ADDENDUM #1. Prospective Proposers and Other Interested Parties

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1 Finance Department Fifty Raupp Blvd. Buffalo Grove, IL Phone Fax Public Works Work Order/Asset Management System ADDENDUM #1 TO: FROM: Prospective Proposers and Other Interested Parties Village of Buffalo Grove Finance Department ISSUE DATE: June 6, 2014 SUBJECT: ADDENDUM #1 Note: This Addendum is hereby declared a part of the original proposal documents and in case of conflict, the provisions in the following Addendum shall govern. The following changes and clarifications shall be made to the Proposal Documents for the Public Works Work Order/Asset Management System Document. Q1. Would the Village consider extending the proposal deadline to June 23 or later? With the response date for vendor questions being June 10, this does not leave much time to compile a proposal that addresses the Village s specific needs. Additionally, due to staff vacations and other commitments, an extension would be greatly appreciated. A1. The Village will not be extending the deadline. The RFP was Published on 5/15/14 and Proposals are due on 6/16/14 at 10:00 AM Local Time Q2. Can the Village provide a diagram or workflow process for how they would like the Work Order system to function or operate or work more efficiently? A2. The Village is interested in modifying current workflows to match industry best practices modeled within the proposers software processes. Q3. Does the Village utilize a Call Center type system where Service/Work Requests are handled by a single group and distributed to each department, or does each department handle their own Service/Work Requests? A3. The Village currently receives calls in a handful of locations, but anyone using the Work Order system is able to create a new service ticket. Q4. Please describe your need to have Work Orders included in the software program or MS Office calendar. A4. The ability to create, assign and complete work orders would be considered a core function of the software. A tie in to the Outlook Calendar would be beneficial for scheduling purposes.

2 Q5. Page 9 - Current System Environment Footprint It states that in some cases inventory or maintenance is tracked in Excel spreadsheets. Can the Village provide copies of the Excel spreadsheets? A5. As Village staff wish to respond to the questions in a timely fashion it will not be possible to produce forms quickly enough for inclusion in this adenda. Q6. Page 15 Section VI Implementation/Conversion Since licensing is available in multiple ways (named, concurrent, site license, etc.) - of the 250 full time employees that may use or access the new solution, how many would be concurrent? A.6 We would estimate no more than 20, although depending upon mobile solutions this number could rise. Q7. Asset Management Requirements Q7.1 Would the Village choose a solution that is fully configurable for any asset class or type (without the need for custom programming) over a solution that has the listed dedicated asset application (i.e. Bridges, Street Light fixtures/traffic Signals, Markings, Pavement/Streets, etc.) A7.1 The Village is currently open to either concept. Q7.2 How will the lack of feature functionality or the ability to provide the requested information impact a vendors evaluation score? A7.2 At the time of review staff will determine whether or not the lack of features are severe enough to impact the decision making process Q8. Additional Features Interfaces Q8.1 Other than the reference to Esri GIS Ver 10.2 or later, the RFP does not address or discuss any GIS requirements. Does the Work Order / Asset Management system need to work with, or within, the Village s GIS. If so, please describe. A8.1 The Village has a robust GIS System Provided by the GIS consortium. Any proposed solution must work in concert with or be able to provide easy database connections to the Map Office system. Q8.2 Please describe the Village s vision of how the existing applications would interface with the Work Order / Asset Management solution. A8.2 CFA, if possible should be bi-directional. New World LOGOS should be bi-directional specifically in the area of Water meter/customer service requests. The proposed solution should be able to pull information from Laserfiche and Wonderware. Wrike is a web based project management software and any calendar sync, or import export functionality would be a bonus Q9. How many records need to be converted from the existing Work Order program? A9. Most of the data the Village seeks to convert is in Lotus Notes databases. The Village envisions converting at least one year of data, however the amount may change based upon cost.

3 Q10. Please describe the Village s experiences upgrading or implementing other new technology? Q10.1 How receptive was staff? A10.1 Projects involving moving away from Lotus Notes have been very well received. Q10.2 What challenges or hurdles did you need to overcome? A10.2 Training, staff have been using the same system for a very long time. Q10.3 Was the project or projects deemed a success? A10.3 Yes Q11. What evaluation criteria or ranking system will the Village use to select and invite firms for an interview? A11. After a review of the proposals received, a roundtable discussion by involved Village departments will take place, after which firms will be selected to provide a presentation/interview process A11.1. Can we get a copy of the evaluation criteria or ranking form? A11.1 No such form exists Q12. What Work Order and/or Asset Management software programs have the Village already reviewed or evaluated? A12. While staff has done some research, no one software package has been reviewed or evaluated. A12.1 Which, if any, of these software programs did the Village like or feel met their needs? A12.1 While staff has done some research, no one software package has been reviewed or evaluated. Q13. What has the Village budgeted for this project? A13. The Village has budgeted $37,000 for Fiscal Year 2014 Q14. Under your cost category, you mention Conversions. Can you elaborate on what type of data you would want to be converted or can we give general conversion costs for an implementation? A14. In most cases the conversion will be from Lotus Notes Databases, however general conversion costs can also be provided. Q15. You also ask about Hosting if applicable. Would you prefer this be per user or a site license since you mention up to 250 workers using the system? A15. The Village would be interested in seeing the associated costs and benefits of each method of licensing.

4 Q16. Can you please elaborate on the E-Commerce item referenced under your cost category? We would like to know more about what you currently use, what your goals are with this, and how this would apply to work / asset management. A16. A tie in to the New World LOGOS system indicating a fee should be charged or is due for a service performed would be sufficient. Q17. Does the Village know how many assets they would like to bring on as phase 1? Since you mention 13 classes of assets, we were curious if this would be looked at as your phase 1 or we should recommend what to best consider for a phase 1 based upon our experience? A17. The Village is expecting the Proposer will follow best practices and provide a schedule based upon their experience. Q18. Please clarify what you are looking for exactly in the reference area that states, Please indicate where team members proposed to serve the Village (see Section IX Team) have served the referenced clients. A18. Provide information on proposed team members involvement with client references provided. Q19. Under your assets, you indicated Address Management. Please expand as to what items you may want to track or manage from an asset class? Or, would this simply be you wanting to know where your citizens are located and complaints submitted?? A19. Address Management should involve a pull from the Utility Billing portion of New World LOGOS with the ability to edit information and provide for data quality assurance. Q20. In Section V (Interfaces) of their RFP, they have a handful of questions (1-4) regarding API s (application programming interfaces), specifically how they are created, what standards are adhered to, data validation and data update approval. From that it appears that they would like to create their own API s within the system however on Page 8 of their RFP, they also state that In reaching these goals, the Village does not intend to heavily customize work order/asset management system in order to meet current business processes. The Village intends to adopt better business practices that may or may not require any customization of the future system. This seems contradictory. Can the Village expound on their questions related to API s? Are they looking for the ability to create API s on their own or do they want the vendor to be able to create API s to assist in workflow? A20. The Village seeks to understand the method of creating custom content, however The Village intends to, as much as is possible, use the standard interfaces and processes.

5 Q21. In addition, in the same Section V (Interfaces), the Village has a question (#5) Do you support integration with legacy systems during the implementation of new modules. While we integrate with multiple systems, what is the intent the Village has to integrate with legacy systems? Are they looking to replace a legacy system (or systems) or do they plan on keeping these legacy systems around? Or is this a question related to the Village s use of Lotus Notes and the goal is not to have down time between the abandonment of Lotus and implementation of the new system? A21. The ideal solution would not to have down time between the abandonment of Lotus and implementation of the new proposed system? Q22. Can you provide more specifics about CFA, New World LOGOS, Laserfiche, Wonderware, and Wrike Project Management and the type of interface you seek for each? Are these a pull out of those systems, a push from your asset / work management system into each, or a bi-directional communication with each? Any information you can provide as to the degree you would want these systems to interface with your selection would be helpful for us to accurately scope. A22. CFA, if possible should be bi-directional. New World LOGOS should be bi-directional specifically in the area of Water meter/customer service requests. The proposed solution should be able to pull information from Laserfiche and Wonderware. Wrike is a web based project management software and any calendar sync, or import export functionality would be a bonus. Q23. Data Conversion Question Can you provide more details as to what type of shape your data is in today and how much you have? How clean is it for the data conversion?? And, how much do you plan to bring over into your new system? A23. Most of the data the Village seeks to convert is in Lotus Notes databases. The Village envisions converting at least one year of data, however the amount may change based upon cost. Q24. In Section III, Business Requirements #11 (A), what type of data models and process models are you referring to? A24. The Village is requesting the proposer provide data and process models intrinsic to your proposed solution. PROSPECTIVE PROPOSERS ARE TO ACKNOWLEDGE RECEIPT OF ADDENDUM #1. PLEASE FAX BACK TO THE VILLAGE OF AT , ATTENTION: Purchasing Manager, Brett Robinson. ALSO, PLEASE INCLUDE AND NOTE THIS ADDENDUM IN YOUR PROPOSAL. PROSPECTIVE PROPOSER: SIGNED: DATE: