Amendment 1.docx

SAP

State of South Carolina

Request for Proposal

AMENDMENT #1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400028177 05/12/2025

BRITTANY GREENWAY

864 592-4670 greenwayb@sccsc.edu

SPARTANBURG COMMUNITY COLLEGE

PURCHASING OFFICE

107 Community College Drive Spartanburg SC 29303-4759

DESCRIPTION: SaaS Computerized Maintenance Management System

USING GOVERNMENTAL UNIT: Spartanburg Community College

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 05/28/2025 11:00am (EST) (See "Deadline for Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 04/10/2025 5:00pm (EST) (See "Questions from Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ONLINE BIDDING PREFERRED; If submitting Online in SCEIS please See Online Bidding Instructions in Section II.B. If submitting Hardcopy, submit One (1) Original Hardcopy marked “Original”, and One (1) Electronic (digital) Media Copy marked “Copy” (See “Electronic Copies-Required Media & Format” provision Section II.B.) Initial here if NO redacted copy is necessary___________

CONFERENCE TYPE: Non-Mandatory DATE & TIME: 04/10/2025 10:00am (EST)

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: SCC- LED 106

131 Community College Dr.

Spartanburg, SC 29303

You must submit a signed copy of this form with Your Offer. By signing, you agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of 120 calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) __ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015) DO NOT MODIFY THIS PAGE

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract-related notices should be sent.) (See "Notice" clause)

________________________________________________ Area Code - Number - Extension Facsimile

________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (5)(b)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (5)(b)

PAGE TWO (SEP 2009)

End of PAGE TWO

DO NOT MODIFY THIS PAGE

AMENDMENT #1

Solicitation #5400028177

AMENDMENTS TO SOLICITATION (JAN 2004)

The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

Questions from Offerors - amendment (Jun 2017) The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The “state’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential Offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows: underlined text is added to the original provision. Stricken text is deleted. [02-2a097-1]

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL INVITATION FOR BID.

5400028177- SaaS CMMS Data Management System Q&A

1. Requirements – Item #6. What is your expectations? What would you like to run in batch?

SCC’s Response: A list view of assigned Work orders with editable fields with the ability to add technician’s comments, time spent on task and work order status and a single button press to save edits to all work orders.

2. Item # 7 - Is there a specific format for printing your workorders?

SCC’s Response: A save able customizable report format would be enough cover this requirement. The ability to publish the format to selected users is preferred over having to recreate the report on individual accounts. Ex([building] [WO ID] [Status] [request text] [tech comment] [Time spent].

3. Item #13 - Have the ability to specify and link a lock out tag to an area? Please explain.

SCC’s Response: This was a feature seen in one of the demonstrations during market research. It should have been marked as assets not areas. The minimum function we are looking for is the ability to change asset status (in-service, out of service, Lock out). The feature demonstrated you could scan a lock out device and link it to an asset, that would update the asset status and change the asset icon on an asset map to locked out.

4. #48 - Have user-definable fields, per item type, available for equipment and vehicle records. Please explain SCC’s Response: this requirement is in relation to electrical mechanical assets. The specifications of this type of equipment largely depends on the category of equipment that is being recorded. Electrical equipment will have different specifications than a hydraulic pump and so forth. We're looking for the ability to accurately track specifications of our mechanical and electrical assets. Searchability is a key function that we were looking to have available.

5. #52 - Store vehicle/equipment records to include all pertinent information about specific equipment including, but not limited to, make, model, VIN number, license, inspection, purchase and warranty information with ability for manual update of records. Are we tracking any vehicle / fleet assets? Do you need any fleet management capabilities?

SCC’s Response: No fleet management functions are needed.

6. Have geographical campus mapping to identify location of Assets. Please elaborate. Are you expecting a mapping of your assets on a google map or similar layout? Do you have any GIS software?

SCC’s Response: This is a Key Feature we are looking to have included. We are not looking for google maps style, we have a GIS for buried utilities. We are expecting floor maps of our buildings. Admin editable, User filterable icons for assets in categories / sub-categories. Admins must retain the ability to add/delete/edit any object on the map, Including the background. IE. a room/ rooms on the map gets changed, we have the ability to change the map without having to replace / reposition all the objects to reflect the new configuration.

7. #65 - Provide mobile functionality for technicians on SSC issued devices (i.e. phone, tablets, etc.). Please confirm that a mobile responsive solution is sufficient and no separate mobile application or offline capabilities are required.

SCC’s Response: mobile responsive web pages are sufficient for this application. We're not looking for an offline capability in any way. Mobile applications are not encouraged or discouraged, If a mobile application is available it needs to be downloadable from the device OS App Store and not a side load installation on iOS or Android

8. #70- Allow for detailed specification data for each record. What does this mean?

SCC’s Response: this requirement is in relation to electrical mechanical assets. The specifications of this type of equipment largely depends on the category of equipment that is being recorded. Electrical equipment will have different specifications than a hydraulic pump and so forth. We're looking for the ability to accurately track specifications of our mechanical and electrical assets. Searchability is a key function that we were looking to have available.

Technical Requirement

9. #4 - Have customer configurable alerting system? To receive email alerts? What all alerts are you looking for? email, sms?

SCC’s Response: e-mail notifications is the bare minimum function that we are looking for the solution to support. The configuration aspect of this is to ensure that notifications go to the appropriate staff members. We are trying to avoid having emails go to supervisors about issues that are not in their purview. We've had issues with this in the past that supervisors would be getting notifications on work orders that were not part of their trade or their technicians. It is desirable but not required the SMS text notifications or push notifications be available for better integration with mobile devices.

10. #8 - Not have a limit on number of records or items. Please elaborate on your expectation.

SCC’s Response: solutions with a limit on the amount of work order and / or PM transactions that can be added to the database will not be considered. Pricing structures centered around transactional limits that are largely outside of our control will not be considered.

11. #13 - Mobile devices running Apple IOS and Google Android with a mobile App available in the respective app store. Please confirm that mobile app is not required.

SCC’s Response: mobile apps are not required

12. #17 - Be able to use web services, APIs, or other communication methods to interact with the other application. What is the “other application”? Will we need to factor any integrations?

SCC’s Response: this is not so much a requirement than it is a question of how does your software integrate and communicate with other programs. An example would be the ability to have a SSO log in using college credentials. Are there other commonly used applications in the higher education space that your solution has integration with.

General Questions

13. Attachment A & Attachment B seem to be identical excepting A is expecting YES/ NO answer and B is expecting a detailed response. For attachment B, are you expecting screenshots or just verbal description? Can this section be held confidential as it will detail all application features.

Number of Assets SCC’s Response: this depends on the solution vendor's definition of an asset. We have the expectation to be able to track work orders by campus, building, and room. And have this data correlate to physical assets, trades and technicians. The college consists of five campuses with 18 primary structures and six secondary structures. Major structures have on average between 50 and 250 classroom and office spaces. I can estimate that we have 3000 tractable spaces between these five campuses. One of our major issues with our current CMS system is our assets are largely missing from the system. Between our five campuses I estimate there are 2000 pieces of major equipment in our major HVAC systems, electrical panels, elevators, access controls, building automation panels, and fire panels.

It is our intention that during the implementation of the successful vendors solution that the vendors implementation team works with the facilities managers to survey the college’s buildings and room structure to ensure the database is structured properly to extract the data that the college is expecting to track. The implementation team is to work with facilities managers to identify key physical assets and target appropriate data from these assets to include the database. The successful solutions vendor is to provide the facilities managers with QR or barcode tags for each piece of identified equipment.

Volume of workorders SCC’s Response: our yearly average of work order volume is around 8000 work orders a year trending upward as the buildings age. This includes PM's and reactive work orders. This gives us a monthly average of around 675 PM's and work orders a month.

Number of users – field technicians / supervisors / admin etc.

SCC’s Response: 25 field technicians, 15 supervisors, 10 administrators

Budget Clarification:

14. Could you please confirm the estimated or available budget for this RFP? We would appreciate guidance to ensure our proposal aligns with financial expectations.

SCC’s Response: Budgetary information is not available to the public. Offerors are encouraged to propose a cost-friendly solution.

Minimum User Count / Concurrent Users:

15. Could you confirm the expected number of users or concurrent users that will access the system?

SCC’s Response: there's a possibility to have a minimum of 18 people concurrently using the system at any given time.

Integration Requirements:

16. The scope mentions required integration services, but there are no specifics provided. Could you clarify:

How many integrations are anticipated? SCC’s Response: we're not expecting any integrations beyond a SSO login integration. Our identified service is Azure SAML.

What systems are to be integrated? SCC’s Response: Microsoft login credentials (SSO) Any preferred methods or standards for integration? SCC’s Response: Azure SAML for identity.

Data Migration and Conversion Details:

17. The RFP references transferring, migrating, and converting current records/files. Could you please provide:

Estimated size/volume of data to be migrated? SCC’s Response: we've decided not to migrate any data from the current system. Solution is to be a fresh start.

Format and structure of the current records? SCC’s Response: not applicable Any specific source systems involved? SCC’s Response: not applicable

Custom Development:

18. The RFP includes a mention of custom development but does not detail the requirements. Could you please elaborate on the expected customization scope, if any?

SCC’s Response: I don't know any mention of custom development mentioned anywhere in the RFP there is an there is an optional desirable for a safety module. This module doesn't even need to be a module at all, the main function that we are looking for is the ability to catalog an online MSDS / SDS, which in reality could just be a function of a parts inventory as attachments to parts catalog within the database. There's mention in this desirable to be part of an environmental health and services group which also could just be a category in trade selection. This is the facilitate the tracking of environmental complaints trip hazards, air quality, safety concerns.

19. Wanted to know what the budget is for software and implementation?

SCC’s Response: Budgetary information is not available to the public. Offerors are encouraged to propose a cost-friendly solution.

20. Can you tell me the number of users to calculate licenses needed?

SCC’s Response: 25 field technicians, 15 supervisors, 10 administrators image1.png