HomeMy WebLinkAboutRFP - P864 MAINTENANCE MANAGEMENT SYSTEMCity of Fort Collins
Administrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P-864
MAINTENANCE MANAGEMENT SYSTEM
The City of Fort Collins Operations Services Department is soliciting proposals to replace its existing
(Service Call) Maintenance Management System (MMS) with a non -Web -based system.
Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 North
Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:30 p.m. (our
clock), November 21, 2002. Proposal No. P-864. If delivered, they are to be sent to 215 North
Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Jared Interholzinger, Project
Manager, (970) 221-6611.
Questions regarding proposals submittal or process should be directed to Jim Hume, CPPO, Senior
Buyer, (970) 221-6776.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30864.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a
copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Si rel btt4-
Jamels B. O'Neill II, CPPO, FNIGP
.director of Purchasing & Risk Management
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
Provider before commencing services hereunder, shall deliver to the City's Director of
Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado
80521 one copy of a certificate evidencing the insurance coverage required from an
insurance company acceptable to the City.
17. Entire Agreement
This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute
the entire Agreement of the parties. Covenants or representations not contained in this Agreement
shall not be binding on the parties.
18. Law/Severability
The laws of the State of Colorado shall govern the construction interpretation, execution and
enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or
unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision of this Agreement.
19. Special Provisions [Optional]
Special provisions or conditions relating to the services to be performed pursuant to this Agreement
are set forth in Exhibit _, consisting of ( ) page[s], attached hereto and incorporated
herein by this reference.
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Proposal No. P- 864
Maintenance Management System
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins Operations Services Department is soliciting proposals to replace its existing
(Service Call) Maintenance Management System (MMS) with a non -Web -based system. Using a
staff of 20 personnel the department manages the alterations, maintenance, and repairs of —105
facilities having a total of approximately 1.6 M gross sq. ft. of space. The department also oversees
the construction of major capital buildings.
The department server & client operating system is MS Windows 2000. Other software used
include: MS Access XP; MS Excel XP; Oracle, Novell Group Wise e-mail system; and Crystal
Reports. The MMS would run on maximum of 10 clients.
The desired Maintenance Management System must have the ability to readily add other Facility
Management functions (IE, project management, asset control, & space management) as funding
becomes available.
Further, the proposed system must be database independent and must support multiple relational
databases using native database drivers with customizable screens and menus. ODBC connectivity
required.
Vendor is to install all software, train department personnel and ensure system is fully operational.
1.2 Proposal Submittal
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
Firms submitting proposals shall submit five (5) copies of the proposal with the following information:
a. Company history and experience in providing Maintenance Management Systems,
as described in the scope of work. Include a written statement outlining your firm's
qualifications, customer support capability and support philosophy.
b. The name of the company representatives responsible for coordinating the
purchase, installation, training and support requirements relating to the proposed
system.
C. References from five or more governmental organizations which have used your
company for MMS products and services within the last two years.
d. A written description of the proposed products and services as required below. Such
description should emphasize any requested features which are not available with
the proposed solution. Indicate type of networks supported (IE, p-p, client/server).
e. Pricing, as requested.
Proposals must be laid out in the following order:
1. Company history and experience statement, as requested.
2. Names of representatives.
3. References
4. Description of proposed system with features and functions listed in the order
given in 2.0 Scope of Services.
5. Pricing
6. Additional information
The proposal must be signed by a duly authorized representative of the firm submitting the proposal.
The signature shall include the title of the individual signing the proposal.
Section 2.0: Scope of Work
The following features and functions are to be included in the proposed basic system:
2.1 Work Requests / Work Orders — Corrective & Preventive Maintenance:
a. Provides for the identification (and related look -up -tables) of all items associated with
the work — requester; location; sub -location; equipment ID; trade; labor category;
type of work; priority; assigned staff; schedules; labor, material, and contractor
costing; labor standards; scope of work; customer accounts; project ID.
b. Must be able to track multiple work orders relative to a masterwork order;
C. Have PM procedures & task standards library;
d Have on -screen PM scheduling. Scheduling based on seasonal, floating, and fixed
dates;
e. Have bar-coding functionality;
f. Must have functionality for use of a PDA to download / upload work order data and
bar coded inventory information.
g. Linkage to inventory control function to expense used inventory items;
2.2 Reports / Report generation to provide / show:
a. Work backlog & status information;
b. Trend, performance, and cost charts;
C. Equipment, building, & customer costs / activity;
d. Various budget / expense data;
e. Capability for user defined reports & extensive query capability;
f. Various labor usage and productivity data;
g. Charge back accounting & billing capability;
h. Inventory control information;
2.3 Inventory Management to include:
a. Parts and material control;
b. Bar coding functionality;
C. Tracking inventory at multiple stocking locations;
d. Creation of inventory records from purchase requests;
e. Costing items to specific work orders;
f. Cost "mark-up" ability;
2.4 Equipment data to include:
a. Equipment list / data for equipment by specific locations;
b. Warranty information & tracking;
C. Life cycle history of maintenance & repairs;
d. PM task requirements & schedules;
2.5 Personnel data to include:
a. Employee, craft, and contractor profiles;
b. Ability to track individual attendance, non -productive work hours;
C. Provide individual overtime / comp. time history;
d. Individual pay rates and history;
2.6 Accessory Modules - features & functions which are of future interest:
a. Project Mgt. & cost accounting of capital building construction;
b. Predictive Maintenance analysis;
C. MSDS documentation & hazardous material management;
d. Building Condition audits with five-year M&R planning;
e. Integration with City's JD Edwards financial system;
f. Functionality with City's Intranet;
g. Property / Space management with possible integration with FM Systems' space
management software "FM:Space 6.0";
h. Wireless connectivity for mobile computers
2.7 Training: Vendor to provide a minimum of 24 hours of on -site staff system training and one
year of telephone support at no additional cost.
2.8 Future Releases & Updates: All updates, revisions, or releases are to be provided at no
cost for the first year after successful installation.
Section 3.0: Pricing
In your written response to this proposal provide pricing to cover the following items:
a. Cost of the Maintenance Management System, as specified.
b. Additional cost for database licensing, if required
C. Cost of annual maintenance after warranty period expires
d. Cost of future software upgrades
e. Costs of features and functions in 2.6 Accessory Modules
f. Costs of additional available features
Section 4.0: Evaluation
4.1 Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written proposals using the
ranking system set forth below. Firms shall be evaluated on the following criteria. Up to three firms
may be invited to participate in a product demonstration/interview. Such demonstration/interview
will be evaluated using the same criteria.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an
outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the
qualification.
Weighting
Qualification
Standard
Factor
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills? Are sufficient people of the
requisite skills assigned to the contract?
1.0
Availability
Can the work be completed in the time frame
required?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost
Are the proposed costs reasonable?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
4.2 Reference Evaluation (Top -ranked firms)
The Project Managers will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory / Unsatisfactory.
4.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
b. Timetable - Was the original Scope of Work completed within the specified time?
C. Completeness - Was the company responsive to client needs? Were problems
solved quickly and effectively?
d. Budget - Was the original Scope of Work completed within the project budget?
e. Job Knowledge - Did company personnel exhibit the knowledge and skills necessary
for the efficient completion of the Scope of Work?
Section 5.0: Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
SAMPLE - for your information
SERVICES AGREEMENT
Maintenance Management System
THIS AGREEMENT made and entered into the day and year set forth below by and between THE
CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1. Scope of Services
The Service Provider agrees to provide a Maintenance Management system and related services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of ( )
page[s], and incorporated herein by this reference.
2. The Work Schedule [Optional]
The services to be performed pursuant to this Agreement shall be performed in accordance with the
Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated
herein by this reference.
3. Time of Commencement and Completion of Services
The services to be performed pursuant to this Agreement shall be initiated within
( ) days following execution of this Agreement. Services shall be completed no later than
. Time is of the essence. Any extensions of the time limit set forth above must
be agreed upon in a writing signed by the parties.
4. Contract Period [Option 1]
This Agreement shall commence upon the date of execution shown on the signature page of this
Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for an
additional period of one (1) year at the rates provided with written notice to the Professional mailed
no later than ninety (90) days prior to contract end.
5. Delay
If either party is prevented in whole or in part from performing its obligations by unforeseeable
causes beyond its reasonable control and without its fault or negligence, then the party so prevented
shall be excused from whatever performance is prevented by such cause. To the extent that the
performance is actually prevented, the Service Provider must provide written notice to the City of
such condition within fifteen (15) days from the onset of such condition.
6. Early Termination by City/Notice
Notwithstanding the time periods contained herein, the City may terminate this Agreement at any
time without cause by providing written notice of termination to the Service Provider. Such notice
shall be delivered at least fifteen (15) days prior to the termination date contained in said notice
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unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be
effective when mailed, postage prepaid and sent to the following addresses:
City: Service Provider:
City of Fort Collins Purchasing
PO Box 580
Fort Collins, CO 80521
In the event of early termination by the City, the Service Provider shall be paid for services rendered
to the date of termination, subject only to the satisfactory performance of the Service Provider's
obligations under this Agreement. Such payment shall be the Service Provider's sole right and
remedy for such termination.
7. Contract Sum
The City shall pay the Service provider for the performance of this Contract, subject to additions and
deletions provided herein, the sum of Dollars ($ ). [Option Cost Breakdown is
attached Exhibit "C"]
8. City Representative
The City will designate, prior to commencement of the work, its representative who shall make,
within the scope of his or her authority, all necessary and proper decisions with reference to the
services provided under this agreement. All requests concerning this agreement shall be directed to
the City Representative.
9. Independent Service provider
The services to be performed by Service Provider are those of an independent service provider and
not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any
portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's
Compensation or other taxes or benefits or for any other purpose.
10. Personal Services
It is understood that the City enters into the Agreement based on the special abilities of the Service
Provider and that this Agreement shall be considered as an agreement for personal services.
Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties
arising under the Agreement without the prior written consent of the City.
11. Acceptance Not Waiver
The City's approval or acceptance of, or payment for any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of
action arising out of performance of this Agreement.
12. Warranty
a. Service Provider warrants that all work performed hereunder shall be performed with the
highest degree of competence and care in accordance with accepted standards for work of
a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into
any work shall be new and, where not specified, of the most suitable grade of their
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respective kinds for their intended use, and all workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other work, provided under
this Agreement, except City -furnished materials, equipment and labor, against defects and
nonconformances in design, materials and workmanship/workwomanship for a period
beginning with the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were furnished or
performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of
written notice from City of any such defect or nonconformances, the affected item or part
thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a
time acceptable to City.
13. Default
Each and every term and condition hereof shall be deemed to be a material element of this
Agreement. In the event either party should fail or refuse to perform according to the terms of this
agreement, such party may be declared in default thereof.
14. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed a period of
ten (10) days within which to cure said default. In the event the default remains uncorrected, the
party declaring default may elect to:
a. Terminate the Agreement and seek damages;
b. Treat the Agreement as continuing and require specific performance; or
c. Avail himself of any other remedy at law or equity. If the non -defaulting party commences
legal or equitable actions against the defaulting party, the defaulting party shall be liable to
the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs
incurred because of the default.
15. Binding Effect
This writing, together with the exhibits hereto, constitutes the entire agreement between the parties
and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure
to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of
said parties.
16. Indemnity/Insurance
a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability of
any character whatsoever brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work hereunder
to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit _, consisting
of one (1) page, attached hereto and incorporated herein by this reference. The Service
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