August 25, 2017 Re: REQUEST FOR QUOTATION ASSET MANAGEMENT SYSTEM You are invited to submit a price quotation for consideration by the Town of High River ( High River ) to supply the goods identified in Schedule A Supply Requirements. Submission of Quotations Please submit your quotation by e-mail to High River at: Town of High River Attention: Ray MacIntosh E-mail: RMacintosh@highriver.ca Quotations should be received by High River on or before October 25, 2017. Questions regarding this Request for Quotation ( RFQ ) may be submitted by email to RMacintosh@highriver.ca to the attention of Ray MacIntosh or by calling (403) 603-3429. Please included in your quotation detailed pricing and information addressing all the requirements set out in Schedule A Supply Requirements. Form of Contract The Town of High River ( the Town ) expects to enter into the Town s standard purchase order with the successful respondent using the form attached to this RFQ as Schedule B Purchase Order. Legal Framework This RFQ is not intended to be a tender or subject to the laws applicable to competitive bidding and is not subject to the New West Partnership Trade Agreement or the Agreement on Internal Trade. High River does not intend to create any contractual relationship (either expressed or implied) to create any other legal duties or obligations, whether in contract, tort or other legal theory, with any person submitting a response to this RFQ. High River is not responsible for any costs that are incurred for vendors in responding to this Request for Quotations.
Conflict of Interest Disclosure Interested parties responding to this RFQ should disclose any actual or potential conflicts of interest that may exist between the respondent, its management, employees or consultants and High River, its Councillors, employees or representatives, and the nature of such conflict of interest. If a respondent has no such conflict of interest, a statement to that effect should be included in its price quotation. Confidentiality Interested parties responding to this RFQ should identify any information in its quotation which it considers to be confidential or proprietary. Interested parties responding to this RFQ acknowledge that High River and all materials in the High River s possession are subject to the Freedom of Information and Protection of Privacy Act (Alberta). Thank you in advance for your interest and quotation. Yours truly, Ray MacIntosh Manager of Accounting Services
Schedule A Supply Requirements Introduction The purpose of this RFQ is to solicit quotations from software suppliers, implementation partners and/or value added resellers who can demonstrate that they possess the organizational, functional and technical capabilities to provide an Asset Management System (AMS) solution that meets the Town s needs and is tightly integrated with the ESRI Suite of Solutions. High River is a people first community on the Highwood River that is a great place to live, work, play and invest. It is situated sixty seven kilometers south of the City of Calgary, with the current Town boundaries covering an area of twenty one square kilometers. The Town s population was 13,584 in 2016. The goal of this project is to implement the most intuitive, flexible and easy to use solution available to help the Town of High River provide increased service to its citizens. Essential features and functions of this software will: Enable field operations via a mobile application related to GIS-based assets and related work management to perform and schedule preventative maintenance or inspection tasks. Host a configurable application, accessible via a standard Internet browser that enables automation of asset related tasks, inputs for asset criticality and other lifecycle analysis. Standard and customizable reports, dashboards and metrics related to asset management. Manage documents associated with specific assets and systems. Integrate with GIS and use GIS-based attributes and related tables to system functions, calculations, and reporting. High River s engineering & operational services build and maintain the infrastructure and services that serve the community. The following tables outline a sample of our service measures and profiles related to engineering/operations to be supported by the proposed solution:
Water Utility 2017 Actual Length of pipe treated water 107 KM Length of pipe raw water 9.8 KM Pump stations 1 Reservoirs 1 Pressure reducing valves 3 Fire hydrants 406 Water valves 1,339 Production wells 16 Wastewater Utility 2017 Actual Sewer connections (number of customers) 5,084 Lift (pump) stations 11 Length of gravity main 70.5 KM Length of force main 13.1 KM Lagoons 2 Storm Sewer Utility 2017 Actual Customer accounts 5,084 Length of gravity main 44.8 KM Storm ponds 7 Treatment and flow control facilities 6 Pump stations 6 Catch basins 563 Roadways 2017 Actual Signalized intersections 10 Streetlights 0 Advance warning signs 1 Lighted crosswalk systems 3 Kilometers of streets 92 Kilometers of alleys 28.6 Kilometers of bike paths 28.2 Kilometers of sidewalk 75.5 Square kilometers of parks maintained 1.02 Kilometers of dikes 13.6
System Expectations and Scope The solution will provide a platform to support the Town s lifecycle management of all assets and departments. The expectation is that workflow and data management related to these internal operations will be integrated within the solution, which must comply with these basic requirements: A browser based interface. GIS integration including use of versioned SQL server feature classes and related tables via ArcGIS server feature and map services. Web based solution and responsive design for record access and processing. Enterprise integration achieved through built-in configuration tools. Automate workflows to comply with business rules, notifications, and record requirements. Produce user defined reports that enable data point inquiry throughout the systems database and inclusion of data elements from any tables therein. Work time entry and integration with payroll management to support equipment and inventory tracking, including inventory controls that enable warehouse, bin and lot control to support LIFO/FIFO management. Database manipulation with built in tools that will facilitate mass update, insert, delete as well as data analysis. The proposed system should integrate with Serenic Software (e.g. payroll, general ledger, fixed assets). The ideal vendor will have experience with implementing asset management solutions in midsize organizations with: Knowledge of asset management best practices for municipal organizations. Experience in developing integrated workflows with GIS for asset management. Experience with field work and asset assessment management. The Town will also contract for implementation services during the duration of the project including limited data migration or seeding services from existing asset data within GIS and/or tabular data. The details and scope of the data migration will be discussed as part of the vendor selection process and during demonstrations. It is strongly desired to keep the initial implementation simple, taking advantage of out-of-the-box functionality whenever possible. Vendor will be assessed based on the ability to implement both an asset management and work order management system with a phased approach. A more comprehensive set of requirements can be found in: Appendix 1: Asset Management Functionality (Phase 1); Appendix 2: Work Management Functionality (Phase 2); Appendix 3: Technical Configuration, Infrastructure, and Security Requirements.
System Demonstration and Product Information Each vendor s RFQ should provide a general description of the proposed solution including a functional overview of each module required to fully develop an asset management solution including additional functions for later implementation. The document should also provide descriptions of other modules that you offer, which may be of interest to the Town of High River that are not contained in this document. Each selected vendor will participate in a technical demonstration and discussion with the selection committee. This required demonstration will cover the technical competency of the vendor to ensure compatibility within the Town s IT architecture and standards, specific requirements can be found in the technical configuration, infrastructure, and security section of this RFQ (Appendix 3). Vendors that satisfy the technical demonstration will be invited to give a web-based (online) or in-person product demonstration. This solution is expected to be rolled out organization-wide in multiple phases. Specific requirements for each major phase of work can be found in the system configuration and functionality section of this RFQ (Appendix 1 and 2). In addition to the functionality outlined in the schedules, the functional demonstrations should also highlight product features such as but not limited to: Field operations and mobile access. Installation procedures (e.g. browser add-ons) and security setup. General application navigation and user interface. Administrative configuration features and tools. Customization environment, workflow automation, report writers. Database configuration and extension. GIS integration. Any other integration standards. Document management and archival features to support public record requests. Standard reports. Third-party applications (if applicable). Other modules as used to meet the needs of this RFQ. Our selection committee will evaluate the product demonstrations based on how well the demonstrated function meets business needs. Scoring will be based on the following measures: Function available, very easy to access and/or use. Function available to administer and maintain. Function available, but difficult to access and/or use. Product characteristics including ease of system navigation, standards conformity, and interface look and feel. Preparedness of the vendor. Completeness of the software demonstration.
RFQ Instructions and Schedule The purpose of this Request for Quotation (RFQ) is to procure a long-term, cost effective vendor solution that exists in relation to delivery needs for the Town of High River. Response to the RFQ does not commit the Town of High River to pay any costs incurred in the preparation of the response, demonstrations, or any other activities related to this response. All responses and accompanying documentation become the property of the Town of High River and will not be returned. This RFQ does not obligate the Town of High River to contract for services or products specified herein. The Town of High River reserves the right to revise the RFQ and/or issue addenda to the RFQ. The following schedule is to inform vendors of the estimated timetable of the systems evaluation and describe the content and appropriate format for each section of the vendor response. Please note the following dates when preparing your preparing your response to the RFQ. Dates are estimated and may be changed by the Town of High River, but will not be shortened by: SCHEDULE DATES DATE RFQ released to vendors August 25, 2017 Deadline to submit written clarification questions regarding the RFQ September 15, 2017 Answers to questions provided to vendors October 5, 2017 RFQ Due (PDF) October 25, 2017 Schedule Online Vendor Demonstrations (week of) November 13, 2017 Qualified Vendor Selection (week of) November 27, 2017 Vendor Award Announcement December 5, 2017 Our Selection Committee will use the following general evaluation criteria and weighing scheme to select a qualified system vendor: Product Demonstration 20 points Service Support and Proposed Cost 20 points Compliance with System Requirements: Technology and Integration Requirements 20 points Business and Workflow Requirements 25 points Professional Services: Implementation Services and Training 15 points Prospective vendors are prohibited from discussing the RFQ and the selection process with all Town staff and elected officials, except as provided for in this RFQ. Failure to do so may be grounds for disqualification from the process. All questions or clarifications regarding this RFQ, the selection process, and responses should be written and address to Ray MacIntosh (RMacintosh@highriver.ca).
Appendix 1: Asset Management Functionality (Phase 1) The Town requires the following asset management functionality to support our business requirements. This will be Phase 1 of this project. A. Asset record tracking 1. Efficient and considered best practices for the asset creation and tracking process. 2. Asset master record that supports a wide variety of attributes, some examples include: category, sub-category, asset number, related numbers (e.g. serial number, vendor number, etc.), parent/child relationships, acquisition date, etc. 3. Track asset activities and history. 4. Condition tracking with useful life, customer-defined conditions, replacement cost and time analysis independent of financial depreciation. 5. Ability to track and manage compliance reporting, develop risk profiles, status of agreements, permits, etc. pertaining to the condition of assets. 6. Field ability to remotely pull up the complete history of an asset. Field ability to update or add asset management data. 7. Ability to calculate depreciation of an asset based on purchase date, original cost, schedule of useful life by asset and current date. B. Asset lifecycle management 1. Asset lifecycle management functionality, including but not limited to asset productivity, lifecycle analysis, lifecycle costs, types of assets, risk assessment and risk management. 2. Asset management standards compliance for properly handling assets related to water, wastewater and storm water utilities. 3. Adhere to any legislated standards compliance. C. Parts/Supplies inventory 1. Ability to assign asset to one or more business units and be able to transfer between units. 2. Ability to create categories, assign and re-categorize assets. 3. Interface with financial systems for purchasing, matching and valuation. 4. Support multiple inventory valuation methods: average, LIFO, FIFO, etc. 5. Ability to individually retire or archive assets. D. Preventive maintenance scheduling 1. Define preventive maintenance tasks to include default information such as area, category, sub-category, tasks, procedures, hours, materials, equipment, etc. 2. Ability to schedule equipment preventative maintenance and track and report on results. 3. Maintenance triggers and schedule based on customer defined parameters such as warranty expirations, usage hours, flow volumes, asset age, etc. E. Report Writing 1. Indicate reporting tools offered. If third party, list vendor. Discuss integration to core suite and strategy to stay current with version releases. 2. Search and report on fields in database, including user-defined fields, with ability to organize, summarize, sort, and sub-total in a variety of ways.
F. ESRI/ArcGIS integration 1. Access and utilize Esri ArcGIS Server 10.5.1 map services and Enterprise geodatabases for SQL Server 2012. 2. Map viewer should provide tools to users for performing basic geographic and EAM related tasks: for example, calculating measurements, determining relationships between assets, work orders and service requests. 3. Create location-based reports of assets or work orders based on geographic region or user defined areas and subjects. For example: how many work orders were completed last year in the High River downtown area? How many flooding service calls were reported in the user-defined area? G. Software General Ledger integration 1. Show how these types of integrations will be accomplished. 2. Show how integrations are accomplished with commonly used finance databases. H. Optional Assessment information integration 1. Access and utilize Apache Phoenix database for municipal owned property information as an option.
Appendix 2: Work Management Functionality (Phase 2) The Town requires the following work management functionality to support the business requirements of our Engineering, Planning and Operations department. This will be Phase 2 of this project. This phase will apply to our Engineering, Planning and Operations department, and will also include our building facilities and parks. A. Field Operations (Reactive Maintenance) 1. Create service requests and work orders to support a response to a complaint, service request, or event. 2. Work order record that supports a wide variety of attributes such as: department, group, category, sub-category, status, location, project number, service request number, description, user defined fields, unique asset identifier, etc. 3. Ability to generate a daily work list for staff based on work orders and assigned tasked and estimated time to complete. 4. Work order recurrence to support scheduled and periodic preventative maintenance. 5. Create and assign priority and status criteria for work orders via defined service levels. B. Financial Management (Work Costs) 1. Track materials issued to a work order; interface to inventory module for automated adjustments to inventory levels. 2. Maintain direct relationship between an asset and all associated costs transactions. 3. Capture time entry direct from field staff with direct integration with timekeeping system. C. API Functionality 1. Web-enables architecture with published open Application Program Interfaces (API s). D. Service Request Management 1. Provide a web-based portal for Town employees (internal customers) to create and submit requests for service.
Appendix 3: Technical Configuration, Infrastructure, and Security Requirements The Town will be evaluating the technical and hosting infrastructure to ensure it meets our technical, security, records and legal requirements. Please include responses to the following: A. Configuration 1. Identify any browser add-ons, desktop components, peripherals, and/or mobile applications required for application or service function as demonstrated. 2. Demonstrate level of customization available for the web interfaces (internal and public). 3. Identify interface methods (i.e. web services and rest services) available for integration of services. 4. Browser add-ons should come with instructions on implementation in a desktop environment where users do not have local admin rights. B. Software as a Service/Solution Delivery 1. Identify all components of the system including any on premise requirements. 2. Provide Service Level Agreement (SLA) for service performance and availability. 3. Provide details of data backup and redundancy standards for preventing data loss. 4. Provide documented Information Security Policy for ensuring the protection of hosted data. 5. Provide a list of data storage/hosting locations that may contain Town data. 6. Provide service agreement language regarding ownership of data. 7. Demonstrate any data purging functions that allow for adherence to data retention policy and purge schedules. 8. Demonstrate data export functionality. 9. What is the typical service upgrades/patches schedule? 10. What is the service availability model? 11. What is the timing and method used for notifying customers of upgrades and patches? 12. What options are available for FOIPP requests that require custom exporting of data? 13. What data exiting strategies do you offer when services are ended? C. Technical Support 1. What options are available for technical support? In person, web, telephone, Skype, etc. 2. Do you maintain an incident tracking system? a. If yes, what is your default service level agreement and turnaround time? 3. Do you offer onsite installation support? 4. How do you approach patch management? D. Training 1. What sort of training do you provide to administrators? For users? Is there additional cost associated with any training options? E. Compliance 1. The contracted vendor for this project will be expected to comply with all Federal and Provincial codes and regulations applicable to such work and perform the work in accordance with the requirements and specifications of the contract documents.
Schedule B Form of Purchase Oder