ADDENDUM 03 RFP 14-032 Maintenance Management Software (MMS) Information Technology Carolyn Estes, C.P.M., Purchasing Specialist Boise City Purchasing Phone (208) 384-3778 Fax (208) 384-3995 cestes@cityofboise.org Date: October 14, 2013 Total Pages (Including this sheet): Thirteen (13) Message: You are hereby notified of the following changes and/or clarifications to the above referenced project. The due date for this project has been extended: Was: Proposals due no later than Wednesday, 10/23/13, 3:00 p.m. Mountain Time Is: Proposals due no later than Wednesday, 11/6/13, 3:00 p.m. Mountain Time Addendum 03 Questions 8 pages Pre-proposal Questions 2 pages Pre-proposal Agenda 1 page Licensing Matrix 1 page This Addendum is hereby as of the above posted date made a part of the project requirements and contract documents for the referenced project. You are to note the receipt of, and compliance with this Addendum upon the space provided within the bid or proposal. Failure to acknowledge this Addendum does not relieve you from fulfilling the Addendum requirements. This is the only communication you will receive regarding this Addendum. IF ALL PAGES WERE NOT RECEIVED OR THERE IS A PROBLEM WITH THE TRANSMITTAL, PLEASE CONTACT OUR OFFICE.
RFP 14-032 MMS Software Addendum 03 Questions 1. If the City intends to keep the plants, collection system and distribution system assets in Hansen, what should the integration to do between Hansen and the new CMMS? The Public Works Crew will need to support Storm Water Assets and work orders generated by the new CMMS Storm Water system. This is a wish list item and has not been finalized. However, if an interface would be done, it would be more like a portal in which all work orders, time on work orders, are sent to the Hansen solution. Mostly, the interface is so the Crew does not have to go into two different systems. We are inquiring on this to determine if this is even a possibility. Since an extensive analysis would be needed, it is not expected to be priced in the Cost analysis. We do however expect to know if this has been done in the past and with whom (clients) as well as the typical cost for consulting resources to do the analysis and development work, if the vendor does interfaces of this nature. 2. Is Public Works street lighting staying in Lucity or will the new CMMS be considered the system of record for street lighting? At this time, the Public Works Street Light will stay in Lucity. If the new CMMS solution is a better solution, the Public Works Street Lighting may transition. Although we are working towards an enterprise solution, reality is that we may have two or three different solutions for a period of time or indefinitely. It is our intention that the lighting managed by the Parks and Recreation department and other departments will be housed in the new CMMS solution. There may be a need in the future to integrate the Public Works lighting system with the mapping. We will work with the selected vendor/implementer to refine our overall direction. For the purpose of this RFP, please license according to the scope of lighting assets for the Parks and Recreation Department as well as the Airport light are around the terminal. We would like all licensing documented on a per seat basis so that if and when we choose to increase licenses we can estimate future expansion such as Airport lighting needs, Public Works Lighting, etc. a. If the new CMMS is considered the system of record for street lighting, does the City understand that Public Works assets will be divided between multiple CMMS systems? Yes, Although this is not our long term goal, to have two systems of record, it is where we are as an organization and hope the vendor will respect that and work with the City to a quality solution both in the short term and long term. We would, even in such a situation, like to find a solution that will help us see a more global or enterprise view of the assets regardless of the house of record. 3. The City lists a number of desired interfaces, so we re assuming pricing is expected for these interfaces; however, there are no details as to what some of
these interfaces need to accomplish. What are the desired goals for the following integrations: It was not the initial intention of this RFP to include pricing for all of the interfaces since complexity of each would not be determined until full analysis was completed. It is our intention with the RFP to understand if the selected vendor/implementer has: 1. Experience with these different interfaces.yes/no Customer Examples 2. Tools that are agnostic to the product interface and make interfacing with a variety of systems easy and doable. 3. Overall estimates of hourly rates for resources to perform such tasks so to make a vendor comparison. b. Documented Application Programming Interface for Microsoft.NET This is the City of Boise s development standard. We would like to know if you develop interfaces using the standard API for Microsoft.NET. Our intention is to be able to leverage and interface some of the information to and from other systems. We have a full staff of developers and may want to, in the future, serve up the data to our websites, etc. We also have a full data warehouse solution that if the vendor solution does not provide proper reporting or dashboarding we can leverage the data to do so ourselves. c. Interface with Lawson we see a need for a Requisition / PO integration with the new CMMS. Are there other integration points? HR employee/wage integration from the Lawson HRMS system would be a consideration. In addition, we have a time collection system that feeds into our Payroll system. Several departments would like to take the maintenance work hours from the CMMS system and populate time records in SumTotal, the time collection system. This would be a future consideration. It would be of interest to know if this has been done with the proposed CMMS solution. If you are able to provide resource rates and a perceived estimate of the number of hours to perform such a task, please include this information. Accounts Receivable for billing of maintenance work would be a future consideration for interfacing and would connect to the Lawson Accounts Receivable module. d. Interface with Vermont System RecTrac Would be nice to have in the future an interface to do the following. a. Maintenance schedules from CMMS show in RecTrac so Reservations would not be possible during the maintenance time. b. RecTrac to generate work order for general maintenance before/after routine reservations and set up schedules for community events. Allow for better scheduling, route planning and actual costs related to reservations.
e. Interface with Discovery Proficio system Interface assets with maintenance records in the CMMS solution. May actually replace with the CMMS solution. f. Interface with Lucity Possible future interface. Interface to create a more holistic view of the assets and maintenance of those assets. g. Interface with ShopWare Not sure that we have a need to interface with Shopware other than to utilize the radio tower assets for GIS mapping purposes. If the CMMS solution would work for IT Communications, we would transfer data and sunset ShopWare. h. Interface with Team Eagle / Airfield System Our intentions are not to replace Team Eagle with CMMS, but to retrieve information through CMMS. The potential interface would be to take the reporting information and make it available for management. Work orders may be fed into the system from Eagle to the new CMMS. It would be nice for management to be able to pull up reports or whatever information that is important to them. The Team Eagle system includes information on lighting, 139 discrepancy and information about wildlife control. Having the ability to access information from the Team Eagle system would be a huge benefit for the airport. CMMS would possibly provide the overall mapping of the airfield and would manage other assets not already represented in Team Eagle. We do not expect a cost to be included in the proposal but would like to know if something similar has been done and what an interface resource would cost. This system was custom developed to handle management of the FAA and 139 compliance. If the new CMMS solution could do the same, with minimum cost, the Airport would consider migration. This would be a future effort and not expected to be priced in the RFP. i. Interface with Frontline Rink Management The City of Boise has an Ice Rink and this is the software that manages both the registration of the facility and also the general maintenance. There may be no intention to interface other than to have a more complete picture of maintenance efforts across the organization.
4. What do the following systems do for the City now? j. Vermont System RecTrac This system provides all of the facility registrations as well as class enrollments for the Parks and Recreation Department. It would be nice to interface the CMMS solution with this system so that when a parks facility is under maintenance, the RecTrac system would not allow reservations to be booked. k. Discovery Proficio system This system provides an inventory of all art work in the City of Boise and uses GIS to provide maps showing the location of the inventory. Maintenance of these art pieces is not maintained well in this system. l. Lucity Used for the Street Lighting for Public Works. Currently keeps track of assets, inventory and maintenance. m. ShopWare Used by the IT Communications group to track maintenance records of radio equipment throughout the city and including those systems in Police and Fire apparatuses. n. Team Eagle / Airfield System The Eagle Software program is a new software that Airport has just implemented. It is used for our airfield light system and all Par 139 program, we use it for all of our airfield inspections. What it does is track all of 139 discrepancies, repairs done to correct the discrepancies and also has all of our reports for our 139 Certification Inspections done by the FAA once a year. It tracks all of the wildlife issues on the airfield and again, gives us all of the reports for our Wildlife Program. It is a GIS based mapping system of the airfield with the ability to integrate different Auto CAD layers for different functions of the mapping. In short, the Eagle program is the Airports inspection program. o. Frontline Rink Management The City of Boise has an Ice Rink and this is the software that manages both the registration of the facility and also the general maintenance. There may be no intention to interface other than to have a more complete picture of maintenance efforts across the organization.
p. Lawson Lawson is our Financials, Procurement, Payroll and HRMS system for the City of Boise. We use this system not only to Procure assets and inventory items, but also for our Accounts Receivable. It would be good to note here that all time card records are processed in a product called Sumtotal. A possible interface for labor records would be a future consideration. q. WASP This product is used for inventory for the Fire Department. 5. On page A-11 you provide a table for background. We have questions about this table: This diagram is a part of a recommendation report to look for an enterprise solution and was used solely to provide a picture of what the City of Boise is doing in this arena. Some of these systems will not be replaced. Some may be interfaced with the mapping component used in the new CMMS. Those decisions have not been made. Our primary need for this solution will be for Facility Maintenance, StormWater, Parks/Land, Other Lighting. It is not our intention to replace Hansen, Lucity, Proficio, ShopWare, Eagle Systems, Faster, and RMS at this time. It is our intentions to find a system that best fits the overall needs of the City and, in a future date if it makes sense, replace or migrate the other systems to this CMMS solution. Please price based on the known scope of work. The intention for the other questions is to see if there is future growth potential with your product solution. r. Is Proficio being sunsetted? There is no intention at this time to replace Proficio. The RFP does have it listed to identify the possibility to use the CMMS to manage the maintenance component of the assets. An interface may be needed to connect the assets. If the CMMS solution can better provide the needs of the Art and History Department, Proficio may be sunsetted in the future. s. Is WASP being sunsetted? If the CMMS solution will be able to accommodate the Fire inventory needs, WASP will be sunsetted. t. Is ShopWare being sunsetted? If the CMMS solution will be able to accommodate the IT Communications maintenance of radios, equipment, ShopWare will be sunsetted.
u. Is the RMS system for Police being sunsetted? No. The RMS system is used for many other needs for Records Management in the Police Department. This system is a multi-agency solution. The inventory for Police is only a minor use and they are seeking a solution that better meets their needs for inventory as defined in the RFP. v. Are there systems used by the Mayor s office and PDS that will be sunsettted as a result of this project? We ask this because there are no X s on these rows. This chart was a part of an initial analysis of inventory and maintenance management. Currently the Mayor s Office does not have a need for a CMMS. PDS has a division called Housing Community Development and they were not represented with an X. They do however have a need as defined in the RFP to maintain rental property and the maintenance of these properties. They currently use an Excel spreadsheet. 6. The City lists a lot of different assets between A-13 thru A-23. It is our understanding that the new CMMS should be the system of record for these assets listed in these pages, unless otherwise noted. For example, Hansen will be the system of record for plants, collection system and distribution system assets. However, because of some of the interfaces requested, it is unclear what the new CMMS will store as the system of record. Can you please clarify what assets types will be stored in the new CMMS? This is important because pricing for many vendors is going to be based on understanding what work orders and inspections will be done out of the new CMMS. The new CMMS system will be the house of record for all departments with the exception of Public Works and a number of their assets. Work orders will be generated out of the CMMS system for all other departments, Storm Water but not for WasteWater and PW Street Lighting, at this time. We are working on a chart to break out the number of licenses for different modules but understand that each vendor will have a different license structure and will do our best to provide the needed information to make a good analysis for license pricing. 7. Do you have data from other systems you want migrated into the new CMMS other than trees? If so, what type of data and from what systems? (eg: Work order history from Lucity or asset data from X system for the following asset types). This will vary depending on the assets migrated. Currently a number of assets are collected via Excel spreadsheets. We acknowledge that an analysis will be done as a part of the initial project and decisions will be made as to what will be migrated. A resource cost for data conversion on an hourly basis would be valuable for this RFP. Based on past experience the vendor may have some initial recommendations and can clarify.
8. What are Stabilization services? You list this in your cost form. In the Form G Cost Proposal Forms on the One-Time Implementation sheet, item 15 is Go-Live and Stabilization Plan, item 17 Stabilization services would me the recommended hours to implement the plan. This will be that 3-4 months following the go-live date to help the organization stabilize as they move into productive use of the solution. This will include some on-site, and mostly phone support as the organization becomes familiar with the system. This will also include bug fixes that are discovered on Go-live and the following months. It is the City of Boise s expectation that an experienced implementer would be able to make a reasonable suggestion of what that would look like base on past implementation experience and then cost accordingly. Number of hours and hourly rates would be expected. The form on page A-45 has specific positions. We don t refer to our implementation staff based on these titles. Can we put different roles with the hours? Secondly, what does the City define as production support with regards to this form? If it is hours to consider after the City is live, this is difficult to really ascertain because it is on a case by case basis. Can you please help us understand the types of hours you re thinking about when it comes to production support? The form on page A-45 is for City of Boise resources. This is a way to determine the number of resources we are expected to have involved, based on the volume to both implement the system and then support it in production. You are welcome to change the Role names if others fit better. The purpose of this question is to gauge the complexity of the maintenance of the vendor solution and leads to the total cost of ownership over 10 years. Can the City please provide any deadlines for specific divisions or departments to Go-Live with the new system, and any key integrations that also have to be in place by a certain deadline? This will vary depending on the vendor solution. We ideally would like to have the base system established and StormWater configured in six months from the Kick-Off of the Implementation phase. We are looking at the vendor to provide what a typical project timeline would look like based on this scope and the next components to be implemented. Also, is there a priority of divisions or departments for this implementation, or does the City expect to do all divisions and departments at the same time? If there are priorities, can you please provide? For example, Phase 1 should be the following divisions / departments. Phase 2 should be should be the following divisions / departments.
As stated in the RFP, the StormWater needs will be the priority of the implementation. We first would want to look at the system as a whole and put together a game plan for standards across the system. We would then implement StormWater. As for the other areas, we believe that Parks and Recreation, Airport would be next. We would be open to doing parallel implementations if that is feasible and logical. We are also looking to the implementer to assist us in the overall roll-out of the CMMS solution based on past experience.
RFP 14-032 MMS Software Pre-proposal questions. What is your current GIS System? ESRI ArcGIS Server Enterprise Advanced 10.1 Section 4 page A-29 How did you determine the project time frame? 4.0 Implementation Schedule The City expects the selected vendor to begin implementation immediately following contract signing. Boise anticipates the new system to be in full productive use within 3-4 months after implementation begins. This is not accurate. Ideally, the City of Boise would like to have the system configured and base functionality ready as well as the configuration of the Storm Water solution within 6 months from project kick-off. We will depend on the vendor to clarify in their proposal the tentative project plan and timeline based on past experience. What is the implementation priority? Our goal is to standardize the core of the system, implement the base and start with Stormwater. As stated, we are projecting a 6month time frame. Following this we would start on the Parks/Land, Fire/Police Inventory, and Facilities. We are open to simultaneous implementations for those stated above. Interfaces would follow once it has been determined the listed interfaces are feasible. Integration with other systems? We would like to have quoted the resource costs for integrations. We have not finalized the integrations at this time. We have no critical requirements for integration. Those most important would be dealing with Public Works Assets and Work Orders between Hansen WasteWater and StormWater. We want to avoid duplicate entry. It will not be until we have selected a vendor that we would be able to determine our final direction. If you have performed similar work, we would like to have it noted in the response the hours that it took to complete that integration. We are interested in interfaces with our ERP solution Lawson for Procurement of Assets/Inventory as well as Accounts Receivable for maintenance billing. This would be completed later in the project, if feasible. Once again, please indicate if you have performed similar work and what the estimated hours for this work would be. Will Hansen be the house of record for assets? We have a diverse culture, working towards an enterprise solution. At this point Hansen will remain the house of record for WasteWater assets, and work orders. All StormWater assets and work orders will be generated out of the new CMMS solution with a possible interface between the two. What about the other assets listed other than Hansen, are you expecting the new system to take over all these? The new CMMS system with be housing all assets for those areas identified; StormWater, Lighting (Parks & Airport Terminal), Parks/Land, Facilities. Should we bid on each asset? As stated above, the list of assets or functional needs are identified and we ask that each vendor bid on what their solution is capable of handling. We will be working on an asset type, functional type matrix for better license count breakdown. This will be made available soon.
What about data conversion? Is there a listing of items? There will be some data conversion. For data conversion, it would be valuable to know the cost of the resources and estimated hours for work of this nature. We fully understand that a complete analysis and data conversion identification will be a part of the engagement. To the best of our knowledge, several of the assets and maintenance records are currently stored in Excel spreadsheets. We would be pulling StormWater assets from the Hansen system. We would be converting the Tree database information into the new CMMS solution. Inventory information from the WASP system would be a candidate for conversion. We may have some conversion data from the Team Eagle system. Most of this will be determined in the project planning session of the implementation project. Possible priority can we get a number of users? The City of Boise is creating a matrix to better describe the license count. Page A-45 Is table for City Resources or Vendor? The table requesting the number of resources/hours for both implementation and on-going production support is for City Resources. This will assist us in identifying the total cost of ownership. Please provide data based on a typical implementation of this size/nature. Please change the role names based on what best describes those resources needed to support your system. Are software license costs to be proposed for 10 years? We will be looking at the cost from a 10 year total cost of ownership. We expect the license costs to be quoted with the option for purchase for one year after the contract signing. In the current RFP Cost proposal, please use the license count provided and then new matrix that includes a breakdown of license types. Do not provide any projected license purchases beyond the number provided in the RFP and matrix. Do provide the list price of licenses for future purchase beyond the one year or indicate the amount of discount being offered in the Costing Form. Do provide maintenance costs upon go-live and also the projected annual maintenance increase typical for your product. Please note: The Costing Form is only 10% of the total points and will not be reviewed as a low bid award. Each part of the costing sheet will be evaluated in an effort to do an Apple to Apple comparison or as best we can. The City of Boise is looking for the best fit solution for the best cost value. How many training rooms & capacity? The City of Boise currently has several computer labs available for user training. The maximum capacity is 20 computers. We will also have available during the implementation of this project a War Room dedicated to the vendor and active project team. This will be used for facilitation sessions, testing, etc. How does the City feel about mobile access? Would that be a preference? The City of Boise feels that Mobile Devices and the use of mobile technology out in the field will be critical. We expect the RFP to contain a response that includes this solution and costing for that solution. We are working in the licensing matrix a count of mobile access needed for out in the field. Once again, we would like pricing with an opportunity to grow the solution in the next year. Please include a per license/device costing.
City of Boise Information Technology Department 150 N. Capitol Boulevard Boise, ID 83701 Maintenance Management Software Software and Implementation Services Enterprise Project, City BID No. RFP 14-032 PRE-BID MEETING AGENDA October 11, 2013, 10:00 am Introductions - Purchasing Specialist: Carolyn Estes - Introductions - City staff and consultant staff attending - Virtual Sign-in sheet Invitation / General Information - Publicly advertised for bids on 10/2 and 10/9, 2013 - Bids open October 23, 2013, at 3:00 pm (Wednesday) - Final day to submit questions that would be answered by addenda is 3 working days before bid day therefore; the last question must be submitted by 5:00 p.m. Thursday, Oct 17. - Bids good for 60 days after bid opening - - Bid/Award Schedule (estimated); Open 10/23, review complete 11/6, demonstrations 11/18-12/6, council approval 1/14 Project History - Currently have Hansen for Water/Wastewater and Collection System. Current business owners are satisfied with system. - Currently have Lucity for Public Works Street Lighting. Current business owners are satisfied with system. - Currently have Team Eagle Systems for most Airfield needs and 139 FAA compliance. - Additional needs for StormWater, Lighting, Facility, Land, Property, Parks and other asset, inventory, and maintenance needs. - Recommendation to seek an Enterprise solution that is GIS based. Project General Scope - Evaluate and select a CMMS solutions that could meet the enterprise needs - Building the base foundation for the CMMS solution - Implement the StormWater Solution - Implement the Facility, Park/Land, and Inventory solution for departments in systematic method. - Develop the GIS Mapping Solution - Identify value added interfaces with other systems - Sunset ancillary maintenance systems as they are integrated to the new Enterprise CMMS solution. General Instructions - Please respond to Form A through Form F based on the ability of the software solution to meet the current needs and possible future expansion of the system based on the scope in Form D, Functional Area. Complete Form G with the software licensing and implementation cost to build the CMMS foundation and implementation for StormWater, Facilities, Park/Land, Police/Fire Inventory, Property Management, Street Lighting(Parks and Airport) with the system components identified on page A-12. Please break down the costs to represent the different areas if possible and based on modules and/or system components. Respond to questions
RFP 14-032 MMS Software Addendum 03 CMMS License Matrix Field Class* Manager** System Admin Technical Developer Asset, Inventory, WO, GIS Viewing 250 70 7 2 GIS Editor 10 2 Mobile devices*** 125 35 *Field Class Type: Viewing Assets, Checking out parts, Updating/Writing WO, Enter inspection forms. **Manager Class Type: Update Assets, Create WO, Inventory, Create/Receive Parts, Create Reports *** Mobile devices are estimated as ½ of other licenses. Not all users will have access or use the same type of asset groups.