RFP 25-CTR02 CMMS.pdf.crdownload

Eastern Washington University

Solicitation Type: Request for Proposals (RFP)

EWU Reference #: RFP #25-CTR02

Solicitation Title: Computerized Maintenance Management System (CMMS)

Proposal Due Date: January 10, 2025 no later than 3:00 p.m.

Pacific Time

Contractor Eligibility: This solicitation is open to those Contractors that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

TABLE OF CONTENTS

1. INTRODUCTION 1

1.1. PURPOSE AND BACKGROUND 1

1.2. OBJECTIVES AND SCOPE OF WORK 3

1.3. MINIMUM QUALIFICATIONS 3

1.4. PERIOD OF PERFORMANCE 4

1.5. DEFINITIONS 4

1.6. ADA 4

2. GENERAL INFORMATION FOR CONTRACTORS 4

2.1. RFP COORDINATOR 4

2.2. ESTIMATED SCHEDULE OF SOLICITATION ACTIVITIES 5

2.3. SUBMISSION OF PROPOSALS 5

2.4. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE 5

2.5. REVISIONS TO THE RFP 6

2.6. MINORITY, WOMEN & VETERAN-OWNED BUSINESS PARTICIPATION 6

2.7. ACCEPTANCE PERIOD 6

2.8. RESPONSIVENESS 6

2.9. MOST FAVORABLE TERMS 6

2.10. CONTRACT AND GENERAL TERMS & CONDITIONS 7

2.11. INTERLOCAL CONTRACTING 7

2.12. COSTS TO PROPOSE 7

2.13. NO OBLIGATION TO CONTRACT 7

2.14. REJECTION OF PROPOSALS 7

2.15. COMMITMENT OF FUNDS 7

2.16. INSURANCE COVERAGE 7

3. PROPOSAL CONTENTS 9

3.1. LETTER OF SUBMITTAL (MANDATORY) 10

3.2. TECHNICAL PROPOSAL (SCORED) 10

3.3. MANAGEMENT PROPOSAL (SCORED/MANDATORY/OPTIONAL)- 13

3.4. COST PROPOSAL (SCORED) 15

4. EVALUATION AND CONTRACT AWARD 15

4.1. EVALUATION PROCEDURE 15

4.2. EVALUATION WEIGHTING AND SCORING 16

4.3. ORAL PRESENTATIONS MAY BE REQUIRED 16

4.4. NOTIFICATION TO PROPOSERS 16

4.5. COMPLAINT PROCESS 16

4.6. PROTEST PROCEDURE 17

5. RFP EXHIBITS 19

EXHIBIT B: WIPHE PARTICIPATION 22

EXHIBIT C: SERVICES CONTRACT FORMAT 23

EXHIBIT D: ACCESSIBLE TECHNOLOGY REQUIREMENTS 38

EXHIBIT E: HECVAT LITE TEMPLATE 40

EXHIBIT F: DATA SHARING AGREEMENT 39

RFP #25-CTR02 Page 1 of 38

1. INTRODUCTION

1.1. PURPOSE AND BACKGROUND

Eastern Washington University ("EWU”) is requesting proposals from vendors to demonstrate their Computerized Maintenance Management System (“CMMS”) software.

EWU Profile

EWU is a regional, comprehensive public university located in Cheney and Spokane, Washington, with programs offered throughout the state and online with an enrollment of over 9,000 students. EWU’s 300-acre main campus is located in Cheney, a community of 11,000 residents, and is just 17 miles from Washington’s second largest city, Spokane.

Mission: Eastern Washington University provides an inclusive, equitable, and transformative learning experience, driving the pursuit of knowledge with affordable academic excellence.

Vision: Eastern Washington University provides an education rooted in the liberal arts, designed to address the unique challenges and opportunities facing the region.

Characterized by a student-centered focus and opportunities for applied learning in high-demand fields, this education creates upward social mobility and intellectual growth for our students that supports a healthy, sustainable, and economically successful region.

Value Statements

Academic Excellence: As a community of learners, we pursue truth and advance knowledge through creative works, research, and scholarship. Our student-centered education provides excellent teaching, dynamic conversations, and a robust intellectual experience both inside and outside the classroom. We provide applied learning opportunities to prepare students for future success, invest in our workforce and create opportunities for professional growth for students, faculty and staff.

Accessibility: Eastern Washington University strives to create a more inclusive, obtainable, and equitable college education.

Belonging Through Justice, Equity, Diversity and Inclusion: We are committed to building an inclusive, supportive, and equitable university community. We strive to integrate the principles of justice, equity, diversity, and inclusion into all university operations, fostering an environment that nurtures a sense of belonging among all members of the community.

Students, staff, and faculty, are seen, understood, and appreciated for the talents they bring to our educational community.

Regional Impact and Regional Contribution: We promote economic vitality and regional success through scholarly research, dedicated service, and educational programs that meet regional workforce needs in high-demand fields. When combined with out commitment to a liberal arts education, we enhance social mobility, inclusivity, and the well-being of our community while remaining nimble to its ever-changing demands.

Student Success: We embrace all students. Students’ needs are complex, and student success requires student engagement and positive outcomes. We are committed to supporting all our students with a focus on creating conditions informed by the needs of our first-generation, low-income, and other structurally marginalized students.

Sustainability: We are leaders committed to sustainability as a balance between the needs of the environment, the needs of the economy, and equitable outcomes for current and future generations

RFP #25-CTR02 Page 2 of 38

Background

a. Facilities Scope

Eastern's Cheney campus consists of about 65 buildings and almost 3,000,000 gross square feet of academic and student support facilities maintained by mission-critical university-owned infrastructure, including steam generation and distribution, chilled water production and distribution, domestic water production and distribution, electrical distribution, sanitary and storm water collections and disposal, site improvements, central facilities automation, energy management system, and emergency vehicle access to the campus.

Currently around 700 work orders and 200 preventive maintenance orders a month are processed through the Facilities and Planning department. Facilities and Planning includes the following units: Campus Recreation and Athletic Facilities, Construction and Planning, Facilities Maintenance, Facilities Services, and Facilities Administration.

b. Facilities and Planning Staff

Campus Recreation has 7 employees managing the university’s athletic fields, recreation center, aquatic center, stadium, and arena.

Construction and Planning includes 6 employees who manage all capital building and renovation projects and provide project management services to other Facilities and Planning units.

Facilities Maintenance includes 4 employees in access control, 7 in building maintenance, 6 in electrical, 2 in energy management, 3 in fabrication, 6 in heating and cooling central plant services, 9 in HVAC and insulation, 4 in plumbing, 4 in residence hall maintenance, 5 in painting and signage.

Facilities Services consists of 2 employees in automotive maintenance, 85 in custodial services, 15 in grounds and landscape maintenance, recycling, 2 in surplus and warehouse, 9 in waste removal and moving services.

Facilities Administration consists of 5 employees and provides work order administration, budget management, and administrative support to the other units within Facilities and Planning.

This department is responsible for managing and responding to customers’ facilities and maintenance needs. Additionally, Facilities and Planning manages the needs of its own facilities and capital assets including vehicles, mowers, lift trucks, heavy equipment, etc.

c. University Use of CMMS

Campus users submit work requests to the department through the CMMS, which is accessible through the university’s web portal. The work orders are then approved and assigned out to the appropriate supervisory staff for review and then manually assigned to a specific employee. Work orders may consist of several “phases” that are assigned to multiple shops and/or employees. Employees are then responsible for completing the work order and tracking time and material against that work order. All such information is collected in the CMMS. EWU has used Assetworks AiM as its CMMS since 2009.

The CMMS is used for all cost accounting of work orders and projects.

d. ERP and Student Information System

RFP #25-CTR02 Page 3 of 38

EWU utilizes Ellucian’s Banner 9 ERP as its human resources management system, finance system, payroll system, financial aid system, accounts receivable/payable system, and student information system. Banner 9 is cloud-hosted by the ERP vendor. Direct database access is not permitted. Integrations will require use of Ellucian Data Connect, Ethos, API, or flat file exchange.

e. Identity Management

EWU provides centralized identity management functions and authentication services through Entra ID (Azure Active Directory), Active Directory, and Shibboleth, supporting LDAP, SAML, and InCommon.

f. Email and Collaboration

EWU uses Office 365 for email and collaboration. Google Workspace is used for Google Drive and docs.

1.2. OBJECTIVES AND SCOPE OF WORK

EWU is looking for a complete and comprehensive CMMMS that will mange current and future facilities maintenance, service, and repair work orders while integrating with all related systems needed to perform the required functionality.

EWU seeks a Commercial-off-the-shelf SaaS solution, inclusive of all services and support needed to achieve the outcomes and functions described in this RFP.

a. Proposal Requirements

¶ Proposals under this RFP shall include SaaS solutions, which will be entirely hosted by the Proposer.

¶ The selected vendor will provide a fully functional system SaaS solution, transfer existing data, and train the university-designated team of users.

¶ Personal services needed to plan, configure, and implement the system.

¶ All upgrades will be included in annual maintenance.

¶ EWU has ownership of all data. Upon termination of contract, EWU will receive all data, tab delimited, with a data dictionary.

b. Goals

¶ Increase use of the CMMS through a consistent interface and mobile support.

¶ Reduce Facilities and Planning staff workload.

¶ Improve data capture and integrity.

¶ Increase and capture communication between department and customers.

¶ Improve integration as compared to the existing CMMS with other university systems to reduce redundancy and improve functionality.

c. Demo Systems

¶ Finalists will be required to provide EWU with access to a functioning time limited demonstration system at no cost.

1.3. MINIMUM QUALIFICATIONS

Minimum qualifications include:

1. Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Contractor.

2. Have not been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, RFP #25-CTR02 Page 4 of 38 as defined in RCW 49.48.082, any provision of RCW Chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of this solicitation (Exhibit A).

3. Does not require its employees to sign, as a condition of employment, mandatory individual arbitration clauses and class or collective action waivers (Exhibit A).

1.4. PERIOD OF PERFORMANCE

The period of performance of any Contract resulting from this RFP is tentatively scheduled to begin on April 1, 2025 and to end five (5) years later.

EWU reserves the right at its sole option to extend the Contract for two (2) additional three-year periods; not to exceed a total of eleven (11) years.

1.5. DEFINITIONS

Definitions for the purposes of this RFP include:

1. Apparent Successful Contractor – The Contractor selected as the entity to perform the anticipated services, subject to completion of Contract negotiations and execution of a written Contract.

2. Contractor – A. Individual or company interested in the RFP and that may or does submit a

Proposal in order to attain a Contract with EWU.

B. Individual or company whose Proposal has been accepted by EWU and is awarded a fully executed, written Contract.

3. EWU – The agency of the State of Washington that is issuing this RFP.

4. Proposal – A formal offer submitted in response to this solicitation.

5. Proposer – Individual or company that submits a Proposal in order to attain a Contract with EWU.

6. Request for Proposals (RFP) – Formal solicitation document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the Contractor community to suggest various approaches to meet the need at a given price.

1.6. ADA

EWU complies with the Americans with Disabilities Act (ADA). Contractors may contact the RFP Coordinator to receive this RFP in Braille or on tape.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in EWU for this solicitation. All communication between the Contractor and EWU upon release of this RFP shall be with the RFP Coordinator, as follows:

Name Cody Ross

Email Address Cross19@ewu.edu

Mailing Address EWU Procurement & Contracts 218 Tawanka Hall Cheney, WA 99004-2456

Phone Number (509) 359-6804

Fax Number (509) 359-7984

Email is the preferred method of communication.

http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52

RFP #25-CTR02 Page 5 of 38

Any other communication will be considered unofficial and non-binding on EWU.

Contractors are to rely on written statements issued by the RFP Coordinator.

Communication directed to parties other than the RFP Coordinator may result in disqualification of the Contractor.

2.2. ESTIMATED SCHEDULE OF SOLICITATION ACTIVITIES

Issue RFP December 2, 2024

Question & Answer Period December 2 – December 16, 2024

Issue Last Addendum to RFP December 20, 2024

Proposal Due Date January 10, 2025

Evaluate Proposals January 13 – January 24, 2025

Conduct Oral Interviews with Finalists, if required January 27 – February 14, 2025

Announce Apparent Successful Contractor and Send Notification via WEBS to Unsuccessful Proposers

February 17, 2025

Negotiate Contract February 17 – March 1, 2025

Begin Contract Work April 1, 2025

EWU reserves the right to revise the above schedule.

2.3. SUBMISSION OF PROPOSALS

The Proposal must be received by the RFP Coordinator no later than 3:00 p.m., Pacific Time, in Cheney, Washington, on January 10, 2025.

Proposals must be submitted electronically as an attachment to an email to Cody Ross, the RFP Coordinator, at the email address listed in Section 2.1. Attachments to email shall be in Microsoft Word format or PDF. Zipped files cannot be received by EWU and cannot be used for submission of Proposals. The cover submittal letter and the Certifications and Assurances form must have a scanned signature of the individual within the organization authorized to bind the Contractor to the offer. EWU does not assume responsibility for problems with Contractor’s email. If EWU’s email is not working, appropriate allowances will be made.

Proposals may not be transmitted using facsimile transmission.

Contractors should allow sufficient time to ensure timely receipt of the Proposal by the RFP Coordinator. Late Proposals will not be accepted and will be automatically disqualified from further consideration, unless EWU’s email is found to be at fault. All Proposals and any accompanying documentation become the property of EWU and will not be returned.

2.4. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Proposals submitted in response to this competitive solicitation shall become the property of EWU. Pursuant to RCW 39.26.030, Proposals and Proposal evaluations are exempt from disclosure until EWU announces the Apparent Successful Contractor; thereafter, the Proposals shall be deemed public records as defined in Chapter 42.56 RCW.

Any information in the Proposal that the Contractor desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of Contractor’s document, must be clearly designated.

The information must be clearly identified and the particular exemption from disclosure upon which the Contractor is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Marking the entire Proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Contractor has marked as "Proprietary Information," EWU will notify the Contractor of the request and of the date that

RFP #25-CTR02 Page 6 of 38 the records will be released to the requester unless the Contractor obtains a court order enjoining that disclosure. If the Contractor fails to obtain the court order enjoining disclosure, EWU will release the requested information on the date specified. If a Contractor obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter

42.56 RCW, or other state or federal law that provides for nondisclosure, EWU shall maintain the confidentiality of the Contractor's information per the court order.

Any contract entered into with EWU is not considered proprietary information, is subject to public disclosure, and may be posted on EWU’s website.

2.5. REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided via WEBS.

EWU also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a Contract.

2.6. MINORITY, WOMEN & VETERAN-OWNED BUSINESS PARTICIPATION

In accordance with Chapters 39.19 and 43.60A RCW, the State of Washington encourages participation in all of its contracts by firms certified by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) or Washington State Department of Veteran’s Affairs (DVA). Participation may be either on a direct basis in response to this solicitation or on a Subcontractor basis. However, no preference will be included in the evaluation of Proposals, no minimum level of minority, women, or veteran-owned business participation shall be required as a condition for receiving an award, and Proposals will not be rejected or considered non-responsive on that basis.

The established annual procurement participation goals for MBE is 10% and for WBE, 4%, for this type of project. The suggested veteran-owned business participation goal is 3%. These goals are voluntary. For information on certified firms, Contractors may contact OMWBE or the DVA.

2.7. ACCEPTANCE PERIOD

Proposals must provide 90 days for acceptance by EWU from the due date for receipt of Proposals.

2.8. RESPONSIVENESS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Contractor is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive.

EWU also reserves the right at its sole discretion to waive minor administrative irregularities.

2.9. MOST FAVORABLE TERMS

EWU reserves the right to make an award without further discussion of the Proposal submitted. Therefore, the Proposal should be submitted initially on the most favorable terms which the Contractor can propose. There will be no best and final offer procedure. EWU does reserve the right to contact a Contractor for clarification of its Proposal.

The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a Contract resulting from this RFP. Contract negotiations may incorporate some or all of the Contractor’s Proposal. It is understood that the Proposal will become a part of the official solicitation file on this matter without obligation to EWU.

RFP #25-CTR02 Page 7 of 38

2.10. CONTRACT AND GENERAL TERMS & CONDITIONS

The Apparent Successful Contractor will be expected to enter into a Contract which is substantially the same as the sample Contract and its general terms and conditions attached as Exhibit C. Contractor may submit its general License or University-specific Agreement as part of its Proposal for EWU to review. If there is a conflict between the terms contained in EWU’s terms and conditions and Contractor’s Agreement, Contractor must either agree to EWU’s terms or submit exceptions as allowed in the Certifications and Assurances form, Exhibit A to this RFP. All exceptions to the Contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. EWU will review requested exceptions and accept or reject the same at its sole discretion.

2.11. INTERLOCAL CONTRACTING

EWU is a member of the Washington State Institutions of Public Higher Education (WIPHE) and is aware that other WIPHE members may be interested in purchasing the product(s) included in this solicitation. Therefore, pursuant to the Interlocal Cooperation Act, Chapter

39.34 RCW, all WIPHE members will be eligible to utilize the Contract(s) awarded as a result of this solicitation, if all parties are willing. The Contractor must complete Exhibit B as part of the Proposal.

2.12. COSTS TO PROPOSE

EWU will not be liable for any costs incurred by the Contractor in preparation of a Proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

2.13. NO OBLIGATION TO CONTRACT

This RFP does not obligate the State of Washington or EWU to contract for services specified herein.

2.14. REJECTION OF PROPOSALS

EWU reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue a Contract as a result of this RFP.

2.15. COMMITMENT OF FUNDS

The President of EWU or his/her delegate is the only individual who may legally commit EWU to the expenditures of funds for a Contract resulting from this RFP. No cost chargeable to the proposed Contract may be incurred before receipt of a fully executed Contract.

2.16. INSURANCE COVERAGE

1. General Requirements A. Contractor shall, at its own expense, obtain and keep in force insurance as follows during the Period of Performance of the Contract. Upon request, Contractor shall furnish evidence in the form of a Certificate of Insurance satisfactory to EWU that insurance, in the following kinds and minimum amounts, has been secured. Failure to provide proof of insurance, as required, may, at EWU’s sole option, result in the Contract’s termination.

B. Contractor shall include all Subcontractors as insureds under all required insurance policies, or shall furnish separate Certificates of Insurance and endorsements for each Subcontractor. Subcontractor(s) must comply fully with all insurance requirements stated herein. Failure of Subcontractor(s) to comply with insurance requirements does not limit Contractor’s liability or responsibility.

C. All insurance provided in compliance with the Contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by

EWU.

http://app.leg.wa.gov/RCW/default.aspx?cite=39.34

RFP #25-CTR02 Page 8 of 38

2. Specific Requirements A. Commercial General Liability Insurance: The Contractor shall at all times during the Period of Performance of the Contract, carry and maintain commercial general liability insurance and, if necessary, commercial umbrella insurance for bodily injury and property damage arising out of services provided under the Contract. This insurance shall cover such claims as may be caused by any act, omission, or negligence of the Contractor or its officers, agents, representatives, assigns, or servants.

The insurance shall also cover bodily injury, including disease, illness and death, and property damage arising out of the Contractor’s premises/operations, independent contractors, products/completed operations, personal injury and advertising injury, and contractual liability (including the tort liability of another assumed in a business contract), and contain separation of insured’s (cross liability) conditions.

Contractor waives all rights against EWU for the recovery of damages to the extent they are covered by general liability or umbrella insurance.

The limits of liability insurance shall not be less than as follows:

General aggregate limits (other than products-completed operations) $2 million

Products-completed operations aggregate $2 million

Personal and advertising injury aggregate $1 million

Each occurrence (applies to all of the above) $1 million

Fire damage limit (per occurrence) $50,000

Medical expense limit (any one person) $5,000

B. Professional Liability (Errors and Omissions) Insurance: Limits of liability shall not be less than $1 million per claim and $2 million annual aggregate.

C. Business Auto Policy: In the event that services delivered pursuant to the Contract involve the use of vehicles, or the transportation of clients, automobile liability insurance shall be required. The coverage provided shall protect against claims for bodily injury, including illness, disease, and death;

and property damage caused by an occurrence arising out of or in consequence of the performance of services by the Contractor, Subcontractor, or anyone employed by either.

Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a combined single limit not less than $1 million per occurrence. The business auto liability shall include Hired and Non-Owned coverage.

Contractor waives all rights against EWU for the recovery of damages to the extent they are covered by business auto liability or commercial umbrella liability insurance.

D. Employer’s Liability (Stop Gap): The Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable and will maintain Employer’s Liability insurance with a limit of no less than $1 million. EWU will not be held responsible in any way for claims filed by the Contractor or their employees for services performed under the terms of the Contract.

E. Cyberliability Insurance: See Exhibit F for details.

RFP #25-CTR02 Page 9 of 38

3. Additional Insurance Provisions All above insurance policies shall include, but not be limited to, the following provisions:

A. Additional Insured: EWU shall be named as an additional insured on all general liability, umbrella, excess, and property insurance policies. All policies shall be primary over any other valid and collectable insurance.

B. Notice of Policy Cancellation/Non-Renewal

i. For insurers subject to Chapter 48.18 RCW (admitted and regulated by the Washington State Insurance Commissioner), a written notice shall be given to EWU’s Risk Manager or designee 45 calendar days prior to cancellation or any material change to the policy as it relates to the Contract. Written notice shall include the affected Contract reference number.

ii. For insurers subject to Chapter 48.15 RCW (Surplus Lines), a written notice shall be given to EWU’s Risk Manager or designee 20 calendar days prior to cancellation or any material change to the policy or policies related to the Contract. Written notice shall include the affected Contract reference number.

iii. If cancellation on any policy is due to non-payment of premium, a written notice shall be given to EWU’s Risk Manager or designee 10 calendar days prior to cancellation. Written notice shall include the affected Contract reference number.

C. Identification: Policies and certificates of insurance shall include the affected Contract reference number.

D. Insurance Carrier Rating: The insurance required above shall be issued by an insurance company authorized to do business within the State of Washington. Insurance is to be placed with a carrier that has a rating of A- Class VII or better in the most recently published edition of Best’s Reports.

Any exception must be reviewed and approved by EWU’s Risk Manager, by submitting a copy of the Contract and evidence of insurance before Contract commencement. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter

48.15 RCW and Chapter 284-15 of the Washington Administrative Code

(WAC).

E. Excess Coverage: The limits of all insurance required to be provided by the Contractor shall be no less than the minimum amounts specified. However, coverage in the amounts of these minimum limits shall not be construed to relieve the Contractor from liability in excess of such limits.

F. Limit Adjustments: EWU reserves the right to increase or decrease limits as appropriate.

4. Industrial Insurance Coverage: The Contractor shall comply with the provisions of Title 51 RCW Industrial Insurance. If the Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, EWU may terminate the Contract. This provision does not waive any of the Washington State Department of Labor and Industries (L&I) rights to collect from the Contractor.

3. PROPOSAL CONTENTS

Proposals must be written in English and submitted electronically to the RFP Coordinator in the order noted below:

1. Letter of Submittal, including signed Certifications and Assurances (Exhibit A) and WIPHE Participation (Exhibit B);

2. Technical Proposal;

3. Management Proposal; and,

4. Cost Proposal.

RFP #25-CTR02 Page 10 of 38

Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the Proposal, but should assist the Contractor in preparing a thorough response.

Items marked “mandatory” must be included as part of the Proposal for the Proposal to be considered responsive; however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team.

3.1. LETTER OF SUBMITTAL (MANDATORY)

The Letter of Submittal, Certifications and Assurances (Exhibit A) and WIPHE Participation (Exhibit B) must be signed and dated by a person authorized to legally bind the Contractor to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include by attachment the following information about the Contractor and any proposed Subcontractors:

1. Name, address, principal place of business, telephone number, and fax number/email address of legal entity or individual with whom Contract would be written.

2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.)

3. Legal status of the Contractor (sole proprietorship, partnership, corporation, etc.), the year the entity was organized to do business as the entity now substantially exists, and a brief company history.

4. Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the State of Washington Department of Revenue.

5. Location of the facility from which the Contractor would operate.

6. Identify any state employees or former state employees employed or on the firm’s governing board as of the date of the Proposal. Include their position and responsibilities within the Contractor’s organization. If following a review of this information, it is determined by EWU that a conflict of interest exists, the Contractor may be disqualified from further consideration for the award of a Contract.

3.2. TECHNICAL PROPOSAL (SCORED)

The Technical Proposal must contain a comprehensive description of the system including the following elements:

1. Desire Features – We understand that a single system may not be able to provide all the desired functionality. Please describe the functions supported by your product.

The main objective of the CMMS is to provide a tracking system for:

¶ Work orders and customer requests - System should be capable of creating work orders or tasks from an asset or from submitted service requests for any type of work (i.e. custodial, mechanical, electrical, grounds, etc.) from a desktop or mobile device, from emails, or end user entry and route them to appropriate staff based on attributes or established work flows.

¶ Customer outreach - System should allow Facilities staff to connect with requesters automatically through the software with automated emails when work orders are created, updated, finished, and follow-up surveys.

¶ Requester portal - System should provide an end user portal. From the portal, end users submit new requests, view status updates, search for existing requests from other users within their department or building to eliminate duplicate requests, and view history of their requests.

¶ Preventative maintenance - System should include the ability to create, manage, and control preventative maintenance schedules. PM work can be generated based on meter readings, thresholds, and/or frequency.

¶ Fleet maintenance - Facilities and Planning has over 100 different vehicles made up of: trucks, vans, car, mowers, heavy equipment, lift forks, scissor lifts, UTVs, and other equipment. System should allow these vehicles to be

RFP #25-CTR02 Page 11 of 38 inventoried with all the pertinent information and followed by PMs using hours and miles.

¶ Asset management and equipment tracking - System should provide real-time, secure access to asset data so that staff can create and update asset information in the field.

¶ Inventory and warehouse management - System should allow staff to manage the storing, and issuing replacement parts and materials.

¶ Space and building management - System should provide space tracking and usage.

¶ Employee scheduling and time recording - System should allow the tracking of all time, work, and transactions associated with staffing, assets, and buildings.

¶ Invoicing (to internal customers) - System should allow generation of invoices for work and projects completed.

¶ Reporting and analytics - System should have pre-built, but editable, reports to measure and track asset conditions and life cycles as well as staff, department statistics, work categories, priorities, projects, transactions, and more. System should provide automated data visualization dashboards that are easy to understand, use, and share.

¶ Project management - Facilities and Planning oversees various maintenance contracts and projects. System should provide a mechanism that will track the schedule, cost, and notes of contracts and projects.

¶ Key Control (Optional) – If available, system should provide a full key management module including master keying, key control, and door and access control hardware management.

2. Client Support and Compatibility - ¶ EWU does not want a client-based system that would need to be installed on employee computers. Microsoft Terminal Services, Citrix XenApp and other remote desktop environments are not acceptable client solutions.

¶ Software must be accessible via commonly accepted web browsers including Chrome, Edge, Firefox, and Safari browsers for both desktop and, as applicable, mobile devices. Must support new versions of these browsers within 60 days of release. No browser add-ins or extensions must be required.

¶ Supports use on mobile devices. Please describe mobile device functionality.

The system should have a mobile friendly interface to allow technicians to track work in offline mode, scan barcodes, track parts use, and most other functions while on-line or off.

¶ As detailed later in this RFP, client interfaces must meet accessibility requirements (section 508).

3. System Housing – ¶ A cloud-based SaaS system, not requiring any on-premise infrastructure is required.

¶ Infrastructure components must be redundant to provide business continuity/disaster recovery capabilities.

¶ Infrastructure components must be located within the United States.

¶ Provide regular backups of hosted data.

¶ System must be secure and meet all local, state, and federal data security standards.

¶ The Provider is expected to maintain the software, upgrades, and storage management of all records with at least a 99% availability rate. Vendors should provide a service level agreement (SLA), and outline penalties for not meeting SLA.

4. Integration –

RFP #25-CTR02 Page 12 of 38

¶ The system should be capable of providing a real-time interface and batch (flat file) interface for integration with other Eastern Washington University systems and applications.

¶ Integration with Ellucian Banner is required for some financial information from the CMMS. Integrations to Banner will require use of Ellucian Data Connect, Ethos, API, or flat file exchange. The current integrations to Banner are one-way interfaces that transmit invoices and budget encumbrances from AiM on a monthly basis utilizing flat files and native import/export capabilities of both systems.

¶ The system should have an API library to allow integration with other systems.

¶ Communication using the university’s current Office 365 email system.

System should be capable of generating work orders or customer requests automatically from incoming emails by users or facilities staff.

5. Optional Integrations – Describe the ability of your system to integrate with any or all of the following systems, applications, or data sources.

¶ Timecard information ¶ 25Live Academic Scheduling System ¶ CAD Drawings ¶ GIS data ¶ Alerton Compass ¶ Delta enteliWEB ¶ Skyspark ¶ Project Management (e.g. ProCore, Trimble e-Builder, etc.)

6. User Management, Security, and Access Control Requirements – ¶ The system must support integration with university single-sign on via Entra

ID (Azure Active Directory) or Shibboleth/SAML. Entra ID is strongly preferred.

¶ Directory integration is required for account setup of both facilities employees and university users/requesters. Entra ID is strongly preferred, but Active Directory integration is permissible.

¶ The system must support internal role-based user permissions and multiple roles per user. These roles should be used to customize a person's security profile (authorizations).

¶ The system must be able to restrict access to modules or functions. This could be broken down by function, group, department or roles within a department/team.

¶ Access levels, roles, or groups should define a user's ability to: approve, update, modify, view, query, and delete entries, objects, and requests.

¶ Audit trails must record all users' and administrators' activities and be protected from tampering and deletion for both the application and database layer.

¶ The system should support the following technical safeguards:

o Automatic logoff o Emergency access o Encryption and decryption (data at rest and data in transit) o Audit controls o Integrity controls

7. Reporting ¶ The system should provide both internal reporting capabilities and the ability to use an external reporting system, such as Tableau, to create custom reports.

RFP #25-CTR02 Page 13 of 38

¶ Preferably, the system should make use of non-proprietary applications and programming languages so that extensive learning of new applications/programming languages is not required.

¶ Ability to export data.

¶ Provide a listing of pre-built reports.

3.3. MANAGEMENT PROPOSAL (SCORED/MANDATORY/OPTIONAL)-

1. Enterprise Licensing (SCORED) A. Proposals must disclose licensing fee model and include sufficient licenses for 200 Facilities and Planning staff members.

B. Proposals must specify the cost of additional staff users and whether they are available individually or only in bulk.

C. Proposals must specify how end users (requesters) are licensed or if they are unlimited.

2. Implementation (SCORED) The Contractor must provide a detailed proposal specifying the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP for implementation of their system, including:

A. Detailed methodology for implementation. Methodology should include estimated timeframe, overview of phases and milestones, assumptions, and assumed responsibilities.

B. A project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met.

C. Project organization chart showing EWU and vendor staff.

D. Work effort estimates. Include any required involvement of EWU staff.

E. Names, titles, resumes, and references of implementers likely to be assigned to this project.

F. Information gathering regarding interfaces to Ellucian Banner and other major enterprise systems.

G. Installation and configuration of production environments.

H. Testing of connectivity for application usage and integration.

I. Setup of user accounts.

J. Defining and creating security roles.

K. Documentation of system setup and configuration.

L. Go live support.

M. Migration/Conversion of existing AssetWorks AiM system data. The vendor should indicate what types of data can be imported into their system.

Recommendations for data conversion (type, history, scope) are welcome.

N. A detailed strategy for data conversion. Indicate the automated tools or programs which may be used to convert data as well as the assumed or estimated breakdown of effort between the implementing consultant and the vendor staff.

O. The Contractor may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

3. Training and Support (SCORED)

The vendor should provide a proposal for administrator training and end-user (Facilities staff) training (train the trainer) during implementation.

A. Overview of proposed training plan/strategy, including options for on-site or off-site training services, for the system administrators, developers, and end-users (train the trainer).

B. The role and responsibility of the software and/or implementation vendor in the design and implementation of the training plan (e.g., development of customized training materials, delivering training to university end-users).

RFP #25-CTR02 Page 14 of 38

C. The role and responsibility of EWU staff in the design and implementation of the training plan.

D. The knowledge transfer strategy proposed by the software and/or implementation vendor to prepare EWU staff to maintain the system after it is placed into production.

E. Descriptions of Classes/Courses proposed in the training plan. (The vendor should specify the unit of measure for its training (e.g., units, classes, days, etc.)

and define the hours associated with these units of measure.) The vendor must be very clear about exactly what training courses are included in the cost of the proposal. Topics covered, at a minimum, should include:

(1) System maintenance and support

(2) Work order management

(3) Preventative maintenance setup and management

(4) Fleet maintenance setup and management

(5) Asset management setup and management

(6) Inventory and warehouse management

(7) Space and facility management

(8) Employee management, including time recording

(9) Reporting

(10) Invoicing

F. Describe detailed post-implementation training options that provide access to online, on-demand, and on-going training for facilities users.

G. Describe the technical support available.

H. What type of support is available (web, email, phone, chat, built in help features, FAQ)?

I. Where is the primary support located? What are the hours of service?

J. Describe any online user community, conferences or other user collaboration resources that the company facilitates for the proposed solution.

4. Deliverables (SCORED) – Fully describe the deliverables to be submitted under the proposed Contract. Deliverables must support the requirements set forth in Section 1.2, Objectives and Scope of Work.

5. Risks (SCORED) – The Contractor must identify potential risks that are considered significant to the success of the project. Include how the Contractor would propose to effectively monitor and manage these risks, including reporting of risks to EWU’s Contract

Administrator.

6. Experience of the Contractor (SCORED)

A. Indicate the experience the Contractor and any Subcontractors have that relate to their ability to provide the services as required for this RFP, especially with respect to providing Enrollment Management Marketing Services for higher education institutions.

B. Indicate other relevant experience that indicates the qualifications of the Contractor, and any Subcontractors, for the performance of the potential Contract.

C. Include a list and description of projects of similar size and scope over the last five (5) years that relate to the Contractor’s ability to perform the services needed under this RFP.

7. Related Information (MANDATORY)

A. If the Contractor or any Subcontractor contracted with the State of Washington during the past 24 months, indicate the name of the agency, the contract number and project description and/or other information available to identify the contract.

B. If the Contractor’s staff or Subcontractor’s staff was an employee of the State of Washington during the past 24 months, or is currently a Washington State

RFP #25-CTR02 Page 15 of 38 employee, identify the individual by name, the agency previously or currently employed by, job title or position held and separation date.

C. If the Contractor has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Contractor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default.

D. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Contractor’s position on the matter.

EWU will evaluate the facts and may, at its sole discretion, reject the Proposal on the grounds of the past experience. If no such termination for default has been experienced by the Contractor in the past five years, so indicate.

8. References (MANDATORY)

A. List names, addresses, telephone numbers, and fax numbers/email addresses of three (3) business references for whom work has been accomplished and briefly describe the type of service provided. Do not include current EWU staff as references.

B. By submitting a Proposal in response to this RFP, the Contractor and team members grant permission to EWU to contact these references and others, who from EWU’s perspective, may have pertinent information. EWU may or may not, at EWU’s discretion, contact references. EWU may evaluate references at EWU’s discretion.

9. OMWBE & DVA Certification (OPTIONAL AND NOT SCORED)

A. Include proof of certification issued by OMWBE if certified minority-owned firm and/or women-owned firm(s) will be participating on this project or certification from the DVA if veteran-owned firms will be participating on this project. For information, Contractors may contact OMWBE or the DVA.

10. Environmental and Social Issues (OPTIONAL AND NOT SCORED)

A. Indicate use of environmentally safe products and processes.

3.4. COST PROPOSAL (SCORED)

The evaluation process is designed to award this solicitation not necessarily to the Contractor of least cost, but rather to the Contractor whose Proposal best meets the requirements of this RFP. However, Contractors are encouraged to submit Proposals which are consistent with state government efforts to conserve state resources.

1. Identification of Costs (SCORED) Identify all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objectives of the Contract. The Contractor is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the Contract. Contractors are required to collect and pay Washington State sales and use taxes, as applicable.

Costs for Subcontractors are to be broken out separately. Please note if any Subcontractors are certified by OMWBE and/or the DVA.

4. EVALUATION AND CONTRACT AWARD

4.1. EVALUATION PROCEDURE

Responsive Proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of Proposals shall be accomplished

RFP #25-CTR02 Page 16 of 38 by an evaluation team(s), to be designated by EWU, which will determine the ranking of the Proposals.

EWU, at its sole discretion, may elect to select the top-scoring firms as finalists for an oral presentation.

The RFP Coordinator may contact the Contractor for clarification of any portion of the Contractor’s Proposal.

4.2. EVALUATION WEIGHTING AND SCORING

The following weighting and points will be assigned to the Proposal for evaluation purposes:

Technical Proposal Feature Requirements Client Support and Compatibility System Hosting Integration User Management, Security, and Access Control Requirements Reporting

43 Points 13 Points

5 Points 5 Points 5 Points

43%

Management Proposal Enterprise Licensing Implementation Training and Support Deliverables Risk Experience of the Contractor

12 Points 2 Points

5 Points 2 Points

1 Point 1 Point 1 Point

12%

Cost Proposal 45 Points 45%

Total 100 Points 100%

EWU reserves the right to award the Contract to the Contractor whose Proposal is deemed to be in the best interest of EWU and the State of Washington.

4.3. ORAL PRESENTATIONS MAY BE REQUIRED

Written submittals and oral presentations, if considered necessary, will be utilized in selecting the winning Proposal. EWU, at its sole discretion, may elect to select the top scoring finalists from the written evaluation for an oral presentation and final determination of Contract award.

Should EWU elect to hold oral presentations, it will contact the top-scoring firm(s) to schedule a date, time and…