RFP 24-009 Addenda 1 Enterprise Asset Management System~1.pdf

24-009 Addenda 1 Enterprise Asset Management System Page 1 of 5

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS RFP 24-009

ENTERPRISE ASSET MANAGEMENT

ADDENDUM #1

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 24-009. This Addendum and any exhibits to the Addendum must be acknowledged on Exhibit 1 with the submission of a response and will be incorporated into the final Contract.

The following changes, clarifications and SAMTD responses to questions posed to date are hereby provided to all proposers:

IMPORTANT: SAMTD has agreed to extend the submission due date as reflected on the cover page and Part 3.A. to September 19, 2024 no later than 5:00 PM PST. Proposals may be submitted any time prior to this deadline.

Question RFP Reference (if applicable)

Response

If FleetNet is offering a SaaS solution, why is SAMTD not going with that solution?

Are there gaps in the functionality in FleetNet and is SAMTD looking for a more robust solution?

Part 2.A Introduction & Background

1. FleetNet no longer exists as the company was acquired by Avail who spent the better part of four

(4) years migrating/converting FleetNet to Avail's cloud based solution. SAMTD does not have an active contract with Avail for this cloud solution, instead we have been paying for maintenance annually. SAMTD policy, and FTA requirements dictate that we issue a competitive procurement to ensure we hav a long term contract with the supplier who best meets our needs.

2. FleetNet, as we currently use it, does not meet our needs. Similarly, it is an aged system and does not work efficiently. Staff identified a need to replace the solution and has spent considerable time and energy drafting the Scope of Work and Compliance Matrix with the goal of encouraging the market to not only meet our stated needs, but present possible value added offerings.

Is the purpose of this RFP to REPLACE this EAM system (FleetNet)?

Can you list any other systems that the new system needs to replace?

Part 2.A Introduction & Background

Please fully review the Requst for Proposal document as well as the Compliance Matrix. The third paragraph of Part 2.A describes the other systems required for integration. This is also discussed at length in the Transcript for the Pre- Proposal meeting that was held on 7/16/2024.

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The new solution must integrate and provide export data functionality with:

Tyler Technologies Enterprise ERP for financial and payroll modules Fuel Force for fluid and fuel usage monitoring/inventory functions Avail Technologies Dashboard for CAD/AVL functions Some portions of Tyler Technologies ERP and Trapeze software, which is used for dispatching, are on premises (“On Prem”).

Any proposed SaaS solution must seamlessly work/integrate with the On Prem modules " Are these bi-directional interfaces?

How many interfaces will be involved?

Can you list any other systems to which the new system needs to interface?

Part 2.A Introduction & Background

Please fully review the Request for Proposal document as well as the Compliance Matrix. The third paragraph of Part 2.A describes the other systems required for integration.

We respectfully request a two-week extension to the August 29 due date for this RFP in order to provide the best possible response to SAMTD

Cover Sheet Part 3.A Procurement Schedule

SAMTD will extend the submission deadline to September 19, 2024 no later than 5:00 PM PST

Would it be possible to receive an unprotected copy of the matrix excel file?

We like to have a working copy to make our own internal notes rather than apply these notes to the master.

Exhibit 10 - Compliance Matrix

No. There is a column within the Matrix to make notes that is not locked available for use.

How would we be notified of the answers?

How would we be notified of your decision?

By the time we receive the answers to our questions, we would not have enough time to prepare our response. Would you please extend the deadline by 30 days after we receive answers to the questions?

Part 3.A Procurement Schedule Part 3.D Questions, Clarifications, Request for Deviation, Substitution or Approved Equals

SAMTD staff is working on ensuring all questions and alternate requests are addressed by the SAMTD Clarification Response timeline outlined in the Procurement Schedule. For this solicitation, Staff intend to issue addenda regularly prior to that date to ensure proposers have adequate time.

Addenda published to OregonBuys will be the only way SAMTD will respond to questions to ensure accuracy, timeliness and transparency.

SAMTD will extend the submission deadline to September 19, 2024 no later than 5:00 PM PST

Bullet #14 “Begin review and validation of FleetNet data and ensure it meets the appropriate data element type formats, and all required fields have been provided" and Bullet #15"Coordinate existing FleetNet data download to be integrated to Test environment, if applicable " For the requirement of data migration, how many data sources are there? Any legacy systems? Any manual processes?

What data do you expect to import?

Assets? Resources? Work History also? Please provide a list.

Can you list any other systems for which the new system needs to migrate data?

Part 2.B Technical Requirements & Scope of Work. PHASE 2.

SAMTD Responsibilities

One data source. All fleetnet data is in a SQL database. No legacy systems besides Fleetnet. The process for tracking odometers after fueling is arduous and error prone. This would be a prime candidate for automating.

Data expected to import: Work order information on vehicles, asset information, parts inventory information

There is not any other systems for which the new system needs to migrate data.

GIS – What is your GIS environment like?

(What GIS system(s) do you use? And do you anticipate staying with that, or upgrading in the near future?)

Part 2.B Technical Requirements & Scope of Work. PHASE 3.

Vendor Responsibilities and Deliverables

ARC GIS Map, parent company ESRI Arc GIS Mapping, is our current Geographical Information System provider. Arc GIS is on a server. Not on cloud yet but intend to transtion to the cloud to ARC GIS online. We anticipate staying with this provider in the near future.

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Section 2B mentions configuring the mapping GIS module. However, there is no equipment requirement in the Matrix regarding mapping. Can you elaborate in this requirement?

Part 2.B Technical Requirements & Scope of Work. PHASE 3.

Vendor Responsibilities and Deliverables

Atsim will have all of the latitude and longitude locations in the system. Bus stop inventory google sheet has all shelter, signage, trash can, and other amenities. The Atsim and bus stop inventory google sheet will need to be imported into the new maintenance software.

Would you please provide the entire sentence?

Exhibit 10 - Compliance Matrix. EAM-102

a. Utilize Telematics functionality to notify management teams of error codes and potential issues as flag by vehicles of on board monitoring systems where available.

Any requirement for mobile (field) applications? (Any requirement of a native Android or iOS app? Any requirement of a native web app?). If so What electronics (mobile devices, tablets, Windows devices such as Surface Pro’s) are/would be available in the field? Is/would there be a standard for electronics in the field to employees or do they use personal devices?

Exhibit 10-Compliance Matrix. EAM-103

We currently do not see this as a need through this project however, if the proposers want to offer an option, we are open.

What is/are the biggest bottleneck(s) to your existing workflows?

Lack of integration is a bottleneck. Desire to complete monthly export of parts and fuel usuage into Tyler Munis finance system. Currently manual, would like to be integrated. Lacking of reporting and getting information for reporting from our current software is a bottleneck. The use of this outdated program is a bottleneck itself. It takes up to 11 minutes to boot up on a laptop. The existing program is no longer supported, operates slowly, and is out of date.

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.?

SAMTD will utilize FTA 5307 funding for this acquisition, therefore Federal Terms and Conditions (Appendix C) will govern the contract.

In an effort to encourage competition as well as ensure that SAMTD accurately outlined the project goals and expectations, SAMTD does not publish individual project budgets

Any restrictions on where developers are located?

Appendix B - Sample SaaS Contract

Proposers are directed to review Appendix B at length. Section 18.4 requires that SAMTD data remain with the continental United States. Any develoment that occurs offshore that requires any SAMTD data will be prohibited.

What is your preference: cloud or on-premise solution? If cloud: Is that so you reduce your IT burden (by eliminating the need to manage the hardware) or to make the software accessible by mobile devices?

Part 2.A Introduction & Background

"SAMTD desires the new solution to be provided in a SaaS model"

If a feature you request is under construction, would you consider it meets the requirement if it is completed after the award but before the finish of the project?

Part 4 - Proposal Evaluation Exhibit 10-Compliance Matrix

Please complete Exhibit 10 and provide detail behind the feature that is "under construction".

Did a third party or a consultant help prepare this RFP? Are they on the selection committee? Please name them.

SAMTD staff conducted it's own research to create the scope of work. SAMTD procedures keep the names of the Source Evaluation Committee confidential during the solicitation process.

Did you (you or a 3rd party who helped with the RFP) have demos of solutions that meet your requirements before? What did you like and dislike about them?

No, the Source Evaluation Committee has not had any solution demos prsented to them.

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How many total assets and what types and classes of assets are being included?

Currently we have 68 local. 43 LIFT, and 19 Regional. As far as the classes of assets that we have heavy-duty buses that are diesel, compressed natural gas, and Battery electric. And then anything from a passenger car minivan to a three-quarter ton shop truck. And then cutaway buses as well. The electric vehicles require additional equipment that is just now being installed. There will likely be some additional equipment SAMTD has never really had maintenance on before that will need to be considered.

Would you include facilities as well as part of the asset management?

Yes

[Would you include] Shop Equipment as well?

We don't currently now but we would like to get it there. We also have all the non Revenue vehicles and stuff that will be in there too. So probably another 30 of those ball park guess will be added, And then a few dozen a shop equipment type things

Please provide a copy of the latest Asset Management report or asset list.

Provided as Exhibit A to Addendum #1 (excel document)

Will connected IT and non-it a non-serviceable serviceable also be included.

Smart Vehicles, charging stations, building management systems, HVAC, etc. or are you only looking to manage the physical footprint of the fleet assets within this effort?

SAMTD does not do this currenlty, however we are open to reviewing proposed options as it would be nice to have the ability to track other shop equipment and to schedule preventative maintenance.

[What are] number of work orders generated each month?

700 per month average for the last 3 months

What devices are the field agent/tecs documenting on if mobile, iOS or Android?

Only facilities workers are handling work orders on their smartphones, but those are specific to bus stops and shelters. Vehicle technicans are not using a mobile solution currently

[Referencing EAM-46] Wondering what you guys were doing with linear assets.

SAMTD does not have linear assets that will be tracked within the system.

Are you tracking the routes and everything right now? Are you tracking where the vehicles are on specific routes that are specific given time? Using Google Maps or something like that as a tool to see it?

SAMTD is migrating from GMV Synchromatics to Avail Technologies Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL) to track routes and vehicles

Is there a potential for integrations between that [CAD/AVL] and the new system?

Yes. An integration would be ideal

Will SAMTD have Health and Welfare on the vehicle included with Avail Technologies? For example, Oil pressure, tire pressure, Is it approaching a PM just information from the vehicle itself? This information helps us understand all integration requirements.

To a certain extent. SAMTD will know more after factory acceptance testing for the CAD/AVL.

[What are] The expected workflows between the EAM and Tyler ERP? The Matrix seems to indicate that it's primarily for labor costing, but are there additional Integrations that are expected beyond that? For example, PO’s or requisitions, parts request anything like that that needs to flow back and forth between EAM and Tyler.

SAMTD would like to be able to have our inventory purchases with PO's or requisitions for parts flow back and forth between Tyler and the EAM. This would also include parts usage and how those are expensed against work orders.

Provide the expected scope of the historical data that you'd like converted.

We have to follow Federal requirements when it comes to the maintaining legacy data and tracking

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How far back are you looking to have data pulled in?

assets from acquisition through useful life.

Will the recording of the Pre-Proposal be available?

SAMTD will provide the transcript with Addendum #1 as Exhibit B (PDF document) due to the size of the video. However, the video can be requested via PDR and a cost may be involved.

Are you going to use VMRS coding? When you manage the assets, is there a requirement for VMRS coding?

SAMTD is open to using VMRS if it is natively supported within the selected solution.

Are you planning to consider out of State of Oregon registered business for this proposal?

Part 3.C Minimum Proposer Qualifications

There is an Oregon Revised Statue (ORS) that drives this requirement

Please provide a breakdown of user types for staff that will need access for the system. For example, technicians, managers, diretctors, contract admins, storekeepers, approvers, etc. This assists in determining pricing.

Part 3.E Submission Packages

Maintenance - 1 Admin / 45 Users Operations - 1 Viewer IT - 5 Admin Finance - 1 Admin / 2 Viewer GM - 1 Viewer DGM - 1 Viewer PMO - 2 Viewer HR - 1 Viewer

Admins 7 / Users 45 / Viewers 8 (unless need to increase for Transportation Dept)

Viewers who can run Reports Techs - Enter and exicute work orders Managers - Approvers -

1. The requested Asset List is attached separately as an EXCEL document and labeled Addenda #1 Exhibit A.

2. A copy of the transcript from the PreProposal that was held on Tuesday, July 16 at 10:00 AM PST via Google Meet is included and labeled Addenda #1 Exhibit B.

In order for your proposal to be considered responsive, Proposers are reminded to acknowledge this addenda on Exhibit #1 of the proposal forms.

All other specifications and terms and conditions remain unchanged.

By: Charleen McCurdy Procurement & Contracts Analyst Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 July 25, 2024

ADDENDA #1 EXHIBIT A

Transcript Pre-Proposal Conference RFP 24-009 DW Maint Software Page 1 of 8

Pre-Proposal Conference RFP 24 -009 Del Webb Maintenance Software (2024 -07-16 10:03 GMT-7) – Transcript

ADDENDA #1 EXHIBIT A

Attendees

+1 323-***-**09, Angela Hens on, Ben Hoffman (KCI), Bill Bos ton, Charleen McCurdy, Cra ig Miller, Dan Schlies man, Dana Solan, Geoff Ritter, J eff Glatus , J oanne Sca ttolon, J oe Silverthorne, J oey Punneo, J ohn Hill, Kris tian Sorens en, linna yu, Magan Waltari, Michael Runyon, Nicholas Nortelli, Prerna Mahajan, Ray Friem, Ros s Aguila r, Terry Boedeker, Tim Reedy, Tom Dietz, Tyler Burgett, Yaros lav Kronin, Zach Bartlett (Interloc Solutions ), Zachery Leeth

Transcript This editable transcript was computer generated and might contain errors. SAMTD Staff have updated for clarity only.

Charle e n McCurdy: Okay, My name is Charleen. I am the Procurement & Contracts Analys t here at Cherriots . Again, we are recording this propos al conference. You are here for The Enterpris e As s et Management Sys tem pre-propos a l conference RFP24-009.

Pleas e enter your contact information in the chat. Your name company name, email addres s , and phone number for our attendance. Thank you for attending. This is a non-mandatory people propos al conference. We'd like to help you prepare for the great propos a ls that you will be s ubmitting. So I will s tart with introductions . We'll s ta rt with Zach Leeth and Tom Dietz who are our project advis ors Zach

Zach Le e th: He llo my nam e is Zach Le e th, Mainte nance Manage r a t Che rrio ts . We look forward to all the good b ids .

Tom Dietz : Good morning e ve ryone , Tom Die tz, Chie f Ope rat ions Office r and Exe cut ive Sponsor for this p roje c t .

Charle e n McCurdy: All right, and we have Tyler.

Tyle r Burge t t : Good morning, everybody. Tyler Burgett. I work in the project management office here a t Cherriots .

Charle e n McCurdy: Tyler will be going over an overview of the s cope in jus t a moment. So again we are Salem Area Mas s Trans it Dis trict is s oliciting propos als for qualified providers of Enterpris e As s et Maintenance Sys tem s oftware. The Propos als and addendums , s o any ques tions or information including this meeting, will be pos ted on OregonBuys after this meeting.

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Any ques tions will be pos ted as an Addendum. So the s olicita tion number is KS2410-0010812. This information all the ins tructions and downloaded documents are all found on OregonBuys .

Charle e n McCurdy: If there are any is s ues with any of the documents , pleas e do s end an email to procurement@cherriots .org. If you have any downloading is s ues or ques tions , pleas e do give us a ca ll or give us an email and we'll res pond to that.

The s cope of work is found in ins tructions for propos ers in Section 2. Pleas e review all the required documents . Pleas e review the entire s olicita tion. If you have any ques tions at a ll regarding the requirements , pleas e do not hes itate to as k either today or s end a ques tion in. After this meeting all ques tions that are ans wered today will be als o written into the addenda. and pos ted the procurement s chedule is found on Section 3.A.

The ins urance requirements are in Appendix A if there are any ques tions at a ll, pleas e do not hes itate to as k. We'll have that opening up here in jus t a moment. We'll have Tyler go over the overview of the project.

Tyle r Burge t t : Yeah, thanks Charleen good morning again. Everybody appreciate your time and joining us for this . So here at SAMTD we currently us e our Fleetnet Solutions EAM as on-prem s olution. We have an older vers ion of Fleetnet that has reached its end of life. We are looking to trans ition from an on-prem s olution to a SAAS Solutions model. Keep that in mind.

The EAM s ys tem is es s ential for genera ting reports required by National Trans it Databas e (NTD) the Federal Trans porta tion Adminis tra tion (FTA), and Oregon State Auditors . And additionally, it's us ed for inventory tracking and ordering, as s et tracking, work order tracking and reconcilia tion. So here at SAMTD we expect the new SAS s olutions to s upport approximately 70 us ers and integrate with s ome of our following s ys tems . We have Tyler Technologies , which is our Enterpris e ERP for financial and payroll modules . We have Fuel Force for fluid and fuel us age monitoring inventory functions , and we're implementing Avail Technologies with Computer Aided Dis patch/ Automatic Vehicle Locating (CAD/ AVL) functions .

Some portions of the Tyler Technologies ERP and Trapeze s oftware, which are us ed for dis patching remain on-prem and the propos ed SAAS Solution mus t s eamles s ly integrate with thes e on-prem modules . So that's jus t kind of the brief high level what you can expect from what we're looking for.

Thanks .

Charle e n McCurdy: Okay, and then we as ked that there are a lot of people on the line here, s o, if you could rais e your hand and then we will s elect you for any ques tions that you have.

Charle e n McCurdy: Go ahead J eff (Glatus ).

J e ff Glatus : Yes , good morning Charleen and Team. I’m jus t wondering how many tota l as s ets and what types and clas s es of as s ets are being included.

Tyle r Burge t t : Are you referring to our vehicle Fleet or?

J e ff Glatus : Yes , vehicle counts and that s ort of thing.

Tyle r Burge t t : Currently we have 68 loca l. 43 lift in 19 Regional

J e ff Glatus : Thank you. And would you include facilities as well as part of the as s et management?

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Tyler Burgett: Yes .

Jeff Glatus: And Shop Equipment as well? Do you have and yeah, I gues s I'm jus t trying to get a tota l feel for everything tha t would be managed under the program in terms of as s et types .

Tyler Burgett: Tim, do you have a high level of a ll as s ets that we are looking to track with this ?

Tim Reedy: I would think Zach might be a better ans wer when it comes any of the s hop equipment. Do we do any of the maintenance in that s oftware where we would track the PM s tuff on any of the equipment as far as the lifts and things like that?

Zachery Leeth: We don't currently now but we would like to get it there. Yeah after Cycles voice, s ervicing s tuff like that. We als o have all the non Revenue vehicles and s tuff that will be in there too. So probably another 30 of thos e ball park gues s will be added.

Tim Reedy: And then a few dozen a s hop equipment type things and s tuff like that. Probably is about right.

Zachery Leeth: right

Tom Dietz: If I may jump in here as far as the clas s es of as s ets that we have heavy-duty bus es that are dies el, compres s ed natura l gas , and Battery electric. And then anything from a pas s enger car minivan to a three-quarter ton s hop truck. And then cutaway bus es as well.

Tim Reedy: And I'm s ure you mentioned the electric vehicles with the addition of this equipment are jus t now being ins talled. There's probably going to be s ome additional pieces that we've never really had maintenance on before tha t we need to s o there will be quite a bit of other things that were going to want this s olution to be able to addres s for us .

Charleen McCurdy: Thank you. J eff for your ques tion, anybody els e?

Charleen McCurdy: Another Geoff. Go ahead Geoff, Mr. Ritter. I think you're muted Geoff, if you're ta lking. Okay, pos s ibly technica l difficulties . Let's s ee if there's any ques tions in the chat.

Charleen McCurdy: Which area? Provide a copy of their la tes t As s et Management report. I as s ume that a ll items captured therein need to be included in the as s et lis t? We can forward that ques tion to the team unles s s omeone is willing to ans wer that.

Tom Dietz: We s hould be able to s upply that.

Charleen McCurdy: That will be provided on the addendum no later than Augus t 9th.

Charleen McCurdy: Will connected IT and non-it a non-s erviceable s erviceable als o be included. Smart Vehicles , charging s tations , building management s ys tems , HVAC, etc. or are you only looking to manage the phys ica l footprint of the fleet as s ets within this effort?

Tom Dietz: It's a I'll take the firs t tab at this thank you for the ques tion, Terry. We will have to kind of dig into this becaus e there a re s ome things that we would like to include and then other things that we would not. So when the ans wers to thes e ques tions are pos ted or s ent out we will kind of divide tha t ques tion up and ans wer. I gues s jus t each one of thos e ca tegories you lis ted at a time if tha t makes s ens e.

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Charleen McCurdy: Okay, there's a ques tion on linear as s ets . It s ays there was a ques tion about them on the form. Are you talking about exhibit? the price bid form?

Dan Schliesman: I'm kind of the general capability overview form. That the Matrix.

Charleen McCurdy: The Matrix

Dan Schliesman: Yeah, The Matrix. So linear as s ets . Typically tied to roadways , s ometimes tied to your Trans it s ta tions or anything like that a t a ll.

Charleen McCurdy: Could you be s pecific on The Matrix of which line that is ?

Dan Schliesman: I don't have it open in front of me right now. We can move on.

Charleen McCurdy: Okay, if you're able to s end tha t in writing and we can be more clear on what you need on that.

Dan Schliesman: All right. Great. Thanks .

Charleen McCurdy: Mm-hmm

Charleen McCurdy: There's a ques tion of number of work orders generated each month. What devices are the field agent/ tecs documenting on if mobile, iOS or Android?

Tom Dietz: Zach do you have that off top of your head?

Zachery Leeth: I do not, but we can get that ans wer. I'm as s uming jus t maintenance workers alone, we're probably three to four hundred a month. So it's a ll tracked everything we do through the work order s ys tem. But we can definitely get that information back to him.

Tyler Burgett: And everything's logged on des ktop. We aren't us ing a Mobile Solutions right now.

Zachery Leeth: Correct.

Tom Dietz: Our facilities workers a re handling work orders on their s martphones , but thos e are s pecific to bus s tops and s helters .

Charleen McCurdy: We have a ques tion for Dan, a re you as king about EAM-46? Tracking linear equipment work orders and expected life?

Dan Schliesman: Yeah, that was it. So linear as s ets , when you look at linear as s ets , you look at a road and s ay “what's my mile marker?” “What are the characteris tics ?” “Is it is concrete , is it as phalt?” Then you'd als o s ee things like “I have s top s igns , cros s ings ”, anything like that. So that's tracking a linear as s et. I was jus t wondering what you guys were doing with linear as s ets .

Dan Schliesman: That is the ques tion. I jus t found it mys elf. That's why I was gone.

Tom Dietz: Yeah, we'll dig into that Dan and certa inly you get your ques tion ans wered when we publis h.

That way we're not going to take a long time while I look that up and get that ans wer for you if that's fair.

Transcript Pre-Proposal Conference RFP 24-009 DW Maint Software Page 5 of 8

Dan Schliesman: And mos t modern As s et Management Sys tems have that capability. So, then what you can do is you can look at your as s ets , you can s ee exactly if you wanted to track on a s pecific route , where your s ta tions were located. You could actually put thos e right in the s ys tem s tarting at…definitely not a mile marker, but a s pecific loca tion, “I've got to s top a s tart and a s top and for my s ta tion and then if I go to the next one depending upon how large of s mall they are, you can track them right down to the foot if you wanted to in a s ys tem like this .

I jus t thought that's what it was and then I couldn't remember. I was going “Was it in here that I s aw it, I better double check”, but it was .

Charleen McCurdy: Thank you for your ques tion, Dan and anyone els e

Charleen McCurdy: Section 2B mentions configuring the mapping GIS module. However, there is no equipment requirement in the Matrix regarding mapping. Can you elaborate in this requirement?

Charleen McCurdy: Should we get back to them on that one?

Tom Dietz: Yeah, we'll get back to him on that one.

Charleen McCurdy: Okay.

Dan Schliesman: Are you guys tracking the routes and everything right now? Are you tracking where the vehicles are on s pecific routes that are s pecific given time? Us ing jus t like I don't know Google Maps or s omething like that as a tool to s ee it? And evening you inexpens ive s olutions .

Tom Dietz: We have an intelligent trans portation s ys tem, which includes computer aided dis patch and automated vehicle location. So yes , we do.

Charleen McCurdy: Okay, Mr. Hill.

John Hill: What is that Intelligent Sys tem and is there a potential for integrations between that and the new s ys tem?

Tom Dietz: So I'll ans wer your s econd ques tion firs t. Yes . We want would love to have integration.

Currently. We have GMB Synchromatics , but we are migrating from GMV Synchromatics to Avail Technologies , and that s hould be live in the coming months .

John Hill: I’m s orry, you cut out for a s econd, what was the new one you were trans itioning to?

Tom Dietz: Avail Technologies

Dan Schliesman: Are you gonna have Health and Welfare on the vehicle included with Avail Technologies ? Oil pres s ure, tire pres s ure, you're going to have information like that on it? Is it approaching a PM jus t information from the vehicle its elf?

Tom Dietz: There is a certa in level but we're next week. We have our Factory acceptance tes ting. So I'll learn a little bit more about that as we go forward.

Dan Schliesman: Okay jus t wondering about what's going to be required for an integration there and how deep you're going to go with the health and of the vehicle ins tead of jus t tracking. Okay, great. Thanks .

Transcript Pre-Proposal Conference RFP 24-009 DW Maint Software Page 6 of 8

Charleen McCurdy: Great ques tions anyone els e?

Charleen McCurdy: Go ahead bill.

Bill Boston: Yes , I added one in the chat there too. It's regarding the expected workflows between EAM and Tyler. The Matrix s eems to indicate tha t it's primarily for labor cos ting, but I gues s the ques tion is are there additiona l Integrations that are expected beyond that? For example, PO’s or requis itions , parts reques t anything like that that needs to flow back and forth between EAM and Tyler.

Tim Reedy: I'll take that one. Yes , we would like to be able, with our inventory purchas es , to do thos e kind of things . So requis itions get turned into PO’s . We'd like that to come back and forth from the inventory s ys tem when things are received and what are ordered. As well as , as parts are us ed, how tha t would flow into, s o we're expens ing the parts as they're us ed on work orders .

Bill Boston: Great. Thank you.

Charleen McCurdy: And would you like me to continue with the ques tion tha t was in the chat, or did you get that ans wered, Bill?

Bill Boston: Yeah, that addres s ed what I had in the cha t there. I do have one more quick one if that’s OK?

Charleen McCurdy: okay.

Bill Boston: Can you provide the expected s cope of the his torical da ta that you'd like converted? How far back are you looking to have data pulled in?

Tom Dietz: Yeah, we'd have to have the internal dis cus s ion about that becaus e the odd thing there is , with the Federally funded vehicles , we have to track everything bas ically from acquiring the vehicle through us eful life and then we have to maintain that afterwards at leas t through a Triennial. s o we'd have to I gues s that gives you a 50,000 foot ans wer. But yeah, we have to follow Federal requirements when it comes to the maintaining Legacy da ta .

Bill Boston: OK, than you.

Tom Dietz: And then Charleen, there was one ques tion. I want to make s ure we didn't s kip over Mr. Ritter put in there will this recording be available for playback?

Charleen McCurdy: We us ually jus t do for internal notes to make s ure we've gathered our ques tions . I will get back to you on tha t.

Dan Schliesman: You have s ome requirements in s tated in the s ys tem. Are you going to us e VMRS coding? When you manage the as s ets , is there a requirement for VMRS coding?

Tom Dietz: So if you're ta lking about vehicle Revenue miles ?

Dan Schliesman: Pretty much it is a DOT s tandard for heavy vehicles .

Tom Dietz: I know that our intelligent trans portation s ys tem tracks miles driven, but then our current s ys tem, Zach help me out here, we do log our odometer readings going into the s hop, then when the next PM is , s o the miles a re tracked, yes .

Transcript Pre-Proposal Conference RFP 24-009 DW Maint Software Page 7 of 8

Zachery Leeth: Yeah, they're tracked every night when they are fueled s o it's brought in that way on a daily bas is .

Tim Reedy: I do not believe we're not ta lking about Vehicle Revenue miles though, correct? It looks like if I'm..

Dan Schliesman: That's right. It's a vehicle maintenance reporting s tandard. Right? Right, a break job is job number 406 to trans mis s ion might be whatever it is . But it's a s tandard that's us ed by s ome over the road organizations that we've worked with.

Tim Reedy: So I went and Googled tha t, and it's jus t with s ome of the coding for why we're repairing what we are. I would s ay we're open to how we code thos e kind of things probably with whatever's kind of your s tandards or things like tha t. I think we would be open to us ing the looking at thos e codes or we don't have any s pecific s ettings on how we want to code and read the kind of information that we have. So

Dan Schliesman: Maybe your previous s ys tem didn't have VMRS capability or s omething like tha t. And now, you might want to move toward it going into the future or not. It's a lways a decis ion for the s hop to make.

Zachery Leeth: Yeah, our current s ys tem does not a llow for that. But if jus t do one does it would be s omething to look at? We're always looking for better ways to track things . So it would be a grea t idea.

Tim Reedy: Yeah. With the age of the s ys tem. It's pos s ible. It was n't even around at the time. So

Zachery Leeth: Probably was n’t.

Charleen McCurdy: Okay any other ques tions ? Okay, s o again, thes e ques tions will be….

Charleen McCurdy: Okay. Section 3C Minimum Propos er Qualifica tion and mentions have a s ta te of Oregon and all required local government bus ines s licens es regis tra tion endors ements . Are you planning to cons ider out of State of Oregon regis tered bus ines s for this propos a l? The general requirements are that the s upplier be regis tered with the Secretary of Sta te of Oregon. There is a Oregon revis ed s tatute for that requirement. It's a ls o as bas is cons ideration, s o. I'll get a more clear ans wer on that one and we will res pond to tha t as well on the addendum. Becaus e you're out of s tate , pleas e do not hes ita te to s till s end a propos a l. And look at the addendum for that res pons e and that's becaus e s oftware is a little bit different than actua l product and delivery and etc. through.

Charleen McCurdy: Okay any other ques tions ?

Dan Schliesman: I gues s real quick. You had s tated they're gonna have about 70 us ers . Can you give me a breakdown of tha t total that? Group of 70 how many technicians , s upervis or/ managers , planner, s chedulers , anything like that? J us t kind of a breakdown of the team. Becaus e you might have a lot of s oftware's price by the named us er now. And tha t comes with not only des ktop but mobility capability for each one of thos e and I want to kind of find figure out how many. There could be s ome management that you're including there or s ome people providing overs ight where they could be provided with a das hboard or reporting or s omething like that and they don't need to be a full technician us er, and I jus t don't want that to be overrepres ented. So, if you give me a breakdown, that'd be great how many it's s tarting with a tota l number of techs and kind of real us ers you guys have and then the s upervis or/ managers , and then

Transcript Pre-Proposal Conference RFP 24-009 DW Maint Software Page 8 of 8 how that plays out, you need to have of cours e tha t. The s tore room individua ls , you have two or three of thos e, we know their full us ers as well. But how many real total us ers and managers ?

Tim Re e dy: Zach, you and I can probably work together and put that lis t together and make s ure we include everybody which ones in the office would not be full us ers , but jus t need to be able to pull information s o we can make that lis t provided.

Zache ry Le e th: Sounds good.

Dan Schlie sman: Yeah, that’d be great. Thanks .

Charle e n McCurdy: And s omeone put in their contract people as well. Contact people as well.

J ohn Hill: Yeah, s o jus t kind of piggybacking on what Dan s aid anybody who's as s ociated to the contract management as well, or anybody who has to do any of the approval s ets for budgetary cons traints thos e types of as s ets .

Charle e n McCurdy: Okay any other ques tions ?

Charle e n McCurdy: And if anybody that is on the phone vers us on the computer, if you're willing to give your name and information, could you s tay on the line and we'll gather that for attendance?

Charle e n McCurdy: Okay, it looks like there may not be any additiona l ques tions at this time. You do have until Augus t 1s t to as k any additiona l ques tions . All of the ques tions will be pos ted onto an addendum as well as the ques tions on this pre-propos al conference.

Charle e n McCurdy: I did find that. Yes , this recording is public and it will be ava ilable. I will put that we'll get that s ent to you. I'm not s ure how to do that. I've never had that reques t. So we will get that to you the pers on that was reques ting that. Geoff was reques ting that we will get tha t to you.

Charle e n McCurdy: So, this s hall conclude the propos al conference. We thank you for your time and your efforts tha t you're making for this s olicita tion proces s Thank you.

J e ff Glatus : Thank you.

Charle e n McCurdy: And if there's anyone on the phone that would like to s tay on to give their information. That would be great.

Charle e n McCurdy: I gues s they didn't want to s he does n't have a mic. So, I think we did great. Thank Everyone. Appreciate your time.