66-25066 SB Addendum #2.pdf

Rev: 06/2021

This addendum is issued for the following purposes:

• Provide additional information and requirements related to the noted sections of the RFP

• Provide an additional question and answer period because of the new information presented.

o Additional questions will be accepted until Tuesday, May 20, 2025 @ 12:00 PM ET o Answers to questions will be posted to eVP by Wednesday, May 21, 2025

• Extend the submission deadline to Tuesday, June 3, 2025 @ 2:00PM ET.

Section 1.0, Purpose and Background on page #4 of the RFP, the last paragraph is replaced in its entirety with the following:

The intent of this solicitation is to secure a consultant to assist with two key deliverables. First, the development and implementation of an ISO 55000 compliant asset management system that will enhance operations, maintenance, asset management, and compliance at UNC Charlotte, while supporting the university’s strategic initiatives including sustainability, digital transformation, and smart campus development. The second task will encompass assistance with the development of the requirements to be included in a separate RFP that will be issued to secure a new asset management and work management software platform.

Section 3.4, Evaluation Criteria, is hereby updated to the following:

Vendor Background & Experience 25%

● Demonstrated stable vendor who can successfully complete the project

● Experience with ISO 55000 implementation/certification for clients similar in size, asset portfolio, and business purpose

● Experience with EAMIS evaluation for an ISO 55000 environment

● Project example and detailed information provided

● Responses provided from references provided

Deliverables 35%

● ISO compliant asset management system implementation proposed

● Sample ISO 55000 deliverables from recent projects including an asset management plan (not a

SAMP or asset management policy) and an asset management system procedure manual.

● Description of method for EAMIS evaluation and recommendation

REQUEST FOR PROPOSALS #66-25066 SB

University of North Carolina at Charlotte Purchasing Office

Reese Building, 3rd Floor 9201 University City Boulevard

Charlotte, North Carolina 28223-0001

Addendum Issue Date: May 13, 2025 Due Date: Tuesday, June 3, 2025 @ 2:00 PM ET Purchasing Contact: Scott Brechtel Process and Asset Management System Consultant

ADDENDUM #2

● List of EAM vendors and implementers the consultant has partnered with, hired, or recommended in projects within the last five (5) years

● Sample EAMIS analysis products from recent projects including comparison matrices versus client requirements

● Approach to producing detailed cost and resource estimation deliverables (e.g., TCO, staffing FTEs, implementation cost phasing)

Technical Approach 25%

● Thoroughness of proposed project plan

● Timeline proposed for project completion

● Proposed vendor project team, qualifications, and work process (virtual versus on-site)

● University asset and staffing requirements

● Proposed methodology for developing lifecycle cost estimates and ROI analysis, including clarity, realism, benchmarking strategy, and alignment with higher education/public sector practices

Financial Proposal 15%

● Project costs as compared to other RFP respondents

Section 5.1, General Background, the following information is added to the end of this section:

The University recognizes that transitioning to a new EAMIS platform presents not only a technical and operational shift, but also a strategic opportunity. As such, the consultant will be expected to align their assessment and recommendations with institutional priorities, including sustainability, digital transformation, and UNC Charlotte’s smart campus initiatives. Additionally, consideration must be given to the University’s readiness for organizational change, including the need for robust governance structures, stakeholder engagement strategies, and effective change management planning to support system adoption and minimize disruption.

To ensure long-term success, the evaluation of EAMIS options must include a comprehensive analysis of data migration requirements from the existing IWMS, both during implementation and for any ongoing dependencies post-deployment. The assessment must also include cost modeling across the full system lifecycle—from procurement and implementation through training, maintenance, and future scalability.

Section 5.3, Tasks & Deliverables, Part #2, subsection (b) will have the following requirements added:

x. Evaluate how recommended EAMIS options align with the University’s strategic goals, including sustainability, digital transformation, and smart campus initiatives.

xi. Assess organizational readiness for change and recommend governance structures and stakeholder engagement strategies to support EAMIS adoption and minimize disruption.

xii. Assess data migration requirements from the legacy IWMS during implementation and provide guidance for post-implementation data management in cases where specific legacy IWMS functionalities will continue to be utilized.

Section 5.3, Tasks & Deliverables, Part #2, subsection (e) is replaced in its entirety with the following:

e. Develop a notional roadmap for the potential new system’s implementation including major steps, milestones, and timeline. The roadmap should also reflect the internal staffing model, change management planning, and phased budgeting considerations defined in (f) below.

Section 5.3, Tasks & Deliverables, Part #2, subsection (f) is hereby added to requirements:

f. Cost and Resource Estimation

i. Estimated total cost of ownership (TCO) and return on investment (ROI), including licensing, implementation, training, data migration, and long-term support.

ii. Cost estimates for implementation, covering all key phases (planning, procurement, deployment, training, and support).

iii. Life cycle cost analysis over a minimum five (5) year period, including initial setup, software licensing or subscription, customization, integration, maintenance, and operational costs.

iv. Identification and cost estimation of third-party tools, middleware, or consultants required for integration with existing University platforms (e.g., HR, finance, facilities applications, data lakes).

v. Cost estimates for initial and ongoing training programs for end users, administrators, and IT support personnel, including post-implementation support services.

vi. Benchmarking of all cost estimates against comparable higher education or public sector EAMIS implementations, with explicit statement of underlying assumptions.

A SIGNED COPY OF THIS ADDENDUM MUST BE INCLUDED WITH YOUR PROPOSAL

COMPANY NAME DATE

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