Request for Proposal Public Works Asset Management System

Transcription

1 Request for Proposal Public Works Asset Management System Revision: 16 December 2014 The City is seeking proposals for the purchase and setup support for an Asset Management System for the Public Works Department that meet the minimum requirements as listed in this RFP. The City is looking for a 5 year service commitment from the selected vendor. Primary Objectives: The City of Lake Stevens ( City ) intends to procure software/program and services from a vendor to implement an asset management and inventory control to support the City s Public Works Department (storm water, streets, facilities, and parks). The Asset Management System shall promote these City operational objectives: Improve levels of customer service Improve operational efficiency Optimize the life-cycle of assets Provide reliable critical business information systems which minimizes service disruptions and loss of revenue Asset Management System Requirements Program Operations Minimums 1. The software/program shall allow access to the software/program for 8 staff members with the possibility of increasing in the future as needed. The following are the position and devices: Administrative assistant Desktop access Engineer (Roads) Desktop access Stormwater Specialist (storm) Desktop access Superintendent Desktop access Crew Lead (Storm, Facilities) Desktop and mobile access Crew Lead (Streets, Parks) Desktop and mobile access Crewmember (Storm) mobile access Crewmember (Roads) mobile access 2. The proposal shall offer a comprehensive asset management and inventory control software solution that serves, at a minimum, the following Asset Classes that can be implemented with minimal modifications by the City of Lake Stevens these are features that will need to be inspected, maintained and or replaced Stormwater Features i. Catch Basins ii. Network pipes, ditches and streams. iii. Drain points Weirs, check dams, Ponds Vaults etc. iv. Outfalls point where the cities MS4 discharges to receiving waters.

2 v. Drainage Facilities (these are a container component -a collection of the above features) Detention Pipes, ponds and vaults. Both public and private Street Features i. Roads ii. Signs iii. Crosswalks iv. Stop Bars v. ADA ramps vi. Sidewalks vii. Traffic Control devices Facilities Buildings that the City maintains Parks Parks and Docks that are maintained by the City Option for adding other features in the future 3. Storing of all technical documentation or procedures by feature: eg photos, manuals, plans, documents etc. 4. Online Citizen Service Request Portal 5. Work order generation, prioritization, and tracking by equipment, feature, service or facility 6. Create work orders/service requests that are linked to one or more assets 7. Create work orders/ service requests that are not linked to any asset 8. Historical tracking of all work orders generated which become sortable by equipment, date, person responding, facility, type of maintenance, service etc. 9. Tracking of scheduled and unscheduled service requests, work orders and maintenance activities. 10. Have work orders assigned to staff with notification e.g. with option of reassigning to other staff 11. Service requests from public and city staff 12. Scheduling inspections(service request) and work orders 13. Tablet or Smartphone interface to streamline input, work order generation and pushing work into the field 14. Custom Reporting 15. Ability to collect features in the field and update attributes of existing features Vendor/Software Requirements The proposal must provide a comprehensive asset management and inventory control software system that serves the different asset classes described in Asset Management System Requirements section 2 that can be implemented with minimal modifications required by the City Lake Stevens. The City is not interested in extensive product customization. However solutions that allow the non-programmer users to configure and develop custom workflow will be given maximum score in the area of workflow automation section. 1. The Vendor should have recent experience (within the past 6 years) in the successful implementation of a comprehensive Asset Management software system with at least ten other comparably sized U.S. utilities or municipalities with similar assets and have a user base of at least 100 public organizations. 2. The Software must not be so proprietary that it restricts user customization and modifications.

3 Installation: 3. The vendor must have the financial resources to support a project of this size within the time frame specified. 4. The proposed software system must comply with four basic requirements: A web-based user interface GIS centric Support real time access for field (remote) workers On-line web-based or phone app to support customer interaction with City services 5. CMMS should be implemented and functional before June 1, On site installation City data transfer into Asset Management System Start up and testing On-site introduction training Schedule: Software be installed within 30 days following notification of award and fully implemented/functional by 1 st June Payment: Initial setup and first year annual service fee will be made within 30 days of installation and acceptance by the City. Payment for following annual services will be paid at the beginning of each year. Bid Process: The City will review all proposals and will make a selection based on the following criteria: 1. Meets the minimum needs or requirements as provided in this RFP as determined by the City; and 2. Provides the lowest 5 year total cost; and 3. Support user group available within 50 miles of the City. A bid not meeting the minimum specifications may be rejected from consideration. The bidder must complete the Bid Proposal section on this document. The City holds the right to accept the bid that is determined to meet the Cities requirements Enquires: Question on this Request for Proposals must be made via to the attention of Mathew Goad at mgoad@lakestevenswa.gov. Phone calls will not be accepted..

4 Minimum Requirements Check Sheet Public Works Asset Management System Please check all that apply and add comments if different that specified. Category Meets Max Score Software access users Allows access for 8 users 10 Comments Only one of the scores will apply Allows access for 16 users 12 Allows access for 24 users 14 Asset Classes served for Surface/Stormwater Catch basins 2 Pipes, ditches, stream networks 2 Drain points 2 Outfalls/discharge points 2 Drainage facilities 2 Maintenance Records 2

5 Asset Classes served for Streets Roads physical characteristics 2 Street signs 2 Crosswalks 2 Stop Bars 2 Pavement striping 2 ADA ramps 2 Sidewalks 2 Traffic control devices (ie: specialty items) 2 Maintenance Records 2 Asset Classes served for Utilities Valves 2 Manholes 2

6 Pipe and conduit networks 2 Structures/facilities 2 Asset Classes served for Parks Facilities 2 Maintenance records 2 Asset Classes served for Facilities Building inventory 2 Maintenance records 2

7 Asset Classes served for Vehicles Equipment Description 1 Service tracking and reminder 1 Maintenance records 1 Document storing/attached to physical features Photos 4 Manuals 4 Plans 4 Documents 4

8 Service Request Online citizen service request portal 10 Generate work orders 5 Tracking progress 5 Tracking time, equipment, and material 5 Track costs 5 Send Reminder 5 Schedule inspections and other tasks 5 Link to one or more assets 10 Not linked to an asset 10

9 Personnel Track staffing time to task 5 Task scheduling by staff 5 Cost reporting 5 Report Generation Historical reports on tasks 5 Historical reports on equipment 5 Historical reports on materials 5 Historical reports on assets 5 Custom report generation 10

10 Interface Smart phone data input 10 Tablet data input 10 Desktop computer input 2 Integration with Esri 10 Company site data storage 30 Web-based user interface 20 Support On-line web-based or phone app to support customer interaction with City services 20 User Group in Seattle/Everett Washington 10 Scheduled webinars in Company sponsored Training Videos 10 On-line training 10

11 Vendor/Software Software/Interface allows for customization by user 10 Vendor/software successful implementation since 2008 User base of at least 100 public organizations in the USA and Canada GIS centric 20 Real time access for remote (field data input) 20 System implemented and functional before 1 st June 2015 with notice of award by 9 February

12 City of Lake Stevens Bid Proposal for Public Works Asset Management System Project No The following bid proposal is for the purchase and setup support for an Asset Management System for the Public Works Department that meet the minimum requirements as listed in this RFP as outline in this bid document. 1. System Purchase including setup services and first year $ 2. Annual Service fee (year 2 through 5) $ x 4 years = Sales tax (8.6%) TOTAL BASE BID (Bid 1 & 2 + Sales Tax) $ $ $ 3. Cost of each additional user per year (above the required 8) $ Company: Address: City: Zip: Signature: Print Name: Date: 201 Phone: Bid Proposal must be received at the City by 4:00 PM on 5 th January and FAX bids acceptable: to mgoad@lakestevenswa.gov or FAX or deliver to 1812 Main Street, Lake Stevens, WA or mailed to POB 257, Lake Stevens, WA