RFP26006231 Attachment 3.docx

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Attached to
URI Computerized Maintenance Management System
Solicitation number
RFP26006231
Issued by
Providence County, Rhode Island

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This is an attachment to a Request for Proposals (RFP) for the University of Rhode Island (URI) Facilities Operations Department, a procurement administered by the State of Rhode Island Division of Purchases. The document outlines the required implementation approach and deliverables for a Computerized Maintenance Management System (CMMS) solution. Vendors must describe their detailed implementation methodology, including planning, discovery, design, development, deployment, and project management phases, with specific emphasis on knowledge transfer to URI staff for administrative and light configuration tasks. Proposals are due February 5, 2026, at 11:00 AM EST, with a vendor question-and-answer period running from December 17, 2025, through December 30, 2025, at 2:00 PM EST. The solicitation requires vendors to provide estimated levels of effort for each activity and deliverable, including labor categories, resource allocation percentages, and task durations. The initial contract period spans three years from the implementation start date, with potential renewals for up to three additional three-year periods contingent on vendor performance and fund availability.

Vendors must provide comprehensive insurance coverage, including general liability ($1,000,000), workers' compensation ($100,000), professional liability ($2,000,000), Technology Errors and Omissions ($5,000,000), and Information Technology Cyber/Privacy coverage ($5,000,000). The system must accommodate approximately 30 occasional users, 125 day-to-day users, 80 mobile users (a subset of day-to-day users), and 25,000 URI.edu email account holders with capability to submit work requests. Vendors are required to describe their licensing models, including perpetual versus subscription options and concurrent versus named user arrangements, excluding pricing from technical responses. A 0.33 percent contract administrative fee will be withheld from vendor invoices effective January 1, 2026. The procurement emphasizes Inclusive Small Business Enterprise (ISBE) participation, requiring vendors to propose utilization rates for certified minority, women, and disability-owned businesses. Proposal evaluation utilizes a multi-factor approach with points allocated for technical merit, cost, and ISBE participation, with cost scoring proportional to the lowest-cost vendor receiving 100 percent of available cost points.

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Attachment #3: Implementation Approach

1. Please describe in detail, the approach within which the requested CMMS implementation services will be performed. Please elaborate on any standards or general practices on which your methodologies are based. The implementation approach should include plans for knowledge transfer so that URI staff can support most administrative and light configuration tasks. Please also include expected vendor team level of effort, durations at the work package level, and plans for on-site meetings, including, but not limited to, Project Kickoff, Workshops, Testing, and Training, and any activities that your firm recommends for onsite or in-person meetings. The following elements should be included:

· Planning

· Discovery

· Design

· Development

· Deploy

· Project Management

2. Using the table below, please provide an estimated level of effort for each identified activity or deliverable. Please include the labor categories that would contribute, percent allocation for each resource, and duration of each task. Please note: an asterisk (*) is used to identify project deliverables.

Phase
Activities/Deliverable Description
Level of Effort
Planning
· Kickoff Meeting & Presentation*

· Initial Project Plan*

Discovery
· Requirements gathering

· Infrastructure needs

· Cyber security needs

· Process gaps

· Business and functional requirements documents*

· Requirements traceability matrix*

Design
· Solution design document*

· Infrastructure design document*

· Integration design document*

· Security plan design document*

· Training plan design document*

· Testing plan design document*

· Go live plan design document*

· Critical design review

Development
· Solution configuration

· Solution design document (as built)*

· Infrastructure development

· Infrastructure design document (as built)*

· Integration development*

· Integration design document (as built)*

· Finalize security plan design document*

· Develop training materials and schedule

· Finalize Training plan*

· Develop test scripts and testing tools

· Finalize Testing plan*

· Finalize Go live plan*

· Deployment readiness review

Deploy
· User acceptance testing (UAT)*

· End user & admin training*

· Go live dry run

· Go live*

· Hyper support*

Project Management
· PMO

· Maintain project plan

· Risk management plan*

· Communication plan*

· Quality assurance plan*

· Resource management plan*

· Organizational change management plan*

3. Please describe your licensing model, including the various types of licenses available, perpetual vs subscription, and concurrent vs named users. Pricing should be excluded from your technical response. For reference, URI has approximately:

a. 30 occasional users (Managers, Assistant Directors)

b. 125 day-to-day users (Control Center staff, Central Stores, Supervisors)

c. 80 mobile users (this group is a subset of the 125 day-to-day users)

d. 25,000 students, faculty, and employees with URI.edu email addresses who should be able to submit a work request on an as needed basis

File details come from the government source that posted it. Updated .