HomeMy WebLinkAbout12-3-07_Award bid for Asset Management System6543265432_11196
THE CITY OF BOZEMAN
20 E. OLIVE ~ P.O. BOX 1230
BOZEMAN, MONTANA 59771-1230
GIS DEPARTMENT
PHONE: (406) 582-2250 ~ FAX: (406) 582-2263
E-MAIL: jhenderson@bozeman.net
City of Bozeman, Montana
Request for Proposals
For Asset Management System
Notice is hereby given that proposals are invited and will be received for an easy-to-use, GIS-centric Asset
Management System for the purpose of managing maintenance and operations of all capital assets and infrastructure
within the Street, Sign, Forestry, and Water & Sewer Departments of the City of Bozeman, Gallatin County,
Montana.
This request for proposals is to provide:
• Asset Management & Work Order Software Package
• Implementation Plan
• Training
• Follow-up Support
Proposal documents and related data files are available on www.bozeman.net/gis/gis_ftp.aspx and may be
examined or obtained for no charge at the City of Bozeman GIS Department, Attention: Jon Henderson, P.O. Box
1230 Bozeman, Montana 59771, (406) 582-2250 or fax (406) 582-2263. Proposals must be delivered to the GIS
Department on or before 5:00 p.m. October 22nd, 2007.
The City reserves the right to accept or reject any or all proposals: to add or delete items and/or quantities; to waive
any irregularities and/or informalities in any proposal; to postpone the acceptance of the proposal and the award of
contract for a period not to exceed ten (10) working days from the date of the proposal opening and to further
advertise the RFP; and to make the award that is in the best interests of the City of Bozeman. The City of Bozeman
may reject any proposal that is not within the City’s budget resources for this project, or not in compliance with all
prescribed proposal procedures and requirements and may reject for good cause any and all proposals upon a finding
of the City that is in the public’s interest to do so.
This project is subject to the availability of funds.
For additional information, contact Jon Henderson, GIS Manager (406) 582-2250, or fax (406) 582-2263.
DATED THIS Saturday, September 22nd, 2007 City of Bozeman, Montana
By:
Jon Henderson
GIS Manager,
Publish Date: Saturday, September 22nd, 2007
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Introduction
The City of Bozeman located in Gallatin County, Montana, is issuing a request for proposals to provide
software and professional services in the installation of an easy-to-use GIS-centric Asset Management
System for the purpose of managing maintenance and operations of all capital assets and infrastructure
within the Street, Sign, Forestry, and Water & Sewer Departments.
An Asset Management System is a beneficial tool that will enable and support all levels of managerial,
operational, and office functions in the day-to-day operations of the Public Works Division. The goals
behind this project include the following:
• Promote customer satisfaction;
• Easily create and track work orders to manage labor, materials and equipment;
• Increase overall efficiency in updating inventory and maintenance information pertaining to all
fixed assets;
• Improve knowledge of the history of repair and/or maintenance surrounding a particular assets for
more informed decisions and planning efforts;
• Link seamlessly with existing GIS database;
• Allow tracking of work requests and related interaction with the public and/or contractor;
• Provide real time information for field crews to support efficient management of projects;
• Improve coordination and scheduling between divisions and groups;
• Develop historical and other databases to support GASB34, asset modeling, and predictive
modeling requirements;
• Provide Forestry Department with a custom tree inventory program;
The system must be GIS based in that all work, work history, outstanding and current work orders, and
asset information is readily available visually off of maps on the GIS in both office and field settings.
The application is intended to serve 27 users in a mixed office/field environment through various client
applications. The system will reside on a city owned server involving a local area network across several
locations including disconnected laptops in the field. The system shall be integrated with our current
financial database and must be expandable to other departments and users in the future.
This document defines the technical, cost and time scope for developing this portion of the City’s GIS
system. The ideal vendor will have experience with implementing Asset Management Systems in
municipalities and knowledgeable of city government infrastructure and other city government assets and
related needs.
I. Proposal Submission Requirements
1) General Requirements:
All information required of the bidder/consultant must be completed in full, in ink, or typewritten. If
any information required on the proposal form/proposal is to be modified, it shall be crossed out in
ink. The amended information must be entered above or below and initialed in ink by the
bidder/consultant.
The proposal must be signed by a person authorized to commit the consultant to provide the goods
or service. Submission of a signed proposal will be interpreted to mean that consultant has hereby
agreed to all terms and conditions set forth in all of the sheets which make up this Request for
Proposals.
2) The proposal must be submitted no later than 5:00 p.m., October 22nd, 2007. Proposals
received after 5:00 p.m. will be returned unopened.
3) Five (5) copies of the proposal shall be sealed and submitted to:
Jon Henderson
GIS Manager
P.O. Box 1230
Bozeman, MT 59771
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4) Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:
“Bozeman, MT – GIS Asset Management System”
5) The City’s staff contact for this RFP is:
Jon Henderson
GIS Manager
Phone #: (406) 582-2250 FAX #: (406) 582-2263
E-mail address: jhenderson@bozeman.net
6) Proposal Format:
a) Section I - Statement of Understanding
An overall introduction, including a statement of the consultant’s understanding of each item
proposed in the Scope of Work, and a general description of the consultant’s approach.
b) Section II - Proposed Technology and Software
Detailed explanation of type of technology and software proposed to be utilized to obtain the
products necessary to comply with each item in the Scope of Work.
c) Section III - Personnel Qualifications
Names, relevant experience, professional registrations of consultant’s personnel with
background information on previous experience, qualifications, and skills relevant to each
item proposed upon in the Scope of Work section.
d) Section IV – References
A list of at least three clients for whom the consultant has provided similar services. This list
shall include the agency/company name, address, phone number and name of contact person
and, description of the similar project.
e) Section V – Subcontractors
A list and description of names, office locations, tasks, qualifications, and responsibilities of
any subcontractors that may be utilized for this project.
f) Section VI - Change in Scope
A proposed procedure to accommodate changes in scope of the contract, and addition or
deletion of task activities. The consultant will include a current fee schedule and a cost of
services proposal for any work that is to be provided or that the City may request after the
contract is awarded.
g) Section VII - Consultant’s Expectations of City Staff
Clearly define any expectations for information or support to be provided by City staff during
the project.
h) Section VIII - Delivery & Implementation Schedule
A proposed schedule for delivering and implementing the products and services as described
in the RFP.
i) Section IX - Price Proposal
The price proposal shall clearly state all itemized costs to the City of Bozeman for the project.
The contract for services shall be between the City of Bozeman and the consultant.
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The price information shall include staff-hours of effort planned for each task by the
categories (i.e., level of experience) of personnel who will perform the services, materials,
travel costs, equipment usage charges (rate and total cost), and any other direct charges.
7) Delivery to be FOB:
Physical address: 20 East Olive Street, Bozeman, Montana 59715 (USPS does not deliver to this
address – see below)
Mail stop address: P.O. Box 1230, Bozeman, Montana 59771.
8) All prospective consultants may submit written questions about, or request written clarifications of
the RFP, including written protests of the RFP’s terms and conditions or technical specifications no
later than 10/15/07. All questions must be in writing (includes email) and addressed to the City’s
staff contact. No other staff member will answer questions about this Request for Proposals.
II. Selection Criteria and Process
The proposals will be judged on the completeness and quality of content. Only those consultants who
supply complete information as required by the material contained herein will be considered for
evaluation. The City of Bozeman is seeking to contract with a firm that has the appropriate
qualifications using appropriate technology and methodology to ensure delivery of high quality
products and who has demonstrated extensive experience with, and an understanding of, similar
projects. The criteria for evaluating proposals are as follows, with the weight each item carries shown
in parentheses:
Criteria Weight
1. A demonstrated understanding of each item proposed 20%
2. The level of quality provided by the technology and methodology proposed 30%
3. The necessary qualifications, experience, organization, technical and
managerial staff, and equipment and facilities to carry out the work
20%
4. Prior experience on related or similar projects, and the
accessibility/availability of the individuals working on this project
10%
5. Ability to complete the work within a proposed time schedule 5%
6. Cost of acquiring the RFP deliverables 15%
The City may invite three or more prospective consultants to respond to the selection committee in
person or writing during the proposal evaluation. Failure to provide additional information, if requested,
may disqualify proposal from further consideration.
The evaluation of proposals and the determination of conformity and acceptability shall be the sole
responsibility of the City and will be based on information furnished or identified in the proposal as well
as on other information available to the City.
The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed
to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of
similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an
agreement satisfactorily as determined by the City of Bozeman.
The City of Bozeman reserves the right to determine the best qualified consultant and negotiate a final
scope of service and cost, negotiate a contract with another consultant if an agreement cannot be reached
with the first selected consultant, or reject all proposals. The successful consultant will be required to
enter into a professional services contract with the City of Bozeman, which will incorporate the
consultant's scope of service and work schedule as part of the agreement.
The City assumes no liability or responsibility for costs incurred by firms in responding to this request
for proposals or request for interviews, additional data, or other information with respect to the selection
process, prior to the issuance of an agreement, contract or purchase order.
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III. Time Line
These dates may be revised if any step takes longer than anticipated. The City reserves the right to
postpone the award.
RFP issued 09/22/07
Written questions submitted 10/15/07
Proposals due 10/22/07
Notice to award 10/29/07
IV. Acceptance of Proposals
The City reserves the right to accept or reject any and all proposals; to add or delete items and/or
quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the
RFP; to extend the deadline for submitting proposals; to postpone award for up to 30 days; to award one
or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple
awards are determined by the City to be in the public interest; and to reject, for good cause and without
liability therefore, any and all proposals and upon finding that doing so is in the public interest, to cancel
the procurement at any time prior to contract execution.
V. Withdrawal of Proposals
Proposals submitted may be withdrawn by written request if received before the hour set for the opening.
After that time, proposals may not be withdrawn for a period of fifteen (15) days and at no time after
award.
No responsibility shall attach to a City employee for the premature opening of a proposal not properly
addressed and identified in accordance with these documents.
When discrepancies occur between words and figures, the words shall govern.
VI. Scope of Work
The City of Bozeman seeks a fully integrated solution that will support the following functions:
• Existing GIS database is utilized as the asset data inventory;
• Non-redundant asset data storage, including the use of map views, database triggers or
“transparent” links;
• Concurrent use of asset data for many applications and tools;
• Asset model fully user definable and customizable without vendor support;
• Designed for a mixed office/field environment supporting multi-user editing;
• Integrated with existing HTE databases;
• Integrated with future Cues Granite XP Asset Inspection Data;
• Integrated with existing Laserfiche document image management system;
• Customized tree inspection and valuation module (including transfer of existing data);
• GASB34 compliance.
Work orders must be able to be generated from many sources, such as by both customer service and field
crews. Data entry, corrections to the work order, completion of the work order, etc. must be able to be
done in the field by the field crews as well as in the office. We are not looking for real-time system
access by the field crews at this moment.
Data external to the system must be able to be batch loaded regularly. Field crews computers dock with
the system to down and up load work orders and data regularly. The system will also pull financial data
from City’s existing HTE databases on a periodic basis.
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System must be able to generate a variety of reports, such as costs by location & asset type, crew
productivity, materials, assets, etc.
VII. Deliverables
The respondent shall submit a delivery schedule.
The Consultant shall deliver to the City for acceptance the following items:
• Asset Management & Work Order Software Package
• Implementation Plan
• Training
• Follow-up Support
All products delivered and developed under this proposal shall become the sole property of the City of
Bozeman with no restrictions on use or dissemination.
I. Functional Requirements
a) General System Requirements
i. User-friendly, windows based interface configured to facilitate call taking, service
request processing, work order generation including inspections and tests on fixed
assets, all within and directed from a GIS environment;
ii. Leverages existing ESRI SDE Geodatabase to store spatial features while asset
inventory and connectivity to the Geodatabase are handled seamlessly;
iii. Designed for multiple users making changes to the system simultaneously;
iv. Designed for field operation maintenance staff performing work orders & data
manipulation utilizing a laptop disconnected from the network (supports checks/out
and checks/in transactions synchronization from and to the central server for work
orders updated on a disconnected laptop);
v. Displays real-time GPS location within application for capable devices (i.e., tablet
pc’s installed with GPS receiver);
vi. Ability to search using multiple criteria;
vii. Ability to track data for historical and reporting purposes;
viii. Integrates with existing HTE databases (please inquire with staff contact about
existing data structure/access, etc.);
ix. Integrates with future Cues Granite XP Asset Inspection Data (please visit
http://www.cuesinc.com/Granite-XP.html for more information);
x. Integrates with existing Laserfiche document image management system (please
inquire with staff contact about existing setup, etc.);
xi. Custom tree inspection and valuation module (including transfer of existing data)
(please inquire with staff contact to obtain existing data and valuation algorithms);
xii. Includes ad-hoc search and reporting tools based on specific user requirements;
xiii. Compliant with GASB34 requirements.
b) Asset Management
i. Ability to inventory infrastructure assets;
ii. Work activities are directly related to not only the property address but, also specific
assets (utilizing the appropriate GIS Feature ID for each asset);
iii. Ability to maintain and report on the asset inventory infrastructure including
condition ratings;
iv. Ability to maintain documents, drawings, photos relating to the asset (to be stored
within existing Laserfiche system);
v. Ability to perform life cycle costs and benefits;
vi. Ability to develop optimum multi-year priority work and capital improvement
programs for each asset;
vii. Generates alerts to notify users of assets requiring preventive maintenance;
viii. Ability to manage maintenance schedules.
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ix. Ability to create custom project work-flow ‘templates’ (i.e., project review
checklists, hydrant maintenance program, curb box program, etc.)
c) Customer Request Management
i. Provides for management of citizen requests for service, suggestions, complaints by
location and citizen name, type of complaint, phone, address, and prioritization;
ii. Ability to record a service request, detailed by location, by address, or by caller
name;
iii. Ability to record a service request via citizen e-mail notification and/or interactive
web interface.
iv. Ability to display defined scripts or questions to aid in capturing details of customer
incidents during data input into the system;
v. The system must automatically log all actions performed on the service request for
auditing purposes.
vi. Ability to tie into 311 services in the future.
d) Work Order Management
i. Must be able to attach work orders to assets geographically, for work history and
cost tracking;
ii. A work order must be able to be generated manually or automatically from the
service request. Information regarding details of the request should be transferred to
the work order(s). The work order must be linked back to the customer request(s);
iii. Assigns each work order to a department, division or individual and specifies a due
date;
iv. Ability to report status as to whom, where, when, what is happening with scheduled
work;
v. Allows the scheduling of labor, material, equipment and contract resources;
vi. Ability to manage warehouse inventory dynamically with respect to required
resources for each project.
vii. Generates alerts when work orders are not completed by the due date;
viii. Tracks costs associated with each project to include time, equipment used and
materials and contract resources used based on user-defined costs;
ix. Supports current costs and/or weighted averages when calculating equipment costs
over time (i.e., historic costs are not affected as expenses change over time);
x. Ability to schedule routine activities so that work orders are automatically generated
to complete the work at a given timeframe.
e) Cost Accounting and Budget Planning
i. Integrated with existing HTE databases (read access required, write access if
possible);
ii. Provides functionality for cost accounting, work planning and budgeting;
iii. Ability to track and manage costs associated with a project or asset;
iv. Ability to estimate costs based on, level of service, labor costs, materials and
equipment costs;
v. Ability to estimate life-span of an asset based on installation date and condition
rating;
vi. Should provide planned versus actual analysis of work performance and costs.
II. Software Features, Functions and Interfaces
a) System Administration
i. Operates in an open architecture. The software system must include a
comprehensive user’s manual documenting all database structure, relationships
between tables and database dictionary. The data structure should allow integration
with other systems;
ii. Each user and user group can be assigned a wide range of data access permissions;
iii. Customization environment for key data forms and fields;
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iv. System performance tested to run over a local area network involving multiple
locations and varying data transfer speeds.
b) Software
i. Minimal setup and maintenance/intervention by Information Technology staff;
ii. Contains on-line context-sensitive help;
iii. Ability to export/import to and from various formats such as HTML, PDF, Excel,
etc.
c) Interfaces
i. Interfaces with existing GIS system (list all necessary ESRI and other third-party
components and products required to run each portion of the application ranging
from desktop to server products);
ii. Interfaces with existing HTE databases (please inquire with staff contact about
existing data structure/access, etc.);
iii. Interfaces with future Cues XP Granite asset inspection data (please visit
http://www.cuesinc.com/Granite-XP.html for more information);
iv. Interfaces with existing Laserfiche document image management system (please
inquire with staff contact about existing setup, etc.).
III. Licensing, Implementation, Training, Software Maintenance/Support and Upgrades
a) Licensing
i. Describe available licensing options. Provide all costs associated with this section in
a separate pricing proposal.
b) Implementation
i. Provide a proposed implementation plan and schedule with an explanation of the
implementation methodology.
c) Software Training
i. Provide end-user training. Describe what initial training will be provided, where,
and when. Provide the costs for these training services in the separate pricing
proposal.
d) Software Maintenance/Support and Upgrades
i. Provide all costs associated with this section in the separate pricing proposal.
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City of Bozeman, MT GIS-centric Asset Management System Azteca Systems, Inc.
Section 9
Price Proposal
Summary
ITEM DESCRIPTION TOTAL
1 Software 38,500
2 Implementation Services 42,850
TOTAL: 81,350
Software
ITEM DESCRIPTION QTY UNIT TOTAL
1a Cityworks Named | Desktop 2 NA 11,990
Per Discussions with City Staff, two (2) City Staff
employees will require the use of Cityworks
Desktop to run in conjunction with GIS data
editing routines. ESRI ArcView License costs not
included in quote.
1b Cityworks Named | Anywhere 17 NA 52,415
Per Discussions with City Staff, approximately twenty four (24) City Field Employees, most working in teams of two (2), would require access
& editing capabilities of Cityworks w/o the ability
to edit GIS data. ESRI ArcGIS Engine Runtime
License costs not included in quote.
SUBTOTAL 64,405
Less Discount (25,905)
TOTAL SOFTWARE: 38,500
Annual Update & Support
ITEM DESCRIPTION QTY UNIT TOTAL
1 Update & Support 1 NA 14,090
Update & Support is due annually. The 1st year of
U & S is free. First U & S payment would be due 1
year from Initial Cityworks Purchase.
TOTAL UPDATE & SUPPORT:
Implementation
ITEM DESCRIPTION QTY UNIT TOTAL
1 Standard Azteca Implementation NA NA 42,850
Standard Azteca led implementation detailed in
Sections 6 & 8.
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City of Bozeman, MT GIS-centric Asset Management System Azteca Systems, Inc.
Optional Integration Items
ITEM DESCRIPTION QTY UNIT TOTAL
1a HTE Integration – Pull only utilizing existing
data extraction routines
NA NA
NA
Existing City owned HTE data extraction tools & native Cityworks tools will be used to periodically
extract data from HTE & import into Cityworks.
See Section 8 Task 8 for details.
1b HTE Integration – Custom Integration NA NA 7,500 –
10,500
Azteca would develop an automated process that
would take the delimited file originating from HTE
and load it into Cityworks on a periodic basis. No additional fees required. See Section 8 Task 8 for
details.
2a CUES Granite XP - CUES Interface NA NA NA
Acquire CUES developed interface for direct
integration to Cityworks. This integration employs
the use of Cityworks’ Data Pump utility, which is
included in Cityworks. There are no additional fees for this option. For Interface functionality, pricing & on-going support see CUES. See Section 8 Task
9 for details.
2b CUES Granite XP – CCTV Reader Add-On 1 1,995 1,995
Azteca developed application designed to
exchange data with NASSCO’s PACP database
format for CCTV. See Section 8 Task 9 for details.
3 Laserfiche EDMS NA NA 23,000 –
28,000
See Section 8 Task 10 for details.
4a Tee Inspection & Valuation Model –
(Including Transfer of Existing GIS data)
NA NA NA
The ability to perform inspections is core to
Cityworks. There are no additional fees for existing
inspection functionality. See Section 8 Task 11 for
details.
4b Tee Inspection & Valuation Model –
(Conversion of historical work order & asset
data)
NA NA NA
Conversion of Historical work order & asset data
can be subjective. See Section 8 Task 11 for
details.
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