Work Orders and Strategies For New Contractor - Village of Buffalo Grove, Illinois

Transcription

1 Village of Buffalo Grove Public Works Work Order/Asset Management Software Request for Proposal and Contract Documents Finance Department 5/11/2014

2 TABLE OF CONTENTS REQUEST FOR PROPOSAL... 2 INSTRUCTIONS TO VENDORS... 4 PUBLIC CONTRACT STATEMENTS... 5 REQUEST FOR PROPOSAL SPECIFICATIONS SUMMARY... 6 APPENDIX A Requirements for Proposal APPENDIX B Requirements for Solution APPENDIX C Vendor Signature APPENDIX D Schedule of Dates

3 REQUEST FOR PROPOSAL PUBLIC WORKS WORK ORDER/ASSET MANAGEMENT SOFTWARE RECEIPT OF REQUEST FOR PROPOSALS Sealed Proposals for Public Works Work Order/Asset Management Software are invited and will be received by the Village of Buffalo Grove (hereinafter referred to as The Village) at 50 Raupp Boulevard (Office of the Village Clerk), Buffalo Grove, Illinois on or before, but not later than 10:00 A.M. Local Time on Monday, June 16, Proposals will not be publically opened and read aloud. Each Vendor shall be required to submit one digital original (PDF format) and one paper copy of their respective Proposal in a sealed envelope or box. Sealed envelopes or packages containing Request for Proposals shall be marked or endorsed: Proposal for Village of Buffalo Grove, Illinois Public Works Work Order/Asset Management Software GENERAL DESCRIPTION OF WORK The following Request for Proposal involves both providing and implementing a new Work Order/Asset Management software system for the Village of Buffalo Grove Public Works Department. For information on how to receive a copy of the Request for Proposal Package contact the Office of the Village Clerk at or visit the Village of Buffalo Grove website at 2

4 HOLDING OF PROPOSALS No Proposal shall be withdrawn after Monday, June 16, 2014 at 10:00 AM without the consent of the Village, for a period of ninety (90) calendar days. QUALIFICATION OF VENDORS It is the intention of the Village to award a contract only to the Vendor who furnishes satisfactory evidence that they have the requisite qualifications and ability and that they have sufficient capital and facilities to enable them to complete the work successfully and promptly. The Village may make such investigations as it deems necessary to determine the qualifications and ability of the Vendor to perform the work, and the Vendor shall furnish to the Village all the information and data for this purpose as the Village may request. The Village reserves the right to reject any Proposal if the evidence submitted by, or investigation of such Proposal fails to satisfy the Village that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Proposals will not be accepted. PROPOSAL QUESTIONS All comments or concerns regarding this Request for Proposals shall be addressed to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org. All such s must contain Public Works Work Order/Asset Management Software in the subject line of the . This will allow for responses to go to all potential Vendors in the event that the question has a pertinent relevance to all those involved. All such questions must be received no later than 10:00 A.M. Local Time Tuesday, June 3, If any potential Vendor selects not to provide a proposal on this project after receiving the Request for Proposal documents the Village requests that the Vendor submit a No Bid with a reason for choosing not to provide a proposal to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org AWARD OF CONTRACT The Village reserves the right to award a contract which in its judgment is in the best interest of the Village. 3

5 INSTRUCTIONS TO VENDORS 1. Public Contract Statements must be signed, notarized and submitted with the Proposal documents. 2. Vendor Signature page must be signed and submitted with the Proposal documents. 3. Proof of Insurance coverage must be on file with the Village of Buffalo Grove before work can be started. The Village of Buffalo Grove must be named as additional insured on the Vendor s general comprehensive liability policies. 4. Vendors shall at the time of making its Proposal, and as part of its Proposal, submit a list of all the subcontractors and suppliers with whom it proposes to contract, and the class of to be performed or furnished by each. Such list shall not be added to, nor altered, without the written consent of the Village. The Village reserves the right to approve any and all subcontractors and no subcontractor shall be allowed to do work unless they are listed in the Proposal, or in a subsequent written statement to the Village and approved by the Village. 5. Vendors shall not under any circumstances be relieved of its liabilities and obligations under the contract documents. All transactions of the Village shall be with the Vendor. Subcontractors shall be recognized only in such capacity. 6. The Village reserves the right to accept or reject any and all Proposals or any part thereof, to waive any informality or minor defect or irregularity in Proposal, or accept the Proposal that, in its opinion, will serve its best interests or decide not to award any contracts.. 7. Any Vendor may be required by the Village to submit additional data to satisfy the Village that such Vendor is prepared to fulfill the Contract, if it is awarded to them. 8. Vendors shall inform themselves of all the conditions under which the work is to be performed concerning the site of the work, the current system, the obstacles which may be encountered, and all other relevant matters concerning the work to be performed. 9. Vendors responding to this RFP must be available for oral presentations, demonstrations and/or interviews. 10. The contents of the Proposal of the successful firm may become part of any subsequent contractual obligation. 11. The contents of the Proposal may be subject to Freedom of Information Act (FOIA) requests. 12. Upon receipt of this RFP by potential Vendors, contact with any elected or appointed official, authority or board member, or employee of the Village, other than the contact listed, initiated by a firm representative to promote the firm(s) selection may result in disqualification. Timely information to all interested parties with regard to progress in the selection process and its results will be provided. 4

6 VILLAGE OF BUFFALO GROVE PUBLIC CONTRACT STATEMENTS The Village of Buffalo Grove is required to obtain certain information in the administration and awarding of public contracts. The following Public Contract Statements shall be executed and notarized. CERTIFICATION OF CONTRACTOR/BIDDER PUBLIC CONTRACT STATEMENTS In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires the following certification be acknowledged: The below-signed vendor/contractor hereby certifies that it is not barred from bidding or supplying any goods, services or construction let by the Village of Buffalo Grove with or without Request for Proposal, due to any violation of either Section 5/33 E-3 or 5/33 E-4 of Article 33E, Public Contracts, of the Chapter 720 of the Illinois Compiled Statutes, as amended. This act relates to interference with public contracting, bid rigging and rotating, kickbacks, and bidding. CERTIFICATION RELATIVE TO 65 ILCS 5/ In order to comply with 65 Illinois Complied Statutes 5/ , the Village of Buffalo Grove requires the following certification: The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless it is contesting in accordance with the procedures established by the appropriate revenue Act, its liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein: (1) is a Class A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts paid to it under the contract. CONFLICT OF INTEREST The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics requirements of the Village: The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this (Request for Proposal or purchase order) that none of the following Village Officials is either an officer or director of supplier or owns five percent (5%) or more of the Supplier: the Village President, the members of the Village Board of Trustees, the Village Clerk, the Village Treasurer, the members of the Zoning Board of Appeals and the Plan Commission, the Village Manager and his Assistant or Assistants, or the heads of the various departments within the Village. If the foregoing representation and warranty is inaccurate, state the name of the Village official who either is an officer or director of your business entity or owns five percent (5%) or more thereof: (Official) Print Name of Contractor/Vendor/Supplier Signature Title Subscribed and Sworn to before me this day of, Notary Public Notary Expiration Date 5

7 PUBLIC WORKS WORK ORDER/ASSET MANAGEMENT SOFTWARE REQUEST FOR PROPOSAL SPECIFICATIONS SUMMARY 1. Introduction The Village of Buffalo Grove ( Village ) is requesting proposals for a Public Works Work Order/Asset Management software system that will: a. Improve levels of customer service and operational efficiency b. Optimize the life-cycle of infrastructure assets c. Provide reliable business information systems which minimize service disruptions. This solution will replace the Village s current work order system. The proposed solution must be able to support all specifications and requirements identified in this Request for Proposal (RFP). The Village is seeking a single vendor that will provide solution, implementation services, data conversion services, as well as training and support. 2. Current Conditions The Village has used a custom designed Lotus Notes database as their work order system during the last 16 years. In its current state, the Notes work order system no longer supports the current business or integrated data needs of Village employees, residents, and system users and, therefore, the Village is seeking a new solution. The current work order system is used primarily for Public Works maintenance functions. Use and acceptance beyond these core user groups is not widespread. The various work orders and associated databases also involve a great deal of redundant entry and manual workflow across the entire Public Works department. The current work order system lacks sufficiently consolidated or corroborated data sets for use in management decision making and analysis and considerable human effort is expended for data extraction, validation and reconciliation. 6

8 3. Desired Conditions Through the implementation of a new, robust work order/asset management system, the Village desires to achieve the following goals: Business Goals The Village will have a centralized technology platform that is easily used by, and meets the needs of all Village Departments. The Village will improve service to its constituents through increased access to services and information and increased efficiency of service delivery. The Village will achieve improved levels of efficiency through the significant reduction of duplicative or redundant processes and paper / manual efforts, and through the implementation of efficient business tools such as workflow automation. The Village s business processes will be based on leading business practices, becoming more formal, standard and consistent to enhance controls and reduce risk. The Village will be able to easily search and obtain information for internal and external purposes and will be able to produce a variety of reports for management decision-making, reporting and analytical purposes. The Village will have accurate and verifiable information, consistent and accessible across the Village s Departments. 4. System The Village desires for the future software system to meet the following high-level goals: System Goals The System is desired to replace the current work order/asset management system and have an expanded footprint (beyond that of the current system). The system should be a long-term, stable, scalable solution that will integrate, interface or potentially replace other processes and/or systems currently in use, as well as be able to interface with potential future processes or systems that might be required. The System should be on a single platform, distributed and accessible throughout the entire Village from any location or remote site, with a common look and feel across modules and all Village Departments. The internal & external customer interface and functionality should be user-friendly. The System will have central, inter-relational databases that feed data throughout the system based on a single point of entry (thereby eliminating duplicate entry of the same piece of information). 7

9 System Goals (cont.) The System will have the ability to capture significantly more information than previously available in an improved, easily accessible and customizable format. The System will enable easy reporting of data in both standard out-of-the-box reports and custom developed reports. The System will be flexible and simple to adapt, expand or change to meet specific Village Department s information needs. The System should provide easy access to information across modules with a self-service, searchable format. The System will employ standard, formal business processes based on leading practices that are uniform throughout the system. The System will maximize the efficiency of business operations through automated workflows, notifications and document availability. The System will allow for better service and access to its external customers through integration with the Village website. In reaching these goals, the Village does not intend to heavily customize work order/asset management system in order to meet current business processes. The Village intends to adopt better business practices that may or may not require any customization of the future system. 8

10 5. Scope of Work The scope of services is limited to the footprint of a work order/asset management system that meets the Village s business requirements which is projected to be as follows: Providing and implementing a new Work Order/Asset Management software system for the Village of Buffalo Grove Public Works Department. Integrating existing systems as necessary The Vendor shall provide all data conversion from existing Lotus Notes Work Order System. The Vendor shall provide and administer end user training. The Vendor shall provide one (1) hard copy and one (1) digital copy of all software documentation. Scope Limitations The following scope limitations or constraints should be understood: The scope of services does not include any other functionality beyond those defined in Scope of Work above. For example, the scope of services does not include replacing the Village s current or financial system. If any changes to current systems are required to work with the solution, they must be specifically identified and highlighted in the project cost (Appendix A Requirements for Proposal, Section IX Cost Information). Current System Environment Footprint Public Works currently uses a custom designed Lotus Notes work order database to track work requests. Several separate databases also in Lotus Notes track inventory and maintenance of different assets. In some cases inventory or maintenance is tracked in Excel spreadsheets. A copy of the existing Lotus Notes data will be provided to the Vendor by the Village. Footprint Interfaces A list of required and desired interfaces is attached as part of the Business Requirements and can also be found in Appendix B Requirements for Solution. 9

11 APPENDIX A. REQUIREMENTS FOR PROPOSAL Please format the proposal with the following sections. Include all information requested. Please refer to Appendix B Requirements for Solution for all information necessary to provide responses to Sections III XI. The Village prefers proposals to be concise and easy to understand. Font size shall be no smaller than 10 point. Do not include unnecessary or extraneous information. One hard copy of the proposal and one electronic copy of the proposal must be furnished on or before the deadline for submittal of the proposal. S E C T I O N I E X E C U T I V E S U M M A R Y This section must include a brief overview of the key elements of your proposal. Please highlight any features or areas that differentiate your services and products from competitors and any specialization in solutions / implementation for local governments. Please limit the Executive Summary to no more than two pages. S E C T I O N II V E N D O R P R O F I L E Please include a brief overview and history of your company, addressing the organizational structure, target technologies and target industries. Highlight information regarding knowledge and experience in designing Work Order/Asset Management software systems and implementing such systems, especially for local governments. Please also indicate the following: 1. Vendor Name 2. Solution Name 3. Headquarter Location 4. Nearest Local Location 5. Website 6. Primary contact for this RFQ (Name, Address, Phone, Fax, ) o If different, indicate Person authorized to negotiate / commit to an agreement o If different, indicate Person proposed at team leader 7. Please identify any formal alliances or partnerships that may be of benefit to the Village. In your answer please consider any alliances or partnerships to vendors or solutions identified as required Interfaces in Appendix B Requirements for Solution item C. 10

12 S E C T I O N II V E N D O R P R O F I L E ( C O N T.) 8. Please describe your position in the marketplace, addressing the following areas: a. Years in business b. Years serving the public sector c. Targeted industries d. Customer base i. Industries ii. iii. Geographic regions Large, mid- or small tier e. Market capitalization f. Growth rate g. Annual revenue for prior three fiscal years h. Profit/loss statement for prior three fiscal years 9. Do you intend to subcontract any portion of the work required in this request for proposal? If so: a. Complete the above listed vendor profile questions (1-8) for each subcontractor b. Identify which elements of the required work will be performed by the subcontractor c. Indicate the plan for quality assurance over the quality and delivery of the work by the subcontractor S E C T I O N III B U S I N E S S R E Q U I R E M E N T S 1. Provide a description of the overall solution. 2. Provide a narrative description that highlights how the solution matches the Village s core business features and additional business features (See Appendix B Requirements for Solution) 3. Please indicate which of the business requirements are: (1) met by the solution in a standard offering, (2) met by the solution in a customized offering, (3) not met by the solution. 4. Provide the technical information about the proposed solution requested in Appendix B - Requirements for Solution of this Request for Proposal. Address all points requested with an explanation as it relates to the Village s requirements. 11

13 S E C T I O N III B U S I N E S S R E Q U I R E M E N T S ( C O N T.) 5. Provide the performance benchmarking information about the proposed solution requested in Appendix B - Requirements for Solution of this Request for Proposal. 6. Provide interface information about the proposed solution interfaces are listed in Appendix B - Requirements for Solution of this Request for Proposal. Indicate whether (1) an interface exists (standard), (2) an interface can be developed (custom), (3) an interface cannot be developed. 7. In addition to the information requested in the Section II Vendor Profile, please identify any formal partnerships or alliances that are not specifically identified as a required or desired interface, but that might be beneficial to the Village. 8. Please indicate the following information about the version of the solution you are proposing: a. Date this version was made commercially available (MM/YYYY)? b. Date this version last underwent major upgrades (MM/YYYY) (i.e. date of previous upgrade)? What major changes were included in this release? c. Date when next major upgrade will be rolled out and made available for installation (MM/YYYY). What major changes will be included in the next major release? Identify the modules and the related functionality included within this next major upgrade. 9. Identify if the following functionality and/or accompanying toolsets are provided with your solution. If a toolset is provided, please identify the toolset product name. a. Ability to identify and track software changes b. Ability to identify, track and handle customizations during system upgrades (major releases and version upgrades) c. Assist with the design and implementation of automated workflow d. Assist with the design and implementation of business processes e. Facilitate the integration with third party applications f. Assist with the mapping and migration of legacy or historical data g. Assist with the automation of testing customizations both during initial installation of Customization and thereafter as application upgrades are applied h. Allow the ability to view and manipulate data models i. Ability to provide user-defined, ad-hoc reporting 12

14 S E C T I O N III B U S I N E S S R E Q U I R E M E N T S ( C O N T.) 10. Please describe the documentation available to the Village, addressing the following: a. What documentation will you provide? Please list and delineate between technical (i.e., technical manuals) and non-technical (i.e., user guides) documentation. 1. In what media formats can it be provided? 2. How is it organized by module, by functionality? Please describe. b. Can this documentation be augmented with Village-specific procedures? If there is additional cost or effort to do so, please specify. c. How current is the documentation? Is it current with the most recent release? d. How is the release of updated documentation coordinated and distributed as it relates to the release of software upgrades? e. Will the Village be allowed to duplicate and distribute user and technical manuals for the solution? f. Do you provide an on-line user facility which encompasses the following topics? 1. Documentation of procedures for software applications 2. Intuitive web functionality that will prompt the user to search for, find and access the procedure/process in question 3. Updated, on-line documentation reflective of the latest version or release 4. On-line functionality enabling users to ask process related questions and receive answers 11. Please indicate the following about the data available to the Village: a. Are the data models and process models available to the Village for reference? b. Is configuration management methodology documented and available to the Village? c. Are software revision methodology and controls documented and available to the Village? d. Is a disaster recovery plan in place for your company, documented and available to the Village? 1. Please also answer this question for any subcontractors you are proposing, if applicable. 12. Please indicate the following about how the solution will help the Village meet its compliance requirements: a. Describe how the solution meets and accommodates legislative, regulatory and statutory requirements and agencies such as the National Pollutant Discharge Elimination System, Clean Water Act, Illinois Environmental Protection Agency requirements, and the Metropolitan Water Reclamation District, Sarbanes-Oxley Act, etc. b. Describe the means by which you notify the Village in advance of pending legislative, regulatory or statutory action that may impact your product. c. Describe the means by which your company distributes or makes available updates as required by legislation prior to the effective dates. 13

15 S E C T I O N IV T E C H N O L O G Y Please provide answers to the following questions about the technology that relates to your proposed solution. This information must be provided in addition to the requirements identified in Appendix B - Requirements for Solution. 1. What kind of hardware does the solution run on? 2. What kind of database does the solution run on? 3. What kind of software does the solution run on? 4. How are backups performed? 5. How is security built in to the system? 6. How is data recovery performed? 7. What is the history regarding security breaches? 8. How is the solution architected to prevent security breaches? 9. What external user authentication are supported? (Active directory, Ldap, others) S E C T I O N V I N T E R F A C E S The business requirements specify a number of required and desired interfaces, please answer the following: 1. How are Application Programming Interfaces (API) interfaces created? 2. What standards are adhered to? 3. Do your API's include data validation, error trapping and exception reports to facilitate correction and subsequent successful data transfer? 4. Do your API's include options for users to approve before the update is committed to the database? 5. Do you support integration with legacy systems during implementation of new modules? 6. Provide detail on how existing Systems will interface with your solution (see Appendix B. Business requirements, Item C. Interfaces for a listing of existing software systems) 14

16 S E C T I O N VI I M P L E M E N T A T I O N /CO N V E R S I O N The implementation of the proposed solution should consider that the Village has approximately 250 full time employees, all of which may use and/or access the new solution to some degree. 1. Propose a phased implementation plan for installation of the software solution. 2. Propose an estimated duration and timeline for installation of each phase and/or module. Please overlay the timeline with the implementation plan identified above. 3. Indicate the Project Manager for each phase of implementation. 4. Propose data conversion costs and timelines. 5. Include and highlight any requirements / activities that will be the responsibility of the Village during the implementation. 6. Describe your approach towards project management and governance for the implementation. S E C T I O N V I I T R A I N I N G 1. Describe the training process for key Village personnel to effectively maintain the proposed software solution. The training must include technical training for IT staff and consultants that covers topics such as installation, configuration, and maintenance of the proposed solution. 2. Describe the training process for all end-users. 3. Please provide a training schedule, indicating duration, audiences, frequency and location for all proposed training indicated above. 4. Please describe how the vendor provides on-going training for new Village employees. S E C T I O N V I I I - W A R R A N T I E S A N D S U P P O R T 1. Provide warranty information including all coverage offered and duration. Be sure to list any and all exclusions to the warranty offered. 2. At what stage does the warranty expire and annual maintenance contract period start? 3. Please describe the support services and methods available to the Village. 4. Please include hours of operation, location of technicians and response times for each support service and method. Please indicate your availability to provide service / support between the business hours 7am - 4pm CST? 5. Is after-hours support available, and if so, how is it handled? 6. How are support resources assigned to the Village? 7. What is the escalation methodology for problem resolution? 8. Identify any usage caps or limitations for support services. 15

17 S E C T I O N IX C O S T I N F O R M A T I O N 1. Provide cost estimates to meet the needs of the project addressing each of the following possible cost categories. Indicate not applicable where appropriate. The format of the cost proposal should address all possible areas of cost identified in the following list, Cost Categories, presented in a phased implementation schedule addressing all major activities and milestones, aggregating costs per phase. Cost proposals should take into account the following: 1. The costs should cover all Core Features listed in Appendix B - Requirements of Solution in the base pricing. Costs should also be provided separately for all Additional Features listed in Appendix B - Requirements of Solution. 2. As mentioned in the Scope of Work in the RFP Specifications, all system requirements should be considered in determining the cost. 3. A fixed cost bid for all solution / implementation efforts is preferred. Cost Categories Please provide cost estimates for each of the following categories. Please remember to address both the Core Features and Additional Features in your response. A. Software and License Fees i. Indicate price per module, basis of pricing, pricing brackets for increases in users ii. Indicate unit pricing, e.g. concurrent or named users, or identify other basis iii. In addition to the software, identify what services and documentation are included in the initial license fees. iv. Within the software licensing structure, identify if there is a maximum number of users defined in an enterprise license v. Identify what, if any, impact there is upon the licensing structure for multiple geographic site installations B. Implementation Fees C. Support / Maintenance (hourly, annually) D. Hourly rates for Additional Customizations E. Other costs for Additional Customizations F. Add-on modules (not a part of the base solution) G. Upgrades H. Conversions I. Hosting (if applicable) J. Transaction Fees (Public Use, Processing Fees for e-commerce) 16

18 S E C T I O N IX C O S T I N F O R M A T I O N ( C O N T.) K. Reporting Fees (standard reports and non-standard) L. Documentation M. Training i. Indicate if any of the following is not included in the base cost, and if not, an estimate of the costs: training manuals, technical/user manuals, configuration documentation, test scripts. i. During and on-going ii. All formats including on-site, classroom and web-based training N. Travel expenses (if applicable) O. Shipping / Freight expenses (if applicable) P. Taxes (if applicable) Q. Any other possible costs to be considered as part of the total cost of ownership S E C T I O N X Q U A L I F I C A T I O N S A N D R E F E R E N C E S 1. Please provide your qualifications in implementing Work Order/Asset Management software systems, including case studies for projects similar in their objective, industry, size and scope. 2. Please provide at least three (3) local government references of customers with similar project histories. Include the entity, address, phone number, and point of contact. Please indicate where team members proposed to serve the Village (see Section IX Team) have served the referenced clients. S E C T I O N XI T EAM 1. Please describe the quantity and organizational structure of the team that will support the Village over all phases of the project. 2. Please describe the qualifications of all core team leaders and members that will provide services to the Village over all major phases of the project. 3. Please describe any requirements of the team in terms of space, working hours and Village resources (both technical and personnel). 4. Please indicate how the vendor will maintain consistency among the team serving the Village. 17

19 S E C T I O N XI I - A P P E N D I X E S Include any additional information relevant to the proposal in appendixes. S E C T I O N XI I I - V E N D O R S I G N A T U R E P A G E Include the executed Vendor Signature Page (found in Appendix C - Vendor Signature Page) in accordance with the following instructions: Hard copies of the proposal must contain a manual signature of an authorized representative of the responding firm(s). The electronic copy may contain an electronic signature of the same authorized representative of the responding firm(s). Do not simply include brochures or technical documents as an explanation of the system proposed. 18

20 APPENDIX B. REQUIREMENTS FOR SOLUTION The following information attributes are required for any proposed solution. Responses to questions in Appendix A - Requirements for Proposal should address each attribute required below. 1. Goals Business Goals The Village will have a centralized technology platform that is easily used by, and meets the needs of all Departments. The Village will improve service to its constituents through increased access to services and information and increased efficiency of service delivery. The Village will achieve improved levels of efficiency through the significant reduction of duplicative or redundant processes and paper / manual efforts, and through the implementation of efficient business tools such as workflow automation. The Village s business processes will be based on leading business practices, becoming more formal, standard and consistent to enhance controls and reduce risk. The Village will be able to easily search and obtain information for internal and external purposes and will be able to produce a variety of reports for management decision-making, reporting and analytical purposes. The Village will have accurate and verifiable information, consistent and accessible across the Village s departments. The Village desires for the future software system to meet the following high-level goals: System Goals The System is desired to replace the current work order system and have an expanded footprint (beyond that of the current system). The system should be a long-term, stable, scalable solution that will integrate, interface or potentially replace other processes and/or systems currently in use, as well as be able to interface with potential future processes or systems that might be required. 19

21 System Goals (cont.) The System should be on a single platform, distributed and accessible throughout the entire Village from any location or remote site, with a common look and feel across modules. The internal & external customer interface and functionality should be user-friendly. The System will have central, inter-relational databases that feed data throughout the system based on a single point of entry (thereby eliminating duplicate entry of the same piece of information). The System will have the ability to capture significantly more information than previously available in an improved, easily accessible and customizable format. The System will enable easily reporting of data in both standard out-of-the-box reports and custom developed reports. The System will be flexible and simple to adapt, expand or change to meet each department s information needs. The System should provide easy access to information across modules with a self-service, searchable format. The System will employ standard, formal business processes based on leading practices that are uniform throughout the system. The System will maximize the efficiency of business operations through automated workflows, notifications and document availability. The System will allow for better service and access to its external customers through integration with the Village website. In reaching these goals, the Village does not intend to heavily customize an work order/asset management system in order to meet current business processes. The Village intends to adopt better business practices that may or may not require any customization of the future system. The system will allow for better service and access to its customers through an interface with the Village website or phone app. 20

22 2. Business Requirements The work order/asset management system must provide the following Core Features. The Village is also interested in a solution that provides the Additional Features listed below. The Core Features listed are required in the base pricing. Additional Features can be provided as line item options in addition to the base price. A. C O R E F E A T UR E S 1. Asset Management Requirements a. Dedicated asset applications (with asset specific content) for each of the following: 1. Bridges 2. Street Light Fixtures/ Traffic Signals 3. Markings 4. Pavement/Streets 5. Signs 6. Address Management 7. Trees 8. Sewer system apps including cleanouts, facilities, force mains, laterals, mains, manholes, pumps 9. Storm water system apps including basins, channels, culverts, facilities, inlets, manholes, outlets, pipes, pumps 10. Water system apps including backflows, facilities, hydrants, laterals, mains, meters, pumps, storage tanks 11. Parks and landscape areas 12. Sidewalk and Bike path inventory replacement 13. Parking lots and/or spaces b. Ability to configure additional asset applications for any type of asset without programming effort or vendor assistance c. Ability to link assets of different types (e.g. link a sign to a support) d. Ability to link assets of the same type (e.g. link parallel water mains) e. Ability to display asset relationships g. Track asset inspections and calculate current asset condition based on findings h. Calculate estimated asset condition based on performance curves i. Forecast asset replacement, life expectancy j. Ability to see multiple asset types (e.g. Streets and Water Mains) in a single view k. Ability to highlight a section of the map (e.g. Main St.) and see all assets at that location 21

23 1. Asset Management Requirements (cont.) l. Guided (step-by-step) process for creating a new asset m. Grid view of assets with ability to add columns, adjust columns, and sort by column n. Ability to track an unlimited number of asset attributes o. Review work history for each asset, automatically updated based on work management functionality p. Ability to filter view (both map view and list view) by any asset attribute 2. Work Management Requirements a. Tasks and Work Orders 1. Guided (step-by-step) process for creating one or more task 2. Track labor hours and associated costs 3. Track material usage and associated costs 4. Track equipment usage and associated costs 5. Ability to track contractor costs 6. Ability to track miscellaneous costs associated with work 7. Ability to associate multiple resources to a single task or work order 8. Track rate effective dates to allow for correct costing of previously completed work 9. Track actual start and end dates of work 10. Track estimated start and end dates of work and compare to actual dates 11. Ability to add/associate multiple tasks to a single work order 12. Ability to track cost accounting information at the task level 13. Ability to see roll-up of total work order cost (from all associated tasks) 14. Track and display work status 15. Ability to track progress of work completed based on number of tasks completed 16. Ability to links assets to associated work 17. Configure vendors and outside contractors 18. Track and display work priority 19. Ability to assign multiple laborers to a single task 20. Ability to identify work order owner 21. Ability to configure work types and work activities 22. Ability to enter resources via Timesheet view 23. Timesheet view includes user-specific view of incomplete work 24. Ability to automatically split resources across similar tasks (e.g. spent 8 hours installing 16 signs, auto calculate.5 hour each) 25. Ability to create both proactive and reactive work 26. Ability to view work orders on a map and/or list view 27. Workflow for how any new addresses will get added to the database over time. 22

24 2. Work Management Requirements (cont.) a. Tasks and Work Orders (cont.) 28. Ability to configure an unlimited number of work order and task attribute fields 29. Ability to filter view (both map view and list view) by any attribute 30. Ability to see productivity cost for on-going or completed work 31. Ability to bulk create work at multiple locations 32. Ability to view actual, average, and differential cost of work 33. Ability to easily filter work by one or more assignments b. Equipment 1. Record equipment information including but not limited to equipment attributes, cost, warranty 2. Track equipment maintenance history 3. Equipment usage log automatically updated based on work management functionality 4. Ability to include multiple applicable rates for a individual piece of equipment c. Labor 1. Record employee information including but not limited to hire date, title, supervisor, address 2. Track employee work history (e.g. certifications, training events) 3. Track list of work currently assigned to employee 4. Employee work log automatically updated based on work management functionality 5. Ability to include multiple applicable rates for an individual (e.g. regular pay, overtime, holiday) d. Material Inventory 1. Record material information including but not limited to manufacturer, model, cost 2. Track historical events related to materials 3. Material usage log automatically updated based on work management functionality 4. Ability to include multiple applicable price quotes for each item 5. Ability to specify primary vendor and price quote 6. Track quantity on hand and automatically decrease amount based on quantity used 7. Perform material stock transactions and record associated cost 8. Perform increase and decrease adjustments of quantity on hand 9. Ability to set default quantity usage 10. Ability to cost materials to a work order using FIFO, LIFO, Least Expensive, Most Expensive 11. Ability to set reorder points and reorder amounts 23

25 2. Work Management Requirements (cont.) e. Vendors 1. Record vendor information including but not limited to name, address, phone, tax ID 2. Ability to document multiple contact persons for each vendor 3. Ability to track price quotes and associate to material item 4. Ability to identify primary vendor (and default material cost) 5. Ability to include multiple vendor quotes for the same item 6. Ability to create multiple quotes for different items under the same vendor 7. Ability to record vendor history / events 3. Work Request Requirements 1. Guided (step-by-step) process for taking a request 2. Ability to track the spatial location of a request 3. Ability for public to submit requests via smartphone application 4. Ability for public to submit requests via web 5. Ability for public to review request information (e.g. status) online 6. Link work requests to tasks 7. Ability to document and save requester information 8. Ability to look up requester by identifying information such as name, phone number, etc. 9. Ability to review requester history 10. Ability to link multiple requesters to a single request 11. Ability to see existing work requests when documenting a new request 12. Ability to view work requests on a map interface or list view 13. Ability to configure an unlimited number of request attribute fields 14. Ability to filter view (both map and/or list view) by any request attribute 15. Establish and monitor the status of requests 16. Guided (step-by-step) process for creating work from a request 17. Ability to see the cost incurred from processing a request 4. Reporting Requirements 1. Available standard reports (e.g. overdue tasks, accuracy of work estimates, costs by department) 2. Ability to create custom reports 3. Ability to create ad hoc reports 4. Ability to report and query on any field in the database 5. Ability to export report output to multiple formats including PDF, XLS, HTML, RTF, TIFF 6. Ability to run audit reports showing any data changes 7. Labor and equipment costing reports 24

26 5. Misc. Requirements 1. Web based user interface 2. Support for real time access for field (remote) workers 6. System. Requirements 1. Support Windows 2008 Server (R2) 2. Support SQL Server 2008 or greater 3. System support for all Windows server critical updates 4. System Runs either virtualized or as software as a service 5. Provide minimum Server specifications 6. Provide client server architecture information 7. Provide user authentication information 8. Detail how Windows Active Directory interacts with your program. 9. Detail any requirements for third party software (ie Java) 1. Asset Management Features 1. Module listing 2. Work Management Features 1. Module listing 3. Work Request Features 1. Module listing 4. Reporting Features 1. Purchasing Reports 2. Gantt Charts 3. Rollup reports 5. Misc. Features 1. On screen Help menu 2. Online knowledge base and FAQ B. ADDITIONA L F E A T UR E S 3. Web based training opportunities 4. Regional education and user events 5. Toll-free technical support via phone, fax or 6. Maintenance releases at no additional cost 25

27 C. I NT E R F A C E S A list of interfaces is provided below. Required Interfaces 1. ESRI GIS ver 10.2 or later 2. Microsoft Exchange (ver2013) 3. Computerized Fleet Analysis (CFA) (ver8.1 or later) 4. New World LOGOS ver 8.2 or later 5. Laserfiche ver 8.3 or later 6. Iphone/ipad application Desired Interfaces 2. Wonderware / Win911 (SCADA) 3. Wrike Project Management 26

28 APPENDIX C. VENDOR SIGNATURE By submission of this proposal, the proposer certifies that he/she has arrived at costs independently, without consultation, communication, or agreement for the purpose of restricting competition. Business Contact Representative Operational Contact Representative Vendor s Name Federal ID # Address Vendor s Web Site Phone Fax Authorized Signature and Date Typed Name & Title 27

29 APPENDIX D. SCHEDULE OF DATES Schedule Dates Date RFP Released May 15, 2014 Deadline to submit written clarification questions regarding the RFP June 3, 2014 Answers to questions provided to Vendors June 10, 2014 RFP Due - respondents shall be responsible for delivery of both the hardcopy and digital copy at or before 10:00 A.M. June 16, 2014 *Complete reference checks and select finalists June 23, 2014 *Demonstrations and Interviews with finalists will take place the week of July 7, 2014 *Vendor selection and contract review July 25, 2014 *Village Board action awarding contract September 8, 2014 *Implementation to begin December 1, 2014 *The Village may adjust the schedule to meet the best interests of the Village of Buffalo Grove. 28