COUNTY OF SANTA CLARA, CALIFORNIA. REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSOQ) No. 263-T05CMMS FOR COUNTY OF SANTA CLARA

Transcription

1 COUNTY OF SANTA CLARA, CALIFORNIA REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSOQ) No. 263-T05CMMS FOR COUNTY OF SANTA CLARA TITLE: MAXIMO UPGRADE AND FUNCTIONALITY ENHANCEMENTS STATEMENT OF QUALIFICATIONS DUE: TUESDAY, May 16, 2006 AT 3:00 P.M. PST IN THE BUILDING OPERATIONS DIVISION 1555 BERGER DR. BUILDING # 3 SAN JOSE, CA CONTACT: Lin Ortega (408) Lin.Ortega@faf.sccgov.org Page 1 of 8

2 SECTION I. INVITATION The County of Santa Clara, Facilities and Fleet Department s Building Operations Division (BOD), is seeking Statements of Qualification (SOQ) from firms providing consulting and support services related to upgrades and functionality enhancements of its MAXIMO Computerized Maintenance Management System (CMMS). The County s goal is to hire the most qualified consultant firm to provide the necessary resources and technical expertise to upgrade its MAXIMO Version CMMS system to MAXIMO s new Enterprise version. SECTION II. INSTRUCTIONS TO SUBMITTERS 1. Preparation of Statement of Qualifications SOQ Submittals must include a cover letter clearly identifying the RFSOQ Number and title name listed on the cover page of this document. Firms must include all relevant information that will help the County assess the firm s ability to perform the required tasks. The required tasks are listed under the Scope of Services Details section of this RFSOQ document. All attachments shall be identified with the Submitter s name, RFSOQ number, and page number. No oral, telephone, facsimile, or electronic responses will be accepted. All costs for the preparation of the SOQ shall be borne by the submitting firm. 2. Respondent Documents - The following information must be included and clearly identified in the SOQ submittals: Firm s Name, locations and contact information, Firm s History (i.e., years in business, lines of services, etc), List of CMMS systems firm has direct experience with, List of client references detailing the specific services provided, List of Government clients detailing the specific services provided and contact information if available, List of firm s branch offices and contact information for each, Demonstrable characteristics Experience of Firm in: i. County and City government ii. Strategic Planning engagements iii. System Development and Integration oversight engagements Experience of Staff in: i. County and City government ii. Strategic Planning engagements iii. System Development and Integration oversight engagements References: i. Resumes of Team Members ii. Project Management expertise iii. Established Project Management methodology iv. Size, scope, and project duration of comparable efforts Page 2 of 8

3 Qualifications Demonstrate capability as a leading edge core competency for proposing Best Practices for CMMS Software implementation and upgrades. Demonstrate competency in proposing strategies for: County and City governments System replacement strategies and replacement plans Application Software Specifications development System Integration Specifications development Business requirements Technical Design Project Management Service Level Agreements Independent Verification and Validation 3. Statement of Qualifications Schedule - The following is the anticipated schedule of events relevant to this RFSOQ. The County may change the estimated dates and process as deemed necessary. May 2, 2006 May 16, 2006 May 19, 2006 May 22, 2006 May 29, 2006 May 30, 2006 Issue RFSOQ SOQ due from interested firms County selection of top 2 firms County notices issued Oral presentations by top 2 firms County selection and execute Service Agreement 4. RFSOQ Questions and Answers Questions or requests for clarification may be submitted via to Lin.Ortega@faf.sccgov.org by May 11, 2006, at 10:00 a.m. PST. 5. Submission of SOQ - Responses to the RFSOQ shall be delivered or mailed in a sealed envelope or package clearly marked with the applicable RFSOQ number and title name, and addressed to: County of Santa Clara FAF, Building Operations Division 1555 Berger Dr Building 3 San Jose, CA Interested firms shall submit one (1) original set and three (3) copies of the SOQ package with the submittal. The original must be clearly marked Original on the cover of the hardcopy. 6. Public Opening of RFSOQ There will be no public opening for this RFSOQ. 7. Late Responses - All responses to the RFSOQ must be received at the above address no later than the stated due date and time. Responses received after the deadline may not be considered. Page 3 of 8

4 8. Point of Contact - All questions regarding this RFP shall be directed to County Project Manager. He may be reached by at Lin.Ortega@faf.sccgov.org. County is not responsible for any oral or written interpretations from any other person. 9. Reservations- The County reserves the right to do the following at any time: Reject any submittals, without indicating any reason for such rejection. Request Submitters to supplement or modify all or certain aspects of their proposals or other documents or materials submitted. Terminate this RFSOQ and issue a new RFSOQ. Procure any materials or services specified in this RFSOQ by another means. Modify the selection process, the specifications or requirements for materials or services, or the contents or format of the submittals. Extend a deadline specified in this RFSOQ, including deadlines for accepting SOQ submittals. Negotiate with any or none of the interested firms who submitted SOQs. Modify in the final contract any terms described in this RFSOQ. Terminate failed negotiations with a Submitter without liability, and negotiate with other Submitters. Disqualify any Submitter on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposal or other data available to the County. Reject a SOQ submittal from a Submitter that is in breach of or in default under any other agreement with the County. 10. Notification of Withdrawals of Statement of Qualifications SOQ submittals may be withdrawn by a respondent by formal written notice prior to the RFSOQ due date and time. All submittals not withdrawn prior to the due date will become the property of the County of Santa Clara. 11. Confidentiality All data and information gathered by the Submitter and its agents in this RFSOQ process, including reports, recommendations, specifications and data, shall be treated by the Submitter and its agents as confidential. The Submitter and its agents shall not disclose or communicate this information to a third party or use it in advertising, publicity, propaganda, or in another job or jobs, unless written consent is obtained from the County. Generally, each SOQ submittal and all documentation, including financial information submitted by a Submitter to the County, is confidential until a contract is awarded, when such documents become public record under state and local law. SECTION III SCOPE OF SERVICES DETAILS 1. Building Operations Division The BOD is responsible for maintaining over 5.5 million square feet of the County s facilities infrastructure, and for maintaining the grounds in and around these facilities. The facilities maintained by BOD include office buildings, clinics, adult and juvenile detention facilities, data centers, a crime lab, a morgue, warehouse facilities, and a parking structure. The BOD processes approximately Page 4 of 8

5 19,000 corrective work orders per year, 25,000 preventive maintenance work orders per year, and approximately 1,500 major or capital improvement related work orders per year. It has a field maintenance staff of 113 crafts people, which is comprised of electricians, refrigeration mechanics, plumbers, painters, carpenters, elevator mechanics, general maintenance mechanics, and electronic technicians. Two engineers and two project control specialists complement this group of field service personnel. In addition, it has a staff of 68 employees dedicated to providing custodial and grounds services, and a staff of two dedicated to enforcing parking patrol requirements. A staff of 14 provides direct fiscal and administrative support to the entire Division. BOD is also responsible for managing Utilities (including budget, forecasting, and energy conservation) and Integrated Pest Management (IPM) functions related to facility infrastructure corrections or improvements. 2. Project Background BOD is seeking to retain the services of a qualified consultant to provide the technical expertise and resources necessary to upgrade its MAXIMO CMMS system from version to the new MAXIMO Enterprise version. The version of MAXIMO currently in use is several iterations behind and as such is not readily supported nor does it provide the functionality needed to support current work processes in the BOD. The currently used version has limited functionality and does not easily integrate to the County s main HR and fiscal management systems. Given the existing limitations of MAXIMO 4.0.1, BOD has utilized various approaches to comply with the minimum operational requirements to sustain its workflow and work management operations. Many of these approaches have required the development of customized programming utilizing third party software packages such as Access, Excel, and custom made interfaces. BOD s goal is to be able to maximize the use of MAXIMO s new functionality to make its work management and work flow processes more efficient, and to provide for true integration to the County s main fiscal and personnel systems. Examples of such processes include integrating electronic work order assignment and time capture through devices such as wireless PDAs, and integrate its warehouse and procurement functions into MAXIMO. 3. Work Details The County is seeking the services of a qualified consultant to provide the expertise and technical resources to upgrade the County s existing MAXIMO Version CMMS system to MAXIMO s new Enterprise Version. The selected consultant is expected to poses industry best practices experience in performing MAXIMO installations, upgrades, and MAXIMO/third-party system integration. The selected consultant is also expected to possess thorough knowledge of CMMS and related technologies and processes that will enable it to effectively fulfill the County s requirements. The County has not yet defined the MAXIMO upgrade specifications, however, is considering approaching the task in two phases and including the following requirements: Phase 1: Consultant will provide the technical expertise and resources necessary to install and activate the new MAXIMO Enterprise version (already owned by the Page 5 of 8

6 County). This process will include migration of all historical data from the old version to the new version. All existing (i.e., currently in use by the County) functionality and interfaces must be maintained when upgraded to the new version of MAXIMO. Where steps can be taken during the MAXIMO upgrade process to address/activate future functionality, the consultant is expected to advice the county in writing of such requirement/option. The selected consultant is expected to develop an upgrade plan, which based on their relevant experience, has proven successful in previous like efforts. The County s BOD s Information Systems group and the County s assigned project manger must approve the proposed upgrade plan and approach before the upgrade process is started. BOD is a 24/7/365 operation that depends greatly on MAXIMO and therefore any system downtime must be kept to a minimum. The County will require that MAXIMO system downtime be limited to evening and weekend hours in order to minimize the negative impact to BOD s operations. Phase 2: After completion of the Phase 1 process, the County will provide the consultant with an outline of MAXIMO functionality features that must be activated on BOD s upgraded MAXIMO system. The consultant will be required to assess the outlined functionality and develop an implementation plan that is to be reviewed by BOD. BOD will assess the proposed implementation plan and provide the consultant with written approval to proceed. In this phase of the MAXIMO upgrade project, the County will be looking at activating MAXIMO functionality such as asset management, labor management, materials management, and paperless work order management, among other possible requirements. In addition, this phase of the project will include developing a plan to integrate MAXIMO with SAP and other 3 rd party software management packages currently used by BOD, and potentially implementing such features. The overall goal of the MAXIMO upgrade effort is to make Building Operations work management operations more efficient. The MAXIMO upgrade, the consolidation and integration of other operational management software packages, and the potential activation of new functionality (new to BOD) is expected to result in more efficient processes for BOD. These efforts, however, must be complemented by the required MAXIMO training; the consultant will be expected to provide detailed training to BOD s staff on the use of the new MAXIMO version, including training for the added MAXIMO functionality. SECTION IV. QUALIFICATIONS SUBMITTAL CONTENT Submitters must present and complete all of the items stated in this section. Adherence to these rules will help ensure a fair and objective analysis of all responses. Answers to questions in this section shall be completed in sequential order. The SOQ submittal shall include the following information at a minimum: 1. Submitter s complete name, business address, URL Web address, and telephone number and the name, mailing address, address, and telephone Page 6 of 8

7 number of person the County should contact regarding the SOQ submittal. 2. A description of the Submitter s organization, including names of principals, number of employees, longevity, client base, areas of specialization and expertise and any other pertinent information in such a manner that proposal evaluators may reasonably formulate an opinion about the stability and financial strength of the organization. 3. A complete disclosure of any prior or ongoing incidents as to which it is alleged that Submitter has defaulted or failed to perform which has led the other party to terminate the contract. Identify the parties involved and the circumstances of the default or termination. 4. Names, qualifications, and experience of the proposed project team. Supply resumes for each. 5. Three references for which Submitter has performed similar services of similar scope within the past three years. Include the organization name and address, the name, address, and telephone number of a contact person, and a brief description of the services performed by the consulting firm. 6. A narrative statement that illustrates Submitter s understanding of the Scope of Services listed in this document. 7. An estimated completion timeline for performing the services described in the Scope of Services section given the Submitter s experience with similar efforts; any assumptions made must be listed. SECTION V. EVALUATION OF PROPOSALS The County shall review submitted Statements of Qualifications based upon, but not solely limited to, the following criteria: 1. Adherence to the requirements of this Request for Proposals. 2. Depth of firm s experience and its relevance to the effort described in this Request for Qualifications. 3. Submitter s understanding of County s requirements. 4. Methodology and management plans used for similar efforts. 5. Submitter s timeline for completion of similar efforts (i.e., duration to complete the services listed in the Scope of Services section). 6. Firm s experience working similar projects with government organizations. 7. Firm s specific experience with performing MAXIMO upgrades and functionality enhancements. Page 7 of 8

8 8. Other information that may have a bearing on the decision to potentially award a contract. Presentation The County may invite Submitters ranked highest among the written submissions, to make an oral presentation to the evaluation team. Presentations shall be limited to a maximum of one (2) hour per Submitter. Presentations have been tentatively scheduled for the morning of May 22, Actual dates and times shall be scheduled with the short listed firms via and telephone. Presentations will be held at: County of Santa Clara FAF, Building Operations Division 1555 Berger Dr. Building 3 San Jose, CA SECTION VI. STEPS FOLLOWING ORAL PRESENTATIONS It is the County s intent to select a consultant to provide the services outlined in the Scope of Services section of this RFSOQ on or before May 30, The County will issue the notice to proceed provided successful negotiations between the County and the selected consultant, and successful and timely submission of all required contract documents by the selected consultant. Page 8 of 8