San Francisco Municipal Transportation Agency Request for Proposals for. RFP No. SFMTA

Transcription

1 San Francisco Municipal Transportation Agency Request for Proposals for RFP No. SFMTA (CCO No ) SFMTA ENTERPRISE ASSET MANAGEMENT SYSTEM PROFESSIONAL SERVICES Date Issued: June 13, 2014 Pre-proposal Conference: June 27, 2014 at 10:00 am PDT Proposal Due: July 29, 2014 at 2:00 pm PDT

2 San Francisco Municipal Transportation Agency (SFMTA) Request for Proposals for SFMTA Enterprise Asset Management System Professional Services Table of Contents Glossary of Definitions, Terms and Abbreviations I. Introduction and Schedule... 1 II. Scope of Work... 5 III. Submission Requirements IV. Evaluation and Selection Criteria V. Pre-proposal Conference and Contract Award VI. Terms and Conditions for Receipt of Proposals VII. City Contract Requirements VIII. Protest Procedures Appendices: Appendix Content A. Standard Forms: Listing and Internet addresses of Forms related to Taxpayer Identification Number and Certification, Business Tax Declaration, and Chapters 12B and 12C, and 14B of the S.F. Administrative Code Page B. Sample Agreement for Professional Services (Form P-500) B-1 C. Attestation of Compliance on Communications Prior to Contract Award D. Certification Regarding Debarment, Suspension, and Other Responsibility Matters E. Certification Regarding Lobbying E-1 F. SFMTA Resource List F-1 G. Infor SaaS Technical Environment G-1 H. Agile Implementation Methodology H-1 I. SFMTA Potential Joint Staffing Chart I-1 J. In-scope List of Business Units as Proposed Engagements J-1 K. Sample Business Process Workflow K-1 Page A-1 C-1 D-1 SFMTA i June 13, 2014

3 L. Transportation Asset Classification and Counts L-1 M. Interfaces to Other Software Systems M-1 Appendices FTA: 1 SFMTA Small Business Enterprise Program for Professional and Technical Services 2 FTA Requirements for Personal Service Contracts SFMTA Protest Procedures for the Bidding and Award of Federally Assisted Third Party Contracts 4 Certification Regarding Debarment, Suspension and Other Responsibility Matters SFMTA ii June 13, 2014

4 Glossary of Definitions, Terms, and Abbreviations For the purposes of this RFP and any Contract awarded through this RFP, the terms and their respective definitions listed below shall have the meanings stated, whether or not the defined term is capitalized in the RFP or the Contract, unless that would render the term nonsensical in the context in which it is used. ADPICS (Advanced Purchasing and Inventory Control System) refers to the module of FAMIS which handles purchasing transactions. ATCS refers to Advanced Train Control System, used at the SFMTA for control of the LRV fleet within the subway. AGENCY means the SFMTA. AGILE METHODOLOGY is one that follows the values and principles found in the Agile Manifesto, developed in February of 2001 by the Agile Alliance. Ref: AND ASSET means: plant, machinery, property, building, vehicles and other items that have a distinct value to the organization (PAS 55). NOTE: This definition includes both tangible assets and software code that is critical to the delivery of the function of the tangible assets. ASSET OWNER is the person or group responsible for maintaining an asset ASSET MANAGEMENT refers to the systematic and coordinated activities and practices through which an organization optimally and sustainably manages its assets and asset systems, their associated performance, risks and expenditures over their life cycles for the purpose of achieving its organizational strategic plan (PAS 55). AWARD means authorization by resolution of the SFMTA Board of Directors for its staff to execute a contract with the selected Proposer, pursuant to this RFP. BUSINESS PROCESS is defined as a sequence of interrelated tasks or actions, each associated with a specific responsibility center, including interleaving decision points and constraints (such as time constraints), required to accomplish a specific result. BUSINESS UNIT refers to an organizational subset of the SFMTA which is responsible to perform and report on a specific business function, or set of functions, which has a specific place on the SFMTA organization chart, and the work of which is directed by a single manager. Each end-user of the EAMS works for and reports to exactly one Business Unit. CITY means the City and County of San Francisco. CCSF refers to the City and County of San Francisco. SFMTA iii June 13, 2014

5 CCO is the Contract Compliance Office of the SFMTA that administers compliance with federal regulations governing the Disadvantaged Business Enterprises/Equal Employment and Non- Discrimination Programs, in addition to the Small Business Enterprise Program, and the City s Human Right Commission s Local Business Enterprise/Non-Discrimination Program. The Contract Compliance reference number for this RFP is CCO No CLOUD refers to network-based services, which appear to be provided by real server hardware, and are in fact served up by virtual hardware, which may be remote to the user. Vendor services "in the cloud" refer to software, platforms and infrastructure that are sold as a service, i.e., remotely through the Internet. CMD refers to the Contract Monitoring Division of the SFMTA. CPCS refers to the SFMTA s Capital Program Controls System: An integrated business platform to manage budgets, resources, finances, schedules, construction contracts, and electronic documents at a Project and program level. CPCS integrates with the City s legacy systems, such as FAMIS and emerge. DBE means Disadvantaged Business Enterprise: a for-profit small business concern that is at least 51 percent owned by one or more individuals who are both socially and economically disadvantaged. Businesses certified as DBEs are in compliance with the United Stated Department of Transportation s DBE program under 49 CFR, Part 26, administered by the California Unified Certification Program. Ref: DPW is San Francisco s Department of Public Works. DT is the City s Department of Technology providing support services and IT solutions to other City departments, including the SFMTA. DT was formerly known as DTIS. DUAL MODE means the simultaneous operation of two separate systems to perform equivalent tasks. In the context of the SFMTA s EAMS implementation, dual mode refers to continued operation of the old asset management systems and methodologies while the data and processes are being migrated into the EAMS. EAMS means Enterprise Asset Management System, which is the web-based EAM enterprise asset management system owned and maintained by Infor. The SFMTA licenses use of the EAMS system through a SaaS agreement. emerge refers to the SFMTA s new HR/Payroll/Time Entry System ENGAGEMENT means an effort to bring one unit of Asset Owners or Other Enterprise Clients into the new EAMS; this effort includes: business process analysis, configuration of EAMS software forms and protocols, asset data validation and migration, any required documentation and system reconfiguration, and end-user training. ESB refers to the Enterprise Service Bus: a single enterprise service bus, or integration server, to connect selected enterprise software systems within the Agency. The ESB will communicate via SFMTA iv June 13, 2014

6 web services and perform the data transformations necessary to supply each system with correctly structured and accurate data. The ESB will be built out in conjunction with the EAMS deployment. FAACS refers to the Fixed Asset Accounting and Control System, which is a module of FAMIS to manage the status of fixed assets. FAMIS means Financial Accounting Management Information System which refers to the City Controller s mainframe general ledger accounting system. It is written in COBOL. The Consultant firm of KPMG introduced and has supported FAMIS since FAMIS ACCOUNTING refers to all purchases of goods and services, maintenance and service agreements, professional service contracts, and construction contracts (except liens and retentions) are processed through FAMIS Purchasing. FAMIS Purchasing information automatically interfaces to the FAMIS Accounting System. FIT is the Finance and Information Technology division within the SFMTA. FTA is the Federal Transit Administration, an operating administration of the U.S. Department of Transportation. FTE means Full-Time Employee. ICD means Interface Control Documentation: The ICD specifies interface requirements to be met by the participating systems. It describes the concept of operations for the interface, defines the message structure and protocols which govern the interchange of data, documents details of participating data points with associated specifications, constraints and ranges, and identifies the communication paths along which the data is expected to flow. INFOR is the IT software company supplying the SFMTA with the EAMS technology under a SaaS agreement. Refer to Appendix G for specifications of the Infor SaaS technical environment. INREACH refers to pro-active internal communications within an organization with the purpose of raising awareness of a specific Project or undertaking within the organization. IT refers to Information Technology. HOST BRIDGE is a 3rd party vendor hired by the City Controller s Office to provide web services which interface to the Controller s mainframe applications, including FAMIS. LBE means Local Business Enterprise: a for-profit business whose primary place of business is a fixed office in San Francisco, at which location the business conducts, on a regular basis for at least six months prior to certification, all of the services for which LBE certification is sought, other than work required to be performed at a job site. Ref: SFMTA v June 13, 2014

7 LIFE CYCLE is the time interval that commences with the identification of the need for an asset and terminates with the decommissioning of the asset or any associated liabilities. NOTE: the principal stages of an asset s life cycle can include: create/acquire, utilize, maintain and renew/dispose. (PAS 55) LRV means Light Rail Vehicle. MP2 refers to a computerized asset management system owned by Infor as a legacy product. Some SFMTA asset tracking is currently done using MP2. MTC is the Metropolitan Transportation Commission: the transportation planning, coordinating and financing Agency for the nine-county San Francisco Bay Area. The MTC functions as both the regional transportation planning Agency a state designation and, for federal purposes, as the region's metropolitan planning organization (MPO). Over the years, the MTC's scope has evolved into three agencies in one, functioning as MTC, the Bay Area Toll Authority (BATA), and the Service Authority for Freeways and Expressways (SAFE). MUNI is the San Francisco Municipal Railway, which is the Transit division of the SFMTA which provides public transit services within San Francisco. OJT is On-the-Job Training: Training at the job site, by actually doing the job with someone who knows the job; that is, learning by doing. OTHER ENTERPRISE CLIENT refers to persons or groups involved in the lifecycle of an asset but who are not Asset Owners. PART refers to an interchangeable component that will fit into any asset of the same type, and is used for the repair, replacement or servicing of failed or worn assets. Parts are tracked in an inventory which is managed in the materials management system integral to the EAMS. PAS 55 is a Publicly Available Specification on Asset Management (by the British Standards Institution or BSI). PAS 55-1:2008 and PAS 55-2:2008 constitute Parts 1 and 2 respectively of the PAS 55 standard. PROJECT is the SFMTA s EAMS implementation project as described in this RFP. PROJECT MANAGER of the SFMTA s designated manager of the EAMS Project. PROPOSER is a firm or a joint venture of firms that submits a Proposal in response to this RFP. PST is Pacific Standard Time. REVENUE VEHICLE is a vehicle available to the fare-paying general public for conveyance from a pre-determined point-of-origin to destination, which may include boarding and offloading stops along the route. Fare-paying passengers may directly pay fares, may be subsidized by public policy, or may provide payment through some contractual agreement. SFMTA vi June 13, 2014

8 RFP is a Request For Proposals. SaaS is Software as a Service and refers to a software delivery model in which software and associated data are centrally hosted in the Cloud. The end-user s IT support burden is reduced by outsourcing hardware and software maintenance and support to the SaaS provider. SBE means Small Business Enterprise: a for-profit, small business concern, independently owned and operated, with its principal office located in California, with a three (3) year average gross revenue not exceeding Fourteen Million Dollars ($14,000,000). An SBE firm is certified under the California Department of General Services Small Business Program administered by the Office of Small Business and Disabled Veteran Business Enterprise Services Ref: SCADA means Supervisory Control and Data Acquisition, and refers to a type of automated process control system. SCRUM refers to a process framework for managing work teams. Scrum consists of Scrum Teams and their associated roles, events, artifacts, and rules. Ref: SFCTA is the San Francisco County Transportation Authority, also known as the TA. The SFCTA administers and oversees the delivery of Proposition K (Prop K) half-cent local transportation sales tax program and New Expenditure Plan, which was passed by San Francisco voters in November SHOPS means Shop History and Online Part System, and is an Agency-specific acronym to identify the Spear system as utilized at the SFMTA since Some SFMTA asset tracking is currently done using SHOPS. SFMTA is the San Francisco Municipal Transportation Agency. SGR or SOGR means State of Good Repair: An asset or system is in a state of good repair when no backlog of capital needs exists hence all asset life cycle investment needs (e.g., preventive maintenance, rehab, replacement) have been addressed and no capital asset exceeds its useful life. (FTA working definition 2008) SPEAR 4i is a computerized maintenance management system developed by Spear Technologies. The program is owned by Infor as a legacy product, from the acquisition of Hansen Information Technologies. SusSt is the abbreviated title for the SFMTA s Sustainable Streets division, formerly known as the Department of Parking and Traffic. TA is a shortened nickname for the SFCTA. TAM refers to Transit Asset Management: The Agency program to develop and sustain strategies for integration of planning, programming, maintenance and replacement of assets into SFMTA vii June 13, 2014

9 one comprehensive process that optimizes the long term performance of the SFMTA s multimodal transportation system, in compliance with FTA and regional guidelines. The EAMS is an Agency Project in support of the SFMTA s TAM initiatives. TEAM is the integrated EAMS Project implementation group comprised of Consultant and SFMTA staff. TRAPEZE refers to the SFMTA s transit-scheduling software application. VMI is Vendor Managed Inventory: Instead of procuring parts and supplies via individual purchase orders, customers electronically send to the supplier daily demand information on an agreed-upon range of inventory items. The supplier generates replenishment orders for the customer based on this demand information. The process is guided by mutually agreed upon objectives for the customer's inventory levels, fill rates, and transaction costs. The SFMTA has a contract with Alstom Transportation, Inc. to provide pilot VMI services for rail parts and supplies for at least two years (through July 2015) using Alstom s RAILSYS software platform. WORK DAY is one day of a five-day work week, normally Monday through Friday unless explicitly redefined for individuals working in a specific Business Unit, exclusive of SFMTA holidays. SFMTA viii June 13, 2014

10 I. Introduction and Schedule A. General The San Francisco Municipal Transportation Agency (SFMTA) is the City of San Francisco s mobility manager for the City s transportation network, which encompasses management of services for pedestrians, bicycling, traffic and parking, operation of the public transit system, and regulation of the taxi industry. Within the SFMTA, two divisions provide: 1) public transportation services (Muni); and 2) parking and traffic engineering (Sustainable Streets). The SFMTA is the seventh largest public transit Agency in the United States, providing transit services to over 200 million riders annually, with an annual operating budget of over $800 million. It is highly recommended that a Proposer consult the resources listed in Appendix F to familiarize itself with the SFMTA. 1. Requests for Proposal (RFP) Background As a public service Agency, the SFMTA faces challenges in maintaining its assets in a state of good repair. Funding is at a premium, and aging assets increase the need for maintenance. Added to those challenges are the increased regulatory requirements, which include asset maintenance reporting, in compliance with regional and federal requirements. The increase in the size of the Agency and the significant increase in the number of its assets has placed a strain on existing data systems ability to effectively manage SFMTA assets. The existing systems are not integrated, which creates inconsistencies in asset data and makes it difficult to create accurate and up-to-date reports. Identification and knowledge of assets and their condition are vital to assessing operational capacity. Without such knowledge, safe, effective and efficient operations are compromised. SFMTA Assets Key Facts: $13.3 billion = replacement value of all SFMTA assets $10.9 billion = investment needs through 2033, including backlog $2.5 billion = current estimate of deferred investment (backlog) $330 million = average annual renewal funding identified in SFMTA s 5-year Capital Improvement Program The Agency intends to establish a single enterprise asset management system, integrated Agency-wide, providing full visibility of the current and historical state of all currently active SFMTA assets, with historical asset data captured going forward. Specifically, the SFMTA has seven principal goals for the Project: 1. Establish EAMS: To establish a single Enterprise Asset Management System, integrated Agency-wide, providing full visibility of the current and historical state of all active SFMTA assets. 2. Support the Renewal and Replacement Programs: To support a state of good repair by establishing and sustaining complete and accurate data on SFMTA assets, tracking labor and materials, including procurement and disposal, over the life-cycle of an asset, with long-term data integrity. SFMTA of 38 June 13, 2014

11 3. Enable Accurate Data Tracking: To enable accurate financial forecasting and planning based upon a complete, historically accurate and up-to-date asset data repository. 4. Standardize Asset Management Practice: To facilitate standardization of SFMTA asset management business practices. 5. Comply with Requirements: To comply with federal and regional asset management requirements. 6. Improve Work Environment: To improve work practices and the work environment, enable internal culture change, and break down work silos 7. Sustain the EAM System long-term: To implement an EAM program with a life-cycle of at least 25 years 2. Regulatory Context The decaying condition of national transit assets and backlog of replacement needs has led to a national effort to utilize asset management practice to improve the condition and performance of transportation assets. MAP-21 (2012), the federal transportation funding legislation, set a national asset management policy and associated requirements for all transit properties. As part of the policy, the U.S. Secretary of Transportation is required to: Define state of good repair (SGR) ; Establish objective standards for measuring condition of capital assets; and Establish performance measures based on state of good repair. At the same time, the policy establishes that all recipients of federal transit funding will be required to: Develop a transit asset management plan; Develop an asset management system to develop capital asset inventories and condition assessments; Report on the condition of their system; and Describe the change in condition since the last report. In addition, MAP-21 sets forth performance and safety management requirements. Specifically, the Federal Transit Administration (FTA) is required to establish SGR performance measures, based on the definition of state of good repair, and FTA grant recipients are required to establish annual SGR performance targets in relation to those measures and report performance on an annual basis. Similarly the FTA is required to set safety performance targets and consider safety in conjunction with transit asset management. While these requirements are still in the process of being finalized by the FTA, the SFMTA anticipates these requirements to be set prior to the completion of the EAM implementation Project, most likely by the end of As an FTA grant recipient, the SFMTA will be mandated to meet these federal requirements. In addition to fulfilling regulatory obligations, the SFMTA intends to use asset management to improve the performance of the transportation system (including non-transit assets), facilitate Project coordination with other San Francisco City and County asset owners, and improve SFMTA of 38 June 13, 2014

12 business process and decision-making by providing reliable asset information and analysis to staff and stakeholders. To meet local and federal requirements and utilize asset management for these key improvement areas, the SFMTA must collect and organize information about assets in a manner that is meaningful, flexible and expandable. The enterprise asset management system would be the primary tool for collecting, storing and analyzing information about assets. The categories of data that would be needed to meet requirements and improve asset management include: asset identification and location (including asset classification and relationship to parent and related assets), asset characteristics (i.e. manufacturer, length, criticality, etc.), asset value, composition (elements that make up an asset), maintenance activities, condition, performance (i.e. usage, failure rate etc.), risk (i.e. probability of asset failure), and lifecycle activities and optimization (i.e. treatment frequencies, rehabilitation, asset life, replacement cost etc.). 3. Requests for Proposal (RFP) Purpose The purpose of this RFP is to seek technical and professional services to assist the SFMTA in implementation of: Infor11 EAM Asset Sustainability Edition + optional modules Software procurement and licensing have been handled separately and are outside the scope of this RFP. Consult Appendix G for details on the Infor product specifications. The SFMTA seeks to build an integrated Project Team jointly staffed by SFMTA and Proposer s staff. One possible joint staff organization is shown in Appendix I. An approach has also been envisioned by SFMTA (outlined in Section II). The Proposer is asked to propose how they would work within that approach, and may additionally propose an alternate approach. It is the intention of the SFMTA that at the conclusion of the implementation Project, the SFMTA Team will be fully capable of running the systems and will remain to maintain and assist the Agency in using the EAMS, its data and associated business practices. The selected Consultant will provide the SFMTA the following services : Knowledge-based assistance in implementing an Agency-wide Enterprise Asset Management System (EAMS) at the SFMTA; Software configuration and implementation expertise specific to the Infor EAMS product; Technical assistance in validation of existing asset data, and data migration to the EAMS; Technical services to develop software interfaces to companion SFMTA-enterprise applications; Assistance in analysis and documentation of SFMTA s various business processes; Professional services in development and maintenance of the EAMS Project Plan and Schedule (including Risk Assessment, Project Staff Deployment Plan, Project Outreach/Agency Inreach activities, and Training Plans), as well as a long-term sustainability plan for the EAMS and associated business practices; SFMTA staff training (both end-users and EAMS Project Team members); Proposer s local staff committed to the SFMTA Project, with minimized travel on the part of the Proposer. The Contract will have an original term of two (2) years. In addition, the SFMTA will have the option to extend the term for a period of one (1) year. SFMTA of 38 June 13, 2014

13 4. Contract Award Package The Proposer may assume that the SFMTA will award a contract for all the work described in this RFP. The awarded contract will have two separate tasks, with Task 1 services to be negotiated on an annualized work plan/as-needed task order basis. The base contract for Task 1 will be for a two-year period, with an option for a third year. Task 2 services will be negotiated as optional fixed fee (lump sum) deliverables, to be executed within the timeframe of Task 1 services. The SFMTA will award the Contract to the Proposer whose Proposal best: Demonstrates the experience and ability to carry out the tasks described in the Scope of Work (Section II of this RFP); Demonstrates an understanding of the operational issues and regulatory environment of the SFMTA specifically relating to State of Good Repair and Asset Management; Proposes delivery of services in a manner that meets the requirements of the Scope of Work in the most efficient and end-user focused manner; Proposes a Project Team with the best blend of expertise specific to achieve the Scope of Work; Demonstrates the willingness to establish local staff committed to the SFMTA work; Meets the minimum qualifications detailed in Section IV.A of this RFP. B. Schedule The anticipated schedule for selecting a Consultant is: Phase Date RFP is issued by the City: June 13, 2014 Pre-proposal conference: Deadline for submission of written questions or requests for clarification: Proposals due: June 27, 2014 at 10:00 am PDT July at 5:00 pm PDT July 29, 2014 at 2:00 pm PDT Phase Tentative Date Oral interview of short listed firms *: August 27, 2014 Contract Negotiations: September 25, 2014 SFMTA Board meeting approval: October 7, 2014 Contract Starts: November 1, 2014 SFMTA of 38 June 13, 2014

14 * The SFMTA reserves the right not to conduct oral interview and select a firm based on the written proposal only. II. Scope of Work The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work to be assigned to the selected Consultant or that is necessary to complete the Project. All work products, including software source code, scripts, flowcharts, reports, data, spreadsheets, memoranda, graphics, presentations, plans, analyses and any other work product produced under the awarded Contract shall be the property of the SFMTA. Task 1 Services A. Project Scope and Approach The seven principle goals for this Project are outlined in Section I of this Request for Proposals. The following Project scope and approach were developed in alignment with those goals. Each Proposer must describe in its Proposal how it would plan and execute the scope and approach described. A Proposer may present or suggest alternative approaches to that described herein. Proposers must include a Statement of Work (SOW) for their proposed approach. Statements of Work should include proposed tasks, deliverables, timeframes, a staffing model and detailed cost structure. If the proposed approach differs from the SFMTA s approach, the SOW should identify and justify those differences. The scope of the EAMS Project is to implement the Infor Enterprise Asset Management product (reference Appendix G) for SFMTA. This will include replacement of existing disparate systems and processes used throughout the Agency. Primary functionality includes Asset Management, Work Order Management and Materials Management, plus interfaces from EAMS to existing CCSF systems as identified in Appendix M. The scope of implementation encompasses approximately 48 Business Units within the Agency (see Appendix J). The selected Consultant will work with the SFMTA to validate the inventory of Business Units included in the scope. The approach for the EAMS Project is to deliver and implement EAMS in the following 3 phases: # Business Estimated Phase SFMTA Divisions in Scope Units Timeframe One Finance and Technology Services 11/2014-4/2016 Transit Purchasing and Materials Mgmt Finance and Real Estate Accounts Receivable Maintenance of Way (MOW) SFMTA of 38 June 13, 2014

15 Two Sustainable Streets 4/ /2016 Field Operations Livable Streets Parking Planning Transportation Engineering Three Transit Bus Maintenance Rail Vehicle Maintenance Trolley Maintenance Fleet Appearance Non-revenue Transit Vehicles / / Integration of New Assets from the Central Subway Project FIT Information Technology The approach envisioned is to deliver an initial implementation of EAMS to each Business Unit during an Engagement. A follow-up strategy to support completed engagements must be developed by the Consultant for SFMTA approval. An Engagement Team would be assigned to each business Engagement, with support from other Project Team members working in a backoffice environment. Working with each Business Unit, the Engagement Team will scope the implementation effort for that Engagement s Business Unit and identify applicable Infor functionality, depending upon requirements which would be established during initial contact with each Business Unit. While requirements are specific to each Business Unit, care must be taken to develop and maintain an Agency-wide consistency in the business practice, data hierarchies, and State of Good Repair (SOGR) assessment criteria of the entire EAMS. Requirements would be established within the framework of an overall unified system for all Business Units, breaking down silos by establishing Agency-wide consistent processes to the extent practicable. Similarly, SOGR assessment criteria must be established per Business Unit in a manner which is consistent with overall Agency SOGR metrics. The scope of an Engagement is assumed to include deployment of EAMS at an operable level. Engagements for each Business Unit have been estimated at an average of six weeks duration (durations would vary). In the Discovery phase of each Engagement the scope of the SFMTA of 38 June 13, 2014

16 Engagement will be negotiated with the Business Unit to determine what is doable within a reasonable timeframe. Each Engagement would be considered a sub-project and be managed accordingly with its own scope and schedule. Phase One work would begin with one Engagement each in the Business Units for Purchasing and Maintenance of Way (MOW) as Proof of Concepts (POC). SFMTA Project staff availability for the EAMS Project is expected to be constrained during the first year of the contract to fewer than 10 FTE. Additional SFMTA staff will be added during the year. It is a requirement that the Project Team structure for EAMS be integrated to the extent possible with a mix of SFMTA employees and contractor staff. A sample staffing structure is included in Appendix I. The proposer may also propose its own staffing structure, based on its implementation recommendations. Initially, it is envisioned that Consultant staff shall provide leadership regarding technical asset management matters, and SFMTA staff shall provide Agency operating knowledge. During the Project the Consultant will fully train SFMTA staff to ensure that at the end of the Project SFMTA staff shall be fully capable of performing all asset management related functions. The EAMS Project Team anticipates adopting an appropriate methodology to implement the Infor EAMS software and associated business practices. An Agile methodology (see Appendix H) has been envisioned which would involve developing iterations of work products in collaboration with Business Units until Project staff determines adequate success criteria are met. Proposers are encouraged to integrate details of their own preferred methodology into their proposals. Some of the goals of a methodology are to; leverage knowledge gained through the Engagement process to promote consistent business practices across the Agency, streamline and optimize processes within the EAMS, and provide ease-of-use for the users. A component of the methodology would be to develop a business-process-capture protocol, including businessprocess documentation standards. During the EAMS Project, some SFMTA Business Units will have transferred to EAMS while others remain operational on current-state systems. Some, such as the Purchasing group, will have to migrate incrementally from SHOPS to EAMS. Referring to this period as dual mode, a process will need to be developed to keep all systems operational with data synchronization (e.g., EAMS, SHOPs and MP2). At the end of the Project the redundant legacy systems will be decommissioned. 1. Business Unit Engagement SFMTA has developed a hypothetical approach to Business Unit Engagement for delivery of the EAMS package. The concept is that the business Engagement Team would be located at the Business Unit for the duration of an Engagement (estimated at six weeks average duration). The selected Consultant must be sensitive to working at the convenience of Business Unit personnel who will continue in their current job functions and may not always be available to confer with the Consultant. The Agency will provide all reasonable access to the Business Units within the constraints of working in an operating environment. The following steps and potential deliverables are envisioned. Deliverables should be SFMTA of 38 June 13, 2014

17 streamlined and optimized as much as possible to meet the estimated timeframe. Standard deliverable templates would be developed and designed for re-use in subsequent engagements. The focus of work should be on user Engagement rather than producing volumes of documentation. a. Discovery In discovery, the Team would engage the Business Unit and gather information and samples of artifacts (e.g., work orders, spreadsheets and other work documents). The team would identify key users and roles, evaluate business processes through interviews and observation, become familiar with the unit s responsibilities, business processes and procedures, the assets the unit maintains, document interface requirements. The Team would identify inventory data, asset and parts data, and determine the need, if any, to further validate the data and/or to conduct inventory activities. The Team would work with the unit to identify and prioritize requirements and data to be migrated, assess suitability for EAMS of the Business Unit s existing IT infrastructure, assess business readiness, and identify reporting and metrics needs. Tasks would be identified for completion during the remainder of the Engagement and incorporated into the Project plan and schedule per Engagement. Potential Deliverables: o Collection of Business Unit artifacts (documentation, reports, forms, etc) o List of key EAMS users and roles o Asset delineations and inventory with hierarchy and attributes o Asset condition assessment (SOGR) o Parts Catalog (parts inventory with hierarchy and attributes) o Business process maps o Prioritized requirements (including functionality, reports, interfaces, metrics, etc.) o Interview reports/logs o Business Unit readiness assessment o Assessment of mobile computing potential o Work environment improvement opportunities o Method to validate data and identify missing data o Scope of work for the Engagement o Schedule for remainder of the Engagement o User sign-off for Engagement scope and schedule b. Prototyping During an Engagement prioritized EAMS requirements would be prototyped incrementally for the Business Unit. After the Proof of Concept Engagements, the SFMTA expects to have developed a template of EAMS requirements with which to start the prototyping process. EAMS functions would be demonstrated to key business users. The Team would perform fit-gap analysis, data mapping, and a series of tasks to determine how to configure and use EAMS within the Business Unit. Configuration would optimally be minimal, and focus on presentation of user interfaces. Configuration of the EAMS package would involve the in-scope business SFMTA of 38 June 13, 2014

18 processes. For example, it could involve configuring screens to allow users to record labor, materials, parts and tools used in work orders related to a specific asset, or to produce specific reports. The Team would refine the inventory and asset hierarchy data, including asset SOGR assessment criteria. Potential Deliverables: o Fit-gap analysis matrix and data mapping with workarounds for gaps o List of confirmed in-scope business processes, assets, and parts, etc. o Determination of any user-defined data fields which may be needed. (Custom code will be implemented only as a last resort and if deemed absolutely necessary) o Modified business process maps o Identified data fields to support SOGR metrics and reporting requirements o Confirmed asset hierarchy data, including asset SOGR assessment data o Operational reporting, pre-configured standard reports, to support the targeted business processes of the specific work unit o Initial test plans and scripts o Iteration toward a production configuration, with at least one initial Beta version, allowing for user feedback and configuration refinements until an implementation has been accepted by the end-users designated representative o Confirmed Engagement schedule and user acceptance statement c. Data Migration and Interface Development Data migration methods would be developed and executed to import data into EAMS for each Business Unit. This would include determining the scope of data to migrate, and validation of the data. For example, some Business Units may have highly accurate data, while others may be in need of a robust validation effort. Some existing systems may be populated with stale data that does not require migration. One objective of the Engagement is to migrate only useful data. Residual data elements can be migrated as needed at a later point. Interfaces would be developed, or modified to meet the requirements of the Business Unit. For more detail on the enterprise environment for EAMS and anticipated interfaces, refer to Appendix M Potential Deliverables: o Existing data assessment, with validation and migration approach o Configured data via conversion, extraction, standardization, and cleansing, as well as bulk data uploads or updates using standard or custom upload utilities o Developed and tested system interfaces o Develop critical a determination of the initial data sets and level of detail necessary for initial operation of the EAMS; o Data Management Procedures for subsequent addition/deletion or alteration of asset and part data; SFMTA of 38 June 13, 2014

19 d. Implementation EAMS would be implemented for production use within the Business Unit. Potential Deliverables : o Trained end-users and support for an initial software launch for the unit o Final user acceptance testing o Purchasing cutover support per Business Unit as required (from SHOPS to EAMS) o Engagement-specific documentation and user guides o Go live with EAMS operability for work unit B. Success Criteria The SFMTA anticipates that EAMS implementation will be a iterative process, which is an evolutionary methodology allowing system developers/implementers to take advantage of what is learned during development and use of earlier parts or versions of the system as feedback into subsequent system versions. Key requirements are implemented in an initial implementation. With each system revision, user experience and system performance is evaluated and fed back into the system as design modifications, bug fixes, and/or new functional capabilities, continually evolving, expanding and improving upon the implementation. Criteria for a successful Engagement are proposed as follows: 1) The essential assets and associated parts data for the Engagement are validated and loaded into the EAMS. During the Discovery phase essential assets will be identified and confirmed jointly by the EAMS Team and the management for the subject Business Unit. 2) Assets are created in the EAMS system to the extent that work orders can be created at a level consistent with or better than the current state for the subject Business Unit. 3) The detailed schedule for each Engagement will be confirmed in the Discovery phase of the Engagement by the SFMTA s Project Manager with Business Unit and Team input. The Engagement will be considered successful when the schedule is met within plus twenty percent (+20%) of scheduled workday duration. 4) Requirements for each Engagement have been identified, prioritized and documented, with those requirements essential to the Engagement s implementation identified. 5) Requirements essential to each Engagement are implemented. 6) Discovery documentation is completed and findings are approved in a meeting with the Business Unit s key stakeholder. 7) EAMS System configuration design is accepted by with the Business Unit s key stakeholder, and reflects consistency with the Business Unit s roles and workflow. SFMTA of 38 June 13, 2014

20 8) Parts related to assets created in EAMS are accessed from the appropriate inventory database, which may be the SHOPS system for those Business Units where SHOPS is used. 9) Purchases of parts can be executed through the EAMS Purchasing features. 10) Essential data is imported (validated and formatted as required) from existing systems (or spreadsheets) into the subject Business Unit s EAMS implementation. Data must be validated to function correctly in the EAMS system. 11) Engagement users are able to produce reports from EAMS consistent with or better than existing reports in their current state operation. 12) Engagement end-users are trained and able to use EAMS functionality pertaining to their Business Unit s EAMS operation. 13) The Business Unit is able to use the EAM system to determine the cost of a specific work order (labor and materials). The preferred method to determine labor rates is through an interface to the emerge system. 14) Business Unit acceptance of the EAMS system has been obtained for go-live use in production mode and cutover to production is complete. 15) Business unit begins using EAMS. 16) A follow-up plan for EAMS maintenance, help services and support is in place. Complete success at project conclusion will occur incrementally when all Engagements are successfully concluded, business processes are optimized and operational in EAMS with accepted interfaces and reporting capabilities, all labor and materials use recorded against assets for rollup into the asset costing, all assets evaluated for their state of good repair, and all outstanding EAMS user requirements have been defined, evaluated and prioritized for subsequent implementation. Project management and Business Unit management will actively make decisions as to when an Engagement is deemed completed. Heavy emphasis will be placed on user satisfaction: acceptance and consequential use of the system is critical to enabling accurate and robust data capture. EAMS must be configured to meet the overall business needs of the SFMTA. The items below indicate in general terms what the Agency intends to achieve over the long-term through configuration of the EAMS product, and implementation of the EAMS and associated practices within the Agency: a. EAMS Usability Screens and reporting formats are driven by user practices per Engagement, to the extent consistent with business-process analysis Minimization of repetitive user inputs Minimization of the number of screens required to be accessed for each task Minimization of hard-copy requirements Robust on-line help SFMTA of 38 June 13, 2014

21 User tools such as quick-start guides and cheat sheets Procedures for migration from existing systems per Engagement into EAMS, including any required dual-mode operations b. Design Parameters and Maintainability Definition of user-defined and custom data fields Documentation of business processes and configuration specifics Complete documentation describing bi-directional requirements across the interfaces developed to systems external to the EAMS No custom code, to the extent possible, instead utilizing the configuration features inherent to the EAMS c. Interface development to EAMS The EAMS shall be configured to meet the overall business needs of the SFMTA. Specific software interfaces shall be developed as required for the programs listed below. City Controller s FAMIS/ADPICS (through HostBridge) RailSys (Alstom s VMI system for inventory management and supply) Time Reporting System (Emerge) Spear 4I For more detail on the enterprise environment for EAMS and anticipated interfaces, refer to Appendix M. d. Iterative Improvement Progressive improvements and feature enhancements as data management and work-order methodologies evolve through the course of the Project It is recognized that the Project cannot achieve every stated request of all users in its limited timeframe. However, it must lay the framework for an implementation of all the success criteria for the SFMTA EAMS Team to pursue in the future. Established process for upgrading with the iterative improvements e. Reporting Pre-defined reports User-defined reporting features Customized dashboards and reports as required User query capabilities Data exports to meet the needs of reporting by other enterprise systems f. State of Good Repair Established SOGR metrics Established data fields within EAMS to support SOGR metrics and reporting requirements Evaluation of SOGR existing assets as required SFMTA of 38 June 13, 2014

22 SOGR data, including condition information, incorporated into EAMS g. Data Migration Data migrated and validated in EAMS Established dual-mode procedures for old systems and EAMS during the migration period; Initial Data Sets developed for initial operation of EAMS; h. Back-up Procedures Strategy and procedures for data backup, redundancy, archiving and recovery, to guard against a catastrophic system failure i. Work Order Management Evaluated current work-order processes per Engagement with user input Prioritized and documented business-processes Established standard baseline work-order processes Configured specialized work-order processes per Business Unit requirements j. Project Communications Intra-Agency communications on EAM Project status ( Inreach ) Process and strategy for keeping EAMS users up to date on recent and upcoming changes and improvements Support for meetings, newsletters, presentations and website-delivered information relating to EAM Project Status k. Direct User Training End-user training conducted per Engagement SFMTA staff Help desk staff training Regression training as upgrades and new features are introduced Established training records of all staff trained l. Training Materials Iteratively updated Help features based upon user questions and input Web-based on-line help documentation, including Frequently Asked Questions, for posting on the SFMTA intranet Illustrated materials and training guides for Direct User Training Quick-start and cheat sheet guides m. Documentation All documentation captured in machine-readable form, in a format to be approved by SFMTA All source code available for software developed under this Contract Documentation of all business processes developed under this Contract SFMTA of 38 June 13, 2014

23 Interface Control Documentation (ICD) standard for SFMTA approval A documentation log and associated processes to track most current revisions of system documentation, including relevant vendor-supplied documents. The documentation log should also track Project memoranda, minutes, reports, presentations, and other Project-related documents. Materials and training guides for Direct User Training Web-based on-line help documentation for posting on the SFMTA intranet Dual-mode procedures for sunsetting systems and EAMS during the migration period (if necessary) Documentation log C. Completion Criteria The following charts are suggested metrics for establishing a quantitative degree of completion for each Engagement, and for the entire Project. The Proposer may choose to incorporate these metrics, or a variant thereof, into its proposal. a. Business Unit Engagement Suggested Completion Criteria Criteria Initial evaluation of Business Unit s scope of work, existing data validity, and the working environment Existing and Revised Business Processes captured and documented % Goal Attainment 10% 15% EAMS configured 20% Existing Engagement s data validated and migrated to EAMS 15% Condition Assessment of assets completed and documented 5% All data; e.g., assets and parts, with condition assessments, loaded into EAMS Testing completed and EAMS revised configuration implemented 10% 10% User training completed, documentation delivered 10% Engagement accepted by designated representative 5% TOTAL 100% SFMTA of 38 June 13, 2014