REQUEST FOR INFORMATION FOR MUNICIPAL ASSET TRACKING & INVENTORY MANAGEMENT RFI-15-04-MS RESPONSE DUE DATE: TUESDAY, JULY 23, 2015 4 PM (MDT) City of Wheat Ridge Municipal Building Attn: Jennifer Nellis, CPPB Purchasing & Contracting Division 7500 W. 29 th Avenue Wheat Ridge, CO 80033 Phone: 303-235-2811 Fax: 303-234-5924 This Request for Information (RFI) and follow-up Request for Proposal or Bid do not commit the City of Wheat Ridge to award a contract, nor to pay any costs incurred in the preparation and submission of or any or all proposals received as a result of this RFI. This RFI is for planning purposes only and should not be construed as a solicitation or an obligation on the part of the City of Wheat Ridge. All offers and other materials submitted in response to this RFI become the property of the City of Wheat Ridge. It is agreed and understood that responses to this RFI are considered to be working documents while they are under consideration and, as such, are not subject to official bid openings. The only information released will be the names of respondents. RFI-15-04-MS Asset Tracking & Inventory Management
REQUEST FOR INFORMATION RFI-15-04-MS MUNICIPAL ASSET TRACKING & INVENTORY MANAGEMENT Objective: This document constitutes a request for information for an Inventory/Fixed Asset Management System (infrastructure assets and municipal maintenance programs) and approximate cost to the City of Wheat Ridge for a product/system competitive with the system listed in the background section below, identifying core features, and detailing value added options. The system needs to be reliable on a 24/7 basis and accessible to people in the Public Works, Recreation, Fleet Management, Finance, Community Development, Information Technology, and other departments. We prefer an off-the-shelf product that is current, widely tested and utilized, and that has a foreseeable use life of 8-10 years. Product upgrades are acceptable, however if a new platform is anticipated, please disclose that information regarding the expected timeline. Staff is interested in learning what options are available for GASB reports for State and Federal reporting. Any qualified firm interested in providing services, should prepare information in compliance with the specifications described in this request for information. Briefly describe how new products will benefit the City, how a full migration is handled, what kind of training is included, and average time to allow for full migration. Include the attached questionnaire in your response to this Request For Information. Information may or may not be used for bid or proposal purposes. The information helps the City determine the need to solicit for such services and or equipment or to determine if it is a sole source. Vendors are encouraged to provide as much information as possible in an effort to assist the City in determining the need and direction of the project. No award will be made based on the results of this process. Any procurement by the City of Wheat Ridge will be the subject of a separate process and subject to budget approval. Background: The City of Wheat Ridge currently utilizes Cartegraph products and solutions to manage infrastructure assets and municipal maintenance programs. The City currently has 22 licenses. Ten people are consistent users. We are considering options to improve on and possibly expand the capabilities of the current software system, including those available from Cartegraph. The City currently uses the following Cartegraph modules, and has needs to continue using similar inventory and asset management modules: Work Fleet: used to manage oil changes, preventative maintenance and vehicles Sign View: used to manage signs, when they were replaced, damaged or otherwise repaired Pavement View Plus: used to manage our pavement conditions of roads, gather status of pavement, create work orders, etc. Storm View: used to manage our storm sewer outlets, inlets, inventory, condition and maintenance of assets Service requests via Work Director: used to create and generate and report on Service requests for all modules. GIS Director: used to map assets in GIS (ESRI Arc GIS Ver. 10.2, expanding to Ver. 10.3 in 2015) Tree View: used to map trees and their conditions and maintenance on maps and reports Versa View: used to create and manage work orders. The City currently has approximately 30,000 residents and 250 benefitted employees. Submittal and Review: The City of Wheat Ridge thanks you in advance for your time and information. Following a review of the information you provide, a committee may be interested in seeing a demonstration of your products, solutions and features. This may be accomplished by visiting a current customer s location, or may be demonstrated at the City of Wheat Ridge. The City shall be the sole judge of the acceptability of the asset management system for the City and its decision shall be final. Submit your information no later than July 23, 2015 by 4 PM to: City of Wheat Ridge Municipal Building Attn: Jennifer Nellis, CPPB Purchasing & Contracting Division 7500 W. 29 th Avenue Wheat Ridge, CO 80033 Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 2
The process will be undertaken as follows: 1. This RFI will be released to an identified market segment for potential suppliers. 2. Suppliers must submit 4 copies of the RFI response. 3. The project team will review supplier responses and a demonstration may be required. 4. A short-list of potential suppliers will be selected and formally notified. 5. The short-listed suppliers will then be invited to take part in an RFP process, whereby they provide detailed information relating to the tender in a formal proposal. 6. Supplier proposals will then be evaluated and a preferred supplier chosen. 7. A formal contract will be negotiated with the preferred supplier and, if endorsed, the supplier will begin supplying the requisite product to the project. Timeframe: Release of RFI...July 1, 2015 Due Date for Questions July 14, 2015 Final Addendum.July 17, 2015 Closure Date for Supplier responses.july 23, 2015, 4 PM Review of Supplier responses.july 30, 2015 Short Listed Suppliers Notified / Unsuccessful Suppliers Notified...August 7, 2015 Vendor Interviews/Demonstrations by appointment. August, 2015 Budgetary numbers needed Anticipate RFP process to take place in late 2015/early 2016...Award in 2016 Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 3
RFI-15-04-MS QUESTIONAIRE Please help us learn about your company and your capabilities by providing the following information. Please respond to the best of your ability. COMPANY INFORMATION Company Name: Parent Company: Type of organization (Corporation, Partnership, etc.): DUNS number: Company Address: Name of person responsible for the information contained in this RFI: TYPED/PRINTED NAME: Telephone: Cell phone: Email address: Web page: Initial year of operations: Company locations: Corporate office Local offices Other offices How long has the company been in business in its current form? Location of Customer Support Staff for Wheat Ridge, CO customer: Number of Employees: US Total Development Implementation Sales & administration Support Employee turnover rate Employee satisfaction (if surveyed and known) Key employees (names and terms of contract) Total revenue: Current year Previous year Total profit/loss Current year Previous year Please indicate any terms and conditions of trading together with an indication where it is agreeable to ament or alter those terms. If there are any terms, which you are not able to agreeable to alter, please specifically indicate those terms. Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 4
Give details of your business continuity arrangements. If OEM, provide total number of installations of the version of the software being proposed. If you are a Value Added Reseller (VAR), provide total number of installation of the version of the software being proposed, which have been carried out by your organization? Describe any third party alliances/relations. Are there any anticipated mergers or acquisitions pending? SOFTWARE PRODUCT INFORMATION Software product name: Provide a brief product description: Was your software written by your organization or acquired from a third party? Recommended/required hardware and operating system platforms for deployment: Recommended/Required RDBMS for deployment: Do you recommend a dedicated server to support your applications? List the recommended application modules or functions suitable for Wheat Ridge city departments: What is the release version and how long has this product been on the market? What software development languages(s) and tools are used to make and maintain the product? Have you supplied to other municipal customers, of a similar size that would act as a reference for you? (provide reference name, city, title, contact information) Describe the application software architecture (desktop, client/server, web, etc.) Do you offer the product on an Application Service Provider (ASP) model basis? Do you develop your own permitting software solutions or does your firm re-sell/integrate solutions? SOFTWARE FUNCTIONAL INFORMATION Is there an ad-hoc report writing capability? Briefly describe. Does the solution include a web browser based query and reporting capability available? Does the solution include review process calendar and public meeting agenda management functions? Does the solution include an address-based or parcel-based query and permit cross-reference capability? Does the solution include the ability to store and view electronic documents, images and CAD files with an application? Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 5
GIS interface: The City has a parcel-level GIS maintained with ESRI (www.esri.com) ARD/INFO coverages and ArcView shapefiles. ArcGIS geodatabases will be considered in the future. Please describe how the project can integrate or interface with ESRI GIS. Does the solution track fleet inventory assets and maintenance schedules? Does the solution include fixed asset management and improvement financial information? IMPLEMENTATION COSTS AND TIMELINE For each module, please include typical, estimates costs for all required and optional modules. (Costs are not binding.) Detail typical licensing costs and recurring support costs for a 20-user configuration and a 5-user configuration. Replicate as needed. Module Name: 20-user license costs 20 users annual support costs 5-user license costs 5 users annual support costs Site License cost How much time do you advise customers to allow for implementing your system? What are the key variables or obstacles affecting implementation schedule? In addition to license costs, what other fee-based services do you offer and recommend for successful implementation? (Training, data migration, consulting, etc.) Are new releases chargeable separately? Please identify your hourly consulting fee rates for ad hoc consulting and implementation support. Describe the recommended start-up training program including estimated schedule and costs. What do you charge for customization? What are the maintenance and support costs? TRAINING Do you offer formal user training? What types of courses do you run and what is their duration? What level of training would you recommend? Describe any training materials offered? Please provide details of how the product is supported across multiple sites? What levels of support is available, definition of each level and what are the hours of operation and response times? Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 6
Where is the support services located? Does support include product updates, as well as bug fixes at no extra charge? What is the helpdesk escalation procedure? COMMENTS Provide a (maximum 1-page) statement describing the advantages to the City of Wheat Ridge should it select to use your software applications. Please feel free to add any other information you feel is relevant to this RFI. Describe your process for converting data from Cartegraph. AUTHORIZED SIGNATURE TITLE EMAIL ADDRESS Signature acknowledges that information provided is accurate. Request For Information RFI-15-04-MS Asset Tracking & Inventory Management Page 7