Addendum 1 RFP #154D-16F CityWorks System Cloud Hosting

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1 Addendum 1 CityWorks System Cloud Hosting This addendum is issued to answer questions submitted via and to make the following revisions to this solicitation. All information provided herein is hereby incorporated and made a part of RFP Number 154D-16F: 1. The reference to Bonding Requirements presented as Item 9 on page 17, Special Instructions to Proposers, is hereby stricken. There are no bonding requirements for this RFP. 2. An editable version of the Functional Specifications is now provided as a separate downloadable document. 3. A question and answer document is attached. THE DUE DATE AND TIME REMAIN THE SAME Bidders shall sign and attach this addendum to their response to this RFP and also acknowledge receipt of this addendum by stating that acknowledgement on the outside lower right hand corner of the sealed envelope containing the proposal response. Any proposals that do not include this signed addendum shall be considered Non-Responsive. Darlene Humphries Purchasing Manager Signature of Acknowledgement Company Name Title

2 1. Are there any third party systems that Cityworks integrates with such as document management, financial software, etc.? ANSWER: ESRI ArcGIS Server; Granite XP PACP Inspections (future implementation) 2. Any third party systems that need to utilize the dynamic GIS layers? ANSWER: Not at this time 3. Does the City have an ELA of Esri software? ANSWER: No 4. Will edits of the dynamic layers continue in house or in the hosted environment? ANSWER: In House 5. Can we get a digital version of the Functional Specifications? ANSWER: An editable Microsoft Word document has been provided for separate download as noted in Addendum What is the current use of the APIs? ANSWER: Streetcut trigger/custom.net application that uses API to create service requests for Streets based on work orders from Water Utilities domain 7. Is the City a Storeroom user? ANSWER: We are licensed for it, but do not currently use 8. Is Cityworks field deployed? If so, what are the devices used in the field and what is the application they are using full application, ios apps, etc.? ANSWER: Yes. We use the full application via browser on Motion F5te tablets 9. Does the City have an interest in moving to the Respond module? ANSWER: Not currently licensed. 10. Do employees take and store pictures associated with work orders and/or service requests? ANSWER: Yes 11. Item 19 in the matrix maximum 3% increase if new servers for future expansion need to be purchased this could be over the 3% cost. Could this be more of a negotiable rate when the term is renewed? ANSWER: Our expectation is that this is SaaS and vendor infrastructure is the responsibility of the vendor. 12. What is the reporting software used for Cityworks? ANSWER: MS SSRS, Access, Crystal Reports 13. What is the preferred transactional set-up for this engagement? (time and materials, milestone based, fixed-fee ) ANSWER: Fixed Fee or milestone based Page 1 of 6

3 14. If fixed fee, what is the acceptance criteria? ANSWER: Completed production installation based on negotiated Scope of Work in the contract, usually 30 days of no significant issues from go-live. 15. Will the City of Irving provide necessary software licensing for this engagement (Cityworks, MS )? ANSWER: CityWorks: Yes, ESRI: Negotiable, MS SQL: No 16. Is there a preference to the work being done onsite at City of Irving facilities vs. offsite? ANSWER: No preference 17. (If onsite is acceptable) Are there constraints to the work being done onsite? ANSWER: City security agreement must be signed by vendor. Physical location needs can be discussed. 18. For tasks listed as ongoing administration, will the City of Irving drive the prioritization? ANSWER: The City will collaborate on any administration/maintenance schedules for the benefit of both parties. 19. Will there be established SLAs as this engagement transitions to a managed service ( from a migration)? ANSWER: Yes 20. Can the City provide a current architecture diagram? ANSWER: Not that matches the scope of this RFP. 21. Does Cityworks integrate with any other applications or services? ANSWER: ESRI ArcGIS Server; Granite XP PACP Inspections (future implementation) 22. Can the City provide information on how the current support for Cityworks is handled? Does the City provide the current support or a 3 rd party? If the City does support, approximately how many employees handle the current support needs from both a functional and technical perspective? ANSWER: City supports CityWorks basic administrations with 1 FTE in IT, 1 FTE in GIS, and 4 FTE power users in customer departments 23. Is there a record of the volume of support requests that are related to the Cityworks application support? ANSWER: Not currently available 24. How many users of the system are there? ANSWER: approximately Are all of the projects and assets within Cityworks tied to the GIS? Are emergency procurement projects and assets also managed within Cityworks? Page 2 of 6

4 ANSWER: Some, but not all tied to GIS. No to 2nd question. 26. How large is the Oracle DB (in GB)? Can the City provide current server specs for all technical layers being used now? ANSWER: CityWorks: 11 GB; See answer # What are the City s requirements for Disaster Recovery RPO/RTO? ANSWER: 99% uptime with 4 hour recovery of full system and data anticipated. Methodology for redundancy/recovery is negotiable. 28. Does the City have a need for a development environment all with Production and Test? ANSWER: The City just needs a production and a test/development environment. 29. Would the City be open to a model that provides cloud hosting and management of the applications up through the database layer only? This would mean that the City would still manage the Cityworks application layer. ANSWER: No. 30. We utilize Amazon Web Services (AWS) or Microsoft Azure as cloud providers for hosting dedicated database and application virtual servers. Costs for usage are variable, depending upon multiple factors including storage changes and network usage. We can bill the underlying cloud provider costs on one of three ways. Do you have a preference among the following options? a. City of Irving owns the AWS or Azure subscription and pays the cloud provider costs directly. b. The consultant owns the cloud provider subscription and passes the variable cloud provider costs through to the City with each invoice. c. The consultant estimates the cloud provider costs, and submits a constant invoice amount to the City throughout the 3 year term. ANSWER: C combined with SAAS subscription invoiced annually 31. Do you require or desire redundant (clustered) application and database servers for redundancy and fail-over purposes? ANSWER: We expect vendor to outline their approach to meeting the negotiated SLA 32. Will the City supply the Cityworks license for the cloud-hosted solution? ANSWER: Yes 33. Will the City supply an SQL server license? If not, do you have specific requirements on the edition: Enterprise, Standard, or Web? ANSWER: No. Version must be supported according to the published system requirements of CityWorks 34. Will the City supply an ArcGIS Server license? If not, do you have specific requirements on the edition: Basic, Standard, or Advanced? Page 3 of 6

5 ANSWER: Negotiable. Version must be supported according to the published system requirements of CityWorks 35. Can you provide an approximate current size of the Oracle database(s) that will be migrated to the cloud-based SQL Server, and any growth estimates of the course of a year? ANSWER: CityWorks DB: 11GB. 1 GB estimated growth annually. ArcGIS DB: 17 GB. 2 GB estimated growth annually 36. Can you provide an estimate on the maximum number of concurrent users of Cityworks during the 3 year term? ANSWER: This is not a statistic that we track, but a best guess would be Can you provide an estimate on the maximum number of concurrent ArcSDE geodatabase connections during the 3 year term? ANSWER: This is not a statistic that we track, but a best guess would be Do you plan to store raster data or photo attachments on the cloud-hosted geodatabase? If so, do you have an estimate of the storage requirements? ANSWER: We do not currently store raster data, but do store some photo attachments. 39. Please confirm the number of copies required. ANSWER: One original, five hard copies of the complete proposal, and one electronic copy on CD or flash drive. 40. Please clarify the bonding requirements for this solicitation. ANSWER: The bonding requirement language is removed by Addendum Would you please confirm the main objective of the RFP is to migrate Oracle Database to MS SQL Server? ANSWER: No. The main objective is the managed cloud services for CityWorks. The database conversion is mandatory, but not the main reason for the RFP. 42. Has the City already acquired the Cloud based hosting or the vendor will be charged to provide cloud hosting to the City? ANSWER: Obtaining Cloud based hosting is the main reason for this RFP. 43. Should the vendor estimated cost of this project be based on only the work to migrate data from Oracle to SQL Server? ANSWER: No. The vendor estimated cost should cover all requirements of the RFP that the vendor is capable of. 44. Background, page 3: Please describe the current environment where the application is deployed: Architecture diagrams Server information (for each if more than one) Page 4 of 6

6 1. Number of CPU s and CPU cores 2. RAM 3. Hard Disk size 4. Database size Number of users Average and Peak volumes 1. Users 2. Bandwidth 3. Transactions per second ANSWER: No architecture diagram available that matches the scope of this RFP. Server information (Application Server) Number of CPU s and CPU cores (1) 8-core CPU RAM 4 GB Hard Disk size C: 150 GB Database size N/A Server information (Database Server) Number of CPU s and CPU cores (2) 8-core CPUs RAM 32 GB Hard Disk size C: 200 GB, P: 300 GB Database size CityWorks 11GB, ESRI 17GB The actual data resides on SAN and not on database server hard disk CityWorks has approximately 410 users Average and Peak volumes Users: We do not track this statistic Bandwidth: We do not track this statistic Transactions per second: We do not track this statistic 45. Functional Specs, Item 6, page 7: Please provide additional detail and requirements to describe what is meant by Optimized for field based mobile devices. ANSWER: We rely on mobile users. We expect the vendor to be able to provide an infrastructure that allows for acceptable speed in the field. 46. Functional Specs, Item 12, page 8: Please provide additional detail and requirements to describe what is meant by Unlimited support for infrastructure, upgrades, and patches. More specifically, what is meant by unlimited support? ANSWER: Vendor is responsible for all infrastructure/software upgrades and patches. 47. Functional Specs, Item 13, page 8: For unlimited disk storage necessary to support the operation of CityWorks is it reasonable to assume this requirement is to add additional disk storage beyond initial requirements? (note: additional disk storage may require an additional cost) ANSWER: We expect CityWorks usage to continue and data volume to grow. Vendor should be prepared to scale for normal expected growth. Page 5 of 6

7 48. Functional Specs, Item 17, page 8: Accessible from any internet device via secure login is this requirement to access the CityWorks application or the server(s) on which CityWorks is installed? If it is access to CityWorks, does the currently implemented solution meet this requirement, or are there access/application issues in the current environment? ANSWER: CityWorks application. Current solution does meet requirement via VPN connectivity. There are no access/application issues in the current environment beyond bandwidth/speed. 49. Functional Specs, Item 23, page 9: Access to database for schema changes and reporting is the requirement to provide read only access for reporting? Or do you expect read/write access? Does the City of Irving currently have reporting requirements that are not accomplished with the CityWorks system? If so, please provide details on the reporting environment including number of reports and impact on the CityWorks database? ANSWER: Read Only for reporting. Our DBA will need access for adding/editing stored procedures and triggers. See answer for Question Functional Specs, Item 25, page 9: Ability to implement work flow processing between departments (Currently these departments are in different CityWorks domains) Is there a requirement to migrate all users to a single domain or to provide work flow processing between domains? How many current domains are there? ANSWER: Prefer workflow between domains. 6 active domains. 51. Functional Specs, Item 17, page 8: Does the system need to be deployed with SSL certificates that the City of Irving will provide? ANSWER: We would prefer the vendor to have their own certificates, but can provide, if needed. 52. Contents of Proposal, pages 4 and 18: Submission requirements read One (1) original, five (5) copies and an electronic copy on CD or flash drive of the completed proposal shall be submitted which conflicts with the City of Irving RFP #145D-16F CityWorks System Cloud Hosting Checklist for Proposers Attachment B-8 which reads Two complete copies in addition to the original and one digital copy (on C or flash drive). Please confirm you intent is to receive one original and five copies of the proposal as well as an electronic copy on CD or flash drive. ANSWER: Please see answer # Venue, page 13: We interpret this clause to mean that venue is Dallas County and the project team is assumed to have worked in Dallas County in the unlikely event of litigation, but the team members can work wherever it is most logical for them to work given that this is a cloud-based project. Can you please confirm our understanding? Further, does the City of Irving have meeting space for meetings or work that should be done in conjunction with City of Irving personnel? ANSWER: Your understanding is correct. Reasonable space requirements can be negotiated. Page 6 of 6