Addendum #4 to Spotsylvania County RFP # for Enterprise Asset Management System Software June 10, 2015

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1 Addendum #4 to Spotsylvania County RFP # for Enterprise Asset Management System Software June 10, 2015 Addendum #4 for Request for Proposal # is issued in accordance with the RFP Terms & Conditions and is intended to provide additional information and clarification to bidders. Addendum #4 consists of one0 (1) item which is listed below, attached hereto and made a part hereof to RFP # Item 1: All Questions and Answers. QUESTIONS AND ANSWERS: 1. Please identify what existing technology systems are in place that are being replaced by this Procurement. We are replacing CarteGraph Software Suite 8.1a 2. Please identify how much and what types of information must be migrated into the new system from any systems being replaced, and whether this will be done manually or can be done programmatically. The county is not anticipating data migration from the existing system, and that any new system installed will be configured according to planned/new requirements. 3. Of the 250 employees; how many are full-time remote and how many are full time in an office; Page 5 identifies 1500 employees as the user population. Can you explain what each of these numbers refer to as to full-time and casual user counts? The county currently has approximately 100 full-time remote users and 100 full-time office users who will initially use this system. The county is expecting to expand the use of this system to other departments in the future, and desire specifications, costs, and other associated information for planned expansion, to include hardware specification, software specifications, cost of concurrent user licenses, etc. 1

2 4. Please clarify the acronym HTE, what system(s) it refers to and what integration capabilities this system offers. The HTE solution currently in place in the county is a financial systems package offered by Sungard Solutions, to include General Ledger, Accounts Payable, Accounts Receivable, Payroll, Utility Billing, and other ancillary systems. The County is seeking information from proposers on any integration requirements from the proposed system into the County s existing system, as well as for the County s proposed new financial systems package, OneSolution, also offered by Sungard. 5. Please deliver technical specifications and device types for the devices that will connect to the EAM; Workstations, Tablets, cell phones, etc. This is necessary to properly determine interoperability. The county current supports HP servers, running at minimum Windows 10, computers, running at minimum Windows 7, as well as a variety of Apple ipads and iphones. The county expects the proposer to provide a solution that is adaptable across a variety of platforms, and is scalable for newer technology, operating systems, and hardware. All proposals will be closely reviewed for details on their approach to emerging technologies, and total cost of ownership for the life cycle of the product. 6. Please explain in more detail the County s expectation to the requirement Repairs. To include wastewater pipe, manholes, main repairs, lateral repairs, with man hours and inventory; however, this may also include additional repairs as other departments are added to the system. The county expects each proposal to reflect the level of flexibility and adaptability it has developed in their application, to allow for growth and expansion of the system. 7. What inventory management systems are in place for parts control and ordering. Please explain technologies and interface capabilities. The county does not currently have a formal inventory management system in place for parts control and ordering, and primarily relies on a manual process for current needs. 8. Please explain what call center technologies or systems are in place now, including interfacing and databases. The county currently has a fiber backbone telephone system that provides call center capabilities, such as call queuing, recording, and other capabilities not implemented. The current Nortel CS1000 telephone system in place, combined with Symposium, allows for the development of interfaces to existing systems to pull in customer information for call takers; however, that functionality has not been explored to date, and customer service currently takes calls and manually inputs information into the existing work order system. 9. Are the Critical Valve and Annual Flushing programs in place or is this a capability you are wanting the EAM to be able to have configured. They are in standalone programs developed by our integrator; the proposed program shall be enhanced these programs or replace. 10. Are any SCADA systems currently in place, if so please detail what systems are in use and what the integration requirements are, or if not, what are the details of this need. 2

3 SCADA integration is a future want but not necessary in the beginning. We have brought all of SCADA to Allen Brady and factory talk software. Example of maintenance schedule on pump run hours. 11. Are you expecting the proposed EAM to offer a GPS system. Please explain this requirement. It is anticipated that field crews perform work in the field under a variety of circumstances, and that GPS coordinates be captured/validated, for entry into existing GIS-based applications. 12. Are you expecting the proposed EAM to provide photographic capabilities? Please explain this requirement. The County expects the proposed EAM to provide the capability to attach photos and videos to Utility GIS nodes in the system; i.e. TV video to pipes. 13. Please explain the acronym SSO s. Sanitary Sewer Overflows 14. What sensor technologies are in place to monitor remote locations such as water flow, leaks and pressure; sewer pressures; vehicle management, mileage monitoring. Flow meters, vehicle GPS, Water control valves, sewer check valves, Security cameras 15. Are any additional modules required by IT Pipes CCTV solution, that the County does not own, that are required in order to integrate with IBM Maximo solutions. None known at this time; however, additional modules may be required, dependent on future county technology needs. The proposer should provide optional modules available, for review and consideration by the county during proposal evaluation. 16. Are any additional modules required by Sungard Financial System, that the County does not own, that are required in order to integrate with IBM Maximo solutions. None known at this time; however, additional modules may be required, dependent on future county technology needs. The proposer should provide optional modules available, for review and consideration by the county during proposal evaluation. 17. Are any additional modules required by the HTE Financial System, that the County does not own, that are required in order to integrate with IBM Maximo solutions. None known at this time; however, additional modules may be required, dependent on future county technology needs. The proposer should provide optional modules available, for review and consideration by the county during proposal evaluation. 18. Please explain what the County means by native integration with SunGard, HTE, and IT Pipes, and what specific criteria will cause a proposal to fail in this evaluation point. Please see question #4 for response 19. What CCTV inspection system(s) are currently in place? Is the new EAM system expected to replace any existing CCTV video systems, or integrate with this system? We are currently using IT Pipes for our CCTV inspection system, and is planning to integrate the 3

4 new EAM software with IT Pipes. 20. If there are only 250 employees, what is the rational for supporting 1500 active users? See #3 above. The system will need to be spec d for growth, but it is not anticipated that a total of 1500 active users will be required. 21. What are the expected number of users of the EAM solution by job role (supervisor, technician, planner, etc)? The county s primary users of this system will be technicians, with approximately 15% users to include supervisors and planners. 22. Will the people performing the work on mobile devices have wifi or cell connectivity or will they require disconnected access to the system? The county requires disconnected access to the system for all users; however, the county currently has users that have wifi/cell connectivity in the field. 23. Regarding the State Corporation Commission Certificate is this a Certificate of Good Standing or something else? When a business registers with the State of Virginia, the business is given a SCC number and a certificate (sample was attached with Addendum #2) 24. Will this project be funded by Grant funds? No 25. Regarding insurance, the requirement to be added as additional insured for Auto and GL is not an issue, however, the appendix almost makes it sound like there is a requirement to be added as an additional insured for workmans comp please verify if that is also a requirement. Section VII - Terms and Conditions: W: Insurance for all requirements which includes Worker s Compensation Insurance. 26. What middleware is used by your organization today (WebLogic, WebSphere)? The county uses COTS applications with interfaces written and supported by COTS vendors. 27. What is the business driver for initiating this project at this time? The county is looking to implement a single EAM system to be used by the utilities department that can grow and be used by the whole county. To better utilize our GIS system, track work orders and equipment, manage inventory, and give us the capability to do this with mobile devices. 28. Under Section III. Statement of Needs, it states the EAM system must be able to accommodate the following: Building and ground maintenance -Are there specific assets the County wants to perform maintenance on? If yes, would you provide a list of those assets? Yes, the county wants to be able to track and schedule maintenance, inventory, and capital improvements for various county assets, and for multiple departments. 4

5 29. Solid Waste management: Facilities-Are there specific assets the County wants track? If yes, would you provide a list of those assets? Equipment maintenance, material tonnage, regulatory reports, monitoring well data and inventory. 30. Will the County accept a pilot period as part of the response to ensure the reports and customizations of the configuration are functioning exactly in the manner to create long term reliability and maximum ease on the part of the users? The county requires a system that has existing standard reporting functionality, as well as the ability for county staff to produce ad-hoc reports, on demand, utilizing either built-in reporting functionality, or provide necessary file layouts and/or views of data that allow further data analysis using third-party reporting software, such as Crystal Reports. The county does not require that the proposer provide third-party reporting software as part of its package, unless it is a standard requirement for the proper reporting functionality. 31. Does the county expects 24x7 monitoring on the part or the vendor or is 19 hours per day sufficient? Monitoring is not expected. 32. What is the level of testing and the environment expected for the development stage of the project? The county anticipates that the proposer will provide appropriate testing methodologies during the planning and implementation of the software, which will be further refined during the project planning phase. Any integrations required for the successful implementation of this software will require a full test cycle of data passing to and from each integrated system. 33. Is as staged project plan that includes the 4 development phases followed by two testing phases acceptable to the county? The county is expecting the proposer to present a plan best suited for implementation of their proposed software; please note that the county does work with a third-party integrator that will be part of the project implementation process. 34. When will the county release the existing network details required for full interoperability. This question is unclear as to what response is required. 35. What central data base is currently being used and how do all components (endpoints) access? There are multiple databases deployed, as the county transitions from legacy systems; currently, we are a Microsoft SQL shop, but our current Sungard solution is IBM DB When will the county release the version information required to develop a full network diagram of all related architecture. This question is unclear as to what response is required. 37. Under Section II. Background Information, there is a statement that the County Utilities/Public Works employs approximately 250 full-time and part-time employees, and then in 5

6 Section III. Statement of Needs there is a statement that the system must be able to support up to 1500 active employees w/ no limits on concurrent licensing. a. What is the total number of users the EAM system needs to ensure it can support? See #3 above. 38. Under Section III. Statement of Needs, it states the EAM system must be able to accommodate the following: b. Water and Waste Water Plant maintenance i. Are there specific assets the County wants to perform maintenance on? 1. If yes, would you provide a list of those assets? Yes, the county is would like to be able to perform maintenance on all plant equipment to include but not limited to pumps, motors, electrical, chemical and buildings. c. Develop invoices for Billing. i. Would you please provide clarification on what exactly the expected outcome is for this, is it to have the ability to generate the cost of doing something or having an invoice generator in the system? To start with it will be to have cost of performing task such as man hours, equipment and materials, but in the future to have invoices generated to purchase supplies and materials to complete a scheduled work task. d. CCTV video system for storage and retrieval of camera inspections for sewer lines tied to the GIS system sewer pipes as attributes i. What CCTV system is the County using, is it IT Pipes? The county is currently using IT pipes. ii. You mention that this needs to be tied to GIS, does this mean that it does not need to be tied to the asset management system? The asset management system is to be tied to GIS and therefore the videos from IT pipes will be tied to GIS and EAM. e. Vehicle Maintenance Real time vehicle tracking system i. Does the County currently have a vehicle tracking system in place? Yes ii. If yes, what is the name of that system? The county is currently using Fleetmatics. iii. If the County does not have a vehicle tracking system in place, is it required that the tracking system be part of the EAM system purchased under this RFP? f. Call center integration with work management functions i. Would you please provide a definition and further information on what the expected outcome for this functionality? See #8 above. The county seeks information on the possible implementation of a system that receives call information, automatically populates a call ticket that can then generate a work order for service. ii. Is the County currently using a call center system? Yes 6

7 1. If yes, what is the name of that system? Nortel CS1000, and Symposium g. Solid Waste management i. Would you provide clarity on what the long term goal is for Solid Waste management? See #29 above. ii. Are there specific assets the County wants track? 1. If yes, would you provide a list of those assets? 2. The county desires to track a wide variety of assets from various departments, with the intent to expand this as a standard EAM system for all county departments. iii. Does Solid Waste also need to track collection sites? YES h. SCADA integration for preventative maintenance work orders i. What is the name of the SCADA system to be integrated with the EAM system? See #10 above. ii. Would you provide clarity on the goal of this integration? See #10 above i. Utility Construction inspections - GPS i. Would you provide an explanation of what is required with the GPS? 1. Is this to add in GPS positions or something else? During new construction the county expects to GPS new clean-outs, meter barrel and manholes, and various other county assets as determined for future expansion of the EAM system. j. All costs for the system must be itemized and provide a total cost of hardware (if any) i. Since this is an RFP for software would you provide clarity on the expectation for cost of hardware to be included in the response? The county expects the proposer to provide all hardware, software and other costs associated with the successful implementation of the proposed software. Please note that the RFP states in 6(a)6, that the County may opt to provide the hardware required for the system, and if so, the selected Offeror shall work with the County to ensure that the hardware specifications must meet the Offeror s requirements as provided in the Offeror s proposal. The County does agree to also include 3 rd party software into this section, so as to allow maximized cost savings. ii. Is the County looking for server costs, device costs, etc. to be included in the response or will inclusion of the specifications for the hardware be sufficient? See response in i. k. System must be able to support Microsoft Windows Operating Systems on all server, laptop, tablet, desktop, and workstation computers. i. In the first bullet point under Section III for mobile devices there is a reference to Apple, Android and Windows. Would you provide clarity if the County is open to using Apple and Android functionality in addition to Microsoft Windows? See response #5 7

8 l. System must provide configurable audit trails must be reportable by the Manager/Supervisor ID, Employee ID#, Date of change, and Date of original transaction i. Is it required that the audit trail contain all of the items listed in the sentence above or is the County looking audit trail capability within the EAM system? The county is looking for audit trail capabilities within the proposed EAM system, which at minimum, includes fields that capture changes to the system trackable by employee ID and date. 39. Under Section VI. Proposal Evaluation Criteria m. Evaluation Criteria 3. Additional features and capabilities i. Several bullet points reference Certification/Support requirements. 1. Does the County need to see actual certification documents? a. If not, what exactly does the County want provided for these items? The County is looking for verifiable software/proposer certification that the products listed are officially supported by the proposer, i.e. Microsoft Certified Gold Partner. ii. Certification/Support of enterprise antivirus and end-point security software. 1. Would you provide clarity on what the expected deliverable is for this statement? The County is looking for verifiable confirmation that the proposer can support a variety of enterprise antivirus and end-point security softwares, to include mobile device management software. If there are these types of products that conflict with the proposed solution, please identify what those products are, as well as provide a statement that the proposed solution will operate successfully under common enterprise antivirus and end-point security softwares, to include mobile device management software. 2. Does it mean that the EAM system must be able to provide this as part of the software deliverable? The County does not expect the EAM system to deliver an enterprise antivirus and end-point security software, UNLESS it is a requirement of your solution for a successful implementation. 40. General: Please confirm if this RFP is for Software Only or includes all professional services to install, configure, train and deploy the system. This is an assumption since there are few specifications or requirements of a implemented system. The county is expecting the proposer to present a plan best suited for implementation of their proposed software; please note that the county does work with a third-party integrator that will be part of the project implementation process. 41. Page 3: Enterprise Asset Management System Software that is compatible with their current GIS, SunGard Financial systems, HTE and CCTV Software. The selected vendor will develop and provide the application interfaces required to integrate the new Enterprise Asset Management 8

9 System with the current GIS, SunGard Financial Systems, HTE and CCTV Software. Question: The integration requirements and specifications were not included in the RFP. Since there are no requirements or specification to define the the level of integration, is it acceptable to include in the proposal software API s that are used for typical integrations? The proposer should provide documented capabilities for integration with listed softwares/applications; however, if the vendor chooses to recommend a software API for typical integrations, the county will require full documentation of that API for analysis, in determining if the API meets the requirements of the RFP. 42. Page 5: All costs for the system must be itemized and provide a total cost of hardware (if any), software, peripherals, installation and annual maintenance/warranties of the proposed system. Is it acceptable to submit Hardware and 3 rd party software specification and not actual costs? A detailed IT infrastructure environment not was provided in the RFP. It is expected that many of the required hardware and 3 rd party software (i.e MS SQL Server) are available and may be unnecessary costs. I suggest that you separate Hardware quotes from this RFP in order to get the best quotes with your preferred hardware vendors following your IT standards. It is not acceptable to submit hardware and 3 rd party software specifications only; the RFP states in 6(a)6, that the County may opt to provide the hardware required for the system, and if so, the selected Offeror shall work with the County to ensure that the hardware specifications must meet the Offeror s requirements as provided in the Offeror s proposal. The County does agree to also include 3 rd party software into this section, so as to allow maximized cost savings. 43. If data migration services are intended, is there data migration to be converted from an existing system? If so, what is the system and database format? SEE #2 ABOVE. 44. What type of integration interfaces does CCTV video system provide for ARCHIBUS to connect to? Does it support web service calls for data exchange? Does it provide open sockets for live video streams? The county currently uses IT Pipes as its CCTV video system, and expects the proposer to provide any integration supports and costs in their proposal. 45. What GIS system is currently used? Is it ESRI? The County uses ESRI 10.1 for its GIS system. 46. Does "real time vehicle tracking mean, being able to locate a vehicle or a map? What types of tracking equipment do the vehicles currently use if any? What types of tracking equipment is permitted on the vehicles? Vehicles are currently equipped with GPS tracking through Fleetmatics no additional equipment is necessary. The county desires software that integrates GPS vehicle tracking capabilities with the EAM system to allow maximized assignment of work orders. 47. What types of interfaces does SunGard Financial support? Does it support Web Service calls? See response #41 9

10 48. What types of interfaces does HTE support? Does it support Web Service calls? See response # What types of interfaces does SCADA support? Does it support Web Service calls? See #10 above. 50. Is there a specific software that the County is interested in? No 51. Is there a desired budget for the software? The county is seeking the most suitable software for an EAM system, and will evaluate total cost of implementation and ownership for the entire software life cycle as part of the review process. 52. The RFP states that Professional services, training, and documentation required for the successful implementation of a new Enterprise Asset Management System will be provided by a third party. However, the evaluation criteria include the vendor s qualifications, personnel assigned, past performance, work experience, and costs for professional services, training, and documentation. Would you please clarify? See response #40 Donna Beasley June 10, 2015 Donna Beasley, CPPB Date Procurement Officer 1 10

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