COMPUTERIZED MAINTENANCE MANAGEMENT AND ENTERPRISE ASSET MANAGEMENT SYSTEM(S)

Transcription

1 Loudoun County, Virginia REQUEST FOR INFORMATION ENTERPRISE ASSET MANAGEMENT SYSTEM(S) ACCEPTANCE DATE: September 18, 2014, Prior to 2:00 p.m., Atomic Time RFI NUMBER: RF 61 ACCEPTANCE PLACE: Department of Management and Financial Services Division of Procurement One Harrison Street, SE, 4 th Floor, MSC#41C Leesburg, Virginia Requests for information related to this Invitation should be directed to: Sandra A. Lineberry, CPPB Contracting Officer (703) (703) (Fax) address: [email protected] Issue Date: August 15, 2014 IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER TO PARTICIPATE IN THIS RFI, PLEASE CONTACT THIS DIVISION AS SOON AS POSSIBLE

2 REQUEST FOR QUOTATION ENTERPRISE ASSET MANAGEMENT SYSTEM(S) SECTION/TITLE PAGE 1.0 PURPOSE BACKGROUND RFI RESPONSE REQUIREMENTS SYSTEM DEMONSTRATIONS INSTRUCTIONS FOR SUBMITTING RFI RESPONSE SIGNATURE PAGE... 8 ATTACHMENT A: BUSINESS FUNCTIONS... 9 Prepared By: s/sandra A. Lineberry Date: 8/15/14 Sandra A. Lineberry, CPPB Contracting Officer Page 2 of 13

3 ENTERPRISE ASSET MANAGEMENT SYSTEM(S) 1.0 PURPOSE The Department of General Services is considering replacing their current Computerized Maintenance Management System which is Sprocket CMMS 3.7 by Upturn Solutions. The intent of this Request for Information (RFI) is to obtain comparative information regarding systems and services available from firms specializing in Computerized Maintenance Management System (CMMS) or Enterprise Asset Management System (EAMS). It is the County s intent to determine if the current state of available systems justifies procurement of a new system. The purpose of this potential replacement is to increase the reliability, scalability and maintainability of this business critical system, while minimizing the impacts of change to the user interface and experience. Further, the intent of this Request for Information (RFI) is to obtain information from firms specializing in a comprehensive, commercial-off-the-shelf (COTS), integrated Computerized Maintenance Management System / Enterprise Asset Management System (CMMS/EAMS). Firms shall include, in their RFI response, a brief overview of the availability through their firm or in subcontracting/partnering arrangement with other firms, however proposed. The County s expectation is a single point of contact (SPOC), for all COTS software, installation, conversion, hardware, labor, training and materials necessary for the implementation of a comprehensive integrated CMMS/EAMS. The County will review the responses to this RFI in order to determine if and when the County should issue a formal Request for Proposal (RFP), pending fiscal funding. This RFI and information submitted by firms will not be binding but will be crucial in assisting the County in defining system requirements and the procurement process. This is not an Invitation for Bid or a Request for Proposal; no contract awards will result from the submission of this data. Therefore, no contractual language is contained herein nor is it required in the RFI response. 2.0 BACKGROUND Loudoun County, Virginia Loudoun County is located in the Northwestern tip of the Commonwealth of Virginia, just west and north of Washington DC. It is considered to be a part of the Northern Virginia and Washington Metropolitan areas. The County is approximately 517 square miles in size, covering 330,880 acres of land. With a population in excess of 300,000, it is one of the fastest growing counties in the United States. Department of General Services The Department of General Services (DGS) provides and maintains the physical plant necessary for the operation of all County government departments and agencies. The physical plant includes real property, facilities, grounds, and infrastructure. Services include the acquisition, operation, and maintenance of all facets of the physical plant, including owned and leased facilities. The current inventory of occupied buildings is described below, but the inventory is expected to grow each year as new capital Page 3 of 13

4 facilities come on line. The department is also responsible for maintenance and repair of the stormwater management system across the County, which also grows annually. County Facility Inventory The County s facility inventory is in two parts. The first part is the traditional vertical building inventory, which includes approximately 110 County-owned facilities which together include 1.7 million square feet and approximately 65 facilities leased by the County which include 340,000 square feet. Our Facilities Support Division maintains and repairs these facilities with 32 employees and extensive contracted services. This activity is budgeted at approximately $6 million in Operations and Maintenance funds and $4 million in Capital funds. The second part of the inventory is the County s stormwater management system. The County inspects and maintains stormwater management structures of various types throughout the County. All such structures that are included in easements granted to the County are maintained by the County. This includes approximately 60 thousand structures which are inspected under a master schedule and for which preventive and reactive maintenance and repair are conducted by 15 employees and extensive contracted services. This activity is budgeted at approximately $2.3 million in Operations and Maintenance funds and $3 million in Capital funds. Annual stormwater structure inspections are performed by contractors. The resulting information is currently batch loaded into the existing CMMS and run through a filtering algorithm to automatically generate maintenance work orders where required to correct deficiencies identified in the inspections. This capability must be preserved in any new system. All historical information and work orders related to the stormwater management system (dating back to 2003) must be maintained in active form in the proposed system. The total system generates approximately 12,000 work orders per year. User Population The user population consists of County employees accessing the current CMMS through the County s intranet via a web browser from desktop and laptop PCs running Microsoft Windows as well as Apple ipads currently running ios 7.x (and ios 8.x upon release). This user population consists of fewer than 3,000 County employees who enter work requests for facility maintenance. Of these employees, approximately 50 are employees of the DGS who accomplish the work identified in the work requests, enter comments, time, materials and equipment used for the work, and close the work requests. Approximately five (5) of these users will have system administrator permissions to manage the system, add, change and delete users, and troubleshoot and work with the successful Vendor over the life cycle of the product to manage the overall system. Department of Information Technology The Department of Information Technology (DIT) provides information, office automation, and communications systems and services to the all departments of the County government and public school system. DIT support staff is responsible for Page 4 of 13

5 maintaining the hardware, software and network resources required to operate the Department of General Services technology infrastructure. Information Systems Environment A. Loudoun County government operates a variety of computing platforms. The preferred server platform is Windows The preferred database is Microsoft SQL. B. The primary server platform is the IBM Z I03 Enterprise Server utilizing DB2 v10 for database management. Most of the County s core applications operate in this environment including Land Records, Tax Administration, Finance, Purchasing, Budget, Payroll and Human Resources. C. Mid-range IBM UNIX servers running AIX 6.x exist for targeted turnkey applications including Public Safety, GIS, Student Information, School Data Warehousing and Tivoli Storage management. An HP N4000 running HP-UX 11 hosts the SirsiDynix Horizon Library System. D. There are also Intel based Microsoft Windows 2008 and 2012 servers. The County has standardized on VMware ESXi hypervisior on IBM XSeries servers with Intel Xeon processors utilizing blade center technology where appropriate. The County has also embraced server virtualization first standard. E. The County uses IBM s Tivoli Storage Manager v6.1 for backing up all major Windows and Unix servers and applications. The FDR DASD Management System from Innovation Data Processing is used for backing up all z114 Enterprise Server Applications. F. The County uses desktop and laptop PCs using the Microsoft Windows 7 and Windows 8 operating systems. G. The County uses Microsoft Internet Explorer (the two most recent versions in general release), and Mozilla Firefox (the two most recent versions in general release) running under the Windows OS versions listed above. H. The County uses the Apple Safari browser running on Apple ipads and iphones with Apple ios 7.x (and ios 8.x upon release). 3.0 RFI RESPONSE REQUIREMENTS 3.1 Vendor s Business Information Firms shall provide the following business information with their RFI response: Company Name Primary Contact Name Organization Address Contact Telephone Number Contact Organization Website Page 5 of 13

6 3.1.7 Describe the main lines of business at your organization How many individuals does your organization employ? How many of those individuals work primarily with the product(s) you are proposing? What is the size of your current customer base for the product you are proposing? What types of customers have you developed applications for? What is your experience with building or facilities maintenance organizations? What is your experience with County governments and do you have any experience with Virginia counties, cities, or towns? 3.2 Attachment A: Business Functions Firms shall complete the attached functionality checklist and include with their RFI response. 3.3 Qualifications and Brief History of Vendor Firms shall provide a brief background and history of their firm specifically related to the Business Functions in Attachment A, and relative to governmental CMMS/EAMS software, including provision of their existing governmental client base. Firms shall include the specialized experience and technical competence of all proposed personnel and their company within this section; their response shall include a brief but detailed overview of the firm s expertise, qualifications and experience relative to this RFI s Business Functions. 3.4 Subcontractors/Partners Firms shall include a list of all subcontractors and/or partners with their RFI response. Responses to this RFI shall also include a statement of the subcontractors'/partners qualifications, including current processes and procedures relative to having a single point of contact (SPOC). 3.5 References Firms shall furnish a customer reference list with their RFI response, demonstrating at least three (3) presently using the proposed software system. If not a single solution provider, these customer references shall include subcontractor/partner arrangements similar in function and character to the County. This reference list shall include the name and position of the customer contact, telephone and facsimile number, address of contact person, full customer address, and the installation date of the software system or, approximate time since the system was installed. 4.0 SYSTEM DEMONSTRATIONS The County may request, at its sole discretion, an on-site system demonstration Page 6 of 13

7 based on the information received as a result of this RFI. Firms will demonstrate some basic characteristics of a proposed system that might better assist the County in determining and educating themselves as to the range of details to ask for in modules, the type of modules to request in an RFP, and the basic features included in the most up-to-date systems of the type being sought by the County. In addition, there may be an open question and answer session. Firms are advised that in the event they submit a formal proposal in response to an RFP, they may be required to do an on-site demonstration specifically related to the RFP requirements again, before a full evaluation committee, and that both demonstrations will be provided at no cost to the County. 5.0 INSTRUCTIONS FOR SUBMITTING RFI RESPONSE 5.1 Request for Information responses must be received by the Division of Procurement PRIOR to the hour specified on the acceptance date. Proposals may either be hand delivered to: 1 Harrison Street, SE, 4th Floor, Leesburg, Virginia or mailed to PO Box 7000, Leesburg, Virginia Proprietary Information Trade secrets or proprietary information submitted by a firm in connection with this RFI solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, the firm must invoke the protections of this section prior to or upon submission of the data or other materials, and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary. 5.3 Preparation and Submission of Responses a. Each firm shall submit one (1) original response and four (4) copies of their response to the County's Division of Procurement as indicated on the cover sheet of this Request for Information. The original response shall be clearly marked. b. The face of the container shall indicate the RFI number, title, time and date of acceptance. c. Responses must be received by the Division of Procurement BEFORE the hour specified on the acceptance date. Requests for extensions of this time and date will not be granted, unless deemed to be in the County's best interest. Firms mailing their responses shall allow for normal mail time to ensure receipt of their responses by the Division of Procurement prior to the time and date fixed for acceptance of the responses. Page 7 of 13

8 Loudoun County, Virginia Division of Procurement 1 Harrison Street, 4 th Floor Leesburg, Virginia SIGNATURE PAGE THE FIRM OF: Address: In compliance with this Request for Information, the undersigned offers their response as contained herein. Person to contact regarding this bid: Title: Phone: Fax: Signature: Date: Page 8 of 13

9 ATTACHMENT A: BUSINESS FUNCTIONS Business Functions: Firms should complete the tables in this section as follows by providing an X in the appropriate category: Y System meets the requirements as outlined without any additional modifications M - System is capable of meeting the requirement with system modifications required N - System is not capable of meeting the requirement S/P System functionality is a subcontractor/partner arrangement Comment Any additional information FIRM NAME: Business Functions Business Functions Y M N S/P Additional Comments The system shall provide an off-the-shelf CMMS/EAMS application (including licensing for the application and database), hardware, and operating systems (if required) The system shall convert existing Sprocket CMMS 3.7 data to the new database. The system shall install the application, database, and required hardware. The firm shall train personnel, including Department of General Services (DGS) technicians and DGS and Department of Information Technology (DIT) system administrators. The firm shall support the system including the CMMS/EAMS application and the database through its operational lifetime (a minimum of five (5) years). The system shall generate and track at least 20,000 emergency, reactive and preventive work orders per year. The system shall maintain all historical information and work

10 orders related to the stormwater management system (dating back to 2003) in active form. The system shall be able to assign and track emergency, reactive and preventive work orders in the traditional vertical building inventory, which includes no less than 200 Countyowned and leased facilities. These facilities are located by street addresses, official names and nicknames. The system shall be able to generate and track emergency, reactive and preventive work orders assigned to no less than 60 craftsmen. The system shall be able to assign multiple craftsmen to a work order and individually track each craftsman s time spent on each work order. The system shall be able to assign and track emergency, reactive and preventive work orders in the stormwater management system inventory, which includes no less than 80,000 stormwater management structures of various types throughout the County. These structures are located by latitude/longitude and structure identifiers. The system shall provide for stormwater inspection information to be batch loaded from Excel spreadsheets into the CMMS/EAMS and run through a filtering algorithm to automatically generate maintenance work orders where required to correct deficiencies identified in the inspections. The system shall provide County employees with the ability to enter work requests for facility maintenance by accessing the product through the County s intranet via a web browser from desktop and laptop PCs running Microsoft Windows as well as Apple mobile devices. The system shall provide no less than 4,000 County employees Page 10 of 13

11 with the ability to set up user accounts to enter and monitor work requests for facility maintenance. Of these 4,000 employees, the system shall provide no less than 100 employees of the Department of General Services with the ability to accomplish the work identified in the work requests, enter comments, time, materials and equipment used for the work, and close the work requests. Of these 4,000 employees, the system shall provide approximately 5 of these users with system administrator permissions to manage the system, add, change and delete users, and troubleshoot and work with the firm over the life cycle of the product to manage the overall system. The system shall provide General Services employees with the ability to access the system through Apple ios devices (primarily ipads) using secure County-provided WiFi in most of our facilities and through cellular connections where WiFi is not available. The system shall provide all users with the ability to formulate and run on-line real-time updates, searches and reports appropriate to their needs. The CMMS/EAMS application shall contain or be able to support the following requirements, either in the basic application or in modules delivered as part of this contract: A. Work Order (including file attachments of: Text/ASCII files, JPEG images, PDF files, Microsoft Office files, and AutoCAD drawings). B. Work Request C. Preventive Maintenance Page 11 of 13

12 D. Management of maintenance work performed by contractors E. Materials Management and Inventory Control (includes Bar Coding support) F. Scheduling and Planning G. Stormwater Management H. Multi-level Searches I. Reporting J. Administration K. Intranet web access (within the County firewall) to allow users to submit Work Requests and obtain status on Work Requests and Work Orders through the County s intranet using the web browser. L. Internet web access (from outside the County firewall, through a County standard VPN) to allow registered users to submit Work Requests and obtain status on Work Requests and Work Orders. The CMMS/EAMS application shall operate on a firmprovided and supported Relational Database Management System (RDBMS). The firm shall provide licensing, if required, for the RDBMS application for no less than 15 users. The firm shall provide technical support during normal business hours, 7:00 a.m. through 5:00 p.m. Eastern Time and provide emergency (line down) fixes within a 24 hour period beginning with Acceptance of the CMMS/EAMS by the County. The CMMS/EAMS application shall support the abilities to view, Page 12 of 13

13 generate and close Work Requests and Work Orders; and provide notifications to handheld devices such as wireless smart phones and tablets to be used in the field. Such mobile devices may access the product either through the standard desktop web site or through a mobile application. The following capability is desired but not required. Single sign-on with Microsoft Active Directory The following capability is desired but not required: Real-time or batch integration with ESRI Arc-GIS. As an alternative, the firm may offer services to host the application on their servers or at a data center acting as their partner. The firm will also provide the proposed service level agreement (SLA) governing this hosting arrangement, including reliability commitments. The SLA shall address network availability, network latency, network packet delivery, environmentals, power (commercial and emergency backup), security, denial of service resistance, outage response procedures, maintenance (scheduled and critical), credit claim procedures and the hosting location (city and state). Page 13 of 13