Addendum #1 for The purpose of this addendum is to respond to questions submitted through BidSync and emailed to esdrfp@sanjoseca.gov regarding the above named RFP. All other specifications, terms and conditions of this RFP not addressed by this or other formal addenda issued by the City of San Jose are unchanged. 1. Is there an incumbent for this requirement? If so, what is the company name, contract duration and contract value? No, there is no incumbent. 2. Do you currently have an incumbent contractor supporting this effort? Please see the answer to Question #1. 3. Is the City currently using Infor EAM Asset Management Software? Yes. 4. If the City is indeed currently using Infor EAM Asset Management Software, are you looking to consider other vendors or looking for an upgrade and conversion process? No. We plan on staying with InforEAM. 5. Does the Environmental Services Department currently employ a DBA to administer the Oracle/Infor EAM system? Yes. A full-time Oracle DBA. 6. TASK 1: Gap Analysis: How much time is required to do the gap analysis? Can City provide more details so that the vendor can estimate the effort? The City estimates this effort will take 40-60 hours. This effort will involve the following: Meet with key staff from each of the four umbrella business units who work at the San Jose/Santa Clara Water Pollution Control Plant (Operations, Maintenance, Energy & Automation, and CIP Engineering are the umbrella business units) and obtain feedback that
Page 2 of 10 includes, but is not limited to the following: 1) What do they want to see out of the GIS program? 2) What are the strengths and weaknesses of the current GIS program, and where is there room for improvement? 3) How can the GIS program better help you do your job? In addition, outline a strategy focused on answers to the following questions 1) What are some recommended approaches for more efficient integration between the Plant s ArcSDE Geodatabase Oracle 10g InforEAM? 2) What are the weaknesses and strengths of the current GIS program in terms of how GIS data is managed? Identify specific areas for improvement and provide recommendations. 7. Task 1 Can the City please list the various Esri Geodatabases that will be analyzed during the analysis? Plant Personal Geodatabase, Plant Exposed Pipes Geodatabase. 8. Can you please list and briefly describe the different geodatabases and databases that will need to be reviewed as part of Task 1 Gap Analysis Plant Personal Geodatabase is 75mb in size and has 20+ Feature Classes including, but not limited to: Piping, Valves, Air Reliefs, Blowoffs, Catch Basins, Hose Bibs, Stub Outs, Buildings/Structures (including Tanks), Electrical/Communication Handholes/Manholes/Pullboxes, Manholes, Edge of Curb, Tunnels/Crawlspaces, Monitoring Wells, and Cleanouts. The Plant Exposed Pipes Geodatabase included a Point Feature Class of approximately 600 points denoting the locations of buried pipes that were exposed during construction and each has a digital photo hyperlink and GPS coordinates. 9. Can the City provide a copy of the geodatabase schema or characterize current data (size, type, number of feature classes/fields in the geodatabase, tables/fields in Oracle)? What we can provide is outlined above in the answer to Question #8. 10. For estimating purposes, how many and what is the general content of the various ESRI Personal Geodatabases? Please see the answer to Question #8. 11. How many enterprise databases are there? What are the primary parameters that tie these databases together? There is one ArcSDE Geodatabase that is in Oracle 10g. However, this only contains a copy of the Pipes, Valves, Buildings/Structures Feature Classes from the Plant Personal Geodatabase. The SDE Geodatabase is used for InforEAM. 12. How many personal geodatabases are there? What are the primary parameters that tie these databases together? Two. They are not tied together. They are separate.
Page 3 of 10 13. The scope of services (Attachment C, Exhibit B) has loosely-defined descriptions of tasks that could be subject to wide variances in interpretation. Is there a rough estimate of the overall labor effort or budgeting available that could provide general guidance to bidders? The total cost of the contract is estimated to be under $100,000. 14. Are there any stated or implied requirements for development work (programming, document creation) to be completed on-site? We are flexible. Whichever is the best, most efficient approach - be it on-site or remote. 15. Is the goal of the Gap Analysis to determine system mapping between the Infor and spatial geodatabases for system integration? This is one goal of the Gap Analysis. The other goal to determine how we can improve the GIS program to make it more effective and improve service to our customers (i.e. Wastewater Treatment Plant staff) 16. Is your Infor EAM database currently residing as part of a geodatabase, or is it its own separate database? Are your Infor assets currently spatially enabled? It is separate. Pipes and Valves are the only Infor assets spatially enabled. 17. TASK 2: System Upgrade Impact Analysis: Can City provide more details so that the vendor can estimate the effort? This task will primarily focus on ensuring InforEAM and ArcSDE are fully functional in the most efficient manner possible. We have little if any training on how to use ArcSDE and integrate it effectively with InforEAM, including Replicas for editing/updates. Currently, ArcSDE and InforEAM are only partially functioning with much room for efficiency which can be achieved with the help of an ArcSDE expert. 18. Regarding Task 2 is your goal to establish both geodatabase versioning and replication? Yes. In the ArcSDE and Oracle environments. 19. Task 2.1 - Can the City please elaborate on what it means by geospatial modeling business practices Does the city expect that the geodatabase schema(s) will be both evaluated and modified by the Consultant. If so, how many geodatabase schemas? Can the City provide the geodatabase schemas to the consultants during the RFP response period to review?
Page 4 of 10 Yes. There is one schema, and it is in draft format. We are looking to have the consultant work with us to improve our existing schema. We cannot provide the schema to the consultants during the RFP response period of review. 20. Can you confirm there are 6 business units with the Plant (and if not how many)? How many of these business units currently utilize GIS as part of their business practices? The Plant has the following Business Units: OPERATIONS which includes several subunits, MAINTENANCE which includes several sub-units, ENERGY & AUTOMATION which includes several sub-units, and CIP ENGINEERING which includes several sub-units. Note that each of them use the GIS for a slightly different purpose to suit their particular needs. 21. Task 2.2 - How many business units are included in the Plant? Does the city expect that there will be a separate geodatabase schema for each business unit? There are a total of 4 Business Units (OPERATIONS, MAINTENANCE, ENERGY & AUTOMATION are located in the Wastewater Management Division; and CIP ENGINEERING is located in the Technical Support Services Division). There will be one schema total. There will be no separate schemas. 22. How many business units are there at ESD? Can ESD provide an org chart ahead of proposal deadline? This RFP only applies to the Wastewater Treatment Plant and a one business unit within the ESD Integrated Waste Management Division (the Residential Business Unit). An org chart is provided. 23. Regarding Task item 2.3, can you explain in more detail what you expect out of the Infor EAM & ArcSDE geodatabases to be functionally fully-integrated? Do you expect them to reside in the same Oracle instance, or to be integrated to a level to support system integration? We have four Oracle instances (DEV, TRAIN, TEST, and PROD). We need the ArcSDE Geodatabase on all of these instances. Currently, ArcSDE Geodatabase only resides on DEV. Full integration includes, but is not limited to, Replication, and backup. 24. Are you certain that InforEAM and ArcSDE can communicate? What distinguishes the two databases from one another? Yes. They can communicate. InforEAM is Oracle 10g, ArcSDE is Oracle 10g. The databases reside on our Oracle Server. ArcSDE resides on our GIS Server.
Page 5 of 10 25. Attachment C, Exhibit B, Task 2, Item 2.3 What is the City s definition of functional fully-integrated? Full Integration that includes having ArcSDE communicating with InforEAM on all four Oracle Instances as listed in the answer to Question #23. 26. Task 3.1 - Can the City provide the geodatabase schemas to the consultants during the RFP response period to review the current state of the geometric network? The schema will not be provided and we have no geometric network. 27. What is the distinction being made between tasks 3.1 and 3.2? 3.1 will test a geometric network model in the ArcGIS 10 and Oracle 11 environments. City staff will work with consultant to construct a pilot project geometric network for the Wastewater Treatment Plant s Fire Protection Water System (4 miles pipe, 36 Fire Hydrants, 43 Isolation Valves, 2 Air Relief Valves, and 3 Post-Indicator Valves). This is a small system and easy to develop into a geometric network. This data is already in the Plant Personal Geodatabase. 3.2 excludes the geometric network, but ensures that ArcGIS 10 geodatabase functions in the Oracle 11 environment. 28. Task 3.4 - Does the City currently use the Infor EAM GIS extension? Yes. 29. Task 3.5 - What is the term geospatial toolset in reference to? This refers to the any geospatial toolset, recommended by the consultant that could enhance ArcGIS 10 and Oracle 11 functionality. If none exists that is fine too. 30. Task 3.6 Can the City provide a list of applications affecting this project that contain ArcObjects code? Who will be responsible for migrating the code, the Consultant or the City? ArcGIS 9.3.1 (ArcInfo), ArcGIS Server 9.3.1 Standard Enterprise, InforEAM. These are the only applications that this project involves. There is no ArcObjects Code. 31. Task 3.9 What is the term dashboard managers in reference to? Oracle 11 may or may not include a Dashboard Manager. If it does, the objective is to maximize the potential of this tool with ArcGIS 10 (ArcSDE). 32. Task 3, Deliverables What constitutes Successful completion of transition planning exercise?
Page 6 of 10 That Task 3 is completed to the full satisfaction of Wastewater Treatment Plant GIS staff. 33. Task 4, Deliverables How does the City define improved integration between ArcGIS and Infor EAM? What are the success criteria? The question is Is there a better way for ArcGIS and InforEAM to integrate?, if yes, then the consultant will evaluate, if no, then the Task is done. Success criteria depends on the results research & testing and evaluation of alternatives. A failed result can be an equal success to a successful result. The point is to try alternatives. 34. What exactly is meant by hand-shake in Task 4.2? This term is meant to imply integration. 35. Do you currently have an integration between Infor & GIS? Can you briefly describe it, if so? Is it ArcGIS Desktop based or web-based? Do you expect the new integration to be web-based (Silverlight API)? Yes. InforEAM for ArcGIS is a Toolbar inside ArcMap. The GIS map inside InforEAM is run off of a Map Service (one Map Service) from inside ArcGIS Server. 36. Is the City open to other ArcGIS web APIs other than Silverlight? (JavaScript API? Flex API?) Or is the Silverlight API a requirement? Yes, we are open to any development environment that would meet our current and nearfuture needs. 37. How many ArcObjects applications do you have at the moment that will need to be evaluated for the transition plan? None. We do not use ArcObjects Apps. 38. Does the existing ArcObjects code support ArcGIS editing workflows or functional enduser applications? Please see the answer to Question #37. 39. If answer above is editing workflows is the code compiled or is it VBA code? Please see the answer to Question #38. 40. Approximately how much custom ArcObjects coded functionality is currently in use and is expected to be recreated in the VB.net / ArcGIS Server environment? We do not use ArcObject Apps. However, we are open to the idea if it will improve efficiency.
Page 7 of 10 41. What do you expect to be implemented as part of the hand-shake between Infor and GIS? Can you please summarize the functional requirements you expect to be developed? At this point we are not certain if how we are using InforEAM and ArcGIS is the most effective approach. If it is, then we can leave it be, if there is a better approach we will take this road. This will evaluated by the consultant. 42. Task 5: Identify the strengths of partnering with the Plant s current geospatial software/support vendors mentioned CSDS and GSI. Who are they? CSDS California Surveying and Drafting; GSI Global Spatial Intelligence. CSDS is our GPS vendor, GSI was a sub-contractor to our InforEAM Contractor Westin Solutions. 43. Task 5 Who is GSI? What has been their participation in any previous efforts to provide GIS and Infor EAM integration services to the City? Was that work performed satisfactorily? Can it be implied that they are not bidding on this project as the defined task is to identify the strengths of partnering with Plant s current geospatial software/support vendors that includes GSI? Please see the answer to Question #42. 44. Task 5.1 - What is the City s purpose here? Is the point to develop a long-term viability plan or integration plan for these specific vendors? Develop a long-term viability plan for the GIS Program. 45. How is task 6 distinct from Task 3.1 and 3.2? They are similar. However, Task 6 emphasizes ArcGIS, Oracle, and InforEAM at the software level vs Task s 3.1 and 3.2 are more at the database level. 46. Task 7.3 - Can the City please elaborate on the expectation of the SBWR Geodatabase integration? Evaluate the SBWR Personal Geodatabase and outline a strategy on how this data could/should be integrated into the Plant Geodatabase. 47. Regarding Task 8, can you please outline the functions you expect to be a part of the user interface? Do you expect two different applications to be developed or a single application? Can you please explain what it requires to be fully integrated with both the City s and Plant s enterprise GIS management system? Some functions include, but are not limited to, Hyperlinking, Redlining, Editing, Improved Print/Export capabilities (print to 11x17, 17x22, and export to PDF), Improved Layer Management; A single application, if the consultant deems this the most appropriate strategy;
Page 8 of 10 The City s Enterprise GIS is in OracleSpatial/Oracle 10g with ArcSDE 9.3.1. We need to ensure that we can connect to the City s Enterprise GIS from within the Map Service for read-only purposes of specific layers. 48. Can you provide a simple diagram or description of the current setup of GIS as it relates to the Infor EAM environment? ArcSDE 9.3.1 Geodatabase (Pipes, Valves, and Buildings/Structures Feature Classes) in Oracle 10g on the Oracle Server. ArcSDE resides on our GIS Server. InforEAM resides in Oracle 10g on the Oracle Server. 49. Task 8.1 - Can the City please list the ArcGIS Server Map Service and User Interface tools and functions for the Plant? They are: Net default out-of-the-box for ArcGIS Server 9.3.1 Standard Enterprise. No customization. 50. Approximately how much of the plant's assets and infrastructure are currently available as GIS data layers? On 4 square miles of property we currently have 130 miles of pipelines/electrical duct banks/electrical-fiber Optic Conduit; 900 Isolation Valves, 307 Handholes and Pullboxes, 278 Manholes, 3.2 miles Tunnels/Crawlspaces, and 734 Structures/Tanks/Buildings. 51. Is there an expectation under this scope that CAD data will feed into any of the systems? CAD Drawings (scanned as multi-page PDF documents) will be hyperlinked to some pipe segments. 52. Will any data need to be converted from CAD to GIS? No. 53. Task 8.2 - Can the City please list the ArcGIS Server Map Service and User Interface tools and functions for the IWM Staff? Geocoding, Improved Print Map/Export to PDF, and standard out-of-the-box tools from ArcGIS Server 9.3.1 Standard Enterprise Edition. 54. Although it is not explicitly stated, is it correct to assume that all Scope of Work items, except for item 8.2, deal only with digital data inside of the physical boundaries of the treatment plant or does the data include region wide infrastructure? Yes, all data is inside the physical boundaries of the Treatment Plant. Except for 8.2.
Page 9 of 10 55. Task 9, ArcSDE training Is this training and support to endure only for the term of the project, or is there some additional time envisioned, post-completion? Dependent on funding, if funding is available, post-completion ongoing ArcSDE Support will be added. 56. Task 9 mentions versioning and multi-user editing; is it possible that this belongs with the planning and development tasks earlier in the SOW? Yes. 57. Task 10.1 - Can the City please elaborate the anticipated development of P&IDs and Process Stream Schematics? Evaluate the effectiveness of using ArcGIS Schematics 10 for constructing a Schematic Diagram of the Plant s Fire Protection Water Process Stream as a pilot project. The knowledge gained from this process will be applied to developing Schematic Diagrams for the remaining 77 Plant Process Streams. 58. Task 10.2 - Can the City please describe what is envisioned as the general scope of the pilot project? Refer to the answer to Question #57 for details. 59. Task 11 - What are the training and documentation requirements for this task? None will be necessary. It is only necessary to prove that implementation was successful. 60. Task 12 - How does this relate to Tasks 2 and 4? It seems like a duplication of effort. If not, please describe all geodatabase schemas required for the project. ESRI has developed Data Models for various systems, e.g. Water Data Model, Wastewater Data Model. The objective is to develop a Wastewater Treatment Plant Data Model using the schema from the Plant Geodatabase. 61. Task 13 - What are the documentation requirements for this task? Screenshots and step by step explanation on specific customization tasks will be identified by City staff working with the consultant. 62. Can you please describe the different types of objects you expect to be a part of your Plant GIS Data Model?
Page 10 of 10 Pipes, Isolation Valves, Air Relief Valves, Blowoffs, Cleanouts, etc some examples of attributes include Diameter, Lengths, Location, Material, Age, etc 63. Will the 20+ Map Services currently deployed by ESD require migration to ArcGIS Server 10 by the consultant or is the City planning to do this? The consultant will do the migration, or carefully instruct/supervise the City GIS staff in how to do so. 64. Can we only bid on those tasks pertinent to our corporate experience, or do you require to bid on all tasks? The bid must be on all tasks.
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Wastewater Management (208 FTE) Deputy Director Secretary Principal Office Specialist Office Specialist II Knowledge Systems Management Operations Mechanical Maintenance Energy & Automation Process Engineering Program Manager Operations Division Manager Division Manager Senior Engineer Page 1 of 6
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Wastewater Management Plant Operations (71 FTE) Operations Assist. Operations Manager Senior Operator Plant Operator Plant Operator Trainee Shift Supervisor Residual Sludge Management RSM Maintenance Supervisor Sr Hvy Equipment Operator Computer Room Senior Plant Operator Heavy Equipment Operator Maint. Assist. / Maint Worker I Primary & Sludge Control Secondary & Nitrification Filtration & Disinfiction Primary Sr. Operator Sludge Control Sr. Operator Plant Operator Secondary Sr. Operator Nitrification Sr. Operator Plant Operator Filtration Sr. Operator Disinfection Sr. Operator Plant Operator Page 2 of 6
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Wastewater Management Mechanical Maintenance (66 FTE) Division Manager Plant Mechanical Supervisor OS Senior Engineer Paint Shop Painter Supervisor Corrective Maintenance Plant Mechanical Supervisor Plant Mechanical Supervisor Preventative Maintenance Maintenance 1 Maintenance 2 Maintenance 3 Maintenance 4 Maintenance & Facilities Maintenance Control Center Maintenance Planning Senior Painter Sr Plant Mechanic Sr. Plant Mechanic Sr. Plant Mechanic Sr. Plant Mechanic Warehouse Supervisor Senior Custodian Sr. Eng. Tech Sr Plant Mechanic Eng. Tech I Plant Mechanic Plant Mechanic Plant Attendant Warehouse Wkr II Assoc Eng. Tech Engineering Tech II Plant Attendant Trades Training Landscape Maintenance Sr. Plant Mechanic Sr. Maint Worker Groundsworker Maint Worker I Maint. Asst Sr. Hvy Equip Op. Page 3 of 6
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Wastewater Management Energy & Automation (E&A) (51 FTE) Division Manager Maint. Project Engineer (Electrical) Senior Engineer Power & Air Electrical Instrument Control HVAC Heavy Diesel Equipment Supervisor Electrician Supervisor Instrument Control Supervisor Sr. Air Cond Mech Senior Heavy Diesel Equip Operator/Mechanic Sr. Electrician Sr. Instrument Control Tech Air Conditioning Mechanic Electrician Instrument Control Tech Heavy Diesel Equip Operator/Mechanic Asst. Heavy Diesel Equip Operator/Mechanic Supply Clerk Page 4 of 6
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Process Engineering (4 FTE) Senior Engineer Sanitary Engineer Associate Engineer Page 5 of 6
RFP 101103 ESD: GIS/CMMS Implementation & Technical Support Integrated Waste Management Division (35 FTE) Deputy Director Residential Services Organics Resource Management Program Performance & Support Zero Waste Planning & Disposal Business & Civic Services Env Serv Prog Manager Supervising ESS Financial Analyst Supervising ESS Env Serv Prog Manager Env Svs Spec Supervising ESS Assoc Env Svs Spec Env Svs Spec Assoc Env Svs Spec Supervising ESS Env Svs Spec Assoc Env Svs Spec Analyst II Assoc ESS Staff Specialist Env Svs Specialist Assoc Env Svs Spec Sr. Office Specialist Env Svs Spec Assoc ESS Sr. Maint. Worker Page 6 of 6