ITB-23-007B-Web-Based Maint Software Add No 1.pdf

James S. Hartsell Executive Director

State of Florida

DEPARTMENT OF VETERANS’ AFFAIRS

Office of the Executive Director 11351 Ulmerton Road, #311-K

Largo, FL 33778-1630 Phone: (727) 518-3202 Fax: (727) 518-3403 www.FloridaVets.org

Ron DeSantis

Governor Ashley Moody

Attorney General Jimmy Patronis

Chief Financial Officer Wilton Simpson

Commissioner of Agriculture

ADDENDUM NO. 1

SOLICITATION NO.: FDVA-ITB-23-007B

SOLICITATION TITLE: FDVA WEB BASED MAINTENANCE SOFTWARE

ISSUE DATE: FRIDAY, JANUARY 27, 2023

The following FDVA responses shall clarify or revise the requirements of Solicitation No. FDVA-ITB-23- 007B.

1) Vendor Question: Weather companies from outside USA can apply for this (like, from India or Canada)?

FDVA Response: No, we are not accepting bids from contractors outside of the United States.

2) Vendor Question: Weather we need to come over there for meetings?

FDVA Response: Yes, per ITB 23-007B page 12 a) Contractor Project Manager: Prior to commencement of project, Contractor shall appoint a Project Manager who will function as a liaison between Contractor and FDVA. Contractor’s Project Manager will be responsible for the overall operations statewide, coordinate all activities with FDVA Contract Manager, immediately report any adverse events to FDVA Contract Manager, and be available to meet with FDVA as requested (on location at FDVA Headquarters or specific SVNH). In the absence of Contractor’s Project Manager, Contractor will appoint an alternate to act on behalf of Contractor’s Project Manager. Contractor’s Project Manager does not have the authority to make any changes to the Agreement.

3) Vendor Question: Can we submit the proposals via email?

FDVA Response: No, per ITB-23-007B page 9 b) Respondent shall submit its bid by mail (i.e.

USPS, FedEx, or UPS) or in person (i.e. “by hand”) to the attention of the Primary Contact Person specified in Section I of this solicitation. FDVA shall reject any bid submitted electronically (i.e. via e-mail, on disc/drive, etc.).

4) Vendor Question: Section 2/Purpose and Scope (page 3) state and Section III (page 10) state “Contractor must be the publisher of the system software, as well as the owner of the intellectual property and source code.”

Does that mean you won’t accept bids from software manufacturer certified resellers of the software and you are only accepting bids from the software manufacturers themselves?

FDVA Response: No resellers accepted, must be the company providing the software.

5) Vendor Question: In light of the current situation and global focus on sustainability and the environment would the State of Florida consider accepting electronic submissions in lieu of paper copy submissions as not only do compiling the paper submissions consume resources themselves but delivery of those hard copy responses also uses resources? (Reference Section II, Number 12/Submission of Bid on page 9).

FDVA Response: No, per ITB-23-007B page 9 b) Respondent shall submit its bid by mail (i.e.

USPS, FedEx, or UPS) or in person (i.e. “by hand”) to the attention of the Primary Contact Person specified in Section I of this solicitation. FDVA shall reject any bid submitted electronically (i.e. via e-mail, on disc/drive, etc.).

6) Vendor Question: Would a Cloud Base secured system be acceptable for this project?

FDVA Response: Yes, we are only accepting SaaS for this bid.

7) Vendor Question: Will there be an option for sustainment and continuity?

FDVA Response: No

8) Vendor Question: For system development and qualification purposes, would a third-party audit be required?

9) Vendor Question: Would system SOPs be transferable?

10) Vendor Question: Is there a desired “Go-Live” date?

FDVA Response: ASAP following ITB. Clarification, suggestion of milestone dates:

Software Install within 30 days of award, Data Entry within 50 days of award, Training within 60 days of award. Go-Live within 60 days of award.

11) Vendor Question: What I the current Building Management System (BMS)?

FDVA Response: No Systems are in place.

12) Vendor Question: What is the motivation for replacing this system?

FDVA Response: There is no existing systems other than handwritten work orders

13) Vendor Question: What is the form and format of existing asset data to be migrated into the new platform (Work Order information, photos, related data)?

FDVA Response: There is no existing systems other than handwritten work orders

14) Vendor Question: Are there existing workflows that define business processes related to the maintenance of various asset types?

15) Vendor Question: How many assets are managed in the current system?

FDVA Response: Inventory plus building equipment

16) Vendor Question: How many asset types are included/or will be included in the new system?

FDVA Response: Infinite as required by FDVA

17) Vendor Question: Does the FDVA maintain As-Built drawings for the floor plans?

a. Are the drawings Updated and Current in the DWG Format?

b. Are the current AutoCAD / DWG drawings layers standardized and consistent throughout the drawings to show space and asset locations?

FDVA Response: a. Not in DWG format but only in PDF format. b. No, I do not understand the reasoning of this question.

18) Vendor Question: What FDVA business systems would you need the new Maintenance Software to integrate with?

a. Are the integrations bi-directional?

FDVA Response: It is a stand-alone system.

19) Vendor Question: What is the current Inventory Management system for supporting Work Orders?

FDVA Response: None Excel spreadsheet for all facility

20) Vendor Question: Is there any need to integrate the inventory system?

21) Vendor Question: What is the expected (existing) volume of ad-hoc and PM work orders?

FDVA Response: Approximately 20-30 per day per facility

22) Vendor Question: Does the FDVA plan to implement new or existing workflows?

FDVA Response: Both as work flows may change at any time and as decided by the maintenance managers.

23) Vendor Question: Does the FDVA have an existing library of PM procedures to be loaded into the system?

a. Are they available for all asset classes?

FDVA Response: No. a. No

24) Vendor Question: Is there any requirement to maintain and use As-Built drawings in support of

Work

FDVA Response: Not for my facility

25) Vendor Question: What is the expected user base for this system? Can you define the user base in terms number of users and access requirements?

- System Administrators

- Expected number of Primary users with access to the entire portfolio of information?

- Number of users with limited access to specific sites?

Number of Technicians and Field staff?

-Number of restricted users who can simply submit and track work requests?

FDVA Response: System Administrators – Largo question but I’d recommend the following:

FDVA Management, maintenance managers and administrators. Limited access – None.

Field Technicians and staff – 6 per facility. Restricted users that can only submit work orders. All FDVA staff with network access. Recommend an icon for each FDVA computer station

26) Vendor Question: Regarding HIPAA, can you please explain how HIPAA is related to compliance on the CMMS as there is no HIPAA compliance check or certification for CMMS systems?

FDVA Response: None Needed

27) Vendor Question: What are the actual HIPAA requirements for this opportunity?

FDVA Response: None Needed

28) Vendor Question: Will you accept a contractor that is a Certified Partner of the publisher of the software system as well as owner of the intellectual property and source code?

29) Vendor Question: If NO to Question 1, please provide the purpose for this decision.

FDVA Response: It is standard FDVA protocol.

30) Vendor Question: Would the FDVA consider utilizing another Florida State agency’s existing system that meets the requirements of the FDVA?

FDVA Response: Absolutely if it meets all requirements and criteria of the ITB 23-007B Section “III” Statement of Work

31) Vendor Question: Does the FDVA require the BMS system be a Standalone system?

FDVA Response: No, FDVA will only accept SaaS

32) Vendor Question: Will the system need to integrate into other State of Florida Systems? If so, please describe in detail the requirements.

33) Vendor Question: Will the FDVA consider references that have similar requirements as “long term care facilities”?

FDVA Response: Yes

34) Vendor Question: Will the selected contractor be required to perform Surveys, Inspections and

Audits? If YES, please provide details of the surveys, inspections and audit activity requirements.

35) Vendor Question: What is the Budge for the FDVA Web-Based Maintenance Software and Services?

FDVA Response: At this time budget has not been finalized

36) Vendor Question: Will the FDVA consider extending the RFP Delivery Date?

FDVA Response: No, per ITB-23-007B page 4 the Bid Due date as noted in the Timeline is Wednesday February 15, 2023 3:00 P.M. (local time).

37) Vendor Question: Does the FDVA require the use of FedRAMP Markeplace?

FDVA Response: Yes

38) Vendor Question: Does the FDVA have existing handheld units? If so please describe make and models and how they are currently being utilized.

FDVA Response: None

39) Vendor Question: Describe in detail with field data the inventory data and History that needs to be migrated or converted? What format is the Data?

FDVA Response: Any vendor familiar with this type of work order system should already have a vast knowledge of setup and functionality of maintenance work order systems.

40) Vendor Question: Are Preventative maintenance schedules and tasks currently defined? Will changes need to be made?

FDVA Response: Only in hard copy form with a few in Word format

41) Vendor Question: Please list all reports and the details of the reports required.

FDVA Response: See ITB 23-007B Section “III” Statement of Work Paragraph 11 Subset b)

Reports Requirements pages 14 and 15 of 38

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest concerning this FDVA decision must be timely received by FDVA Agency Clerk at: Florida Department of Veterans’ Affairs, Office of the General Counsel - Agency Clerk, The Capitol, Suite 2105, 400 South Monroe Street, Tallahassee, Florida 32399- 0001.

REMINDER: Make sure to fully execute and include Solicitation No. FDVA-ITB-23-007B Form “4” Addendum Acknowledgment with complete bid package submission. Failure to do so may result in respondent bid being considered nonresponsive.

Solicitation No. FDVA-ITB-23-007B is revised to the extent specifically amended by this Addendum.

Otherwise, all other terms, conditions, and provisions of Solicitation No. FDVA-ITB-23-007B remain in full force and effect.

As specified in Solicitation No. FDVA-ITB-23-007B, Respondents bids shall be delivered:

• PRIOR TO: 3:00 PM (local time), on Wednesday February 15, 2023.

• TO: Vincent Hyland Purchasing Specialist Florida Department of Veterans’ Affairs Mary Grizzle State Office Building 11351 Ulmerton Road, Suite 311-K Largo, FL 33778-1630

Sincerely, Vincent Hyland Purchasing Specialist Florida Department of Veterans' Affairs