Addendum 3_25-005 RFP EAMS.pdf

Addendum 3_25-005 RFP EAMS Page 1 of 4

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS RFP 25-005

ENTERPRISE ASSET MANAGEMENT SYSTEM

ADDENDUM #3

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 25-005. 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:

Question RFP Reference (if applicable) Response

Regarding this proposer minimum qualification: Has successfully passed a Service Organization Control Type II (SOC2) Audit within the past twelve

(12) months.

Would you accept an ISO-27001 certification in lieu of the SOC2 Audit?

3.C Minimum Proposer Requirements

Because of the nature of the information that SAMTD intends to use the software for and the requirements they have for reporting upwards to State and Federal agencies, a SOC2 Type II audit is needed. Alternatively, a FedRamp audit would be allowed in place of a SOC2 Type II.

The ISO27001 Certification will not provide the same level of information as provided in the SOC2 or FedRamp audits.

Is there a DBE goal requirement for this project?

3.I Disadvantaged Business Enterprise Appendix C - Federal Terms and Conditions

As an agency in the 9th Circuit, SAMTD does not have a specific contract goal established for this procurement. However, the agency's overall DBE Triennial goal is 2.39%

Can you please provide clarification on what On Prem modules require integrations, per RFP section 2.A:

“Some portions of Tyler Technologies ERP and Trapeze software, which is used for dispatching, are on premises (“On Prem”). At this time, SAMTD does not require the new EAMS to integrate with Trapeze. Any proposed SaaS solution must seamlessly work/integrate with the On Prem modules.”

2.A Introduction & Background Trapeze will be the only On Prem solution as SAMTD is currently working on migrating Tyler Munis to the Cloud.

Do you have a target timeline in mind for project kickoff, training, and go-live?

Addendum #1 (Addressed in Addenda #1) SAMTD is in a hurry to have this project completed ASAP as it's support for FleetNet ceases the first of 2026.

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Given SAMTD is planning to use FTA funds, are these funds secure today or will pricing from this RFP be used to apply for funding?

SAMTD has existing FTA funding

Please clarify "SAMTD desires the new solution to be provided in a SaaS model and anticipates a total of 70 users accessing the system". Are these named users or are we to assume these are concurrent users?

2.A Introduction & Background 3.E Submission Packages #2 Appendix I - Database Report

SAMTD will have 70 named users with the potential for 40 users in the system at any one time.

Please clarify "SAMTD does not require the new EAMS to integrate with Trapeze". Which Trapeze systems are currently in place and being used today?

2.A Introduction & Background SAMD does not require the EAMS to integrate with Trapeze. SAMTD currently uses Trapeze

MPS, WM

Did SAMTD license the API set from Tyler?

2.A Introduction & Background 2.B Scope of work Phase 3:

Execution

SAMTD will obtain necessary mapping service, and any other additional third-party party licenses and to comply with all restrictions and limitations imposed by the third-party provider(s).

Did SAMTD license the API set from Tyler?

2.A Introduction & Background 2.B Scope of work Phase 3:

Execution

Please refer to RFP section "2. B Scope of Work Phase 3: Execution" "SAMTD will obtain necessary mapping service, and any other additional third-party party licenses and to comply with all restrictions and limitations imposed by the third-party provider(s)."

Please confirm the total number of named users who would require full solution access. Please clarify the user count that would require limited access by role as well as confirm the total of number of users who will only need access via mobile device.

2.A Introduction & Background 3.E Submission Packages #2 Exhibit 10 - Compliance Matrix Appendix I - Database Report

Full solution access = 7 Limited access by role = 45 Mobile Device access = 20 (12 facilities full mobile; depending on solution, will mechanics have mobile access?)

8 views only that pull data.

Has the SAMTD viewed any demonstrations of asset management & work order solutions over the last 18 months? If so with which software solution(s)?

No

Are there one or more current solutions that provide the desired functionality, and how are you doing it today? (Names of systems?) What are some of the larger challenges that are being faced with the current system?

2.A Introduction & Background Please refer to RFP section "2. A Introduction and Background"

Of the 60 users provided, will these individuals all need user accounts?

Could you please provide a breakdown of users by role and function so we can properly size the software pricing?

Appendix I - Database Report Please review Appendix I – “System Users Roles” tab.. There will be 70 named users for the system.

Is there any shift work, or will everyone be accessing the system at the same time?

Yes. SAMTD operates on shifts with the most users accessing during the day shift

Of the roles provided, could you provide a level of usage of the solution for each role? (Casual or Heavy)

Appendix I - Database Report Maintenance and Facilities positions are heavy users. Administrative team members are more casual users.

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Is there a need for the cleanup of current data (Asset info, WO procedures, etc.)?

2.B Scope of Work, Phase 2:

Planning & Design 2.B Scope of Work, Phase 3:

Execution

Please refer to RFP section “2.B Scope of Work” Phase 2 and also Phase 3.

What kind of data needs to be migrated? (Transactional vs Master)

Appendices D - L Please refer to Appendices D - L for the data that is expected to be migrated.

What is the approximate size of the production database (in GB)?

20GB

Is the SAMTD looking to replicate current procedures or are you looking to change naming conventions, work processes, or flows as part of the implementation process?

Addendum #1 Please refer to Addendum 1 which answers this question.

Is there interest in using a mobile application? Do you currently use any 3rd party tools?

2.A - Introduction & Background Exhibit 10 - Compliance Matrix

Please refer to 2.A Introduction & Background as well as Exhibit 10 EAM-101. SAMTD does not currently have a mobile application. We are interested in a mobile application. We do not currently use any 3rd party tools.

Does the SAMTD have a desired training plan and/or desired approach?

2.B Scope of Work, Phase 4:

Training 3.E Submission Packages

Please refer to 2.A Introduction & Background Phase 4: Training and 3.E Submission Packages. Proposers are encouraged to provide training recommendations in their response.

What internal training resources and capabilities do you intend to utilize for this project?

2.B Scope of Work, Phase 4:

Training

Please refer to 2.A Introduction & Background Phase 4: Training. SAMTD would anticipate the vendor providing training to SAMTD super users and other key SAMTD staff that will later provide training to other SAMTD staff. SAMTD has conference rooms that have technology for virtual presentations, videos, webinars, etc.

SAMTD has a Maintenance Training Supervisor that will be able to use the vendor provided training to implement with others with the same technology mentioned above.

Training is offered in different modalities -- for your core team members (e.g., Admins/Developers/Business Stakeholders/Analysts/Architects) is there a preference for live, instructor-led, self-paced, on-demand training, or both?

2.B Scope of Work, Phase 4:

Training 3.E Submission Packages

Please refer to 2.A Introduction & Background Phase 4: Training and 3.E Submission Packages. Proposers are encouraged to provide training recommendations in their response.

If End User & Process User training development is included, do you prefer for your partner to conduct training for all users or is the preference to conduct Train-the- Trainer sessions for your internal team to train the masses?

2.B Scope of Work, Phase 4:

Training 3.E Submission Packages

Please refer to 2.A Introduction & Background Phase 4: Training and 3.E Submission Packages. Proposers are encouraged to provide training recommendations in their response.

How many non-production environments does the SAMTD require?

2.B Scope of Work, Phase 2:

Planning & Design Exhibit 9 - Price Proposal

Please Refer to 2.B Scope of Work, Phase 2 and Exhibit 9 – Price Proposal

What is the expected award date and time for signing contracts?

3.A Procurement Schedule Please Refer to 3.A Procurement Schedule.

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What is the desired timeline for this project/target Go Live date?

Addendum 1 (Addressed in Addendum #1) SAMTD is in a hurry to have this project completed ASAP as it's support for FleetNet ceases the first of 2026.

Does the SAMTD have a proposed budget for this Project? If so, is the team able to share the allocated budget for this project?

Addendum 1 Please refer to Addendum 1 which answers this question.

What systems are in use today? Can you provide an existing architecture diagram?

2.A - Introduction & Background Please refer to 2.A Introduction & Background for systems in use currently. A diagram may be provided to the awarded contractor, but for security purposes will not be published in an Addendum.

What level of hypercare/post-implementation support does the SAMTD desire?

3.E - Submission Packages Appendix B - Master Services Agreement

Please refer to 3.E Submission Packages and Appendix B - Master Agreement. Proposers are encouraged to provide post-implementation support recommendations in their response.

How many Assets, Volume of WO/PMs, and Inventory (SKUs, Spare Parts)?

Appendices D – L Quantities are available in Appendices D – L

Will time and material implementation service proposals be considered?

3.E Submission Packages Exhibit 9 - Price Proposal

Time and Material pricing is narrowly limited by 2 CFR 200.318(j) and FTA C4220.1F Chapter VI Section 2 g.(2)3 and will not be considered for this contract.

Will SAMTD accept proposals from a non-DBE?

3.I Disadvantaged Business Enterprise Appendix C - Federal Terms and Conditions

Yes. Regardless of DBE status, the selected contractor will still be required to fulfill the reporting requirements outlined in Appendix C

Are the ERP, Active Directory, CAD/AVL system, Google Workspace, and Fuel Force all required integrations at the time of go-live? If not, what systems are needed for integration with the proposed Solution?

2.A Introduction & Background 2.B Scope of work Phase 5:

Acceptance Testing

Please refer to 2.A Introduction & Background Phase 5.

Could SAMTD please provide what data points/information from the third-party systems would need to integrate with the proposed solution? Please only provide for 3rd party system that require integration by time of Go-live.

2.A Introduction & Background 2.B Scope of work Phase 5:

Acceptance Testing

Please refer to 2.A Introduction & Background for what data points must integrate.

All other specifications and terms and conditions remain unchanged.

By: Magan Waltari (ctr), CPPB, CPSM, NIGP-CPP Procurement Contractor Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 April 22, 2025