes, what system? Answer 60: Currently we have Command Center, which we are transitioning out of. We have FCS/itron which we are also transitioning out of. We are transitioning to Yukon. Question 61: Do you have a current work order or work management system? If so what system? If not is Work and Service Order data in another system such as CIS or is it a manual or other type of system?

12 Answer 61: Currently we have Superion and Futura Staking. Question 62: How do you currently maintain/manage your electric circuit/connectivity model? Please identify which product(s) are used and what format it is in. I.e., Futura, Milsoft Windmil, ESRI Network Connectivity Model or other? Answer 62: We manage our connectivity in Futura. All data for Milsoft, windmill, etc., gets exported out from Futura and imported in to those other programs. Question 63: We acknowledge the presence of Exhibit B Offeror s Estimate of Taxes in the RFP. However, as with Exhibits A and C, no mention is made of Exhibit B being required as a component of one s Proposal (see II(3)(a), III(2)(a) or III(3)(b). Is Exhibit B required to be filled out and included with one s Proposal? And if so, is it to be placed between Exhibits A and C? Answer 63: Yes, include it with your proposal, placed between Exhibits A and C. Question 64: Exhibit C Cost Proposal, only has an entry for Travel costs in Table 3 and in Table 2, but only associated with Acceptance Testing, while there will likely be travel costs associated with other categories. Does the Offeror have the flexibility to add a row in other table for such costs if appropriate? If not, please advise how the Offeror accommodates this situation. Answer 64: Yes, Offeror must include all costs in their proposal. If necessary, Offeror may add a line item, where appropriate, to the cost proposal to include all charges to carry out the scope of work. Question 65: Can remote implementation and training be subbed in? If the City desires onsite training, we can accommodate that. Answer 65: Yes we will allow remote implementation but we will require on-site training. If your request for proposal has already been submitted to this office, and this addendum will affect your proposal, please contact this office and we will return your proposal. Any proposals that have been received, and are not requested to be returned will remain in this office unopened until March 29, 2018 at 2:00 p.m. Receipt of this addendum shall be noted on Page 4 in the Request for Proposal documents for the above referenced RFP. Sharron Dunn, CPPB Buyer I Phone: (505) Fax: (505) sdunn@fmtn.org