QUESTIONS AND ANSWERS (Q&A) NO. 2 CITY OF FORT WORTH REQUEST FOR PROPOSALS (RFP) NO WORK ORDER ASSET MANAGEMENT SYSTEM (WOAMS)

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1 QUESTIONS AND ANSWERS (Q&A) NO. 2 CITY OF FORT WORTH REQUEST FOR PROPOSALS (RFP) NO WORK ORDER ASSET MANAGEMENT SYSTEM (WOAMS) Additional Questions and Answers since the last set posted on November 23, No. Question/Remark Answer/Response 1. Addition to RFP page 26, para Other Applications. After the sub-bullet that starts Permits Plus, from Acella 2. Addition to RFP Sec 9.0 Integration Services, table of applications. 3. Addition to Proposer Response Form (PRF) page 20, para 1.6 Integration Services. Add the sub-bullet Active Directory (AD), from Microsoft The City uses AD for authentication and rights management. The current version is running on Windows Server 2008 (64 bit). Add Item 10 requirement as follows: Existing Applications: City s Active Directory System to WOAMS: User authentication WOAMS to System: User authentication Preferred Level of Integration: Full integration Add sub-para Integration Services Active Directory Describe your approach and proposed scope of work for use authentication for your proposed system using Active Directory. Approach Proposer Response: Also see Sec Item # 257. RFP , Questions and Answers No. 2, Page 1 of 5

2 4. We would like to obtain a copy of the preproposal conference questions. 5. Can you provide who will be on the decision team we are curious whether the decision will be made by administrative folks or end users or a mixture. A list of those on the team would be helpful. 6. Is it possible to get a list of the pre-proposal conference participants? 7. Meeting notes from the Q&A session you had last week with the potential bidders. 8. Can you grant a 2-week extension on the submission deadline for the RFP response? 9. I downloaded the Q&A, Appendix B from your website. However when I try downloading Appendix C it gives me an error. When I click on it shuts down my excel application. 10. How many named back office users do you expect to use the new system? 11. How many named field/mobile users do you expect to use the new system? A list of the pre-proposal questions, answers, and attendees can be obtained from the City of Fort Worth website, Under the section titled Business click on vendors. This page includes a list of Bids and Requests. Locate the RFP in question and all attachments related to this RFP are available. All subsequent updates are posted in the same manner. The directions are also clearly detailed in the RFP itself. We do not have the specifics of who will be on the decision team, and will not be publishing a list of the evaluation team. That information would not be available until after a final decision has been made concerning the project. See answer to Question 4. See answer to Question 4. No extensions have been granted at this time. Please submit your proposals by the deadline date listed in the original RFP. All documents should first be downloaded to your computer drive, then open the file from there. At this time, we are estimating up to 10, which may change in the future. Also see RFP Sec License Fees. At this time, we are estimating up to 10, which may change in the future. Also see PRF Sec Hardware Infrastructure (Mobile Units). RFP , Questions and Answers No. 2, Page 2 of 5

3 12. Will the City s consultant, Westin Solutions, be able to submit a proposal for this RFP? 13. Can the City estimate how many distinctly different service request and work order business processes (workflow) they will want inforced in the new solution? 14. What standard reporting tools will be used in the new system (i.e. Crystal Reports, Oracle Reports, MS SQL Server Reporting)? 15. Please describe the City s report writing resources. We have engaged Westin Engineering, Inc. to provide program management and assist us with requirements gathering and selection of a WOAMS solution. They will not be submitting a proposal under this RFP. The City notes that the SWMD is newly established, and that its current business processes are not mature. The City recognizes that some of its current business processes must be modified in order to take advantage of the new WOAMS solution and contribute to a successful implementation. Therefore, no estimates are provided. However, Respondents should note that the storm water infrastructure consists of a mix of above ground and underground channels and pipes, with no mechanical or plant components such as pumping stations. The City has not standardized reporting tools. The tools in use are primarily those included in major systems as acquired, or provided by underlying RDBMS products. Sec of the PRF requests that the Proposer recommend reporting tools that best work with the recommended WOAMS solution. Limited. City ITS can provide database administrator (DBA) and limited programmer capability in support of this implementation. SWMD has knowledgeable staff in GIS and other sections that currently develop graphic and tabular reports from existing systems. RFP , Questions and Answers No. 2, Page 3 of 5

4 16. Does the City, as part of the training protocol, want to be trained in report writing and development; and if so, what percentage of reports does the City wish the vendor to write as part of the implementation? (For example, vendor writes 20 reports, City is trained to write 30 reports.) 17. How many data sources need to be converted? Please provide detail on the anticipated need regarding conversion for example, what format are they in, what the approximate size is, and how many data fields are involved. We are aware of the following, is this a complete list? 4 yr CRM data 4 yr ITSM data 4 yr Legacy work management system 18. Does the City have data conversion resources available to participate in the conversion effort of moving legacy system data to the new system? Does the City have resources to put the legacy data into a prescribed format, and then participate in the conversion process to gain understanding of the new system? 19. Does an Executive Steering Committee exist for this project, and if so, are there executive representatives from each department impacted by this project? Training in report writing is required in Item #250, Sec , of the PRF. No custom report development is required as part of the procurement. Requested reporting capability is itemized in Sec of the PRF. The available information is provided in Section of the RFP. The City considers it desirable that this data be assessed by the successful Vendor and requires that each Respondent shall provide a discussion of how they would perform this assessment, work with the City to decide what shall be migrated, and what procedures would be utilized. The City potentially has resources to participate in such activities. The City will at a minimum provide subject matter experts to assist in understanding the legacy data. See response to Question #6, above, for what the City expects from Respondents. This scope of this procurement is for the SWMD, and does not involve other City Department. There is a steering committee comprised of a cross functional team within the SWMD, who will continue to provide governance during implementation. RFP , Questions and Answers No. 2, Page 4 of 5

5 20. Please provide details regarding the City s staffing dedicated to the implementation of WOAMS system. 21. Will there be a dedicated Project Manager? If so, will this person be a City employee or an outside consultant? 22. How many dedicated staff will be assigned to the duration of this system implementation? 23. The list of responses available for the requirements matrix does not include an option requirements that cannot be met. How should the vendor report this? 24. Regarding references, the RFP calls for 5, the response document in Appendix B ask for Clarification to the sentence in PRF Sec Reference Checks, starting with Proposer shall list Proposers are required to Describe the expected participation levels by the City staff in throughout the project. For example, see requirement in PRF Sec Confirmation of Fit (Requirements Review). This requirement is called for throughout the PRF. The SWMD will assign a dedicated Project Manager to the WOAMS Implementation Project. See answer to Question 20. We believe the question is asking for guidance on how to respond to an item in the Requirements Matrix that cannot be met by the Proposers WOAMS solution. Answer: Proposers should leave the checklist blank, and provide an explanation in the Comments field. The requirement for references in the RFP and PRF are not in conflict. See the next item #25 below for additional clarification. Change the sentence to read Proposer shall list reference sites for the proposed storm water work order and asset management software solution, as stipulated in Section of the RFP. RFP , Questions and Answers No. 2, Page 5 of 5