ADDENDUM #1 TO RFP # cs Facilities Project Management Software

Transcription

1 ADDENDUM #1 TO RFP # cs Facilities Project Management Software DATE OF RELEASE OF ADDENDUM #1: 3/17/16 1. In the RFP Proposed Schedule of Events, the submission deadline is March 31, Will UC Davis please extend the deadline by two weeks? RESPONSE: We are not able to adjust our schedule. 2. Which Hosting solution UC Davis Health System is looking for? (On-premise, SaaS) RESPONSE: No preference 3. Is there any system in place that you are planning to replace RESPONSE: Prism - see #13 4. Is UC Davis Health System looking for any Data Migration? RESPONSE: The current plan is to manually enter Active Projects into the new solution. 5. What is the volume of data migrations required? And what is the source system or data for such migrations? RESPONSE: Unknown 6. Will there be any historical data migration involved? RESPONSE: Unknown 7. Is UC Davis Health System looking for any integrations? RESPONSE: Data integration would be required for authentication to Active Directory. Additional integration could include Kuali Financials EPSI, Kaufmann Hall and possibly INFOR Lawson. Each will require further analysis to determine feasibility. 8. What all existing systems you are using with which you are planning to integrate the new system apart from one way Integration with Kuali? (Like, SAP, ORACLE, Single Signon, Active directory, etc.). RESPONSE: Potential for future integrations with INFOR Lawson. 9. Which integrations are expected to be Real time and which ones are Batch integration? RESPONSE: Real Time Active Directory. All others will require further analysis to determine feasibility. 10. Would these integrations be Uni-directional or Bi-directional? RESPONSE: Bi-directional where it makes sense. Each will require further analysis to determine feasibility. 1

2 11. Is there any AutoCAD i.e. floor planning related requirement? If yes, are AutoCAD drawings polylined? Do you expect ValuD to do it? RESPONSE: There is no facility floor plan management as part of this system. No requirement for Autocad drawings. 12. Please list the anticipated numbers of users and roles of users RESPONSE: The Cost and Professional Services document outlines the number and roles of users. 13. Please break down into concurrent users, end users and administrative users etc. RESPONSE: The Cost and Professional Services document outlines the number and roles of users. That being said, the primary goal is the replacement of the PRISM system that currently is only accessed by the 50 users identified. We would need advice from the vendor on what a reasonable assumption of concurrent users in a 50 seat model, but a first guess is it would be unlikely that more than 15 users would have to be concurrent. Likely we would have 4 to 6 administrative users. The secondary goal is for access to external Contractors and End User / Clients. Assume for the 30 external contractors 5 concurrent users, for the 200 external users 10 concurrent users. 14. Is there any requirement of advanced analytical reports, KPI reports etc.? RESPONSE: Yes, department requires analytical reporting that is customizable to monitor performance of the individual staff person, individual projects and overall capital program. 15. Is there any specific constraint on database to be utilized for new system? Is there any specific server, OS related requirement? RESPONSE: Nothing specific. However, the use of modern architecture, i.e., Oracle, SQL, UNIX, Windows, will be rated more favorably. 16. Are there any third party consultants working with UC Davis Health System in RFP and selection process? If yes, please list these third party consultants. RESPONSE: No 17. What is the anticipated Start Date & Go-Live date? RESPONSE: The RFP outlines a schedule that leads to an award of the RFP in June. Our hope is for an immediate start up with the vendor. The RFP requests a proposed schedule from the vendors, but would a assumed a phased approach that identifies the replacement of the PRISM system s functionality as a first priority. We will be relying on the vendors recommendations regarding what is a reasonable timeframe, but would set one year to start up of the primary features as a goal. 2

3 18. Can you describe the type of What-If" scenarios that UC Davis Health System would like to see as part of this solution? Is there a specific application currently used for these types of analysis?" RESPONSE: Not completely clear on what this question is asking, but we are asked to make projections on several levels and the software should support those types of projections. At the PM level they are forcasting budgets on capital projects and projecting the spend over time. At an accounting level they are combinging these projections to forcast the spend of the entire program. At a construction contract level PM s are tracking change orders and potential change orders to manage their budgets. 19. UC Davis health system had released a RFI last year November RFI # cs Facilities Project Management Software. Is this RFP an extension to that RFI or this is a new one? RESPONSE: The RFI in November of 2014 was a Request for Information Only (no order to be awarded). This is an RFP - a Request for Proposal. From this RFP, UCDHS intends to award a Purchase Order contract following evaluation of this RFP. 20. Should we use the Excel files provided to create our submission, or is it acceptable to recreate the files in another format in order to add screenshots, samples, resumes, etc.? RESPONSE: Use the forms provided to make submission. We would encourage you to submit additional reference documents to clarify your responses with graphic examples and other documents as you see fit. 21. Is it acceptable to submit our proposal as a single PDF file that combines all the required documents, or should we submit the required attachments as individual Excel files? RESPONSE: Submit individual Excel files 22. For the requested integration with Active Directory, does UCDHS need this to be via LDAP or does UCDHS utilize SAML? RESPONSE: LDAP or ADFS (for externals). 23. Did UC Davis meet with and/or receive demonstrations from vendors offering Facilities Project Management Software prior to the RFP release? If yes, which vendors provided meetings and/or demonstrations? RESPONSE: UCDHS has been networking with other UC s during the past 18 months, obtaining information regarding suppliers and software currently being used and how it s working. No formal RFP demonstrations have taken place yet here at UCDHS. 24. What is the current project management system? RESPONSE: See response to #3 25. Is there a desired go-live date with the new system? RESPONSE: See response to #17 3

4 26. RFP mentions many times that clients require access to the system for entry, approvals, and reporting. How many clients? RESPONSE: The assumed number of clients is identified in the Cost and Professional Services document as Is the interface with Kuali to be bi-directional or single direction? Bi-directional is recommended if possible RESPONSE: Bi-directional 28. System would need to track expense projects in addition to capital work? RESPONSE: Yes 29. Are the 125 active investigations treated as separate projects, or a single pool that may spawn projects as needed? RESPONSE: Each investigation is a standalone project. Investigations can become studies, expense projects or capital projects. We may have many projects for a single client group or in the same building. We may run reports that group projects by client, building, pm, project type etc. 30. Would contractors and consultants need access to the system? (Data entry, reporting, etc.) RESPONSE: This is not a primary goal, but is identified as a secondary goal and is defined in the Software Requirements documents. 31. Along with FSR is there a need to track typical space planning and forecasting data at the portfolio level? RESPONSE: No, the FSR and project database will track projects that come through the planning department, but it will not be used to track space planning and building usage portfolios. 32. What time keeping solution is currently being used and is it the intention that this new PM system will have the functionality to replace it or simply upload or integrate with the current system? RESPONSE: We have two time keeping systems. ECOTime is the campus wide timekeeping system that is used to track vacation and sick time and is the basis for employees getting paid. This RFP does NOT replace this system. Inside of PRISM is a timekeeping module that tracks time billed against protects. It is a complete system that requires staff to complete a timecard on a weekly basis to show time charged to project. Hours charged are billed against projects being tracked in the PRISM software. This RFP is requiring that the software replace the PRISM Timekeeping system. 33. What scheduling software is currently being used and what are the key schedule milestones that are needed to be captured in the system? RESPONSE: We currently use Microsoft Project for detailed project schedules. We do not anticipate this system replacing this scheduling function. The Schedule Milestones that we track financially are more basic and relate to primary project milestones ( Early Study, Schematic Phase, Design Approval, 4

5 Design Development Phase, Construction Documents Phase, Bidding Phase, Construction Phase, Completion, Warranty) 34. We would like to incorporate our Software License Agreement. Shall we reference that in Phase One where we are to indicate our acceptance of UCDMC terms and conditions? RESPONSE: YES. 35. Will inclusion of our Software License Agreement be considered taking exception to UCs terms? RESPONSE: That depends upon the terms of the SLA and how much it conflicts or takes exception to UC terms. 36. We are a privately held S Corporation and will provide reviewed (not audited) financial statements prepared by independent certified public accountants. Please confirm that this is acceptable. RESPONSE: Yes, that is acceptable. 5