ADDENDUM #2

STATE OF HAWAII DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES CENTRAL SERVICES DIVISION

This Addendum #2 is to notify interested offerors of the following responses to questions received. Questions for which no response is provided remain under review and will be addressed in a subsequent addendum.

1. Regarding Financial Stability, is submitting the company’s current Dun & Bradstreet Business Information Report (Risk, Credit, Financial Stress, Supplier Evaluation), along with Bank and CPA Firm reference letters, sufficient?

Bank letters are for credit reference only. A Dun & Bradstreet Business Information Report together with Bank and CPA Firm reference letters is acceptable as documentation of financial stability.

2. The solicitation requires support for 100 customers. Please clarify whether this requirement refers to the demonstrated experience of the offeror team (Prime Contractor and proposed subcontractors) supporting 100 customers, or whether the requirement may be satisfied through the experience of the proposed solution provider.

Yes. Please review the RFP requirements.

3. If the 100-customer requirement is based on offeror experience, please confirm whether the experience of proposed subcontractors may be combined with the Prime Contractor’s experience to satisfy this requirement.

Yes. Please review the RFP. The intention of DAGS is not to engage with a product reseller.

4. Is there a budget for this CMMS project?

We plan to roll out in phases with 7 buildings in the first phase and increase our full inventory as staff become proficient in CMMS use.

5. Can the DAGS/CSD share the budget for this project?

We plan to roll out in phases with 7 buildings in the first phase and increase our full inventory as staff become proficient in CMMS use.

6. What is the expected Go live date for each phase?

The anticipated project start date is within 30 days of contract or service agreement execution. Phase 1 go-live is targeted within 6 months of the start date. Phase 2 is targeted 12 months after Phase 1. Phase 3 is targeted 12 months after Phase 2. The State will have a dedicated project manager to coordinate State resources throughout the implementation.

7. What is the form and format of existing asset data to be migrated into the new platform (Work Order information, photos, related data)?

Drawings are in PDF format. Where available, asset, work order and related data are in CSV or Excel formats.

8. Are there existing workflows that define business processes related to the maintenance of various asset types?

No.

9. Is Uniformat II the standard for all building asset systems and sub-systems?

Uniformat II is an acceptable standard for asset hierarchy organization, but it is not mandatory. The Client will accept proposals utilizing Uniformat II, MasterFormat, OmniClass, or a hybrid classification approach. The primary requirement is that the proposed structure establishes a logical, system-to-component hierarchy that supports both day-to-day maintenance operations and long-term capital reporting. Bidders must clearly define their proposed data schema and outline their standard methodology for analyzing, mapping, and migrating existing facility data.

10. Does the DAGS/CSD plan to initially implement new or existing workflows?

New workflows are to be implemented as part of this process.

11. Does the DAGS/CSD have an existing library of PM procedures to be loaded into the system? Are they available for all asset classes?

There is no existing centralized PM procedure library.

12. What is the volume of Work Orders managed in the current system?

There is no current CMMS in place. The average is 330 new work orders per month.

13. Does the DAGS/CSD have “As Built” drawings for all the buildings and floors to facilitate location identification and intuitive access to asset data?

Of the Phase 1 buildings, approximately 85% have PDF drawings. Approximately 70% of buildings in the remaining phases have PDF drawings.

14. Is there a library of non-CAD documents (specifications, warranties, manuals etc.) in the current system?

There is no existing centralized library of non-CAD documents such as specifications, warranties, or manuals. If documentation exists, it is not currently held in a system accessible for bulk export.

15. How frequently is the Facility Condition Assessment updated?

The CMMS vendor is not expected to provide the condition assessment. The frequency of FCA updates is managed separately by DAGS/CSD and is outside the scope of this RFP.

16. What is the scope of historical data to be migrated from the current system?

There is no current CMMS in place. The historical data to be migrated includes work order data and space assignment data.

17. How many warehouses are used to manage and store parts and supplies?

One.

18. What is the approximate number of inventoried parts in the current system?

There is no current CMMS in place. DAGS currently does not have a complete log or record of all assets and supplies in facilities under their purview. Inventoried parts data is not available at this time.

19. Can you provide the expected number of users by the implementation phase?

Of the user counts in Attachment 1 – User Count, all counts for Tier 1 and Tier 2 users are to be provided in Phase I. Tier 3 user count should be split as follows:

· Phase I: 65 users

· Phase II: 30 users added

· Phase III: 30 users added

20. Do you want a quote for the software platform and a separate quote for the survey?

Where applicable, provide a breakdown between one-time and ongoing costs. See the RFP solicitation.

21. Would DAGS/CSD be interested in a proposal response for software only?

A proposal for software only is acceptable. However, additional points will be awarded if the Contractor can provide asset data collection services, either directly or through a third party. If the Contractor is unable to provide data collection services, the Contractor must provide the software tools and training for State staff to perform the physical data collection.

22. Can DAGS/CSD detail the scope of the survey to help with costing?

Bidders should use the table in the Scope of Work section to estimate effort based on site, building count, building and land area.

23. Questions Regarding Attachment B Offer Form B: On Offer Form B does Full Portfolio cost equal to total cost of all three phases?

Full Portfolio cost represents the total cost across all three phases of implementation.

24. Questions Regarding Attachment B Offer Form B: The cost for additional extensions are not required as part of this proposal.

Confirmed. The cost for additional contract extension periods is not required as part of the proposal submission.

25. Questions Regarding Attachment B Offer Form B: Is it mandatory to provide a price for additional buildings?

Where applicable, provide a breakdown between one-time and ongoing costs. Please refer to the revised Offer Form B for guidance on pricing for additional buildings beyond the phased scope.

26. Why is this RFP being reissued?

Qualification requirements have been changed to allow for more competition.

27. As a private company, our company financials are confidential. Are we required to submit financial statements with our proposal?

See response to question #1.

28. For minimum qualifications, may the Offeror satisfy product-age, customer-base, government-customer, retention, and product-reference thresholds using the proposed software OEM’s qualifications, where the Offeror is the implementation partner/reseller?

No.

29. Does “Experience in Hawaiʻi” require prior CMMS/EAM work for the State of Hawaii, public-sector work in Hawaii, any Hawaii customer work, or local subcontractor participation?

Any Hawaii customer work is acceptable.

30. For references, does the State require one State of Hawaii CMMS reference plus one non-State reference, or are three comparable government/education references acceptable?

A State of Hawaii CMMS reference is not required.

31. For grounds and landscaping, what functions distinguish “specialized management” from general asset/work order management?

Specialized management refers to grounds-specific capabilities that go beyond standard building asset logging. This includes native features such as tree risk management, dynamic irrigation system mapping, seasonal/weather-dependent landscaping workflows, and advanced GIS map integration.

32. Is EvolveFM expected to remain the system of record for space/facilities data, or is replacement/migration in scope?

Yes, DAGS/CSD will continue to use EvolveFM for Space management for the foreseeable future. Replacing EvolveFM may be addressed in the future, but no specific timeline has been determined. The requirement is for the CMMS product to have an integration with EvolveFM or other facilities and space management software. Additional points will be awarded if the CMMS product has native facilities and space management functions.

33. Are AutoCAD/BIM/floor plan capabilities required natively in the CMMS, or can they be delivered through integration?

See RFP requirements Description of Work Section A.2.h, and A.2.i.

34. Is offline mobile capability required for all field workflows, or only asset inspection and maintenance data capture?

Only asset inspection and maintenance data capture is acceptable so long as it integrates when connectivity is available.

35. For required integrations (EvolveFM, ThinkHD, Automated Logic, future purchasing/billing systems, and IoT platforms), what portion of integration design, development, testing, and ongoing maintenance is expected to be performed by the Contractor versus State resources?

All integration is expected to be performed by the contractor.

36. Can DAGS/CSD provide estimated quantities for assets to be managed in Phase 1 and across the full portfolio, broken down by major asset category (HVAC, electrical, plumbing, life safety, grounds, etc.)?

DAGS currently does not have a complete log or record of all assets and supplies in facilities under their purview. Asset quantities by major category are therefore not available at this time.

37. Beyond compliance with the RFP requirements, what measurable business, operational, or system acceptance criteria will determine successful completion of Phase 1 and authorization to proceed to subsequent phases?

All of the following deliverables are required to meet the Phase 1 (6-month) deployment milestone:

(1) Properties and assets recorded and configured with preventive maintenance/inspections;

(2) Work management with technician auto-assignments operational;

(3) Customer-facing portal operational for typical requests;

(4) Keys and access points loaded into system with requests and issuance operational;

(5) Contractor lists and contracts loaded into system. The vendor must comply with the requirements of the RFP at each phase. The Phase 1 deployment must be successful before proceeding to Phases 2 and 3.

38. The RFP states that between 5% and 50% of the contract value may be retained until final acceptance. What retainage percentage does DAGS/CSD anticipate applying for this procurement, and what factors will determine the final percentage?

Typically the state retains 5%. The final percentage will be determined by satisfactory progress.

39. For Automated Logic, EvolveFM, and ThinkHD, what percentage of records are expected to be complete, current, and suitable for migration without cleansing or enrichment?

A specific completeness percentage is not available at this time.

40. Will DAGS/CSD require the selected vendor to convert, georeference, associate, or otherwise prepare PDF floor plans and drawings for interactive floorplan mapping, or will DAGS/CSD provide drawings in a format ready for system ingestion?

DAGS will provide existing PDF floor plan drawings as currently maintained. Preparing these files for the interactive floorplan feature, including any conversion, scaling, and association of assets/locations, is expected as part of the selected vendor's standard implementation services.

41. Attachment 1 User Counts – What do the Tier 3 users (~125 people) need to be able to do? Are they just requesting support? Do they need to do any kind of approval, update work orders, manage inventory, etc?

Tier 3 users need to be able to submit maintenance requests or work orders.

42. Are there other users outside of the 151 users outlined in Attachment 1 User Counts that would ever interface with this system?

There are no other outside users anticipated at this time.

43. Does this system need to have knowledge management for self-service triaging? If so, does documentation exist today? What system is it stored in? What format are these documents in?

Knowledge management for self-service triaging is desirable. No documentation exists today.

44. What should the request, work order, or incident intake process look like (i.e., email, online form, chat, etc)?

The intake process has not been determined. Vendors should propose their ideal intake format for frustration free navigation.

45. Do all assets (i.e., AC units, circuit breakers, etc.) have asset tags or some kind of ID on them to help identify what they are, where assigned, etc.?

No. Whether assets need physical tags depends on the specific CMMS product and whether it requires physical tagging. If the CMMS product does require physical tagging, additional points will be awarded if the Contractor can provide this service, including any work that must be done in the field, either directly or through a third party. Otherwise, the minimum requirement is to provide the tools and training needed so that State staff can perform this task.

46. How many assets have a lifecycle that needs to be managed (i.e., maintenance schedule, warranty, etc.)? How many fall into the following categories: Consumable, Simple Asset, Parent Asset, Linear Asset, Linear Asset Segment?

Asset quantities by lifecycle category are not available at this time.

47. What integration technology will DAGS/CSD plan to use? Should the RFP bidder provide a solution?

Data exchange with existing and future enterprise systems is expected to use industry-standard methods (e.g., REST APIs, web services, ETL processes, message queues, or other standards-based mechanisms). Respondents should describe their recommended integration architecture, supported protocols, authentication methods, and any middleware or integration components required to achieve a secure, scalable, and maintainable solution.

48. Do all systems that need to integrate with the selected CMMS system have the necessary APIs to access the required data?

Offerors should provide their recommended approach to integration where native APIs do not exist.

49. What is DAGS/CSD’s preferred path if an API/integration does not exist? Should RPA be considered?

Offerors should provide their recommended approach to integration where native APIs do not exist.

50. Will the ability to expand use cases for future projects, cross-departmental workflows, etc. be factored into a decision?

Integration with data from other departments within DAGS is desired to the extent possible. The ability to expand use cases for future projects, cross-departmental workflows, will not be factored into a decision.

51. How much will the ability for a solution to leverage AI be factored into a decision? Should AI automate as much of the process as possible?

Taking advantage of AI automation capabilities is desirable, but not an evaluation factor.

52. Do references need to be headquartered in Hawaii?

No.

53. Does DAGS/CSD have a targeted budget for licensing and implementation services?

We plan to roll out in phases with 7 buildings in the first phase and increase our full inventory as staff become proficient in CMMS use.

54. Where floorplans don’t exist, how will DAGS/CSD capture this information for the CMMS system to ingest?

Of the Phase 1 buildings, approximately 85% have PDF drawings. Approximately 70% of buildings in the remaining phases have PDF drawings. Where floorplans do not exist, DAGS has not defined a specific capture process at this time.

55. What billing/invoices solution will the CMMS system need to integrate with?

DAGS currently has separate manual purchasing, billing and invoicing systems that are not interactive.

56. Will ongoing M&O work be required after the solution is delivered, or will DAGS/CSD own everything after go-live?

The vendor is responsible for platform performance, maintenance and support after go-live.

57. Do you have third-party technology for sensors to monitor temperature, etc.? If so, what are those solutions?

Yes. Environmental monitoring is currently provided through two complementary systems. Building Management System (BMS) data, including temperature and other building controls, is collected through the Automated Logic BMS platform. Additional environmental monitoring is available through ThinkHD, capturing parameters such as temperature, relative humidity, CO₂, particulate matter (PM2.5), total VOCs, light, and noise. The proposed CMMS solution should support integration with these existing data sources. See Integration Requirements by System table appended to this Q&A.

58. Does the State currently have any inventory technology being used?

DAGS currently uses EvolveFM for facility management and ThinkHD for facility inventory data. See Integration Requirements by System table appended to this Q&A.

59. Do they have a public 311 solution?

No.

60. Does the State currently use Procore?

No.

61. Does the State currently have any GIS or Esri products they license? If so, which ones, and how many licenses?

The state currently holds GIS / Esri product licenses. DAGS/CSD is currently not a user.

62. Does the State currently have detailed information regarding each item listed in the asset type list? (Description of Work, Section B.)

DAGS currently does not have a complete log or record of all assets and supplies in facilities under their purview. There is limited data in the form of Excel spreadsheets. Any contractor who can assist in collecting this data, or who has a third party who can collect this data, will be awarded additional points.

63. Does the State of Hawaii require that the software provided under this agreement comply with WCAG 2.1 AA accessibility requirements? If the answer is yes, will it be sufficient for the software to be compliant at go-live of the system (as opposed to at execution of the agreement)?

Yes, Hawaii has accessibility requirements under Act 172 SLH 2022. Compliance at go-live of the system is acceptable.

64. Does the State of Hawaii have any offshore work limitations that need to be followed? Specifically, if the SaaS provider utilizes offshore resources to provide back-end functions such as technical support, cyber security, engineering, and/or cloud operations, will that be acceptable?

None to our knowledge.

65. Does DAGS/CSD currently use a dedicated key and lock management system (e.g., a key control cabinet system or electronic access control platform), or is key and lock management currently handled manually? If a system exists, please identify it so Offerors can address integration requirements appropriately.

No.

66. What version or deployment model of EvolveFM is currently in use (cloud-hosted vs. on-premise), and does DAGS/CSD have an active API license or data exchange agreement in place that a CMMS vendor could leverage?

Evolve FM is cloud hosted.

67. Regarding the Automated Logic building automation system maintained by Island Controls — are Offerors expected to establish the integration directly with Island Controls, or will DAGS/CSD facilitate access to the Automated Logic environment for integration development and testing?

DAGS/CSD will facilitate access to the Automated Logic environment and support coordination for integration development and testing. However, the Offeror is responsible for designing, implementing, documenting, and validating the integration using the appropriate protocols, APIs, SDKs, or other interfaces supported by the Automated Logic platform. The Offeror should identify any prerequisites, software, licensing, or third-party dependencies required to complete the integration.

68. Is there a preferred data exchange method (API, Webhook, or data lake) for integration with DAGS Public Works and PW Planning Branch systems, and can DAGS/CSD provide technical documentation or data schemas for those systems upon Offerors should provide their recommended approach to integration where native APIs do not exist.

69. Will DAGS/CSD provide access to a sandbox or test environment for integration development prior to go-live for each phase?

For integrations with DAGS/CSD systems, the Client will work with the selected vendor during the system design phase to determine the feasibility, availability, and security protocols required to provide test environment access or mock data sets. Offerors should clearly outline their testing environment requirements and any specific dependencies expected from the Client.

70. The RFP references 160 sites and 261 buildings across all phases. Can DAGS/CSD provide a more detailed asset inventory or facility list to help Offerors better estimate the scope of the Asset Logging Assistance requirement?

Not at this time.

71. For the “ability to use the CMMS as a service provider” requirement — approximately how many external facilities (libraries, schools, health centers, etc.) does DAGS/CSD anticipate onboarding as service recipients, and will those external facilities require their own user logins or portal access?

The facilities count and anticipated growth over the contract term are as described in the Phase Schedule. User counts are as provided in Attachment 1. The User Tier #3 is expected to include representatives from external facilities.

72. Regarding offline capabilities — what are the primary field conditions where offline access is expected (e.g., remote neighbor island sites, basement mechanical rooms)? This will help Offerors specify appropriate offline data sync architecture.

Per the RFP, the offline capabilities are needed while in-field without WIFI or cellular reception.

73. 9. Will DAGS/CSD be providing existing architectural drawings, MEP drawings, and floor plans in digital format (PDF or CAD/BIM) for import into the CMMS, or is the Offeror expected to source or digitize these?

See response to #54.

74. Does DAGS/CSD have a preferred cloud hosting environment (e.g., AWS GovCloud, Azure Government) or data residency requirement that the CMMS must comply with beyond the SOC2 minimum?

No. However, the proposed CMMS solution must securely integrate with the existing AWS-hosted 4dapt platform using industry-standard APIs and protocols. Offerors should describe their proposed integration architecture, security approach, authentication mechanisms, and any infrastructure or connectivity requirements necessary to support reliable, secure data exchange with the 4dapt environment.

75. Section 6 references a total of 188 maximum points for Product Requirements, but the category header states 176 points. Can DAGS/CSD confirm the correct total and provide the complete scoring breakdown?

The total of 188 points is correct.

76. Offer Form B requests all-inclusive pricing including GET. Should Offerors price all three phases in a single proposal, or provide phase-by-phase pricing? Please clarify whether implementation services, training, and ongoing SaaS/licensing fees should be itemized separately or bundled.

Pricing breakdown should be provided per the Offer Form B table.

77. The RFP states disposable inventory management should be excluded from current pricing but may be implemented in the future. Should Offerors provide an optional line-item price for this functionality, or exclude it entirely from the proposal?

This functionality should be excluded from the price offer. An optional line-item listed separately from the main proposal is acceptable but not required.

78. Given the complexity of the technical requirements outlined in this RFP — including multi-system integrations, phased implementation across 160 sites, and detailed qualification documentation — we respectfully request that DAGS/CSD consider extending the proposal due date by three (3) weeks, from July 17, 2026 to August 7, 2026.

Jimmy to respond. No plans to consider extension of proposal deadline.

79. To accurately prepare our response, please confirm whether other department facilities are included within the scope of this RFP.

Yes, to the extent possible. DAGS/CSD intends for the selected CMMS to be used as a service provider for facilities managed or serviced by DAGS/CSD, which may include facilities associated with other departments. Integration with data from other departments within DAGS, such as Public Works, is desired to the extent possible. Offerors are to follow the outlines as prescribed in the Evaluation Criteria section of the RFP and in the Description of Work.

Integration Requirements by System:

+ utilization and environmental metrics (10-60 min update frequency) captured by IoT sensors

+ equipment/asset attributes (condition, manufacturer, manufacture date, installation date), work orders (ID, type, issue category, issue date, cost), department, requester

+ GIS layer integrations where and if applicable Air conditioning equipment charateristics