Questions and Answers Posted

Supplier Q & A Template

RFQ Number: 44100-DBH0000288 RFQ Title: Computerized Maintenance Mgmt System Requesting State Entity: DBHDD RFQ Initially Posted to Internet: 1/10/2012 Issuing Officer: Vanessa E. Walker Date Questions Due: 1/20/2012 e-Mail Address: VEWalker2@dbhdd.ga.gov Date Answers Posted: 1/27/2012

The answers below are for questions received by the deadline of 5:00 p.m ET on 01/20/2012. No additional questions will be answered for this solicitation.

QUESTIONS AND ANSWERS

Questions

Answers

1. What system is currently being utilized?

MP2 6.0 Oracle Edition

2.

Will DBHDD accept a solution that can be accessed only via Internet Explorer or is it mandatory to support foxfire and chrome?

Mandatory to support Internet Explorer, Foxfire, Chrome.

3. Can the requirement for access through Firefox and Chrome be removed from the Mandatory Questions document?

No

4. 2

What exactly does DBHDD mean by Item 15 – Can Offeror’s solution manage JACHO/Health Care specific applications? Is this referring to Joint Commission’s applications designed specifically for Hospital/Healthcare facilities and must be able to update?

Solution must incorporate, capture, and document all Joint Commission standards and requirements such as Fire and Life Safety components. Examples: back-up generator testing; fire sprinkler inspections, etc. Solution must indicate Preventive Maintenance is a Joint Commission requirement.

5. Please provide further clarification on what is required for the question 16 “Can Offeror’s solutions provide DBHDD with automatic notification of updates to JACHO requirements?

As Joint Commissions standards change, Solution must notify user.

6. Does the CMMS need to interface with JACHO/Healthcare specific software applications?

If so, please list the applications.

If not, please provide further clarifications and examples of what the DBHDD needs.

Yes. Joint Commission standards and requirements that apply to DBHDD hospital operations need to be incorporated into the Solution. Examples: back-up generator testing; fire sprinkler inspections, etc.

Questions

Answers

7. 3

What is the total number of assets in the current CMMS at all six campus based hospitals?

531 Buildings.

5,300,000 Square Feet

8. 4

How many users will need to be trained at each of the six campus based hospitals?

30 provided unlimited remote training is available.

9. How many users at each of the six campus hospitals will need remote access to the CMMS on a handheld device such as a Smart Phone, iPad, iPod, or Pocket PC, etc?

20.

10. DBHDD states that it is looking for inclusion of the historical data of the old system into successful Offeror’s system. For each of the six campuses based hospitals, please provide the following information about the current

CMMS.

1) Application Name & Version:

(Example: MP2 vs. #. #, Maximo vs. #. #)

2) Database Back End: (Example:

SQL Server 7.0, Access 2000, Dbase IV)

3) Work orders: Less than 100K, 200K, 500K?

4) Less than 1K, 5K, 10K, 20K, 50K?

1) MP2

2) Oracle Server. Access 2000.

3) Approximately 20,000 work orders

4) Information not available at this time.

11. Please indicate “yes” or “no” if the following modules are to be converted.

1) Assets (equipment)

2) PM Schedules (Scheduling)

3) Tasks (Procedures)

4) Contracts

5) Work Order History

6) Materials/Parts/Inventory

7) Materials Purchasing

8) Resources and Vendors

9) Uploaded Documents

10) Other (please define)

1) Yes

2) Yes

3) Yes

4) No

5) Yes

6) Yes

7) No

8) No

9) No

Answers

12. What other applications would DBHDD want to interface with?

“NFPA Public Education” (nfpa@e.nfpa.org). NECplus.org. MS Office, e.g. Excel, Access, etc. Would also like to print reports in pdf format.

13. Section 1.7 of contract terms states an initial term of the contract is for one (1) calendar year from the execution date of the contract. The State Entity shall have four (4) one (1) year option(s) to renew. The cost worksheet only has one line item for the Total Cost of the

CMMS.

How can the offeror show the renewal cost for the hosted CMMS?

The cost worksheet is to include cost that is fixed and firm that the Department will pay for first year.

Renewal years should be equal to first year’s cost.

14. At a minimum, Offeror wants to show the cost to renew the hosting subscription for year 2 and beyond as per Section 1.7. There are multiple products and services to be priced to include:

Core CMMS Application Service Request Module CMMS for handhelds for mobile users Training Data Conversion of Old CMMS System

Section 5.2 states that alternate cost structures will not be considered.

May Offeror’s submit detailed price proposals in addition to the Cost Worksheet?

The Department is seeking an Offeror to propose a total fixed and firm price for providing service requested.

15. It is unusual for insurance companies and banks to issue performance bonds and letter of credit for software. The document states that a letter of credit needs to be in amount equal to annual value of contract. This contract will have a 1st year cost and an annual renewal cost.

1) Would the amount of the letter of credit need to be for the annual renewal cost or first year costs?

The Department is aware that vendors can procure performance bonds for software.

Offeror is expected to provide performance bond as stipulated in solicitation.

mailto:nfpa@e.nfpa.org

Answers

2) When would the State Entity release the offeror from the letter of credit?

16. Is there any additional functionality that DBHDD has in mind for this application?

Offeror’s solution definitely needs the ability to create customized reports in addition to any canned reports that come with the program. One example: a report depicting the Number of Emergency Work Orders broken down by shop for a Specific Month versus a report detailing the work done by each shop for that month.

17. Has DBHDD had any vendors perform a demonstration either online or onsite?

No.

18. Is this project currently funded?

Funds have been allocated.