Asset Management RFP Questions V3.pdf
PDF 115 KB Posted
- Solicitation number
- 12052023Asset_a
- Issued by
- Marquette County, Wisconsin
About this file
This file contains responses to questions submitted by vendors regarding an Asset Management and Computerized Maintenance Management System (CMMS) Request for Proposal (RFP) issued by the City-County Information Technology Commission (CCITC) on behalf of Marathon County and the City of Wausau, Wisconsin. The RFP seeks a single shared solution to replace multiple existing asset management systems currently in use across departments including Parks, Department of Public Works, MetroRide bus service, and facilities management. The solution must support fleet vehicle maintenance, work order generation and scheduling for preventative and corrective maintenance on vertical assets (facilities and buildings) and horizontal assets (streets and sewers), job costing, stockroom and inventory management, and purchasing functionality. The City of Wausau currently operates on Esri ArcGIS Enterprise 10.8.1 and utilizes Azure environments with Microsoft Entra ID for multi-factor authentication, along with Power BI and SSRS reporting tools. Proposals were required to be submitted by 4:00 p.m. CST on December 22, 2023, via printed copy and electronic USB delivery in a sealed container. The implementation is planned to begin in the second quarter of 2024, with initial go-live targeted for Wausau Water Utility by end of 2024, followed by phased rollout to Department of Public Works and County Parks.
The initial implementation scope encompasses three departments with anticipated user counts of 120 total users including 80 mobile field users, 15 supervisors/dispatchers, 4 inventory users, and 5 reporting and analytics users, with approximately 20 admin users; future expansion is projected to reach 200 total users. The project involves 260 fleet vehicles and 260 additional pieces of equipment for Department of Public Works and Parks, and requires data conversion from existing systems including CFA SQL backend. Vendors are instructed to provide cost approach estimates for data conversion rather than fixed costs and may skip sections for functionality not included in their products. The solution must support device-agnostic mobile applications, integrate with Workday for purchasing and job costing, and accommodate multiple entities (City of Wausau and Marathon County) with department-level security separation. Demonstration of SOC II Type II compliance is required, though reports may be submitted separately from the proposal package.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment A Functional Requirements.xlsx | XLSX spreadsheet | |
| Asset Management Request For Proposal v2.docx | DOCX document |
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Question Answer What is your current Esri Platform and version? Answer:
City of Wausau is on ESRI ArcGIS Enterprise 10.8.1.
Under section C there is a statement asking for project dates and deliverables. IN Section 10 under the project management section, there is a statement that the schedule should not include dates but should break out the schedule in terms of weeks. Should we leave specific dates out or our response?
Answer:
A week by week plan or plan with task durations will suffice to address overall timeline. Milestones for deliverables should be noted in the relevant sections of the plan.
What AMS System(s) are currently being used across the departments? Answer:
CFA - Parks, DPW
RTA - MetroRide (City of Wausau Bus Service)
Facility Dude - Marathon County Facilities
How many of the listed departments are expecting to manage/track inventory in the solution? Answer:
Parks and City of Wausau Department of Public Works would track inventory.
For estimation purposes, how many distinct work activity types (Service Requests, Work Orders, Inspections) are expected to be defined per department?
Answer : We have a wide variety of work types across fleet, roadways, facilities and equipment.
Regarding the request for data conversion, what is the current form and format of the existing data? Is this a need for all of the listed departments?
How should the data conversion costs be presented?
Approach only?
Expected costs? This would require more details.
Answer:
With regard to Fleet, Parks and DPW are currently using CFA. CFA has a SQL backend that we are familiar with. We recently helped with the data conversion of inventory to a Fleet product the Marathon County Highway is currently using.
Data conversion of existing equipment and fleet PMs would be desired. Provide approach only with a rough cost model.
Cost are to be itemized as defined in Section G.1, for 3 departments as defined in Section G.2; what type of assets are expected in each department?
Water Utility
Vertical plant assets?
DPW
Fleet assets?
Horizontal Assets – Streets, sewers and water distribution?
Parks
Fleet assets?
Facilities – Buildings, equipment?
Answer:
This list is accurate.
Fleet assets at: Parks and DPW.
Horizontal Assets: Streets, sewers, water distribution at DPW
Vertical Assets: Wausau Water Plants
Park equipment.
I believe that Marathon County facilities would take charge of the Parks building maintenance. (Not in our initial rollout.)
For additional department costs, how should those costs be presented?
Cost approach?
Expected costs? This would require more details (similar to above)
Answer: Cost approach would probably be the most feasible response format at this point.
Is the intent for each listed department to go live with the system at the same time, or is it planned to be a phased rollout?
Answer: The intent would be to roll out to the new Wausau Water Facilities initially. Based on current resource levels we would probably schedule a phased approach to the City of Wausau Department of Public Works and the
Marathon County Parks Department.
Can we submit electronically by the 22nd, with the hard copy posted on the same date? No, a printed and electronic copy on a USB thumb drive of all proposal materials must be submitted in one sealed envelope or other container. The proposal must be received by CCITC by 4:00 p.m. CDT on Friday December 22th, 2023. Actual receipt is required by that time. Deposit in the mail is not sufficient. Submittals by FAX or E-Mail are not acceptable and will be rejected.
To address the request for comparison of hosted vs. SaaS solution options as requested in Section C.1.3, is the City/County currently operating in an Azure environment? Alternatively, what is the OS of the server where the application would be hosted?
Answer : Yes, we have multiple Azure Tenants. We can support Server 2022 down to 2016.
What system is the City/County currently using for two-factor authentication, if any? Answer : We prefer Azure Entra ID with the Microsoft Authenticator application for MFA.
How many printable reports are expected to be needed? Answer : We are not able to provide any specific reporting needs outside of standard asset management reports.
How many types of tasks or work orders are handled by the Marathon County and Wausau? Answer : We have a wide variety of work types across fleet, roadways, facilities and equipment.
2 User Breakdown` Could you please provide the actual user breakdown for clarification?
Mobile (Field) Users -
Supervisors / Dispatchers –
Inventory Users -
Read-only users -
Reporting and Analytics Users -
Answer : Best guess numbers for the initial 3 departments.
Mobile (Field) Users - 80
Supervisors / Dispatchers – 15
Inventory Users - 4
Read-only users - 0
Reporting and Analytics Users - 5
Can you please confirm the total number of unique users who will be accessing the new Enterprise Asset
Management (EAM) software?
Answer : 120 for the 3 departments, with around 20 admin users. We will be looking to implement first (Wausau
Water Utility, Wausau Department of Public Works and County Parks). In future we anticipate having 200 total users.
What is the maximum number of work orders completed per day and per year? Answer : We will have to research and provide answer on Vendor Net.
What reporting tools are already in place at Marathon County and Wausau (Power BI,SSRS,etc.)? Answer : We have just begun to use Power BI. And we are well versed in SSRS. Please be sure to indicate if your software relies on another reporting tool.
Has the Marathon County and Wausau received/seen product demonstrations from any asset management software vendors?
Answer : Yes. Over the past several years we have had several vendor demonstrations. The short listed vendors will be invited to demonstrate their software product.
What are the challenges Marathon County and Wausau is facing with the current system? Answer :
Work is still being managed on paper ( move to electronic work orders)
There is no mobile solution
Limited job costing functionality
No GIS integration
The current electronic systems in place provide limited functionality
Have multiple solutions across the organizations
What is budget assigned for this project? Answer : We will not be providing budget information at this time.
AtkinsRealis VUEWorks Asset Management software would like us to consider extending accepting date to
01/10/24 due to Holidays.
Answer : No. Responses need to be received by 12/22/23 at 4 pm CST via delivery.
Will Marathon County and Wausau consider extending due date by a couple of weeks? If not, will you consider accepting online email submissions?
Answer : No. Responses need to be received by 12/22/23 at 4 pm CST via delivery.
Will Marathon County and Wausau consider a complete offsite implementation? Or you expect the project resources to be available onsite during the implementation?
Answer : No the expectation is that there will be some onsite presence. Potentially for asset scoping and/or training.
What is the populations sizes? Answer : Marathon County is estimated at 140K and The City of Wausau is estimated at 40k.
What is the number of fleet vehicles? Answer : 260 fleet vehicles with 260 additional pieces of equipment for DPW and Parks.
If we can't respond to the purchasing requirements can we still respond? Answer : Yes. Provide response to the other areas of functionality included in the RFP.
Where can we send our additional questions. Answer : Please email to jenna.reil@co.marathon.wi.us. Submit by end of day Friday 12/15/23 4PM CST.
What is the anticipated project start date and desired go-live date for the solution? Answer : Our goal is to begin implementation in the beginning quarter 2 of 2024 and complete implementation for
Wausau Water Utility by end of 2024. Additional department implementations will be phased.
If a feature you request is under construction, would you accept it if it is completed after the award but before the finish of the project?
Answer : Please Include future functionality but it may not be scored as meeting the requirement.
What electronics are available in the field? Is there a standard for electronics in the field to employees or do they use personal devices?
Answer : We don’t currently have a mobile standard. Please identify the preferred mobile device for your product.
Any requirement of a native Android or iOS app? Answer : We would prefer a device agnostic mobile application for the product vs interaction with a website on a mobile device.
We'd like to inquire if the CCITC is willing to having a single instance of software for all departments, including Wausau Water Utility, City of Wausau departments (DPW, Engineering, City Bus Service, and
Facilities), and Marathon County departments (Parks, Highway, and Facilities), or if you are open to having a dedicated instance for each department. This is specifically related to the requirement noted in
Attachment A Functional Requirements question in row 210 'Ability to setup multiple entities for security and configuration purposes (e.g. City of Wausau, Marathon County; and Multiple Departments under each entity)'
Answer : We would entertain having a dedicated instance for each entity (City, County)but not for each department. We would like the ability to limit visibility between entities and departments.
Could we email the SOC II Type II report to you rather than including it in the response document? Answer : Yes, however failure to meet the standards could result in termination of any agreement or award.
If Purchasing module is not included as part of our product, may we skip responding to that section in
Attachment A Functional Requirements?
Answer : Yes, submit your response for the functionality you do provide
Do you have your current as-is business process and To-be business process defined that will be utilized to ensure alignment to software? If so, can you please share this with us?
Answer : We have multiple processes currently as we have multiple products. Implementation of a new shared solution will require modifications to the business process.
I have one question about the integrations. I don’t see any systems integrations listed or mentioned in the scope, although there are a few listed in the Functional Requirements sheet. Are all those integrations part of this project, and should we include them in our proposal?
Answer : Yes please include integrations as part of your proposal. Focus of integrations will be to and from
Workday for purchasing and job costing.
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