RFP26006231 Questions and Answers.pdf

Question Answer For ERP integration:

Is the scope financial actuals only, or also budgets, labor, and vendors?

Is real-time integration required, or scheduled batch? Scope includes financial actuals as well as labor, vendors, and costs. Real-time integration is preferred, but will support a scheduled batch service.

Which systems require integration at go-live vs post-go-live?

Which ESRI products are in use (confirmed ArcGIS / ArcGIS Indoors 11.5)?

URI has access to the full suite of ArcGIS Products available through the Esri Higher Education License agreement (ArcGIS Pro, Field Maps, Survey123, etc.). We host our GIS data in ArcGIS Enterprise and run version 11.5. We have an ArcGIS Online instance that is used to host publicly available GIS data. We have implemented ArcGIS Indoors for our system of record for the space inventory. This is also hosted on ArcGIS Enterprise. Our entire Enterprise instance is hosted in Amazon Web Services (AWS).

The ArcGIS Enterprise backend is an SQL database running on Windows Server 2022.

The AWS environment, including security, is managed by URI centralized IT.

What level of GIS integration is required?

The minimum ArcGIS integration will include loading location information (e.g., Campus, Facility, Floor, Space data) from ArcGIS Enterprise/Indoors as the system of record for space data and a basic map view of assets, workorders, etc. However, our ArcGIS deployment is robust enough to take advantage of additional capabilities depending on the capabilities of the selected CMMS product. We do not use Archibus.

Of those users:

How many are expected to be concurrent users during peak hours? Approximately 50-60 concurrent users during peak times.

How many total named users are expected to access the system (by role)?

a. Requestors- about 22,000 users (anyone with a URI email address)

b. Trades/technicians- about 75

c. Supervisors/planners- about 15

d. Managers/leadership- about 15

e. Administrators/power users- about 12 (2 administrators, remainder power users)

Can you extend the response due date to 2 weeks after all questions are answered? Yes, the response due date has been extended to 2/12/26 at 11am.

Will the system need to address Reservations, Moves, space chargebacks or any other Space Management requirements? If not, what Space Management System is being utilized? No, none.

Will the maintenance system need to connect to a Building Automation System? If so, please describe what systems are utilized. No.

Please describe in detail how cost-chargebacks need to be supported.

Total costs of a work order needs to be able to be captured. URI can manually perform cost chargebacks. If the vendor has a method for automatic cost chargebacks, that could also be acceptable.

Is the ability to support BIM and Revit required? No.

Will the system be utilized for Capital Project Management? Will this system be required to support Capital Project Management? No.

Will the system be utilized for Real Estate Lease Management? No.

How many environments will the system need to support? i.e., Production, Test etc.

Poduction, Development, and Test is the preference, but we will rely on the vendor to provide a recommendation.

How many system Administrators will URI have involved with the CMMS solution? There will be 2 full system administrators from URI.

Aside from the interfaces listed in Attachment 4 (ERP, AD, GIS, M365), are there any other custom data exchange requirements, particularly for departmental shadow systems or reporting tools?

Yes, other interfaces include Snowflake (data lake/warehouse), MS Power BI, and MS SQL Database.

Please confirm the required authentication and Single Sign-On (SSO) method for the Microsoft/M365 Active Directory integration for the hosted solution (e.g., SAML 2.0, OAuth, specific IDP requirements).

We use SAML with Entra/Azure for SSO. InCommon Federation is also an option for

SSO.

For the critical Esri ArcGIS integration, what is the required method for both sending and receiving data (e.g., specific API, ArcGIS REST services, or direct geodatabase link)? The Vendor should make a suggestion.

RFP26006231 Questions and Answers

For the critical ERP integration (PeopleSoft, eventually Workday), can URI provide documentation outlining the specific data fields, business rules, frequency, and method of data transfer (e.g., API, flat file transfer, specific middleware) currently utilized between TRIRIGA and the Financial System?

The current ERP data integrations are performed daily. The "Process Scheduler" in Peoplesoft is utilized to schedule and execute custom scripts that pull data from Peoplesoft and load the data into the associated Tririga "staging" tables. Tririga processes any data that exists in the staging tables daily, loading it into the applicable application tables and performs any applicable post-processing functions. The Tririga "staging" tables are purged at the start of the next daily data integrations.

Please note that URI staff will work with the vendor to develop and implement the new data integrations for the new CMMS system.

What is URI’s post-implementation plan for the current on-prem TRIRIGA environment? Specifically, how long must historical data remain accessible in the old environment, and are there any requirements for a complete, verified decommission?

URI will handle the course of action and decommissioning of the current environment after successful migration and implementation of a new system.

What is the estimated total volume of historical data that needs to be migrated (e.g., total database size, number of historical Work Orders, number of historical documents/attachments)?

All "Active", "Corrective" (non-preventive maintenance), Work Tasks should be migrated along with their associated resources (employees, vendors, location data, cost, consumable inventory items, notes, attachments) for the last 2 years.

Given the system is described as heavily customized, is there formal documentation (e.g., Functional Specifications, Object Migration documentation) detailing the custom objects, business processes, reports, or complex workflows that need to be replicated or deprecated in the new hosted instance?

Very little formal documentation is available, and a significant portion resides with the support vendor of our Tririga system.

What is the current version of the IBM TRIRIGA Application Platform and Application (e.g., Platform 3.x, Application 10.x)? IBM Platform version 3.7 and IBM Application version 10.7.0.

For the new hosted environment, please confirm the required number and type of licensed users by role (e.g., administrators, full access/named users, self-service users, mobile technicians). Please refer to question 6. Mobile users will be around 50-65.

Technical Proposal Format: Please clarify, "Each attachment should be referenced appropriately within the proposal section and the attachment title should reference the proposal section it is applicable to.". If the attachment is referenced in the technical proposal document and the answers to all questions in the attachment are in the proposal document, do vendors need to also submit attachments 1, 2, and 3 separately as well since the instructions say the attachment title should reference the proposal section it is applicable to?

Vendors can submit the attachments as separate files, or combine all attachments and submit a single file.

User Interface Requirement #66,"The system shall allow users to send error reports to the URI.": Could the University elaborate on what information these error reports should contain? Sufficient details on the error, potentially to include pictures and certainly text content.

Where does the current IBM TRIRIGA system most visibly fail staff daily operations (e.g., order intake, triage & dispatch, order execution, communication with internal and external resources, billing, manual steps, heavy customizations, IT dependency, or all of the above)?

System is far too complicated for URI to manage and support. Looking for a modern simpler solution for the future.

What would you attribute software underutilization to, despite consultant support?

System is far too complicated for URI to manage and support. Looking for a modern simpler solution for the future.

What were specific challenges in integrating with PowerBI and GIS?

System is far too complicated for URI to manage and support. Looking for a modern simpler solution for the future.

What went right or wrong in past system implementation?

System is far too complicated for URI to manage and support. Looking for a modern simpler solution for the future.

What worries you most about CMMS implementation risk?

Some concerns we have relate to the computer aptitude of the current workforce and integrating the use of mobile/digital tools, and needing to adjust long-standing business processes to adapt to a new CMMS using industry standard best practices.

How important is self-service reporting without IT dependency?

This is very important. Designated power users and administrators must be able to develop and maintain reports and dashboards independently.

Who consumes GIS-based reporting today operations, planning, leadership? Mainly Utilities, Planning, Public Safety, Transportation & Parking, and leadership.

Does the university have a well developed library of preventative maintenance for your assets in IBM Tririga? Is the intent to migrate the library to the new system?

URI has a small library of preventative maintenance for our assets, but it is not well developed. We could migrate the library to the new system, but if a vendor has a better option, we would like to see it.

Can you describe where asset data inconsistency has created risk or inefficiency?

Asset data inconsistency has limited the ability to perform reliable lifecycle planning, forecasting, and historical maintenance reporting.

Which processes still rely on paper-based work orders, and why haven’t they transitioned digitally?

All Maintenance shop work orders are paper based. Our Control Center currently prints the work orders to approximately 11 different printers across the campus.

In reference to Operational Challenges outlined on page 3 & 4, which maintenance activities suffer most from lack of real-time updates today?

The maintenance activities most impacted by the lack of real-time updates are work order assignment and status tracking, field technician coordination, and asset history updates. Delays in real-time visibility also affect maintenance scheduling, response prioritization, and communication of progress to customers, resulting in inefficiencies and slower issue resolution.

Where does asset data inconsistency create risk or inefficiency?

Asset data inconsistency creates risk and inefficiency by limiting lifecycle planning, replacement forecasting, and preventive maintenance execution. Incomplete and inconsistent asset records, combined with unsynchronized data across systems reduce data reliability, hinder inspections and reporting, and increase the risk of inaccurate maintenance and asset management decisions.

How do you currently track non-traditional assets (e.g., steam pits, catch basins, blue light phones)?

Non-traditional assets are currently tracked primarily in ArcGIS and some maintenance is tracked using spreadsheets.

Are your assets tagged today? (for example QR code, Bar Code, Asset Control sticker/badge/plate, etc.)

The Facilities Condition Assessment(FCA) project tagged 3,279 assets with a QR code.

If those assets were located inside a room, the asset is associated with the room number in the FCA system. The location information came from the space inventory system of record, ArcGIS Indoors. If the tagged asset is located outside the building (e.g., site, roof, exterior wall, etc.) general location information is provided.

Please provide your capabilities and recommendations.

Are you looking to integrate the new CMMS with the current space management tool to link spatial information with assets and work orders? Or is the intent to consolidate point solutions on a single, fully integrated platform eventually?

An integration with the current space management tool is required to link spatial information with assets and work orders. However, the selected CMMS will not replace the existing space management platform (ArcGIS Indoors).

Could you describe how work orders are assigned/communicated to external vendors?

And, what is the current process of capturing vendor costs for material, labor, etc.?

Paper work orders are currently handed to external vendors and vendors reference the work order number on invoices and notify maintenance when work is complete.

Invoices are processed in the MS SQL database and linked to the corresponding work order through a manually run data integration.

Could you give a few examples of mission critical reports (out of 25) that are commonly used by decision makers?

We'd prefer the vendor provide suggestions and examples as to what existing reports in their system address industry best practice KPIs.

When is the transition to Workday going to occur/what is the project timeline? This is unknown at this time.

Is there a desired project start date? June 2026.

When will URI transition to Workday and when will an integration with Workday be required? This is unknown at this time. Integration schedule to be discussed upon award.

Please describe the areas of integration required with Peoplesoft (Financials for Chargebacks, Procurement for PR/PO, HR, etc.) for the initial deployment. See questions 1 and 2.

What is your current Tech Stack?

Microsoft, ARCGIS, Google Workspace, PeopleSoft (migrating to Workday), Snowflake, NAS01 file shares, Amazon Web Services, Service Now

Are there any existing Computerized Maintenance Management Systems (CMMS) or other systems currently in use for asset, maintenance, or operations management that this new CMMS will replace or integrate with? No, but may be beneficial to integrate with StarRez.

Can URI clarify the preferred deployment model for the CMMS software (e.g., SaaS/cloud-hosted, on-premise installation, hybrid)? SAAS/cloud-hosted would be preferred, but we are open to other concepts.

Are there any specific mobile device types or OS versions that must be prioritized? There are no specific models at this time.

Can URI provide specific expectations for Service Level Agreements (SLAs) regarding technical support, including response times and resolution targets for issues?

Typical: 2 hour response acknowleding receipt, 4 hour completion/updates. Up time is 99.95%.

What key reports or dashboards are essential for URI's Facilities Operations Department to track and analyze CMMS data (e.g., work order completion rates, asset downtime, maintenance costs)?

We'd prefer the vendor provide suggestions and examples as to what existing reports in their system address industry best practice KPIs.

What specific metrics and KPIs are being used to measure website success? There are none at this time.

Is URI open to a phased implementation approach for the CMMS, or is a single, comprehensive go-live preferred? The Vendor can provide a recommendation.

Does URI have any specific data standards or classifications for assets and maintenance activities that the CMMS must adhere to?

None at current time, but open to vendor suggestions such as ISO55000, UniFormat II, and/or MasterFormat.

What level of granularity is required for user roles and permissions within the CMMS? Typical: read only, administrators, maintenance crews, management dashboards.

Do you need localization? Which specific languages do you need for localization? English for Rhode Island.

Is mobile access for field technicians or other staff a critical requirement for the CMMS? Yes, mobile access is required.

Is original content creation expected within the scope?

Not clear on what this question is stating. Work orders and general CMMS data will be created, but we do not foresee content such as instructional maintenance videos as part of this scope.

How many users are required to be trained?

URI prefers vendor to train all end users that will use the system for more than just submitting work orders (estimated at about 125 users). Train the trainer can be used for all other user types.

How frequently does site content change?

Not clear on what this question is stating. Asset additions and updates occur regularly as equipment is installed, replaced, or decommissioned. Work orders and maintenance history are updated daily, and inventory and vendor data are updated as needed.

What is the total number of pages currently? More specifically, how many templates do you have currently? We are looking for an Asset Mangement solution supporting physical assets.

Can you share website traffic statistics? How many visits per year, average monthly page views etc.? We are looking for an Asset Mangement solution supporting physical assets.

Do you prefer a tailored solution or off-the-shelf products for this project? We are looking for an Asset Mangement solution supporting physical assets.

Do you have a preference for CMS? We are looking for an Asset Mangement solution supporting physical assets.

Is there a preference for where the vendor resources are located, US vs offshore?

US based with full service support for normal work hours in eastern time zone, same for implementation.

Are there any hard deadlines or significant events driving the schedule? The implementation should start June 2026 and be completed by 1/12/2027.

Where will assets like photography, video, etc. come from? Is there an existing content library for photos or videos? We are looking for an Asset Mangement solution supporting physical assets.

Do you expect audience research and user testing to be a part of this project?

Yes, user testing needs to be part of the implementation project and required throughout major phases as well as a complete end-user testing prior to Go-Live. A Test environment should be implemented for this purpose.

Can you clarify the allocated budget for this project, as the 'Estimated Total Value' field is blank? The budget for this project will not be disclosed.

Is the vendor expected to provide hosting services for the CMMS, or will the system be self-hosted/deployed on client infrastructure? The preference is for a fully vendor hosted SaaS/cloud system.

Can you describe the current state of asset management, including the number and types of assets, and the current methods or systems used for tracking them?

The current CMMS contains limited asset records. State fleet vehicles are tracked in Tririga, but asset data is not fully standardized. Asset tracking is currently handled through a combination of systems, including Tririga, GIS, and other departmental databases. The University hopes to centralize asset data in a single repository and utilize integrations to dynamically load and update asset records in the new CMMS.

Approximately how many users will require training for the new CMMS, and what are their primary roles or departments?

There will be about 125 users that will require training. Primary roles include technicians, supervisors and managers, directors and other members of leadership, as well as power users like the Control Center and Central Stores, and full system administrators.

What is the desired deployment model for the CMMS (e.g., cloud-based SaaS, on-premise, hybrid)? SAAS/cloud-hosted would be preferred, but we are open to other concepts.

Could you provide an estimated volume of data and transactions the CMMS will need to handle, such as the number of assets, work orders per year, and active users?

Since our primary business process is paper-based Work Orders, the current average active users are very limited to approximately 10-15. This includes the “Stores Warehouse staff” utilizing the “Consumable Inventory modules”.

We currently own 14 concurrent “full user” licenses and 200 “work request submitter only” licenses. Average usage for the new system has yet to be determined as we have not yet discussed and documented the intended “electronic based” Work Order processes for the new system.

Calendar Year Work Order data:

Corrective: Created: 21,203 Preventive: Created: 10,829

What are the key performance indicators (KPIs) or reporting requirements that the new CMMS should support for operational efficiency and maintenance management? We would prefer vendor suggestions based on industry best practices.

What is the expected number of users for the CMMS system?

Can you provide the expected number of users by User Roles?

• System Administrators – Users responsible for System Administration including System configuration, Audits, access control, User ID, and Authorizations etc.

• Primary Named users - with Read / Write privileges to access the entire system, exercise all functional capabilities, retrieve, and update data, and generate reports and analysis.

• Executive users – focused on performance information access, Key performance indicators, dashboards, reports, and analysis.

System Administrators- 2 Primary Named Users- 4-8 Executive Users- 10 Technicians- 75 Requestor/Limited Access Users- 22,000

What is the approximate number of inventoried parts in the current system? Approximately 5,550 unique part numbers.

How many warehouses are used to manage and store parts and supplies? 3 separate Parts Warehouse locations. (Central, Custodial and Automotive)

What is the scope of historical data to be migrated from the current system?

All "Active", "Corrective" (non-preventive maintenance), Work Tasks should be migrated along with their associated resources (employees, vendors, location data, cost, consumable inventory items, notes, attachments) for the last 2 years.

How frequently is the Facility Condition Assessment updated? The planned cycle is every 3 years.

Is there a library of non-CAD documents (specifications, warranties, manuals etc.) in the current system?

There are some documents available in the current system, but we do not plan to migrate them due to their lack of current relevance.

Does URI have “As Built” drawings for all the buildings and floors to facilitate location identification and intuitive access to asset data?

URI has "as-built" CAD drawings for buildings and floors, but they are maintained as reference documents and may contain discrepancies compared to current field conditions. Additionally, the CAD files are stored in decimal units to meet ArcGIS Indoors requirements.

What is the current volume of Work Orders managed in URI’s system?

Calendar Year data for reference:

Corrective: Created: 21,203 Preventive: Created: 10,829

Corrective: Created: 22,885 Preventive: Created: 10,573

Corrective: Created: 24,206 Preventive: Created: 14,228

Does URI have an existing library of PM procedures to be loaded into the system? Are they available for all asset classes?

URI does not currently have a complete library of PM procedures for all asset classes.

Overall, the PM procedure library is incomplete and not available across all asset classes.

Does URI plan to initially implement new or existing workflows? This should be considered new but use the existing as a starting point.

Is Uniformat II the standard for all building asset systems and sub-systems?

Uniformat II is not currently the standard for all building asset systems and sub-systems, but was used for the Facility Condition Assessment.

Are there existing workflows that define business processes related to the maintenance of various asset types?

No, we do not have existing workflows that define business processes related to the maintenance of various asset types.

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

Asset data, including some photos, will be sourced from EKOS, Insite, and Tririga, with Facilities Condition Assessment data (8,774 assets, 3,279 with QR codes).

Can the references be included as an appendix and excluded from the 25 page limitation?

Per the Agency Solicitation Solicitation Specifications document: Narrative and format:

Vendors must submit a technical proposal which addresses each of the following elements and is limited to 25 pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request).

Do you expect offerors to answer anything on the following tabs of HECVAT:

Institution Evaluation / High-Risk / Privacy Analyst? No, that is detailed in the HECVAT's instructions on the "START HERE" tab.

Has a budget been approved for this project? If yes, how much is the estimated budget or value of this contract? The budget for this project will not be disclosed.

How many departments, divisions, and total end users are expected to use the EAM system? Which departments/divisions?

There will be about 23,000 total users (including request-only users) utilizing this CMMS. Departments to use the CMMS are primarily Facilities, Public Safety, and Housing & Residential Life.

What is the highest sensitivity data expected + URI data classification?

The highest sensitivity data expected is low-level PII. Data would likely fall within "Internal" or "Confidential" categories, which include limited employee identifiers such as names, IDs, contact information, and department details.

Will any PHI (HIPAA) be stored/processed in the CMMS?

No HIPAA information, but some PII (Personal Identifiable Information), such as the following, may be stored and processed: Names, ID #s, email addresses, locations, phone numbers, titles, department names and #s , locations, salary.

GIS functionality is referenced extensively in Attachment 4 (General and Technical), with many requirements listed as “nice to have,” including Row 90, which notes bi-directional integration with GIS data as optional. However, the Work Orders section includes GIS-related requirements (e.g., Row 67) where bi-directional data exchange is listed as critical. Can you clarify the overall expectation for bi-directional GIS data exchange and to what extent this is a firm requirement for URI?

ArcGIS is the system of record for all location data, including campus, buildings, spaces, and many outdoor assets., with ArcGIS Indoors serving as the system of record for indoor locations. The CMMS must at minimum consume GIS data from ArcGIS, while bi-directional integration is strongly desired, particularly to support submitting and tracking work orders through ArcGIS Indoors, though full bi-directional exchange is considered ideal rather than strictly mandatory.

Attachment 4 (General and Technical) includes document management functional requirements, and the Interfaces section references eDocs as a “nice to have” integration. Can you clarify whether URI’s intent is to migrate document management fully into the new platform, or to integrate the selected solution with eDocs? URI will not be migrated from eDOCS into the new CMMS.

Based on our review of the functional requirements, it does not appear that full space planning and/or capital project functionality is required. Can you confirm whether URI intends to continue using its current platforms for these operational areas?

Confirmed that this is not a requirement. URI intends to continue using ArcGIS Indoors for space planning and does not require full space planning functionality within the CMMS. Capital project management will be supported by a future dedicated platform.

Will a completed HECVAT Lite (version 3) (versus HECVAT 4) be acceptable for this engagement?

URI will not accept a HECVAT version 3 as it is not the latest version and does not contain necessary information security needs to make decisions about product security.

Tabs, 2, 3, and 6 of the Functionality Questionnaire do not have anything in the ‘Vendor Comments’ dropdown. Is this intentional? If not, will an addendum with a corrected document be issued?

That field was meant to be a text field for vendors to input their comments. An updated template will be provided.

What is the anticipated timeline for next steps following the RFP submission due date, including evaluation, potential interviews, and award notification? The University intends to review responses in a timely manner.

To clarify the scope of the CMMS, is URI planning for asset depreciation tracking to be managed within Workday, or is the CMMS expected to include this functionality? Depreciation will be tracked in Workday.

Given that vendors must achieve a 70% technical fit to proceed to the demonstration phase, could you please elaborate on how "Nice-to-have" features will be weighted and evaluated in relation to "Critical" requirements to determine this 70% threshold?

Specifically, do "Nice-to-have" items contribute directly to the technical fit score, or are they considered separately after the core technical fit is assessed?

There is no 1:1 weighted/firm fixed scoring based on any particular category, nor an automatic disqualification. The entire capabilties of the proposed system will be evaluated; however, systems lacking in numerous "critical" components should not expect to reach the demonstration phase.

Regarding the required integrations, will URI provide internal IT resources to assist in building and maintaining these integrations, or is the selected vendor expected to deliver the full integration services, including any necessary middleware? We would appreciate further details on URI's expectations for vendor responsibility in this area.

URI will provide IT staff to collaborate with the selected vendor on integration design, implementation, and ongoing support. The vendor is expected to lead and deliver the integrations, including initial data loads, scripting for recurring updates, and providing any required middleware as part of their solution.

Was a consultant engaged to assist in the development of this RFP? If so, what role will this consultant play in the evaluation process of submitted proposals?

Yes a consultant was engaged to assist in developing this RFP. Said consultant may assist the University in reviewing technical proposals as a non-voting party.

Has URI participated in product demonstrations for similar solutions within the last 12 months? If so, would you be able to share which vendors were involved? No we have not participated in any CMMS product demonstrations.

Could you please provide any insights into the anticipated budget or cost expectations for this solution? Understanding if there is an expected threshold or price range would be very helpful. The budget for this project will not be disclosed.

Given the comprehensive nature of this RFP and the upcoming holiday office closures, would the University of Rhode Island consider a two-week extension to the submission deadline? This would allow us to provide the most thorough and well-considered response possible. Yes, the response due date has been extended to 2/12/26 at 11am.

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