CITY OF PHOENIX
Water Services Department
REQUEST FOR INFORMATION
84-17-034-RFI (SFB)
CONSTRUCTION PROJECT MANAGEMENT SOLUTION
PROCUREMENT OFFICER
Shireen Boone
Contract Specialist II
602-256-3343
/TABLE OF CONTENTS
/ CITY OF PHOENIXWater Services Department
200 W. Washington Street
9th Floor
Phoenix, AZ 85003
TABLE OF CONTENTS
General Information Section I
Scope of Work Section II
Submittal Instructions Section III
RFI No. 84-17-034 (SFB) / Page 4 of 17/
SECTION I – GENERAL INFORMATION
/ CITY OF PHOENIXWater Services Department
200 W. Washington Street
9th Floor
Phoenix, AZ 85003
1. INTRODUCTION
The City of Phoenix (City), Water Services Department is seeking information regarding construction program management solution.
This Request for Information (RFI) is issued as a means of technical discovery and information gathering. This RFI is for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the City to make any purchases. This RFI should not be construed as a means to pre-qualify vendors. The City of Phoenix may utilize the results of this RFI in drafting a competitive solicitation (Request for Proposal - RFP) for the subject services/products/equipment. Any future contract that may be awarded must comply with City procurement requirements.
Based on the information provided by the respondents to this RFI, a determination will be made regarding any actual contracting through a procurement process which, at the City’s option, could include but not be limited to: a formal procurement process, using an existing City contract, procurement via Federal GSA contract(s), or a cooperative agreement with a contract established as a result of the public procurement of another public agency.
Participation in this RFI is voluntary and the City will not pay for the preparation of any information submitted by a respondent or for the City’s use of that information.
2. CITY’S VENDOR SELF-REGISTRATION AND NOTIFICATION
Vendors must be registered in the City’s e-Procurement Self-Registration System at https://www.phoenix.gov/financesite/Pages/EProc-help.aspx in order to receive solicitation notices, respond to solicitations, and access procurement information, should a solicitation be issued.
3. INQUIRIES
All questions that arise relating to this RFI shall be directed in writing to:
Shireen Boone
Water Services Department
To be provided a response, written inquiries shall be received by May 9, 2017, 10:00 A.M. local Arizona time. Written inquiries must be emailed to . Inquiries received will then be answered in an addendum and published on the Procurement Website.
No informal contact initiated by respondents on the proposed service will be allowed with members of City’s staff from date of distribution of this RFI until after the closing date and time listed below. All questions concerning or issues related to this RFI shall be presented in writing.
4. SCHEDULE OF EVENTS
RFI Due Date: May 15, 2017 at 2:00 p.m.
Local Arizona Time
RFI Submittal Location: City of Phoenix, Water Services Department
Attention: Shireen Boone
200 W. Washington Street, 9th floor
Phoenix, AZ 85003
5. RFI OWNERSHIP
All responses to this RFI will become the property of the City of Phoenix and will not be returned.
6. SOLICITATION TRANSPARENCY POLICY
This section is only applicable if a solicitation is issued as a result of this RFI. Commencing on the date and time a solicitation is published, potential or actual respondents(including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated procurement officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar solicitation. As long as the solicitation is not discussed, Offerors may continue to conduct business with the City and discuss business that is unrelated to the solicitation with the City staff who is not involved in the selection process.
Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer conducted in person at 200 West Washington, 9th floor, Phoenix, Arizona, 85003, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.
With respect to the selection of the successful Offerors, the City Manager and/or City Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective offerors.
This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process.Offerors that violate this policy shall be disqualified.
RFI No. 84-17-034 (SFB) / Page 4 of 17/
SECTION II - SCOPE OF WORK
/ CITY OF PHOENIXWater Services Department
200 W. Washington Street
9th Floor
Phoenix, AZ 85003
1. BACKGROUND
The City of Phoenix desires to replace multiple current construction capital improvement project (CIP) management systems with a single state-of-the-art solution that provides high availability (99% uptime) to internal users and external vendors with either full implementation at City of Phoenix or hosted offsite. A robust system with a user friendly, web‐based interface is needed to effectively create, link, track, manage, and search all project information for portfolio management, project life cycle from project initiation through project completion, and administer utilization of master contracts. The scope includes construction management data fields for scope and schedule; electronic work flow approval processes; reports to management (including dashboards) with budgets and expense data; and an electronic documentation management system with the technical capabilities of being certified by the State of Arizona for records retention purposes.
Aviation Department
The Aviation Department’s Design & Construction Services division manages Sky Harbor design and construction projects. The Aviation Department is currently using a hosted version Unifier v.15.2.6.0 for CIP management with approximately 400 user accounts 75 active business processes, and 160,000 attached documents for approximately 700 projects. There are four Implementing Divisions in the Aviation Department – Technology, Financial Management, Planning, and Environmental Divisions which also manage capital projects.
Water Services Department
The Water Services Department currently uses Oracle Contract Management v.13.0 (CM13) and Primavera 7.00 for CIP management. The CM13 system has approximately 280 user accounts, 2 active workflows, and 10,000 attached documents for approximately 687 projects. The Primavera P6 application has 5 user accounts and 3 active templates, with application data utilizing approximately 40GB of disk space for approximately 5,400 projects. The Water Services Department has two Engineering divisions that manage CIP projects; Water and Wastewater. Department-level workflow processes are currently identical for both divisions.
Street Transportation Department
The Street Transportation Department Design and Construction Management Division has three CIP management sections; Design and Construction Procurement (also listed under City Engineer’s Office below), Horizontal Project Management and Vertical Project Management. The Horizontal Project Management Section provides CIP project management for the design and construction of city-funded projects within the Right-of-Way, such as sidewalks, roadways, and landscaping. The Vertical Project Management Section provides project management for the design and construction elements of city-owned properties and facility improvements outside of the Right-of-Way for departments other than Aviation and Water Services. Workflow processes for each section are significantly different.
The Street Transportation Department is currently using PROMIS version II for CIP management with approximately 500 user accounts, of which approximately 100 are active. Database storage for data in the SQL Server system currently uses approximately 5GB of disk space, and approximately 62,500 documents are using approximately 100GB of disk space. The system was upgraded from PROMIS I in 2008.
City Engineer’s Office
The City Engineer’s Office is currently organized under the Street Transportation Department. The City Engineer is responsible for overseeing the selection of architects, engineers and contractors to execute the City's capital improvement program in all departments through the Design and Construction Procurement section. CIP procurement processes are loosely managed in the Street Transportation PROMIS II system with approximately 500 currently active contracts. Contracts procured and executed by the Design and Construction Procurement section based on a request initiated outside the Design and Construction Procurement section are turned over to the requestor for contract management. Master contracts for on-call services and job orders are procured, executed, and managed by the Design and Construction Procurement section.
2. OBJECTIVE
The Construction Project Management Solution (CPMS) Project will implement a vertically integrated construction project management solution that encompasses CIP project management from budget process through project warranty. The solution will provide centralized Enterprise level reporting as well as Departmental, Division, Program, and Project level views. The solution will provide a repository for current and historical data that is accessible through a single access point. The solution will also provide a workflow management solution integrated with the construction project management process and solution. The solution will address Business Requirements provided by the following departments: Water Services, Aviation, Design and Construction Procurement, Horizontal Street Transportation, and Vertical Street Transportation.
3. SCOPE OF WORK
The Provider will provide a travel budget that will cover on site resources to assist with any critical deliverables. Critical deliverables include initial delivery of the first product in each test environment and all deliveries of products into their production environments. A separate test environment will be required for each department.
In Scope
· All Active projects for the Aviation Department.
· All Active projects for the Water Services Department.
· All Active projects for the Street Transportation (Horizontal) Department
· All Active projects for the Street Transportation (Vertical) Department
· All Historical project information for any of the five departments.
· Financial transaction data for any active or historical projects for the above four departments.
· Procurement data for any of the active or historical projects for the above four departments.
· Additional network or computer hardware required to support the solution as recommended by Information Technology Services (ITS).
· Create and maintain separate test environment for each department. Test environments should be hosted, maintained and administered by the solution provider and available to the departments on an as needed basis after the project has concluded.
Out of Scope
· Transformation of any hard copies of project documents into an electronic form.
· Organizing, editing or management of historical records.
· Upgrades or additional development of any of the systems identified for integration with the solution.
· Movement of IT systems to new facilities or locations.
Dependencies
· Current Aviation Project data is contained in an Oracle Unifier v.15.2.6.0 system.
· Current Water Services Project data is contained in Primavera and CM13.
· Current Streets Transportation Project data is contained in PROMIS version II.
· All financial and procurement data is stored in SAP. A new budget module in SAP is in the process of being implemented that will replace the Budget and Research Department’s BRASS system. An interface to download budget data from SAP’s new budget module into the new system automatically would be ideal.
· Historical project data is stored in EASI, Unifier or PROMIS.
· Reporting for the Aviation Department is currently in an Oracle Business Intelligence (BI) software product in the cloud, not on a city server.
4. TASKS
The Provider will provide a dedicated project management resource for the length of the engagement. The Provider will also provide at least one dedicated technological resource to assist with technology questions throughout the engagement. The Provider project manager will provide a weekly report consisting of accomplishments from the past week, work planned for the next week and any new issues or risks identified during the past week.
The Provider is expected to provide a system for tracking system issues throughout the engagement and to provide updates on any pending issues upon request.
The provider is expected to maintain and update a schedule of tasks and complete a change request if any deviation +/- 10% of the budget is anticipated during the course of the project. The Provider will comply with the Customer’s Change Request process and produce any and all documentation requested by the Customer in regards to documenting of a Change Request.
The Customer reserves the right to reject any resources provided by the Provider if those resources are found to be inadequate to the tasks assigned to them for the project. The Customer will provide a letter to the Provider outlining their recommendation and reasons for requesting a change in resources after reviewing the issue with the Executive committee.
The Customer will provide technical documentation as required by the Provider to complete an overall System Design Documentation and Project Schedule. All documentation produced as a result of work for the CPMS project must be shared with the Customer and remains the sole property of the Customer in perpetuity.
Data custodial tasks will be handled jointly between the Customer and the Provider as they are identified. The Provider will provide a report of the work required to resolve any data structure updates required and provide an estimated timeline. If data custodial issues require additional hours in excess of +/- 10% of the initial estimate, a Change Order must be processed for the project.
All hardware will be provided and configured by the Provider following any requirements provided by the Customer. All networking equipment must meet the Customer Security requirements and follow Customer Security guidelines. A Networking diagram covering all hardware added to the Customer network will be provided by the Provider.