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Home My WebLink AboutRFP - 8225 MAXIMO CONSULTING SERVICESAddendum 1 – 8225 Maximo Consulting Services Page 1 of 6 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8225: Maximo Consulting Services OPENING DATE: 3:00 PM (Our Clock) February 2, 2016 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Pat Johnson, CPPB, Senior Buyer at (970) 221-6816 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 8225 Maximo Consulting Services Page 2 of 6 EXHIBIT 1 - QUESTIONS & ANSWERS Q1. Please provide a description of water and electric use cases developed to date, any in progress, and any planned/future use cases. A1. The only Use Cases that have been developed are for non-standard, approximately 65. Standard, core Maximo Use Cases have not been documented, this is the majority that is yet to be done. Q2. Page 4 (B): It appears that QA and PROD have not been updated to Maximo version 7.6. Is one of the tasks for the Professional to perform the upgrade? It is not spelled out within the RFP as a task. A2. No, it is anticipated Fort Collins will do this upgrade and consultant will provide support as requested. Q3. Page 4 (B): It is stated as “WE are migrating 3 separate, similar legacy systems…” Is this migration of the 3 systems part of the tasks performed by the Professional? A3. No, migration of Data is not anticipated to be part of Professional’s scope. Q4. Page 4 (B): If included, what are the 3 Legacy systems and their function? A4. Data migration is not included. Q5. Page 4 (B): Is the Maximo side of the GIS Sync part of the tasks to be performed by the Professional? A5. To be determined Q6. Page 4 (B): is the 2 planned integrations part of the tasks to be performed by the Professional? A6. Integrations to GNET - no; Inventory to JDE – yes; GIS/ESRI – TBD Q7. Page 6 (VI.A.2): Is past performance in Water/Wastewater a discriminator for selection? (i.e. will be considered non-responsive if lacking). A7. Minimum Compliance Requirements are as stated. Q8. Page 8 (VI.H): As a privately held company, the disclosure of financial details is held close. However, a Dunns and Bradstreet (D&B) report can be pulled for this information by Ft. Collins. The NDA provided in Exhibit E is not mutually protective. Would Ft. Collins be open to a mutual NDA or would City be open to holding the financial discussion if firm is downward selected rather than providing with submission? A8. The City prefers the information be sent as requested in the RFP. It can be sent as a separate confidential file. It will only be reviewed by the Senior Buyer, the Purchasing Director and the Project Manager. Q9. Page 10 (VII.E): Should a travel estimate be provided for Ft. Collins planning purposes? A9. Yes. Addendum 1 – 8225 Maximo Consulting Services Page 3 of 6 Q10. Page 11 (VII.F.3 and 4): Questions 3 and 4 ask about Professionals past relationship with Ft. Collins. Is Ft. Collins essentially stating that they prefer a company that has a current or previous relationship as this is not detailed in VII.B on Page 12/13? A10. Fort Collins seeks to obtain the best value for Fort Collins in this selection process. Being aware of and understanding Professional’s past and present work with Fort Collins is a part of gaining insight into that aspect of Professional’s experience. Q11. Attachment 2: Ft. Collins does not provide enough details in Attachment 2 to adequately provide a NTE amount or determine hours. It is stated that “certain level of implementation has been completed” and “substantially more remains to be completed.” Please provide additional information where possible. A11. An NTE is not required at this point. Professional is being asked to submit their best expectation as to level of effort and related costs to complete requested work based on the limited information provided. Q12. Ft. Collins desires optional year pricing for outlying years, however the Scope of Work Order #1 doesn’t really lend itself to years other than year one or what the future tasks would be. Please explain the intention and tasks for years beyond year one. A12. It is anticipated future Work Orders will be created in outlying years. The purpose of this question is for Fort Collins to understand and document applicable rates for Professional for those outlying years. Q13. Does Ft. Collins have an anticipated number of hours that the tasks in Work Order #1 are anticipated to need? A13. No. Q14. Can you share current work process, and where are you on your path toward achieving your goal of maintenance and reliability excellence? A14. It is understood the information provided in the RFP is limited, please rely on that level of detail in responding to RFP. Q15. # of Assets, and current system or state they are in, i.e. documented, bar coded, cataloged A15. 7,000 assets are operational in Maximo for Treatment Plants at this time. Approximately 250,000 are anticipated for Water Field Operations. A migration plan has been developed for these. An estimate of 350,000 is offered for Electric Field Operations. These are in legacy systems and no work has been done toward migration. Q16. # of Customizations? A16. None, aside from integrations Q17. # of Automation Scripts A17. Currently less than 12 Addendum 1 – 8225 Maximo Consulting Services Page 4 of 6 Q18. Data base type and version A18. Oracle, 11G, planning upgrade to 12C within approximately 6 months Q19. Number and types of reports A19. To be determined Q20. Number and types of metrics A20. To be determined Q21. All Maximo modules or add – ones that are expected to be deployed A21. Core plus Utilities, T&D, Spatial, Calibration Q22. Method used for integrations, both current and planned A22. Currently, GL and CIS use one-way, into Maximo, Integration Tables. Planned, ESRI, two-way via third-party product, or Maximo Spatial. Inventory via customer JDE Z1 file format. GNET TBD. Q23. Do you have a MDM platform for mobile devices? A23. AirWatch is our City Wide MDM. Q24. Example and numbers for Hierarchy a. Sites: three i. Locations 1. Assets ii. Virtual Locations A24. a. Sites: three i. Locations: anticipated 500, multi-tier 1.Assets: 600,000 plus ii. Virtual Locations: None Q25. Current state / System for meter calibration and what is plan for archiving? A25. Current State: not being used. Plan is TBD. Q26. User counts, by current group – Planner/scheduler – supervisor, Field Supv, Field tech A26. Operational at this time: Planner/scheduler: 0, supervisor: 0, Field Supv: 5, Field tech: 12 Q27. Can you give a brief overview by each group of your current workflow from Asset Creation through disposition? A27. Engineering: Capital Project Asset Creation Field Supervisors/GIS: Replacement Asset Creation Addendum 1 – 8225 Maximo Consulting Services Page 5 of 6 Operations, Labs, Supervisors: Service Requests Field Supervisors: Service Request Approval / Work Order Creation Field Supervisors: Work Order Planning and Assignment Field Supervisors and Field Techs: Work Order Performance Field Supervisors: Work Order Review & Close Field Supervisors: Asset Decommission Q28. Are there any significant complexities that Fort Collins has identified, that are considered to require customization? A28. Fort Collins hopes to avoid or limit customizations. Q29. Can you describe the culture at Fort Collins, are they more likely to change process or adapt software to current process? A29. A mixed response is anticipated. Q30. Representative Examples and counts of a. PM’s 1046 operational b. Routes 301 operational c. Job Plans 997 operational A30. Includes plant operations only and does not include Water Field Operations (WFO) or Electric Field Operations (EFO) which are TBD. a. PM’s 1046 operational b. Routes 301 operational c. Job Plans 997 operational Q31. Is there a Mobile Device Management architecture or strategy in place, or have other point solutions been adopted? A31. No. Q32. Is the objective to take the device to point of work, or more leave in vehicle state? A32. At plants; point of Work. Field operations: TBD. Q33. What is expected to be on mobile device re A33. Do not understand, question is not complete. Q34. Will mobile be in a “disconnected” or always connected state? A34. Unknown at this time, some level of disconnected functionality and use is anticipated. Q35. Is there any requirement for devices to be intrinsically safe? A35. Safety is a high priority for our organization. Addendum 1 – 8225 Maximo Consulting Services Page 6 of 6 Q36. Have devices been selected or operating system for mobile devices? A36. No. Q37. Has budget been set aside for mobile device infrastructure and development? A37. Only a preliminary estimate exists at this time. Q38. What transactions do you want available as a mobile solution? A38. Work Order performance, map interaction and Inventory Management. Q39. What are the security requirements for mobile devices and mobile capabilities? A39. Accepted good practice Q40. Have all regulatory PM’s been established? A40. No. Q41. What Versions are the systems being integrated and are there any customizations to those systems that could impact the integrations? A41. ESRI: 10.2, no customizations, JDE and CIS: N/A, Q42. Has an evaluation of 7.6 features been done and will any of those be implemented as part of this project? A42. We are upgrading to 7.6 and plan to take advantage of all features therein. Q43. Our preferred method is to work with the client providing guidance and leadership in order for the client to develop the long term skills required to continue to roll out, enhance and further drive benefit from Maximo. What is the current makeup of the existing Fort Collins team and how much time will be available for this project? A43. Fort Collins has staff that is experienced with current deployment. Staffing is limited and the balance between workloads that can be accomplished by Fort Collins staff versus professional is yet to be resolved. Q44. What system of change control and document management is in place? A44. This is to be proposed and mutually determined as a part of Professional’s Project Management services