B-31957 QandA_final~1.docx

State of Illinois Department of Central Management Services

Integrated Workplace Management System

22-416CMS-BOPM4-B-31957

Questions and Responses

1. If an Offeror is unable to find resources to meet the requested BEP goal, is it okay to request a waiver?

RESPONSE: Instructions regarding the submission of a good faith effort waiver request are outlined in the Utilization Plan, Part III. If an offeror is unable to meet the full or partial published BEP goal, this process may be utilized.

2. Will customizations be accepted in the bid?

RESPONSE: Customizations to meet the outlined needs of the State may be included in the offeror’s proposal, however, the hourly rate for customizations identified in Section E of the RFP will not be used in the evaluation of the total price as the State is not obligated to accept customizations to the proposed solution.

3. Would the State consider a developed solution instead of a commercial, off-the-shelf solution for this bid?

RESPONSE: CMS’s desire for a commercial off-the-shelf solution is based on a desire to streamline development, implementation, and support. CMS views commercial off-the-shelf solutions as particularly cost-effective and resilient.

4. Why was the previous solicitation canceled?

RESPONSE: 22-416CMS-BOPM4-B-28496 was canceled in its entirety per Section 1.2040 (b)(1) of the Chief Procurement Officer for General Services Standard Procurement Rules as no responsive offers were received. Also, per E), the solicitation did not provide for consideration of all factors of significance to the State.

5. Is the state open to utilizing an application already owned by the State?

RESPONSE: Yes.

6. In reference to D.2, can you please expand on what SAP, SQL server and .NET applications you are referring to related to integrations?

RESPONSE: SAP is the State’s Enterprise Planning Resource (ERP) system for finance. SQL server may be used for reporting. CMS has a single .NET application that may or may not need to integrate with the proposed system. The State is transitioning to an API-first strategy, so exposing APIs would satisfy most if not all integration requirements (we use Mulesoft).

7. Can a sample be provided that clearly illustrates the level of detail the State is looking for with regard to the requested scope of work in the BEP Utilization Plan?

RESPONSE: Per the Utilization Plan, the Prime Vendor must include a detailed description of the work to be performed by each BEP/VSB subcontractor, including identified NIGP Class and Class Item commodity/service codes. Bidder should include specific information about the work to be performed by the subcontractor and the relevant NIGP code, not just the NIGP code description.

8. Could you please provide approximate user base and project growth across the following user categories of the system?

· System Admin - Users with higher level access across the system

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

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

· 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

· Lease administrators - Users performing lease administration activities

· Project Manager - Users executing facilities/capital projects

· Other user groups (Vendors/External Third parties)

RESPONSE: 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.

9. 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?

RESPONSE: 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.

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

RESPONSE: CAD drawings are not polylined. CAD files are currently available in AutoCAD and Revit.

11. Does the State use CAD drawings of the floor?

RESPONSE: Yes.

12. Considering different capabilities requirements. Would CMS BoPM prefer a single go-live of all capabilities or will be open to the phased go-live?

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

13. Does CMS BoPM have any critical timelines that would require certain capabilities to be live prior to others? Please provide those timelines and additional details.

RESPONSE: No.

14. Approximately how many reports are currently used to support the following business functions: Facilities Maintenance; Space Management, Construction Project Management, Lease administration and Accounting?

RESPONSE: 15 Total

15. 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?

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

16. The requirements sheet mentions integration with SAP for Real Estate and Equipment information. Could CMS BoPM provide all the required integrations and identify one-directional or bi-directional?

RESPONSE: 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. Integrations may be one- or bi-directional. APIs are preferred.

17. Describe the type and amount of historical data to be migrated to the new system?

RESPONSE: CMS will be able to produce flat files on work orders, building characteristics, and financial transactions.

18. Is the expectation that the Lease Accounting (GASB) is included in the scope or only Lease Administration? Please provide total number of leases.

RESPONSE: GASB accounting is managed by a separate system which will operate in parallel to this system. CMS holds approximately 350 leases.

19. Does CMS BoPM will require Lease Abstraction to be performed?

RESPONSE: No.

20. 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?

RESPONSE: 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.

21. Please clarify the statement that was made during the Pre-Bid conference that “the Offeror cannot be considered a disregarded entity since the State cannot pay a disregarded entity”?

RESPONSE: The Illinois Office of the Comptroller (IOC) cannot issue payments to a disregarded entity. Any further questions regarding this should be directed to the IOC Vendor unit at 217-557-3374 or 217-785-4449.

22. RFP Section A.23.3, clarification on price (Configuration vs. customization): The solution that we are proposing is configurable and when we price the solution, we are pricing a level of effort that includes configuration not customization. Time is involved for noted configurations, so time multiplied by the rate is required. Would the State prefer us to classify that as customization 1, and exclude this from total price or mark as YES with noted narrative and include in total price for evaluation?

RESPONSE: In general terms, CMS distinguishes configuration from customization in the following way: Configurations are minor changes that are regularly toggled from client to client—some examples may include those that are cosmetic or related to reporting field selection—and may be included in price. Customizations are more major changes—such as those that would require a fundamental change to the system, particularly if coding is required—and will not be scored on price (hourly rates are still requested).

23. Can you please share if there were any functional and/or technical requirements added to this RFP versus the previous version?

RESPONSE: Very few changes were made to the RFP. Of the few changes, most were clarifications resulting from the preceding Q&A session/pre-bid conference.

24. Will CMS accept BEP waivers if we are not able to find MWBE subcontractors with the skill set we need?

RESPONSE: The Commission on Equity and Inclusion (CEI) is responsible for the review of submitted Utilization Plans and Good Faith Effort (GFE) Waiver Requests. Approval of GFE’s is solely at the discretion of CEI. Offerors must ensure submission of all required documents outlined in the utilization plans.

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

RESPONSE: See response to question 8 above.

26. 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.

RESPONSE: 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.

27. For leases, do you just want to have historical and key lease information or manage leases in the system including financial transactions (i.e., schedule payments, invoices, accounting/journal entries, etc.) associated with leases?

RESPONSE: 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.

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

RESPONSE: No.

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

RESPONSE: Data may be migrated from systems managing property characteristics, transactions, and workorders. Migrated data from existing systems is likely to be in flat file format and is unlikely to exceed 10GB. That said, CAD files and PDFs are not in any specific system and are both larger and in need of loading.

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

RESPONSE: See response to question 6 and note the State’s preference for APIs (we use Mulesoft).

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

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

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

RESPONSE: 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.

33. In reference to M-13, are there specific life cycle cost-model that the State currently uses or prefers?

RESPONSE: No

34. In reference to M-29/M30, what specific Office365 applications does the State require the solution to have capabilities for import/export with?

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

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

RESPONSE: SAP Enterprise Resource Planning Software

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

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

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

RESPONSE: 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.

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

RESPONSE: This data is limited to 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.

39. 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.

RESPONSE: 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.