FCMMS Questions_Responses_final.docx

3.8.21- Solicitation Questions.

PWS Reference, Question

1) 2.1.1, What is the current system that data is being migrated from?

1A: Current System Dude Solutions Maintenance Direct and PM Direct

2) 2.1.1, Who are the incumbents running the current system?

2A: Dude Solutions

3) 2.1.1, Will the operators of the current system be available to provide data extraction support?

3A: The Government POC will provide coordination support as necessary with current vendor.

4) 2.1.1, Please explain how the winning contractor can be expected to perform data transition work prior to the contact period of performance. Is it more correct to state that the data transition and system setup will be completed prior to system go live?

4A: PWS 2.1.1.1 addresses this. The data shall be transitioned prior to go live.

5) 2.1.1, Does the customer intend to accept the new system completely out of the box with no tailoring based on their specific requirements?

5A: The system “out of the box” must meet the requirements identified throughout the PWS.

6) 2.1.1, Assuming that there will be system tailoring and custom workflows to be built, will the customer provide Subject Matter Experts in the customer's business areas to provide those requirements and work with the development team to complete testing of the requirements once completed?

6A: Yes, however the government doesn’t anticipate any custom work flows or tailoring to be built.

7) 2.1.1, Will the customer have SMEs available to provide information on the organization's business processes so the system can be set up to match their needs?

7A: The Government POC will assist with this.

8) 2.1.2, Will the customer have SMEs available to provide guidance in the types of training they want delivered?

8A: Yes. See PWS Section 2.1.2 – Training

9) 2.1.2.3, In the requirement for training, does the customer mean that training must be delivered within 10 days of the go live date for the new system?

9A: The training must scheduled within 10 days after contract award and must be delivered/completed 5 days before performance start/go live.

10) 2.1.1, In a normal delivery of this type there would be a development system, a test system, and a production system so that continuous delivery of new functionality can be completed and the system properly tested each step of the way. That type of delivery is not called out in this PWS. Is this what the customer expects?

10A: The contractor migration plan in PWS in 2.1.1.1 and Technical Exhibit 7 addresses this. As the CMMS is expected to be an out of the box implementation on the contractor cloud servers, there should not be a need for in depth development and testing.

11) 2.1.8, What system contains the requisitioning process for spare parts and stocked items?

11A: As stated in 2.1.8, Requisitioning will not be performed in the CMMS.

12) 8.1.1, Does a FEDRAMP certified cloud SAAS solution meet this requirement?

12A: A cloud questionnaire will still need to be completed and reviewed, but FEDRAMP does help.

13) 8.2.2, Conflicts with 2.1.2.3 which requires training be completed within 10 days of award. This requires the first meeting with the COR to be completed within 10 days of award.

13A: PWS 2.1.2.3 states training will be scheduled within 10 days of award not completed.

14) How many users are expected?

14A: PWS 1.4.4 states no less than 3000 users.

15) It appears that the government is asking for a price for a thing, much like buying a truck vs an IT system that will require set up and customization based on the customer's requirements. Is that what was intended?

15A: The government is asking for a commercial off the self CMMS that meets the requirements identified in the PWS.

16) Will the government accept pricing for the software licensing and the cost of customization based on the customer requirements as separate CLINS?

16A: The government requires a commercial off the shelf solution and therefore a separate customization pricing is not needed.

17) 2.1.1, 2.1.1.1 - “The contractor shall be required to provide set-up of the CMMS prior to contract performance start and ongoing support continuously throughout the contract. Set-up shall be complete No Later Than (NLT) two weeks before contract performance start date. Set-up shall include, but not limited to:”

17A: Numbering error. Question 17 is part of Question 18.

18) Is the selected vendor expected to provide deliverables in advance of a contract performance start date? This would imply that this significant level of effort would be required that is unfunded or unpaid.

18A: Vendor will invoice for migration/implementation services. Pricing sheet has been updated to include CLIN for these services.

19) With this only being out 1 week, will the government consider extending the questions period for one more week to give contractors an opportunity to digest all of the documents and requirements?

19A: It is not the governments intent, at this time, to extend due date for questions.

20) Attachment 7, The government states "Vendors shall insert the proposed price in the pricing template provided at Attachment 7 to include the unit price, amount and total amount listed for the base year and option periods. Vendors shall fill out columns for the base year and all option periods of the template", However there is only 1 tab which includes only the total final cost for each clin. There are no base and option tabs. Does the government want detailed cost for the base and option tabs on separate tabs or does the government only want the final total proposed cost on the Table 1 Tab?

20A: Attachment 7 has been updated to read “vendors shall fill out all columns”. This is a firm fixed price contract and detailed “cost” is not required.

21) How would we be notified of the answers? How would we be notified of decision?

21A: The government will post an amendment to the solicitation addressing all questions via Beta.Sam. The government will also post notice of award via Beta. Sam.

22) Who are the end users? Are they represented on the selection committee? What is their Number?

22A: PWS 1.4.4 identifies the end users and number.

23) Who else is on the selection committee?

23A: Source selection is internal to the government and is not posted publicly.

24) Did you have demos of solutions that meet your requirements before? What did you like and dislike about them?

24A: Some product demonstrations were viewed. The vendors processes were similar, likes: Dashboard customization, system capabilities, work order submittal and task assignment. Dislikes: Systems differed in user role configuration, some lacked customizing of reports and system options.

25) Why are you trying to get a new system?

25A: Contract with current CMMS vendor expires.

26) What problem are you trying to solve with this RFP?

26A: To procure a new CMMS prior to the current contract expiration.

27) Is there an approved budget? Over what period? If so, what amount is it? What are the sources: federal funds, state funds, agency appropriated, etc?

27A: The Independent Government Estimate is internal to the government. This contract will be for a 10 year period (base plus 9 option years), utilizing agency operation and maintenance (O&M) funding.

28) What are the risks that you are concerned about going through this RFP? For example, is the delay in adoption by employees a risk you are concerned about?

28A: The government is concerned about not having an CMMS once the current contract expires.

29) Given the current affairs, Covid19 is causing delay in response time to RFPs’ we request extending the deadline for 15 days.

29A: It is currently not the intent of the government to extend the due date/time for receipt of quotes.

30) Can you list any systems that the new System needs to integrate with? Replace?

30A: PWS 2.1.5 identifies integration with QLIK. No other systems integrate. See 2A for replacement system.

31) Is there a requirement of data migration? If so, how many data sources are there? Any legacy systems? Any manual processes?

31A: PWS 2.1.1.1 and 2.1.1.2 explains the migration requirements.

32) Any requirement of a native mobile app? A native web app?

32A: A mobile app is an optional feature listed in 2.1

33) Who is the current vendor?

33A: See 2A above.

34) Is there any approval or consent by any entity whether internal or external that this RFP is subject to? Does a higher authority have a veto power to overrule this RFP?

34A: This is a request for proposals based on a known government requirement. Should that requirement change, DoDEA may amend or cancel the RFP. At this time, DoDEA intends to solicit and evaluate proposals and make an award decision based on the content of those proposals

35) In awarding RFP’s in the last 5-10 years, would you say that you awarded more to smaller companies or to larger companies?

35A: It is unclear how this question pertains to the requirements of the RFP, which is the scope of this question and answer series. Questions about DoDEA’s awards to small businesses should be directed to the Competition Advocate, Denise Blevins. She is available at Denise.Blevins@dodea.edu.

36) What is your preference: cloud or on-premise solution? Why?

36A: Cloud solution. See PWS 1.4.3

37) What is the ideal duration of the project?

37A: See Technical Exhibit 7 – Migration Plan

38) What are the desired deliverables?

38A: Deliverables are identified in the PWS at Section 5 Contract Deliverables.

39) Was a Request for Information (RFI) released for this same project? If so, please list respondents?

39A: No, a RFI was not released.

40) What due diligence have you done before releasing the RFP?

40A: The government conducted market research prior to releasing the RFQ.

41) Is there a standard for cell phones and are they provided by the city to employees or do they use personal devices?

41A: The government supplied cell phones are typically I-Phone. Only government supplied phones would be used if this option was exercised.

42) Is the proof-of capabilities (POC) demonstration script available for review and can the City provide a reference copy?

42A: The RFP did not mention a POC demonstration script and DODEA is not a city. It appears this question is mistaken or misdirected. In any event, there is not script available for review.”

43) Would you accepts features that are on the vendors roadmap to be developed as part of this implementation?

43A: No. The system must meet requirements at time of award.

44) Do you expect to import asset work history in addition to asset information?

44A: It is expected the vendor import the work history and asset information as required in PWS 2.1.1 .

45) Will Mobile be used in connected and disconnected mode?

45A: The government is not sure of what is being asked in order to provide a response.

46) Do you have an Asset Management Plan? If so, can you share it?

46A: We do not have an asset management plan.

47.) Can you please clarify " the requirement for the vendor to provide a link to a visual demonstration to the vendor’s proposed CMMS solution for independent viewing by the Government. " Will the Government be requesting a live demonstration? RFQHE125421Q3002 CMMS.pdf 47A: No, the government is not requesting a demonstration. The Government requires admin/super user/sys admin rights to properly test the vendor’s proposed CMMS solution. See Factor 1 – Technical Evaluation, Subfactor III – Usability/Functionality

48) Based on the information of supporting PK-12 worldwide, does the software need to support multiple languages? Attachment 1 - PWS 48A: No. PWS 1.4.4 states “Users of the CMMS will speak, read and write in the English language.”

49) Has a budget been identified for this project and if so, can you share? RFQHE125421Q3002 CMMS.pdf 49A: See 27A.

50) How would you like vendors to populate Implementation Cost? , RFQHE125421Q3002 CMMS.pdf 50A: Pricing sheet has been updated to include a CLIN for Implementation

51) Do you require vendors to provide software cost on Mapping and GIS Tracking software? , RFQHE125421Q3002 CMMS.pdf 51A: Yes. See updated pricing sheet.

52) How many users will require training? , Attachment 1 - PWS 52A: PWS 2.1.2.1 identifies user training

53) Can you please provide the CMMS solution you are using today? , Attachment 1 – PWS 53A: See response 2A above.

54) Can you please confirm if you are using a GIS system today? What solution are you using? , Attachment 1 - PWS 54A: We are not currently using a GIS system.

55) Can you please confirm how the new user accounts will be created? Wil you require a Data migration or an integration to an existing system? , Attachment 1 - PWS 55A: New users will be added by the government after migration. Existing users shall be migrated from existing system as stated in PWS 2.1.1.1.

56) Can you provide additional information on what other facility data you would like to transfer to the new system? , Attachment 1 - PWS 56A: PWS 2.1.1 identifies what is required to be migrated/transferred to the new system.

57) What types of assets are being maintained? (Furniture, equipment, computers) , Attachment 1 - PWS 57A: Technical Exhibit 4 provides the asset types.

58) Can you please confirm a Project Start Date and projected Go-Live Date? , Attachment 1 - PWS 58A: Please view Attachment 13 – Tech Exhibit. 7 Migration Plan

59) How many integrations do you require? Can you please identify the systems to integrate with and identify if they require a bi-directional feed? , Attachment 1 - PWS 59A: PWS 2.1.5 identifies one system. It is not bi-directional.

60) How many total users require access to the system? How many users will be required to login at the same time?

60A: See 14A for users. It is not known how many login at the same time.

61) Please define the number of users including for:

1. Mobile users / devices?

2. Administrative with complete read/write access?

3. Users with read/report access only?

4. Project Managers?

5. Power Users?

6. Desktop users? , Attachment 1 - PWS 61A: This cannot be answered the current system roles are not identified in this fashion. Total number of users is answered in 14A above.

62) Do employee BYOD or does the government provide the devices? , 62A: BYOD: Buy Your own Devices? The government does not provide devices to maintenance personnel.

63) Do technicians share a device with different shifts? , 63A: Devices are currently not being used by employees.

64) Will you use the new CMMS system for fleet management? , Attachment 1 - PWS 64A: No

65) Will you use the new CMMS system for key / security management? , Attachment 1 - PWS 65A: No

66) How do you currently manage inventory today? Do you manage warehouses and/or Self Service inventory locations (Trucks/Vans)? What system are you using? , Attachment 1 - PWS 66A: Each location manages differently, there are no large warehouses of inventory. Most locations have small stock they maintain.

67A: Inventory management is not automated in any location.

68) Do you track barcoding on assets and inventory? , Attachment 1 - PWS 68A: Barcoding is not currently used for assets or inventory.

69) Is Inventory Accounting used (Ex: LIFO or FIFO)? , Attachment 1 - PWS 69A: This is left to each location to manage.

70) Can you describe how you manage your safety programs today? , Attachment 1 - PWS 70A: Safety management is not part of this requirement.

71) Are you currently tracking condition assessments on facility or assets today? , Attachment 1 - PWS 71A: Condition assessments are not part of this requirement.

72) If you do track the procurement process, how is that done today? Do you require an integration to a financial system , Attachment 1 - PWS 72A: Procurement actions are not currently tracked. Purchase Order Management is an option item for this requirement that may not get picked-up.

73) What other systems (if any) are involved in the procurement process? , Attachment 1 - PWS 73A: The Government has a separate process for purchasing of supplies that will not interact with the CMMS..

74) Do you currently track hazardous materials and locations? , Attachment 1 - PWS 74A: Hazardous material tracking is not part of this requirement.

75) Are your assets grouped into systems, components? If so, do you follow a standard naming device? Uniformat, CSI, etc.? , Attachment 1 - PWS 75A: Asset information is in Technical Exhibit 4

76) Do you depreciate your assets? , Attachment 1 - PWS 76A: No

77) Does your organization want to track warranty information? , Attachment 1 - PWS 77A: Warranty tracking is not currently part of this requirement.

78) Do you track both the purchase price and overall life-cycle and maintenance costs of your assets? , Attachment 1 - PWS 78A: Purchase price and life expectancy are trackable items, but not populated in many cases.

79)How do you currently receive work requests? How many requests do you receive a month? Who can submit a request? Is there an approval process for routing a work request? , Attachment 1 - PWS 79A: Work requests are received electronically in current CMMS. Quantity of requested received varies by location, time of year and other factors within the schools. In January 2021 there were about 12,000 requests received. There is an approval process from the requestor to the technician.

80) How do you currently track request for maintenance or identify issues today? , Attachment 1 - PWS 80A: Preventive Maintenance schedules are built into the current CMMS which creates the work order for the specified task when needed.

81) Are the requests and work that you manage both asset-based and location-based? , Attachment 1 - PWS 81A: Yes

82) Do you currently have a Call Center to manage request? By phone? By intranet? By Email? , Attachment 1 - PWS 82A: No central call center. Request submittals are managed differently in each Region.

83) How do you manage dispatching of request today? , Attachment 1 - PWS 83A: Dispatching of work is determined by the maintenance Supervisor in each location.

84) Do you manage Service Level Agreements with internal and external vendors? , Attachment 1 - PWS 84A: No

85) Do other systems like a building management system (BMS) feed tickets to your maintenance team automatically? If so, what BMS do you use? , Attachment 1 - PWS 85A: No

86) Are there any other meter readings that you do today? If so, what are they? , Attachment 1 - PWS 86A: This is not part of the requirements.

87) Do you use both internal shops and external vendors to perform the maintenance? , Attachment 1 - PWS 87A: Yes

88) If external vendors are involved, how are you invoiced for the work they do? Do they require access to the system? , Attachment 1 - PWS 88A: All contracted vendors do require access to the CMMS. Invoicing is not part of this requirement.

89) Do you track labor and materials against the work order? , Attachment 1 - PWS 89A: see PWS 2.1.2.2 and 2.2.1

90) Do you charge back for the work order? , Attachment 1 - PWS 90A: This is not part of the Requirements.

91) Do you have service agreements and/or blanket purchase orders with your external vendors? If so, how are they managed? , Attachment 1 - PWS 91A: See 84A above

92) Do you ever defer work? If so, what is your process and/or protocol? , Attachment 1 - PWS 92A: Work can get deferred. Process varies as determined by the location maintenance Supervisor.

93) Do you monitor customer satisfaction for the work that your organization performs? If so, how do you monitor this? Do you send out surveys on completed work? , Attachment 1 - PWS 93A: Customer satisfaction is not part of this requirement.

94) Once a work order is created, how is it assigned and dispatched? , Attachment 1 - PWS 94A: See 83A above

95) Do you have a set of procedures that you attach to work orders? , Attachment 1 – PWS 95A: No

96) Do you have to coordinate the assignment and dispatching of work to multiple disciplines? If so, how do you do that today? , Attachment 1 - PWS 96A: If necessary, coordination is handled by the maintenance supervisor of the contractor or in-house worker forces.

97) Do you track timesheets as part of the work management process? , Attachment 1 - PWS 97A: No

98) Do you manage skills as part of the work management process? , Attachment 1 – PWS 98A: Yes.