SPECIFICATIONS FOR TENDER #0171-1607 CAFM SOFTWARE SYSTEM FOR HEALTH BOARDS CLOSING DATE: 18 TH of FEBURARY, 2016 CLOSING TIME: 2:00 PM (Newfoundland Time)
Invitation to Tender for CAFM Software Program 1.0 General Provisions 1.1 Intent This invitation to tender is intended to obtain CAFM Software program for use in Hospitals at various Health Authorities in Newfoundland and Labrador. The successful vender will be responsible for the supply and installation as well as providing all necessary information to staff for the use of the equipment. Consideration for this tender will include the following: - Ongoing service and maintenance support. - All manuals, documents and initial supplies. - The right to reproduce any printed materials supplied with the product for the purpose of using the product. - Training and training manuals. - Future enhancement availability. - Products being fully suited, as determined by Western Health s professional staff, for intended use and compatible with Western Health s facilities and/or existing equipment. - The award of a contract pursuant to this Tender will be subject to prices being available to all Newfoundland Health Authorities. Each individual Health Authorities will have the right to purchase items listed below with written notice provided to the successful vendor.
1.2 Client Background Western Health was established in 2005 by the Government of Newfoundland and is responsible for the delivery of Health and Community Services in the Western Newfoundland Region. 1.2.1 Background This tender will apply to each Regional Health Authority (RHA) located in Newfoundland & Labrador. Each RHA currently has a CMMS system implemented and each system operates in insolation to each other. No standardized operating procedures or software links exist for the existing CMMS programs used by each RHA. This tender will allow each RHA to opt into a contract for a standardized CAFM software solution. If Central Health, Western Health or Labrador Grenfell Health would like to participate in the contract to be awarded pursuant to this Tender, will you allow one or all of the other three Newfoundland and Labrador Health Authorities to opt into the contract with thirty (30) days notice with all pricing to be as set out in your Bid? Yes No The following will provide a brief overview of the existing CMMS systems used in each RHA: Eastern Health Eastern Health is the largest integrated health organization in Newfoundland and Labrador. We provide the full continuum of health
services to a regional population of more than 300,000 and are responsible for a number of unique provincial programs. The Infrastructure Support department is responsible for the management and maintenance of approximately 100 buildings with a total area of 325,160 square meters. The facilities range from residential properties such as Doctor s housing and clinics to larger acute care sites such as the Health Sciences Center which has a total area of 167,225 square meters. Services are provided not only to Eastern Health, but to other occupants of the facilities including Memorial Universities Schools of Medicine, Nursing and Pharmacy and the Provincial Public Health Lavatories. Services levels to these groups are customized, based on their specific requirements. Services provided include: - Facility and Property Maintenance - Leased Property Procurement and Administration - Capital Project Planning, Implementation and Coordination - Parking Management - Work Request Centre - Hostels Operation The Infrastructure Support department within Eastern Health consists of three main geographic areas; 1.) Peninsulas, 2.) Rural Avalon, 3.) City Region. Each geographic region has been utilizing three CMMS programs: MP2 Peninsulas Meditech Rural Avalon imaint City Region These three systems operate in complete isolation of each other with no direct software link between them. All existing systems were implement approximately 13 years ago. CMMS Overview: - Approximately 100 buildings - 55,000 work requests processed annually - 9000 Preventative Maintenance work orders completed annually - Approximately 40,000 to 50,000 assets - 278 Infrastructure Support staff - 35 Concurrent Licenses
Western Health Western Health provides a broad range of programs and services to the people of Western Newfoundland. These programs and services are based in community and facility settings. Infrastructure Support is responsible for the management and maintenance of approximately 180 buildings with a total area of 93,000 square meters. The facilities range from residential properties such as Doctor s housing and clinics to the larger acute care site Western Memorial Regional Hospital which has a total area of 39,763 square meters. Services provided include: - Facility and Property Maintenance - Leased Property Procurement and Administration - Capital Project Planning, Implementation and Coordination - Parking Management - Work Request Centre - Hostels Operation The Infrastructure Support department within Western Health consists of one main geographic area and has been utilizing one CMMS program: Infor MP2 This was implemented in 2002. CMMS Overview: o Approximately 180 buildings
o 21,000 work requests processed annually o 6500 Preventative Maintenance work orders completed annually o Approximately 26,000 assets o 86 Infrastructure Support staff including Biomedical o 16 Concurrent licenses Central Health Central Health provides health and community services to approximately 20 per cent of the province's population. It is the second largest health region serving a population of approximately 94,000. The geographical area served by Central Health includes 177 communities and encompasses more than half the total landmass of the island. The region extends from Charlottetown in the east, Fogo Island in the north, Harbour Breton in the south, to Baie Verte in the west. CMMS Overview: - Existing CMMS: Proteus mmx by eagle technologies - Approximately 70 sites - 10,000 work requests processed annually - 17,000 Preventative Maintenance work orders annually - Approximately 7000 assets - 100 staff using CMMS - Unlimited PC licenses, only a few mobile licenses - Also provides Biomedical Engineering Services
Labrador Grenfell Health Infrastructure Support is responsible for the management and maintenance of approximately 75 buildings with a total area of 116,128 square meters. The facilities range from residential properties such as medical staff housing and clinics to larger acute care sites such as the Charles S. Curtis Hospital which has an area of 11,148 square meters. Services provided include: - Facility and Property Maintenance - Leased Property Procurement and Administration - Capital Project Planning, Implementation and Coordination - Parking Management - Work Request Centre - Hostels Operation - Biomedical Engineering Services The Support Services Department within LG Health operates in five main geographic areas and includes Biomedical Services; 1.) The tip of the Northern Peninsula, 2.) Southern Labrador Coast (clinics), 3.) Central Labrador, 4) Western Labrador, 5) Northern Labrador Coast (clinics).
Each geographic region have implemented the following levels of CMMS programs: Infor EAM Enterprise 1, 3 Infor EAM Enterprise -Region Wide Biomed only None - 2,4,5 except Biomed Western Labrador (4) has a new 9,290 sq. meter facility and currently there is no data populated on any system. These three systems operate in complete isolation of each other with no direct software link between them. All existing systems were implement approximately 13 years ago and upgraded 5 years ago. CMMS Overview: - Approximately 75 buildings, including 3 Major facilities and 14 minor healthcare sites - 2000 work requests processed annually - 4500 Preventative Maintenance work orders completed annually - Approximately 6000 assets - 70 Support Services Staff - 10 Requestor and 10 concurrent licenses Implementation Schedule: The following is a suggested implementation schedule only. The final implementation plan is to be negotiated with the vendor and agreed upon by each RHA prior to contract award. Phase 1 - Maintenance Module (Must include): o On-Demand (work requestor) & Preventative Maintenance Management, Asset Management, Advanced Reporting & Mobile Devices: Phase A all systems currently on MP2 to be replaced. Includes: Western Health Facilities Eastern Health Facilities located in the Peninsulas Region (Burin, Bonavista, Clarenville) Labrador-Grenfell Facilities Phase B Eastern Health facilities in the Rural Region (Carbonear, Whitbourne, Placentia, Old Perlican) Phase C Eastern Health facilities currently on imaint. This includes all facilities at Eastern Health in the cities area. Phase D Central Health Phase 2 Additional Modules such as Capital Projects, Space Management, Leased Property, Contract Management, Energy Management and etc. o To be determined by each RHA after the completion of Phase 1.
The Computer Aided Facilities Management Software (CAFM) must meet the following specifications; all aspects of the specifications must be included in bid price (unless noted as optional): 1.3 Vendor Response 1.3.1 Vendor s tender must contain an Executive Summary which shall contain: a. A brief description of the product being quoted. b. The name, title and address of the Vendor s representative responsible for the preparation of the Tender. 1.3.2 All prices quoted for goods and services must be specified in Canadian dollars, FOB Western Health. All Tenders will be held to be valid for ninety (90) days following the Tender closing date. 1.3.3 Tenders must be received in full on or before the exact closing time and date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED. 1.3.4 All costs relating to the work and materials supplied by the Vendor in responding to this Invitation to Tender must be borne by the Vendor. 1.4 Release of Information 1.4.1 While Tender is Open: The names of individuals or companies who have picked up the tender documents will not be released. 1.4.2 At Tender Opening: Only the names of the bidders and the total price bid will be read out. No official award will be given until a detailed review of the bids is done to determine if all requirements are being met with a bid. 1.4.3 After Tender Opening: 1. No further information will be released until after the contract is awarded. 2. After award, only the name and bid price of the successful bidder will be made available. 3. Information will be made available for a 90 day period only. 4. Successful Awards will be posted on Web Site.
1.5 Communication during Tendering 1.5.1 All communications with Western Health with respect to this invitation to tender must be directed in writing to the attention of: Mr. Paul Wight Regional Director, Materials Management Western Health Corner Brook, Newfoundland A2H 6J7 Tel: (709) 637-5386 Fax: (709) 634-2649 Email: paulwight@westernhealth.nl.ca 1.5.2 Western Health may, during the assessment period, request meetings with the Vendors to clarify points in the Tender Bid. No changes by the Vendor will be permitted after the Tender closing date. 1.5.3 Faxed Tender responses will be accepted with the condition that the original Tender documents are received at Western Health s Materials Management Department no later than Five working days following the Tender closing date. 1.5.4 All bids must be sent in a sealed envelope clearly marked with Tender Name and Number to: Materials Management Department, Western Health, Western Memorial Regional Hospital, First floor, P.O. Box 2005, Corner Brook, NL A2H 6J7. 1.5.5 Bids submitted by electronic transmission (e-mail) will not be accepted. 1.5.6 Companies submitting fax Tenders are doing so at their own risk and the fax Tender must be at the public opening as specified in the Tender information. Companies who fax tenders should allow for plenty of time prior to the closing deadline and should call to verify their faxed bid is received. This Authority will not be responsible for any tenders that do not arrive in time through the fax machine for any technical reasons with either the senders or Western Health s fax machine. The time stated on the fax Tender will become null and void since it is the responsibility of the company placing the Tender to have their Tender at the public opening, therefore, this Authority will not be responsible for any damages or liabilities. 1.5.7 In order to contribute to waste reduction and promote environmental protection, the Western Health will endeavour to
acquire goods and services that support these principles, therefore, product(s) quoted should include: maximum level of post-consumer waste and/or recyclable content minimal packaging minimal environmental hazards maximum energy efficiency potential for recycling disposal costs must not reduce the quality of the product required or affect the intended use of the product must not significantly impact the acquisition cost 1.5.8 Are the quoted price(s) on this tender (where applicable) available to our employees? Yes No N/A Administratively the Western Integrated Health Authority will not be involved in ordering, servicing, warranty and payment; the employee(s) would deal directly with the company. 1.6 Tender Acceptance 1.6.1 Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act. 1.6.2 The Tenders shall be opened in the Private Dining Room at The Western Memorial Regional Hospital on the scheduled date and time. 1.6.3 Any Tender may be accepted in whole or in part. The lowest Tender may not necessarily be accepted and Western Health reserves the right to cancel the Tender call. Western Health shall not be held responsible or liable for the payment of any costs that are incurred by the bidder in preparing a Tender in response to this invitation to Tender. 1.7 Warranty The Vendor shall warrant that the product supplied to Western Health shall equal or exceed the published specifications. Must have a minimum 1 year on parts and service and 5 year warranty on parts. Please provide warranty information with your bid.
2.0 Product Specifications: General Specifications Check the box which applies to the proposed software solution: Y= Yes, Fully functional with normal configuration YC = Yes, But requires customization and/or third party software (please explain in comments section) N = No, Not Available If application requires 1 General Application Requirements Y YC N customization to provide this functionality, please explain 1.1 Solution is modular based (i.e. modules can be purchased & implemented separately) 1.2 Solution must be able to support multiple concurrent users 1.3 The program must be able to function on a pc (windows 7 or 8, 64 bit) as well as mobile devices (i.e. ipad, iphone, Blackberry, other mobile devices) 1.4 Solution must include: (unless indicated as optional) Asset Management (fixed assets and mobile 1.4.1 assets, inventory and materials) Customer Work Requests Portal (Self-Serve) does not require any additional software installed on customers computers (pc). Unlimited users, no log in 1.4.2 data or individual license required. 1.4.3 Work Order/Labor Management Preventative/Predictive Maintenance 1.4.4 Management Advanced Analytics & Reporting Module (i.e. live dashboards, KPI's, customizable & standard 1.4.5 reports) 1.4.6 Mobility (mobile device compatible) Project Management (Building condition 1.4.7 assessment section may be considered Optional) Space Planning/Management (Must be able provide bi-directional links with AutoCAD, Autodesk Revit, and be fully compatible with BIM.). Vendor must provide proof that the product supports the BIM 1.4.8 technology.
1.4.9 Contract/Leased Real Estate Management Environmental Management (Health and Safety 1.4.10 section considered Optional) 1.5 Unlimited number of user-definable data fields Unlimited data query capability with a user friendly query interface within all modules. Users can construct 1.6 and save customized queries. 1.7 Software must be User Friendly / Intuitive. Software user interface must be customizable by the end user. The home page display can be user customized to display data required by various user 1.8 roles. (i.e. manager, frontline staff, executive) Software includes a dashboard view customizable for 1.9 each end user. Must be able to import and export data in MS-Excel 1.10 format Provides a "Notes" capability section throughout the application in order to record info not accommodated 1.11 within the data structure itself. On-site training must be provided to primary trainers 1.12 (train the trainer type approach) If selected, the vendor must have the ability to demonstrate the product to a review panel. All required functions of the tender specification will need to be demonstrated. This demonstration will need to be done with the actual live software demo and not from screen 1.13 shots in a presentation. Must provide 5 Canadian references (preference would 1.14 be Healthcare sector references) 2.1 2.2 2.3 2.4 Total 2 Security Requirements Y YC N Security can be defined by both field, user and/or user profile Security can restrict user access to data fields and to specified reports or queries Individual data fields, reports and modules can be hidden from view based on user profile Users can be assigned a unique security profile for each user I.D. or groups of like users (i.e. maintenance staff, If application requires customization to provide this functionality, please explain
biomedical, facility manager, Facility Coordinator, executive and etc.) 3.1 Total 3 Asset Management Requirements Y YC N Ability to track assets throughout the purchase, use and retirement process If application requires customization to provide this functionality, please explain 3.2 Tracks asset life cycle costs and depreciation Maintains and displays complete work history for each 3.3 individual asset 3.4 Supports bar coding using industry standard formats Tracks the location of assets both in the software 3.5 database and on an AutoCAD drawing. Ability to create an asset catalogue that includes digital photos, equipment drawing files, 3.6 maintenance/operating manuals and other files. Assets identifier must be unique and flexible (user 3.7 definable, number and/or text) Solution must contain the following fields for each asset/equipment record as a minimum or have the 3.8 capability to be added or customized: Asset Description (i.e. text and/or ECRI 3.8.1 nomenclature) 3.8.2 Asset Tag Number 3.8.3 Model Number 3.8.4 Manufacturer Name 3.8.5 Serial Number 3.8.6 Ownership status (i.e. owned, leased, trial) 3.8.7 Asset Status (i.e. active, retired, missing) Location including site, building, floor, room 3.8.8 number 3.8.9 Department number
3.8.10 Purchase date 3.8.11 Condition (New, Used, Reconditioned) 3.8.12 Received Date 3.8.13 Installation Date 3.8.14 Validation Date 3.8.15 Placed in Service Date 3.8.16 Expected useful life 3.8.17 End of useful life Date (calculated) 3.8.18 Purchase Vendor (Including Contact info) 3.8.19 Manufacturer 3.8.20 Equipment Class 3.8.21 Purchase Cost 3.8.22 Purchase Order Number 3.8.23 Medical device License Number 3.8.24 Warranty Start Date 3.8.25 Warranty End Date 3.8.26 Service Vendor (including contact info) 3.8.27 Service Contract Number 3.8.28 Service Contract Start Date 3.8.29 Service Contract End Date Parts List (including any sub component assets 3.8.30 and part inventory) 3.8.31 Labour Costs (calculated from work orders) 3.8.32 Vendor Costs (calculated) 3.8.33 Material Costs (calculated)
3.8.34 Notes (unique to each equipment record) Attachments (file attachments for each 3.8.35 equipment record) History (complete listing of work order history 3.8.36 for each equipment record) 3.8.37 Twelve (12) User Defined Fields Ability to use drop-down lists for asset record entry and 3.9 control Ability to copy and paste when entering new equipment data into fields (with the exception of 3.10 definable fields) Can assets be associated using unlimited relationship 3.11 levels (i.e. asset, components, subcomponents) Asset ownership can be assigned by department, 3.12 account or so on. Ability to record multiple vendor, contractor, and/or 3.13 supplier data for each asset Solution has the ability to search/query all equipment 3.14 data fields in equipment record Optional: Does your system interface to any RFID 3.15 equipment locating system? If so which systems? 4 Building Maintenance Management Requirements Work Requests Total Y YC N If application requires customization to provide this functionality, Please explain 4.1 4.1.1 4.1.2 Solution has a Customer Work Requests Portal (Self-Serve). Work request portal must include the following: Work Request portal can be accessed using computer (pc) and mobile devices. (does not require any additional software to be installed or downloaded) The work request portal is very user friendly and intuitive for quick entry of work request data 4.1.3 Use of drop-down boxes for defined fields User ID and password is NOT required to access 4.1.4 work requestor Has the ability to generate post-request survey 4.1.5 for customer satisfaction metrics
4.1.6 4.1.7 4.1.8 4.2 4.3 4.4 4.5 4.6 4.7 4.8 Work requestor form must include customer contact info and email notification options Automatic work request status communication is provided (i.e. email notification of work request status changes) A unique work request number/identifier is automatically assigned to each work request Does the solution offer multiple work request submission methods? (i.e. web portal, Email) Ability to search work requests based on any data field such as service type, customer, date and etc. Does the solution offer the option for the customer and/or end user to attached digital images to the work request? Work requests can be displayed on the end users dashboard/home screen for notification of pending work requests for review and approval. Work requests can be approved and assigned to appropriate staff from the work request screen. I.E. requested cab be reviewed, approved and assigned to staff from one screen. No movement required between various modules or display screens. Work request questions/feedback can be sent back to the customer. For example: In the event more info is required. The customer can be notified electronically. Allows electronic files to be attached to a work requests (i.e. photos, video, audio and documents) Work Orders 4.8 4.9 4.10 4.11 Work orders and related tasks have definable priority values Work order display and printed work order format can be customized to suit owner (RHA's) requirements. Work order and related tasks have user definable status values (i.e. planning, pending approval, approved, onhold, waiting on parts, scheduled, complete, closed and so on) Automatically generated unique Identifier for each work order which is user definable 4.12 Work Orders can be linked to work requests 4.13 Work orders can be linked to other work orders 4.14 Work orders can be linked to projects
4.15 Tracks a group of work orders and tasks for a project Allows multiple work orders or project creation from a 4.16 single work request Allows work orders to be created without a service 4.17 request Allows a work order to be created without associating 4.18 with an asset (i.e. location based work orders) Has the ability to create work orders for a service 4.19 contract Has the ability to set warning flags on work orders (for 4.20 example: HazMat, safety reminders, PPE) Allows electronic files to be attached to a work order 4.21 (i.e. photos, video, audio and documents) Multiple and different users can be assigned to a work 4.22 order task Provide the ability to determine if a work order has 4.23 already been issued for the same service request. Work order lists display can be sorted by multiple criteria (i.e. user, group, assigned by, asset, date, time, 4.24 location and etc.) Ability to enter all work order data into a single entry 4.25 screen or dashboard Work order screen or dashboard is user friendly and 4.26 provides quick entry of all related data Automatic notification that an asset is under warranty 4.27 or service contract before starting a work order Ability to record, log and audit all work order data 4.28 changes by user and date Ability to re-assign work order to alternate resources 4.29 based on availability The room number/identifier can be changed and or deleted without affecting the work order history (For example: a room number can be deleted or changed without changing the work order info recorded in the 4.30 work order history) Work order history can be displayed by any data field 4.31 (i.e. employee, location, asset #, date & so on) 4.32 Provides fields for estimated completion date and estimated duration of work required. Labour 4.33 Ability to track and report employee utilization and work load measurement
4.34 4.35 4.36 4.37 4.38 Ability to define and track various employee attributes such as hourly rates, certificates, education, safety training, employment date, employee number contact info and so on. Ability to check employee availability and assign to a work order Ability to do employee timekeeping (data collection and reporting) Employee performance can be displayed against predetermined or target performance Automatic notification of expired training records or other user defined attributes Preventative Maintenance 4.39 4.40 4.41 Ability to schedule PM tasks for equipment and/or location Schedule tasks by fixed dates, adjustable intervals, meter/mileage readings or other parameters Assign procedures to multiple pieces of equipment with the option to release the PM as one work order for all equipment or as a single individual work order for each piece of equipment listed on the PM 4.42 Automatically assigns the work order type as PM 4.43 Resources can be assigned to each PM task Ability to provide PM projections by date, equipment or 4.44 location PM task instructions can be created for equipment 4.45 type, manufacturer/model, facility location and etc. System has a library of Industry standard PM task 4.46 instructions Must have the ability to record PM test results (data) electronically including tasks checklists, test results, comments and etc. for all Infrastructure Support and 4.47 Biomedical PMS. Work seamlessly with On Demand Work to simplify 4.48 both preventive and reactive/demand maintenance Integrate easily with mobile devices for enhanced 4.49 dispatch and response capability 4.50 Ability to track PM compliance and report results Ability to attached documents to a PM work order (i.e. safety procedures, work permits, equipment manuals 4.51 and drawings, etc.) Total
5.1 5.2 5.3 5.4 5.5 5 Reporting Requirements Y YC N Must have the ability to display live dashboard type view of any user defined reports and Key Performance Indicators (KPI) for any aspect of the CAFM system (user defined) Dashboard views must allow for drill down from summary reports to detailed data reports for analytical purposes Allows users to create ad-hoc reports and save ad-hoc queries for future use. Ability to export reports to multiple file formats (i.e. MS-Excel, MS-Word, pdf, jpeg or other file types) Ability to set-up reports to AutoRun (specified time intervals) and auto email results to predetermined email address If application requires customization to provide this functionality, please explain 5.6 Incorporates an industry standard report writer Compatible with multiple printer types (reports can be 5.7 previewed in screen before being sent to a printer) Reports can be displayed on screen, save to a file, or 5.8 printed to a printer System is delivered with a large number of industry standard reports (provide details of standard report 5.9 capability) 5.10 Ad-Hoc query functionality is user friendly 5.11 Ad-hoc queries can be created and saved Reports can be generated from information in all 5.12 system modules User can create and save an unlimited number of 5.13 custom reports Access to reports can be limited to certain users based 5.14 on security role/conditions Related reports are grouped together within a menu 5.15 structure for ease of use Report appearance can be customized to include logo, 5.16 colors, fonts, charts type, etc. Ability to seamlessly use industry standard third party 5.17 reporting software if necessary (i.e. cognos) Total
6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6 Mobility Requirements Y YC N System supports a variety of mobile devices (Microsoft, Apple, Android, etc.) Optional: Does the system support Blackberry (nonandroid) mobile devices? Gives immediate access to graphical and non-graphical reports, forms, and views through a mobile connection to Wi-Fi, Internet, or cellular network Supports semi-connected mobile apps to ensure work continuity and productivity even when there is no connection available (i.e. can work online or offline with database synchronization) Allows users to view and update work requests, work order, asset data and etc. from a live mobile application Ability to transfer images, such as photographs of building conditions, using the mobile app and synchronize with database Ability to add comments, input work order data and mark work order as complete using a mobile device in the field New work orders can be dispatched in real-time to staff in the field using mobile application Allow managers access to performance reports via mobile application Allows customers to submit work requests via a mobile application Total 7 Capital Project Management Requirements Y YC N If application requires customization to provide this functionality, please explain If application requires customization to provide this functionality, please explain Capital Budgeting 7.1 7.2 System provides a method for tracking the capital budget cycle from request, evaluation through approval and funding Uses a centralized methodology to efficiently manage capital projects across multiple departments and sites
7.3 7.4 7.5 Ability to provide Web-based workflow to connect stakeholders throughout the capital budgeting process. System records project historical data to assist in the develop of a centralized knowledge base of capital budgets that provides a history of past budgets and a benchmark for future projects Integrates condition assessment, capital budgeting, and project management functions to better allocate budget and resources Project Management 7.6 7.7 7.8 7.9 7.10 7.11 7.12 7.13 Provide self-service features via the Web, allowing stakeholders to check the status of projects on-line Each Project can be assigned a user defined unique project identifier (i.e. project file number) Ability to define, estimate costs, and assign priority to projects in a centralized location using a consistent format. Creates a central repository for all projects. Projects can be sorted in various user defined categories (i.e. project status, site, location, department, assigned project manager, etc.) Allows all project members to input and synchronize information at different locations for various projects using the software and/or mobile device access Provides a dashboard view of all projects assigned to a project manager or a list of all department projects depending on managerial level. The graphical view at a glance should identifies any projects with parameters outside the set limits such as over budget, schedule delays, change order limits and so on. Ability to summarize the details of hundreds of projects in one convenient matrix consolidated view displaying budget, consultant info, contractor info, milestones, tasks, status changes and so on to all project managers and senior management. Manage project schedules using project calendars and Gantt charts 7.14 Exchange data seamlessly with Microsoft Project Interactive, standardized electronic forms make it easy for everyone to view and update information in realtime. 7.15 Compare project performance by manager, region, 7.16 organization, consultant, contractor or other criteria
7.17 7.18 7.19 Identify actual cost compared to design or baseline estimates for improved future project planning System must provide user customizable project templates to enforce a standardized project methodology among all project members, including service providers or contractors. Record, track and route change orders for approval and automatically adjust overall project costs accordingly 7.20 Records all project invoice data Can the system provide automatic project status updates to multiple stakeholders via email when a 7.21 project status changes? Provides electronic audit trails to track all project changes from request, design, tendering, project 7.22 completion and close-out. All project data is store in a history file for further analysis or comparison. All closed projects are stored for future use and is easily viewed in a closed projects 7.23 section. System must have the ability to attached/import project documentation and electronic files such as specifications, contracts, project photographs, drawings 7.24 and etc. Project Module can be linked to work orders module to 7.25 issue & track work order packages. Facility Condition Assessment - Optional 7.26 7.27 7.28 7.29 7.30 7.31 Ability to track the condition assessment items that have been addressed by capital projects to update the Facility Condition Index Can incorporate data from third-party facility condition assessment programs such as VFA? Ability to quickly display and prioritize problems for correction, based on objective measures and organizational needs. Displays costs for corrective measures. Building condition index can be displayed on a live dashboard for quickly displaying building condition details Ability collect and record condition assessment data in the field, identify high-priority items at a glance, and drill down for detailed reports. Electronic files such as pictures and drawings can be imported into the condition assessment data Total
8.1 8.2 8.3 8.4 8.5 8.6 8.7 8 Space Planning Requirements Y YC N Graphically displays building floor plans and has bidirectional data transfer for AutoCAD, AutoCAD Architecture, Revit, and BIM files. Must be compatible with BIM technology. Floor plans are color coded to identify departments for quick reference System has tools to plan, assign, and schedule all occupant and equipment moves using easy to use graphical floor plans on desktop or mobile devices Space planning module is linked to the work request, work order modules for move management work requests Ability to provide immediate reporting of occupancy statistics for space usage & assignments Ability to display inventories of occupants by site, building, department, and division Can create stack diagrams to visually represent allocations, program needs, and forecasted needs If application requires customization to provide this functionality, please explain 8.8 Can attach photographs of space Records and displays space info such as wall, floor and ceiling materials, paint colors including vendor paint 8.9 numbers, etc. Allows for a distinction between occupancy and 8.10 ownership of spaces Both graphical display and text reporting of vacant, 8.11 underutilized or over utilized spaces 8.12 Has the ability to add user defined fields as required Total 9 Environmental Management Requirements Y YC N Energy Management If application requires customization to provide this functionality, please explain
9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 Ability to organize and evaluate a large volume of current and historical energy data such as cost, facility, and weather data. Has the ability to upload billing information for each facility using an electronic data interchange. System graphically displays energy usage on the live dashboard type view. Quickly identifies any anomalies, displays KPI's, benchmarks or any other relevant energy management reports Automatically identify buildings with unusual consumption patterns. Can weather modeling to normalize fluctuations in weather conditions System is supplied with industry standard energy reports such as Utility Metrics by Building, Building type, location, Bill Type, Vendor, energy type, consumption per Sq.M, Cost per Sq.M and etc. Building and equipment meter readings can be automatically imported into data base. Ability to integrate with 3rd party building management software (i.e. Honeywell EBI) Health & Safety (Work Permits) - Optional 9.9 Electronic system for permit issuing & retention Cloud based with the ability to access the permit 9.10 system remotely Ability to integrate with other modules such work 9.11 request/work orders, Project Management, etc. Ability to require specific permits (hot work, electrical, confined space, etc.) based on type of work for opening 9.12 & closing jobs (work orders, capital works, etc.) 9.13 Permit creation is user friendly and requires no training 9.14 Ability to generate custom permits Ability to identify all mandatory safety requirements / 9.15 procedures as permit is filled out Safety requirements / procedures become part of the 9.16 printed / electronic permit Database of standards permits / procedures available 9.17 (Hot work, permit to work, electrical, etc.) 9.18 Ability to integrated existing EH permits into the system Numbering of permits for tracking and auditing 9.19 purposes.
9.20 9.21 9.22 9.23 9.24 The system gives a clear indication of who may authorize particular activities Electronic permits are printable and when printed look similar to paper permitting systems System allows for input of comments / notes on the work performed System allows for communication between the vendor and authorized users Ability to input and track contractor qualifications (names, insurances, trainings, etc.) 9.25 Ability to view open & closed permits on a site map Ability for authorized users to see who has open 9.26 permits in the building The ability for a vendor to accept work permits via 9.27 terminals located at strategic points of access Ability to refuse permits due to conflicting nearby operations (i.e. interruption to fire system, no work 9.28 permits issued) Email notification throughout the permit approval and 9.29 closing processes Ability to pre plan / authorize permits so they can be 9.30 printed / picked up by vendor onsite Ability to duplicate permits or create permits quickly for 9.31 similar jobs Ability for all permit information / records to be 9.32 downloaded to EH network Secure cloud storage of all permit information for 9.33 record keeping purposes Reporting capability (number of hours vendor was in 9.34 the building ytd, mtd, etc. # of calls to vendor etc.) Compatible with Outlook calendar for viewing open 9.35 permits 9.36 Exporting of data compatible with excel Ability to have multiple facility inputs (~100) and to 9.37 open, close, sort permits by facility Total 10 Real Estate/Contract Management Requirements Y YC N Leased Real Estate Portfolio Management If application requires customization to provide this functionality, please explain
10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12 10.13 Enables the centralized collection, analysis, and sharing of Leased real estate portfolio information Monitor leases, options, due dates, alerts and so on from a single screen with a dashboard view Automatic alerts are sent via email and visual dashboard graphics for critical lease alerts (i.e. contract dates) Ability to integrate with other modules such work request/work orders, Project Management, Space Management to assist in tenant customer service and portfolio management Records all lease contract details and displays landlord versus tenant responsibilities or other lease responsibility clauses. Can track lease and operating costs per SF by space types, usage type, department and so on Contract Management Allows for the centralized collection of all service contract data such as contract period, service type, vendor info, site, location, all contract terms and conditions, tender number, contract number, expiry dates and so on. Graphically displays contract details such as contract period, service type, vendor, site, location, and so on for a quick overview of all active service contracts. Any upcoming alerts such as contract expire date is highlighted for quick identification Automatic alerts are sent via email for critical contract alerts (i.e. contract expiry/renewal date) Ability to attached electronic files such as signed contract documents, drawings, photos and so on to the contract file for quick access. All contracts are assigned a unique customer defined identifier (i.e. contract number) Ability to integrate with other modules such work request/work orders, Project Management, Space Management and so on Records all contract financial info and has ability to generate various summary and analytical reports Total 11 Technical Requirements Y YC N If application requires customization to provide this functionality, please
explain 11.1 11.2 11.3 11.4 11.5 11.6 11.7 11.8 11.9 11.10 11.11 System does not rely on proprietary software for either graphical display or navigation, for database functionality or for report development Provides Windows 7 / 8 standard interfaces and functionality SQL Database back end (What versions of SQL does this operate on?) Web interface uses a standard web browser such as Microsoft Internet Explorer For data hosted by the Vendor (SaaS model only). All data is backed-up and vendor has database tools to repair and recover files and perform preventive database maintenance. All modules are integrated and share a common data structure and data tables Exports and imports data to/from spreadsheets, databases and other standard Microsoft products (MS- Excel, MS-Word) All modules share common tables, use similar start up screens, use standard interface capabilities throughout and are written in a consistent language and development environment throughout Data can be added by the RHA to any field without requiring the services of the vendor. (i.e no cost to import or export data) Work request status can be checked through the web interface by the individual who submitted the request. Optional: System must incorporate full audit tracking capabilities of changes to any work request, work order, and work history. Must record user name, date, and time. Total 12 Deployment Requirements Y YC N If application requires customization to provide this functionality, please explain 12.1 Must be able to provide the following deployment options: 12.1.1 SAAS (Software As A Service)/cloud solution Conventional software purchase and installed in a 12.1.2 Regional Health Authority's data center
12.2 12.3 All data is the property of the Regional Health Authorities and will be provided to each RHA at the end of the contract period or in the event of a contract termination. Existing data located in the existing CMMS databases (SQL Server) can be exported and migrated to the new program to maintain data history Total
3.0 Presentation / Training / Service 3.1 Presentation A presentation of the Tender and / or a demonstration of the product / system shall be provided, if requested, at the Vendor s expense. 4.0 Financial Considerations 4.1 All applicable taxes shall be indicated in the Tender. 4.2 Terms of Payment The Authority agrees to pay the full invoiced amount within 30 days following acceptance of the installed system by Western Health. Acceptance testing will be completed within 30 days following the complete installation of the system. 5.0 Bid Sheet Bidders must complete and submit the Bid Sheet. Type or legibly print the information required on the Bid Sheet. All questions or areas on the Bid Sheet must be answered, even if it is only to indicate that the referenced item is not available; blank items will be assumed to be unavailable and may result in rejection of the Bid. Where yes/no questions are asked and the space is left blank by the Bidder, the assumption will be that the answer to the question is no. Note: As part of the tender evaluation the Vendor selected as the lowest compliant bid MUST demonstrate the product to a review panel during an in-person meeting. All vendor related travel and related expenses will be the responsibility of the vendor. All required functions of the tender specification will need to be demonstrated. This demonstration is to be done with the actual live software and not from screen shots in a presentation. Can you provide a live software demo: Yes No PRICING: Tender to be awarded based on the lowest compliant bid of Option 1 or Option 2. All licenses and associated costs must be based on concurrent user licenses. Named user licenses will NOT be accepted. Option 1 Software Purchase Installed on Local Servers: 1. Purchase of software modules installed on local servers: a. All modules listed in Phase 1 implementation based on 90 Concurrent users & Unlimited Requestor users: $ 2. List all Annual Software Support Costs (90 Concurrent Users & Unlimited Requestor Users): $
3. Initial Training Cost (5 trainers per RHA 20 in total (train the trainer approach)): a. Eastern Health: $ b. Western Health: $ c. Central Health: $ d. Labrador Grenfell: $ Total Cost for All RHA s: $ 4. Can individual modules be purchased separately? Yes No If so, Please indicate costs to purchase each additional module after Phase 1 implementation based on 90 concurrent users and unlimited requestor users: $ 5. List any additional costs not listed above (all costs must be indicated on the tender bid sheet): Option 2 Software as A Service, 5 Year Contract Term: 1. Computer Aided Facilities Management Software As A Service (SAAS) for all modules indicated in Phase 1 implementation. Cost Per Month based on the concurrent user totals for each RHA (Must include all costs associated with this service including software support for a 5 year contract term). a. Eastern Health (35 concurrent Users): $ b. Western Health (20 Concurrent Users): $ c. Central Health (25 Concurrent Users): $ d. Labrador Grenfell (10 Concurrent Users): $ Total Cost for All RHA s (90 Concurrent Users): $ 2. Costs to add additional concurrent users after implementation. Per month based on 5 year contract term. Indicate cost per concurrent user: $ 3. Initial Training Cost (5 trainers per RHA 20 in total (train the trainer approach)): a. Eastern Health: $ b. Western Health: $ c. Central Health: $ d. Labrador Grenfell: $ Total Cost for All RHA s: $ 4. Initial cost to migrate existing data including asset info, histories, maintenance procedures, labour info and so on. a. Eastern Health: $ b. Western Health: $ c. Central Health: $ d. Labrador Grenfell: $ Total Cost for All RHA s: $
5. Is there any fee s for customization of data fields or reports if required? Yes No $ 6. Can individual modules be purchased separately? Yes No If so, Please indicate additional cost per month for each module available: $ $ $ $ $ $ 6.0 Vendor Confirmation (please sign) I confirm that our Tender meets or exceeds the specifications detailed in this invitation to Tender. I also confirm that all specifications are included in the quoted price. Any items that are optional are noted accordingly. Signed Title Company Name Address Phone Bid Price per case: Tax Extra Yes No
TENDER CHECKLIST TENDER #0171-1607 DID YOU INCLUDE HAS TENDER SUBMISSION BEEN SIGNED Yes No COPY OF REQUIRED TENDER DOCUMENTS Yes No COPY OF BROCHURES (IF REQUESTED) Yes No COPY OF WCB LETTER OF GOOD STANDING (IF REQUIRED) Yes No COPY OF PROOF OF INSURANCE (IF REQUIRED) Yes No AMOUNT OF TAX NOTED ON REQUEST FOR QUOTATION FORM Yes No OPTIONAL PRICING FOR TRAINING INCLUDED Yes No NOTE: TENDER RESPONSES MAY BE REJECTED IF YOU ANSWER NO TO ANY OF THE ABOVE QUESTIONS.