Issue Date: November 4 th, Proposal Due Date: Tuesday, November 25, 2014 by 11:00 AM Mountain Time to:

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1 REQUEST FOR PROPOSALS (RFP) 15719A FOR DENVER WATER S Information Technology Asset Management Application and Implementation Issue Date: November 4 th, 2014 Proposal Due Date: Tuesday, November 25, 2014 by 11:00 AM Mountain Time to: Denver Water Purchasing & Contracting Attention: Brandon Maulis/ RFP No A 1600 West 12 th Avenue, Building 12 Denver, CO To be considered for selection, a duly authorized agent of the Proposer must complete and sign this page and submit it with the Proposal. Signature below indicates that the Proposer has read and understands the requirements set forth in this Request for Proposals. Proposer s Business Name: By / Title: Duly authorized agent s name and title must be typed or clearly written Signature: Date: Phone: Fax No.: Business Address:

2 SOLICITATION INTRODUCTION: The City and County of Denver, acting by and through its Board of Water Commissioners (also Denver Water and the Board ), is issuing this Request for Proposal ( RFP ) for an asset management application and its implementation. The Board is seeking Proposals from qualified Proposers who have specific experience in the area(s) identified in this RFP. To be eligible for consideration, the Proposer must be capable of meeting all requirements specified in this RFP. SCHEDULE OF EVENTS*: RFP Issued Tuesday, November 04, :00 P.M. Deadline to Submit Requests for Clarification and Additional Information Anticipated Response to Written Requests for Clarification and Additional Information Deadline to Submit Intent to Propose via to: Thursday, November 13, 2014 Tuesday, November 18, 2014 Wednesday, November 19, :00 A.M. 11:00 A.M. 11:00 A.M. Proposal Due Date Tuesday, November 25, :00 A.M. Anticipated Video Conference Interviews and Product Demonstrations Week of December 15, 2014 *All dates are tentative and subject to change and/or cancellation at Denver Water s sole discretion. Denver Water will notify potential Proposers of any and all necessary changes and/or cancellations via written addendum. All times included on this Schedule of Events are Mountain Time A RFP Page 2 of 20

3 TABLE OF CONTENTS SECTION 1 GENERAL INFORMATION INTRODUCTION TO DENVER WATER: INTENT TO PROPOSE SOLICITATION DOCUMENTS AND ADDENDA ADDENDA PROPOSAL PREPARATION COST ACCEPTANCE WITHDRAWAL OR MODIFICATION OF PROPOSALS RIGHT TO REJECT PROPOSALS RIGHT TO NEGOTIATE SAMPLE AGREEMENT AGREEMENT TERM AGREEMENT PRICING 5 SECTION 2 INSTRUCTIONS FOR RESPONDING TO RFP REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION PROPOSAL DUE DATE PROPOSAL SUBMISSION PROPRIETARY OR CONFIDENTIAL INFORMATION 6 SECTION 3 EVALUATION AND SELECTION PROCESS AGREEMENT REQUIRED EVALUATION AND SELECTION PROCESS INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS 8 SECTION 4 PROJECT DESCRIPTION BACKGROUND SCOPE OF WORK 9 SECTION 5 PROPOSED PRICING / FEE SCHEDULE PROPOSED FEE SCHEDULE FORMAT 11 SECTION 6 COMPLETION OF PROPOSAL REQUIRED PROPOSAL FORMAT 12 EXHIBIT A- REQUIRED SUBMISSION INFORMATION 14 Exhibit B- Sample Contract 17 Exhibit C- Software Features Matrix A RFP Page 3 of 20

4 SECTION 1 GENERAL INFORMATION 1.1 INTRODUCTION TO DENVER WATER: Denver Water (the Board) is a municipal corporation and a political subdivision of the State of Colorado, under the control of a five-member Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes. It is the largest municipal public utility in Colorado, serving water to more than one million people, about one-quarter of the state s population. 1.2 INTENT TO PROPOSE: Interested parties should submit their intent to propose via to the Contract Specialist at [email protected], including the following information for RFP communication purposes: Proposer s business name Contact name and title Contact address Contact phone number 1.3 SOLICITATION DOCUMENTS AND ADDENDA: Potential Proposers should obtain all relevant documents pertaining to this solicitation and all issued addenda from the Rocky Mountain E-Purchasing System website at ADDENDA: In the event it becomes necessary to revise, change, clarify, provide additional information about, and/or cancel this RFP, Denver Water will issue a written addendum. It is the sole responsibility of the Proposer to attach to its Proposal(s) a signed copy of all addenda. 1.5 PROPOSAL PREPARATION COST: Denver Water will not be responsible for any costs incurred by Proposers in the preparation of Proposals. All costs, including but not limited to printing, materials, travel and expenses, incurred in the preparation and submission of a Proposal must be borne solely by the Proposer. 1.6 ACCEPTANCE: By submitting a Proposal in response to this RFP, Proposer acknowledges that its Proposal is valid for a period of 90 calendar days from the Proposal due date. 1.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS: Proposals may be withdrawn or modified by Proposers prior to the Proposal due date, but only upon written request. After the Proposal due date, Denver Water will not return Proposals or other information supplied to Denver Water A RFP Page 4 of 20

5 1.8 RIGHT TO REJECT PROPOSALS: Denver Water may choose to reject any or all Proposals, either in whole or in part, and to waive any formality in Proposals received, if deemed in the best interest of the Board. Basis for rejection may include but is not necessarily limited to the following: Any Proposal conditioned upon the Board s acceptance of terms and conditions deemed by the Board to be unacceptable. Any Proposal from a Proposer who is in arrears to the City and County of Denver or the Board upon debt or contract, or who is a defaulter as surety or otherwise, upon any obligation to the City and County of Denver or the Board. Any Proposal from Proposers determined to be financially unable to perform the required work. This determination will be at Denver Water s sole discretion and may be based upon analysis of the Proposer s Certified Financial Statements, Dun and Bradstreet reports, and/or other requested financial information. Any Proposal received after the specified Proposal due date and time. Any Proposal so received may be returned to the Proposer unopened. Any Proposal that does not meet the requirements specified in this RFP and/or has been determined to be unsatisfactory, in whole or in part, by Denver Water at its sole discretion. 1.9 RIGHT TO NEGOTIATE: Denver Water may select one or more Proposals, and may negotiate any and all elements of a Proposal, if deemed to be in the best interest of Denver Water SAMPLE AGREEMENT: The selected Proposer will be required to sign a Denver Water Agreement. A sample of this Agreement is attached as a separate document, Exhibit B, and is subject to Denver Water s revision. Any and all modifications and/or exceptions to the terms and conditions contained in this sample Agreement must be clearly marked on Proposer s official company letterhead and submitted with the Proposal under Tab 8. A Proposal with modifications and/or exceptions to the terms and conditions contained in this sample Agreement may be rejected AGREEMENT TERM: Denver Water expects the term of the resulting Agreement to be one (1) year, commencing on the date the Agreement is executed by the Board, subject to extension as provided herein AGREEMENT PRICING: Pricing submitted with the Proposal must be as specified in Section 5 Proposed Pricing / Fee Schedule and may be incorporated in whole or in part into the resulting Agreement A RFP Page 5 of 20

6 SECTION 2 INSTRUCTIONS FOR RESPONDING TO RFP 2.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION: All requests for clarification or additional information must be made in writing to the Contract Specialist at the address shown below: Contract Specialist: Brandon Maulis [email protected] Phone: (303) The Denver Water Contract Specialist listed above is the sole point of contact between Denver Water and all Proposers. Proposers may not contact any other Denver Water personnel regarding this RFP during the RFP process without prior written authorization from this Contract Specialist. Responses to requests for clarification and additional information and/or changes to the RFP received before the deadline specified in the SCHEDULE OF EVENTS will be made by written addendum. All responses to requests for clarification and additional information from any Proposer will be provided to all Proposers. Oral explanations, interpretations or representations given by Denver Water employees cannot be construed as a change to the RFP requirements. 2.2 PROPOSAL DUE DATE: Proposals must be received no later than the deadline specified in the SCHEDULE OF EVENTS at the address listed below. 2.3 PROPOSAL SUBMISSION: Proposer must submit one (1) original Proposal, clearly marked, one (1) copies, and one (1) electronic copy on CD or flash drive. Proposals, including electronic copy, are to be in either a sealed envelope or box, labeled with the RFP number and name, and addressed as indicated below. Denver Water will not be responsible for any Proposal not addressed as indicated below. Proposals may be mailed or hand-delivered. Proposals sent via electronic method such as e- mail or fax will not be accepted. Submit Proposals to: Denver Water Purchasing & Contracting Attention: Brandon Maulis / RFP No A 1600 West 12 th Avenue, Building 12 Denver, CO PROPRIETARY OR CONFIDENTIAL INFORMATION: Proposers acknowledge that Denver Water may be required to disclose any or all of the documents submitted with a Proposal, pursuant to the Colorado Open Records Act, C.R.S , et seq. Under C.R.S (3)(a)(IV), Denver Water may deny inspection of any confidential commercial or financial information furnished to Denver Water by an outside 15719A RFP Page 6 of 20

7 party. Therefore, a Proposer must clearly designate any documents submitted with its Proposal that the Proposer deems proprietary or confidential, to aid Denver Water in determining what must be disclosed in response to a request for documents under the Colorado Open Records Act. The Proposer s designation of material as confidential must be reasonable or it will not be honored. For example, a Proposer may not designate the entire Proposal to be confidential and proprietary A RFP Page 7 of 20

8 SECTION 3 EVALUATION AND SELECTION PROCESS 3.1 AGREEMENT REQUIRED: This RFP is not a contractual offer. Any Proposer selected in response to this RFP will be required to execute an Agreement with Denver Water. 3.2 EVALUATION AND SELECTION PROCESS: Proposals will be evaluated by criteria described in this RFP. Proposals considered responsive will be evaluated for completeness of information provided, the Proposer s adherence to RFP requirements, support for claims made, and the overall approach taken. Denver Water s objective is to select the Proposal(s) judged to be in the best interest of Denver Water. Proposals may be evaluated using criteria including but not limited to: Understanding of the work to be performed Proposal pricing Recommendations and Standards Software quality and features Any Other Relevant and Appropriate Factors as Deemed by Denver Water This list does not reflect or imply any weighting or relative importance of criteria. While price may be a consideration, the Board is not bound to accept the lowest-priced Proposal. 3.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS: Denver Water may request interviews, oral or visual presentations, product demonstrations, and/or the opportunity to ask additional questions of Proposers as deemed necessary during the evaluation process. Denver Water may require additional information from Proposers after the Proposal due date as necessary to complete the evaluation process A RFP Page 8 of 20

9 SECTION 4 PROJECT DESCRIPTION 4.1 BACKGROUND: Denver Water is seeking proposals to acquire an asset management tool that will provide Denver Water with the ability to collect and record information technology software and hardware assets across the organization as well as manage assets through all stages of the lifecycle, i.e. from request to disposal. In addition to the application, the Board believes that an implementation plan and training is critical to the success of the project. The Board requires the Vendor to provide support and training to ensure successful implementation and migration to the proposed system. Denver Water currently uses IET Solutions License Entitlement Center for our software asset management tool. We also use Excel Spreadsheets and other formats to track software titles, such as freeware and Apple products. Hardware inventory is manually maintained in SharePoint lists in conjunction with SCCM. SCCM is used to collect data and provide reports on software usage and compliance and for hardware reporting. The asset management application will integrate with Microsoft System Center Configuration Manager 2012 (SCCM). The Proposer s software catalog must be robust and provide the ability to add common and uncommon or home grown software applications. This system will allow us to track installations and transfers of hardware and software within the organization. Specifically, software asset management will allow us to manage all aspects of software entitlements. The asset management system will link to all required documentation for history and entitlement purposes. This tool should easily generate reports for management on any compliance issue and provide a comprehensive review of all usage and entitlements to allow better and more effective software licensing moving forward, allowing Denver Water to efficiently analyze our needs and make cost effective decisions. It is Denver Water s desire to find a solution that is based on ITAM industry best practices and allow us to leverage the information that is collected through SCCM 2012 by incorporating the information into a more robust asset management solution. The ideal solution will provide compliance reports that are certified by software vendors such as IBM, Oracle, Adobe, and Microsoft. The selected vendor will assist in the migration of current data into the new system; provide installation and integration assistance, and product training to the Denver Water ITAM team. 4.2 SCOPE OF WORK: The successful Proposer will provide the following to Denver Water: 1. Annual maintenance and product support throughout the term of the contract. 2. Provide a project implementation plan to the Board. The Board will require a fully operational system from the Contractor no later than 12 months after the contract is signed. 3. The Vendor will be required to schedule and attend a project implementation meeting at the Board within one month after the Board has a signed contract in place A RFP Page 9 of 20

10 4. At the implementation meeting the Vendor will be responsible for supplying a draft project plan for discussion, including all major steps and the anticipated target dates. 5. The project plan must be updated by the Vendor within 2 weeks following the implementation meeting, with firm target dates, steps involved for the major tasks, a list of who will be responsible for tasks, project management policies, procedures, and any adjustments the Board should consider. 6. The project plan should be distributed to the project team by and be mutually agreed upon by both the Vendor and the Board. 7. Provide training (preferred classroom style) to fully implement and successfully operate the application solution as proposed. 8. Data migration from the old system(s) to the new system. 9. All software terms and conditions (End User License Agreement [EULA], etc.) must be supplied and agreed to prior to the execution of this agreement. 10. Implement all agreed upon features from Exhibit C A RFP Page 10 of 20

11 SECTION 5 PROPOSED PRICING / FEE SCHEDULE 5.1 PROPOSED FEE SCHEDULE FORMAT: Proposers must submit pricing similarly to the sample template given below that include all type of license options and fees, annual maintenance and support fees, and any installation and training fees that may be recommended or required to fully implement, operate, and maintain the software application. Each fee must be listed as a separate line item. Additional information other than that listed may be provided, although Denver Water encourages Proposers to attempt to align their proposals as closely as possible to the template provided. Proposers must submit price proposals that cover the duration of the resulting contract period (a minimum of 3 years). Price proposals must consider any desired increases which are to be considered a pass-through cost to Denver Water. Fee Description Software License Type of License: (concurrent, user/ device based, subscription, or perpetual) First Year Fixed Rate Second Year Fixed Rate Third Year Fixed Rate Annual Maintenance and Support TASK DESCRIPTION Estimated Hours Hourly Rate 1 Project Planning/ Implementation 2 Migration Services 3 Integration/ Interface Services 4 Training Total Project Costs $ $ 1) How do product updates impact the fee structure? 2) The successful proposer may be awarded a multi-year contract with Denver Water. What cost savings are available to a multi-year customer? 15719A RFP Page 11 of 20

12 SECTION 6 COMPLETION OF PROPOSAL 6.1 REQUIRED PROPOSAL FORMAT: Proposals must conform to the following format. The extent to which Proposers follow these instructions is relevant as part of the evaluation process. The Proposal must conform to the following submission format and each tab must be clearly marked as indicated below: Tab 1 Cover Letter Tab 2 Proposer Introduction Tab 3 Understanding of Work Tab 4 Proposal Rates Section 5 Proposed Pricing / Fee Schedule Tab 5 Small Business Enterprise / Minority and Women Business Enterprise Status Tab 6 Other Required Submission Information Tab 7- Proposer s End User License Agreement Tab 8- Exceptions to Denver Water s Terms and Conditions contained in Exhibit B Sample Agreement Tab 9- Entity Information Tab 1 Cover Letter: Proposer must submit a cover letter of no more than one (1) page printed on Proposer s letterhead. The letter must be signed by a duly authorized agent of the Proposer. Tab 2 Proposer Introduction: Proposer must submit information about the Proposer s experience and background. Include complete information regarding experience with this type of product/service; brief chronology of the company s growth, history, staff size, number of years in business and ownership structure, number of employees, name changes or acquisitions during the past 10 years; all past or pending litigation, liens or claims filed against Vendor; etc. This section must be no more than two (2) pages in length. Tab 3 Understanding of Work: Proposer must provide a brief narrative of understanding of the project and the key issues involved. This section must be no more than four (4) pages in length. Tab 4 Proposal Rates: Proposer must include proposal rates as specified in Section 5 Proposed Pricing / Fee Schedule. Tab 5 Small Business Enterprise (SBE) / Minority and Women Business Enterprise (MWBE) Status: Denver Water has SBE and MWBE programs that are described on our web site. Proposers should include relevant SBE and MWBE information at this Tab A RFP Page 12 of 20

13 For the Board s records only, Consultant shall check the applicable box(es) below: Consultant is a Small Business per federal SBA guidelines Consultant is not a Small Business per federal SBA guidelines Consultant is a Minority-owned Business Enterprise (MBE) and/or Women-owned Business Enterprise (WBE) per Insert name of certifying body or entity Consultant is not an MBE or WBE Consultant elects not to answer this question If Consultant is an MBE and/or WBE, Consultant must submit evidence of certification from an agency such as the City and County of Denver or the Mountain Plains Minority Supplier Development Council. Tab 6 Other Required Submission Information: Proposers must respond to questions located in Exhibit A: Required Submission Information. Tab 7- Proposer s End User License Agreement Proposers must insert a copy of all licensing terms and conditions in this section. Tab 8- Exceptions to Denver Water s Terms and Conditions contained in Exhibit B Sample Agreement Exhibit B Sample Agreement is included as a separate document. Proposer shall review Exhibit B and submit a letter signed by an authorized agent of the Proposer stating that, if selected, it intends to comply with all terms and conditions contained in Exhibit B. This signed letter must be submitted with the Proposal in Tab 8. If Proposer takes exception to any of the terms and conditions in Exhibit B Sample Agreement, the Proposer shall instead submit a letter signed by an authorized agent of the Proposer that indicates that exceptions are being taken. Additionally, the Proposer must include a list of each exception, including page number, paragraph number, and sentence number from the Sample Agreement along with proposed modified verbiage. Please note that the project schedule is such that it requires an extremely efficient proposal review and negotiation period. Any Proposal that does not conform to the requirements described here in Tab 8 may be considered non-responsive. Tab 9- Entity Information In this tab, Proposer must provide a Dun and Bradstreet number, Certificate of Good Standing from the Secretary of State, as well as a W A RFP Page 13 of 20

14 EXHIBIT A- REQUIRED SUBMISSION INFORMATION This section addresses information necessary to gain a full understanding of the Proposer s product and capability to provide maintenance and support. In making its evaluation of the responsiveness of the Proposal, Denver Water will place considerable emphasis on all of the answers to the following listed questions. The quality and detail of responses will figure significantly in the overall evaluation of proposals. Proposers are encouraged to give examples and provide additional information to support capabilities on each point. In an effort to standardize the format of all proposals, responses should be provided to all items in the order given. Please list each item number, and restate the question prior to the response. General System and Design Features 1) For each of the applications being proposed, please provide the following background information. Date of first release Date of current release Current release number Estimated date of next release How long are product versions supported and maintained? 2) How do you handle updates to your product? How are your customers informed of updates? 3) Has this company or the products being proposed ever been purchased by another company or acquired because of a merger or acquisition? If yes, provide details regarding the name of the companies involved, specific products affected, and when such merger or acquisition(s) took place. 4) How many products make up the proposed solution (please list all)? 5) Will the Board need to purchase any third party software to support the solution (other than Microsoft operating system)? 6) What hardware/software requirements are needed for product installation? 7) Describe the software s ability to interface with Microsoft System Center Configuration Manager ) Describe the software s ability to apply to other operating systems and devices. 9) What is required for a seamless transition to your asset management product? 10) Describe the process for migrating data from an existing system to your proposed application. Include human and technology resources that are required to complete the migration. 11) What types of assets (software and/or hardware) does your application manage? 12) How does your application report on manufacturer software that was not included in your Software catalog, but was manually added to the system? 13) Timely reconciliation audits of software/hardware assets are critical to effectively manage the lifecycle of assets. What audit features does your product have to assess asset availability, usage, and ability to report on consistency between Product Use Rights and actual usage. 14) How does the application organize, archive, and manage original copies of media, certificates of authenticity, and proofs of purchase (current RFPs, POs, Invoices, and receipts)? 15) How does the application validate the accuracy of the certificates/documents to the assets? 15719A RFP Page 14 of 20

15 a) Is this an automated feature or does this requires a physical audit performed by administrators? 16) Describe how the application specifically identifies, manages and tracks software/hardware deployments. In your response, please distinguish the difference in managing commodity assets and active service or network infrastructure assets, if any. 17) How does the application reconcile the asset s functional lifecycle- planned use versus actual use to provide timely reporting and assist administrators with planning and budgeting IT update/replacement; install, move, add, change; retirement activities; or procurement activities? 18) Describe the application s ability to manage procurement requests to minimize software licensing purchases overlap that lead to over- or under-licensing. 19) How does the application manage software harvesting? In your response, describe how your product harvests based on a usage or non-usage criteria. 20) How does the application manage and record retirement or disposal of hardware and software? 21) Describe the process/phases your product manages e.g. discovery, planning, procurement, vendor financial and contractual information; licenses and terms; proof of license procedure; deployment and management; demand management; license management: metering and security; updates: patches, versions, anti-virus; inventory databases: hardware, software, and licenses. 22) Describe the product s capability to connect with other enterprise management systems to adequately manage and respond to help desk asset requests such as: a) How the product uses an application catalog (SCCM) with workflow approvals and ability to interface with help desk tool (AtTask Work Management System) to create the request. b) How does the product update inventory from SCCM to allow for selection from current inventory through the help desk system. 23) How does the product interface with PeopleSoft, a SQL user list, and AD? In your response include options for cataloging active end user lists e.g. work group, division, or by supervisor, etc. 24) Describe the application s ability to customize data entry forms/fields e.g. title, version manufacturers, use rights, etc. as well as the ability to including subscription based, shareware/freeware with use rights. Project Planning Requirements and Training 1) Please explain your approach to project planning for the proposed system. Discuss any anticipated obstacles you have encountered and the steps taken to keep the project on schedule. a) Explain the types of commitment expected from the Board s staff. Include commitments from Denver Water s IT division and the users of the system. b) Address the type of work and tasks expected from Denver Water staff. c) Discuss the percentage of work the Vendor will be doing onsite versus a remote location. d) How many onsite visits from the Vendor are planned for this implementation? e) What tasks will be done onsite versus tasks that will be done remotely? f) How will the Vendor provide support for the system from a remote location? 2) Provide a sample project plan demonstrating the tasks involved for the Board s implementation. 3) Describe how you will provide support to implement the application A RFP Page 15 of 20

16 4) Describe the training and training material provided to implement and operate the application. Provide a list of training topics and number of training days/hours needed for implementation. State the number of participants preferred in each class. Catalog and Customer Base 1) Provide a link for your catalog of software applications or a PDF in your electronic proposal. At minimum, the catalog must include software vendor, product, and version. 2) How does your software catalog manage and provide government stock keeping units (SKU) in the list of products. In your response, describe the product s ability to inherit usage rights from a similar product SKU if one doesn't exist for new assets. 3) How do you evaluate which vendors or products are added to your product/application catalog? In your response, include how often your catalog is updated and the process required by Denver Water to update the catalog. 4) Describe the software catalog s file recognition features and ability to customize the catalog to add specialized or home grown software that may not be standard. 5) What type of organizations use your product? Provide the size of the organizations in your response. 6) How many customers have implemented the version of your application as proposed to Denver Water in this RFP? 7) What experience do you have working with utilities or government organizations? Customer Service 1) What mitigation support do you provide customers to resolve operational or performance issues? 2) Describe how you provide annual maintenance and support and what is included in this service. a) What is excluded from this annual service? 3) How large is your maintenance and support staff? 4) What is your average response time to customers? 5) What are the hours of operation for support? 15719A RFP Page 16 of 20

17 Exhibit B- Sample Contract Sample contract is attached as separate.pdf file A RFP Page 17 of 20

18 Exhibit C- Software Features Matrix Instructions: Indicate whether or not your asset management application includes the minimum features in the chart below. Product integration / interface needs: Included Interface with Active Directory Yes/No Integrate with System Center Configuration Manager (SCCM 2012) to gather Yes/No effective usage information on all installed software and hardware. Utilize SCCM 2012 data and Asset Management tool data to provide Yes/No effective usage reporting on inventory. Ability to work with SCCM s Application Catalog to automate software Yes/No requests (showing available licenses to the client via the Application Catalog interface would be a plus). Interface with in-house developed Contract system for terms, renewals, etc. Yes/No Interface with in-house developed eprocurement System Yes/No Interface with JDE Financial system Yes/No Interface with PeopleSoft Yes/No Interface with AtTask Work Management system to initiate and track Yes/No requests for new hardware, new software, moves/adds/changes (MAC) of hardware and software, as well as connecting issues to related hardware and software. Create a request when a help ticket is filed through AtTask Work Yes/No Management system Create a request for new software when a request is made through SCCM Yes/No 2012 application catalog. Update hardware and software inventory from SCCM to allow for selection Yes/No from current inventory through the AtTask ticketing system. Link to TM1 budget system to verify the current budget information before Yes/No purchasing software Link to the internal procurement system to eliminate manual entry after the Yes/No approval has been completed. Asset Management tool requirements: Included Robust Software Catalog that includes government SKUs and the Yes/No associated product use rights A minimum of monthly Catalog updates Yes/No The catalog contains title, version, manufacturers, and use rights with the Yes/No ability to customize data entry forms. Recognition files easy to utilize and add with custom or specialized software Yes/No not available in current catalog Add products to catalog including subscription based, shareware/freeware Yes/No with their use rights Ability to report on manufacturer software that was not included in Yes/No Software catalog, but was manually added to the system. Ability to inherit usage rights from a similar product SKU if one does not exist when adding. Yes/No 15719A RFP Page 18 of 20

19 Ability to assign licenses to any user or device across the organization s Yes/No Divisions and Sections while purchasing, receiving and managing all licenses through a central Division/Section. Example: all licenses are managed in Cost Control Center (CCCN) 174, but licenses are assigned to users or devices in CCCN 810, 223, etc. Ability to assign user name to software and/or hardware assets Yes/No Ability to track the # of used, available, and harvested licenses Yes/No Ability to extract data for use in other systems Yes/No Electronic tracking to store entitlements Yes/No Ability to maintain a current hardware catalog for end user requests. Yes/No If additional information needs to be collected, agentless collection of Yes/No information is preferred Track all purchase information, i.e. invoice, date, PO, vendor, quantity, price, Yes/No and associated documentation. Link upgrades and new purchases to original purchases to track upgrade Yes/No back to entitlement. Ability to add contract information in order to provide notification on contract Yes/No renewals To maintain accurate inventory list and allow us to use scanned information Yes/No to record serial no, service tag, purchased OS, warranty, hardware configuration, date of purchase, PO, etc. and link to the physical documentation that proves OS entitlement for the purchase Retirement records on all hardware need to show hard drives were wiped or Yes/No destroyed, and the OEM serial #s documented Incorporate information from the software library to include the location of Yes/No physical copies of software for Disaster Recovery purposes Ability to harvest unused installed software from users automatically and Yes/No provide notification to user and ITAM team. Ability to report on hardware and software other than on Microsoft OS, i.e. Apple products, Unix, Linux, Sun. Yes/No Yes/No Reporting/workflow Needs: Included Ability to create the appropriate workflow to get approvals for software and Yes/No hardware requests and provide appropriate notifications Interface with SCCM or other tools to gather effective usage information on Yes/No all installed software Summarize usage over a time-period with the ability to drill down to detail Yes/No information. Provide on demand compliance report, which consolidates all license Yes/No information by product for any software name or manufacturer. Provide certified compliance reports for individual software vendors such as Yes/No Oracle, Microsoft, IBM, Adobe, Apple, etc. Track purchase, usage, availability, and provide reports. Yes/No Provide ability to view and report on upgrade links to entitlements, i.e. showing the original purchase (entitlement, with the related new purchases and upgrades). Yes/No 15719A RFP Page 19 of 20

20 Assign software licenses from the central department (IT - ITAM) to all Yes/No employees in Denver Water using their Division/Section information to allow for breakdown reporting. When licenses are recovered, i.e. no longer used by an individual or device the license should revert to the corporate account. Capability to provide reports that show available software, software licenses, Yes/No or hardware for ITAM and Client Support staff that is not assigned to a device, user or section. Provide management analysis reports of purchases, usage, and compliance Yes/No to help with future planning and budgeting. Track software harvesting and provide a history report. Yes/No Ability to query upgrade rights/down grade rights by software name Yes/No 15719A RFP Page 20 of 20