B-28496 IWMS Questions and Answers 001 220718.pdf

State of Illinois Central Management Services

Integrated Workplace Management System

22-416CMS-BOPM4-B-28496

Questions & Answers

Q1. Whether companies from Outside USA can apply for this? (like, from India or Canada)

A1. Per Section D.9 of the Request for Proposal:

Unless otherwise disclosed in this section, all services shall be performed in the United States. This information and the economic impact on Illinois and its residents may be considered in the evaluation. If the Offeror performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Offeror.

Offeror shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Offeror received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

Q2. Whether we need to come over there for meetings?

A2. Means of communication and meetings will be held by mutually agreed upon mediums and may include electronic platforms and in person.

Q3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

A3. Please see response A1 above.

Q4. Can we submit the proposals via email?

A4. Per Section A.10 of the Request for Proposal Instructions, The Offer must be submitted by attaching each electronic Packet in BidBuy and labeled accordingly………Offers will not be accepted via fax, email or in paper format.

Q5. Are vendors for the state of IL allowed to use off-shore resources (In this case, they would be off-shore IT resources.)?

A5. Please see response A1 above.

Q6. Is this replacing the Statewide Facility Work Order system currently being provided?

A6. The Central Management Services (CMS) Bureau of Property Management (BoPM) is reviewing all options for managing work orders.

Q7. Is there an incumbent vendor? If yes, please provide their name.

A7. BoPM has multiple vendors that manage various functions covered in this RFP.

Q8. The RFP mentions portfolio of 670 owned/leased facilities. Could CMS BoPM provide additional details about the portfolio - Number of assets/equipment, contracts, WOs generated monthly/annually, facilities/capital projects and other key portfolio elements? Could you also provide some indication on the growth of these portfolio elements over the duration of 10 years of contract?

A8. CMS owns/leases approximately 320 buildings and holds over 350 leases in multiple buildings throughout the State. Although it’s difficult to quantify the exact number of equipment, Offerors should assume the number to be over 5,000. Multiple contracts for each owned and leased building exist. Over 500 work orders are generated per month and over 6,000 annually. Currently, there are 38 Capital Projects underway; however, each facility carries a pending list of capital project list for repairs/open issues. The number of owned and leased buildings is fairly constant; however, changes are a possibility.

Q9. Could you please provide approximate user base and project growth across the following user categories of the system? Please mention any user category we might have missed -

1) System Admin - Users with higher level access across the system

2) Facilities Administrators - Users responsible for maintaining facilities and associated information like assets, costs, roles, contracts, energy consumption etc.

3) Facilities Assessors - Users responsible for performing condition assessments for facilities, assets

4) Facilities Maintenance (Supervisors and Field Technicians) - Supervisors will be responsible for planning maintenance, assigning work orders whereas technicians will be performing actual maintenance using Work Orders

5) Lease administrators - Users performing lease administration activities

6) Project Manager - Users executing facilities/capital projects

7) Other user groups (Vendors/External Third parties)

A9. The State expects there to be three system administrators with full rights, twelve facilities administrators with significant rights, and up to 250 users with more limited rights. This expectation will be further refined in conjunction with the awarded Offeror.

Q10. Could you please confirm if CMS BoPM maintains space details using CAD or Revit drawings? If yes, then please indicate the number of CAD/Revit drawings? Does CMS BoPM expect the selected partner to upload CAD/Revit drawings?

A10. CMS data includes CAD, Revit and PDF files and drawings. The number of CAD or Revit files is difficult to quantify as nearly all owned buildings (approximately 320) may have either or both (CAD and PDF or Revit and PDF) files. CMS expects upload capability to include other items and any drawing files, including CAD. BoPM expects the awarded Offeror to assist with data migration. If this is not possible, or is prohibitively expensive, BoPM may be able to assist with the process.

Q11. Does CMS BoPM have detailed requirements or process flows available across all the proposed capabilities mentioned in the RFP? Or does CMS BoPM expect the selected partner to conduct requirements elaboration and business process workshops during the implementation?

A11. BoPM is in the process of conducting significant business and process analysis work in advance of a future contract. Some additional requirements analysis and business process workshopping may be part of the vendor’s implementation.

Q12. The requirements sheet mentions integration with SAP for Real Estate and Equipment information.

What other integrations - financial, inventory & master data - are expected as part of this program?

A12. BoPM currently manages systems that track buildings, work orders, and utilities. These systems utilize platforms including, but not limited to, SAP, SQL Server, and a .NET (dot-net) application. Not all integrations will be required.

Q13. Considering there are different capabilities - facility maintenance & management, Capital project planning, energy management etc. - required as part of the proposed IWMS system, would CMS BoPM prefer a single go live of all these capabilities or would be open to the possibility of phased go lives?

A13. CMS is open to phased go-lives, assuming all parties agree to the content of each phase prior to project kickoff.

Q14. Does CMS BoPM have any critical business timelines that require certain system capabilities to be live on or before those timelines? If yes, please provide additional details.

A14. No.

Q15. Could CMS BoPM confirm if the pricing and timeline should include both Mandatory and Desirable requirements mentioned in the Attachment A? Is CMS BoPM expecting to go live with both Mandatory and Desirable requirements at the same time or would it open to go live in multiple phases?

A15. All requirements outlined in the RFP should be taken into consideration when calculating pricing. Please see response A13 above regarding phased go-lives.

Q16. Could CMS BoPM confirm functionalities for which it would expect mobile interface like Work Orders, Assessments etc.?

A16. Work orders and assessments would be likely candidates for mobile interfaces.

Q17. Will CMS BoPM extract data from its current systems/sheets and provide it in data migration templates or does it expect the partner to perform data extraction and transformation?

A17. BoPM expects the data migration and extraction, transformation, and loading (ETL) process to be a partnership.

Q18. Could CMS BoPM provide an approximate volume of historic data (Work orders, financial data etc.)

that need to be migrated into the new solution?

A18. No. Offerors may expect to see volumes of invoicing (including utility billings), work order, and annual building detail summary data associated with the operation of ~1,000 distinct buildings.

Q19. Could CMS BoPM provide their expectations around training? Would CMS BoPM be open to partners using "train the trainer" approach for key users OR would CMS BoPM like partners to train all end users?

A19. BoPM expects the Offeror to provide training to existing end-users prior to initial go-live, including “train the trainer”.

Q20. What existing contracts will this RFP replace, if any?

A20. BoPM will evaluate proposals before deciding whether this system will replace one or more existing systems.

Q21. Are SME's empowered decision-makers, shop supervisors, or work control admin resources? Are they full time on the project?

A21. Subject Matter Experts (SMEs) will be primary decision makers and involved in the project; some of them manage shop supervisors. Significant decisions will be made by project sponsors (senior leadership). The State has two designated project managers assigned to this project, one from DoIT and one from CMS. Neither are working on this project full-time. Neither will be managing the system as administrators once a selected system would be implemented.

Q22. Who is responsible for custom development that may be needed or identified as a course of implementation?

A22. BoPM interprets this question to ask whether SMEs and State IT project managers will be authorized to request customizations. The answer to this question, based on our interpretation, is yes. BoPM expects most customizations to involve system configuration rather than significant programming; BoPM will be most firm with regard to customizations needed to meet regulatory requirements.

Q23. What is the States' PM experience managing complex IT projects? Are they part of the organization that is implementing?

A23. There are two IT employees of the State’s IT Enterprise Project Management Office and one of the Agency’s Project Managers who will be significantly involved in this project.

Q24. What are the business roles of project contributors?

A24. The business roles have been divided into four SME teams, each with defined roles. Those teams include operations, finance, integrations, and management/leadership. Each team is assigned a “Champion”, Team Leader, and SME(s). Project ownership and sponsorship is held by a senior agency leader. Project Management and Business Analysts are also assigned to the project. Significant customizations or configurations will be approved by the Project Sponsor.

Q25. Is there a required timekeeping system to which our solution must adhere?

A25. A phased project schedule laid out in Section D.4 of the RFP—subject to further discussion— is what BoPM expects the awarded Offeror to adhere to. Otherwise, there is no specific technology being used to track vendor project time.

Q26. Multiple external systems have been identified for integration/data exchange. Who will be doing data transformation services for those systems?

A26. Please see response A12 and A17 above.

Q27. What are the estimated user counts for (i.e., “number of”) Technicians, Supervisors, Administrators and Requesters?

A27. Please see response A9 above.

Q28. We seek clarification on Section D.9.3: Can any work be performed overseas? For example, can help desk and support services be performed overseas? Can we provide two price quotes - one for US-only services and one for hybrid services, with some services provided overseas?

A28. Please see response A1 above.

Q29. How many users and what kind of users will use system? (Managers, approvers, Techs, requestors, etc.)

A29. Please see response A9 above.

Q30. What is the priority for each of the following features listed in the RFP? Real Estate, Facilities management: operations, contracts, maintenance lifecycle, work orders, space, energy use and management, equipment asset tracking, and project planning.

A30. BoPM will work with the awarded Offeror on the potential phasing of the implementation of the features. BoPM will work with the awarded Offeror to identify priorities relative to their ability to provide services but will place a baseline emphasis on facilities inventory and operations management.

Q31. Regarding leases, does CMS just want to have historical and key lease information or is the goal to also manage leases in the system including financial transactions (i.e., schedule payments, invoices, accounting/journal entries, etc.) associated with leases?

A31. The expectation is that the system includes baseline property data for both owned and leased properties. This platform is not designed to be a lease management system, but CMS is open to various approaches to tracking and managing leasing facilities data.

Q32. Is there a go live timeline that is associated with this project? What is driving that timeline?

A32. No.

Q33. From what systems and how much data is to be migrated from existing systems?

A33. Please see responses A12, A18, A35, A41, and A42.

Q34. How many integrations (types & direction) will new system need to have?

A34. Please see response A12 above.

Q35. How many projects per year will be managed in the system?

A35. Project volumes will be commensurate with the regular maintenance and upkeep of between 300 and 400 owned properties per year.

Q36. What is the total square footage of space to be managed? What types of Space (Office, warehouse, Outdoor, etc.)

A36. Between owned and leased properties, CMS manages 25-30M square feet with a vast diversity of use functions, including but not limited to office, garage, parking, warehouse, storage, and open land.

Q37. In reference to M-13 [Capital & Project Planning], are there specific life cycle cost-models that CMS currently uses or prefers?

A37. No.

Q38. In reference to M-29/M30 [Import], what specific Office365 applications does CMS require the solution to have capabilities for import/export with?

A38. CMS may be interested in integrations with O365 applications potentially including, but not limited to, Outlook and SharePoint.

Q39. In reference to DES-21 [Cost Tracking], what financial system(s) will the solution need to be integrated with to capture actuals (paid) and revenues (receipts)?

A39. SAP Enterprise Resource Planning Software.

Q40. What are the sources of revenue the State will be tracking with the solution?

A40. CMS intends to use this system to consistently track chargebacks for real property related services for building occupants.

Q41. Describe the type and amount of data to be migrated from MVP Plant.

A41. BoPM intends to migrate work order asset management data associated with the maintenance of the State’s real estate portfolio over the course of the previous ten years.

Q42. Describe the type and amount of data to be migrated from CPROPS.

A42. This data is limited building detail information. Comprehensive Portfolio Review & Optimization for Performance & Sustainability (CPROPS) data may be deprecated and out of use by the time of implementation. If any data remains, CMS will work to ensure a smooth transfer of this data.

Q43. Please describe any other types of data (i.e., buildings, floors, spaces, leases, service agreements, contracts, capital projects, documents, work orders, etc.) to be migrated and indicate the number of records for each type.

A43. While not all buildings have all data requested in the RFP, it can be expected that most buildings in the State’s portfolio will include most details. The RFP details—most specifically in Attachment A—what types of data are required. BoPM may take advantage of systems that can collect and store other types of data.

Q44. Does the State use CAD drawings of the floors? Are the CAD drawings polylined? What CAD application (i.e., AutoCAD, Revit, MicroStation, etc.) does the State currently use?

A44. This varies from property to property, with drawing types including but not limited to AutoCAD, Revit, and PDF. CAD drawings are not polylined.

Q45. Does the Department of Central Management Services have an existing ServiceNow instance, or access to a state-owned ServiceNow Instance?

A45. CMS is a user of the Statewide ServiceNow instance.

Q46. Can the State confirm and amend sections D.8 AND F.1 to reflect that the third party IWMS software provider is not considered a “Subcontractor” under this procurement and subsequent contract?"

A46. A third-party IWMS software provider who authorizes an Offeror to sell or distribute its software as an authorized reseller or distributor is not a "subcontractor" pursuant to the Illinois Procurement Code for the purposes of this solicitation and resulting contract.

Q47. Has a project budget been established and approved, recognizing the availability of appropriation term?

A47. Available appropriations are not relevant to respond to the RFP.

Q48. Regarding Integrations – To confirm, is the Enterprise Resource Planning (ERP) solution in place today by SAP?

A48. Yes.

Q49. Regarding Integrations – Can you provide a list of applications that require an integration?

A49. Please see response A12 above.

Q50. Is there historical data that will be migrated from legacy systems into the new solution? If so, can you provide some scope for the type and amount of data as well as how many years of historical data is required?

A50. Please see responses A18, A35, A41, and A42 above.

Q51. What is the gross square footage to be managed/included with this IWMS?

A51. Please see response A36 above.

Q52. Attachment A, M-29 [Import]. “The system will provide data import capabilities with Microsoft Office applications (including Office365).” Can you provide further clarification or an example of this requirement?

A52. Please see response A38 above.

Q53. Attachment A, M-32 [Interface]. “The system will authenticate internal users through State of Illinois Active Directory.” It is our understanding that the State uses Okta for Identity Management/SSO. If so, would the chosen vendor authenticate through Okta or directly to the State’s Active Directory?

A53. The intention of the RFP is that employees will be able to access the system using their Statewide credentials and comply with all Department of Innovation and Technology (DoIT) security policies and procedures. Either Okta or Active Directory are acceptable authentication systems.

Q54. Attachment A, M-59 [Work Orders]. “The system will allow work order requests to be entered by authenticated external users (other State Agencies).” What type of authentication are you looking for from external users to be able to submit requests?

A54. Employees of other State Agencies appear in the same Active Directory/SSO referenced in A53.

Q55. RFP Document. “migrate data from multiple existing CMS BoPM databases and systems into the new IWMS solution”. Can you provide how many and what types of databases and systems will need to be migrated?

A55. Please see responses A18, A35, A41, and A42 above.

Q56. There are several mentions of integrations with other CMS applications, but only the integration with SAP for leased/owned real estate information is mentioned. What other systems would need to be integrated?

A56. Please see responses A18, A35, A41, and A42 above.

Q57. [Building/Facility Management] M-1 to M-8/DES-1 to DES-13:

• Is any FM data stored in any system other than MVP Plant?

• Where is real estate asset data stored and managed?

• Approx. how many active tickets are in the system open on average at any point in time?

• Are there current state business process workflow diagrams for FM?

• How many Full Time vs. Part Time (less than 20% of the workday) vs. Approval/Read only users do you perceive would be needed?

A57. In order of bullet points:

• There is no other source of Facility Manager performance data than MVP Plant. Building characteristics are stored in a variety of locations but do not include information such as life cycle costs or FCI data.

• BoPM has centralized much of its data in a SharePoint list, but other applications (.NET, SAP, and SQL-based systems) contain elements of asset data.

• Between 300 and 500 work orders are opened and closed each day. Open records are lower but have reached as high as 2,000.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

• Please see response A9 and note that most BoPM employees are full-time. BoPM users would likely have at least read-only access to a large majority of the system’s data.

Q58. [Capital and Project Planning] M-9 to M-13/DES-14 to DES-20:

• What is the current system being used?

• Approx. how many active projects are in the pipeline on average?

• Are there current state business process workflow diagrams?

• How many Full Time vs. Part-time (less than 20% of the workday) vs. Approval/Read only users do you perceive would be needed?

• Will existing projects be transitioned to the new solution when implemented? Or will these projects be run to completion using the existing system?

A58. In order of bullet points:

• BoPM does not currently track capital projects. This would be a new business practice.

• Please see response A35.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded

Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

• Please see response A9 and note that most BoPM employees are full-time. BoPM users would likely

• BoPM is open to a variety of approaches to managing existing projects.

Q59. [Document Storage] M-24/DES-22 to DES-25:

• What is the current system being used for document management and collaboration?

• What are the types and quantities of files to be migrated?

A59. In order of bullet points:

• CMS uses SharePoint, DocuWare, and shared network drives.

• Files include but are not limited to CAD renderings, image files, PDF files, and other Microsoft documents in volumes commensurate with the ongoing maintenance of 400-600 properties.

Q60. [Energy Management] DES-26 to DES-42:

• Are there current state business process workflow diagrams?

• How many Full Time vs. Part-time (less than 20% of the workday) vs. Approval/Read only users do you perceive would be needed?

• Is carbon reporting or more broad reporting relating to a particular ESG framework required?

A60. In order of bullet points:

• This resulting system would likely integrate with the SQL-based State Utility Data Management System.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

• Please see response A9 and note that most BoPM employees are full-time. BoPM users would likely

• Not at this time.

Q61. [Equipment] M-25 to M-27/DES-43 to DES-50:

• Approx. how many equipment pieces are in the database?

• Asset Management – Space, Facilities, need library, inventory of equipment/assets. Is expectation that the new IWMS will replace MVP plant. Does it have full inventory count capability or is it elsewhere?

• Are there current state business process workflow diagrams?

A61. In order of bullet points:

• Maintenance work is being captured in MVP Plant with some work orders being classified as preventative.

• At least 10,000 based pieces.

• BoPM is reviewing all options for managing asset inventory. MVP Plant and other systems have a robust record of equipment and assets, but additional data collection may take place.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded

Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

Q62. [Integration] DES-54: Could you provide current state data flow diagram(s) between any legacy systems and SAP?

A62. BoPM will work with the awarded Offeror in detail to map existing system data to the new system. An SAP integration would—if implemented—largely be for accounting purposes and would focus on associating invoices with individual buildings.

Q63. [Real Estate/Site Management] M-35/DES 59 to DES-60:

• Approx. how many new/active records are on average in the system?

• Are there current state business process workflow diagrams?

• Are all lease contracts fully captured in a systematic format?

• What is the confidence level in the lease data (high/med./low)?

• Would the currently systematically abstracted lease data need to be expanded upon (e.g.

abstract additional clauses)?

• Is the expectation that the Lease Accounting (GASB) is included in the scope or only Lease Administration?

• How many Full Time vs. Part Time (less than 20% of the workday) vs. Approval/Read only users do you perceive would be needed?

A63. In order of bullet points:

• Lease data is captured in a GASB-87 accounting program as well as in DocuWare and SharePoint.

These systems would not necessarily be replaced.

• Between 600 and 700 owned and leased properties.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded

Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

• Some lease data exists on all leases, but full lease data does not exist in a systematic format.

• Medium.

• No.

• No.

Q64. [Request for Expenditure] DES-71 to DES-75: Does the system need to have the ability to facilitate the bid process to external vendors?

A64. No.

Q65. [Space Management] M-46/DES-76 to DES-77:

• Are the CAD drawings in order (poly lined)?

• If Moves Adds Changes is included, does the system need to have the ability to facilitate the bid process to external vendors?

• Is there an expectation for space reservation capabilities?

• Are there current state business process workflow diagrams?

• How many Full Time vs. Part-time (less than 20% of the workday) vs. Approval/Read only users do you perceive would be needed?

A65. In order of bullet points:

• SharePoint and shared network drives are used to store much of this information.

• Please see response A44 above.

• No.

• No.

• When necessary, BoPM business processes may be adapted to fit solution proposed by awarded

Offeror. Part of BoPM’s preparation for a potential award is to document existing processes where appropriate internally.

Q66. In Section D.5 of the RFP, the “offeror” is asked to “provide a brief company profile and description”.

Please clarify if the term “offeror” refers to the integrated entity of the prime bidder including any subcontractors or whether the term “offeror” refers only to the prime bidder?

A66. The term “Offeror” refers to the prime bidder.