COUNTY OF LOS ANGELES

Transcription

1 COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS "To Enrich Lives Through Effective and Caring Service GAIL FARBER, Director May 27, SOUTH FREMONT AVENUE ALHAMBRA, CALIFORNIA Telephone: (626) ADDRESS ALL CORRESPONDENCE TO: P.O. BOX 1460 ALFiAMBRA, CALIFORNIA IN REPLY PLEASE REFER TO FILE: AE-3 REQUEST FOR INFORMATION PROJECT CONTROLS SYSTEM SOFTWARE &SERVICES The County of Los Angeles (County) Department of Public Works Capital Projects Branch is seeking information from vendors regarding a commercial off-the-shelf Project Controls System Software and Services solution that meets the County's requirements. Responses must be addressed and submitted to the Department of Public Works, 900 South Fremont Avenue, Alhambra, California 91803, CASHIER'S OFFICE, located on the Mezzanine Level, on/or before 3 p.m., June 24, Envelopes should be marked: "Project Controls System Software &Services." Responses received after the deadline will not be reviewed. If you have any questions regarding this Request for Information, you may contact Ms. Erayna Chang at (626) , or at egchanqca~dpw.lacounty.gov. Very truly yours, GAIL FARBER Director of Public Works JOSE QUEVEDO Assistant Deputy Director Architectural Engineering Division JQ:ec P:~aepub\CONTRACTS\Erayna\PCS Software and Services\RFI\RFI Cover Letter.doc Enc.

2 REQUEST FOR INFORMATION (RFI) PROJECT CONTROLS SYSTEM SOFTWARE & SERVICES COUNTY OF LOS ANGELES DEPARTMENT OF PUBLIC WORKS 900 SOUTH FREMONT AVENUE, 8TH FLOOR ALHAMBRA, CALIFORNIA TELEPHONE (626)

3 REQUEST FOR INFORMATION PROJECT CONTROLS SYSTEM SOFTWARE & SERVICES Table of Contents 1.0 INTRODUCTION SYSTEM OVERVIEW AND REQUIREMENTS INFORMATION REQUESTED Description of the system functionality Description of the technical architecture Description of product support and maintenance Estimated costs Corporate information and references RESPONSE METHOD AND TIME FRAME OTHER INFORMATION APPENDIX A Page 2 of 20

4 1.0 INTRODUCTION 1.1 The County of Los Angeles (County) Department of Public Works (Public Works) Capital Projects Branch is releasing the following Request for Information (RFI) to seek information from vendors regarding the availability of a commercial off-the-shelf (COTS) Project Controls System (PCS) Software and Services solution that meets the County's requirements. This RFI is for planning purposes only. No solicitation document exists and a formal solicitation may or may not be issued by the County as a result of responses to this RFI. The desired system would be capable of providing the entire spectrum of Public Works program and project management functions and applications needed by the Project Management Division I, Project Management Division II, and Architectural Engineering Division of the Capital Projects Branch to plan, manage and oversee county-wide construction projects. The COTS software should require minimal customization to support current and future project delivery methods in the construction industry, and be configurable to the current and future business processes and procedures of the Public Works Divisions. The system must also be capable of interfacing with existing software applications using technologies such as SOA, XML, or web services. Vendors of interest are those who can identify potential solutions, and are capable of delivering a COTS solution and providing ongoing maintenance and support as part of any agreement. 1.2 Public Works will review the response(s) to this RFI which may subsequently lead to further requests for information, investigation, product demonstration, and procurement of a PCS and/or services. Information received in response to this RFI may be used in the preparation of a Request for Proposals (RFP) or any another County method for solicitation of products and/or services. 1.3 Vendors who wish to offer information responsive to this RFI about a product or system that they have knowledge of may submit a formal response in writing as outlined in Section 3.0 (Information Requested) and Appendix A of this RFI. 1.4 County Contact As of the issue date of this RFI and continuing one week prior to final date (June 17, 2014), questions regarding this RFI may be directed in writing to the person indicated in the cover letter or ed to: Page 3 of 20

5 Ms. Erayna Chang County of Los Angeles Department of Public Works Architectural Engineering Division 900 South Fremont Avenue, 8th Floor Alhambra, California SYSTEM OVERVIEW AND REQUIREMENTS 2.1 The Capital Projects Branch of Public Works is currently responsible for managing construction projects, worth approximately $2 billion concurrently and completing approximately $500 million worth of construction annually throughout Los Angeles County. The current PCS being used consists of three (3) COTS and twelve (12) separate applications that have been developed and integrated by Public Works staff over the last fifteen (15) years. They include: COTS Software CM 11/Expedition (Oracle/Primavera) P3/P6/Scheduling (Oracle/Primavera) Progen/JOC (Gordian Group) Public Works Developed Software As Needed (Contracting) Contracts (Contracting) Dashboard (Reporting) DSO (Funding) ECProcess enotify (Communication/Tracking) Form A (Project Initiation) p3phase (Legacy Application/Database Support) Parks & Rec (Specialty Support) Photo Upload (Documentation) PMCM (Contracting) TPCE (Cost - Planning & Tracking) 2.2 Public Works is looking to replace the current Project Controls System with a new system. The system will need to provide, or interface with, all the functionality and applications in the existing PCS, interface and communicate with software and databases used by other County departments systems, and support real-time collaboration between Page 4 of 20

6 construction project team members (i.e., Public Works staff, architects, contractors, client, jurisdictional agencies, etc.). Moreover, the new system must be sufficiently flexible and intuitive enough to be easily used by current and future members of the construction project team. The system should be available to users County-wide using only a web browser and must adhere to the County s data security standards and policies. The system must also provide the ability to access project- and program-related data from the field and provide methods for retrieving and inputting data employing a graphical user interface, data validation, an incident/issue analyzer, security controls, business/workflow process automation, an alert notification component, a reporting feature, a graphics and mapping component, and have the ability to interface with foreign systems using standards-based web services/xml. 2.3 A suitable system vendor responding to this RFI should have a COTS product that meets, as a minimum, the system requirements outlined in this document and have three (3) years of experience, providing the proposed software and related professional services to clients managing programs and projects within the construction industry similar in magnitude and complexity to those of Public Works. In addition: Vendor needs to show that the proposed software (current or one major version prior) currently can or is scalable to support at least concurrent projects that may have at least 900-1,000 concurrent users in the system Vendor must have a currently available, deployed commercial off-theshelf (COTS) software package that could be used as a base system, to satisfy a minimum of 80% of the Functional and Technical Requirements of this RFI listed below and in Appendix A. 2.4 Key Functional and Technical Requirements of special interest that Public Works expects a new Project Controls System to provide, include: Highly scalable, customizable dashboard with reporting capabilities that can easily rollup project data to various levels and drill down from any level to any level of underlying data A line-item based cost management application that can be used for planning, budgeting and cost assignment/tracking Automatic updating of data and reports on a real-time basis with information as it is received from both internal and external sources The capability to interface with independent Critical Path Method (CPM) based scheduling software, provide enhanced schedule Page 5 of 20

7 analysis functions for use by the project manager (PM) and consultants and accommodate future changes in scheduling techniques and processes Leveraging of mobility technology to wirelessly access the PCS tools and transact business directly from a field location with tablets or smart phones Support for SMS/Text messaging to improve and simplify communication Real-time collaboration capability for the entire project team A robust issues management capability that will not only track impacts and risk exposure of issues to a project s/program s cost and schedule but also identifies and highlights potential issues and solutions based on triggers and/or lessons learned Document Management capabilities allowing users to independently store or retrieve documents or files from anywhere including field locations A social media interface that can automatically or manually inform contractors when bidding opportunities are posted on Public Works website. 3.0 INFORMATION REQUESTED Commercial vendors, who may have an interest in providing the information requested below, are requested to submit relevant information about their COTS solution. A point of contact for each respondent should be provided including name, address, , and phone number. Responses should contain, as appropriate, the following information: 3.1. Description of the system functionality Documentation should be provided that is descriptive of the functions supported by the system with a focus on the specific functional areas identified in Appendix A of this document. A follow-up demonstration of the system may also be requested by Public Works, as set forth in Section Description of the technical architecture The respondent should provide information about the overall system Page 6 of 20

8 architecture including, as applicable, the following items: Hardware requirements Operating system/software environment Network requirements and protocols Database environment and storage requirements Description of the installation process Description of security and auditing features Capability to configure and customize the application Application scalability Reporting tools 3.3. Description of product support and maintenance The respondent is requested to comment on the following: Manuals On-line documentation and/or help On-site and off-site training Help desk operations including staffing and hours of availability Frequency of upgrades and acquisition of upgrades User feedback procedures Service level metrics 3.4. Estimated costs Any costs estimated for the purpose of this RFI are considered for research purposes only, and are non-binding to either the respondent or the County. As this document is an RFI, cost information can be estimated, but only in general as it applies to a typical standard COTS package solution considering the scale of the County's future PCS. As this is not a Request for Proposals (RFP) or any other solicitation process, specific Public Works environment information cannot be made available to the vendor. Consequently, a complete COTS solution cost estimate will need to be general, and take into consideration the following areas that may or may not be quantifiable: COTS costing/pricing model, i.e., user license, enterprise-wide license, project value, storage volume. Vendors are requested to describe their cost model(s), and identify which cost model(s) are predominantly used by vendors' customers. If vendors have government sector customers, vendors should identify what cost model(s) are used for these customers. Page 7 of 20

9 3.4.2 Recommended hardware specifications and cost Non-recurring hardware and software licensing cost (if applicable) Implementation cost Training costs Ongoing maintenance and support costs Costs to customize and configure the software 3.5. Corporate information The following Information is also requested in the vendor response to this RFI: Identification of the number of public agencies or private firms that have deployed the vendor s proposed solution, including contact name, organization, and current phone number Description of the business needs solved by each system deployment provided Number of years the vendor has been in business and the current full-time staff level Size of the vendor s Project Controls System customer base and the number of active systems deployed High level system documentation identifying existing deployment of vendor solutions at customer site(s). 4.0 RESPONSE METHOD AND TIME FRAME 4.1 Notification of Intent to Respond Interested vendors are encouraged to indicate their intent to respond to this RFI on or before (June 17, 2014). Vendors may still submit their responses to this RFI without submitting their intent to respond. However, vendors stating their intentions to respond, will assist Public Works in ensuring that vendors will be notified of any addenda or additional information regarding this RFI. To notify Public Works of its intent to respond, a vendor shall the following information to Ms. Erayna Chang at eqchang@dpw.lacounty.gov. Subject: Notification Of Intent To Respond To RFI Company Name Company Phone Number Business and Mailing Addresses (if different) Company Contact Name Page 8 of 20

10 Contact Phone Number Contract Address 4.2 Responses regarding this Request for Information (RFI) should be labeled: and be submitted to: Response to RFI Project Controls System Software & Services County of Los Angeles Department of Public Works Cashier s Office 900 South Fremont Avenue, Mezzanine Level Alhambra, California Attention: Ms. Erayna Chang eqchang@dpw.lacounty.gov 4.3 Responses to this RFI must be submitted to Public Works at the address above by 3:00 p.m. (Pacific Standard Time) on June 24, Responses submitted after this date and time will not be reviewed. 4.4 The Department of Public Works encourages all potential vendors to submit a response consistent with the content and instructions provided in Section 3 (Information Requested) and Appendix A. 4.5 Response Format Only one (1) hard copy is required if the response is also submitted in an non-editable, electronic, PDF format. If submitted only in a hard copy format, three (3) copies are requested on single-sided, 8 ½ X 11 inch paper with pages sequentially numbered and the vendor s name typed or entered in ink in a margin, header, or footer. All insertions and attachments shall also identify the vendor. 4.6 All respondents to this RFI will be placed on a notification list for a possible future solicitation (RFP) by Public Works. Failure to respond to this RFI will not disqualify any qualified firm from being considered for or participating in a future solicitation. Page 9 of 20

11 5.0 OTHER INFORMATION: 5.1 This is a Request for Information ONLY; this is not a solicitation. It is issued solely for information and planning purposes. It does not constitute a Request for Proposals (RFP) or other solicitation, and is not a promise to issue a solicitation in the future or to proceed with a competitive solicitation process. This RFI does not commit the County to contract for any products, software or services whatsoever. The County will not pay for any information or administrative costs incurred in response to this RFI. 5.2 The County will not be liable in any way, or have responsibility, for any costs incurred in connection with the preparation, submittal, or presentation of any information in response to this RFI. 5.3 Responses to this RFI shall become the exclusive property of the County. Respondents should be aware that the information provided will be analyzed and may appear in various reports and/or requests and may be subject to disclosure, as required or permitted under the California Public Records Act or otherwise by law, with the exception of those parts of each submission which meet the definition of Trade Secret and are plainly marked as Trade Secret or Proprietary. 5.4 The County shall not, in any way, be liable or responsible for the disclosure of any such record, or any parts thereof, if disclosure is required or permitted under California Public Records Act or otherwise by law. A blanket statement of confidentiality or the marking of each page of the submission as confidential shall not be deemed sufficient notice of exception. Respondents must specifically label only those provisions of the submission which are Trade Secrets or Proprietary in nature. 5.5 The County will review the responses to this RFI which may subsequently lead to further requests for information. Information received in response to this RFI may be used in the preparation of a Request for Proposals (RFP), or another County method for solicitation of products or services. Respondents to this RFI will be notified by the Public Works of a future solicitation. 5.6 The County reserves the right, at its sole discretion, to invite any respondent to this RFI to provide a non-competitive demonstration of their products which relate directly to the subject and intent of this RFI. The County may request certain functionality be demonstrated. The demonstration is intended for information gathering purposes only, and will be done at the sole cost of the respondent. Such demonstration will not exceed two (2) hours in length. Page 10 of 20

12 THIS PAGE INTENTIONALLY LEFT BLANK Page 11 of 20

13 Appendix A Functional Requirements The following functional requirements are required in any future solution. They are not intended to be comprehensive, and shall only be construed within the framework of the County s research under this RFI. As appropriate, please provide additional accurate and relevant information describing your system s capabilities related to these functional requirements. A. Software Hosting, Operation, and Support A 1. A 2. A 3. A 4. A 5. A 6. A 7. A 8. Is the system offered for on-premise deployment? Is the system offered as a hosted service (Software-as-a-Service / SaaS)? If a hosted SaaS system, are there multiple data centers and physical locations? Do you have a disaster recovery plan? Is system available 24/7? If not, please indicate uptime percentage. What is your average response time between screens based upon County's estimate project and user volume? Is your system web based? If so, which internet browsers does it support? Does your system utilize the secure socket layer (SSL) protocol? Is your system's database encrypted? B. Integration/Interfaces B 1. B 2. B 3. B 4. B 5. B 6. Does your system have any data exchange tools, such as a web-service API (Application Programming Interface) that use industry-standard protocols, i.e., SOAP, XML, HTTP, SSL? Can your system support the agcxml industry standard data exchange schema? Does your system provide data transfer as part of a process utilizing a BPA engine? Does your system provide manual, on-demand data import tools for budgets, budget changes, contracts, change orders, invoices, contacts, licensed users, BPA engine processes (e.g., submittals, RFIs)? Does your system provide the ability to map fields from the import file into the system during the upload process? Does your system provide the ability to schedule (e.g., daily, weekly, monthly) batch import/export of data? Page 12 of 20

14 B 7. Can your system interface in real-time mode with relational database management systems such as accounting/financial management and HR systems, web conferencing systems, voice over internet protocol (VOIP), voice recognition systems, SMS/text messaging, and social media applications? C. Implementation & Training C 1. C 2. C 3. Is your system available for demonstration as part of this RFI process and full implementation of all functional requirements with a Yes response in this Appendix A immediately following notification by Public Works? Describe your training program. Can your company provide the training needed for the hundreds of consultants and contractors on Public Works projects? D. Program and Project Management D 1. D 2. D 3. D 4. D 5. D 6. D 7 D 8 D 9. Can your system support a multi-project, multi-department program? Can your system manage multiple construction projects and programs simultaneously? Can your system limit project access according to project type, user role, or by a specific user? Describe how your system handles change order management. Describe your system's tracking capabilities for RFI's and submittals. Which tracking logs (i.e., RFI, non-compliance, punch-lists, etc.) are standard in your system? Does your system provide an integrated project calendar? Can project-specific or program-specific calendars be configured in your system? Can your system calendars sync with Microsoft Outlook? D 10. Can your system prioritize potential projects based on defined criteria? D 11. Can your system report across groups of projects, complete programs, or multiple programs based on user defined or client defined criteria? D 12. Can your system drill down from a program view into a project specific view and then further into specific details about a project from one screen? D 13. Can your system systematically categorize potential projects as they move through various phases in the planning process? D 14. Does your system have the capability to create dashboards for both projects and programs on the same screen? D 15. Can your system create program wide reports as well as single project reports? D 16. Is there a limit to the number of projects that can be accessed and/or managed concurrently in your system without affecting performance? Page 13 of 20

15 D 17. Is there a limit to the number and type of budgets that can be managed in your system at any one time? E.g., can we have 200+ projects in different phases and pull data as needed? D 18. Can your system separate business processes by project so that programs can adopt or follow different processes? D 19. Can your system maintain, extract, and adjust to current value(s) the typical costs incurred, durations, or other comparative metrics for user-specified line-items on completed and/or current projects by type and size for use in budgeting new projects and/or comparing with current projects? D 20. Does your system provide real-time, collaboration capabilities allowing concurrent viewing and editing of documents by team members from multiple locations, operating systems and interface devices? E. Cost Management E 1. E 2. E 3. E 4. Budgets E 5. E 6. E 7. E 8. Cash Flow E 9. Does your system allow cost management data be fed by either a workflow, thirdparty databases or manual entry? Can your system manage multiple funding sources? Can funding sources be managed against budgets, commitments, or actual expenditures with your system? Can funding sources be managed based on client-defined business rules with your system? Can your system manage budget changes based on user-defined criteria? Can a budget line item be defined as a percentage of one or multiple budget line items in your system? Does your system support budget template creation? Can your system apply a budget template to one or multiple projects? Can your system automatically generate project and program cash flow requirements using the budget information? E 10. Can your system automatically generate project and program cash flow requirements using commitment or actual cost information? E 11. Can your system link cash flow with schedule information? E 12. Can your system automatically generate project and program cash flow requirements using forecasted cost projections? E 13. Can your system automatically generate project and program cash flow requirements using predefined curves? Page 14 of 20

16 E 14. Can cash flow data across multiple projects and multiple periods be consolidated automatically in one report by your system? E 15. Can your system generate and report cash flow data on a monthly, quarterly and/or annual basis? Forecasting E 16. Does your system have a forecasting component? E 17. Does your system provide a mechanism to forecast items to be bought and/or other types of project risks? Commitment Management E 18. Can your system support multiple contract types? Actuals/Invoices E 19. Does your system currently provide an projected cost report? E 20. Does your system s cost management capabilities provide work breakdown structure (WBS) cost tracking capabilities? How many levels? E 21. Can individual users configure project cost summary screens on an ad hoc basis to show specific columns as defined by the user with your system? E 22. Can your system be configured to show only views of projects that relate to specific Project Managers (PM)? Other/Miscellaneous E 23. Can your system link cost data to supporting documents for backup? E 24. Can your system link cost data to electronic approval forms for auditability? E 25. Can your system be configured for multiple views of a cost summary report? E 26. Can cost data be drilled up or down (from budget to invoice and back) with your system? E 27. Does your system provide controls so that commitments or actual costs do not exceed budgets or commitments on a line item level or aggregate level for projects? F. Schedule Management F 1. F 2. F 3. Does your system provide or interface with a Critical Path Methodology (CPM) type scheduling application that automatically updates the entire schedule as tasks are updated or changed? Does the scheduling tool in your system import/export data in formats directly compatible with Primavera P6 and/or Microsoft Project 2007 or later? Is the scheduling tool in your system collaborative e.g., multiple users can update tasks on the schedule simultaneously? Page 15 of 20

17 F 4. F 5. F 6. F 7. F 8. F 9. Can the scheduling tool in your system identify, track and graphically show the critical path? Does the scheduling tool in your system allow a baseline to be set on a task by task basis? Can schedules in the system be shown and reported in a Gantt chart format with your system? Can the scheduling tool in your system store and track revisions made to the schedule at any point in time for comparison with the current schedule and/or be used for future analysis? Can tasks or activities within a schedule be assigned to a resource with your system s scheduling tool? Can a schedule template be created and utilized as a baseline schedule for a project with your system s scheduling tool? F 10. Can documents be attached to a schedule and task/activity with your system s scheduling tool? F 11. Can the scheduling tool in your system track and maintain the baseline and actual start and finish dates? F 12. Can the scheduling tool in your system assign start-to-finish, start-to-start, finishto-finish, finish-to-start constraints to tasks? F 13. Does the scheduling tool in your system allow a ± lag to be defined or assigned to a task/activity? F 14. Can the scheduling tool in your system link key tasks across multiple projects to report on them jointly? F 15. Can a project schedule link into the system s cost management module to calculate the project cash flow requirements, based upon the current schedule, using your systems software tool? F 16. Does your system s scheduling tool have the ability to view only those tasks assigned to a resource across multiple projects? F 17. Can the system generate reports that combine schedule data with cost data and other project data across multiple projects in one report? F 18. Will your system be able to accommodate and/or incorporate potential shifts in project scheduling methodologies, e.g., LEAN, AGILE, etc. F 19. Does your system automatically perform any schedule analysis functions, i.e., identify claimed delay by type, delay impact analysis, etc.? G. Procurement and Contract Management G 1. Can you merge data from your system with MS Word to generate Public Works standard or custom contracts? Does your system have spell check and a customized dictionary capability? Page 16 of 20

18 G 2. G 3. G 4. G 5. G 6. G 7. G 8. G 9. Can you manage contract changes by user defined criteria with your system? Does your system provide a central vendor contact database where all vendor companies, contacts and contract-related information can be stored? Can your system track reporting requirements such as Small Business Enterprise (SBE), Women-Owned Business Enterprises (WBE), Minority Business Enterprises (MBE), Disabled-Veteran Business Enterprise (DVBE) or other reporting or tracking criteria for each company? Can users electronically attach documents (e.g., insurance certificate) to a company and contracts? Can data fields be created at the company and contact level that will allow additional data to be entered for tracking and reporting purposes (e.g., Insurance Expiration, Vendor Rating) in your system? Does the vendor contact database in your system link to project cost data and allow users to select a contract or invoice from the company screen and view the contract or invoice details? Can vendors be grouped by a standard industry format, such as CSI codes or a user s customized codes, in your system? Can your system track project bid history for a vendor including bid invitations, bid responses, and bid awards? G 10. Can your system mass project information to one or multiple contacts in the system or on a pre-bid attendance list? G 11. Does your system support management of individual contracts that may provide services to, and charge against, multiple unrelated projects? G 12. Does your system have a procurement management component? G 13. Can your system support online tracking of requests for, and distribution of, bidding documents? G 14. Does your system support online bidding? G 15. Can your system receive, and manage data related to contractor's submission of certified payroll and other construction worker payment and employment data such as race, gender, location of residence, veteran status, etc.? H. Business Process Automation H 1. H 2. H 3. H 4. Does your system have Business Process Automation (BPA) capabilities? Does your system have a process designer included within the BPA application? Can your BPA engine have security permissions to allow that only identified roles initiate or respond to certain processes? Does your system s BPA engine support a ball-in-court approach that notifies users when they have a process instance assigned to them? Page 17 of 20

19 H 5. Does your system have pre-defined templates for common capital project execution processes (e.g., Capital Authorization Request, Architectural Supplemental Instructions, Change Order, Project Issue, etc.) that can be accessed and modified by Public Works to meet Public Works' process needs? H 6. Can one process instance be linked in your system to another process instance and vice a versa? H 7. H 8. H 9. Can documents be attached to a process instance and can the documents be configured to automatically be uploaded to a specific folder in the document management component of your system? Can your system configure cost-based business rules for a process (e.g., contract approval limits)? Can your system s BPA engine allow the user to determine the next step in a process and to whom a process instance needs to go? H 10. Can your system restrict the viewing of data fields within a process based on user access rights? H 11. Can your system automatically escalate a process to other users or management if an action has not been taken within a predetermined timeframe? H 12. Does your system provide a user with access to a list of all processes that are in their court? H 13. Will your system s BPA engine support processes being developed using a graphical interface with drag and drop functionality so that a user can define a process very easily? H 14. Does your system allow for the same process template to be used across all projects and/or on a subset of projects? H 15. Does your system support a full routing history that displays the status, action taken, and age of each step in the process? H 16. Does your system automatically assign values to data fields based on an action taken? H 17. Does your system support aging and variance calculations on processes? I. Document Management I 1. I 2. I 3. I 4. Does your system have the ability to send s (message body and all attachments) into specific folders within specific projects? Does your system have the ability to documents out to a project participant s client? Can your system notify on the fly an electronic link to a document out of the system to a project participant s client where they can access the file regardless of the file size? Does your system have an audit trail of the sent and received history of all Page 18 of 20

20 I 5. I 6. I 7. I 8. I 9. I 10. I 11. I 12. I 13. documents that were ed into and out of the system? Can people that do not have a user license view and download access to documents in your system? Does your system have the ability to initiate a process and link one or multiple documents from within the documents area? Does your system further the efficiency of staff document management between field use and final storage? For example, wireless transmission of an inspection report and photo to or from the field on a tablet automatically and directly into, or out of, the system? Does it enable staff to independently retrieve or file a document in PCS from a field location or at a desk without assistance from the document control staff? Does your system have the ability to categorize documents with user-defined fields/metadata (e.g., document types, floor, zone, vendor type) to assist in managing documents? Does your system have the ability to search on document name and/or the content within the file? Does the system have the ability to search on a document that has been assigned a user-defined field/metadata? Does your system have the ability to convert all common file types including Primavera P6/Microsoft Project, Visio, Word, Excel, PowerPoint, AutoCAD, and other files typically used on capital projects to the Adobe PDF format for viewing or faxing out of the system? Can your system drag and drop entire folder structures, including nested folders and files, in one step similar to Windows Explorer? Can your system create and maintain multiple folder templates and then apply them all at once or in phases? I 14. Does your system have the ability to recover deleted files from within the system s interface? I 15. I 16. I 17. I 18. I 19. I 20. Can your system receive notifications via when new files are placed into project folders and automatically generate and include a link directly back to the file? Does the system include a red-line and markup toolset that can be used on any file in the system? Does your system provide a CAD files view? Describe its features/functions (i.e., red-lines, layers, measuring, etc.) Does your system automatically find related Xref files embedded within AutoCAD files so that all associated files are properly submitted? Can your system link related correspondence to individual files? Can your system track and maintain previous versions of files? Page 19 of 20

21 I 21. I 22. I 23. I 24. I 25. Is a document log across the entire project showing folder name, file name, file size, Uploaded by, and Date uploaded available as a complete audit log within your system? Does your system compress files that are uploaded? Can you provide a complete list of all supported file formats (i.e..dwg,.pdf,.doc,.mpp, etc.)? If so, are viewers build-in? Can your system post project photos and create a photo index? Does your system have the ability to archive all stored files and file structures to other storage media or computer systems? J. Reporting & Dashboard J 1. J 2. Can executive management have access to summary screens for one project as well as across entire programs using your system? Describe the data hierarchy in your system and any limits related to it. J 3. Describe your system's reporting capabilities. Does your system come with canned reports? If so, how many and describe each canned report. J 4. J 5. J 6. J 7. What is your reporting tool? Can your system create multiple level dashboards (e.g., program level, project level)? Can you click on the dashboard graphs in a report to drill down to the detail project record information pertaining to the report? Does your system's graphical dashboard reflect data in real time? K. System Administration K 1. Describe your system administration module. Page 20 of 20