M E M O R A N D U M PROC #18-51 NOTICE TO RESPONDENTS CLARIFICATION TO QUESTIONS NO. 1

Transcription

1 M E M O R A N D U M PROC #18-51 NOTICE TO RESPONDENTS CLARIFICATION TO QUESTIONS NO. 1 SENT VIA DATE: August 20, 2018 TO: FROM: RE: POTENTIAL RESPONDENTS Bill Schaffner, Chief Financial Officer ASSET MANAGEMENT AND WATER QUALITY ACCOUNTABILITY ACT STUDY RFP # Question #1: Question #2: Question #3: Can you provide a copy of the pipeline and electrical asset management reports prepared by others? The previous condition assessment reports will be shared with the Successful Respondent. Task 4 of the scope states Incorporate maintenance job plans and intervals? Are we incorporating your plans and intervals from Maximo or do you want the consultant to prepare new maintenance job plans and intervals? Additionally, regarding critical spare parts, do you want the consultant to develop that information? The consultant can utilize plans already in CMMS if desired, but is ultimately responsible for preparing new maintenance plans or verifying and correcting existing plans and intervals. Same applies to critical spare parts. Critical spares should be related to their assets. Can you clarify how many outdoor assets in addition to the buildings require GIS points? There are approximately 50 assets located outside of buildings. [ / ] Page 1 of 5

2 Question #4: Question #5: Question #6: Question #7: Question #8: Question #9: Can you provide an asset register for the facilities included in the scope of work? The Commission s current asset register is being converted from Maximo to emaint and is incomplete and affected by data integrity issues. As stated in the RFP under Task 3 Asset Inventory and Condition Assessment bullets 5-7, the Consultant will be required to undertake a desktop evaluation of existing drawings and documentation and conduct site visits to develop a comprehensive asset register. The CMMS data can be utilized in this effort but must be expanded and verified to ensure a comprehensive and accurate register. Is the expectation that the deliverables (Job Plans, etc) will align with emaint standards? Yes. Can you provide an example of the Job Plan format to clarify the detail requested? Job plans should be of sufficient detail to enable maintenance technicians to properly perform the maintenance and be consistent with industry best practices and manufacturer s O&M manuals. Existing job plans may or may not meet this criteria. Is an emaint data standard related to the equipment hierarchy and Job Plans available? Attached to this Clarification, the Commission has provided emaint s standard data input Excel spreadsheet form for reference. Please note that both the form and emaint s system can be modified as needed. The Commission anticipates that the data input form will need to be revised/expanded to modify/create fields, e.g., a condition field. Will the developed hierarchy and job plans replace all current data or will a comparison be required with only changes loaded? The Commission envisions that the current hierarchy and existing job plans will serve as a potential starting point and will be initially reviewed by the Consultant. Upon review and comparison with best practices and Commission needs, the Consultant, in consultation with the Commission, will determine whether a replacement or comparison is necessary based on the degree of modification and impact to the system. Do you have a method of defining job plans and intervals you would like to use such as RCM or FMEA? [ / ] Page 2 of 5

3 Question #10: Question #11: Question #12: Question #13: Question #14: The Commission does not have a defined methodology, but will work cooperatively with the Consultant to choose a method that will fulfill Commission goals. Would you prefer a quantitative analysis with budget forecasts and risk mitigation predictions and/or a subjective analysis based on experience and OEM information? A quantitative analysis must be provided. On Page 11: 2.1 PROJECT DESCRIPTION Import all asset data into the Commission s CMMS System. Please clarify that the data will be provided in spreadsheet format only for CMMS administrator to import. The Consultant will work with the Commission and emaint to develop a spreadsheet format that will enable import into emaint. The Consultant will also assist in data validation to ensure successful data import. The Commission states in the RFP This study includes but is not limited to the following facilities. Please confirm that inventory and condition assessment results from the recent electrical infrastructure and linear assets condition assessment projects will only be collected for inclusion to the CMMS database. That is correct. However, if the LoF and CoF scoring methodology developed in Task 2 of the Scope of Services differs from that utilized in the prior condition assessment projects, the LoF and CoF scoring must be modified and normalized. On Page 14: TASK 3: GIS Coordinates for building and assets located outside the building What are the assets located outside the building? Are these assets such items as Valves, hydrants, meter pits, etc.? Assets outside of buildings include valves, hydrants, meter pits, sewer ejector pits, etc. Other types of assets may be identified during the desktop evaluation. On Page 14 TASK 4: Will Maximo continue to be the CMMS program used by the District? Are GIS and CMMS currently integrated? The RFP states Incorporate maintenance job plans.. ; Include spare parts inventory.. What are the current asset classifications? Could the Commission provide a listing of asset classifications prior to the submission of proposals? Also please clarify if maintenance job plans and intervals are available and only need to be incorporated into the Maintenance Action Plan and CMMS or if they need to be reviewed and modified. Is there a need to compile any maintenance job plans for some equipment classifications from the Equipment Manufacturer Manuals? The Commission is in the process of converting its CMMS program from Maximo to emaint. GIS and CMMS are not currently integrated. [ / ] Page 3 of 5

4 While GIS coordinate fields will be populated in the asset register table, the current version of emaint does not support linear assets and GIS integration. Maintenance Action Plans need to be reviewed, modified, and created/compiled. Question #15: Question #16: Please clarify the basis of the fee proposal and the presentation of costs requested by the Commission. The Commission has stated they would like a lump sum fee proposal on page 19 section 2.7 and elsewhere in the RFP requests a not-to-exceed fee proposal on a time and material basis. Proposers shall provide a not-to-exceed fee based on a time and material basis. Section 2.7 Fee Proposal (ii) indicates a Lump sum, not-to-exceed price for the provision of services, while Sections and 3.11 indicate a notto-exceed price quote payable at Time & Material rates. Please confirm that payment will be on a not-to-exceed Time & Material basis and not a lump sum basis. See Response to Question #15. Question #17: Task 4 CMMS Implementation/Integration, does the scope of work include entering equipment data into the new emaint CMMS system or will data be entered by others? See Response to Question #11. Question #18: At the pre-proposal meeting, the Commission indicated that there were existing maintenance job plans for some equipment, but that additional maintenance job plans may have to be developed. Please clarify the level of effort required to develop new maintenance job plans under the asset management study. See Response to Question #2. Question #19: Question #20: Are there existing maintenance programs that are requirements of existing compliance programs that will be included in this level of effort; i.e. TCPA. The Commission does have a number of compliance programs, such as UST and DPCC/DCR. The assets that these programs cover must be included in the asset register and condition assessment. The maintenance programs have been developed but must be reviewed for consistency with the future method and format. Should the level of effort reflect any activities such as data entry in support of populating CMMS? See Response to Question #11. [ / ] Page 4 of 5

5 Question #21: Question #22: Service history migration: Should level of effort include supporting this operation? No. Should task 4 include maintenance job plans for assets such as dams, Scada infrastructure, or PMs for software assets such as software backups; i.e. for the CMMS database. Dams exist as assets in CMMS. Routine maintenance on the dams such as cutting grass, animal borough remediation, and repairs recommended by the Formal and Regular Inspections should be included in the maintenance job plans. Formal, Regular, and inhouse dam inspections, however, are handled by the Engineering Department and are not part of the scope. Scada assets, such as PLCs, exist in the current register along with PMs such as PLC battery replacement. Software assets, however, are not part of the scope. Question #23: Are labor rates available that will support the requirements of task 5? Current employee labor rates are available. However, it is envisioned that the Commission and Consultant would work together to establish standard/average labor rates per department for use in Task 5 as well as CMMS. Question #24: Please clarify the requirement for a lump sum, not-to-exceed price (2.7) vs that in (3.11. See Response to Question #15. cc: Tim Eustace, Executive Director Todd R. Caliguire, Deputy Executive Director Maria M. Alliegro, P.E., LEED AP, Director of Engineering Paul Serillo, Director of Facilities Les Malytskyy, Project Manager Kim Diamond, Commission Secretary [ / ] Page 5 of 5