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HomeMy WebLinkAbout2017-06-07 - Request for Proposal - Asset Management Software Solution (ADDENDUM A: DEADLINE EXTENDED TO 6/14/17)ADDENDUM A This addendum is issued to modify the RFP document previously issued on May 17th, 2017, by the City of Tukwila, WA. The specific change made is to the published due date for the RFP: the deadline has been moved from June 7, 2017, to June 14, 2017. Notice is hereby given that proposals will be received by the City of Tukwila, Technology & Innovation Services Department, ATTN: Tami Harris, 6300 Southcenter Blvd., Tukwila, WA 98188 up to the hour of 5:00 p.m. PST of Wednesday, June 14, 2017 for: Asset Management Software Solution Please include this Addendum with your submission. CITY OF TUKWILA REQUEST FOR PROPOSAL (RFP) Asset Management Software Solution Due Wednesday, June 7, 2017, 5:00 p.m. Pacific Standard Time (PST) Notice is hereby given that proposals will be received by the City of Tukwila, Technology & Innovation Services Department, ATTN: Tami Harris, 6300 Southcenter Blvd., Tukwila, WA 98188 up to the hour of 5:00 p.m. PST on Wednesday, June 7, 2017 for: Asset Management Software Solution Please review the full RFP following this notice. Proposals submitted after the due date and time will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, or disability. The contracted vendor for this project will be expected to comply with all Federal, State, County, and city codes and regulations applicable to such work and perform the work in accordance with the requirements and edifications of the contract documents. Questions regarding the proposal will be accepted by Tami Harris, Database Systems Administrator at Tami.Harris@TukwilaWa.gov or 206 - 433 -7150. Published Seattle Times — May 22, 2017 Published Daily Journal — May 22 2017 CITY OF TUKWILA — May 17, 2017 CITY OF TUKWILA REQUEST FOR PROPOSAL Asset Management System Issue Date: May 17, 2017 Due Wednesday, June 7, 2017 no later than 5:00 p.m. Pacific Standard Time (PST) Blank Page Table of Contents 1. INVITATION AND INTRODUCTION 4 2. SYSTEM EXPECTATIONS AND SCOPE 6 3. RFP INSTRUCTIONS AND SCHEDULE 7 4. PROPOSAL EVALUATION AND VENDOR SELECTION 9 5. TERMS & CONDITIONS 11 6. FORM #1 - PROPOSAL FORM 15 7. FORM #2- VENDOR INFORMATION 17 8. FORM #3 - CLIENT REFERENCES 19 9. APPENDIX A - FUNCTIONAL REQUIREMENTS 20 10. APPENDIX B - TECHNICAL SPECIFICATIONS AND IMPLEMENTATION STRATEGIES 26 11. ATTACHMENT A- NON - COLLUSION CERTIFICATE 27 13. ATTACHMENT B - INSURANCE REQUIREMENTS 28 15. ATTACHMENT C - PRICING 29 City of Tukwila Invitation and Introduction The purpose of this RFP is to solicit proposals from software suppliers, systems integrators, implementation partners and /or Value Added Resellers (VARs) who can demonstrate that they possess the organizational, functional, and technical capabilities to provide an Enterprise Asset Management (EAM) solution that meets the City's needs and is tightly integrated with ESRI ArcGIS. The City of Tukwila is a 107 -year old community incorporated in 1908 encompassing 9.63 square miles. Tukwila is located in the heart of the Puget Sound region, approximately 12 miles south of downtown Seattle, 17 miles north of Tacoma, and just east of the Seattle- Tacoma International Airport. The current City population is just under 20,000. The City includes single and multi - family residences, heavy and light manufacturing, and service - oriented companies, as well as the Northwest's largest concentration of retail businesses. The City prides itself on a well - established economic base, low debt burden, and strong financial management. Tukwila is a full- service City, providing water, sewer, surface water utilities, police, fire protection, emergency medical services, construction and maintenance of streets, park and recreational activities, and cultural events. The goal of this project is to develop and implement software that manages infrastructure asset - related data, field inspections, work order management, maintenance schedules, condition assessments, inventory lifecycle management, asset criticality, and replacement planning and reporting. Essential features and functions of this software will: • Provide a cloud based comprehensive asset management system that will enable field operations to perform and schedule preventative maintenance or inspection tasks related to GIS -based assets and related work management utilizing a mobile application. • Host a configurable application accessible via a standard Internet browser that enables automation of asset related tasks, inputs for asset criticality and other lifecycle analysis. • Standard and user friendly customizable reports, dashboards and metrics related to all data tracked in the system. • Manage documents associated with specific assets and systems. • Integrate with ESRI GIS and use GIS -based attributes and related tables to system functions, calculations, and reporting. • Ability to integrate with IOT systems, See -Click -Fix, Financial database, Granite XP, Laserfiche. • Provide robust management tool built to Public Works systems specifications, with the ability to expand capabilities to encompass all other departments /divisions of the City. Tukwila's Public Works builds and maintains the infrastructure and services that serve the community. The following tables outline a sample of our service measures and profiles related to operations to be supported by the proposed solution: 4 City of Tukwila City of Tukwila 2016 Total City Area (Square Miles) 9.63 Service Profiles - Water Utility 2016 Total Number of Water Distribution Mains (miles) 49 Maximum Daily Capacity (millions of gallons) 10 Total Number of Fire Hydrants (City owned) 577 Vehicles 5 Service Profiles - Sewer Utility 2016 Sanitary Sewer (miles) 37 Maximum Daily Treatment Capacity (millions of gallons) 6.33 Vehicles 5 Service Profiles — Surface Water Utility 2016 Storm Drains (miles) 70.5 Vehicles 8 Service Profiles - Transportation 2016 Paved Streets (lane miles) 188.2 Sidewalk (miles) 64.8 Number of Traffic Signals 74 Number of Streetlights owned by City of Tukwila 1224 5 City of Tukwila System Expectations and Scope The solution will provide a platform to support the City's lifecycle management of infrastructure for Public Works planning and engineering as well as operations and maintenance staff. The solution needs to have the ability to expand to encompass and manage assets from other divisions of the City, including but not limited to Streets, Fleet, Transportation, Parks & Rec, and Fire. The expectation is that workflow and data management related to these internal operations will be integrated within the solution, which must comply with these basic requirements: • A cloud based interface utilizing the Software as a Service (SaaS) model. • GIS Integration with option to include use of versioned SQL Server feature classes and related tables via ArcGIS Server feature and map services. • Web based solution with responsive design for records access and processing. • Enterprise integration achieved through built -in configuration tools, APIs, standards based ODBC and /or batch file processing. • Automate workflows to comply with business rules, notifications, and record requirements. • Produce user defined reports that enable data point inquiry throughout the systems database and inclusion of data elements from any tables therein. • The potential to track work time entry to support equipment and inventory tracking, including inventory controls that enable warehouse, bin and lot control to support LIFO /FIFO management. • Database manipulation through scripting to support mass update, insert, delete as well as programming and data analysis. • Azure Single Sign AD integration without ADFS. The ideal vendor will have experience with implementing asset management solutions in mid -size organizations with: • Knowledge of asset management best practices for municipal organizations. • Experience in developing integrated workflows with GIS for asset management. • Experience with field work and asset assessment management (conditions, risk, prioritization) The project will include implementation and project management services including migration of data from existing GIS systems and /or spreadsheets. The details and scope of the data migration will be discussed as part of the vendor selection process and during demonstrations. It is strongly desired to keep the initial implementation simple, taking advantage of out -of- the -box functionality whenever possible. A more comprehensive set of requirements can be found in: • Appendix A: Functional Requirements for Asset Management System • Appendix 6: Technical Specifications and Implementation Strategies 6 City of Tukwila RFP Instructions and Schedule The purpose of this Request for Proposal (RFP) is to determine if a long -term, cost - effective vendor solution exists relative to project delivery needs for the City of Tukwila. Response to this RFP does not commit the City to pay any costs incurred in the preparation of the response, demonstrations, or any other activities related to this response. All responses and accompanying documentation become the property of the City of Tukwila and will not be returned. This RFP does not obligate the City of Tukwila to contract for services or products specified herein. The City of Tukwila reserves the right to revise the RFP or to issue addenda to the RFP. The following schedule is to inform vendors of the estimated timetable of the systems evaluation and describe the content and appropriate format for each section of the vendor response. Please note the following dates when preparing your response to the RFP. Dates are estimated and can be moved out by the City of Tukwila. Figure 1.1 !SCHEDULE DATES DATE RFP released to Vendors A May 17, 2017 Deadline to submit written clarification questions regarding the RFP May 24, 2017 Answers to questions provided to vendors May 31, 2017 RFP Due (PST) June 7, 2017 Schedule Online Vendor Demonstrations (week of) June 19, 2017 Qualified Vendor Selection (week of) July 26, 2017 Vendor Award Announced July 31, 2017 Prospective vendors are prohibited from discussing the RFP and the selection process with City staff, except as provided for in this RFP. Failure to do so may be grounds for disqualification from the process. All questions or clarifications regarding this RFP, the selection process, and responses should be written and addressed to: Tami Harris (tami.harris @tukwilawa.gov). Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified. Vendors that deviate from this format may be deemed non - responsive. The following items must be completed and submitted with the vendor's proposal. ➢ Cover Letter ➢ Table of Contents ➢ Executive Summary ➢ Form #1 - Proposal Form ➢ Form #2 - Vendor Information ➢ Form #3 - Client References ➢ Appendix A, Functional Requirements ➢ Appendix B, Technical Specifications and Implementation Strategies ➢ Attachments — "A" through "C" 7 City of Tukwila Closing Date and Mailing Address for Submittals Vendors must submit 3 paper copies of the proposal, plus one electronic copy (CD /thumbdrive), to be received no later than: Time and date: June 7, 2017, 5:00 pm PST At the following address: Technology & Innovation Services City of Tukwila Attn: Tami Eberle- Harris, DBSA 6300 Southcenter Blvd Suite 202 Tukwila, WA 98188 • All proposals must be in a sealed envelope and clearly marked "Asset Management System RFP" • No faxed, emailed, or telephone submittals will be accepted. All proposals and accompanying documentation will become the property of the City of Tukwila and will not be returned. The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. • Vendors accept all risks of late delivery of mailed proposal regardless of fault. • It is the Vendor's responsibility to ensure that any proposals are received on time. 8 City of Tukwila Proposal Evaluation and Vendor Selection Proposals will be evaluated by the Selection Committee. The Committee will consider the completeness of a vendor's proposal and how well the proposal meets the needs of the City of Tukwila. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Figure 1.2. All proposals will be evaluated using the same criteria and possible points. During the evaluation process, the Selection Committee and the City of Tukwila reserve the right to request additional information or clarification from firms responding to this RFP. Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may choose not to select the lowest cost proposal. The objective is to choose the vendor capable of providing quality vendor services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Proposals will be evaluated based on criteria defined below. All proposals will be evaluated using the same criteria and possible points. Figure 1.2 Evaluation Criteria Points Responsiveness /Completeness of Proposal The response adequately addresses all the requirements of the RFP including formatting, number of copies, software /hardware requirements, pricing proposal, project schedule, inclusion of attachments, 5 Experience /Qualifications The response demonstrates vendor's experience implementing software solutions over the past five years. The experience should focus on municipal /government agencies of similar size and scope with emphasis on the specific requirements desired by Tukwila. References adequately support the vendor's ability to deliver what it has proposed. The quality /level of customer service and timeliness of support provided prior, during, and post implementation as experienced by the references will be considered. The vendor's project team will be considered as well as their commitment to research and 15 Technical How well does the vendor meet the requirements of the technical environment? 15 Integration How well does the solution integrate with the City's other software? 10 Functionality How well does the solution meet the functional requirements, goals, and objectives? 25 Budget Does the budget seem reasonable for the proposal and provide the City good value? Response shows total price, what's included in the price, and identifies any "optional" items 15 Implementation Feasibility, timeliness, and quality of software implementation schedule. The vendor should address the resources and time commitment required (by position type) by Tukwila personnel to complete the project. The response also demonstrates that the services such as software implementation, data conversion, applicable hardware procurement, training, support, etc. — are adequately addressed. 15 Total Points Possible 100 9 City of Tukwila Selection Process After the proposals are evaluated, the Selection Committee will determine whether formal demonstrations and interviews are necessary and which vendors may be invited to make a formal presentation and /or sit for a panel interview with the Selection Committee. In addition to the functionality outlined in Appendix A and Appendix B, the functional demonstrations should also highlight product features such as: • Field operations and mobile access. • Installation procedures (e.g. browser add -ons) and security setup. • General application navigation and user interface. • Administrative configuration features and tools. • Customization environment, workflow automation, report writers. • Database configuration and extension. • GIS integration. • API and other integration standards. (Financials, GXP, See -Click -Fix, Laserfiche) • Document management and archival features to support public records requests. • Other modules as available, to meet the needs of this RFP. The selection committee will evaluate the product demonstrations based on how well the demonstrated function meets business needs, technical requirements, and completeness of the demonstration. The City may choose to contact other jurisdictions regarding the vendor, their prior work experience, and ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor to assist with evaluation. At the City's option, finalists may be invited back for follow -up demonstrations and questions. The Selection Committee will then formulate their recommendation for award of the Contract. Contract Award & Execution The City of Tukwila reserves the right to make an award without further discussion of the proposal submitted. The proposal should be initially submitted on the mostfavorable terms the vendor can offer. The City may require changes in the scope of services as deemed necessary by the City before execution of the contract. The City shall not be bound or in any way obligated until both parties have negotiated and executed a vendor contract. The general conditions and specification of the RFP and the successful vendor's response, as amended by contract between the City and the successful vendor, including email or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendor to perform services as represented or any misrepresentations may result in elimination of the vendor from further competition or in cancellation or termination of the contract. If the selected vendor fails to sign the Contract within ten (10) business days of delivery of the final contract, the City may elect to cancel the award and award the contract to the next - highest ranked vendor. No parties may incur any cost chargeable to the proposed contract before the date of execution of the contract. 10 City of Tukwila Terms & Conditions Questions Regarding the RFP Oral interpretations of the RFP specifications are not binding on the City. Request for interpretation or clarification of the RFP specifications must be made in writing and submitted to the RFP Coordinator as indicated in "RFP Instructions and Schedule" (pages 7 -8). RFP Clarifications and Addendums The City reserves the right to clarify or change the RFP or issue addendums to the RFP atany time. The City also reserves the right to cancel or re -issue the RFP. All such addenda will become part of the RFP. In the event that it becomes necessary to revise any part of this RFP, the City will issue addenda relating to these specifications on the City's website at http: / /www.Tukwilawa.gov in the City's Digital Records Center under Legal /Public Notices. It is thevendor's responsibility to confirm whether any addenda have been issued. Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in "RFP Instructions and Schedule (pages 7 -8), provided notification is received in writing. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, for the services described herein, or until one or more of the proposals have been approved by the City, whichever comes first. Proposals cannot be changed or withdrawn after the time designated for receipt. Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalitiesor irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. Cost for Developing RFP and Materials All costs for developing responses to this RFP are the obligation of the responding Vendor and are not chargeable to the City. All responses will become property of the City and will not be returned. All materials and images developed during this project will belong to the City and will be presented to the City in their original format. Code of Conduct for Competitive Solicitations After the issuance of any solicitation, all bidders, proposers, contractors, consultants, or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period. 11 City of Tukwila The City may reject the submittal of any bidder, proposer, contractor, and /or consultant who violates the policy set forth herein. DEFINITIONS: Solicitations - Method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications, Request for Information, or any other method of obtaining competitive offers. Lobbying - The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking, or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation accordingto the instructions to respondents in such solicitation. Blackout Period - The period of time between when the solicitation is issued by the City and the time the City awards the contract. Proposal Modification and Clarifications The City reserves the right to request that any vendor clarify its proposal or supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed, and submitted in the same form and manner as the original proposal. Proposal Validity Period Submission of a proposal will signify the vendor's agreement that its proposal and the content thereof are valid for 365 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor. Proposal Signatures An authorized representative must sign proposals, with the vendor's address, telephone and email information provided. Unsigned proposals will not be considered. If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown. If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. The City reserves the right to request documentation showing the authority of theindividual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself /herself. Refusal to provide such information upon request may cause the proposal to be rejected as non - responsive. 12 City of Tukwila Public Records The materials submitted in response to this RFP (including, but not limited to, written, printed, graphic, electronic, photographic or voice mail materials and /or transcriptions, recordings, or reproductions thereof), may be subject to disclosure under the Washington State Public Records Act, Chapter 42.56 RCW, or other applicable law. Copyrighted materials should be clearly marked with the copyright number. Nothing contained in this paragraph shall affect or modify the City's obligation to disclose public records under Chapter 42.56 RCW or other applicable law. Non - Endorsement As a result of the selection of a vendor to supply products and /or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. Non - Collusion Certificate The proposal submitted for this RFP shall include the Non - Collusion Certificate (Attachment "A "). Insurance Requirements The selected Vendor must comply with the Insurance Requirements (Attachment "B"). Other Compliance Requirements The Vendor awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. Ownership of Documents Any reports, studies, conclusions, and summaries prepared by the Vendor shall become the property of the City. Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor's employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. 13 City of Tukwila Cooperative Purchasing RCW 39.34 allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Tukwila and which are actively participating may purchase from City of Tukwila contracts. By submitting an offer, the Vendor agrees to make the same bid terms and price, exclusive of freight, available to other Washington governmental agencies that may enter into an Intergovernmental Cooperative Purchasing Agreement. Only those public agencies that have complied with the requirements outlined in RCW 39.34 would be eligible to use this contract. Further, the public agency would need to accept responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency in question. The City of Tukwila does not accept any responsibility for purchase orders or contracts issued by other public agencies. The City of Tukwila accepts no responsibility for the performance of any purchasing contract by the Vendor, and the City of Tukwila accepts no responsibility for payment of the purchase price for any public agency. Cooperative purchasing shall be extended by the Vendor to cover the City's contract duration (for any subsequent purchase agreements /contracts resulting from this RFP) or 60 days' post award (for one time purchases). 14 City of Tukwila Form #1 - Proposal Form Vendor Name Vendor Address City, State, Zip Code Telephone Email Address 1. Response In response to the City's Request for Proposal, we offer the following: I. Cover Letter Signed by vendor representative authorized to bind the proposing firm contractually. II. Table of Contents III. Executive Summary A one -page high -level overview of the solution being proposed. Provide a general description of the proposed solution (e.g. whitepaper, technical specification, and /or manual); including a functional overview of each module required to fully develop an asset management solution including work management functions. Provide a description of any other modules that you offer, which may be of interest to the City of Tukwila that are not already contained in this document. IV. Response to Form #1 - Proposal Form V. Responses to Form #2 - Vendor Information Requirements A. Provide an answer to each requirement. If the requirement does not pertain to your proposal, enter "N /A" in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non - responsive. VI. Responses to Form #3 - Client References VII. Responses to Appendix A — Asset Management System Functional Requirements A. Provide an answer to each requirement and provide accompanying documentation (as required). If the requirement does not pertain to your proposal, enter "N /A" in the table. If there is no table, provide the documentation requested. Leaving a requirement blank may deem the vendor non - responsive. You are encouraged to include comments and provide exhibits, as needed. VIII. Responses to Appendix B — Technical Configuration and Implementation Strategies 15 City of Tukwila IX. Attachments Please provide the following as attachments to your proposal: "A" Non - Collusion Certificate This certificate must be signed and notarized. "B" Insurance Requirements Provide evidence of insurance in the required amounts or a statement indicating your firm will obtain the required coverages and amounts if awarded the contract. "C" Pricing Provide a cost proposal for your solution 2. Exceptions Except as noted below, the undersigned hereby agrees to comply with all the terms and conditions put forth in the City's Request for Proposal. Signed: Dated: Title: 16 City of Tukwila Form #2 - Vendor Information Question Vendor Answer Company Name Legal status of business (partnership, corporation, etc.) Home Office Address Washington State Business Address Location of local office nearest to Tukwila, WA Website Address Contact person regarding proposal Name of parent company, if applicable Is your firm in negotiations that could impact its current status (e.g. — is planning to be sold)? Does the person signing the proposal have the authority to sign on behalf of the vendor? Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract. Length of time in business. Length of time serving municipal /government agencies. Number of years providing Asset Management software. Total number of clients with the proposed solution currently installed or in use and how long they have been in 'live' production mode. Total number of clients with the proposed solution installed or in use serving a customer base greater than 20,000. Total number of other Washington City clients with the proposed solution installed or in use. How many are within a 100 -mile radius of Tukwila? Have you had a contract terminated for default during the past five (5) years? Describe. 17 City of Tukwila Distribute your total number of employees into the following functional areas: Total number of employees Customer and software support Installation and training Product development Technical programming and customization Other professional services Customer Service /Tech Support Sales, marketing, and administrative support 18 City of Tukwila Form #3 - Client References Please duplicate form and provide five (5) client references that closely represent the type of software installation and /or services you are bidding herein. References that are similar in size, scope, and complexity to Tukwila are preferred. The City of Tukwila may contact these organizations for reference validation purposes should the vendor be elevated in the proposal process. Organization Contact Name Title Address Phone Number Email Address Description of the Asset Management software implemented Type of services provided Services provided similar to the Tukwila's requirements? ❑ ❑ Yes — Explain similarities: No — Explain differences: Implementation start date "Go Live" date Partners utilized 19 City of Tukwila Appendix A: Functional Requirements The matrices on the following pages identify the technical and functional needs that the proposed system should meet and provide the required format for vendor responses. Vendors must provide an answer for every requirement. If the requirement does not pertain to the proposal being submitted, "N /A" must be placed in the requirement. Leaving a requirement blank may deem the vendor non - responsive. Use this key to determine which code to place in each of the requirement matrices below. Figure 1.3 Solution Requirements Response Description Code 3 System currently and completely MEETS requirement with no custom code and no additional expense. For example, this code should be used when the requirement can be met by populating a table or modifying a screen so long as these tables or screen changes would not affect system update. 2 System can MEET requirement with minor code modifications with no impact on future releases. Modifications are placed in production by the implementation date with no additional cost for modification; the modification becomes part of the next system release. 1 System currently DOES NOT MEET requirement and will require modification(s). Testing and production of modifications will be in place prior to implementation date; however, the customer will assume a cost above the basic system cost for future updates. 0 System will not meet requirement. N/A The requirement does not apply to the proposal Comments Provide additional information about your responses, especially: • If your description includes any features that are not part of the base system package. • If the requirement requests descriptive information. • If your response includes use of third party software, ad -hoc query tools, "creative" use of existing features, or custom modifications. 20 City of Tukwila 21 Asset Management System RFP requirements Code Comments ESRI and ARCGIS integration Code R -01 System is centrally focused around GIS integration R -02 Ability to utilize on premise Esri ArcGIS Server 10.3 map services and ArcSDE enterprise geodatabases for SQL Server, as well as arcGlSOnline. R -03 Ability to stay current and backwards compatible with Esri versioning R -04 Map viewer should provide tools to users for performing basic geographic tasks: for example, calculating measurements, determining relationships between assets, work orders and service requests. R -05 Create location -based reports of assets or work orders based on geographic region or user defined areas and subjects. R -06 Include ability to link to or attach as -built records /development reports. Asset record management R -07 Asset master record that supports a wide variety of attributes, some examples include: category, sub - category, asset number, related numbers (e.g. serial number, vendor number, etc.), parent /child relationships, acquisition date, criticality (business risk) etc. R -08 Ability to link, or show the relationship between, related asset records and history to another asset. R -09 Track asset activities and history; Audit tracking for asset ownership. R -10 Condition tracking with useful life, customer - defined conditions, replacement cost and time analysis independent of financial depreciation. R -11 Ability to track and manage compliance reporting, develop risk profiles, status of agreements, permits, etc. pertaining to the condition of assets. R -12 Ability to remotely pull up the complete history of an asset. Ability to update or add asset management data remotely. R -13 Ability to develop business rules based on asset status; change asset status based on work order task and status or inability to create work order for inactive asset R -14 Ability to create asset specific maintenance schedules or flags based on routes, condition assessment, code values, etc. R -15 Ability to identify critical assets that must not fail and assign risk ratings to individual groups of assets. R -16 Ability to develop unique condition assessment functions based on templates for use with specific types of assets which may monitor various assessment attributes to trigger actions or notifications. R -17 Ability to assign notes on condition elements for each asset. 21 City of Tukwila R -18 Ability to track asset type, model, vendor, warranties, installation year. R -19 Ability to enter asset #, address, cross street, or other attribute. R -20 Ability to see planned projects impacting that asset (utility maintenance work, CIP, overlays). Asset lifecycle management R -21 Asset lifecycle management functionality, including but not limited to asset productivity, lifecycle analysis, lifecycle costs, types of assets, risk assessment and risk management. R -22 Asset management standards compliance for properly handling assets related to water, wastewater, and storm water utilities. R -23 Asset management for all City capital assets in addition to above enterprise utilities - City buildings, parks land, vehicles. R -24 Ability to identify where infrastructure work has taken place and determine patterns. R -25 Ability to assess infrastructure conditions and predict remaining life of asset. R -26 Review and assess critical failures. R -27 Ability to visualize maintenance information. R -28 Automated workflows to comply with business rules, notifications, and record requirements. Inventory /Materials management R -29 Comprehensive asset management and inventory control. R -30 Ability to assign asset to one or more business units and be able to transfer between units. R -31 Ability to create categories, assign and re- categorize assets. R -32 Interface with financial systems for purchasing, matching and valuation. R -33 Support multiple inventory valuation methods; Average, LIFO, FIFO, etc. R -34 Ability to individually retire or archive assets. R -35 Ability to identify items that have dropped below minimum quantities and issue re -order reports, track inventory balances, cycle counts, stock counts. R-36 Ability to tie inventory to different funds and accounts. R -37 Have an audit trail for each transaction. Preventive maintenance scheduling R -38 Define preventive maintenance tasks to include default information such as area, category, sub - category, tasks, procedures, hours, materials, equipment, etc. 22 City of Tukwila R -39 Ability to schedule equipment preventative maintenance and track and report on results. R -40 Maintenance triggers and schedule based on customer defined parameters such as warranty expiration, usage hours, flow volumes, asset age, etc. R -41 R -42 Group assets within a selected area via map to create and schedule preventative maintenance. Report Writing Indicate reporting tools offered. If 3rd party, list vendor. Discuss integration to core suite and strategy to stay current with version releases. R -43 Provide a standard set of maintenance management, inventory control, risk assessment prioritization matrix, and asset management reports. R -44 Ad -hoc queries & ability to search and report on all fields in database, including user - defined fields, with ability to organize, summarize, sort, and sub -total in a variety of ways. R -45 Ability to produce user defined reports that enable data point inquiry throughout the systems database and inclusion of data elements from any tables therein. R -46 Report Financial information (e.g. beginning balance, ending balance, movement by fund). R -47 Work order progress by reports based on user, dates, status. R -48 Graphical reports on asset attributes; ages, condition, rating, risk, budget forecasting, capital improvement plan R -49 Geographic reporting; cluster analysis, buffer, upstream /downstream by leveraging functions of ArcGIS. Work Management Functionality R -50 Create service requests and work orders to support a response to a complaint, service request, or event. Additionally, ability to integrate with See -Click -Fix. R -51 Work order record that supports a wide variety of attributes such as: department, group, category, sub - category, SLA by category, status, location, project #, service request #, description, user defined fields, unique asset identifier such as IDN, etc. R -52 Ability to generate a daily work list for staff based on work orders and assigned tasks and estimated time to complete. R -53 Work order recurrence to support scheduled and periodic preventative maintenance. R -54 Create and assign priority and status criteria for work orders via defined service levels. R -55 Create on- the -fly work orders or service requests as from a map selection (e.g. assets) in GIS. R -56 Print and or export (pdf format) a map with a legend, bar scale, and notes displaying work order or asset location. 23 City of Tukwila R -57 SCADA support for water flow, trending, quality levels, etc. tied to work orders. R -58 Detect duplicate work orders by address or location. Capital projects R -59 Ability to link work orders to projects R -60 Ability to link work orders to grants. R -61 Contractor 'management' such as work orders, percent, or milestone completions. R-62 Asset cost allocation to one or many GL accounts. R-63 Capture CIP budget information. Financial Management (Work Costs) R -64 Track materials issued to a work order; and Inventory module for automated adjustments to inventory levels. R -65 Maintain relationship between an asset and all associated cost transactions. R -66 Capture time entry direct from field staff; possibly integrate with other systems. R -67 Work time entry and integration with payroll management to support equipment and inventory tracking, including inventory controls that enable warehouse, bin and lot control to support LIFO /FIFO management. R -68 Asset value calculation based upon current market acquisition value including gain /loss when assets are disposed of R -69 Calculate, track and value capital assets that the City acquires through donations and /or turnovers IT & Enterprise considerations R -70 Cloud based interface using Software as a Service (Saas) model. R -71 Ability to integrate with Internet of Things systems. R -72 AD Azure Single sign on technology without ADFS. R -73 Supports Flexible and Real Time access for mobile workforce. R -74 Enterprise integration achieved through built -in configuration tools, APIs, standards based ODBC and /or batch file processing. R -75 Web based solution with responsive design. R -76 Database manipulation through scripting to support mass update, insert, delete as well as programming and data analysis. R -77 Robust security features, role based; record & field level. 24 City of Tukwila R -78 If email is sent from system, is it captured within the system? Can e -mails be configured to go through City of Tukwila's email server? R -79 If system has the capability to send text messages, how are they captured? R -80 Can data be deleted from the system, i.e. can records over 6 years old be removed and not just "retired" or "archived "? R -81 When a report is generated, is it automatically saved? Can reports be deleted after a specific period of time? R -82 Is hosted environment single tenant or multi- tenant? How do they ensure segregation of client data? R -83 Are any third party subcontractors used as part of the system? R -84 Does application require installation of 3rd party applications? R -85 Can data be extracted from the system in multiple formats? R -86 Data can be purged from the system allowing for adherence to data retention policy and purge schedules. Please describe. R -87 Provide incident tracking system with multiple options for support - in person, web, telephone, screen share, etc. Please describe. 25 City of Tukwila Appendix B: Technical Specifications and Implementation Strategies The City will be evaluating the technical and hosting infrastructure to ensure it meets our technical, security, records, and legal requirements, as well as implementation strategy. Please include responses to the following: Technical Specifications and Implementation strategies Describe your implementation Strategy. Do you follow the Agile methodology of Project Management? How do you report progress and status? Describe staffing plan to implement, train, support and administrate your proposed solution. Identify key roles and responsibilities. Include both vendor and City resources. Provide a technical architecture diagram(s) documenting the key components of the solution and their inter - relationships. Include any on premise requirements. Provide details of data backup and redundancy standards for preventing data loss. Provide documented Information Security Policy for ensuring the protection of hosted data. Provide a list of data storage /hosting locations that may contain City data. What is your service availability model? Provide Service Level Agreement (SLA) for service performance and availability. Identify any browser add -ons, desktop components, peripherals, and /or mobile applications required for application or service function as demonstrated. Identify interface methods (i.e. SFTP, web services, and rest services) available for integration of services. What is the typical service upgrades /patches schedule and method for notifying customers? Provide service agreement language regarding ownership of data. What data exiting strategies do you offer when services are ended and is there an associated cost? Describe system functionalities that your product provides that the City of Tukwila has not listed, but should be a consideration. 26 City of Tukwila Attachment "A" - NON - COLLUSION CERTIFICATE STATE OF ) ss. COUNTY OF ) The undersigned, being duly sworn, deposes, and says that the person, firm, association, co- partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Tukwila for consideration in the award of a contract on the improvement described as follows: RFP — ASSET MANAGEMENT SOFTWARE SOLUTION (Name of Firm) By: (Authorized Signature) Printed Name: Title: Date: Subscribed and sworn (or affirmed) to before me this day of 2017. Notary Public Name as commissioned My appointment expires 27 CORPORATE SEAL: NOTARY SEAL: City of Tukwila Attachment "B" — INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of this Agreement insurance against claimsfor injuries to persons or damages to property which may arise from or in connection with the performance ofthe work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved by the City. A. Minimum Insurance 1. Commercial General Liability coverage with limits not less than $1,000,000 per occurrence / $2,000,000 annual aggregate. 2. Commercial Automobile Liability coverage with limits not less than $1,000,000 per accident forany auto. 3. Stop Gap /Employer's Liability coverage with limits not less than $1,000,000 per accident /disease. 4. Workers' Compensation coverage as required by the Industrial Insurance Laws of the Stateof Washington. 5. Consultant's Errors and Omissions or Professional Liability with limits not less than $1,000,000 per claim and as annual aggregate. 6. Network Security & Privacy Liability coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate. B. Self- Insured Retentions Self- insured retentions must be declared to and approved by the City. C. Other Provisions 1. Commercial General Liability policies shall be endorsed to: a. Include the City, its officials, employees, and volunteers as additional insureds, b. Provide that such insurance shall be primary as respects any insurance or self-insurance maintained by the City, 2. Contractor or its Insurance Agent /Broker shall notify the City of any cancellation or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers' notification tothat effect. 3. Contractor's maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. 4. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days' notice to the Contractor to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. D. Acceptability of Insurers Insurance shall be placed with insurers with a rating acceptable to the City. E. Verification of Coverage Contractor shall furnish the City with certificates of insurance required by this clause. The certificatesare to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at anytime. F. Subcontractors Contractor shall require subcontractors to provide coverage which complies with the requirementsstated herein. 28 Attachment "C" - PRICING Asset Management Software System Vendor Name Vendor Address City, State, Zip Code Telephone Email Address We offer this submittal in response to the City's RFP. The prices below are fully- burdened, including direct labor cost, overhead, profit, any materials, and all applicable taxes. As per the awarded contract, the vendor agrees to provide the City of Tukwila all products and services at a cost not to exceed the stated costs listed below. All costs must be fixed and in writing and guaranteed for no less than 365 days from the submittal of this proposal. The City will not be responsible for any costs not fully disclosed in this attachment. Vendor must address pricing, including but not limited to, the following considerations: Asset Management Software System # Service* 1 Annual software license cost 2 Quantity Lump Sum Price 1 Lot Professional service fees for implementation, training, 1 Lot project management and related services 3 Professional service fees for integration 4 Travel and expenses 5 Hardware costs 6 Miscellaneous /Other (describe) 7 TOTAL (for first 12 months) 1 Lot 1 Lot 1 Lot 1 Lot TOTAL 8 Annual software license cost 1 Lot 9 Annual on -going maintenance /support costs 10 TOTAL (annual on -going cost) 1 Lot TOTAL 11 Transaction Fee *Description of Service 1 Software License Costs. This is the cost for the system for the first 12 months. 2 Fees associated with implementing a new system including training staff, project management, data conversion, and other related services. Please itemize. 3 Fees associated with system integration (specify the integrations required, if applicable). 4 Travel and other expenses (airfare, hotel, per diem, etc.). Please itemize. 5 Hardware costs for necessary equipment (peripherals, devices, etc.). Please itemize. 6 Miscellaneous and other fees not included elsewhere. Please itemize. 7 Total cost to implement and integrate Asset Management system for first 12 months. 8 Cost of annual software license after first 12 months (i.e. on -going annual cost). 9 Cost of maintenance /support after first 12 months (i.e. on -going annual cost). 10 Total annual on -going cost. 11 Transaction Fee — not including cost for processing credit card from the bank.