App C - Web-based PM Software.pdf
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- Solicitation number
- PW-26-699
- Issued by
- California
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Web-Based Project Management System Requirements
This specification document outlines the City's requirements for contractor use of a web-based project management system for a construction project. The system specified is Orion Construction Management Software (OCMS) or similar, which will serve as the primary means for all data and document submissions throughout the contract duration. The OCMS will be accessible to the contractor's project managers, superintendents, subcontractor project managers, engineer's consultants, and design engineer. The system facilitates electronic information exchange, process automation, and overall contract management. The contractor is required to utilize existing forms within OCMS to the maximum extent possible and must submit information in this system as the primary method; the City will not respond to submissions made through other channels such as email. Paper documents are only permitted where explicitly required, and in cases of conflict between paper and electronic versions, paper documents will govern.
The contractor bears full responsibility for the validity of information entered into OCMS and must ensure all accepted users possess competency in computer use, including Internet browsers, email, CAD applications, and Adobe PDF software. The contractor must provide a list of key OCMS personnel for City approval and is responsible for user training beyond the three 4-hour training sessions the City will provide. The contractor must maintain computer hardware and software meeting Bentley Systems recommendations, with a minimum internet bandwidth of 128kb/s, and is responsible for all connectivity costs and upgrades without justification for contract modifications. The contractor is liable for internet connectivity issues and system response time delays, which cannot serve as grounds for time extensions or cost adjustments. The City may deduct actual costs for managing correspondence submitted outside OCMS from monthly progress payments. All OCMS system costs are considered incidental to the work and must be included in bid items with no additional payment permitted.
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WEB BASED PROJECT MANAGEMENT SYSTEM
A. The City will implement and utilize a web-based project management system for the duration of this project. The web-based system will be Orion Construction Management Software (OCMS) or similar and shall be utilized by the CONTRACTOR for the submission of all data and documents for the duration of the Contract. Access and instructions will be provided by the City. The OCMS will be made available to the CONTRACTOR’s Project Manager(s), CONTRACTOR’s Superintendent, Subcontractor Project Managers, ENGINEER’s Consultants and DESIGN ENGINEER. The use of this system is to facilitate electronic exchange of information, automation of key processes, and overall management of the Contract. The OCMS shall be the primary means of project information submission and management. The City will not respond to information that is submitted in any other manner when required to be submitted through the system. Paper documents shall only be submitted where required. If the event of a conflict between the paper documents and the electronic version, the paper documents will govern.
B. The City may deduct the actual cost of managing and archiving correspondence, or any other project related documentation, transmitted outside of the OCMS (i.e. email). Costs will be tracked on a time and materials basis and be deducted from monthly progress payments owed to the CONTRACTOR in the month the costs were incurred.
C. USER ACCESS LIMITATIONS: The City and their representatives will control the
CONTRACTOR’s access to OCMS by allowing access and assigning user profiles to accepted CONTRACTOR personnel. User profiles will define levels of access into the system; determine assigned function-based authorizations (determines what can be seen) and user privileges (determines what they can do). Subcontractors and suppliers will be provided access to OCMS through the CONTRACTOR. Entry of information exchanged and transferred between the CONTRACTOR and its subcontractors and suppliers on OCMS shall be the responsibility of the CONTRACTOR.
D. COMPUTER REQUIREMENTS: The CONTRACTOR shall use computer hardware and software that meets the requirements of the OCMS system as recommended by Bentley Systems to access and utilize OCMS. As recommendations are modified by OCMS, the CONTRACTOR will upgrade their system(s) to meet or exceed the recommendations.
Upgrading of CONTRACTOR’s computer systems will not be justification for a cost or time modification to the Contract. The CONTRACTOR will ensure that connectivity to the OCMS system (whether at the home office or job site) is accomplished through DSL, cable, T-1 or wireless communications systems. The minimum bandwidth requirement for using the system is 128kb/s. It is recommended a faster connection be used when uploading pictures and files into the system. OCMS currently supports Mozilla’s Firefox, Apple’s Safari, Google’s Chrome, and Microsoft’s Internet Explorer web browsers for accessing the application.
E. CONTRACTOR RESPONSIBILITY
1. The CONTRACTOR shall be responsible for the validity of their information placed in OCMS and for the abilities of their personnel. Accepted users shall be knowledgeable in the use of computers, including Internet Browsers, email programs, CAD drawing applications, and Adobe Portable Document Format (PDF) document distribution program. The CONTRACTOR shall utilize the existing forms in OCMS to the maximum extent possible. If a form does not exist in OCMS the
CONTRACTOR must include a form of their own or provided by the City representative as an attachment to a submittal. Adobe PDF documents shall be created through electronic conversion rather than optically scanned whenever possible. The CONTRACTOR is responsible for the training of their personnel in the use of OCMS (outside what is provided by the City) and the other programs indicated above as needed.
2. Provide a list of CONTRACTOR’s key OCMS personnel for the City’s representative acceptance. CONTRACTOR is responsible for adding and removing users from the system. The City’s representative may perform a security check on all potential users. The CONTRACTOR will be allowed to add additional personnel and subcontractors to OCMS.
F. CONNECTIVITY PROBLEMS: The CONTRACTOR is responsible for its own connectivity to the Internet. OCMS response time is dependent on the CONTRACTOR’s equipment, including processor speed, Internet access speed, etc. and current traffic on the Internet.
The City will not be liable for any delays associated from the usage of OCMS including, but not limited to: slow response time, down time periods, connectivity problems, or loss of information. Under no circumstances shall the usage of the OCMS be grounds for a time extension or cost adjustment to the Contract.
G. TRAINING: The City will arrange for up to three (3) 4-hour training sessions on the OCMS system to be provided to the CONTRACTOR. The days and times of the training will be coordinated with the CONTRACTOR following execution of the Contract.
H. Payment for use of the OCMS system shall be considered incidental to the work and included in other bid items in the Bid Form. No additional payment shall be made.
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