County of Alameda, General Services Agency – Purchasing
RFP No. 900977, Addendum No. 2
COUNTY OF ALAMEDA
ADDENDUM No. 4
to
RFP No. 901342
for
Computerized Maintenance Management System
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on April 29, 2015
This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP/Q Addendum will also be posted on the GSA Contracting Opportunities website located at .Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
RFP No. 900977, Addendum No. 2
Page 1
County of Alameda, General Services Agency – Procurement and Support Services
RFP No. 901342, Addendum No. 4
The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.
- CALENDAR OF EVENTS
EVENT / DATE/LOCATION
Request Issued / March 18, 2015
Written Questions Due / by 5:00 p.m. on April 1, 2015April 22, 2015 April 29, 2015
Networking/Bidders Conference #1
(Online conference option enabled for remote participation) / March 31, 2015@ 10:00 a.m. / at:General Services Agency
Conference Room 1107
1401 Lakeside Dr, 11th Floor
Oakland, CA 94612
OR remotely @
Networking/Bidders Conference #2 / April 1, 2015 @ 2:00 p.m. / at:Public Works Agency
Room 230
951 Turner Court
Hayward CA 94545
Networking/Bidders Conference #3 / April 29th, 2015 @ 2:00 p.m. / at:Public Works Agency
Room 230
951 Turner Court
Hayward CA 94545
OR remotely @
Addendum #1 Issued / April 17, 2015
Addendum #2 Issued / April 9, 2015 April 22, 2015
Addendum #3 Issued / May 13, 2015
Addendum #34 Issued / May 6, 2015May 18, 2015May 21, 2015
Response Due / April 23, 2015May 6, 2015 May 26, 2015June 2, 2015June 5, 2015by 2:00 p.m.
Evaluation Period / April 23 – April 30, 2015 May 6 – May 20, 2015May 26 – June 9,June 2 – June 16, 2015June 5 – June 19, 2015
Vendor Interviews / May 12, 2015 June 4 – June 5, 2015 June 23, 2015 June 30, 2015July 6 – July 7, 2015
Board Letter Recommending Award Issued / May 22, 2015 July 10, 2015July 29, 2015 September 1, 2015September 8, 2015
Board Consideration Award Date / July 21, 2015 August 6, 2015 August 25, 2015 September 15, 2015September 22, 2015
Contract Start Date / August 4, 215 August 20, 2015 September 9, 2015September 29, 2015October 6, 2015
Note: Award and start dates are approximate.
Responses to Written Questions
Q1)Can the County describe its understanding of cloud or provide context?
A)The County would like a Software-as-a-Service (SaaS) application which runs "in the cloud" meaning the County would like to avoid installing software on machines or providing its own infrastructure to support the new CMMS product and storage. The County is interested in reliable, redundant, secure and scalable storage associated with the Vendor’s SaaS/CMMS product offering.
Q2)Can the County please provide the need it currently has for Cloud as compared to SaaS?
A)The County would like a SaaS application which runs "in the cloud"and a reliable, redundant, secure and scalable cloud based storage system associated with the Vendor’s CMMS product offering. The County would like to avoid installing software on machines or providing its own infrastructure to support the new CMMS product and storage.
Q3)Are there any other known integration points besides PeopleSoft or Financials that the County would like to integrate with?
A)The County currently uses Tririga for Space Management. If bidder’s CMMS product does not contain Space Management functionality described in the RFP, then the County would like to integrate with Tririga (this is a Secondary Requirement, not a must-have).
Q4)Can the County provide the version of PeopleSoft it is currently using?
A)The County is currently using PeopleSoft Financials 9.2.
Q5)Are the facilities a layer in the County’sGeographic Integration System (GIS)?
A)The County created a layer showing County buildings,however there is no ‘Facilities’ layer in GIS at this time.
Q6)Is the County going to leverage web services for integrational Cloud solutions for CMMS?
A)If the question is referring to integration with CMMS then yes, the County would prefer web services. Vendor should provide a solution for integration (i.e. API or other solution).
Q7)Is the County going to use a web service bidirectional interface or a web service one-directional interface?
A)While theCounty is open to various methods of integration with PeopleSoft, the preferred method is a web service (a method of communication between two electronic devices over a network; a software function provided at a network address over the Internet) one-directional interface. Using a web service one-directional interface, PeopleSoft would publish data and the CMMS would only consume data needed to meet the requirements in Exhibit D. This method of consumption will be one-directional meaning only the CMMS will consume data. The County does not have a desire at this time for PeopleSoft to consume data from the CMMS; there is no need for a bi-directional interface. The County expects Vendors to present their own “best” solution to meet the integration requirement as the County may accommodate other solutions.
Q8)Is the County going to pull and push information from the CMMS to the Financials system?
A)Neither. Please refer to A7.
Q9)Question 6 of the Addendum No. 2, states:
Does the County want its PeopleSoft data pushed or pulled into the cloud-based CMMS?
The answer to Question 6 of Addendum No. 2, states:
If the Cloud system needs to get data from Alameda County’s PeopleSoft instance, a push is preferable. Ideally, the County would create a web service that the CMMS could consume. If this is not possible, the County can export the data needed to a flat file accessible through secure File Transfer Protocol (FTP)
Can the County clarify the answer to Question 6 of Addendum No. 2? This questioncontains some contradicting information. It first mentions that a push would be preferred, and then it says that ideally the County would create a web service that the CMMS could consume, which means a pull.
A)Please refer to A7.
Q10)Can the County provide an overall clarification on what types of data are going to be movingbetween theCMMSand theFinancial System? Can the County also provide the direction?
A)A sample of the type of information is: billing data such as rate charges, journal vouchers, approval routing, and inter-departmental billing, inventory quantity, cash applications, labor, material and vendor cost, dates of service for work orders, billing information, authorized approvers, and funding sources. The preferred method is aweb service one-directional interface where information will be published by PeopleSoftandthe CMMS will consume only the data needed to meet the requirement in Exhibit D. The County is open to all viable methods of integration with PeopleSoft. Vendors should provide their best solution to meet the requirements.
Q11)Can the County provide a Structured Query Language (SQL)database for the existing CMMS so bidders can properly estimate the work that will be involved to transfer the datainto the new system? If not possible, can the County provide a future database schemethat includes thelayout of the tables and thefields for each table?
A)The County currently does not have intentions on moving all of the current data to the new system. The County intends to migrate approximately 6 gigabytes from the MP2 system to the new CMMS. In addition, various departments will be using the new CMMS. However, some of the departments currently do not use the MP2 system. Those departmentsuse paper Work Order Requests. Also, some departments track data using Access and Excel spreadsheets. The objective of this CMMS is to allow various departments to utilize an automated tool for various requests and tracking. Future database schemes would be based on the Vendors CMMS offering.
Q12)Will some of the data be moved over from the MP2 system to CMMS?
A)Yes, the County does intend for the Vendor to migrate some data from the current MP2 system to the new CMMS system. In addition, some data exists in Excel spreadsheets and Access which will also need to be uploaded to the new CMMS.
Q13)Can the County list the changes that were made to the document named Exhibit D – System Requirements Response Grid (REVISED) which was provided with Addendum No. 2?
A)The only change in Exhibit D – System Requirements Response Grid (REVISED) was the addition of a sentence in bold in the first worksheet titled “Instructions”. The sentence was “if meeting a Secondary Requirement has additional costs list the cost in the comments field for the Secondary Requirement.”
Q14)Can bidders provide former references of other solutions/products they offeror former references have to be related to CMMS?
A)All references should be related to CMMS. If a bidder cannot provide any or does not have enough references they should take exception or clarify in the Exceptions, Clarifications, Amendments section of Exhibit A.
Q15)If bidders do not have former references for CMMS, should they mention it on the Exceptions, Clarification, Amendments section of Exhibit A?
A)Yes, if bidders do not have enough former references for CMMS they should clarify in the Exceptions, Clarifications, Amendments section of Exhibit A.
Q16)Can the County confirm that it will provide clean MP2 datato be imported and that the vendor will not be responsible for cleaning MP2 data?
A)The County will provide clean MP2 data. The Vendor will not be responsible for cleaning the data which is currently in the MP2 system. The County will also provide Excel spreadsheets which also contain data that needs to be migrated to the new CMMS.
Q17)Can the County provideadata layoutof the type of information that will be transferred between the CMMS and PeopleSoft?
A)Currently, MP2 does not integrate with PeopleSoft, as such, there is no data layout details to provide. However, the information which will be consumed by the CMMSincludes: billing data such as rate charges, journal vouchers, approval routing, and inter-departmental billing, inventory quantity, cash applications, labor, material and vendor cost, dates of service for work orders, billing information, authorized approvers, and funding sources.
Q18)Should bidders enter under the column Years of Experience of Exhibit D,the total years of experience for the entire CMMS product or the years of experience for the specific requirement or feature listed on Exhibit D?
A)Please enter the number of years of experience for the specific requirement. The County understands that in some cases the number of years will be repeated, however, on newer features and newer functionality, the years of experience may be less than that of other features and functionality developed at the inception of the CMMS product.
Q19)Can the County clarify and provide instructions on how to respond to the “Module/Add-On” and “Configurable” columns in Exhibit D? They can be read as somewhat the same. In some products a module may be used to add features but would include configuration changes.
A)The County does not see these two instances as being the same;aModule isalso referred to as an Add-On or Plug-In. The County sees a Module as an application currently built and available to augment the features of the existing CMMS Platform. It is available, tested and ready for use with minor implementation. The County views “Configurable” as a Vendor having the skills (programmers/developers) to create a functional solution that meets the requirements, however the “solution” does not currently exist today. Therefore, if you currently have a Module/Add-on which meets the requirement and which exists today please indicate in Exhibit D. If you do not currently have a working solution which meets a particular requirement(s) but your team of programmers/developers have the skills to provide a solution, please indicate.
Q20)How should bidders answer the questions listed on the worksheet named Tech. Arch of Exhibit Dthat do not require a yes and no answer, and instead asks for a description or comment?
A)While every item in Section 5 Column C does not have a question mark after it all items in Column C should be considered “questions” in need of a YES or NO response and a comment added for more clarification.
Example:
5.1.6 / Describe how your product provides different portal experiences based upon user / role.Yes, our product offers controlled user/ role level access by ______
No, our product does not support nor distinguish between users or roles. ….
Q21)How long has the County been using MP2?
A)Approximately 18 years.
Q22)How many custom reports is the County running periodically at this moment?
A)Approximately13. Reporting is performed by various departments for various reasons. It is difficult to determine exactlyhow many variations of reporting is currently being done in an organization that is so large. However, the CMMS product should allow for the setup of standard reporting templates or dashboards where various departments should be allowed to manipulate the templates via Excel, QuickBooks or other reporting software.
Q23)Can the County provide a number of custom reports that it will need to have upon going live with the new CMMS system?
A)We do not foresee more than 15 total standard reports being needed at the “go live” event.
Q24)What types of resources is the County planning to place on this project?
A)There are County subject matter experts available to help the Vendor understand the County’s PeopleSoft architecture so that the Vendor may integrate its solution with PeopleSoft. The County will assign Department Leads to assist with the implementation who can articulate the department’s needs and requirements. In addition, the Department Leads will be able to provide the various data which will need to be migrated to the new CMMS.
Q25)Can the County provide a confirmation to bidders that it is exempt from any California state and local sales tax liabilities?
A)The County is not exempt from any state or local sales tax liabilities. Sales tax is only applicable to goods only.
Q26)Would a single-tenant SaaS delivery model be seen as fulfillment to the requirement for a cloud based solution as listed in Exhibit D?
A)The County would consider a SaaS applications which runs "in the cloud,"and a reliable, redundant, secure and scalable cloud based storage system as fulfillment of the requirements. The County would like to avoid installing software on machines or providing its own infrastructure to support the new CMMS product.
Q27)How many of the 225 users projected by County are expected to be field/mobile users of the new system?
A)The 225 users should have the option and capability of using a mobile device to access the system.
Q28)Do any of the County facility assets exist in the County GIS? If so, please provide a listing of layers that contain infrastructure asset data.
A)Yes, there is a layer with all of the County buildings. However, if the new CMMS product offers the functionality, the County desires to export the floorplans from the space management module to the County ESRI GIS. Please consider this a Secondary Requirement and NOT a Primary Requirement.
Q29)How many asset types will be tracked that do not, and will not, exist in the County’s GIS?
A)The County would only desire to export the floorplans from the space management module to the County ESRI GIS. Please consider this a Secondary Requirement and NOT a Primary Requirement.
Q30)Please list the total number of records created each year for each of the following in the County’s current system:
- Work Orders: 4000
- Service Requests: 2200
- Inspections: 800
- Others?
- Preventive maintenance: 1600
- Confidential Shredding or Recycling Service Request: 400
A)The numbers provided above in bold are “best estimates” as the current system’s use does not adequately accommodate the type of Work Orders and Requests listed above and thus there is a need for a new CMMS. Also, some departments use manual methods to track Work Orders and various requests. In addition, the Requests, Work Orders, Inspections and Others, should not be thought of in limited numbers but scalable storage to accommodate even an unknown amount of dataas this will accommodate the County’santicipated growth.
Q31)How many condition assessments does the County currently manage? How many preventive maintenance schedules does the County currently manage?
A)The County is responsible for managing condition assessments for approximately 80 to 100 buildings, 5 to 6 million square feet. Each building and its assets (equipment) have preventative maintenance schedules.
Q32)Does the County have any specific reports (defined format) that must exist at the time the CMMS goes live? If so, how many reports does the County desire? (The definition of a report is any document emitted by the system including letters, citations, permits, statistical reports, etc.)
A)Yes, a sample of the types of reports are: billing summary, revenue report, recycling report and total monthly activity reports. The number of reports would greatly depend upon the capabilities of the new CMMS. However, the County does not foresee more than 20 reports being needed at this time.
Q33)Does the County want to be trained in report writing and development; and if so, what percentage of reports does the County wish the vendor to write as part of the implementation? (For example, vendor writes 20 reports, the County is trained to write 30 reports.)
A)Yes, various departments will want to be trained in report writing and development: (For example: Property and Salvage (P&S) will want to be trained in report writing or Ad Hoc reporting for its department. Their target is five to seven reports). We do not foresee more than 15 total standard reports being needed at the “go live” event. The final number of reports greatly depend upon the capabilities of the new CMMS.