RFI Issuance Date: September 21, 2015

Transcription

1 REQUEST FOR INFORMATION fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) RFI Issuance Date: September 21, 2015 Submissin Deadline Octber 2, 2015

2 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) Table f Cntents I. Intrductin... 2 II. City Organizatinal Overview & Current State Envirnment... 3 III. Overview f System and Services Required... 5 IV. Infrmatin Requested (20 Page Respnse Limit)... 6 Sectin #1: Organizatinal Overview... 6 Sectin #2: Cre WMS/CRM Sftware Functinality... 6 Sectin #3: Technical Architecture... 7 Sectin #4: System Integratin Opprtunities... 7 Sectin #5: Mbility... 7 Sectin #6: Hsting, Supprt, and Maintenance... 7 Sectin #7: Custmer Relatinship Management... 7 Sectin #8: Other Sftware Mdules... 8 Sectin #9: Vendr Demnstratin Availability... 8 V. Instructins fr Suppliers/Vendrs fr Replying t this RFI... 9 Timeline... 9 Questins... 9 Terms and Cnditins... 9 Respnse Submissin... 9

3 RFI fr a Wrk Management System (WMS)/Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) I. Intrductin The City f Bismarck perfrmed an enterprise Wrk Management System (WMS) Assessment during the summer f The assessment s scpe included a brad range f municipal service areas including public wrks (service peratins), public wrks (utilities), facilities management, public safety, IT/GIS, event center, airprt, and finance peratins areas. Tgether, these service areas are respnsible fr verseeing the City s $600 millin capital asset inventry. This Request fr Infrmatin (RFI) is being issued in advance f a separate frmal prcurement prcess. The City s bjective is t build greater internal staff awareness f the capabilites f tday s best f breed WMS and CRM technlgy slutins t advance the City s infrastructure management practices. This RFI is fr research purpses nly; it is nt a cmpetitive slicitatin and will nt directly result in a cntract fr the prducts and services described herein. In the event a vendr des nt submit infrmatin pertaining t this RFI, it des nt preclude r prevent said vendr frm participating in a Request fr Prpsal (RFP), an Invitatin fr Bids (IFB), r any ther slicitatin prcess that the City chses. The City will be extending invitatins t ne r mre vendrs electing t repnd t this RFI t cnduct a slutin demnstratin featuring their key system capabilities in advance f a separate RFP prcess. The demnstratins are expected t increase staff awareness f the ptential fr an enterprise slutins t address the unique business needs frm each service area. The business needs shared amng the 20 service areas indentified within the assessment included: Increase Citywide Visibility f Wrk Activity Status: Staff seek access t wrk requests and activity status fr all wrk in prcess. This includes anticipated-actual start dates and target-actual clse dates f cmpletin acrss all service areas. Respnsively Address Citizen Service Inquiries: Prvide a means t cmmunicate and effectively manage service requests and wrk rder status between City staff and the public. Prevent Knwledge Lss: Prevent institutinal knwledge lss by capturing asset maintenance prcedures applied t past wrk activities and retrieve histry where business needs are identified. Facilitate Wrk Management Planning / Enfrce Preventive Maintenance: In cmbinatin with prcess ptimizatin, the adptin f technlgy t structure and enfrce practive maintenance appraches is critical t success. Establish a Cmmn Operating Picture: Prvide ne current view f the City s infrastructure data and eliminate cnflicting infrmatin, shadw systems (e.g., spreadsheets, multiple systems with the same functinality). This includes the ability t reprt actual perfrmance achieved using measures identified by the service areas t represent achievement. The City is evaluating all f the business needs f its in-scpe service areas and will be cnsidering a phased implementatin beginning with a pilt invlving six areas including: water and sewer distributin, water treatment plant peratins, street light/traffic signal peratins, frestry, water billing, and IT/GIS. It is expected that the City s WMS/CRM slutin wuld evlve t encmpass the additinal service areas identified. 2 P age

4 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) II. City Organizatinal Overview & Current State Envirnment The City f Bismarck is a cmmunity with 70,000 residents with a prjected annual pulatin grwth rate f abut 1.5%. The City relies upn 20 service areas perating in 11 departments fr managing the infrastructure management prgrams. City f Bismarck Selected Capital Asset Infrastructure Statistics Asset Type Quantity Asset Type Quantity Paved Streets 350 miles Street Lights 8,436 Traffic Signals 107 Sanitary Sewers 307 miles Airprt 237,683 passengers / year Strm Sewers 148 miles Water Mains 356 miles / 3,538 hydrants Water Treatment Capacity 30 millin gallns / day Water Custmers 20,693 accunts Waste Cllectin Trucks 20 vehicles Building Structures 30+ Waste Water Treatment Capacity 7.5 millin gallns / day Street/Park Trees 29,000+ Utility Lcates 8,000 / yr City f Bismarck Business Areas Participating in the WMS Assessment Department Service Area Department Service Area Airprt Operatins Airprt (Utilities) Water Treatment Plant (Service Operatins) Building Maintenance (Utilities) Waste Water Treatment Plant (Service Operatins) Fleet Water Billing (Utilities) Utility Billing (Service Operatins) Frestry Engineering Engineering (Service Operatins) Street Lights/Traffic Signals Finance IT/GIS (Service Operatins) (Service Operatins) Landfill/Slid Waste Finance Finance Rads & Streets Plice Plice 3 P age

5 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) City f Bismarck Business Areas Participating in the WMS Assessment Department Service Area Department Service Area (Utilities) Water & Sanitary Sewer System Distributin Fire Fire Cmbined Cmmunicatins Dispatch (Utilities) Strm Water Event Center Event Center Public Health Public Health/Envirnmental Health The City s Wrk Management Slutin (WMS) and Enterprise Asset Management (EAM) envirnment is made up f multiple service area specific systems with independent appraches t asset management. There is very little integratin between the existing wrk management systems in place. GIS data has been integrated with desktp and enterprise databases but it has been limited t a few service areas within the WMS envirnment. City staff deliver a high level f service using a number f prcesses and tls with limited capabilities t manage wrk. The City wishes t mdernize its current WMS technlgy envirnment and review business prcesses s that the new technlgy supprts best practice prcesses and peratin imprvements. Utilizing an integrated WMS System will prvide City staff with the means t adpt best practices, streamline prcesses, manage csts, and prmte transparent access t wrk activity infrmatin. This will supprt the City as it strives t prvide an exceptinal level f service t a grwing ppulatin. 4 P age

6 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) III. Overview f System and Services Required Currently the City uses a number f separate systems acrss the rganizatin t supprt the City s wrk management functin. The wrk management envirnment is made up f six cre WMS systems, these systems are as fllws: CFAWin Fleet Management: Reprting system fr asset management and inventry f parts fr Fleet vehicles Transact: Landfill peratins management system. MS4 Web Permit Manager: Strm water permitting, water quality, educatin, permits, inventry f strm water, interacts with GIS Maintenance Cnnectin: Facilities management and tracking, preventative maintenance schedules, requests fr service, wrk issuance, cst tracking Tree Wrks: GIS database f trees, rtatin inventry and picture library Anter: preventative maintenance fr pumping statins fr water and sewer The City is cnsidering the viability f either integrating r replacing these legacy applicatins with a best f breed WMS. In additin t these six, the City uses varius Micrsft Office prducts fr tracking recrds, maintenance activities, inventry lcatins, activity as represented by the extended WMS cmpnents in the diagram belw. 5 P age

7 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) IV. Infrmatin Requested (20 Page Respnse Limit) The City is requesting cmmercial vendrs wh currently prvide a Enterprise Asset Management (EAM), Wrk Management Slutins (WMS), r Cmputerized Maintenance Management Systems (CMMS) and wh may want t prvide such a slutin t the City, t respnd t this Request fr Infrmatin (RFI). In additin, the City wuld like t request Custmer Request Management (CRM) vendrs wh have successfully interfaces with these types f systems t represent their slutin capabilities as well. The City wuld like t invite vendrs t cnduct preliminary demnstratins at the City demnstrating WMS functinality available. These demnstratins are being cnducted slely fr the purpse f market research and will serve as a precursr t the issuance an RFP fr such a slutin. The decisin t ffer vendrs a structured demnstratin is ptinal and will nt be used in evaluating vendr prpsals at a later date. Sectin #1: Organizatinal Overview Please give an verview and descriptin f yur rganizatin. This shuld include the verall rganizatinal make up as well as that part f yur rganizatin that is dedicated t the supprt f the WMS system. Please describe: Yur rganizatin including headquarters, lcatins, and size Yur target markets fr the slutins prpsed Yur firm s market strategy and current capability t service the municipal business areas identified Number f clients by prduct / slutin The number f municipal / lcal gvernment peer clients as a percentage f yur ttal existing installatins fr each prduct ffered. A listing f public clients cnsidered as ptential peer cmmunities at the City f Bismarck reginally and acrss the US Sectin #2: Cre WMS/CRM Sftware Functinality Based n the verview f the system and services required, please prvide the fllwing infrmatin n yur WMS/CRM sftware slutin: Descriptin f slutin functinality by mdule r by prduct addressing the fllwing functinal needs including: Wrk Order / Wrk Executin Management Wrk Maintenance Planning (Preventive, Predictive, and Crrective) Service Request / Custmer Relatinship Management Capital Prject Planning Statutry Cmpliance Reprting Inventry Management Fleet Management Mbile Access (Staff and Public) 6 P age

8 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) Sectin #3: Technical Architecture Describe the technical architecture in which yur applicatin is develped and hsted. Language and develpment envirnment used Describe the architecture fr: Applicatin Layer Web Services Layer Database layer Describe the deplyment ptins fr yur slutin (n-premise, hsted, hybrid, etc) Sectin #4: System Integratin Opprtunities Describe yur slutin s capabilities t integrate with the City s cre business systems: New Wrld ERP system Krns Time and Attendance system Micrpaver CRW TRAKiT MS4 Esri GIS Wnderware SCADA System reprting engine capabilities System data exchange capabilities (API s, database middleware, etc.) Sectin #5: Mbility Describe the level f supprt fr mbility that is included with yur base system r as add n ptins. Please include: Architecture supprted fr mbility Supprt fr different types f electrnic devices Features and functins supprted by mbility Describe the slutin ptimizatin ptins fr efficient field data entry Sectin #6: Hsting, Supprt, and Maintenance Please prvide the fllwing infrmatin: Des yur current slutin supprt a clud deplyment? If s please explain the varius ptins that yur rganizatin currently has r partnerships that yu have t hst yur system in a secure clud envirnment. Des yur slutin ffer an n-premise deplyment? Please utline what is required t hst yur slutin. Sectin #7: Custmer Relatinship Management Please address the capabilities f yur custmer relatinship management slutin either thrugh an integrated WMS r interfaced with a partner WMS slutin. Lifecycle service request management Web based custmer prtal fr the submissin and status cnfirmatin f service requests Capability t integrate service request details with wrk rders Available applicatins fr electrnic devices 7 P age

9 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) Sectin #8: Other Sftware Mdules Please list any additinal sftware slutins cmplementary t thse related t the business areas identified. Sectin #9: Vendr Demnstratin Availability The City f Bismarck anticipates scheduling slutin awareness demnstratins fr Nvember 2-4, Please indicated if yur team wuld be available t prvide a half-day presentatin t the City by representing yur availability in the table belw. The City is encuraging n-site presentatins, if pssible. Demnstratin Date Optins Demnstratin Date Optins Available On-Site (City Preferred) Available Remte Webinar Only Nt Available Nvember 2, 2015 Nvember 3, 2015 Nvember 4, P age

10 RFI fr a Wrk Management System (WMS) / Enterprise Asset Management System (EAM) & Custmer Request Management System (CRM) V. Instructins fr Suppliers/Vendrs fr Replying t this RFI Thse vendrs wh wish t ffer a prduct slutin fr cnsideratin are requested t submit the relevant infrmatin as utlined in this RFI. Thse vendrs that have mre than ne prduct are encuraged t submit an RFI respnse fr each prduct. It is the City s intent t mve frward with a Request fr Prpsal in early first quarter The infrmatin btained frm this RFI will infrm an RFP and prvide insight int key slutin requirements and a preferred implementatin apprach. Timeline RFI issued n September 21, 2015 Deadline fr receiving RFI respnses Octber 2, 2015 Invitatins extended fr vendr dems n r abut Octber 12, 2015 Vendr demnstratins t be scheduled fr Nvember 2-4, Questins The City has retained the cnsulting firm Plante Mran t develp the earlier needs assessment and manage this RFI prcess. Shuld yu have any questins abut this RFI, please cntact Chris Blugh via at christpher.blugh@plantemran.cm with the subject line: City f Bismarck WMS RFI Inquiry. All inquiries will be cllected and frwarded t the City fr review/respnse. Terms and Cnditins This RFI is a request fr infrmatin abut sftware and services fr research purpses nly. It is nt a cntract and n cntractual bligatins shall arise n behalf f the City. The City will nt be liable fr any csts incurred in the preparatin and submissin f a respnse t this RFI. RFI respnses will becme the prperty f the City and may be subject t right t knw requests. If any part f yur respnse is cnfidential that sectin f yur respnse must be marked as such t allw fr easy separatin frm the rest f the respnse. The entire respnse cannt be marked cnfidential. The City reserves the right t cancel this RFI (and RFI prcess) at any time and als t re-issue an RFI fr the same r similar requirements. Respnse Submissin Respnses need t be electrnically submitted by 5:00 pm (Central Time) Friday, Octber 2, Any respnses received after this date may be cnsidered but will nt be eligible fr demnstratins. Please prvide an electrnic respnse in Adbe PDF frmat with the fllwing infrmatin detailed n the cver page f yur submissin: Name f Cmpany Submissin Date Cntact Representative s Name, Address, Phne, , Cmpany Internet Address Please submit yur PDF respnse t christpher.blugh@plantemran.cm and a cnfirmatin will be submitted t yu and the City s prject representative upn its receipt. 9 P age