County of Orange
Bid 060-C003612-YT
5
Solicitation 060-C003612-YT
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
Bid designation: Public
County of Orange
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County of Orange
Bid 060-C003612-YT
Bid 060-C003612-YT COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM Bid Number
060-C003612-YT
Bid Title
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
Bid Start Date
Apr 27, 2015 11:00:57 AM PDT
Bid End Date
May 27, 2015 4:00:00 PM PDT
Question & Answer End Date
May 8, 2015 2:00:00 PM PDT
Bid Contact
Yvette Torres
5
714-568-5791
[email protected]
Standard Disclaimer The County of Orange is not responsible for and accepts no liability for any technical difficulties or failures that result from conducting business electronically.
Description THE COUNTY OF ORANGE SHERIFF'S DEPARTMENT IS SEEKING INFORMATION FROM VENDORS TO PROVIDE COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) SOLUTIONS. THE RESPONSES TO THIS REQUEST FOR INFORMATION (RFI) WILL BE USED TO ASSIS THE COUNTY IN WRITING A REQUEST FOR PROPOSAL (RFP) TO OBTAIN A NEW CMMS SYSTEM.
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County of Orange
Bid 060-C003612-YT
COUNTY OF ORANGE
ORANGE COUNTY – SHERIFF-CORONER RESEARCH & DEVELOPMENT DIVISION
REQUEST FOR INFORMATION FOR COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM RFI NO 060-C003612-YT
Date of Issuance: April 27, 2015 Responses Due:
May 27, 2015 4:00 P.M., Pacific Daylight Time
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RFI # 060-C003612-YT Computerized Maintenance Management System
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County of Orange
Bid 060-C003612-YT
RFI –060-C003612-YT for
Computerized Maintenance Management System (CMMS)
1.
INTRODUCTION .......................................................................................................... - 3 -
2.
ANTICIPATED SCHEDULE ....................................................................................... - 3 -
3.
CONTACT INFORMATION ....................................................................................... - 3 -
4.
GENERAL TERMS AND CONDITIONS ................................................................... - 3 -
5.
DISCLAIMER ................................................................................................................ - 4 -
6.
ENVIRONMENT ........................................................................................................... - 4 -
7.
OVERVIEW ................................................................................................................... - 5 -
8.
RESPONSE REQUIREMENTS ................................................................................... - 7 -
9.
QUESTIONNAIRE ........................................................................................................ - 7 -
APPENDIX 1 - Glossary of Terms and Acronyms as Used in this Document .................. - 8 -
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County of Orange
Bid 060-C003612-YT
1. INTRODUCTION The County of Orange, Sheriff’s Department (OCSD) is seeking information from vendors that provide Computerized Maintenance Management System (CMMS) solutions. The responses to this Request for Information (RFI) will be used to assist the County in writing a Request for Proposals (RFP) to obtain a new CMMS system. 2. ANTICIPATED SCHEDULE April 27, 2015 May 27, 2015
Distribution of RFI packages RFI closing date - responses due by 4:00 pm. PDT.
NOTICE: These dates represent a tentative RFI Time Line. The County reserves the right to modify these dates at any time. 3. CONTACT INFORMATION For any questions regarding the content of this RFI, responders may send their questions via email to the single point of contact for this RFI: Yvette Torres
[email protected]. 4. GENERAL TERMS AND CONDITIONS The County shall not be liable for any expenses incurred by responders in the preparation or submission of information. The County shall not, in any event, be liable for any expenses incurred by any responder prior to the date of award and execution, if any, of a Contract. Pre-contractual expenses are defined as expenses incurred by the bidder in: a) Preparing its response to this RFI; b) Submitting that RFI to the County; c) Discussions with the County in any matter related to the RFI; and d) any other expenses incurred by the responder prior to the date of award and execution, if any, of a Contract. All responses received may be public record after opening. Responses are not to be marked as confidential or proprietary. Responses submitted in response to the RFI may be subject to public disclosure. Additionally, all responses shall become the property of the County. The County reserves the right to make use of any information or ideas in the responses submitted. The County encourages respondents to provide a price estimate for the AFR solution. Pricing should be inclusive of all services as described in the Questionnaire. All Respondents understand and agree that the County is not obligated to thereby include any Respondent in any future solicitation process by distributing an RFI to them, nor is the County obligated to contract with any Respondent. The responder agrees that it will not issue any news releases in connection with either the RFI or any subsequent amendment of or effort under this RFI without first obtaining review and written approval of said news releases from the County through the County’s project manager.
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5. DISCLAIMER While the County appreciates the time and effort into the responses, it should be understood that the sole purpose of this Request for Information (RFI) is to gather information. There will not be an evaluation or scoring of the materials submitted. All information received in response to this RFI will not be returned. No award will be made based on the results of this process. Responders are solely responsible for all expenses associated with responding to this RFI. Any procurement by the County will be the subject of a separate solicitation process and subject to budget approval. 6. ENVIRONMENT The Orange County Sheriff’s Department, is headquartered in Santa Ana, California. With about 3,600 employees, OCSD serves 12 contract cities and the unincorporated areas of Orange County. This includes about 700,000 residents in 350 square miles. The Research & Development is one of 23 divisions within the Sheriff’s Department and is derived of three distinct sections; Resource Management, Facilities Planning, and Facilities Operations. Facilities Operations is responsible for the maintenance of 56 Sheriff owned/occupied jails, buildings, communication sites, and special use facilities totaling over 2 million square feet. Facilities Operations is split into three units of operation:
Maintenance Shops This Unit coordinates the efforts of a 50+ member team divided into four shops consisting of various tradesmen in the maintenance support of the Theo Lacy Jail Facility, Central Jail Complex, James A. Musick Jail Facility and all additional sites, buildings, and special use facilities either owned or occupied by OCSD.
Maintenance Planning The Maintenance Planning group consists of Maintenance Planners/Schedulers that plan all maintenance activities (demand, preventative and predictive maintenance) for all four maintenance shops.
Maintenance Support and Compliance This Unit is responsible for the onsite administration of the current CMMS, data analytics, incoming work requests and the final work order closeout process. Additionally this Unit handles section budget, regulatory compliance, service & commodity contract administration, procurement, tool control, and operates a material warehouse in support of the four maintenance shops.
Facilities Operations is currently utilizing Facility Center Professional Edition (PE) and has been actively using this CMMS brand of software for over 14 years. The software is paired with a web based work request program called Get.Facilities that processes incoming maintenance requests from department personnel.
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County of Orange
System Software Facility Center PE Get.Facilities
Vendor Dell PowerEdge 2850 Virtual
OS Platform Windows Svr 2003 Standard Windows Svr 2003 Standard
Bid 060-C003612-YT
Database MS SQL MS SQL
7. OVERVIEW OCSD Facilities Operations is seeking a new CMMS solution to replace the existing software and hardware including the web based work request program. OCSD is not interested in a “cloud” based solution. A new software solution must meet the following criteria to allow for data migration, to further operational efficiency, and adjust to new/altered workflow processes:
User Friendly – The Graphic User Interface (GUI) will be intuitive, efficient, and well structured. A low learning curve so users can adapt quickly. Navigation should be easy and contain alerts/pop-ups for standard user notifications (i.e. missing required data fields).
Processed Based – Data workflow within the system will be processed based that can be updated as business processes change, new processes are added or existing processes removed. Changes can be handled locally without any sophisticated technical support or services.
Mobile Solution – Barcode scanners/readers and hand held mobile device compatibility with wireless network and phone capability but void of internet accessibility. Needs will range from simple barcode scanning of material labels to transmission of work orders and work process data (i.e. start/completion of tasks). GPS functions and recording of labor hours, tools, materials, etc. OCSD network currently supports both Apple iOS and Windows 8.1 mobile platforms.
Analytics/Data Import & Export – Standard industry data formats that are compatible with Microsoft Office Suite 2013 (or current version) and Business Objects. Analytical information in real-time, also paired with out-of-the-box (OTB) reports that can be easily modified and adjusted. Data warehouse capabilities to reduce server load and connectivity issues.
Required Functions o Asset Management (cradle to grave) o Budget Management (Zero Base, % of portfolio Current Replacement Value [CRV]) o Maintenance Planning, Scheduling, and Execution (all handled within the system) o Predictive Maintenance (PdM) o Preventive Maintenance (PM) (task lists, intervals, shadowing) o Materials Handling (Min/Max stock levels, transfers, ordering and receiving) o Property and Organization o Purchasing/Procurement (Service and Commodity Contracts) o Regulatory Compliance (i.e. Refrigerant Management, Arc Flash, Safety, etc) o System Administration (local, user access and security, attributes/options) County of Orange RFI # 060-C003612-YT Page 5 of 9 Sheriff’s Department Computerized Maintenance File Folder #C003612 Management System 4/27/2015 12:02 PM
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Bid 060-C003612-YT
o Tool Control (assignment, check in/out, maintenance) o Training Environment, Records, Qualifications o Lock and Key Management The following items are not the primary function of Facilities Operations, however other sections with Research & Development would benefit from using a centralized software system that is connected to the data and processes of Facilities Operations.
Optional Features o Fleet Management o Project Management (Public Works, Alterations and Improvements) o Grant Management o Asset Procurement (acquisition, issue and tracking of government owned assets)
Diagram – Concept
Real-time KPI
Tradesmen Supervisor
CMMS
Call Center
Mobility
Maintenance Planning
Web Portal
Material WHSE
Analytics & Reporting
Administration & Security
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Budgeting
Training
Regulatory Compliance
RFI # 060-C003612-YT Computerized Maintenance Management System
Purchasing
Contract Management
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County of Orange
Bid 060-C003612-YT
8. RESPONSE REQUIREMENTS Responders shall submit responses to the Questionnaire. RFI responses should be submitted as a PDF or MS Word email attachment sent to Yvette Torres at
[email protected] with subject line Computerized Maintenance Management System. Respondent should identify the title of the Response, date of Response, name of Respondent, address, telephone number, fax number, E-mail address and name of primary contact. FAX (facsimile) responses are not preferred. 9. QUESTIONNAIRE In light of the Overview given above, Responders shall submit responses to the following questionnaire. It is hoped that responders will answer each question as completely and concisely as possible. Company Information: 1. Company Name and Headquarters Mailing Address. 2. Company Website URL. 3. Contact Name, telephone, email. 4. Location of Customer Support Staff for an Orange County, CA. customer. 5. How long has the company been in business in its current form? 6. How long has this company been selling CMMS solutions? 7. Does company conduct in-house or third party implementation? 8. Please provide any product demo CDs/related brochures/literature. CMMS Information: 1. What operating system (platform) and databases is your solution based on? 2. List interfaces your company has implemented with existing systems, such as CAD, mobile platforms, Jail/Law enforcement systems, maintenance, imaging systems, etc. 3. Describe your data migration process. 4. Describe the materials handling process and overall workflow. 5. Describe the receiving, planning, scheduling, execution, and close-out processes of maintenance work. County of Orange Sheriff’s Department
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Bid 060-C003612-YT
6. How are workflow processes established within the system? How are they adjustable? 7. How customizable are the Out-of-the-Box reports? 8. How does external report integration work with your system (i.e. Business Objects)? 9. Describe how mobile devices work with the system. 10. Do you use a third party for your mobile solution? Current Customers: 1. How many government/law enforcement agencies currently use your CMMS solution(s)? How many users are there at these agencies that are similar in size? 2. List the names and contacts for agencies using your CMMS solution(s) that most closely match OCSD in size and scope.
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County of Orange
Bid 060-C003612-YT
APPENDIX 1 - Glossary of Terms and Acronyms as Used in this Document Computer Aided Design (CAD)
The use of computer systems to assist in the creation, modification, analysis, or optimization of a design. Used primarily for blueprints and drawings. Computerized Maintenance Management System A CMMS software package maintains a (CMMS) computer database of information about an organization’s maintenance operations. Request for Information (RFI) A formal request for information from vendors describing how they would meet the requirements of the agency. This information-gathering process is intended to aid the Orange County Sheriff’s Department in developing the functional portion of a Request for Proposals (RFP). “Out of the box” (OTB) An out of the box feature or functionality, particularly in software, is a feature or functionality of a product that works immediately after installation without any configuration or modification.
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County of Orange
Question and Answers for Bid #060-C003612-YT - COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
Bid 060-C003612-YT
5
Overall Bid Questions There are no questions associated with this bid. Question Deadline: May 8, 2015 2:00:00 PM PDT
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