RFP for Fort Worth Water Utility Migration to Maximo 7

Transcription

1 RFP for Fort Worth Water Utility Migration to Maximo 7 Register your firm s interest in this procurement by sending an to eryck.walker@@forthworthtexas.gov. The subject line RFP Fort Worth Water Utility Migration to Maximo 7 Registration. Include the name of your firm and contact information. Please verify that your firm meets the requirements of this solicitation (bottom of this page) prior to registering. Direct Questions to: eryck.walker@@forthworthtexas.gov. All questions are to be submitted via by 5:00 p.m. Central Standard Time, February 12, The subject RFP Water Utility Migration to Maximo 7 Questions. Questions received after the deadline will not be considered. A responsesto all questions will be posted as an addendum to this Bid on or before February 26, Written Proposals Due: 1:30P.M. Central Standard Time, March 5, Mail or Deliver Proposals to: City of Fort Worth Purchasing Division, Lower Level, 1000 Throckmorton Street, Fort Worth TX Attention Eryck Walker RFP Fort Worth Water Utility Migration to Maximo 7 Proposal. One (1) original, four (4) copies, and one (1) digital version, Portable Document Format (pdf) on a flash drive of all Proposal documents shall be submitted in sealed packages. Proposer s name and address should be marked on the outside of the envelope. Late proposals will not be accepted under any circumstances. Requirements: Respondents must meet the following requirements to be considered for this work: If hosting services are proposed, the host must have at least three clients for whom Maximo 7 software is being hosted, and at least one of these clients must have more than 100 users. If technical services are proposed, the proposing firm must have completed at least three (3) Maximo 7 implementations, integration or upgrade projects in the last three (3) years, and these projects must have included interfaces to a utility billing system, customer relationship management system, and/or geographic information system. Proposals not meeting these qualifications will not be considered. for Fort Worth Water Department Maximo 7 1 RFP

2 Table of Contents Introduction... 5 Project Organization... 7 Functional Requirements for the Re-implemented System... 9 Work Order Tracking... 9 Planning, Scheduling and Assignment of Work Orders... 9 Documenting Work Performed... 9 Requesting Work... 9 Preventive and Predictive Maintenance Inventory Management Purchasing Asset Management Integration Requirements CRM Integration with Maximo FireHouse Integration with Maximo GIS Integration with Maximo Core Functionality Required Additional Functionality that may be considered GIS Integration with SunGard CIS SunGard CIS Integration with Maximo Financial System Integration Technical System Requirements Environments Performance and Access/Availability Criteria Performance Availability Application and Database Backup Requirements Users Data Volumes Database Platforms Client Devices Mobile Pilot Contract Scope and Pricing - Hosting for Fort Worth Water Department Maximo 7 2 RFP

3 Hosting Services Scope Hosting Task H1. Documentation Hosting Task H2. Setup Hosting Task H3. Hosting and Related Technical Support Hosting Task H4. Additional Technical Support Hosting Services Pricing Contract Scope and Pricing - Technical Services Framework for Pricing, System Access and Communications Milestone-based Scope Project Management Comprehensive Configuration Plan Web-based Meetings and Travel Schedule and Task Numbering Scope of Services and Associated Milestones Task T1. Development and Execution of Configuration Migration Plan Task T2. Technical Protocol and Schedule for Data Refreshes from Production Task T3. Design and Build GIS Geodatabase Interface (GIS Data Integration) Task T4. Design and Build Map Application Functionality (GIS Application Integration) Task T5. Design and Build CRM Interface Task T6. Design and Build FireHouse Interface Task T7. Design and Build SunGard Interface Task T8. Develop Tools to Load Plant Inventory, Asset and Work Order Data, and Support Initial Use of Maximo 7 Production Environment Task T9. Integrated System Testing Task T10. Work Order Detail and Cost Reports Task T11. Develop Tools and Protocol to Migrate Field Operations Data and Support Cutover Task T12. Mobile Pilot and General Technical Consulting Technical Services Pricing Contract Terms City Standard Terms and Conditions Additional Contract Terms Standard Hosting Services Agreement Requirements for Access to the City and Department Networks and Applications for Fort Worth Water Department Maximo 7 3 RFP

4 Proposal Requirements Type of Response Single or Multiple Contracts Tentative Schedule of Events Period of Acceptance Tax Exemption Cost Incurred in Responding Negotiations Contract Incorporation Non-Endorsement Unauthorized Communications Proposal Evaluation Process Proposal Evaluation Factors Vendor Registration Proposal Structure Section 1 Executive Summary Section 2 Response to Scope, Schedule and Contract Requirements Section 3 System Architecture Section 4 Proposed Hosting Services and Master Agreement Section 5 Proposed Project Team for Technical Services Section 6 Company Experiences and References Section 7 Cost Proposal Appendix A. City s Standard Contract Terms, Conditions and Exhibits for Professional Services Agreements... 1 for Fort Worth Water Department Maximo 7 4 RFP

5 Introduction The City of Fort Worth Water Department provides drinking water, reclaimed water, and wastewater services to more than 1.1 million residents of the City of Fort Worth and surrounding communities. The Department s Field Operations Division maintains 3,563 miles of distribution lines ranging in size from 2 to 60 inches in 10 pressure planes, with approximately 18,000 hydrants and 41,000 valves. The division also maintains 3,519 miles of sewer lines in 9 major and 167 minor basins as well as the reclaimed water lines. Lines range from 4 to 96 inches, and there are approximately 58,000 manholes and junction chambers. The Water Quality Section works closely with Field Operations on responses to main breaks, SSOs and water quality complaints. The Engineering Division works closely with Field Operations on the capital improvement program for linear assets and likewise works with the Water Reclamation and Water Production Divisions on capital projects for the treatment plants and other facilities. The Water Reclamation Division operates and maintains the Village Creek Water Reclamation Facility, a 166 MGD conventional activated sludge treatment plant with contract O&M of biosolids and heat recovery/energy production system. The facility produces 6 MGD of reclaimed water. The Water Production Division operates and maintains five surface water treatment plants that range in size from12 MGD to 200 MGD. The division also operates and maintains three raw water pump stations, 21 finished water pumping stations, 26 water storage facilities, 30 wastewater lift stations and 240 grinder pumps, 58 wholesale water metering stations, and 36 wastewater metering stations. The Meter Services Section of the Business Services Division is responsible for service activation, meter maintenance, delinquency field services, management of retail meter reading by others, and in house reading of large meters and special meters. The Department deployed Maximo 5.2 in its Field Operations division in The division uses the Work Order Tracking, PM and Job Plans modules to plan, schedule and assign work. The warehouse manager uses the Inventory module to manage a large warehouse. Crews use Syclo running on laptop computers to document work performed, and Warehouse personnel use Syclo on handheld units to count, stock and issue parts. The Maximo system is integrated with the City s FireHouse fire records management system and the Utility s PeopleSoft CRM, both of which generate work orders for Field Operations. The Field Operations Maximo system has never been upgraded and was not extended to other divisions. The Water Reclamation and Water Production divisions manage their work using a combination of spreadsheets, the TMA system (running on a SQL Server database), and paper. The Meter Services section manages its work using the Department s SunGard billing system. As part of its continuous improvement efforts, the Fort Worth Water Department will be upgrading and expanding its Maximo asset and work management system. The Department will expand the technology to its treatment plants, pump stations, lift stations, grinder pumps, wholesale water and wastewater meters, and the Meter Services section and will upgrade the software to the latest version. At the same time, the Department will be pursuing two goals associated with strengthening its asset management program. The purpose of this solicitation is to retain the services of a software host and technical services provider to assist the Department with the expansion and upgrade of Maximo so that the technology can be used in the pursuit of these two goals: for Fort Worth Water Department Maximo 7 5 RFP

6 Goal #1: Standardize the prioritization process for asset rehabilitation and replacement projects using reliable data on failure risk, financial value, and other strategic considerations. Objectives include: Provide accurate performance, cost, and condition data Create a standard method for quantifying failure risk addressed by a project Create a standard method for quantifying financial value of a project. Consider the net present value of the investment by comparing the anticipated project costs to projected benefits due to efficiency gains, cost avoidance (including costs associated with repairs and other potential costs of asset failure), potential for additional revenue collection, etc. Coordinate the Water Department s needs with the needs of the Transportation and Public Works Department (responsible for street rehabilitation and replacement). Goal #2: Establish consistent work management practices across the department. Objectives include: Develop and use a common vocabulary and common codes and classifications for work and asset management Support all Water divisions asset classes and modes of failure Preserve existing preventive maintenance rules, asset hierarchies, and key performance indicators that have been developed in Maximo 5.2, and incorporate data from other maintenance management systems to the extent practical Improve procedures where practical, including job costing, material tracking, etc. As part of an ongoing effort to evaluate the potential for strategic outsourcing to improve level of service and/or reduce costs, the Department is considering migration to a hosted solution for its Maximo asset and work management system. The desired outcome of this solicitation is the selection of a Technical Services Provider and Hosting Services provider to work under the direction of the Water Department s Program Manager for the reimplementation (upgrade and expansion) of the Maximo system. Throughout this document, Maximo 7 is used to refer to the upgraded version of the Maximo software. The Department expects to upgrade to the latest version of the software that is available at the outset of the project and to subsequently apply upgrades as part of routine software maintenance. for Fort Worth Water Department Maximo 7 6 RFP

7 Project Organization The Maximo upgrade and expansion (and possible migration to a hosted environment) will be conducted by a project team as depicted below. The Department will provide a Project Manager from the Water IT Section and a project team consisting of Department technical resources as well as Maximo super users and senior maintenance management personnel from each division. The Project Manager will act through the Program Manager to direct the project and to direct and manage the Technical Services Provider and Hosting Services Provider. Water Department Executive Team Water Department Project Manager Program Manager (Contractor) Department Core Team (Functional and Technical) Technical Services Provider (Contractor) Hosting Services Provider (Contractor) Figure 1. Project Organization Chart Following is a summary of project team responsibilities: The Executive Team will provide policy direction, appoint project team members, and resolve conflicts escalated by the Project Manager. The Executive Team will consist of the Department Director and each of five Assistant Directors. The Water Department IT Project Manager will oversee the project and coordinate the activities of Water Department project team members with respect to project execution. The Project Manager will report project progress and status to the Executive Team and is ultimately responsible for ensuring that the system performs in accordance with the Department s expectations. The Program Manager (a contractor selected as part of a separate process) will provide functional direction, manage the work of the technical services and hosting contractor personnel, and assist the project manager with the coordination and execution of Water Department project team activities, including functional configuration of asset and work management business rules and implementation of process-based plant hierarchies that support the Department s asset management program goals and objectives. The Program for Fort Worth Water Department Maximo 7 7 RFP

8 Manager will collect, review and organize system documentation prepared by contractors and Water Department project team members. The Program Manager will provide end user training and coaching. Water Department project team members will provide subject matter expertise for the functional configuration of the system, including asset hierarchies for the treatment plants, preventive and predictive maintenance rules, and general system functionality. Department staff will review and scrub data from Maximo 5.2 in preparation for migration or upgrade to version 7. Team members will review and provide feedback on the configured environment and will participate in system acceptance testing. Certain Department team members (Water IT personnel and Maximo super-users) will participate directly in functional configuration of the system, including the definition of asset and work classifications, the design of communication templates and basic work flow elements, and the development of saved queries, reports and start centers. Project team members will document system requirements, complete basic configurations of screens and system settings (including security), develop start centers, load data, test system configurations, and support end users following go-live. The Hosting Services Provider (HSP) will install the Maximo version 7 software and provide the core technical configurations needed so that the Department and the Technical Services Provider (TSP) can begin using the system. This includes configuring the system to work with Active Directory user names, a document store, and a mail server as well as several interfaces to be developed by the TSP. The HSP will provide environments for development and testing as well as a production environment. The HSP may upgrade the current Maximo database to version 7 if it is determined that this course of action will be more cost-effective than a reimplementation of the software and migration of the historical data. Alternatively, the HSP will import data provided by the Department. The HSP will provide a service level agreement committing to system availability and performance. This includes providing database backups and restoration and re-boots of application and database servers as needed by the Department or its TSP. The TSP will develop technical specifications for system interfaces and will develop and test both sides of the system interfaces. The TSP will develop technical specifications and execute technical configuration work as may be needed, including the development of complex reports and automation scripts. The TSP will develop, document and execute migration packages as needed to propagate configurations from the Development environment to the Test and Production environments. The TSP may assist with the evaluation of mobile work management alternatives and the implementation of the selected alternative. for Fort Worth Water Department Maximo 7 8 RFP

9 Functional Requirements for the Re-implemented System The Department has a single Maximo site and organization and a single item set and company set. The Department will use out-of-the-box functionality with configurations that can be applied and managed through the user interface. Attached document functionality and communication log functionality are required in all pertinent applications. Minimal use of conditions (conditional user interface) is anticipated. The Department does not use full work flow and does not plan to do so although some limited use of automation scripts and escalations is anticipated. The major functional requirements are described below. As part of the re-implementation/upgrade project, documentation of all database and application configurations will be compiled. Business process diagrams will be updated by the Department project team as needed to support end users and the technical and functional development activities. Work Order Tracking Planning, Scheduling and Assignment of Work Orders The Field Operations Division will continue to use the Maximo work order tracking application to plan, schedule and assign work, and the Water Reclamation Division, Water Production Division and Meter Services Sections will migrate from their current applications to Maximo for work order tracking. The Department anticipates using out-of-the-box work management functionality leveraging established work management standards that are in place with version 5.2 (e.g., work status, priority, type, etc.). Work order classifications will be used to capture data unique to particular maintenance activities. Maximo 7 ownership functionality will be used to manage assignment of work to crews and technicians. The Department manages and assigns entire work orders with minimal use of work tasks. Documenting Work Performed Field Operations crews currently use Syclo to document work performed (alongside ArcGIS Online, which is used to identify field infrastructure). As part of the upgrade/reimplementation, the current Syclo product will be replaced with an alternative mobile solution for work management. The Quick Reporting and EveryPlace applications will be piloted to determine whether a solution based on a persistent wireless connection is viable. If it is determined that a disconnected solution is needed, the Department will evaluate and pilot alternative solutions. The department captures failure reports and actual costs (labor, materials, tools and services). Work order labor costs are derived from standard craft rates, and work order time capture is not integrated with City time and attendance (payroll) functions. Requesting Work The Department anticipates that internally generated maintenance requests will be captured as work orders (generated independently or as follow-on to another work order). The Service Request module will be used only if this provides a lower cost solution for users whose interaction with Maximo is limited to requesting work and monitoring the status of their requests. for Fort Worth Water Department Maximo 7 9 RFP

10 The Department currently uses the PeopleSoft CRM to record calls from customers with an interface to generate Maximo work orders when needed. The Department plans to continue using this approach to manage customer service requests. When CRM cases are resolved by Maximo work orders, an interface automatically closes the case. When cases result in work outside Maximo (e.g., Meter Services or Water Quality work), employees must manually close the case in the CRM. It is anticipated that the migration to Maximo for work management in these divisions will eliminate the need for manually closing CRM cases. Preventive and Predictive Maintenance Field Operations uses Maximo 5.2 measurements to track the positions and turns to open/close for roughly 2800 water system valves. Field Operations will continue to use the Routes, Job Plans and PM applications to manage maintenance strategy, including PM programs for valves, odor control, and support an extensive sewer line cleaning and CCTV program. The other divisions will begin to use these applications as well. The Department anticipates use of the Maximo Meters and Condition Monitoring applications to enter operational data such as runtimes, cycle counts, pressure and flow data that are pertinent to preventive and predictive maintenance strategy. For the Water Reclamation and Water Production Divisions, some of this information is already captured in SCADA/DCS systems and is used in scheduling preventive and predictive maintenance work. Integration with SCADA/DCS is anticipated at some future date but will not be included in this upgrade/reimplementation project. Initially, such operational data will be captured by technicians as part of the documentation of routine inspections, and this information will be used to generate PM work order. Inventory Management The Maximo Item and Inventory applications are used to manage Field Operations warehouse operations. There is currently a single actively managed storeroom in Maximo (the main Field Operations warehouse). At least one additional storeroom will be required (for the Village Creek facility). In Maximo 5.2, a storeroom was created for each truck, but inventory is not actively managed on the trucks at the current time. The Division is considering the introduction of active materials management practices (transferring inventory from the main warehouse to the trucks and issuing from the trucks, and maintaining accurate counts of truck stock). If these practices are introduced, roughly 150 truck storerooms will be retained in Maximo 7; otherwise, the locations will be decommissioned. It is possible that additional trucks from other divisions will also be set up as storerooms. Maximo is used to track quantity on hand and identify reorder requirements for stocked items. This functionality is not integrated with City purchasing functionality and no such integration is anticipated as part of this project. An interface to the ERP may be developed as part of a future phase of work. Inventory transaction data are periodically extracted to provide expense information for use in the City s financial system. This is a report rather than a system interface. Warehouse personnel currently use Syclo to track issue and return transactions. As part of the upgrade/reimplementation, the Syclo product will be replaced with an alternative mobile solution for inventory management. The core Maximo EAM applications (including Inventory and EveryPlace) will be piloted to determine whether a solution based on a persistent wireless connection to Maximo is viable. If it is determined that a disconnected solution is needed, the Department will evaluate and pilot alternative solutions. for Fort Worth Water Department Maximo 7 10 RFP

11 Purchasing The Maximo Purchasing module is used to purchase and receive inventory items. There is currently no interface to the City procurement system. Invoices are not entered in Maximo. (Purchase orders are entered redundantly in the City s procurement system and invoices are processed in the City s financial system. Integration to the City s ERP is anticipated in the future but is not part of the current project.) Asset Management Asset life cycle costing is a key objective of this project. The Department intends to capture the following costs in Maximo: Design and Construction/Procurement For future assets designed and built by contractors, the costs will be allocated to process locations and/or individual assets and captured on Maximo asset records (for plant processes and assets) or possibly in GIS records (for field infrastructure). There is no plan to populate installation cost data on existing asset records, and it is possible that installation costs for linear assets will be derived statistically and not tracked on individual asset records. For assets that are constructed or replaced by Department staff, the costs will captured in one or more construction work orders written against the new assets and/or process locations. These costs will include labor, materials (including cost of replacement units), tool/equipment usage, and invoiced services charged to the work. Repairs and General Maintenance All repairs and general maintenance will be documented with work orders, and these costs will be captured as charges against those work orders. If contractors services are used in a repair, these costs will captured as invoices charged against the work order. If additional operational costs are incurred as a result of a breakdown or in conjunction with general maintenance, these costs will be charged to the work order. Operations Maximo work order will be used to capture the cost of preventive and predictive work activities, including rounds and routine inspections. Certain other operational costs (such as power and chemical costs), security costs, and overhead labor activities) may be captured outside Maximo. Flexible asset cost analysis reports are required. Basic cost analysis requirements include the ability to segregate costs by work type (e.g., to identify the costs of preventive/predictive maintenance, PMdriven repairs, reactive repairs, etc.). Complex cost analysis requirements may include the ability to allocate the cost of multi-asset work orders (or parent work orders) to the assets and/or processes (locations) identified in the multi-asset table or in child work orders. The Department has historically tracked field work by address or, in the case of certain collection system work, by interceptor or basin. A GIS development project was recently completed, providing the opportunity for field work to be tracked against specific assets. The Department anticipates that it will begin tracking asset-specific field work in Maximo in version 5.2 and that the associated asset records for Fort Worth Water Department Maximo 7 11 RFP

12 will be migrated to version 7. The GIS is and will remain the system of record for field asset data other than billing meters. The utility billing system (SunGard) is the system of record for billing meter assets, and these assets are not currently tracked in Maximo. The Department currently uses the SunGard product to manage meter-related field activities. The Department may pilot the use of Maximo to manage such activities. If this pilot proves successful, then meter item and asset data may be tracked in Maximo. The Department will develop process-based hierarchies for treatment plant infrastructure and will track significant maintainable units as assets in Maximo. Maximo will become the system of record for plant assets. The Department has established standards for categorizing the criticality and condition of assets and will track this data in Maximo. Out-of-the-box warranty tracking and downtime functionality is required. Integration Requirements Four interfaces are required as part of this project: Esri GIS o o o Geodatabase version 10.1 for water asset feature classes; version 10.0 for base map and address feature classes Esri Workflow Manager and Data Reviewer for water asset data editing Both City and Water Department are editing in a versioned environment, although the City requires reconciliation and posting on a weekly basis for base map data. The Water Department reconciles and posts as needed. There are nightly compresses of both data sets. There are 6 GIS editors. o ArcGIS Online for access to Water and City data o ArcGIS Server 10.1 running on a virtual machine (VMWare) o All data in SQL Server 2008 R2 clustered environment PeopleSoft CRM (version 8.9 running on SQL Server 2005) SunGard SunGard Billing System (version running on an IBM iseries) FireHouse (version running on SQL Server 2008 R2 SP2) Figure 2 below depicts a high level overview of relevant relationships among these systems. for Fort Worth Water Department Maximo 7 12 RFP

13 Customer Service Requests CRM Work Status CIS Meter and Tap Work Orders Work Status MAXIMO Customer Accounts Addresses Assets and Addresses Status Work Orders GIS Hydrant Status FIREHOUSE Figure 2. Integration Overview The TSP will develop detailed designs and technical specifications for these interfaces and will develop and test the interfaces (both sides). The HSP will host the Maximo side of the interfaces if the Department proceeds with hosting services. If the Department opts against hosting services, the Department will run Maximo 7 on its own network and servers. The CRM, billing system and FireHouse systems will remain on the City s internal network and servers, as will the GIS editing environment. Depending on the GIS integration solution pursued, the HSP may be called upon to host a GIS application. Below are conceptual requirements for each of the interfaces. CRM Integration with Maximo The purpose of this interface is to automatically generate Maximo work orders for customer service cases requiring field work. The Department currently has an interface between a PeopleSoft CRM and Maximo 5.2 (using PeopleSoft PeopleTools), and the functionality of this interface must be preserved with the upgrade to Maximo 7. The required integration points include: Send CRM cases to Maximo as Work Orders The existing interface generates work orders for CRM cases based on certain criteria. These criteria must be reviewed and updated as part of the reimplementation, but the functional requirement remains much the same. However, the Maximo side of the interface must be replaced with components that use the Tivoli Integration Framework and otherwise comply with IBM license requirements for version 7. for Fort Worth Water Department Maximo 7 13 RFP

14 The Maximo work orders should carry references to the CRM cases that generated them as well as the service premises (billing system locations) referenced in the CRM cases. The process for transmitting work orders from the CRM to Maximo should run in near real time. The current interface runs in 15-minute batches. Update CRM cases based on Maximo work status The existing interface pushes status updates from the Maximo work order to the CRM case. The relationship between individual Maximo work order status codes and the CRM case status codes should be reviewed and updated, but the functional requirements remain much the same. FireHouse Integration with Maximo The Department currently has an interface between the FireHouse Fire Records Management system and Maximo 5.2. The purpose of this interface is to allow the Fire Department to request repairs within their FireHouse system, automatically transmit those requests to the Utility s Maximo system, and then update the status of the original requests when the work is completed by the utility. There are two integration points: Send hydrant work orders from FireHouse to Maximo The existing interface generates work orders in Maximo when a hydrant status in FireHouse is set to need repair. The structure of the resulting Maximo work orders should be reviewed and updated as part of the reimplementation, but the functional requirement remains much the same. However, the Maximo side of the interface must be replaced with components that use the Tivoli Integration Framework and otherwise comply with IBM license requirements for version 7. The Maximo work orders should carry references to the Maximo hydrant records that correspond to the Hydrant GIS IDs sent from FireHouse. FireHouse carries a reference to the GIS hydrant ID, and the current interface uses this GIS hydrant ID when generating the Maximo work order. Update FireHouse records based on Maximo work status The current interface updates the status of the FireHouse hydrant based on the status of the associated work order in Maximo. The relationship between the Maximo work order statuses and FireHouse hydrant statuses should be reviewed, but this functionality will remain largely the same. GIS Integration with Maximo The Department currently has an interface with the geodatabase that automatically imports new service premises points and street segments to the Maximo Locations table. The purpose of this integration is to allow Maximo users to write work orders against field addresses and assets maintained in the GIS and to allow GIS users to view work orders. Core Functionality Required The following core functionality is required: for Fort Worth Water Department Maximo 7 14 RFP

15 Send GIS assets and locations to Maximo Support a link between an Esri geodatabase (generally adhering to the Esri model for water and wastewater feature classes) and Maximo asset and location records, including associated specification records. Location and asset descriptions in Maximo should be generated from key attributes (size, material, etc.). The infrastructure data maintained in the GIS should be made resident in Maximo so that the data are available independent of whether a user has access to the GIS and are presented in a fashion consistent with the way plant and pump station asset data are presented (i.e., using the out-of-the-box Maximo asset and location fields in conjunction with classification-based specifications). Import new field asset records and updates of existing assets from GIS to corresponding Maximo location or asset records at least nightly. This includes the ability to update the status of a Maximo asset or location record if the corresponding GIS feature has been deleted or moved to an historical feature class. Send GIS addresses to Maximo If the Department decides to use Maximo Service Addresses in lieu of street segment locations, the geodatabase interface will have to support a link between an Esri geodatabase address information (consolidated parcel feature class) and Maximo service address records. This interface would have to Import new parcel address records and updates of existing addresses from GIS to corresponding Maximo service address records. This includes the ability to update the status of a Maximo record if the corresponding GIS feature has been deleted or moved to an historical feature class. View Maximo work orders in GIS applications Provide GIS-based read-only views of work order data so that work orders (and key attributes from the work order and work order specification tables) can be viewed on a map. Work order layers must be available to GIS users who do not have access to Maximo. Work orders must be manageable in layers that can be turned on and off by GIS users with, at a minimum, the ability to distinguish among open and closed work orders and work of different types (e.g., preventive maintenance and repairs). Layers based on work order classification and/or organizational responsibility may also be needed. If work orders are mapped explicitly (i.e., if map coordinates are defined for the work independent of the associated assets or addresses), then the work order layers should render the work orders at their explicitly mapped points. If work orders are not mapped explicitly, they should be rendered based on the associated service addresses, assets or locations. The Department will consider a solution involving automatic generation of explicit work order features (i.e., sending Maximo work order data to a feature class) with an option for end users to define explicit point locations for certain work orders (e.g., main breaks). The Department will not consider an approach to work order mapping that requires end users to take steps beyond the selection of a work order asset or address. (In other words, work orders written against mapped assets or addresses must be visible via GIS without special action by end users.) for Fort Worth Water Department Maximo 7 15 RFP

16 Additional Functionality that may be considered The following additional functionality will be considered if it is deemed cost-effective and found to measurably improve efficiency: Automatically populate the Maximo work order asset or location field based on the selection of a map feature that corresponds to a Maximo asset or location. Select a group of work orders from a map and make them available in the List tab of the Maximo Work Order Tracking application. Select a group of assets or locations from a map and make them available in the List tab of the Maximo Assets or Locations applications. Select one or more work orders (using the Maximo work order tracking List tab) and view the selection on a map. This includes automatically zooming to the selected work order(s). Work order selections may be based on status and ownership (e.g., showing all work orders that are ready to start or in progress for a specific crew or technician). Automatically generate the most efficient route for completing a selected set of work orders based on the user s selected set of work orders and selected starting point. This functionality may be developed within Maximo or within a GIS application or some combination thereof. The Department owns Esri GIS software licenses. Some GIS super users in Field Operations and Engineering utilize Esri desktop software. Field Operations personnel use ArcGIS Online for general access to infrastructure maps and GIS functionality. The Department will consider solutions involving deployment of additional software to support the GIS integration. If additional software costs are dependent upon numbers of users, environments, and/or map features, the data in this solicitation should be used to determine the proposed costs of the software. The Department s objective is to meet the core integration requirements at the lowest possible cost for deployment and ongoing maintenance. Options for the additional functionality will be considered after the lowest cost solution for the core functionality has been established. Respondents are encouraged to propose more than one alternative. GIS Integration with SunGard CIS This integration is outside the scope of the Maximo upgrade/re-implementation project but is presented herein for reference. The Department has a GIS point feature class that depicts customer account locations from the billing system (a service premises layer that is loaded to Maximo as service premises location records). If the Department opts to use Maximo to manage field work associated with meters, these work orders will be written against Maximo locations that correspond to customer accounts (service premises) and/or meter assets. It is possible that views of billing system data (service premises) will be developed or modified in conjunction with this project. However, the TSP is not expected to develop integration that pushes GIS for Fort Worth Water Department Maximo 7 16 RFP

17 data (including addresses) to the billing system or that exposes billing system data (including account delinquency data) in GIS. SunGard CIS Integration with Maximo The purpose of this interface is to automatically generate Maximo work orders for new taps and meters, meter replacements and other meter-related work identified in the billing system. This work is currently handled by billing system service orders. The interface will be needed if the Department opts to use Maximo to manage the meter-related field activities. If this interface is developed, it will have several integration points: Send SunGard field work orders to Maximo as Work Orders The mapping of the SunGard field order to the Maximo work order will have to be defined as part of the interface design. The Maximo work orders should carry references to the SunGard orders that generated them. The Maximo work orders should be associated with service premises locations and/or meter assets and/or service addresses (depending on the strategy recommended by the TSP). Update billing system records based on Maximo work status The status of the billing system field activities should be updated based on the status of the associated work order in Maximo Transmit final reads If a meter is removed as part of the Maximo work order, the final read and the removal of the meter should be transmitted from Maximo to SunGard. Update installed meter and related asset data If a meter, register and/or transponder is installed or changed out as part of the Maximo work order, the transaction and the new serial number(s) and configuration should be transmitted from Maximo to SunGard. Transmit installation reads If a meter or associated appurtenance is installed or changed out as part of the Maximo work order, the initial reading of the newly installed meter or appurtenance should be transmitted from Maximo to SunGard. Financial System Integration Financial system integration is not planned for this project but may be considered for future phases of work. The City is in the process of replacing its financial system. The Department currently produces a report of inventory transactions that is used by the Accounting Department. This report will still be needed, but the Department does not currently anticipate that custom report development services will be needed. for Fort Worth Water Department Maximo 7 17 RFP

18 Technical System Requirements Environments The HSP is expected to provide the following environments: Development (for use by a limited number of system administrators, technical developers, and super-users) Production (sufficient to support up to 250 authorized or limited Maximo users and 50 additional users formerly covered by self-service licenses) Test/Train (configured identically to Production and used to test configurations and performance as well as to train new users). The Department prefers to have separate testing and training environments such that the training environment can be maintained with a configuration that is identical to the Production environment while the testing environment is used to test new configurations and software upgrades and patches. However, if a fourth environment will be cost-prohibitive, the Department will consider using the same environment to test and train. Performance and Access/Availability Criteria Performance The Department requires a system architecture robust enough to support 200 concurrently logged-in users (including office and mobile users) with the following response times: Instantaneous response when tabbing from field to field on a screen. Two-second response for inserts and updates of individual work orders, inventory records, job plans and PM rules, including updates of status or ownership. Return of results list for a work order search (limited to non-task, non-history work orders with exact match filters on indexed fields) of less than 3 seconds. Performance of the GIS application is expected to be comparable to the performance of the current ArcGIS Online application, which provides for a response time for less than 2 seconds when identifying a feature and a response time of under 2 seconds for turning on a vector layer at a 1:800 resolution (with 5 vector layers already displayed). The Department recognizes that the speed and capacity of its connection to the hosted environment will affect performance. The HSP is expected to provide minimum requirements for this connection in order to provide users with the expected response times. Availability The Department expects the hosted environments to be available 24 hours per day, seven days per week. Downtime needed for routine maintenance should be announced in advance and scheduled for nights and weekends. The Department expects immediate (24x7) technical service to address unexpected system outages, including complete application or database failure and/or the inability to access or use the work order tracking, inventory or asset modules. Non-emergency technical service (should be available during standard business hours (central time). for Fort Worth Water Department Maximo 7 18 RFP

19 Application and Database Backup Requirements The Department prefers all environments to be backed up at least nightly, including offsite storage of Production backups at least weekly. Backups should be retained (not overwritten) for a minimum of 30 days. The HSP must provide evidence of periodic testing of the backup and restoration process, including the ability to restore the system to a point any time in the last 30 days. If nightly back-ups of the non-production environments are cost-prohibitive, the Department will consider a less frequent back-up scheduled for the Development and Test environments (perhaps weekly or monthly) with the option to request more frequent back-ups during certain periods. If a training environment is maintained separate from the testing environment, it need not be backed up as it can be refreshed from the Production environment. Users Total number of Maximo licenses currently owned: 250 o 82 authorized user licenses o 168 limited use licenses Total number of user accounts currently active in Maximo version 5.2 (Field Operations): 94 Total number of users anticipated at project completion: 300, including the 250 licensed users and up to 50 individuals formerly covered by self-service licenses o The Department does not anticipate the need to acquire any additional Maximo user licenses o The Department anticipates that up to 200 users will need to interact with a map while using Maximo Anticipated peak load of concurrent users of Maximo 7, including mobile users: 200 Average number of concurrent Field Operations users today (Maximo and Syclo): 67 Data Volumes Plant asset and location records: up to 15,000 Water and wastewater field infrastructure assets (Utility GIS features): 500,000 Maximo field locations (predominantly service premises and street segment locations): 350, 000 Meter assets: 250,000 to 750,000 (depending on whether appurtenances such as transponders are treated as assets) Parcel addresses (services addresses): 500,000 Work orders in history: 515,000 Field Operations work orders as of November 2014 New work orders anticipated to be added annually: 425,000 to 625,000 o Field Operations currently adds 50,000 per year and anticipates adding up to 100,000 work orders per year (because some data currently tracked in custom fields will be o o o tracked in separate child work orders) Plants expected to add 20,000 per year Meter Services expected to add up 300,000 to 500,000 per year Water Quality expects to add 2000 to 4000 work orders per year (for water quality complaints and for support of main break and SSO activities) for Fort Worth Water Department Maximo 7 19 RFP

20 Current Inventory items: 2,500 Number of Inventory Items Anticipated (when Plant Items Added): 4,000 Number of Measurement Points (associated with 2,800 large valves): 8,000 Measurements in History: 86,000 New Measurements per Year: 10,000 Purchase Order Lines in History: 27,000 New Purchase Order Lines Anticipated Annually (when Plant Warehouse added): 4,000 to 5,000 Database Platforms Maximo will use Microsoft SQL Server to be provided by the HSP. The Department (or City) own SQL Server licenses that support the GIS, billing system, FireHouse and CRM. Client Devices End users work stations and laptops will meet the following requirements: Windows version 7, 64 Bit Internet Explorer version 11 for most users (but ERP users must have IE 8 or 9) 8 GB RAM Mobile Pilot The Department has not yet determined whether mobile work management and inventory needs will be addressed via a persistent connection to Maximo EAM (via laptops, tablets or other devices) or whether additional software for a disconnected or intermittently connected solution will be needed. As part of this project, the Department will pilot the use of persistently connected laptops and other devices. If it is necessary to pursue alternative solutions, the TSP may be called upon to provide technical advice related to alternative mobile software and/or to configure this software. for Fort Worth Water Department Maximo 7 20 RFP

21 Contract Scope and Pricing - Hosting Hosting Services Scope The HSP is expected to provide the following services. Hosting Task H1. Documentation Provide a drawing and documentation of the architecture of the hosted environments, including documentation of the security and failover services to be provided. The documentation is required for each environment (Development, Production, and Test/Train) and must be detailed enough to support the development and deployment of interfaces to applications running on the City s network. Hosting Task H2. Setup Install the database and application software in the hosted environments. This includes configuring the Maximo environments to work with Active Directory, the mail server and the document store in a fashion that supports the use of the active directory name as the personid and user name (and Active Directory authentication). This also includes loading the Department s Maximo 5.2 data into the Maximo 7 Development environment (either by upgrading the current system or migrating the data to newly installed software). This is an initial load to support the development process and should be completed in conjunction with the installation of the Development environment software. Hosting Task H3. Hosting and Related Technical Support Provide ongoing hosting of the environments, including general operations, back-up and recovery, software patches and upgrades, and responses to system outages and other technical issues that are the host s responsibility. Hosting Task H4. Additional Technical Support Provide technical consulting for issues that are not the host s responsibility. Hosting Services Pricing The HSP may propose firm fixed fees for hosting tasks H1 and H2 or may choose to embed these fees in the pricing for task H3. In either case, billing for hosting services task H3 will not commence until Tasks H1 and H2 are completed and accepted by the City. The HSP is expected to provide a firm fixed fee for Task H3, quoted as a monthly, quarterly or annual fee. If the fee will differ based on the strategy used for GIS integration and/or the mobile solution, then multiple options should be quoted. Fees for Task H4 (ad hoc consultation) should be provided as an hourly rate. Contract Scope and Pricing - Technical Services Framework for Pricing, System Access and Communications Milestone-based Scope The scope of services for Technical Services is almost entirely milestone-based. The TSP is expected to propose firm fixed fees for each milestone, to be billed upon the City s formal acceptance of the milestone. for Fort Worth Water Department Maximo 7 21 RFP