RFP for Asset Management Software and Implementation Answers to Questions

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1 RFP for Asset Management Software and Implementation Answers to Questions 1. Is Android a must have for the field crew on the mobility piece? Or, will a dashboard that can be accessed from any connected network browser suffice? The San Antonio River Authority (SARA) prefers to have Android as well as Apple compatible apps. However, using a network browser can work for us as long as the network browser version is easy to use through a smart phone or tablet. 2. After reading through the RFP it looks like you are wanting both a Financial Asset/Tax Depreciation Software and a Work Order Management System that is linked with GIS. Can you identify if you are asking for two different consultants to address the completely separate needs of the different departments, and then having them integrate? Or are you asking for one consultant to provide services in both GIS and Financial Accounting? The list of features provided in the RFP represent SARA s full range of services we want the software to provide. However, we recognize that this may not be achievable in a single software package. We will evaluate each proposal based on the software features checklist provided stating which features are available and choose the one that provides the most critical and most wide ranging functionality. 3. Can we get a list of the other vendors on this? SARA advertised this RFP on our website as well as on the State of Texas website. Therefore, we do not have a list of other vendors. This is a process that is open to any vendors to respond. 4. Do you have a rough idea of the amount of users the software was expecting to facilitate? Do you know the approximate user count and budget for this RFP, yet? Implementation What is the number of planners? Schedulers? Field users? Other types of users? Users - As part of the pricing exercise we need to better understand the number of users that will access the system. In your RFP you mention that the system must have a proven track record of use in the public sector environment with organizations of 300 employees or more. How many named users will the system have? How many field users will access the system though the mobile application? SARA does not currently have an asset management system in place. Therefore, we will not know until the implementation stage exactly how many actual users will be in the system. We currently have about 250 employees with about 100 of them in the field. Field staff will use the system for work orders and office staff will use it for data collection, asset tracking and management, etc. 1

2 The FY 2015/16 Adopted Budget has funds allocated for this project. The funding is expected to pay for costs related to licensing, maintenance, implementation services, training and report development. Therefore, there is not a specific budget for the RFP response itself. 5. Do you know how many users would need access to the field mobile piece of the RFP? As stated in the answer to question 5, SARA has about 100 field staff. We anticipate that all of them will need access to the field mobile piece. 6. Can you verify that there is a limit of the number of pages, and the maximum number is five (5), excluding resumes, general consultant literature and other required attachments? We are assuming such limitation would apply collectively to the required items of the executive summary, software features checklist, draft work plan, pricing schedule, and references and qualifications. Is the no less than 12 point type applicable to all font themes? This text is Calibri font theme, regular style, 11 point size. Would this be acceptable? In section VII B it is stated that the page limit for the proposal will be five (5) pages. Is that correct? Please reference addendum 1 posted on our website at 7. On the signature page, it states that the signature must be from a duly authorized officer that is designated to sign the form by resolution and to attach a certified copy. Could you clarify what certified copy we need to attach to this signature page? The attachment should include the document authorizing that the person signing has the authority to execute and bind the entity to the terms and conditions of the RFP document. 8. Was this RFP in response to a private bid and demo from another software company? SARA identified the need for an organization-wide asset management system independent of any demonstrations from software companies. SARA has received no private bids for the project scope as outlined in this RFP. SARA has, in the past, had demonstrations on asset management systems from various companies. However, as stated, the issuance of this RFP was independent from those prior demonstrations. 9. As provided in the instruction in section V proposal requirements (page 7), the proposal must follow a specific sequence. Sections are listed as A through M, however a section for pricing is not listed. Attachment I proposal checklist (page 26) shows pricing schedule listed after litigation disclosure and before brochures. On this checklist, however, I have noticed that other sections are not in the same order as listed in section V (et. al., draft work plan is listed before software requirements checklist on checklist, but the other is switched in section V). Please provide the correct order for the section on pricing in relation to the RFP section V proposal requirements. 2

3 Please place documents in the order listed in section V with pricing schedule at the end of the document. 10. What is meant by walk-in request? What process is used to handle that type of request today? Walk-in requests will be, most likely, taken by a SARA staff member and input into the system that way. SARA may also establish one or more kiosks where citizens can make a request through the website at that computer. Today, requests are taken by SARA staff. 11. Assets contain performance curves to track asset condition and useful life Please explain what is expected with this. Asset types (for example light vehicles, sheds, riding mowers) have general useful lives, depreciation schedules and maintenance schedules. SARA would prefer the system to have performance curves by asset type that includes this specific data as well as other data identified during implementation to track the asset through its useful life. 12. Mobile requirements is a disconnected solution required or is wifi or cell connectivity always available? A disconnected solution is required as neither Wi-Fi nor cell connectivity is always available. This disconnected solution should provide full functionality recognizing that it will be using data from the last sync with the system. The disconnected solution must have on-demand syncing capability. 13. CCTV is an integration required or is the ability to attach videos to records sufficient? Integration is preferred but the ability to attach videos to record data is sufficient. As stated above, the list of features provided in the RFP represent SARA s full range of services we want the software to provide. However, we recognize that this may not be achievable in a single software package. We will evaluate each proposal based on the software features checklist provided stating which features are available and choose the one that provides the most critical and most wide ranging functionality. 14. An asset can be expensed in either time or miles Are you looking for the ability to track asset costs/usage by time or miles based on a set costing rate (per mile/per hour/per day)? Yes, as long as the set costing rate can be unique for each asset. 15. Do you currently have GPS tracking on all vehicles? Item #24 - Do current vehicles have GIS locators? If so, what system is used? Does this vendor allow interface? No. 16. Data Migration - How many spreadsheets and/or systems will need to be migrated? SARA will not know until the implementation stage exactly how many spreadsheets containing asset management/work order related data will need to be migrated into the 3

4 system. This data is spread throughout the organization and staff has not completed an inventory of this data. 17. Data Migration - Is asset data the only data element that needs to be migrated Until we know the full extent of the system, we do not know what data elements we will need to migrate. The majority of the data will be asset data. However, we do have work orders tracked by spreadsheet that, ideally, we would want to migrate into the system. 18. Data Migration Is there work order history that needs to be migrated? Yes. 19. Data Migration Is there preventative maintenance schedule that need to be migrated? Yes. 20. Reporting Does SARA have an existing reporting tool? SARA is licensed and using Cognos for report development, currently only with our financial/payroll/human resources software (ONESolution from Sungard). 21. Infrastructure Does SARA have any application running on Oracle databases? No. SARA is currently all on SQL. 22. Infrastructure Is SARA supported by internal IT staff or by external services providers? SARA currently has 11 information technology staff, 4 of which are GIS specialists, 2 database specialists, one systems administrator, one help desk technician, one web developer, one network administration and the IT Manager. SARA also uses external consultants to access specific expertise and uses software providers technical assistance staff as available and needed. 23. Infrastructure Does SARA require single sign on? SARA prefers single sign on through Active Directory. However, as stated above, the list of features provided in the RFP represent SARA s full range of services we want the software to provide. However, we recognize that this may not be achievable in a single software package. We will evaluate each proposal based on the software features checklist provided stating which features are available and choose the one that provides the most critical and most wide ranging functionality. 24. Infrastructure Does SARA require Disaster Recovery setup? SARA currently has disaster recovery established. This system would need to be added to that process/program and would need to function effectively within it. 25. Infrastructure Does SARA require Load Balancing setup? The software installation will be on a VM virtual platform and does not require a load balancing setup. 4

5 26. Integrations What database does your Sungard Financial system run on? SQL. 27. Integrations What system does SARA use for Inventory Management? Or is SARA looking to have the proposed Work Management/Asset Management system have this functionality? None currently and yes, we would prefer this system provide inventory management. 28. Integrations - What system does SARA use for Supply Chain (Procurement)? Or is SARA looking to have the proposed Work Management/Asset Management system have this functionality? SARA currently uses our financial management software ONESolution, a Sungard product, to management procurement. We do not have supply chain procurement currently. We are looking for the asset management system to work effectively with ONESolution but will not be moving the procurement process (purchase requisitions and purchase orders) to this asset management system. 29. Integrations - What system does SARA use for Time Management / Payroll? Or is SARA looking to have the proposed Work Management/Asset Management system have this functionality? SARA currently uses and will continue to use Kronos for time keeping and ONESolution for time management and payroll. 30. Integrations - What system does SARA use for HR? Or is SARA looking to have the proposed Work Management/Asset Management system have this functionality? SARA currently uses and will continue to use ONESolution for human resource management. 31. Integrations - Is there a standard in which SARA requires integrations to be built under? i.e. SOA, Web Services All of SARA s software applications are SQL based and require direct connect to allow for data sharing and extraction. A determination will need to be made on web services depending on how the proposed asset management system communicates with our external customers. 32. Integrations - Can SARA share their integration vision between the proposed Work Management/Asset Management (WAM) system and other systems deployed at SARA? WAM GIS (ESRI Based) WAM - CCTV WAM - SunGard Financial (SQL Based) WAM - Customer Information System WAM SCADA (Clear Scada) WAM - Inventory WAM - Supply Chain WAM Timekeeping (Kronos Time Keeping, SQL Based) WAM HR 5

6 WAM for public access WAM Utilities (SQL Based) WAM LIMS (Lab Management System, SQL Based) WAM MS Exchange (Mail Alerts, Asset Reservations, and Calendar Scheduling) SARA would prefer full integration (rather than through manual file transfer) between the work order/asset management system and all the systems listed above except customer information. SARA does not currently have a customer information system. The yellow highlight represents additional systems that SARA would want to integrate with the work order/asset management system beyond those listed in the original question submitted. The most critical are GIS, ONESolution (financial and human resources), timekeeping (Kronos) and MS Exchange. However, as stated above, the list of features provided in the RFP represent SARA s full range of services we want the software to provide. However, we recognize that this may not be achievable in a single software package. We will evaluate each proposal based on the software features checklist provided stating which features are available and choose the one that provides the most critical and most wide ranging functionality. 33. Integrations - Does SARA have a document control system to manage attachments? PaperVision is SARA s primary document control system. ONESolution is also used for document storage and maintains the financial documents such as invoices and purchase orders. 34. Implementation How many different divisions? Will all divisions be included into the implementation at this time? SARA has nine departments Intergovernmental and Community Relations, Human Resources, Finance, Information Technology, Facilities, Real Estate, Watershed and Parks Operations, Watershed Engineering, and Environmental Sciences (that includes a full laboratory). We expect that staff in all departments will utilize the software to some degree, with Facilities and Watershed and Parks Operations heavy users with their field staff. We do not plan to phase in implementation with only a few departments at a time. All staff will be involved in the initial implementation. 35. Implementation Is there an order to which divisions the system should be implemented/deployed? We will implement/deploy all departments at the same time. 36. Implementation Will SARA be assigning an internal Project Manager to this project or will it be staffed by an external service provider? SARA will assign an internal project manager. 37. Implementation - Will SARA be assigning internal business SME's full time or part time to assist in implementation of the proposed solution? Part time. 38. Mobile App - Will both Android and IOS be deployed or will SARA standardize on a platform? 6

7 Item #1 - Is there a preference for Android or iphone, or both? Both will need to be deployed. 39. Mobile App - Will there be more than 1 kind of device accessing the mobile application? i.e. tablet, phone Yes. SARA provides tablets to employees, both ipads and Windows based devices. SARA does not provide cell phones to employees. Therefore, many different instruments and several different platforms will be used by SARA employees to access this software. 40. Mobile App - Does SARA utilize contracts to perform maintenance or construction work? If so, is there a requirement to have those contractors have mobile access. Yes, SARA uses outside contractors for both maintenance and construction. contractors do not need to have mobile access. These 41. Item #8 - Is there a size limit for documents/pictures/videos? What would be the anticipated storage capacity? SARA does not currently have a size limit for these types of files. We have extensive GIS, still digital photos and video that will need to be attached to assets. These documents are already stored on SARA SANs. The anticipated storage capacity is between 500 Megabyte to 1 Terabyte, depending on vendor software requirements and capacity of data management. 42. Item #11 - Are people assigned to these proximities? Yes. 43. Item #14 - Will samples of these logs be made available? SARA will make available all samples of these logs that exist. We will also be open to other configurations of logs that work well with/in the chosen system. 44. Item #16 - Do employees belong to multiple groups? Potentially, but most employees will be in one group at a time. Employees will also, of course, move between groups as they are promoted/reassigned. 45. Item #19 - Is this approval before or after work is completed? This item specifically refers to after the work is completed. However, SARA would prefer the ability to accept electronic signatures whenever a signature is required in a process. 46. Item #23 - Please clarify if this includes assets like rented heavy equipment. Yes. 47. Item #25 - Is there a database of record that SARA would like to improve and populate from other sources as part of database integration / aggregation or would SARA prefer to start from scratch? 7

8 There is no database per se. SARA does not currently have an asset management/work order software system. However, there is data in spreadsheets that needs to be imported/integrated into the new system. And there is data in the financial management software (ONESolution) that would need to be brought into the new system as well. 48. Item #26 - Is there a general idea of how many fixed assets versus mobile assets need tracking? What types of assets (i.e. motors, pumps)? We currently have about 2,500 fixed assets in our system. The assets range from large construction improvements to smaller computer items being tracked. Of the 2,500 majority would be considered mobile assets that are not fixed in any particular location. 49. Item #32 - What alert tolerances will you expect? This will vary by type of asset. 50. Item #33 - Does SARA have a framework for compiling inspection results for fixed assets and mobile assets? These assets often require different criteria and data sets to be tracked. SARA currently tracks some of the information using spreadsheets. We are expecting to improve our processes and increase functionality in this area using the work order/asset management system. The assets will require different criteria and data sets to be tracked. 51. Item #34 - Inspection condition categories needing customization already established in accordance with best practices? If so which ones? SARA will be working to implement best practices whenever possible. However, some unique business requirements may drive the need to modify best practices in some limited cases. Until we begin implementation, we cannot answer which ones specifically. 52. Item #36 - Does SARA have a preference for particular cost models? This will be determined during implementation. The limiting factor, of course, is that it must meet all the GASB accounting requirements. 53. Item #39 - What type of asset: vehicles, tools, mobile equipment other than vehicles? Yes to all these examples as well as computer equipment, laboratory equipment and potential others that may be identified during implementation. 54. Item #40 - Is this a desire to link geographically non-contiguous sites under a centralized enterprise managed approach? Yes. However, most of the wastewater collection system that flows into a plant is connected. 55. Item #43 - Does SARA to manage the system subsequent to installation or have an outside agency manage it? Our current plan is for SARA in-house staff to manage the installation. 8

9 56. Item #48 - Does SARA want the system provider to provide barcode scanning capability to include hardware or just integrate with existing systems? We would like the provider to include hardware for the barcode scanning. 57. Item #55 - Is there a specific project management software being used (i.e. Microsoft Project?) What do you want to know about the assets involved? SARA currently uses Clarity as well as Microsoft Project for project management. The second question about what we want to know about the assets involved depends on the user, the report requirement and many other factors. This question will have to be answered during implementation. SARA will want to evaluate standard reports delivered with the software, identify what needs those serve, what needs are not met by those standard reports and then prioritize additional report development. 58. Item #63 - What is meant by paperless fax? SARA wants to be able to fax documents/reports/forms/charts and graphs directly from the software without having to print then scan from a separate printer/copier/fax machine. 59. On page 3 in resource management you request material inventory management with quantity on hand is it the intent of the software implementation to have storeroom functionality and capability (i.e. material receiving and issuing)? No 60. In the proposal requirements on page 7 B. Software features checklist which section of the request are you referring to as the "list of required features"? Is it the bullet list under scope of services on page 3, the list under key functional objectives on page 3, or the list under detailed functional objectives on page 4? All three of these sections are included in the Software features checklist. 61. Does SARA have an enterprise standard for reporting? (SAP Crystal Reports, Microsoft SSRS, Oracle BI)? If so does SARA have in place report servers in place that would be used for this project? SARA has Cognos as a report writing tool that is licensed to be used with any software platform. We do not have an enterprise standard for reporting. We would prefer to use Cognos to take advantage of in-house expertise but are willing to evaluate alternatives if necessary. 62. What are the intended personnel resources SARA plans to provide during the scope of the project? SARA will have a project manager for the software implementation, a project sponsor and assigned subject matter experts. None of these is dedicated full time to the project. All will be available as needed to complete the project within the agreed upon timeline. 63. Does SARA use any mobile device management software to manage ios and Android devices? Yes, we use Absolute Mobile Device Management, mainly for ipad management. At SARA, employees, for the most part, use their own cell phones. 9

10 64. During implementation how many departments will provide different requirements and how many user will there be per department? The three departments with the greatest demand on the system will be Watershed and Parks Operations, Utilities (wastewater treatment) and Facilities as they will use the work order functionality. Utilities also provides fleet maintenance for SARA and will use it for those purposes. Other departments will make use of the system for various purposes, all of which are included in the request for proposal. The Finance/Purchasing staff plans to use the system for asset control, depreciation tracking, etc. See question #4 for the number of users. SARA has not differentiated these by department. However, our Facilities staff is seven, Parks is 64 and Utilities is

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