SPRINGVILLE CITY, UTAH

Transcription

1 SPRINGVILLE CITY, UTAH REQUEST FOR PROPOSALS ENTERPRISE ASSET MANAGEMENT AND WORK ORDER SOFTWARE AND SERVICES RFP #

2 Table of Contents PROJECT BACKGROUND:... 4 SCOPE OF WORK:... 4 ALTERNATE SCOPE OF WORK:... 5 PROPOSAL PROCESS:... 5 PART 1 - INSTRUCTIONS TO PROPOSERS RECEIPT AND OPENING OF PROPOSAL PACKAGES PREPARATION OF PROPOSALS ADDENDA AND INTERPRETATIONS MODIFICATION AND WITHDRAWL OF PROPOSALS EVALUATION OF PROPOSERS RESPONSES AND PROPOSALS PROPOSAL CONTENTS SELECTION CRITERIA PLATFORM AND ARCHITECTURE LICENSING GIS INTEGRATION FUNCTIONALITY INSTALLATION AND IMPLEMENTATION TRAINING SUPPORT PART 3 PRICE PROPOSALS UP-FRONT COST FUTURE MAINTENANCE COST ADDITIONAL USERS ADDITIONAL FUNCTIONALITY FUTURE DEVELOPMENTS COSTS TITLE BLOCK

3 CONTINUE BELOW FOR THE COMPLETE RFP SPRINGVILLE CITY PUBLIC WORKS AND POWER UTILITY REQUEST FOR PROPOSALS FOR ENTERPRISE ASSET MANAGEMENT AND WORK ORDER SOFTWARE AND SERVICES RFP # INVITATION TO PROPOSE Sealed Proposals for the contract ENTERPRISE ASSET MANAGEMENT SOFTWARE AND SERVICES RFP # should be received by the purchasing department for Springville City located at 110 South Main Street, Springville, Utah 84663, by 3:30 P.M. on August 31,

4 PROJECT BACKGROUND: Springville City operates water, waste water, storm water, irrigation and power utilities, as well as conducting streets construction and maintenance, concrete installation and maintenance, and solid waste services. The City seeks to implement an enterprise asset management system (EAM) to help reduce maintenance and capital costs, coordinate and streamline maintenance and operations, comply with environmental regulations and accounting standards, and improve customer service. The City may use the system for other purposes, such as maintaining a tree inventory, managing SWPPP operations, public works inspections, fleet and inventory management, and managing special events. The asset management system must be capable of supporting daily operations and maintenance for all city utilities, streets, concrete, and solid waste services. The asset management system should integrate with and leverage the City s existing data and software. The City currently maintains a GIS that employs ESRI software and geodatabases at version The GIS data is stored in an enterprise geodatabase (SQL Server) and is authored with ArcGIS for Desktop Advanced, and published with ArcGIS for Server Standard Enterprise. The asset management system should integrate with the City s existing GIS architecture and data schema. The asset management system should facilitate a rules based update of the GIS database. The asset management system should leverage the GIS and will preferably be accessed through a map interface populated with the City s GIS data. In addition to the GIS, the City also uses AutoCAD Civil 3D for design, Caselle for billing management, EFACEC Advanced Control Systems SCADA for power utility telemetry, Spatial IM for Pavement Management, IT Pipes for CCTV inspections, Spatial IM for general asset management, SIRE File Center for document management, and iworq for work order management. Microsoft Office is also used in general operational support. The City employs a Microsoft network and Microsoft Operating Systems. SCOPE OF WORK: The City is seeking qualified and experienced Proposers to perform the following tasks: Provide EAM software that integrates with GIS and is deployed on-premise at Springville City Hall. EAM Software should perform work order management, dispatching, job costing, budget forecasting, reporting (GASBI and custom), document maintenance history, preventative maintenance scheduling, inventory management and fleet management. EAM Software client should be capable of supporting a check out / check in model of disconnected operations in the field on windows laptops and synchronization of data back to the on-premise database. EAM Software client should be capable of connecting directly to the on-premise database from the field via an internet or VPN connection. Provide installation and implementation services for the software and integrate it with the City s GIS. Customize software to reflect and support existing City workflows. Work with City Staff to create and document currently undocumented workflows and implement these workflows into the EAM software. 4

5 Software should be capable of integrating with other City systems, as appropriate. o Caselle o SCADA o SIRE Provide a detailed implementation plan and schedule. Educate City staff in the use of the software. Provide technical support, software maintenance, and software updates. ALTERNATE SCOPE OF WORK: Springville City is also seeking an alternative to an on-premise software deployment of EAM Software. EAM Software deployed using cloud based technology and accessed as a software as a service (SAAS). The Proposer may host the SAAS or may propose this option as an implementation service using a third party cloud based storage and application provider. o The Proposer must include details about the SAAS implementation including technical details and cost estimates ( ) o If using a third party vendor to support the SAAS implementation, the Proposer must include details about the third party service. PROPOSAL PROCESS: Proposal Due Date Proposals are due on August 31, 2012 at 3:30 p.m. in accordance with the published requirements. All proposals shall be received at the time and place indicated in this document. Additional Questions to Proposers In the event that, during the review and evaluation of the proposals, the City has additional questions, the City may contact the Proposer at the City s discretion. Review/Rank Proposals After all review and any additional questions are answered, the proposal review will be complete. It is expected that this review will result in the selection of the highest-ranked Proposer based on the interests of the City.. Presentation If needed, the City may schedule presentations for short listed firms. The presentations will allow the City to personally meet and listen to the Proposers teams and to clarify any outstanding issues. If conducted, the City will provide a presentation agenda for each Proposer. Contract Negotiations The City and the successful Proposer will negotiate any outstanding issues concerning the proposal. If a mutually agreeable contract cannot be reached within a reasonable time frame, the City reserves the right to terminate negotiations with the first ranked Proposer and begin discussions with the second ranked Proposer or reject any and all Proposals. 5

6 The Request for Proposal, which includes an invitation to propose, instructions, technical specifications, and price proposal, will be made available as a PDF file on the City s website. The RFP will also be available in hard copy at the Springville City Hall, 110 South Main Street, Springville, Utah Vendors who obtain the RFP via the City website should register their interest with the Purchasing Coordinator, to ensure that they will receive potential addenda. This is the Vendor s responsibility. The City reserves the right to reject any and all Proposals, to waive any technicalities, and to accept any proposal in the best interest of Springville City. SPRINGVILLE CITY PUBLIC WORKS AND POWER UTILITY REQUEST FOR PROPOSALS FOR ENTERPRISE ASSET MANAGEMENT SOFTWARE AND SERVICES RFP # PART 1 - INSTRUCTIONS TO PROPOSERS 1.1. RECEIPT AND OPENING OF PROPOSAL PACKAGES Proposals submitted for the Project will be received as stated in the Invitation to Propose Proposals received prior to the advertised hour of opening will be kept secured and sealed. The officer whose duty it is to open them will decide when the specified time has arrived, and no Proposal received thereafter will be considered by the City Acceptance of a proposal from a Proposer does not automatically result in a presentation. The time that is indicated on the date stamped by the Purchasing Coordinator is considered the official time. Upon submission, all proposals become the property of the City. Proposals are retained confidentially until selection but are otherwise subject to the right to know law. 6

7 Proposals may be submitted in person or by mail to the following address: Bruce Riddle, Purchasing Agent Springville City 110 South Main Street Springville, Utah PREPARATION OF PROPOSALS All proposals shall be submitted as a set of seven, one original and six copies, and either typewritten or completed with pen and ink, signed by Proposers authorized representative(s) The City may consider as irregular any conditions attached to the Proposal, on which there is an alteration of, or departure from, the Forms attached Erasures or other changes in the Forms attached must be explained or noted over the signature of Proposer. Failure to do so shall render Proposer nonresponsive and may cause rejection of the Proposal ADDENDA AND INTERPRETATIONS All questions by Proposer(s) as to the interpretations of the Request for Proposal must be submitted in writing or to: Michael Philp, GIS Analyst 110 S. Main St Springville, Utah mphilp@springville.org Every interpretation made to a Proposer will be in the form of an addendum to the Request for Proposal, and when issued, will be on file in the office of the Purchasing Coordinator All addenda will be distributed to each person holding the Request for Proposal, but it shall be the Proposers responsibility to make inquiry as to the addenda issued. All such addenda shall become part of the Request for Proposal and all Proposers shall be bound by such addenda, whether or not received by the Proposers The City will not be bound by any information, explanation, clarification, or any interpretation, oral or written, by whosoever made, that is not incorporated into an addendum to the Request for Proposal. No response will be made to inquiries received after the RFP Questions Deadline. 7

8 1.4. MODIFICATION AND WITHDRAWL OF PROPOSALS Proposals may be modified after they have been submitted, but only before the deadline established for receipt of Proposals. Modifications must be signed by the Proposer(s) and must be received by the City no later than the deadline Proposals may be withdrawn after they have been submitted, but only before the deadline established for receipt of Proposals. Withdrawals must be signed by the Proposer(s) and must be received by the City no later than the deadline EVALUATION OF PROPOSERS RESPONSES AND PROPOSALS After the Proposals have been opened, the City will evaluate the Proposers responses using the selection criteria described in section 1.7. Proposers may be required to submit additional or supplemental information to the City, if necessary, for the City to determine whether the Proposer(s) meet all of the standards outlined Proposers shall be required to submit, in writing, the names, addresses and telephone numbers of any proposed major subcontractors or equipment manufacturers, and to submit other material information relative to proposed major subcontractors or equipment manufacturers. The City reserves the right to disapprove any proposed subcontractor or equipment manufacturer whose technical or financial ability, resources, or experience is deemed inadequate The City reserves the right to cancel the Request for Proposal or to reject any or all responses to the Request for Proposal, or parts thereof, if it determines, in its sole discretion, that such cancellation or rejection is in the best interest of the City The City will determine which Proposers are responsive to the material terms and conditions of the Invitation to Propose and the Request for Proposal. The City will then determine who is technically and otherwise responsible to perform the Project satisfactorily and who has the capacity to meet all other requirements of the proposed Project. Any response may be rejected if it is determined by the City to be nonresponsive, provided, however, that the City reserves the right to waive any irregularities or technicalities which it determines, within its sole discretion, to be minor in nature and in the best interest of the public to waive. Furthermore, any response may be rejected if it is determined by the City, in its sole discretion, that the Proposer is not capable of performing the proposed Project satisfactorily based upon review of its experience and technical and financial capabilities or the failure of such to provide information requested relating to such determination. Additionally, the City reserves the right to disqualify Proposers, before and after the Opening of Proposals, upon evidence of collusion with intent to defraud or other illegal practices upon the part of any Proposer(s). 8

9 The City reserves the right to conduct such investigation of Proposer as it deems necessary to evaluate the qualifications of the Proposer and the quality of the software and systems proposed. The Proposer may be asked to execute releases to facilitate this investigation. Failure to execute a release if requested may result in disqualification PROPOSAL CONTENTS Proposals are to be submitted in sealed envelopes, plainly marked RFP # , ENTERPRISE ASSET MANAGEMENT AND WORK ORDER SOFTWARE AND SERVICES Content - The following information shall be provided in the order detailed: Title Page - List the RFP title, the name of the Proposer, managing office address, telephone number, name of contact person and date Table of Contents - Include a clear identification of the material included in the proposal by page number Letter of Interest - Limit response to two pages. Make a positive commitment to perform the required work within a reasonable time. Identify the proposed asset management software. Also, give the name(s) of the person(s) who will be authorized to make representation for your organization, with their title and telephone number Company Information - Describe the company making the proposal. Include information on financial stability, and provide the names of at least two existing clients using the proposed software Proposer s Approach - Provide a description of the proposed software and implementation. Address the ease of use for non-gis personnel Response to Parts 2 and 3, Technical Specifications and Cost The response to parts 2 and 3 should conform exactly to the order of the sections of the specifications. Proposer s responses should be in the following form: section and paragraph number, label or title of section or paragraph, then proposal s response. Repeating the language of the specifications is not necessary. Wherever reasonable, the City is looking for specificity in proposal s responses, unless it is obvious that the word comply is all that is required. The price portion of the proposal required in Sections 3.1 through 3.8 shall be filled in Format To facilitate the comparative analysis and evaluations of all proposals, it is required that the proposals be submitted in the format described in the preceding sections. Any additional information the vendor believes would assist the City in the evaluation process should be included as an appendix to the proposal. 9

10 1.7. SELECTION CRITERIA The City will evaluate proposals in the following key areas: Conformance to Requirements. Degree to which proposal meets technical needs of the City (see Part 2). Exceptions will detract from overall rating Clarity of Proposal. Degree to which proposal clearly and concisely follows the Request for Proposal. Answers must include and correspond to questions Strength of Proposer. Financial stability of the vendor (see paragraph ) On-Premise Implementation Plan. Clarity, depth, and comprehensiveness of the implementation plan and schedule, detailing how the proposer will customize the software to reflect and support existing City workflows and how the proposer will work with City Staff to create, document and implement currently undocumented workflows into the software product Support. How the vendor proposes to deliver maintenance, support, training, and software updates (see paragraphs ) Ease of Use. Degree of difficulty for non-gis personnel, such as dispatchers, receptionists, and foremen, to use the system (see paragraph ) References. Discussions with the Proposer s existing and any former clients (see paragraph ) Up-Front Costs of On-Premise Implementation. The cost of software, on-premise setup, training, and the first year s maintenance and support (see paragraph 3.6.1) Future Costs of On-Premise Implementation. The cost of years 2 through 5, and years 5+ for maintenance and support (on-premise), as well the cost of possible additional users and software (see paragraphs and 3.6.3) Cost of Additional Read/Write Users (On Premise). The cost for additional read/write users (see paragraph 3.6.4) Cloud Based Implementation Plan. The possible implementation of the system using cloud based services as a SAAS deployment including associated costs and level of service from the vendor. Please provide as much detail as possible Up-Front Cost of Cloud Based Implementation. The cost of software, setup, training, and the first year s maintenance and support (see paragraph 3.6.5) Future Costs of Cloud Based Implementation. The cost of years 2 through 5, and years 5+ for maintenance and support, as well the cost of additional users and software (see paragraphs ) Cost of Additional Read/Write Users (Cloud Based). The cost for additional read/write users (see paragraph 3.6.8). 10

11 PART 2 TECHNICAL SPECIFICATIONS 2.1. PLATFORM AND ARCHITECTURE. The software may employ a client/server model, a web-based model or other implementation strategy as long as it conforms to all other technical specifications. The platform must support connected use from the office as well as disconnected and connected use from the field. The platform must also be simple and easy to deploy, maintain and update. All software must run in a standard Microsoft Windows environment. Proposal should include specific documentation about platform specifics including minimum hardware specifications and supporting software needs (SQL, IIS). Proposal should also include a schematic sketch of the system architecture including how the EAM relates to the office clients and field clients (connected and disconnected) as well as how it interfaces with the GIS database and other databases (SCADA, Cassell, SIRE) Cloud Based Platform (Alternate Scope of Work). Alternate proposals may be submitted as a software as a service (SAAS) model either hosted by the Proposer or as an implementation service involving a third party cloud storage provider. Please provide technical details and pricing options (See section ) 2.2. LICENSING. The software should allow at least thirty (30) concurrent users. Not all users will access the software full time, but should be able to access the software from time to time. The EAM clients should provide user log-in s, floating licenses, also known as concurrent user licenses, or allow unlimited use. In addition, the software should allow for unlimited read-only access (view only) log-ins or licenses GIS INTEGRATION. The software should be designed to work primarily with GIS data, where geographic features (e.g. pipes) represent assets. It must integrate with the City s existing enterprise geodatabase, ArcGIS for Server software, or ArcGIS Online. The software should not require converting to a different format. The City will provide the existing GIS data, along with a server running a Microsoft operating system and IIS, Microsoft SQL Server, ArcSDE, and ArcGIS for Server Standard Enterprise, or access to data published via ArcGIS Online or a similar service. In support of a cloud deployment, the City will provide ArcGIS for Server derived REST endpoints or ArcGIS Online endpoints. The EAM software should allow for changes to the GIS schema. The EAM should maintain compatibility with the most current version of ESRI GIS software either before or shortly after an ESRI version release FUNCTIONALITY Map Interface. The EAM software should provide a map interface, allowing the user to view assets, search, pan, zoom, measure distances, and access other third party applications such as Google Maps and Microsoft Bing Maps when running in a connected environment. The map interface should include the capability to view information about assets attributes from the GIS including supporting hyperlinks, ability to define buffers around assets, support complex 11

12 query for assets with particular attributes, and support dynamic labeling. The EAM should also support unique value feature rendering Field Operations Support. The EAM software will be used in the field. The EAM software must support connected operations through an internet connection or VPN connection to the database from a mobile platform. Also, the software must support disconnected work flows. Please detail various supported hardware and operating system platforms for mobile or field access to the EAM software. Please detail the work flow for disconnected data check out and check in including supported data synchronization work flows. Any supporting software needed to facilitate disconnected field operations should be included in the pricing proposals. (Any hardware and supporting software needed to accomplish a connection to the internet or a secure connection into the City's internal network are not included in this RFP) Please document all software features designed to secure live connections to the database from the field (internet and/or VPN). Other solutions to support field operations will be considered Number of Assets and Data Types. The EAM software and licensing should not set limits on the number of assets or the size or complexity of the asset data, other than those imposed by the underlying ESRI and Microsoft systems. Please note if the EAM software supports ESRI simple features (point, line, polygon) and/or ESRI complex features (network datasets) Call Center. The EAM software should provide functionality for logging, mapping, and tracking calls for service. It should provide a choice of attaching calls for service to assets in the GIS or taking calls without attaching them to assets. Please detail the EAM software s strategy for simplifying data entry and streamlining the incoming customer service request process Work Orders. The EAM software should provide for generating, mapping, and tracking work orders. It should allow generating work orders from calls for service, creating relationships between work orders, and attaching work orders to any number of assets or to locations without assets. The work order system should track parts, labor, equipment, and other resources associated with the work, and it should have the capability to dispatch work orders to work crews. Work crews should be able to access and prioritize work orders by multiple attributes. The EAM should have the ability to notify field crews of new work orders using standard as well as within the EAM software. The system should allow scheduled (recurring) work orders for future planned or preventative maintenance. A work order should be able to trigger subsequent work order(s) in a workflow model. Work order records should be searchable, queryable, and have support for reporting. Software should provide a customizable graphical summary screen depicting current work orders status and other relevant enterprise wide information Customization. The EAM software must support interface, content, and workflow customizations by a trained system administrator without programming. 12

13 Assets and Work Orders. The EAM software should allow a many-many relationship between work orders and assets. In other words, a work order can refer to multiple assets, and multiple work orders can refer to the same asset Document Linking. The EAM software should allow assets, calls for service, and work orders to be linked to electronic documents of any type. Grouped items, such as a group of assets, should also be linkable to documents. Documents types include, but are not limited to, CAD files, images, videos, Word documents, PDF s and web based resources (URL s) Database Linking and Open Architecture Database Compatibility. The EAM software should allow for the exchange of information with other databases and software (SCADA Caselle, SIRE etc.), including some or all of those described in the introduction. The software should allow linking assets to external data sources, so that a user can access information about an asset stored outside of the EAM database Open Architecture. The EAM software system architecture and licensing must allow the City and third parties to create applications that access the asset data Database Documentation. The successful Proposer must provide the City with documentation of the database structure. The documentation must be sufficient to allow the City or its contractors to develop applications that access the asset management system s data. Database documentation must be updated whenever the EAM software is updated or if/when the EAM database schema changes System Maintenance and Backup. The EAM software must be simple to maintain. Please document the entire installation process. Please detail the software update process and define what maintenance tasks will be the City's and what tasks will be done by the vendor as part of the software maintenance contract. Please specify if clients will need to be updated as part of the EAM software update. Please specify if each client computer will need to be updated individually or if they can be updated as part of an automated process. The EAM software database will need to support backup and recovery operations. Please document best practices for backup and recovery and specify if these are features of the EAM software or if they constitute features of the back-end RDBMS. If several options for backup and recovery are supported, please detail these options. 13

14 2.5. INSTALLATION AND IMPLEMENTATION. Proposals must include installation of the software on-premise at Springville City, along with all necessary work to get the system up and running. This work includes, but is not limited to, integrating the software with the City s GIS data and creating customized call forms, work order forms, work flows and all data input lists and ques. In addition, proposals will include plans to work with City Staff to create, document, and implement work flows which are currently undocumented within the City. Proposals will note compatibility with City systems (GIS, SCADA, Caselle, SIRE). Proposals will include a detailed plan and schedule for implementation including details on customizing the software to support and reflect existing city workflows and how the proposer plans to work with City Staff to document and implement workflows which are currently not documented. Proposals will also include a listing of staff who will be assigned to this implementation by position and the responsibilities of those staff members TRAINING. Proposals must include a plan and schedule for training for City personnel (end users). In addition, City employees must be involved in the setup process and trained in system administration, form creation, and database access SUPPORT. Proposals must include technical support and software maintenance for one year after installation. Proposals will include details about support hours of operation, average wait times, and incident escalation workflows Technical Support. During the support period, the successful Proposer must provide live prompt and helpful technical support by phone, and remote log-in. At a minimum, support must be provided to the City employee designated as the asset management system administrator Software Maintenance. The successful Proposer must provide, free of charge, all patches, service packs, and new versions released during the support period. 14

15 PART 3 PRICE PROPOSALS 3.1. UP-FRONT COST. Proposals must specify the total price for software, installation and implementation, training, and one year s support, as described in Part FUTURE MAINTENANCE COST. Proposals must specify the price of support, as described in sections and 2.7.2, to be paid for and provided after the first year up to the fifth year of service. Proposals must specify whether this price is expected or guaranteed. Proposals must also specify the price of support, as described in sections and 2.7.2, to be provided at and after the fifth year. Proposals must specify whether this price is expected or guaranteed 3.3. ADDITIONAL USERS. Proposals must specify the price for additional concurrent read/write users (Log-ins) ADDITIONAL FUNCTIONALITY. At Proposers discretion, proposals may describe additional software components and custom functionality that may be useful to the City, including pricing options. Proposers could include processes and pricing for linking to SCADA, Cassell, SIRE software FUTURE DEVELOPMENTS. At Proposers discretion, proposals may describe features planned for future software releases. Such descriptions must include the expected timeline and prices for new features. Of particular interest are mobile applications and accessing the asset management software from mobile devices such as smart phones and tablets. 15

16 3.6. COSTS Up-front Cost (On premise) $ Future Maintenance Cost in years 2 5 (On premise) $ Future Maintenance Cost in years 5+ (On premise) $ Additional Read/Write Users (On-premise) $ Up-front Cost (Cloud based) $ Future Maintenance Cost in years 2 5 (Cloud based) $ Future Maintenance Cost in years 5+ (Cloud based) $ Additional Read/Write Users (Cloud based) $ 16

17 Please attach notes describing the details pricing options and plans. Attach response acknowledging compliance or explanation of any noncompliance with each section of the technical specifications in part 2 and part 3 In compliance with the above invitation for proposals, and subject to all the conditions thereof, the undersigned offers and agrees, if this proposal is accepted, to furnish any or all of the items upon which prices are proposed. TITLE BLOCK 17