Request for Statement of Qualifications and Information (RFQI) Public Works Enterprise Asset Management / Work Order Software. RFQI Submittals Due Thursday, April 28, 2016 by 4:00 PM CONTACT: Chris Bethel, Director of Public Works cbethel@vil.woodridge.il.us or (630) 719-4767
VILLAGE OF WOODRIDGE Asset Management / Work Order System I. Introduction and Background The Village of Woodridge, Illinois is requesting statements of qualifications and information (RFQI) for an Enterprise Asset Management / Work Order Software System. Current Software Overview The Village of Woodridge has approximately 120 desktop computers with 18 of those in the Public Works Department. The desktop computers are currently running Windows 7 Pro but will be upgraded in the near future to Windows 10 Pro. The network servers are running Windows Server 2008 and 2012. The Village is currently transitioning to Tyler/MUNIS ERP from Sungard/HTE solution with the exception of the Public Works Department. The current asset management workflow includes hardcopies, CAD files, and ESRI GIS Enterprise software while HTE remains the current work order management solution for Public Works. During the ERP evaluation process, resulting in the selection of Tyler/MUNIS, the Village determined that the asset management/work order solution should be procured separately with a vendor specializing in operations related to public works. The Village has data spanning multiple software programs. The Public Work Department preference is to integrate and/or maintain that data into the new asset management/work order solution. Below is a list of current software used in Public Works: Canopy (tree inventory/foxpro/retired) Computerized Fleet Analysis (in-house garage and fleet); Wonderware and Win911 (water and sewer SCADA operations); Microsoft Office Software (Excel, Word, Access) ESRI JavaScript App (MapOffice)(Municipal GIS Consortium) ESRI GIS Enterprise Software The Village has deployed ios devices and will be adding Microsoft Surface tablets in the near future. Department and Asset Overview An organizational chart for the Public Works Department follows below. A general overview of Village infrastructure and assets includes (please note all numbers are approximate): Stormwater - one hundred and fifteen (115) miles of storm sewers; one hundred twenty five (125) detention/retention areas in the Village of which forty (40) are owned by Woodridge; and 7,000 storm sewer structures. Transportation one hundred ninety two (192) center lane miles of roads; one hundred forty (140) miles of sidewalk; and twelve and a half (12.5) miles of bike path which are owned and under the responsibility of the Village. There are other roads/paths/sidewalks in the community that are owned/maintained by others. Forestry/Streetscape eleven thousand (11,000) trees; eight five (85) acres of mowing/maintenance; and one hundred (100) planting beds/decorative signage locations.
Traffic Signs / Signals / Streetlights three thousand three hundred (3,300) traffic signs, nine (9) traffic signals; and one thousand six hundred fifty (1,650) streetlights. Water Distribution one hundred thirty six (136) miles of water main; four (4) water towers, one thousand six hundred (1,600) fire hydrants; one thousand six hundred (1,600) valves; and four (4) back-up wells (primary water service is provided from Lake Michigan via the DuPage Water Commission). Sanitary Sewer Collection one hundred twelve (112) miles of sanitary sewer and five (5) lift stations. The wastewater treatment plants are owned / operated by others. Fleet Maintenance two hundred (200) pieces of equipment including vehicles, specialty equipment, and small engines and a 16,000 gallon fuel dispensing facility. GIS Overview The Village is a member of the Municipal GIS Consortium (http://www.gisconsortium.org). The Village s GIS data is in accordance with the requirements of the database model established by the consortium which utilizes ESRI GIS Enterprise Software. Most users access GIS data through the consortium Javascript application MapOffice and advanced users through ArcGIS Desktop.
II. Objective and Scope The Village is seeking a single vendor that will provide a software solution, implementation services, data conversion and integration services, as well as training and support. Please note, while some flexibility is desired, the Village does not intend to heavily customize the work order / asset management system. The general objectives to be met with the purchase of the system include: a. Improve operational efficiency for staff including data access in the field; b. Optimize the life-cycle of infrastructure assets; c. Provide reliable business information and reports to improve analyses and assistance with evaluation of options and decision making; and d. Improve levels of customer service, including electronic options for residents to report issues resulting in the generation of work orders for follow-up. The general scope of the system should include: a. The system should be a long-term, stable, scalable solution that will integrate, interface and improve or replace other processes and/or systems currently in use. b. The system should be on a single platform, distributed and accessible throughout the entire Village from any location or remote site or smart devices, with a common look and feel across modules. The internal & external customer interface and functionality should be user-friendly. c. The system will have central, inter-relational databases that feed data throughout the system based on a single point of entry (thereby eliminating duplicate entry of the same piece of information). d. The system will enable easy reporting of data in both standard out-of-the-box reports and custom developed reports. e. The system will be flexible and simple to adapt, expand or change to meet specific information needs. f. The system will employ standard, formal business processes based on leading municipal practices that are uniform throughout the system. g. The system will maximize the efficiency of business operations through automated workflows, notifications and document availability. The system should contain asset applications (with asset specific data) that substantially covers the following functional and operational areas: Bridges Street Light Fixtures Traffic Signals Pavement Condition/Maintenance/Streets/Pavement Markings Signs Trees Sanitary sewer including cleanouts, facilities, force mains, laterals, mains, manholes, pumps Storm water system including basins, culverts, facilities, inlets, manholes, outlets, pipes, pumps Potable water system including facilities, hydrants, laterals, mains, meters, pumps, storage tanks Right of way/landscape areas, streams, retention areas Sidewalk and Bike path inventory / replacement Fleet maintenance Work Order Generation, Tracking, Reporting related to the aforementioned assets
III. IV. General Process As a precursor to purchasing a software package, the Village is seeking answers and information related to the questions listed within the attached questionnaire. The objective of this questionnaire is to develop a short list (the exact number on the list will be predicated on the answers to the questions) of vendors who would then be selected to make a very detailed presentation and be asked to answer another series of specific application and operation related questions. The submittal of the questionnaire does not guarantee that the company will be selected to the short list for a presentation. As a follow-up to the presentation, the short listed firm(s) will be expected to submit a detailed price proposal. A final contract, scope, and cost will be negotiated between the preferred company and the Village following the full evaluation process which will be presented to the Mayor and Board for consideration and approval. Submittals and Miscellaneous Information Each company has the flexibility and professional judgment to respond to the RFQI and provide the information and responses as they deem fit. However the submittal information needs to be organized and broken down into the format provided by the Village. Address all submittals (1 original and 1 copy unbound) in a sealed envelope and one digital (PDF format) to the attention of: Village of Woodridge Christopher Bethel, Director of Public Works One Plaza Drive Woodridge, IL 60517 Re: Asset Management/Work Order Software The Village of Woodridge reserves the right at any time and for any reason to cancel this process or any portion thereof, to reject any or all proposals, or to accept an alternate proposal. The Village reserves the right to waive any immaterial defect in any proposal. The Village may seek clarification from an offeror at any time and failure to respond promptly may be cause for rejection. The Village of Woodridge will not be liable in any way for any costs incurred by respondents in replying to this request. If any question or clarification is needed, please submit the same in writing to Christopher Bethel, through email at cbethel@vil.woodridge.il.us no later than 4:00 p.m. (local time) on Monday, April 11, 2016. Should any firm discover an ambiguity, inconsistency or error upon examination of this document, please notify the Village so a clarification may be issued. Based on the type and quantity of questions submitted, the Village may issue an addendum extending the response deadline. The deadline for submittals is by 4:00 p.m. (local time) on Thursday, April 28, 2016. Village staff will then review all submittals and schedule interviews with the selected firms.
VILLAGE OF WOODRIDGE Asset Management / Work Order System Request for Information Questionnaire As some of the questions within the questionnaire cross divisional lines, they can be similar in nature. Cross references to a previous answer are permitted. Concise answers are preferred and extraneous marketing materials are not desired. However back-up documentation and attachments that provide insights are helpful, however simply attaching brochures or technical documents as referenced responses to the majority of questions would be considered non-responsive. A) Firm Information. a. Name / Address / Telephone / Website / Email / of the Respondent Company and the Primary Point of Contact. b. Provide information on the firm including years in business providing asset management and work order systems software, number of employees, years serving the public sector, etc. c. Provide a sample organizational chart from a previous project for a community generally similar to Woodridge for the overall team to be working on the project including any background related to the team members assigned for implementation projects. d. If any sub-consultants are to be used for the project please identify which elements of the required work will be performed by those consultants, prior experience with them, and how you handle quality assurance of their work. e. Provide a listing of at least five similar projects completed by your company to municipal clients. Please primarily focus on those similar in scope and size to the Village and within the Chicagoland area. Please include the organization, when the project was completed, project cost, the project manager, and contact information for further information. B) Operating System Requirements and Data a. Please describe the various operating system requirements for hosted and non-hosted solutions, including servers, workstations, smart devices, hardware and software including types of databases, etc. Please include minimum version numbers where appropriate and relevant (i.e. ESRI ArcGis Server 10.1). If the technology only operates on a designated platform (i.e. Apple) please specify. b. Please describe if you have prior experience doing data conversion from other systems, specifically including the Sungard/HTE work order system. c. Please describe if you have prior experience integrating with other systems, specifically including the Tyler/MUNIS and MGP/MapOffice systems. d. Can the system integrate/import/export data to excel, access, etc? C) General System Features a. Describe to what extent the system is customizable and the level of skill and training required to do so. Can custom programs and reports be incorporated to the system menus/toolbars as a standard for all Village users? How are permissions granted to different sets of data? b. Are all modules in the system seamlessly integrated? Can data be entered one time and then be found in many or all of the modules? c. Describe how users query, search, and sort in the system. Can queries be sorted or run by single or multiple fields of their choice (i.e. all assets of a particular class on a specific street for a specific time period)? Can queries be exported to a report or excel file? d. Is the software compatible with any type of remote entry or handheld or smart device for field entry and reporting? If yes, describe the capabilities and how the data is updated to the main system. Please specifically speak to connected and disconnected states of work. e. Is the system cloud based or client hosted? Is there a choice?
D) GIS/Atlases/Mapping a. Explain how the software and the Village s ESRI / MapOffice GIS could potentially be integrated. Please reference any relevant information for compatibility of system updates to new versions of ESRI products, MapOffice, and functionality with the software. b. How does the system support multiple editors and data conflicts? How can versioning be used to allow for multiple levels of review and approval? c. What mapping features are available through the system? d. Does the system allow for multiple GIS data based asset types (i.e. points, lines, etc.) e. Are there restrictions on count/size or complexity limitations on assets/asset types/asset groups/asset data or similar other than by the underlying database? f. How does the system interact with the underlying geodatabase? Does it reside alongside the database, within the database, or completely separate? Describe the pros and cons of the system s architecture. g. Does the system provide a map interface with the capabilities to view assets, search, pan, zoom, locate, measure, and access attribute information? h. Does the system provide a mobile map interface? i. Does the system allow/require all map services to be hosted either through ArcGIS Online services or can it be done locally, or both? j. Can asset attributes be updated directly within the system? How is this completed? Does it utilize existing ESRI systems to do so? k. Describe how the work activity creation work (work orders, inspections, etc.). How does the interface support associating assets (single and multiple) with specific work activities? l. Can each user customize the map viewer to the specific layers and assets they are interested in? E) Assets General a. How does the software handle the assets previously described in this document focused on the questions specified below (Bridges; Street Light Fixtures/Traffic Signals; Pavement Markings; Pavement Condition/Maintenance/Streets; Signs; Trees; Sanitary sewer including cleanouts, facilities, force mains, laterals, mains, manholes, pumps; Storm water system including basins, culverts, facilities, inlets, manholes, outlets, pipes, pumps; Potable water system including facilities, hydrants, laterals, mains, meters, pumps, storage tanks; Right of way/landscape areas, streams, retention areas; Sidewalk and Bike path inventory/replacement, and fleet maintenance)? a) What types of condition and history information can be stored against an asset? Please provide some examples for several different types of assets. b) Will the system show work order history on a specific asset (s)? c) Are inspection forms available and configurable? Can inspection information be stored against and queried on an asset? Please provide additional background. d) Can a condition analysis of an asset be conducted from within the map interface? F) Assets Specific a. Pavement Condition/Maintenance/Streets a) Can ongoing maintenance and rehabilitation activities (i.e. pothole patching, striping, resurfacing, etc.) be tracked, recorded, queried and visually displayed on a map against the asset? b) Does the program have the ability to link to separate pavement management programs? c) Can specific streets be displayed on a map based on user defined parameters of data (i.e. all streets with a PASER rating of less than 4.0)? d) Can the software produce a recommended list of work based on pavement conditions and funding? b. Water / Sewer
a) Can ongoing repairs and rehabilitation activiteis (i.e. water main repair, sanitary sewer blockage, replacement, lining, etc.) be tracked, recorded, queried and visually displayed on a map against the asset? b) Does the program link to separate utility software programs (i.e. SCADA Wonderware, Win911)? c) Does the software have PaCP integration capabilities? d) Can specific types of work history be queried (i.e. all water main repairs on ductile iron pipe from 2000-2002)? c. Forestry a) Is there a packaged tree component or can a module be built from existing data? b) How can tree assets be categorized (current, removed, trimmed, dead, etc.)? c) Can trees be added to the GIS layer by mobile application as work is completed in the field? d) Does the system have the ability to calculate a numeric value for a tree based on the size, species, condition rating, and location which will update as changes are made to the data? d. Signage a) Is there a link/reference to a MUTCD library of signs/requirements? b) Can a sign inventory with attribute data currently existing in the MapOffice software be imported into your software program? G) Service Requests and Work Orders a. Does the system support a call log to queue the workflow process? Explain how the process works from input to service requests to work orders to close out. What are the options on how the system provides notifications on new, open, incomplete, and completed work? b. Explain how mobile users can create service requests? c. Can the system send notifications to customers about a service request / work order? d. Can service requests / work orders be mapped into GIS? Can the users retrieve information on service requests/work order history of an area, parcel, or asset using specific time periods as a filter? e. Can users set up parameters to trigger / schedule preventative maintenance or other types of seasonal work orders? f. Can relationships / links be established between multiple work orders (i.e. creation of a water main repair work order will automatically generate a parkway restoration work order for the same location)? g. Can materials, labor, equipment, and other costs be traceable by work order? By asset? H) Reports a. Please summarize the standard types of reports available. b. Describe any features that assist users in developing custom reports. c. Is a 3 rd party report writer (i.e. Crystal Reports) needed for custom reports? d. Can reports be exported into Microsoft Work, Excel, Access, or some other format? I) Financial a. Can the system provide financial reports and data in accordance with GASB (Governmental Accounting Standards Board Statement) 34? Explain how the system can be used to capitalize or depreciate an asset and how this information is maintained and extracted from the system. b. Can financial information be sorted and filtered based on a specific utility or project? J) Training and Communication a. Please provide a description of the training provided to system administrators, power users, as well as day to day users of the system.
b. Please describe the documentation and training guides provided. c. Please explain how you solicit feedback from current users for future software version releases and how often such feedback is integrated and acted upon. K) Supplemental Information a. Please describe any additional information or features of the software that was not covered within the questionnaire.