A197-S4 Maximo Integration Services Asset Inventory and Maintenance Management System ADDENDA & RESPONSES TO QUESTIONS February 1, 2016 The attention of consultants submitting proposals for the RFQ is called to the following Addenda & Responses to Questions to the subject RFQ. The items set forth herein, whether of omission, addition, substitution, or clarifications are all to be included in and form a part of the proposal submitted. Addendum 1 In the Supplemental Information Package under Scope of Work, second paragraph, second sentence please substitute: At a minimum, the consultant shall be an IBM Maximo FCT Level 1 and 2 Annual Customer Support Plan Provider and must present this certification in response to this Request for Qualifications for consideration for this contract. With: The consultant shall present all Maximo, Oracle, MS SQL, and other relevant software implementation and support certifications obtained by the firm and any sub-consultants in response to this Request for Qualification. Responses to Questions: Cohesive Solutions January 27, 2016 1. Is the IBM Certified Solution Advisor Maximo Asset Management Solutions v3, an acceptable certificate for the PM role in lieu of the IBM Certified Deployment Professional Maximo Asset Management v7.5. Additional information about this certification can be found here: http://www- 03.ibm.com/certify/certs/24013402.shtml., this certification will be considered.
Microdesk January 27, 2016 2. What version of Maximo is being utilized at Massport? Massport is currently using the following Maximo Versions: IBM Maximo Asset Management 7.5.0.8 - Build 201504071004 - DB Build V7508-00 and IBM Maximo for Transportation 7.5.0.0 - Build 20110415-1936 DB - Build V7500-06. 3. Please list all modules of Maximo that are being utilized at Massport. Massport is currently using: Work Order Tracking and Labor Reporting Transportation Service Desk (Clone) Preventive Maintenance Job Plans and Routes Calendars Resources Reporting Administration Assets 4. What percentage of total Massport assets is or will be represented in Maximo? Approximately 80% of all Massport Assets will be represented. 5. Is Massport currently connecting BIM with Maximo? No. 6. Please describe an ideal model for BIM and Maximo data exchange or interoperability We plan on bi-directional communication of Locations, Assets and Attributes between Maximo and BIM. 7. What versions of various Autodesk products (AutoCAD, Civil 3D, Revit, Navisworks, etc.) does Massport utilize? We update annually and currently using both Revit 2015 and 2016 in addition to associated Autodesk softwares. 8. Do any of the Airfield side of the Assets reside in Revit? Not currently. 2
9. Do the Airfield assets reside in GIS?, through a variety of tools 10. Are current drawings in 3D? If partially, what is the percentage in 3D? We currently have less than five percent of the Logan campus in 3D. 11. Do current drawings represent as-built conditions? Some - they are constantly being updated due to the large number of projects and properties owned and operated by Massport. 12. How current are the drawings? If not current, can Massport estimate the scope of the effort to get the drawings current? The level of currency varies based on the timing of record drawing information from Consultants. Drawings are updated and maintained both for interior and exterior (utilities), airside and landside, and among various properties. 13. What is the current process for updating drawings? Drawings are updated as record drawings are received from Consultants based on as-builts from Contractors. If information is available prior to project completion, it is integrated when it is received. Predictive Services January 27, 2016 14. Has system of record for inventory been determined? Will inventory reside in Maximo or Peoplesoft? Currently Facility inventory is maintained in the MP2 system while inventory is purchased using PeopleSoft. The goal is to migrate this data into Maximo and interface Maximo with PeopleSoft. 15. Asset Data Collection a. Will the asset data collection require an asset walk-down? b. How many estimated assets require data collection? Are there any duplicate assets? If so, how many. c. Will this include asset criticality ranking and bill of materials? While this task may require physical walk-down and tagging of assets, this will primarily be done by MPA staff and project Contractors. The bulk of this task under this Consultant Contract will be 3
providing support assigning criticality, developing bills of material (spare parts), and preparing PM procedures. 16. What software interface is being used currently? a. Will this interface continue to be used for the named applications that will be integrated to Maximo? b. Will the Maximo Integration Framework (MIF) be a contender for the new integrations? 17. Is the inventory that is to be implemented captured in a transferable format such as Excel or other template form? 18. The Authority now plans on expanding the EAM beyond buildings and into the airfield and site/civil arenas. In order to do this, a second consultant team will be employed that specializes other areas such as roadway utilities, airfield assets, and appurtenant facilities such as pump stations and electrical substations, along with basic services for Maximo implementation programs. Will this second consulting team be chosen to support this effort based on this RFQ response, or will this be a future bid? The intent of this RFQ is to select a consultant capable of providing all services listed in the RFQ and Supplemental Information Package. 19. Does MPA have an estimation regarding the number of PM/Job Plans that will need to be developed? Not at this time. 20. KPI development what is the estimated number of KPI s that MassPort would like to have developed? At least 10 KPIs will be developed with the ability to configure the data for various display requirements for Management. 21. Public (non-technical staff) service requests and tracking please provide additional details of what this requirement is. Does a service request/tracking application exist within or outside of Maximo? 4
If outside, the expectation is that this will be integrated? If it does not exist, is the requirement that a public self-service request portal be developed? The Service Request application is the Maximo Service Request app. The goal is to develop request tracking tools that will allow an end user the ability to review service requests ondemand. The initial task is for non-technical Massport employees to be able to enter service requests as necessary. Cohesive Solutions January 17, 2016 22. The RFQ Supplement shows two different times for the Project Briefing on Tuesday January 19, 2016 10am and 11am. Can you confirm the actual start time will be 11am ET? The start time is 11:00 AM. 23. Can you please provide the exact URL to where the answers to these questions will be posted? http://www.massport.com/business-with-massport/opportunities-at-massport/capitalprograms/detail/?proj=a197-s4 24. Will RFQ responses from providers who do not attend the Project Briefing on January 19, 2016 be considered?. 25. Please provide a list of all Maximo software license entitlements currently under an active support contract to MPA IBM Maximo Asset Management Authorized User IBM Maximo for Transportation Authorized User IBM Maximo for Transportation Limited Use User IBM Maximo Asset Management Limited Use User IBM Maximo Asset Management Express User 26. Which company currently provides Level 1 and 2 Maximo product support for MPA? EDI 27. The RFQ states: At a minimum, the consultant shall be an IBM Maximo FCT Level 1 and 2 Annual Customer Support Plan Provider. Does this imply that MPA intends to renew their Maximo annual maintenance with the selected provider? No. Please see Addendum 1 at the beginning of this document. 5
28. What is the Maximo version in production today? IBM Maximo Asset Management 7.5.0.8 - Build 201504071004 - DB Build V7508-00 and IBM Maximo for Transportation 7.5.0.0 - Build 20110415-1936 DB - Build V7500-06. 29. Please confirm that an upgrade to the latest version of Maximo is outside the scope of this project. Although not immediate, the upgrade to the latest version of Maximo is within the scope of this project. 30. Please describe the Maximo IT infrastructure in place today? a) Database platform (Oracle, SQL-Server or DB2)? Oracle b) Middleware (Websphere or WebLogic)? Websphere c) Is Maximo running in virtual environment? d) Operating System (Window, Unix, Other)? Windows 31. We see M/WBE participation listed in the Evaluation Criteria. Will respondents who are M/WBE s have a quantifiable advantage in the way the Authority will rank the responses? If so, can you please clarify the exact nature of this advantage? Massport strives to maximize the meaningful participation of Minority and Women-owned Businesses in our projects. An example of a quantification of the criterion s importance might be that inclusion of an M/WBE prime or sub-consultant would have a marked advantage over another submittal if all other criteria are considered equal. 32. Can MPA quantify the advantage a respondent will both of the following Evaluation criteria: Current level of work with MPA. Past performance with the MPA. These criteria are included to allow the selection team the opportunity to evaluate both the current and past volume and quality of work. High quality of work would present an advantage if the performance relates to a similar scope of work. 33. Evaluation Criteria number 3 implies the use of sub-contractors. What are MPA s expectations regarding use of sub-contractors? Sub-consultants are not a requirement of this Contract. Any sub-contractors proposed to be utilized must be properly vetted by the Contractor. The Contractor is ultimately responsible for the performance of the sub-contractor. 6
34. Will the existing Maximo software licenses remain under an active subscription and support agreement during the duration of this engagement? 35. The RFQ states that services will be provided on an on-call, as-need basis. To that end, please describe the lead time that MPA will give the selected provider prior to each engagement. All services are discussed reviewed and lead times agreed to prior to starting each assignment. 36. The RFQ states that services will be authorized on a work order basis. We interpret this to mean that MPA will award based on the supplier experience, capabilities and hourly rates (as well as other factors) and then issue individual task orders (work orders) to the supplier. The supplier will review each task order and provide an estimate of hours for each labor category to complete the task. Once approved by MPA, task orders will be performed on a time and material basis. Please confirm this is correct. 37. Please confirm that MPA is agreeable to having some activities performed remotely if both parties agree it is appropriate to do so. 38. Please confirm that MPA desires all integrations will be developed using the Maximo Integration Framework (MIF) which is included with Maximo 7.5. 39. Please confirm MPA can provide functional and technical subject matter expertise for all systems required to interface with Maximo (i.e. GIS, Master Building Control System, PeopleSoft, Civil 3D, Revit, Schad and any others that may not be listed in the RFQ).. If necessary, additional consultants with the necessary SMEs will be contracted separately or potentially through this contract. 40. Please provide specifics on MPA s existing GIS such as vendor and version number. Also, have functional specifications of the desired interface been drafted or developed? ESRI ARCGIS 10.31; Civil3D 2016; and Map 2016. Interface standards have not been developed as yet. 7
41. Please provide specifics on MPA s existing Master Building Control System such as vendor and version number. Also, has the functional specification of the desired interface been drafted or developed? The MBCS in use at Massport is WebCTRL 6.0 by Automated Logic Controls. The interface with Maximo will be through Schad Extend 7000 communicating with WebCTRL. 42. What version of PeopleSoft is MPA using today? Version 9.1 43. Is MPA planning an upgrade to PeopleSoft in the next 24 months? If so, when? to v10 within 24 months. 44. Is there any integration between Maximo and PeopleSoft today? Please describe if so. Not at this time 45. Will the future integration between Maximo and PeopleSoft be limited to Inventory? Unknown at this time 46. In what system does MPA manage inventory today? Infor MP2 47. The RFQ calls out the need for integration between Maximo and Civil 3D and BIM. Will the BIM data confirm to the Construction Operations Building Information Exchange (COBie) standard? Asset information such as location and attributes will be exchanged bi-directionally between the two systems. COBie, if used in BIM, will be mapped to the Maximo classifications developed specifically for Massport. 48. How soon after the close date of this RFQ (February 18, 2016) will MPA be making their selection? It is anticipated but not a certainty that there will be a round of interviews for a select number of shortlisted firms prior to final selection. The entire process will require approximately one month after the submission date of the RFQ. 49. How soon after the selection will the 1 st task order/work order be issued? Within 2 months 8
50. As a best guess, please provide a prioritized list of the first three task orders/work orders that MPA might issue. Unknown, this will be dependent on business needs at the time 51. Can MPA provide more detail about the Asset data collection task listed? Exactly what does this task entail? While this task may require the physical walk-down and tagging of assets the bulk of this this task will involve the collection of asset spare parts lists, preferred PM procedures and data loading into Maximo 52. Can MPA provide more detail about the PM/job plan creation task listed? Specifically, will MPA be providing the core maintenance content and associated accountability/liability for the PM s and job plans or is it MPA s expectation for the selected consultant to have responsibility for the accountability and liability for the maintenance decisions and content required to create MPA PM s and job plans? MPA must approve core content and thus will hold accountability for maintenance decisions. The selected consultant shall be accountable for providing PM and Job Plan content that will support MPAs transition from 100% schedule based maintenance to a reliability centered maintenance program which includes maintenance practices such as metering for use in condition monitoring. 53. Can MPA provide more detail about what is desired for the Mobile airfield solutions task? Will the existing Schad mobile solution remain the mobile solution or is another mobile solution anticipated? If so, which mobile solution is planned? No supplementary mobile solution is being considered at this time. If it is determined that another mobile solution is required the selected solution and software must be able to interface with Maximo. 54. Part 139 work order and reporting system. Should it be assumed Maximo is currently serving as this system? If not, can more details be provided on this system including whether it is currently integrated to Maximo? The current system is Team Eagle and does not interface with Maximo at this time. 55. Can MPA clarify how pricing should be provided (e.g. format, where to include in submission document, etc.)? Pricing is not required at this time. Cost requirements will be outlined in the invitation for interviews for those firms who are shortlisted for further consideration. 9
56. We do not see pricing included in the Evaluation Criteria. Can MPA clarify the role of pricing in the evaluation? This is a qualifications based selection. At the time of interviews, pricing information will be requested but will not be the determining factor in selection. Starboard Consulting January 18, 2016 57. Unfortunately I will not be able to attend in person the scheduled pre-bid meeting tomorrow morning but would like to dial in via WebEx or just phone conference if possible. Is this something you will make available for out of town vendors? No. MaintStar January 8, 2016 58. While your RFQ A197-S4 specifically names Maximo, my question is are you open to other solutions and considerations? Maximo is installed and has been in use at the Massachusetts Port Authority for five years. We are seeking a firm to continue our expansion of the Maximo-based Enterprise Asset Management program. -------- 10