ATTACHMENTA
SCOPE OF WORK
Request for Proposals 16-PR-DIT-61
Space Management Software
DC Water’s Department of Information Technology is responsible for the continuous operation of all computing aspects of the business, the software shall allow facilities to manage space in multiple buildings or locations simultaneously.
The primary business objectives of the solution are as follows:
· Improve space utilization and reduce occupancy costs
· Improve facilities asset management
· Reduce maintenance costs
· Plan, track and monitor moves
· Reduce the number of moves and associated costs
· Reduce energy costs
Space Management
Requirements / Yes / No / ExplanationThe system shall allow Facilities to manage space in multiple buildings or locations simultaneously. The buildings and locations may be contiguous or geographically dispersed, sometimes across states.
The system shall include the items of information listed below on all spaces at a minimum:
· Location details
· Building
· Floor
· Space identification number
· Type of space e.g. common area, cubicle, office, etc.
· Occupant details (where applicable)
· Name
· Title
· Department
· ADA information
· Assets located in the space e.g. desk, chair
· Equipment located in the space e.g. Computer, Phone, Printer, etc.
The system shall either permit simulation and modeling of possible space configurations or enable integration with third party applications that have this functionality
The system shall permit simulations of staff moves for what-if analyses
The system shall enable the creation of move plans
The system shall enable the creation of move plans for one or more individuals
The system shall enable the creation of move plans for departments or groups of people
The system shall report on the status of move plans in real time
The system shall track and report on the progress of move plans
Assets Management Features
Requirements / Yes / No / ExplanationDoes the system permit identification of assets
The system shall permit the categorization of assets by DC Water:
· Assets are defined as items managed by the Department of Facilities. Possible categories of assets include the following:
· Furniture e.g. desks, chairs, lamps, cabinets
· Recycling
· Appliances e.g. refrigerators, microwaves, coffee makers)
The system shall display the location of all assets
The system shall provide real time updates on the location of all assets
The system shall allow comments/notes to be entered for each asset
The system shall track asset usage
The system shall keep a history of asset usage
The system shall permit the use of barcode technology to inventory and track assets
The system shall permit the scanning of barcodes via handheld and mobile devices
The system shall enable recording of physical identifying information about assets. At a minimum, it should include the following items of information:
· Make
· Model
· Serial Number
· Specifications
· Description
· Manufacturer
The system shall enable tracking of inventory information e.g. purchase date, warranty
The system shall track preventive maintenance schedules for assets
The system shall provide alerts and notifications of when preventive maintenance is due
The system shall track the physical location of assets in real time
The system shall keep a history of physical asset location
The system shall record ownership or possession of an asset by organization or person
The system shall keep a history of asset possession by organization or person
The system shall enable the uploading of attachments e.g. agreements, insurance, details, etc.
The system shall allow users to view attachments
The system shall provide options for asset disposal
Financial Management Features
Requirements / Yes / No / ExplanationThe system shall permit entry and tracking of fixed costs associated with buildings and assets
The system shall permit entry and tracking of operational costs associated with buildings and assets
The system shall track depreciation of Assets
The system shall enable collection of Audit information
The system shall enable reporting of Audit information
The system shall enable collection of Compliance information
The system shall enable reporting of Compliance information
Security & Integration Features
Requirements / Yes / No / ExplanationThe system shall have the ability to accommodate a large number of users (more than 50, less than 500
The system shall have the ability to provide controlled access and change privileges
The system shall have the ability to provide audit trail capability
The system shall support LDAP or Active Directory for the purpose of user authentication and single sign on (SSO)
The system shall have the ability to set up roles and manage access by resource/person, group or department
The system shall have the ability to be integrated in real time with internal systems at DC Water
The system will provide the ability to integrate with DC Water’s HR employee system to able to retrieve and display employee data such as job class, department, space and employee assignments
The system should provide the ability to integrate with existing DC Water’s Enterprise Work and Asset Management system to push, retrieve and visually display any work order and asset data for maintenance work done at a space
The system shall have the ability to send updates to internal systems at DC Water
The system shall have the ability to receive updates from internal systems at DC Water
Performance and Availability
Requirements / Yes / No / ExplanationThe system shall be available and accessible at all times except for regular maintenance. Access to customer service and ability to submit problem tickets during DC Water work hours (8AM – 5PM EST).
The system shall enable DC Water to download all data pertaining to DC Water. This shall apply to active and archived data
The system shall enable vendor will perform regular (weekly or better) incremental backups of the system’s data and configurations and this data should be stored for up to 6 months.
The vendor should be able to provide this data to DC Water with 24 hours’ notice.
The vendor must be able to restore backups within 1 hour after a critical outage that requires data and/or configurations to be restored. This will apply to both production and staging/development environments
Other Features
Requirements / Yes / No / ExplanationThe system shall permit custom reports to be created
The system shall permit ad hoc reporting
The system shall permit users to view the following:
· Status of facilities and assets
· Status of capacity
· Occupancy rates
· Square footage
The system shall enable email notifications to be configured
The system shall enable email notifications to be generated
The system shall allow for the creation of workflows
Implementation, Configuration
The vendor will propose a detailed approach on how they plan to assist DC Water in implementing, configuring and effecting the changes that will allow DC Water to effectively implement and utilize the system to meet its objectives. For this section, the vendor is expected to produce the following:
1. A detailed project plan broken down into specific steps/phases on how the vendor plans to implement, configure and roll-out the software. The plan should include estimated durations and the plan should include activities needed to gather detailed requirements from DC Water and allow time to make adjustments to the plan.
2. A proposed system architecture that accounts for all the features listed. This architecture should strike an acceptable balance between providing sufficient technical detail and comprehensibility, to facilitate informed decision making by DC Water if there is a need to make changes.
3. A detailed design that documents all the configured workflows, integration points, screens, reports etc. that are requested by DC Water and/or suggested by the vendor.
4. Implementation and configuration of a production environment and one or more development/test environments (actual number will depend on vendor’s recommendation and price). The vendor will implement and configure these environments according to the detailed design.
5. Quality assurance and testing on all environments to ensure all the configurations are working and that the features requested are working as expected
Training and Roll-out Services
1. Training based on roles that DC Water plans to use. Training will be formal but can be in-person or virtual (not self-paced), whichever is most cost effective. This training must be tailored to fit DC Water’s specific needs.
2. Support after the production environment is live. This support is above and beyond the technical support and maintenance that comes with purchasing of licenses/subscriptions. This support is intended to address any issues that may arise once the system is live .
END OF SECTION