Request for Information. Public Infrastructure Asset Management System

Request for Information Public Infrastructure Asset Management System Request for Information Public Infrastructure Asset Management System Please Respond By: 4:00 P.M. E.S.T., February 12, 2016 Mail Response To: Joseph Gauthier City of Largo 201 Highland Avenue Largo, FL 33770 Email Response To: projects@largo.com

TABLE OF CONTENTS 1 INTRODUCTION...3 ABOUT THE CITY OF LARGO...3 PURPOSE OF THE RFI...3 CONTEXT...3 ABBREVIATIONS AND TERMINOLOGY...4 2 RFI PROCESS...5 RFI RESPONSE FORMAT...5 HOW TO DELIVER THE ANSWER...5 RELATIONSHIP TO OTHER RFI...5 CONTACTS...5 TIME FRAME...5 RFI TERMS & CONDITIONS...5 3 HIGH LEVEL REQUIREMENTS...6 GOALS...6 OBJECTIVES...6 SCOPE OF WORK...6 SPECIFIC REQUIRED FEATURES...6 4 RESPONSE FORMAT...7 BASIC VENDOR INFORMATION...7 PRODUCT...7 SYSTEM REQUIREMENTS...7 BUDGET ESTIMATE...8 Request for Information 2

1 INTRODUCTION ABOUT THE CITY OF LARGO Largo, Florida, incorporated in 1905, is located in west central Florida near the Gulf of Mexico between Clearwater and St. Petersburg, has a population of over 80,000 residents and occupies an area of 18.72 square miles that includes a mix of businesses, residential houses, apartment complexes, mobile home parks and 640 acres of parkland. Largo is the fourth largest city in the greater metropolitan Tampa Bay Area. The local city government in Largo employs about 800 employees in 13 departments. As described in this RFI, the Asset Management System would likely be used by about 200 of those employees in the city's core utilities and infrastructure operations in Public Works, Environmental Services, Community Development and later in the Recreation, Parks & Arts Department. PURPOSE OF THE RFI The City of Largo is requesting information about acquiring a new Public Infrastructure Asset Management System. This Request for Information (RFI) serves three main purposes: 1) Acquiring more information about vendor solutions to Pubic Infrastructure Asset Management systems to educate us about the available options. 2) Obtaining information about vendors that includes, but is not restricted to, information regarding your company, products and services, in accordance with the competitive system of government procurement and its approved operational and financial rules and regulations. An important part of the selection criteria will be choosing a company that, in addition to providing a software solution that meets our requirements, ensures an acceptable level of support and service for a mission critical citywide enterprise level system at a competitive cost. 3) Clarifying the competitive system requirements to ensure that we develop a well-conceived RFP that meets the needs of all participating city departments, that all viable options are considered fairly and equally and that the overall process ensures an optimal outcome for the City of Largo. CONTEXT Historically, the City of Largo has employed ad hoc methods of asset management. For example, the City of Largo Environmental Services Department has used a Work and Asset Management Software System to manage work crews and assets for the last four years. Other departments still use spreadsheets and paper. This new system will be the first interdepartmental Asset Management System deployed in the city and will replace the older ad hoc solutions. This new system will be administered by I.T. in coordination with participating departments. This RFI is drafted based on a business case for the project written by an Assistant City Manager and approved by the Largo City Commission. Request for Information 3

ABBREVIATIONS AND TERMINOLOGY Community Development (CD) Engineering, Building, Permitting, Economic Development, Housing and Code Enforcement. Environmental Services (ES) Collections, Reclaimed Water, Wastewater Reclamation Facility (WWRF) and Privately-Owned Collection and Transmission Systems/Industrial Pretreatment (POCTS/IPP). Public Works (PW) Streets and Stormwater, Pavement, Signage, Sidewalks, Solid Waste, Fleet and Facilities Department. Public Infrastructure Asset Management System An Enterprise Asset Management (EAM) system that incorporates public assets into an asset registry/hierarchy along with Geographical Information System (GIS) data and a Computerized Maintenance Management System (CMMS) that includes a work order system. Recreation, Parks and Arts (RPA) Largo Central Park, Highland and Southwest Recreation Complexes, Largo Community Center, Largo Golf Course, Largo Cultural Center and Right of Way landscape installation and maintenance. Request for Information 4

2 RFI PROCESS RFI RESPONSE FORMAT To answer this RFI, please fill in the attached form along with any supplementary material you would like us to consider. Contact the person listed below for questions or comments. HOW TO DELIVER THE ANSWER Send the attached form in Adobe PDF, MS Word (.docx) or OpenDocument (.odt) format by email to projects@largo.com. Supplementary information of a substantive nature is welcome. RELATIONSHIP TO OTHER RFI There is a sister project underway at the City of Largo for a citywide Enterprise Service Request and Work Order System. Since there are Work Order features common to both RFIs, there may be some products that are equally applicable. If that applies to your product, you are encouraged to respond to both RFIs separately, as different teams will be evaluating the responses. CONTACTS For questions/clarifications/submissions regarding this RFI, you are welcome to contact: Please direct technical, budgetary or project related questions to: Please direct questions regarding the RFI, RFP or procurement process at the City of Largo to: Joseph Gauthier Project Manager (Asset Management) 201 Highland Ave Largo, FL 33770 (727) 586-7375 projects@largo.com Joan Wheaton Procurement Analyst 201 Highland Ave Largo, FL 33770 (727) 557-6727 TIME FRAME 12/18/2015 RFI Issued on Largo.com 01/22/2016 Last Date for Questions about this RFI from Vendors 01/29/2016 Answers to Questions Posted as an Addendum to this RFI on Largo.com 02/12/2016 Last Date for Vendor Submission to this RFI * 04/01/2016 RFP Issued on Largo.com * 10/01/2016 Award for Public Infrastructure Asset Management System for FY2017 * tentative RFI TERMS & CONDITIONS THIS IS A REQUEST FOR INFORMATION ONLY. This RFI is issued solely for information and planning purposes. It does not constitute a solicitation (Request for Proposal or Request for Quotations) from the City of Largo or a promise to issue a solicitation in the future. This RFI does not commit the City of Largo to pay any cost incurred in the preparation or submission of any response to the RFI. Request for Information 5

3 HIGH LEVEL REQUIREMENTS GOALS 1. Implement a new Public Infrastructure Asset Management System for the Public Works, Environmental Services, Community Development and the Recreation, Parks and Arts Departments. 2. Integrate the asset management and work order system with the city's GIS system. 3. Improve compliance with regulatory agencies by managing utilities asset compliance tracking. 4. Manage warehouse inventory to ensure an optimal supply of replacement assets and components. 5. Implement a system of timekeeping and cost tracking attributed to both asset and non-asset activities. 6. Use life cycle modeling with per asset deterioration curves, risk mapping and a comprehensive predictive and preventative maintenance program to evaluate asset disposition. 7. Give work crews the ability to interface with the system and attach photos or documents to assets or work orders from mobile devices. OBJECTIVES 1. Improve interoperability and operations between the Public Works, Environmental Services and Community Development Departments. 2. Ensure compliance with regulatory agencies by using a comprehensive system of compliance tracking and on-demand reporting. 3. Facilitate lowering the total cost of ownership of assets and better Capital Improvement Planning (CIP) through Life Cycle Costing (LCC). 4. Provide for integration with other city systems including the city financial system, the content/document management system, Granite XP or other pipeline inspection systems, WWRF and Lift Station SCADA systems and provide for easy integration with future applications. SCOPE OF WORK Please respond to this RFI by completing the form below. Particularly important are budget estimates that should include the cost of software and hardware, implementation, training and first year support costs based on 200 users out of 800 total city employees serving a population of 80,000 residents. SPECIFIC REQUIRED FEATURES Asset Management Compliance Tracking Life Cycle Costing GIS Integration Time and Cost Tracking Extensibility Work Order Processing Inventory Management Security Request for Information 6

4 RESPONSE FORMAT BASIC VENDOR INFORMATION Contact Information: Contact Name: Company Name: URL: 1 Email: Phone: Fax: Address: 2 How long has your company been selling Asset Management software? Do you have experience working with Road, Stormwater, Wastewater and Park entities? 3 a. Yes b. No PRODUCT Product Name: Product Version: 4 Product URL (if different than above): Does your product meet the high level requirements listed in Section 3 of this RFI? 5 a. Yes b. Not entirely (Please specify) Does your software have existing mobile applications and/or services? a. IOS b. Android 6 c. Web services (REST or similar) d. Other (Please specify) e. None Do you provide a report writer/query tool with the software? 7 a. Yes (Please specify) b. No How often are upgrades released for the software? a. Quarterly 8 b. Every six months c. Annually d. Longer (Please specify) SYSTEM REQUIREMENTS 9 10 What architecture does your software use? a. Web Client/Server b. Desktop Client/Server c. Other (Please specify) What GIS system can your software use? a. Bentley Geo Web Publisher b. ESRI ArcGIS Server c. GeoServer (open source) d. Other (Please specify) Request for Information 7

11 12a 12b 12c What Relational Database Management System(s) can your software use? (Indicate all that apply) a. ESRI Geodatabase b. MS SQL Server c. MS SQL Server Spatial d. Oracle 12c e. Oracle 12c with Spatial f. Other (Please specify) What Operating System(s) are required for the software to run? (Indicate all that apply) Server a. UNIX (Please specify version) b. WINDOWS (Please specify version) c. LINUX (Please specify Version) d. Other OS (Please specify name/version) If a web browser is the Client, which web browsers (list versions) are required? a. Firefox b. Internet Explorer c. Chrome d. Others (Please specify) e. n/a If a web browser is the Client, are special versions, plug-ins or DLLs required? a. Yes (Please specify) b. No c. n/a Client BUDGET ESTIMATE The following questions pertain to allocating funds from the city budget for the next fiscal year. Answers to these questions are not considered binding and they will not be used as criteria for evaluation. They are being asked only to ensure sufficient funds will be available when needed. 13 How is your software priced and what is the approximate price per available option? a. Per concurrent user b. Per named user c. Site license d. Per module/function e. Other (Please Specify) 14 If hosted locally, what are the hardware server specifications for your product? 15 How much are the estimated first year implementation costs? 16 What is the annual maintenance fee? Do you provide consultancy services in the areas of: a. Configuration 17 b. Integration (with other applications) c. Data Conversion d. Training e. Other (Please Specify) What webinars, on-site or off-site training and help is available for users? 18 19 20 Please attach contact details for up to 3 current customers to aid in our evaluation, preferably from regional city or county governments with a population of 50,000 to 100,000. Please attach any supplementary materials that more fully describe the capabilities of your product. Request for Information 8