CITY OF FARMINGTON 800 Municipal Drive Farmington, NM 87401-2663 (505) 599-1373 Fax (505) 599-1377 http://www.fmtn.org REQUEST FOR PROPOSALS FOR COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM FOR THE FARMINGTON ELECTRIC UTILITY SYSTEM BID#14-103856 IMMEDIATE ATTENTION ADDENDUM ONE June 11, 2014 Notice to Offerors: The above referenced Request for Proposal (RFP) is hereby amended as follows: The following questions or requests for clarification were received. Following each question or request for clarification is the response. 1. How many concurrent users are to be included in the proposal? FEUS Response Please include a total of seven (7) concurrent to start with. As we move forward fully implementing the system there may be a need to increase the concurrent users but this will be at a later date and we be purchased separately, please provide pricing to increase concurrent users. 2. Assuming that Farmington will want the capability to take the application into the field to do inspections and maintenance, the application would run on how many mobile devices? FEUS Response The field crews will access the CMMS via of their laptop computer which they will have access to the City s internal network. Therefore, at this point the FEUS does not intend to have the CMMS interface with cell phone or tablet device. 3. The RFP mentions 1,718 square acres, but what is the total square footage of the Facility Space that Farmington will be managing with the system? FEUS Response The CMMS system will be utilized to track maintenance and testing of the FEUS twenty-six (26) substations and seven switching stations. The size of each of these facilities differ. The CMMS will be utilized to track the FEUS assets that are required by NERC to test and maintain. Currently there are over one-thousand devices that must be tracked including protective relays, current transformers, voltage transformers and battery systems, etc. 4. The RFP has no reference to or requirement for integration with GIS technology. Is the city interested in utilizing a GIS-based (ESRI) CMMS solution? FEUS Response To start off with the FEUS does not intend to utilize a GIS-based (ESRI) CMMS solution. In the future if the FEUS is wanting to utilize a GIS-based CMMS this will be a module the PURCHASING
FEUS would purchase separately. 5. Is the end-user looking solely for information asset/inventory, or if they are looking for something that does active network inventory monitoring? FEUS Response The FEUS is looking for a CMMS that has the features and functionality as identified in the scope of work. Active network inventory monitoring is not required, if the FEUS fully understands the question (Total Network Inventory is a PC audit and network inventory software for office and large-scale enterprise networks. Total Network Inventory interrogates all computers and notebooks on a network and reports back with complete information about the CMMS) please clarify if this does not answer your question. 6. Is a commercial off the shelf solution acceptable, or are they looking for something custom? FEUS Response A commercial off the shelf solution with a proven track record that meets the scope of services will be considered. 7. The City of Farmington has stated that MS SQL is preferred. A software/database deployed using FileMaker Server allows two-way external SQL connections (in/out), so any third-party SQL tools (report writers, query builders) or web services may be utilized if required. Would this be compliant with the City of Farmington s request? FEUS Response Yes. 8. The City of Farmington has requested that the chosen system must inherently interact and/or interface with Microsoft Office 2007 and later. Can you please clarify what inherently interact means? What are the features in Microsoft Office that the City of Farmington is seeking to connect with the chosen system? FEUS response the system would need to be able to attach test reports that are created in Microsoft Office 2007 such as Word and Excel. 9. How many full access users does the City of Farmington expect to use the system? FEUS response There will be less than twenty users that will have some level of access to the system. 10. Does the City of Farmington have a need for a web request system that allows work orders to be requested through any online browser? FEUS How the system interacts with the system is not specified. Not a requirement. 11. Does the City of Farmington use outside contractors? FEUS Response The City of Farmington does on occasion utilizes outside contractors for testing and commissioning. The test reports (pdf) that are generated from the contractor would need to be tied to the asset for future reference but the FEUS intends to manage closing work request internally. 12. Does the City of Farmington have a need for a web portal for workers/vendors to update and close out work orders? FEUS This is not a requirement for the scope of services.
13. Microsoft SQL preferred if the solution only runs on Oracle, would this preclude the bidder from the bid? FEUS response No, SQL is preferred but not required. 14. The CMMS should be compatible with Windows virtual server running under VMware if the product only runs on Oracle Enterprise Linux, would this preclude the bidder from the bid? FEUS response No. 15. Is a hosted CMMS solution viable or desirable for this bid? FEUS Response A hosted solution could be a viable solution but the cost for this service should be documented as a separate alternative. 16. Link multiple assets to a single work order if the product only links one asset to a Work Order, would this preclude the bidder from the bid, or be deemed highly undesirable? Why does Farmington desire/need this? FEUS response This would be fine. The system would need to be able to link multiple assets to a single location for reporting purposes. Please detail this in the bid document so the committee can determine if this meets the scope of services. 17. How would procurement and costing of inventory be handled, in a separate system? FEUS Response Yes, the procurement of the inventory will be handled in a separate system. The CMMS should allow the user to assign cost for inventory items so when this item is tied to a work request the costing of the job is captured. 18. Capture, manage, accumulate, and report costs for all time and material for a given work request do these captured costs have to be interfaced to an external Financial/Accounting system? FEUS Response No. 19. Would a Mobile Enterprise Solution for Field Inspections and Work Order Maintenance execution, is Mobile a requirement or desirable for this bid? FEUS Response The field crews will access the CMMS via of their laptop computer which they will have access to the City s internal network. Therefore, at this point the FEUS does not intend to have the CMMS interface with cell phone or tablet device. A Mobile solution is not a requirement of this bid. 20. Should we assume that all response times listed in the RFP document are based on the Central timezone? FEUS Response Please use Mountain Time, as that is the time zone we are in for the City of Farmington, New Mexico. 21. Due to audit regulations, Ventyx is not in a position to guarantee pricing that is not firmly stated within the agreed-upon term of the contract. We are generally amenable to providing CPI increases on maintenance and support, but not fixed prices for future un-scoped upgrades that are
outside of the agreed-upon term. Is the City amenable to such a response, as related to the below request for pricing? The annual software technical support & upgrade cost after year five (5) is guaranteed not to exceed % annually based on the previous year s cost. FEUS Response This would be acceptable to provide CPI increases on maintenance and support. 22. We note that the City has provided a draft contract. Would the City entertain or consider using Ventyx paper as an acceptable starting point for negotiations, if selected? FEUS Response: We are open to modify our draft contract so that parties can come to an agreement with the contract terms. 23. In section I of your background information you describe a system that includes 26 substations and 7 switching stations consisting of over 1000 devices that are required to be maintained. Do you need to maintain only the switching stations or do you need to maintain the entire network? If so, do you have any GIS requirements? FEUS Response The scope of services does not include the maintenance of the entire network. In the future if the FEUS elects to capture the entire network would be done as a separate project including any GIS requirements. 24. Is connectivity to your LAN or WAN available at all your sites? FEUS Response Yes, the field crews have access to LAN at the substation. 25. What is your vision for linking multiple assets to work order? FEUS Response The purpose of linking multiple assets to a work order would be to reduce the amount of work request for required testing which could result in numerous WOs (some substation resulting in over 150). FEUS will allow a system that allows a single asset to a WO as long as the system would need to be able to link multiple assets to a single location for reporting purposes. 26. In Section I note D System Commissioning & Training What do mean by commission? Do you want the offeror to gather and enter all existing data? Do you want offeror to just import all existing data from the existing spread sheets. Is the offeror expected to collect all information on existing equipment and build the procedures and PM s or just import the information that Farmington already has? FEUS Response What do mean by commission? The FEUS is requesting a vender to provide us with a list of services to be provided, to make this system functional. Do you want the offeror to gather and enter all existing data? No, as a separate line item provide cost associated with converting relay testing data that resides in Excel format to the new CMMS. The data that is currently stored in Excel is as follows; Location, Device Type, Device Style, Device Name, Device Description, Last Test Date, Prior Test Date and Maintenance Interval for 1,140 devices. Do you want the offeror to just import all existing data from the existing spread sheets? Yes. Is the offeror expected to collect all information on existing equipment and build the procedures and PM s or just import the information that Farmington already has? No, this will be completed by FEUS.
27. How many named users will you have in your system and can you break down their roles and responsibilities? FEUS Response There will be less than twenty named users. The roles and responsibilities of these users has not been determined as of yet. 28. Will you have any work requesters? Work Requesters are define as people that do not have access to the entire system but are able to put in requests for things that may need to be repaired. FEUS Response Yes 29. Does Exhibit C apply to software? FEUS Response - Yes 30. How does your organization handle purchasing and receiving? Will you require this to be handled with in your CMMS or will you require an interface to an existing purchasing and receiving system? FEUS Response Purchasing and receiving is handled through a different system and the CMMS will not need to interface to this system. 31. How many users and how many concurrent users are anticipated? FEUS Response: See question #1 and question #9. 32. Does the City of Farmington have a preference for hosting the software solution on their own premises or is the City open to a solution hosted by an external provider? FEUS Response See question #15. 33. Include Asset ID on work order to create history ; Do assets currently have individual ID Numbers or do they just have specific nomenclature? Does each asset have a barcode, RFID, or other machine-readable ID? FEUS Response Each asset currently has a unique specific nomenclature and each asset does not have machine-readable ID. 34. "Display work safety procedures on a work order or as an attachment and Display processes and procedures needed to conduct the service request ; Do these safety processes and procedures already exist and are they mapped to each process? FEUS Response Some procedures do exist and are currently stored on the City s server, while others still have not been created. But as these procedures are developed the system should allow for a document to be linked for future reference. 35. Do these safety processes and procedures already exist and are they mapped to each process? FEUS Response See question #34. 36. As a separate line item provide costs associated with converting relay testing data that resides in Excel format to the new CMMS ; Would you be able to provide examples of data elements for the 1,
140 pieces of equipment? FEUS Response Please refer to the scope of services "Section D" under the second bullet for a list of data that is stored for each device. 37. For claims other than set forth above, LICENSOR s liability shall be limited to one million dollars ($1,000,000,000) or the accumulative compensation amount paid to LICENSOR, whichever is greater. Was the intention to state $1,000,000.00 instead of $1,000,000,000? FEUS Response: Yes $1,000,000.00 is correct. 38. Will you accept a Source Code escrow clause? FEUS Response: This can be discussed during the negotiation process. 39. TOTAL PRICE FOR FIVE (5) YEARS ; Other areas of the RFP reference 180 days of implementation and then a maintenance period, but 5 years is mentioned here. Would you be able to clarify? FEUS Response: This is a draft agreement so you can get idea of how our agreement reads. We will issue an agreement after the negotiation process that will be updated with the new information from the RFP as well as items discussed during negotiations. Section lll. Proposal Format Requirements, Item D., Contractual Considerations are where you may submit exceptions relating to the provisions of this RFP. 40. Will the city have resources available to provide requirements clarification and software evaluation during the 180 days following contract start date? What type of resources will be available to the contractor? FEUS Response Yes, the City will have IT and the user department resources available to provide support as needed. 41. Can the city verify that all contents/materials of the hard copies should be bound in a single volume, and that the cost proposal does not need to be bound separately from the other materials? FEUS Response: The Submittal Form (see page 4 of RFP); the cost proposal form; and the Campaign Contribution Disclosure Form must be completed, signed, and incorporated into the proposal. Envelopes or boxes should be clearly marked Proposal to Farmington Electric Utility System Computerized Maintenance Management System (CMMS), RFP 14-103856." The Offeror shall submit six (6) copies of the proposal with one (1) original, and one (1) electronic version in PDF format provided on a CD. The proposal shall contain any information or supplements which will assist the City in selecting an Offeror. All expenses associated with this submittal will be borne solely by the Offeror. Receipt of this addendum shall be noted on the Invitation to Bid form, page 2, for the above referenced bid. If your bid has already been submitted to this office, and this addendum will affect your bid quote, please contact this office and we will return your bid. Any bids that have been received, and are not requested to be returned will remain in this office unopened until June 25, 2014 at 2:00 p.m.
/s/ Emily Foucault Emily Foucault Buyer ll Phone: (505) 599-1370 Fax: (505) 599-1377 Email: efoucault@fmtn.org