Enterprise Work and Asset Management (EWAMS) Program Management Services

Vendor Questions

Enterprise Work and Asset Management (EWAMS) Program Management Services

1. Is DWU, EBS and TWM all using a common (single) instance of Maximo 7.6 today?

Response: No. Currently, only DWU uses Maximo 7.6 in a single instance today.

2. The solicitation states the resulting EWAMS will be need to facilitate expansion to other City departments. Please provide a priorities list of the other departments the City has in mind along with probable timeframe for incorporating these departments into a common EWAMS.

Response: The departments identified in the proposal are DWU, EBS and TWM. The timeframe for incorporating these departments is 36 months.

3. Does DWU, EBS and TWM use a “shared” GIS build on Esri ArcGIS or are they separate GIS environments? If so, is this a “City-wide” GIS deployment?

Response: The City is an ESRI shop and the departments share layers.

4. Has the City moved other mission critical applications to a host cloud environment?

Response: The City has moved other mission critical applications to a host cloud environment.

5. The solicitation states the “EWAMS business requirement, standard procedure and nomenclature have been established by DWU through previous work efforts, and these standards where designed to support an enterprise program.” Does that mean these business requirements and standard procedure have been agreed to and will be adopted by EBS and TWM without change? Did DWU use any outside consulting firm to help define these business requirements and standard procedures or was it all done organically? Please provide samples of the documentation that exists on the EWAMS business requirements, standard procedures and nomenclature so we can better understand the level of detail and definition that exists.

Response: Yes. It is anticipated that the proposer have experience and expertise with Work Order and Asset Management systems for standard municipal utility/government functions to analyze and recommend business requirements and standard procedures to be adopted for EBS and TWM. Yes, DWU used outside consulting to help define business requirements and standard procedures. Samples attached separately.

6. Has the City adopted ISO 55000, 55001 and 55002 as part of their asset management strategy? Does the City prefer bidders that can help them apply these important ISO standards to their EWAMS?

The City has not adopted ISO 55000, 50001 or 55002 standards. It is anticipated that the proposer has experience and expertise with Work Order and Asset Management systems for standard municipal utility/government functions to analyze, recommend and apply any standard including ISO standards to be adopted by the EWAMS Program.

7. The solicitation calls out a number of integrations (between the EWAMS and other City enterprise systems) that will eventually be need. Will the solicitation for this systems integration work be issues on a system by system basis or will there be a single solicitation for all system integration work? Will the winning bidder of this Program Management Services solicitation be responsible for managing the system integration contract?

Response: It is anticipated that proposers will identify a recommended approach for interface solicitations based on their experience and expertise to provide the best value for the City of Dallas. The consultant will not directly manage the systems integrators or their contracts. However, it is anticipated that the consultant would assist the Technical Core Team manage the City’s contractor to successful completion of the specified interface per the statement of work.

8. Is the City looking to purchase additional perpetual Maximo licenses for the hosting center or is the City looking to a hosting service that includes the underlying Maximo license?

Response: Purchasing of Maximo licensing is out of scope for this RFCSP.

9. Did DWU perform the upgrade to Maximo 7.6 using internal resources or where external resources utilized?

Response: The City has provided sufficient information in the RFCSP regarding the technical environment and Maximo 7.6.

10. What are the specific M/WBE requirements for this solicitation?

Response: Please refer to Section 30 Evaluation Procedure and Selection. For more information regarding Business Inclusion and Development, please contact the ResourceLink Team as identified in Section 32 of the RFSCP.

11. Please confirm the M/WBE percentage goal for this project – is it 36.3% for “Professional” or 23.8% for “Other Services”. Response: 36.3%

12. Regarding form BDPS-FRM-122: Please advise if a scanned copy of our insurance broker’s signature will be sufficient or if an original is required. Last time we submitted a scanned copy. Response: per the RFCSP each firm’s proposal shall be typed and submitted as:

One (1) Original proposal– clearly marked “ORIGINAL” on the front and signed in blue ink, by hand, in the space marked Authorized Signature.
Six (6) legible hard copies – each clearly marked “COPY” on the front.
Two (2) electronic copy on a flash drive of the entire submittal with the firm name, solicitation number and submittal name on the front.

13. How many subject matter experts across the 3 departments do you estimate will have to be interviewed?

Response: Based on the description of each organization provided in Section 3 Background, it is anticipated that proposer have theexpertise and understanding of standard municipal utility/government functions to recommend the number and level of engagement of subject matter experts to fulfill the requirements of the scope of work. The City expects the consultant to determine this information as part of their due diligence.

14. Since the phase 1 migration excludes EBS and TWM, which interfaces will need to be completed by the end of phase 1?

Response: The scope of work describes a phased approach with anticipated activities. It is anticipated that proposer have the expertise and understanding of Work Order and Asset Management to recommend a phased approach to fulfill the requirements of the scope of work.

15. What is the target date for selecting the winning bid?

Response: TBD

16. When is the projected project start date?

Response: The notice to proceed is anticipated to be issued within 90 days of City Council authorization.

17. What third party (if any) implemented the current Maximo 7.6 deployments at Bachman WTP and in the Pumping Group within the Water Delivery Division? When did those deployments take place?

Response: The City has provided sufficient information in the RFCSP regarding the technical environment and Maximo 7.6.

18. Are all of the interfaces depicted in the RFP expected to be real-time or will some be batch-oriented?

Response: It is anticipated that proposer has the expertise and understanding to recommend the interface requirements.

19. Does the City have training resources that support system implementations like this one?

Response: No, the City does not currently have training resources to support this implementation. It is anticipated that the proposer have the technical and functional expertise and understanding of best practices for Work Order and Asset Management to recommend and establish a training program.

20. Will a separate RFP be issued for the phase 2 migration?

Response: No. Phases 1 and 2 are part of the scope of work as identified in Section 3 Background EWAMS Program Domain. However, the priorities of the various activities for phase 2 may change based on consultant findings and subsequent recommendations.

21. Please refer to this statement "evidence of at least five (5) years of experience in the collaborative development and implementation of work and asset management systems for large city or county utilities"
How important it is for Proposer to show the relevant experience requirements? Will they be disqualified if experience requirements are not met?
- If the total 5 years of experience is not in the Public Sectors (County utilities) in US but having rich experience in similar EWAMS Program implementation outside Public Sector still the Proposer will be disqualified as it does not have Public Sector experience for 5 years? Please confirm
- EWAMS implementation experience for Non Maximo EWAM system in Public Sector can also be considered for the above mentioned clause of 5 years of experience or whole 5 years of experience has to be for Maximo implementation only? Please confirm

Response: The City believes that experience and expertise of the proposer is a key factor in the success of this project. Experience requirements are specified in Section 6 Experience Requirements. Each proposer will be evaluated by a Selection Committee as presented in Section 30 Evaluation Procedure and Selection.

22. If the Proposer does not have good or anyhistory on working with M/WBE firms, will they be disqualified? Response: Each proposer will be evaluated by a Selection Committee as presented in Section 30 Evaluation Procedure and Selection.

23. Please refer to this statement "provide a list of at least three public agency asset and work management clients that have implemented Maximo within the previous five (5) years"
Whether these 3 client references have to be only from Public Sector, Utility based client & from US based cities/counties? Can proposer submit other Maximo implementation references outside Public sector in EWAM area and still be qualified?

Response: The City believes that experience and expertise with the work processes and business functions of standard municipal utility/government function and Maximo 7.6 are key factors in the success of this project. Experience requirements are specified in Section 6 Experience Requirements. Each proposer will be evaluated by a Selection Committee as presented in Section 30 Evaluation Procedure and Selection.

24. Whether City will approve to outsource some amount of work outside US to an offshore location? This will help the Proposer to submit a competitive bid.

Response: The City does not have telecommuting policy and expects the consultant to work onsite.

25. Please elaborate the below statement w.r.t Scope
"In addition, this RFCSP includes services by the Consultant for preparation of procurement documents and assistance with procurement of services by one or more third parties to interface the Maximo work management software with other City applications as further defined herein."

Response: It is anticipated that the proposer will have the experience and expertise in municipal procurement processes to assist the City in the procurement of interface services. Part of the procurement will be the development of the specification for the interface. The EWAMS system interface concept is presented in Section 3 System Interfaces.

26. What would be the expectations from Consultant in achieving below?
"This work is to be done in a fashion that develops sufficient expertise within the City’s staff so that the staff will be self-sufficient"

Response: It is anticipated that the proposers have the experience and expertise with Work Order and Asset Management system for standard municipal utility/government functions to develop and recommend success criteria in their approach. The approach should provide a strategy to address knowledge transfer, change management, software configuration documentation etc. that would allow the City to become self-sufficient.

27. There are 3 activities listed as part of Scope. Are these planned to execute in parallel or are these going to be in sequential? This helps in planning the resource onboarding.

28. There is an expectation on Consultant to provide training to Core team and business team on BIRT reports. Does this also mean, Consultant will have responsibility in developing/customizing the BIRT reports?

Response: Yes, training is expected. It is anticipated that the proposers have the experience and expertise with Work Order and Asset Management system for standard municipal utility/government functions to assist the City develop BIRT reports as needed to meet the needs of the program objectives.

28.a. If above statement is true then, how many Custom BIRT reports development are expected in the Scope of this RFCSP?

29. Does the support of Go-Live activities involve cut-over plan and implementation?

Response: Yes. The system will be fully functional at the end of the project.

30. How many users are expected to get trained as part of the transition from WTP to new system EWAMS?

31. Where is the current master and static data; such as asset information is stored? If it is available in any legacy systemor hard copies then,is data migration in the scope of this RFCSP? Please confirm

Response: It is anticipated that the proposer have the experience and expertise with Work Order and Asset Management system to evaluate existing asset information and recommend whether or not to migrate to the new system to meet the needs of the EWAMS program. Asset data is stored on premise within the current instance of Maximo 7.6. It is anticipated that the proposers evaluate and recommend migration, or not, of existing Maximo data to the new system. The evaluation would determine ifthe datameets the proposed requirements, standards, and nomenclature of the proposed system.

32. What are those current legacy systems, which are planned to be replaced with Maximo 7.6? Please provide brief functional description of these systems and what data it stores. Please provide list of Master, Static dataand Transactional Data these system are currently holding. If Possible please provide the volume of the data each system is currently holding

Response: Infor DataStream (MR2)/Hansen 7.7 Work Management: To improve performance and reduce costs, our customers use Infor Enterprise Asset Management Toolsto:

Track and report costs accurately against assets and activities.
Plan, schedule, and execute effective maintenance programs.
Create detailed asset inventories and agency-specific asset inspections
Record and track requests for service.
Use innovative technologies to improve work processes.
Provide compliance support for current and future asset related regulations.

Government-specific tasks require software that was purpose built for the unique demands of managing government assets. Infor Public Sector Asset Management Tools is that solution.

Infor (Hansen/Datastream) provides an extensive range of asset-specific data fields to make it easy to manage every asset type. Agencies use Infor Enterprise Asset Management Tools to better manage a range of items, including:

Water—Mains, valves, meters, gates, pumps.
Other—mains, manholes, storage basins.
Locations—Buildings, Assets.
Plant—Facilities, equipment

Operations/Maintenance: Work orders, Preventative Maintenance

One DataStream instance has three work order types: PM, PdM, CM. There are 67,120 work orders closed in past ten years. The closed work orders include 49,094 PMs; 17,706 CMs; 320 PdMs . 852 different type of PM procedures in our CMMS system. There are 5,005 equipment located in 75 different locations.33. We assume City will be responsible for providing the data in the spread sheet in Maximo loadable format. Consultant will provide the Maximo data load format to City for each conversion objectand Consultant will load the data in Maximo, please confirm this scope?

Response: No, the consultant will be responsible for developing data for Maximo.

34. Please provide the volume of data to be loaded in Maximo for each conversion object like Equipment, Inventory Item, Store room, company, Job, Chart of account, user, labor etc.

Response: It is anticipated that the proposer have the experience and expertise with Work Order and Asset Management system for standard municipal utility/government functions to understand the anticipated volume of data to be loaded in Maximo included objects identified above.

35. Please confirm, City is expecting from Proposer to bring TRIRIGA and GIS person for the EWAMS program. We believe TRIRIGA and GIS specific any work is out of scope and only the consultant should have background or past experience of Maximo integration with these two systems.

Response: The City expects the consultant to bring the necessary expertise as required by the project.

36. is there any standard middleware in place to integrate Maximo/Tririga with other systems or is it going to be point to point?

Response: No.

37.What is the level of configuration and customization done on current Maximo 7.6 instance at WTP?

Response: Minimal level of configuration and no customization exists with current instance of Maximo.