24-009 Addendum 2 EAMS.pdf

24-009 Addendum 2 Enterprise Asset Management System Page 1 of 4

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS RFP 24-009

ENTERPRISE ASSET MANAGEMENT

ADDENDUM #2

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 24-009. This Addendum and any exhibits to the Addendum must be acknowledged on Exhibit 1 with the submission of a response and will be incorporated into the final Contract.

The following changes, clarifications and SAMTD responses to questions posed to date are hereby provided to all proposers:

IMPORTANT: SAMTD has agreed to extend the submission due date as reflected on the cover page and Part 3.A. to September 19, 2024 no later than 5:00 PM PST. Proposals may be submitted any time prior to this deadline.

Question RFP Reference (if applicable)

Response

What are the pros and cons in your old system FleetNet?

Pro: a couple of clicks to link work order and service. Cons: outdated, unsupported, no integration, reporting is almost non existent.

What is the reason for not migrating to FleetNet SaaS model?

Part 2.A Introduction & Background

This topic is covered in Addenda #1

Have you seen other software demo? This topic is covered in Addenda #1 What’s the anticipated completion time? Completion timeframe will be reviewed at the kickoff meeting with successful proposers proposed timeline and will be based on contract execution timeline.

What’s your budget? This topic is covered in Addenda #1 How much data is going to migrate? Part 2.B Technical

Requirements & Scope of Work. PHASE 2.

SAMTD

Responsibilities

This topic is covered in Addenda #1

Please list all the 3rd party integration systems

Part 2.A Introduction & Background

This topic is covered in Addenda #1

Please explain the desired process for linking and unlinking maintenance tasks

EAM-2 The desired process is to link maintenance tasks within one or two clicks and unlink very easily as well.

Currently we are able to link a work order and service very easily.

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Provide work order templates that are desired

EAM-16 A work order template is provided to Addenda #2. SAMTD is open to proposed templates. We would like the comment section on the work order to hold more information and for the work order screen to look the same when we "print screen" to avoid confusion.

What third party systems would the data be imported from?

EAM-34

Part 2.A Introduction & Background

Proposers are instructed to review Addenda #1 and the RFP which talk about the 3rd party systems intended for importing.

What type of monitoring is currently being utilized or desired

EAM-34 Current types of monitoring include:

overall vehicle state of health, Preventative Maintenance compliance, fuel tracking, fluid levels, parts tracking, mean distance between major failures, road call details. We would like the new software to maintain electronic records so we don't have to do the manual process of printing the work order and filing for the required amount of time.

Describe the current/desired workflow for creating an assembly and returning subcomponents to inventory

EAM-69 Currently, the process is not easy. It requires a lot of clicking and inputting existing parts number than conversions and back. The intention was to use the system to track wiper motors, door motors, etc. but since it is so time consuming we don't currently use this function. The District is open to reviewing a more streamlined process.

"Allow for bulk data load and extract capability". What types of data are desired for bulk data load? Is this applicable to the implementation or on-going data loads?

EAM-107 Both. SAMTD would like to be able to upload historical and existing data into the new system rather than manually hand key everything as part of the implementation. Bulk data load for ongoing would be beneficial for future use as yet unknown.

Of the 70 users anticipated for this system how many would perform the following functions:

1. Plan, Acquire, Deploy and Retire -managing assets and parts?

2. Maintain and Service or repair, schedule and perform repairs to assets in the field?

This topic is partially covered in Addenda #1. SAMTD has included a roster with roles as part of Addenda #2 to help further clarify.

Are you planning to consider out of State of Oregon registered business for this proposal?

Part 3.C Minimum Proposer Qualifications

To clarify the answer provided in Addenda #1. Proposers must have an active registration with the Oregon Secretary of State at the time of proposal submission.

Proposers are also responsible for ensuring they have the proper licensing and registrations as

24-009 Addendum 2 Enterprise Asset Management System Page 3 of 4 required by Oregon State law for the type of business and business activities should they be awarded the contract.

Please note that with the proposal submission, we will supply or sample SaaS contract and SLA.

Appendix B - Sample SaaS Contract

Please refer to RFP Part 3.E "Submission Packages" paragraph #6 that reads "Marketing materials, alternate and unapproved agreements, and any other information not specifically requested or required in this RFP will not be reviewed"

Please provide examples of 3rd party systems that SAMTD might be using for importing sample data and what the expected workflow might be.

EAM-34

Part 2.A Introduction & Background

Proposers are directed to Addenda #1 and the RFP which discuss the list of 3rd party systems that SAMTD uses for importing. The intention is for the flow of information from the software to integrate with the systems and for the information from the 3rd party systems to flow into the software system.

What is meant by the term "receiver"? Is this the same as the PO record or does it provide separate functionality? (or is it terminology specific to Fleet Net?)

EAM-60 Receiver is the documentation that comes with the PO showing what we ordered (packing slip). When a part is ordered and received, the receiver is submitted to Finance for payment.

Please provide clarification on the scope of historical data to include? How many months back are in scope?

EAM-82 Historical data includes work order data for all active vehicles from the time they are received through the entire lifespan of the vehicle.

SAMTD's oldest vehicle is 2007. We need historical data on work orders and other maintenance, PMs, and work history.

Please provide examples of any expected external data sources (and expected integration workflows) that are not included in the matrix here.

EAM-99

Part 2.A Introduction & Background

Proposers are directed to Addenda #1 and the RFP which discuss the list of 3rd party systems that SAMTD uses for importing.

Is the any expected integration with Tyler Munis beyond that specified in this requirement? This req seems to indicate that the only expected integration is for employee labor so that maint costs are properly reflected

EAM-101 The expected integration with Tyler Munis includes inventory, purchase orders, and staff information. It is the desire for the software to have a bidirectional integration if possible, with Tyler Munis so that if something is updated in Tyler Munis, the new software is updated, and if something is updated in the new software, Tyler Munis is updated.

This section mentions the need to integrate with Avail Technologies Dashboard for CAD/AVL functions, however the requirements matrix does not seem to have any specific requirement related to integration with Avail. Can you

Part 2.A Introduction & Background

At the original time the SOW was written, the CAD/AVL provider was not identified. The desire is for complete integration with CAD/AVL because if it involves a vehicle the systems need to integrate. This was

24-009 Addendum 2 Enterprise Asset Management System Page 4 of 4 provide more detail on the expected scope of integration with Avail?

not a functionality that we had previously. Fleetnet is so old this integration was not capable. We look forward to the integration moving forward with a new software.

This section mentions configuring the Mapping Geographic Information System (GIS) module, however there is no mapping functionality mentioned in the requirements matrix. Please elaborate on any requirements around mapping/GIS that are required as part of vendor deliverables. Also, please clarify if integration is required with a 3rd party GIS system (i.e. Esri). What is the expected workflow between the systems? Will the EAM just keep the lat/lon info about assets and share that to the GIS system? Is it expected that the EAM system will render a map view of any assets with lat/lon info?

Part 2.B Technical Requirements & Scope of Work. PHASE 3.

Vendor Responsibilities and Deliverables

Please refer to line above.

Integration with CAD/AVL is critical as it tracks the vehicles.

What are the integration requirements with Trapeze FX?

Part 2.A Introduction & Background

FX is a planning tool. We do not have specific requirements with integration with Trapeze FX.

1. The requested Work Order Example is attached separately and labeled Addenda #2 Exhibit A.

2. The requested roster with user roles is attached separately and labeled Addenda #2 Exhibit B.

In order for your proposal to be considered responsive, Proposers are reminded to acknowledge this addenda on Exhibit #1 of the proposal forms.

All other specifications and terms and conditions remain unchanged.

By: Charleen McCurdy Procurement & Contracts Analyst Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301

Addenda #2, Exhibit A

24-009 EAMS Addenda #2 Exhibit B User Roster

Position # Department Access Role Maintenance Manager 1 Maintenance Admin Asset Management (changes, movement) / Parts & Inv Mgmt / WO Mgmt / Time Approval Administrative Assistant - Maintenance 1 Maintenance User WO Management / Reporting Purchasing Agent 1 Maintenance User Parts & Inventory Management Parts & Supply Clerk 1 Maintenance User Parts & Inventory Management Vehicle Maintenance Supervisor 1 Vehicle Maintenance User Schedule, Repair & Service / WO Management / Time Approval Maintenance Training Supervisor 4 Vehicle Maintenance User Schedule, Repair & Service / WO Management / Time Approval Journey Mechanic 11 Vehicle Maintenance User Repair & Service Service Technician 6 Vehicle Maintenance User Repair & Service Service Worker 8 Vehicle Maintenance User Repair & Service Facilities Maintenance Supervisor 1 Facilities Maintnenace User Schedule, Repair & Service / WO Management / Time Approval Facilities Maintenance Technician 1 Facilities Maintnenace User Repair & Service Facilities Maintenance Worker 10 Facilities Maintnenace User Repair & Service Chief Operations Officer 1 Operations Viewer Reporting Business Services Manager 1 Bunisess Services Admin Full Asset Management (add, retire, etc) / User Access / System Configuration & Administration Controller 1 Accounting Viewer Reporting Grants Administrator 1 Finance Viewer Reporting General Manager 1 General Manager Viewer Reporting Deputy General Manager 1 Deputy General Manager Viewer Reporting Capital & Project Control Manager 1 Project Management Office Viewer Reporting Grant & Project Coordinator 1 Project Management Office Viewer Reporting Risk Manager 1 Human Resources - Risk Viewer Reporting Information Technology Manager 1 Technology Admin System Configuration & Administration Systems Administrator 1 Technology Admin System Administration / User Support (login, pw, etc) Intelligent Transportation Systems Administrator 1 Technology Admin System Administration / User Support (login, pw, etc) Support Analyst 2 Technology Admin System Administration / User Support (login, pw, etc)