AttachmentA_ IWMSMandatoriesDesirables_091522.xlsx
XLSX spreadsheet 44 KB Posted
- Attached to
- Integrated Workplace Management System
- Solicitation number
- 23-416CMS-BOPM4-B-31957
- Issued by
- St. Clair County, Illinois
About this file
This document is an attachment related to a state contract opportunity for an Integrated Workplace Management System issued by the State of Illinois. The attachment outlines the mandatory and desirable system requirements, including the ability to manage building and facility information, track capital projects and equipment, perform cost tracking, maintain a deferred maintenance list, provide robust reporting capabilities, offer role-based security, and enable work order management. The system is required to be cloud-based and have an intuitive user interface accessible via mobile devices. The contract opportunity has a bid buy number of 22-416CMS-BOPM4-B-31957.
The document also includes a list of desirable indicators for the system, such as the ability to report on annual reinvestment rates, calculate facility depreciation, perform strategic capital planning, integrate with existing systems, provide energy management capabilities, and support various reporting and user interface features. Offerors must respond to each mandatory and desirable requirement, indicating whether the proposed system meets, does not meet, or requires customization to fulfill the requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| B-31957 Forms A Section V.23.1.docx | DOCX document | |
| B-31957 Integrated Workplace Mgmt Request for Proposal_092222.docx | DOCX document | |
| B-31957 IWMS Pre-Bid Conference Information 092322.docx | DOCX document | |
| BEP ADDENDUM for B-31957 BEP Facilitation .xlsx | XLSX spreadsheet | |
| R-124856 Integrated Workplace Management System IWMS BEP Certified Vendors 220906.xlsx | XLSX spreadsheet | |
| Vendor Instruction for RFPs v22.2 02.09.22.docx | DOCX document | |
| B-31957 Forms B Section V.20.1.docx | DOCX document | |
| B-31957 NOA CMS BOPM IWMS.pdf | ||
| B-31957 QandA_final~1.docx | DOCX document | |
| Attachment - Notice of Electronic Submission Only v.22.1~9.pdf | ||
| Utilization Plan Version 21.0~19.pdf |
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Mandatories
| BidBuy #: | 22-416CMS-BOPM4-B-31957 |
| Title: | Integrated Workplace Management System |
| OFFEROR NAME: |
| Please provide a response in the order in which the elements are presented. The State will base its evaluation of Offers on the responses provided throughout the RFP and Attachment A. Offeror must display a high level of understanding of the requirements and the comprehensiveness in which their Offer best meets the needs of the State. |
In this section: Offeror must identify if the proposed system meets or does not meet each specific requirement.
| ID | Category | Requirement | Response Code |
| M-1 | Building/Facility Management | The user shall be able to link multiple facilities/buildings to real estate property (campus). | |
| M-2 | Building/Facility Management | The user shall be able to maintain Facility/Building information. | |
| M-3 | Building/Facility Management | The user shall be able to track linking of equipment to building. | |
| M-4 | Building/Facility Management | The user shall be able to perform cost allocation tracking, including work orders, energy usage, etc. | |
| M-5 | Building/Facility Management | The user shall be able to track facilities conditions assessments (inspections). | |
| M-6 | Building/Facility Management | The user shall be able to perform management and tracking of actual and projected expenditures and revenues for facilities administration. | |
| M-7 | Building/Facility Management | The user shall be able to track the Deferred Maintenance needs, costs and allow for prioritization. | |
| M-8 | Building/Facility Management | The system shall validate the address for geocoding. | |
| M-9 | Capital and Project Planning | The user shall be able to track warranties associated with projects and/or equipment replacements | |
| M-10 | Capital and Project Planning | The user shall be able to track the status of projects including in progress, hold, completion or something comparable. | |
| M-11 | Capital and Project Planning | The user shall be able to prioritize deferred maintenance and project needs. | |
| M-12 | Capital and Project Planning | The user shall be able to enter a budget number for a capital project. | |
| M-13 | Capital and Project Planning | The system shall leverage life cycle cost-model templates for renewal costs and physical life lookup. | |
| M-14 | Contact Management | The user shall be able to manage facility contacts (building owners, Local Office Administrators, Facility Managers, etc.) | |
| M-15 | Contact Management | The user shall be able to manage vendor contacts for service contracts. | |
| M-16 | Contact Management | The user shall be able to able to track the scope of services provided through maintenance contacts. | |
| M-17 | Contact Management | The user shall be able to track local agency representatives from State Agencies (external users) and other agencies. | |
| M-18 | Cost Tracking | The user shall be able to perform tracking of actual and budgeted expenditures and revenues for construction projects. | |
| M-19 | Cost Tracking | The user shall be able to perform tracking of actual and budgeted expenditures and revenues for maintenance and operational projects. | |
| M-20 | Cost Tracking | The system shall be able to perform and tracking of actual and budgeted expenditures and revenues for operational costs of contracted work. | |
| M-21 | Cost Tracking | The system shall be able to perform and tracking of actual and budgeted expenditures and revenues for annual maintenance and operating expenses. | |
| M-22 | Deferred maintenance | The system shall be able to maintain a deferred maintenance list in an exportable format. | |
| M-23 | Deferred maintenance | The system shall have the ability to track costs of deferred maintenance for buildings and equipment. | |
| M-24 | Document Storage | The system shall have the ability to store and attach documents. | |
| M-25 | Equipment | The system shall be able to track maintenance frequency. | |
| M-26 | Equipment | The system shall be able to track reactive and preventative maintenance. | |
| M-27 | Equipment | The user shall be able to enter manufacturer information on equipment, make, model, and serial number. | |
| M-28 | Export | The system shall have the ability to export data to PDF or Excel. | |
| M-29 | Import | The system will provide data import capabilities with Microsoft Office applications (including Office365). | |
| M-30 | Import | The system will provide the ability to export and store Microsoft Office (including Office365) and PDF forms. | |
| M-31 | Interface | The system will email messages/statements from the State of Illinois Email System (Microsoft Exchange). | |
| M-32 | Interface | The system will authenticate internal users through State of Illinois Active Directory. | |
| M-33 | Interface | The system shall have the ability to email notifications of trigger events. | |
| M-34 | Purge | The system/vendor will have the ability to purge records based on the agency-provided data retention schedule. | |
| M-35 | Real Estate/Site Management | The system shall be able to track the following, either through internal asset management or through integrations with existing systems: owned/leased real estate, lease expirations, building owners, lease expiration date, date of execution, facility service provider (state/vendor). | |
| M-36 | Reporting | The system shall provide robust reporting and management oversight capabilities, including but not limited to: notification alerts, canned reports and ad-hoc reporting features. | |
| M-37 | Reporting | The system shall allow data fields to be searchable, sortable and reportable. | |
| M-38 | Reporting | The user shall be able to schedule reports. | |
| M-39 | Reporting | The system shall provide a report to track and analyze assets in a holistic view of capital needs. | |
| M-40 | Reporting | The system will provide reports for Maintenance Work Order Reports (e.g. response time, time to complete work orders, total completed, and outstanding work orders). | |
| M-41 | Reporting | The system shall provide reports/assessments on deferred maintenance funding, major system replacements, major maintenance, and routine maintenance. | |
| M-42 | Reporting | The system shall provide a capital and operating expense report. | |
| M-43 | Role-Based Security | The system shall provide the ability for state personnel to have "administrator" or "super-user" authority. | |
| M-44 | Role-Based Security | The system shall provide the ability for administrators or super-users to update configurations and permissions of existing users. | |
| M-45 | Role-Based Security | The system shall provide the ability to customize visibility of fields by role. | |
| M-46 | Space Management | The system shall provide square footage tracking for all leased and owned state facilities. | |
| M-47 | System Platform | The proposed system will be cloud-based with the ability to expand storage. | |
| M-48 | User Interface | The system will have visually well-designed, intuitive and easy to use user interfaces. | |
| M-49 | User Interface | The system shall allow the ability to access the system and perform work from mobile devices. | |
| M-50 | User Interface | The system shall provide the ability to flag upcoming critical dates or required actions (both user and pre-defined). | |
| M-51 | Work Orders | The system shall provide the ability to perform batch updates to preventative maintenance for status, building information, labor rates, part cost changes (by users/administrators). | |
| M-52 | Work Orders | The system shall provide configurable workflow and approval paths for work order requests. | |
| M-53 | Work Orders | The system shall link work orders to a specific site, building, and piece of equipment. | |
| M-54 | Work Orders | The system shall generate work orders for preventative and reactive maintenance projects. | |
| M-55 | Work Orders | The system shall have the ability to setup automatic assignment of work orders (preventative maintenance based upon CMS schedule) to appropriate staff. | |
| M-56 | Work Orders | The system will enable BoPM personnel to assign work orders to state maintenance personnel and external maintenance personnel. | |
| M-57 | Work Orders | The system will enable BoPM personnel to create manual work orders. | |
| M-58 | Work Orders | The system shall provide the ability to prioritize work orders. | |
| M-59 | Work Orders | The system will allow work order requests to be entered by authenticated external users (other State Agencies). | |
| M-60 | Work Orders | The system shall provide the ability to setup notifications for work orders for users when completed. | |
| M-61 | Work Orders | The system shall allow other State Agency departments to enter and track status of Work Orders. | |
| M-62 | Work Orders | The system shall provide tracking of contact information to work orders. | |
| M-63 | Work Orders | The system shall track staff assigned to work orders. | |
| M-64 | Work Orders | The system will allow vendors to have the ability to update a work order. | |
| M-65 | Work Orders | A vendor shall not be able to close a work order. | |
| M-66 | Work Orders | The system shall track costs of equipment/tools/parts related to work orders. |
Desirables
| BidBuy #: | 21-416CMS-BOPM4-B-31957 | |||
| Title: | Integrated Workplace Management System | |||
| OFFEROR NAME: | ||||
| In this section: Offeror must identify to what extent the system fulfills the Desirable Indicator. Offeror must complete the Offeror Narrative for each Desirable Indicator. | ||||
| Failure to complete the Offeror Narrative for each desirable element will result in the Offeror being deemed non-responsive. | ||||
| ID | Category | Indicators | Response Code | Narrative |
| DES-1 | Building/Facility Management | The system would be able to report on the annual reinvestment rate to replace components within buildings as they become unusable. | ||
| DES-2 | Building/Facility Management | The system would be able to calculate Facility depreciation. | ||
| DES-3 | Building/Facility Management | The user would be able to forecast future facility renewal costs with the ability to adjust for inflation and complexity. | ||
| DES-4 | Building/Facility Management | The system would be able to automate annual updating of correction costs based on published inflation rate indices . | ||
| DES-5 | Building/Facility Management | The system would determine the Facility Condition Index (FCI). | ||
| DES-6 | Building/Facility Management | The user would be able to track and calculate the useful life of buildings. | ||
| DES-7 | Building/Facility Management | The system would be able to determine replacement cost of buildings, associated equipment and systems. | ||
| DES-8 | Building/Facility Management | The user would be able to adjust life cycle cost estimates based upon the physical location of the building and associated equipment. | ||
| DES-9 | Building/Facility Management | The system would calculate a current replacement value for every building and all equipment connected with the building. | ||
| DES-10 | Building/Facility Management | The system would be able to calculate a Net Asset Value for the building and associated equipment. | ||
| DES-11 | Building/Facility Management | The user would be able to track Life Cycle Costs for all major facilities components. | ||
| DES-12 | Building/Facility Management | The system would be able to analyze and model the standard life cycle deterioration of each facility. | ||
| DES-13 | Building/Facility Management | The system would be able to track a history of adjustments made to the building and associated equipment's physical life. |
| DES-14 | Capital and Project Planning | The system would have the ability to geocode projects. |
| DES-15 | Capital and Project Planning | The system would be able to build component capitalization and depreciation scenarios. |
| DES-16 | Capital and Project Planning | The user would be able to perform strategic planning of capital portfolio and outlay. |
| DES-17 | Capital and Project Planning | The user would be able to analyze assets to create holistic view of capital needs. |
| DES-18 | Capital and Project Planning | The user would be able to perform construction cost estimating. |
| DES-19 | Capital and Project Planning | The system would maintain a current replacement value for every building and associated equipment as well as be able to calculate Facilities Condition Needs Index, Facilities Condition Index, and Net Asset Value. |
| DES-20 | Capital and Project Planning | The system would recalculate the renewal cost for each buildings and associated equipment based upon provided renewal costs, unit of measure, and quantity. |
DES-21 Cost Tracking The user would be able to perform management and tracking of actual and projected expenditures and revenues for annual and monthly facilities administration
| DES-22 | Document Storage | The system would have the ability to search and index attached documents. |
| DES-23 | Document Storage | The system would have the ability to associate multiple types of electronic documents. |
| DES-24 | Document Storage | The system would be able to bookmark/index data to specific sections in an actual document. |
| DES-25 | Document Storage | The system would have the ability to create and manage parent/child relationships between documents. |
| DES-26 | Energy management | The system would have the ability to receive feeds of raw data from utility providers. |
| DES-27 | Energy management | The system would have the ability to track large numbers meters and associate them to buildings or portions of buildings. |
| DES-28 | Energy management | The system would have the ability to track up to 24 months of historical usage and provide trend analysis by building/meter. |
| DES-29 | Energy management | The system would have the ability to provide conversion of kilowatts hour (KWH) to british thermal unit (BTU) equivalent. |
| DES-30 | Energy management | The system would have the capability to reconcile electric bills with rate times KWH used. |
| DES-31 | Energy management | The system would have the ability to track contractual rates and automatically compare these rates to the rates charged on a bill, by utility provider. |
| DES-32 | Energy management | The system would have the ability to adjust past bills if the rate is restated by the utility provider. |
| DES-33 | Energy management | The system would have the ability to allocate utility charges to buildings or building tenants and have allocations prorated based on system calculation. |
| DES-34 | Energy management | The system would be able to allocate utility costs at the facility level. |
| DES-35 | Energy management | The system would have the ability to track scanned copies of the electric bills and associate them to a specific building or cost. |
| DES-36 | Energy management | The system would have the ability to download projected $/KWH and fuel adjustment data for use in budgeting for future energy charges. |
| DES-37 | Energy management | The system would have the ability to project usage by building based on historical usage and usage criteria (such as projected ambient temperature, occupancy, etc.). |
| DES-38 | Energy management | The system would have the ability to receive data from a utility provider with usage and rate tied to meters. |
| DES-39 | Energy management | The system would have the capability to reconcile gas bills with a rate times the amount used. |
| DES-40 | Energy management | The system would have the ability to track contractual rates and automatically compare these rates to the rates charged on a bill, by the service provider. |
| DES-41 | Energy management | The system would have the ability to project usage and rate based on historical usage and Natural Gas prices downloaded from New York Mercantile Exchange (NYMEX). |
| DES-42 | Energy management | The system would have the ability to monitor annual budgets versus projected costs for remaining months. |
| DES-43 | Equipment | The system would be able to do parts inventory management. |
| DES-44 | Equipment | The system would be able to track the geocoded location of the equipment. |
| DES-45 | Equipment | The system would have the ability to integrate with System Application and Products (SAP). |
| DES-46 | Equipment | The system would have a Barcoding function to pull information on building systems and equipment from mobile device. |
| DES-47 | Equipment | The system would calculate depreciation on equipment. |
| DES-48 | Equipment | The user would be able to track functional deficiencies on equipment. |
| DES-49 | Equipment | The system would be able to determine replacement cost. |
| DES-50 | Equipment | The system would allow for inventory of parts, materials, filters, accessories, etc. for routine maintenance |
DES-51 Export The system would have the ability to export the key performance indicators (KPI) in a scheduled and automated fashion.
| DES-52 | Import | Subsequent to initial bulk upload, the system would provide a tool by which the user could upload additional information in bulk. |
| DES-53 | Import | The vendor would migrate MVP Plant (current system) data into the new system. |
DES-54 Integration The system would provide text/mobile capability for after-hours support.
| DES-55 | Interface | The system would authenticate external users through Illinois.gov authentication. |
| DES-56 | Interface | The system would provide group email capability by location, type of business or other user defined field. |
| DES-57 | Interface | The system would provide the ability to email upcoming critical dates or required actions (both user and pre-defined). |
DES-58 Migrate The vendor would migrate the CPROPS data into the new system.
| DES-59 | Real Estate/Site Management | SAP integration for lease/owned real estate information. |
| DES-60 | Real Estate/Site Management | The user would be able to add custom fields (e.g. for coordinating with other systems SAP/BIDBUY) |
| DES-61 | Reporting | The system would provide a report to reflect the cost per square foot of a facility. |
| DES-62 | Reporting | The system would provide cost trend analysis reporting. |
| DES-63 | Reporting | The system would provide Facility Condition Index Reports. |
| DES-64 | Reporting | The system would provide a report showing leased versus owned real estate portfolio comparison. |
| DES-65 | Reporting | The system would provide a financial project management report. |
| DES-66 | Reporting | The system would provide ability to report/display the KPl's. |
| DES-67 | Reporting | The system would provide access to the database for user reporting with structured query language (SQL). |
| DES-68 | Reporting | The system would provide the ability to perform spatial data reporting. |
| DES-69 | Reporting | The system would provide the ability to send Customer Satisfaction Surveys. |
| DES-70 | Reporting | The system would provide the ability to automatically compile results of customer satisfaction suveys in reporting. |
| DES-71 | Request for Expenditure | The system would have the ability to provide a digital signature. |
| DES-72 | Request for Expenditure | The system would be able to upload and include supporting documentation for the Request for Expenditure (RFE) approval process. |
| DES-73 | Request for Expenditure | The system would be able to support multiple approval requirements. |
| DES-74 | Request for Expenditure | The system would provide the ability to change approvers. |
| DES-75 | Request for Expenditure | The system would provide the ability to see where a request is in the workflow/approval process. |
| DES-76 | Space Management | Users would be able to manage vacant space and associated cost tracking. |
| DES-77 | Space Management | The system would provide the ability to develop rates for facility. |
| DES-78 | User Interface | The system would have mouse-over field definitions and screen level user guide. |
| DES-79 | User Interface | The system would provide vendor service account look-up by a service account field, description of service, and contract date range via a picklist. |
| DES-80 | User Interface | The system would provide pop-up calendars for date selection. |
| DES-81 | User Interface | The system would allow for the loading of a custom lookup field to be added to a form (e.g. loading personnel labor costs). |
| DES-82 | User Interface | The system would have a screen allowing the user to select different overtime options. |
| DES-83 | Work Orders | The user would be able to perform work orders related to rooms within the building and provide notification. |
| DES-84 | Work Orders | The system would have the ability to organize, maintain and link information to see the history of work performed on specific assets/equipment. |
| DES-85 | Work Orders | The system would allow external (State Agency) contacts to track status of Work Orders. |
| DES-86 | Work Orders | The system would track the cost, number and type of parts/materials used on work orders. |
| DES-87 | Work Orders | The system would track costs of high-theft tools through the work order system (over $1,000 and DES to complete work order). |
| DES-88 | Work Orders | The system would track/assign shared equipment (air compressors, space heaters, etc). |
| DES-89 | Work Orders | The system would provide the ability to handle Emergency/After hours callout (text/mobile dial). |
| DES-90 | Work Orders | The system would track cost of labor (regular & overtime) related to work orders. |
| DES-91 | Work Orders | The system would provide the ability to automatically send a customer satisfaction survey to the customer after a work order is completed. |
| DES-92 | Work Orders | The system would calculate overtime based on a selectable option available to the user with options consistent with State overtime. |
Response Codes
| Response Code for ‘Indicator' | Title | Description |
| Y | Yes | Requirement will be met by proposed software; proposed software is operational in production use at other clients; can be demonstrated in base software. |
| N | No | Requirement is not available or will not be met by proposed software. |
| C1 | Customization 1 | Requirement will be met by customizing existing software or through the use of software tools provided in base product at no cost to the agency. |
| Note the following information in the Narrative column on the Desirables tab: | ||
| *Description of customization/configuration required | ||
| *Description of level of complexity | ||
| *Estimated duration of effort | ||
| C2 | Customization 2 | Requirement will be met by customizing existing software for an additional cost to the agency. |
| *Associated costs will need to be included in Packet 2, Pricing | ||
| Note the following information in the Narrative column on the Desirables tab: | ||
| *Description of customization/configuration required | ||
| *Description of level of complexity | ||
| *Estimated duration of effort | ||
| P | Planned | Requirement will not be met/provided, but is planned for a future release. Please specify target date for future release. |
| D | In Development | Requirement will be met by proposed software that is currently in development, in beta, or planned for release in the next 6 months. Please specify planned release date. |
| 3 | Supplied by Third Party | Requirement will be met by third-party software included in proposed solution. Please specify third party software and integration requirement being proposed. *Associated costs will need to be included in Packet 2, Pricing |
| Met |
| Not Met |
Sheet1
| Yes |
| No |
| C1 |
| C2 |
| P |
| D |
| 3 |
Glossary
| Term/Phrase | Description |
| BIDBUY | The State of Illinois eProcurement System. |
| Building | There can be multiple buildings on a site/property or at a given address. |
| CPROPS | Consolidated Properties List. A production application used for strategic planning, space requests, leasing, and data requests. |
| Facilities administration | Includes leasing, billback for leasing |
| Facilities components | HVAC, boilers, elevators, etc. |
| Facility Condition Index (FCI) | The facility condition index (FCI) is used in facilities management to provide a benchmark to compare the relative condition of a group of facilities. |
| Facility Needs Index (FNI) | Facility Needs Index (FNI) is one of several key performance indicators used by facility managers to ascertain health conditions and make resource allocation decision. The FNI is an extension of the Facility Condition Index (FCI) and Extended Facility Condition Index (EFCI) in that it also includes projected costs associated with future renewal, modernization and regulatory compliance. |
| Functional deficiencies | An assessment checklist. |
| High-theft tools | All equipment with an acquisition value (i.e., purchase price) of greater than $1,000.00, that is susceptible to theft must be properly tagged, placed in inventory in accordance with the procedures outlined below, and included as part of the annual certification of inventory. The categories of equipment identified below are included in this section: |
i. Power equipment (including, but not limited to lawn mowers, power tools, generators, and other lawn maintenance equipment);
ii. Vehicles (ALL – Regardless of acquisition value);
iii. Vehicle attachments such as salt spreaders and snowplows;
iv. Firearms (ALL – Regardless of acquisition value);
v. Fine art acquired through Capital Development Board (CDB) or other grant(s);
vi. Media equipment, including, but not limited to, cameras, lenses, TVs, and recording equipment.
| History of adjustments | History of improvements |
| Holistic view of capital needs | Evaluate useful life across buildings or critical equipment |
| Life Cycle Costs | Parts, labor, maintenance costs (oil, gas, …), commodities (filters) |
| Locations and Location Codes | As required by the Property Control Rules (Section 5101.240), all agencies must establish at least one Location Code. Because CMS has numerous physical offices and locations, multiple location codes have been established. Each location code consists of a ten-digit number. The first five numbers are the same as the appropriation number reported to the Office of the Comptroller. The next five digits identify the building, room, floor, garage, area, etc., in which the equipment is physically located. A report containing all current location codes, associated Property Control Liaisons, and location address may be generated through SAP. The location codes are to be used when completing property control documents, creating asset shells, and updating records. |
| MVP Plant | Current Facilities Management software used by CMS BoPM. |
| Net Asset Value | The net worth or book value |
| Picklist | A picklists is a configurable set of options from which a user can make a selection, typically in a drop-down menu or smart search list. You can define the picklists used in a system to limit the values a user can enter in a form, preventing them from entering an invalid value. |
| Property | Property will be defined as Building/Site, Real Estate/Lease, Equipment (either attached to building or that which can be inventoried) |
| SAP | SAP is the current system of record for inventory and financials. Effective July 1, 2018, CMS moved from the Common Inventory System (CIS) to the SAP platform for asset management. The SAP platform interfaces with AssetWorks from the Surplus Property Division and the Fleet System from Division of Vehicles. |
| Site | Real estate that can be the location of multiple buildings. |
| Standard life cycle deterioration | International Organization for Standardization (ISO) 14040:2006 describes the principles and framework for life cycle assessment (LCA) including: definition of the goal and scope of the LCA, the life cycle inventory analysis (LCI) phase, the life cycle impact assessment (LCIA) phase, the life cycle interpretation phase, reporting and critical review of the LCA, limitations of the LCA, the relationship between the LCA phases, and conditions |
| State overtime | Overtime specifications are located in the corresponding contracts associated with the employee (e.g. AFSCME, Teamsters, etc) |
| Track facilities conditions assessments | Inspections- process to be defined |
| Useful life | An estimate of the average number of years an asset is considered usable before its value is fully depreciated |
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