23RP2013A.pdf

LARAMIE COUNTY

SCHOOL DISTRICT 1

LARAMIE COUNTY SCHOOL DISTRICT NUMBER ONE

PURCHASING DEPARTMENT • 2810 HOUSE AVENUE • CHEYENNE, WY 82001

WEB SITE: WWW.LARAMIE1 .ORG

January 5, 2023

TO: Prospective Bidders

FR: A. Brian Harmsen Business Services e dministrator

RE: 23RP2013, Construction Management Software, Amendment One

The following vendor questions have been asked and we can offer the following answers:

Q1 Can a WORD version of the RFP be provided?

Al Yes, and it is available on BidNet.

Q2 Confirm responses must be made in hard copy. No digital forum (i.e., email) is available for delivery?

A2 Your response should be submitted per page 6 of the RFP document.

Q3 MUNIS Integration — preference (file vs API) and IT development role (vs. 3rd Party)?

A3 The district's preference is for API file integration. The district's preference for IT development would be for vendor/3rd party.

Q4 No "minimums" or "quantities" within pricing — provide example of what to not submit

A4 Response pricing may not include any minimum quantities; for example, you must purchase 6 modules or applicable to your response.

Q5 Cooperative Purchasing — what other entities are "eligible' to leverage the provided pricing? Any agency within State of WY?

A5 The entities in this response can include any other school district, governmental agency, or non-profit organization within Wyoming or beyond.

Q6 Data Conversion/Migration — depth of information to migrate? # of projects, types of data elements, active vs closed projects, etc.

A6 Number of Projects: 300 Open, 900 Closed. 1.2 TB in 900,000 files. File types primarily consist of PDF, MS Office, AutoCAD, GIS and emails.

Q7 Current Approach — also relative to migration requirements, please outline how projects are currently managed including:

i. Document Storage and/or Management — include versioning and markups

ii. Budgets and Cost Tracking — outside of MUNIS?

iii. Bid Management — will system need to integrate with Quest CDN?

iv. Collaboration — anything beyond email correspondence?

v. RFI/Submittal Routing and Workflow — anything beyond email?

vi. Invoices/PayApps - routings and workflow — beyond email?

vii. Mobile Services — can documents and data be accessed at job site?

viii. Reporting — tools used and timing of routine status reports

A7 See below:

i. Currently a Windows based folder system is utilized for management. Versioning is manually performed. Markups are performed in Bluebeam, Adobe, or other PDF supported programs.

ii. Budgeting is managed manually in Excel.

iii. System will not need to integrate with Quest CDN.

iv. Collaboration should include Google docs in addition email.

v. RFIs and submittals are also managed now by Contractor supplied access to Submittal

Exchange and Newforma.

vi. Invoices and Pay Apps are received via email at this time and all workflow and routing will take place in Munis.

vii. Documents and data can be accessed via iPads remotely utilizing primarily OneDrive and

Bluebeam sessions.

viii. Reporting is currently manually created on a weekly basis.

Q8 Student Data Privacy — given there is no need to include Student Data within the CMS, should this requirement prevail?

A8 Your response to that section is required. If the proposer cannot comply to this agreement in its entirety, include your reasoning why here. Also include if your firm would be open to a mutually aggregable document.

Q9 Project Scope — how much will LCSD spend on construction projects in each of the coming 5 years? How many different projects align to this spend? How do the projects segment between new builds vs renovations vs. maintenance? Financial reports on the website do not appear to provide this level of detail.

A9 LCSD1 expects to spend approximately 12 to 15 million on major maintenance for each of the next five years. Capital construction allocation for 2023 is 17 million. Since these budgets are provided by the State of Wyoming, they are not guaranteed and subject to annual legislative funding. There is currently one capital construction project and up to 150 major maintenance projects.

Q10 Purchase Budget — has LCSD received budget approval for this purchase? If so, in what amount?

A10 The District does not release the budget information pre-award for this type of RFP.

Q11 Pricing — unclear on specific requests relative to pricing information. Does LCSD want a turn-key price for a solution or a per item pricing menu?

Al 1 LCSD1 would prefer a turnkey price but will also consider a price per item menu.

Q12 Users — how many users are expected? Internal vs external groups (architects, engineering, construction GC, construction trades, etc.)?

Al2 Internal users will be 8-10. External users could total approximately 1,000.

We apologize for this inconvenience and if there are further questions please contact Jodi Rudell, 307-771-2197 or jodisudell@laramie1.orq. Thank you for your interest in doing business with our District.

Cc Proposal File and Evaluation Committee