a.7 physical plant division – fiscal affairs · division library - our physical plant library...

Request for Proposal UK-0018-0Page 268

*Priority Code Values: 4 - Mandatory; 3 – High; 2 – Medium; 1 – Low** Fit Codes Values (must be supplied by the offeror): 5 – Meets the Requirements/No Modifications; 4 – Future release (next 12 months); 3 – Update of Table Values; 2 – Must bemodified with vendor supplied Tool Kit; 1 - Requires modifications to Base Code; 0 – Does not meet requirements.

A.7 PHYSICAL PLANT DIVISION – FISCAL AFFAIRS

Introduction

Service is the most important product of the Physical Plant Division – Fiscal Affairs (PPD) at the University of Kentucky. PPD serves students,faculty and staff by maintaining the campus buildings and grounds. It also provides recharge services as requested by University departments.

PPD has skilled craftspeople, mechanics and maintenance employees who maintain our facilities, repair equipment, maintain the beauty of theour lawns and shrubbery, clean facilities, and provide heating, cooling and power as necessary to the entire campus. It also has engineering andadministrative staffs whom provide specific services in the areas of Accounting, Conservation, Project Document Library, Engineering Graphics,Personnel, Renovation/Construction, Safety, and Special Events.

PPD has a highly evolved, in-house developed package of computer applications tailored specifically to PPD operations. It is imperative that thenew administrative computing package either (1) replace the PPD existing systems (with 100% of the data and functionality), or (2) have theability to support/link (import/export) to PPD systems.

PPD Functions and Services

PPD’s work is organized into the broad categories of budgeted/maintenance (SO) work and recharge/special request (JO) work. This work isoperated via its CRAFT SHOP services and ADMINISTRATIVE services including the WORK CONTROL CENTER.

*** CRAFT SHOP SERVICES ***

Air Conditioning/Refrigeration & Sheet Metal – Provide installation, service, and maintenance of air conditioners, refrigerators, freezers,growth chambers, centrifuges and cryogenic equipment. Sheet Metal provides fabrication, design, service and maintenance of exhaust systems,fume hoods, fire dampers, louvers, grills, diffusers, metal screens and campus signs.

Building Operators - Operate, maintain and repair building equipment, heating and cooling systems, lightingsystems, restroom facilities, Delta Control (Computerized) Center monitors and responds to problems on campus.

Cabinet, Carpentry, Masonry - Cabinet craftspeople build, repair, and install cabinets, tables, shelving,drop boxes, racks, corkboards, chalkboards, replace formica, frame pictures, furnish molding and casework. Carpentrycraftspeople install and repair ceilings, walls, metal studs, frames, doors/closures, locks, floor tile and vinyl cove base,pictures, signs, corkboards, grab bars, handicap and panic hardware. Masonry install and repair blacktop, sidewalks,concrete steps, brick, block, plaster, ceramic tile and handrails,

Request for Proposal UK-0018-069


Custodial Services - Clean and sanitize restrooms, offices, and public areas, stock restrooms, strip and bufffloors, vacuum and shampoo carpet, empty trash, clean windows, remove snow/ice from building steps, clean exterior light fixtures. The UtilityCrew cleans, repairs and installs Venetian blinds, cleans upholstery, cuts, installs and shampoos mats at building entrances, installs restroomfixtures, emergency response to flooding, re-surfaces wooden floors, windowwashing, etc.

Electric - Operate, maintain and repair high voltage distribution systems, indoor/outdoor/emergency/recreationallighting, time clocks, electric meters and motors, receptacles, breaker panels, transformers, underground wire, manholepumps, emergency generators and robot hookups.

Electronics - Provide life safety equipment for various systems, such as, fire alarms, security, emergency power,radio communications, facility management and central station reporting; install, maintain, and repair public addresssystems, Simplex clocks, satellite dishes, intercom systems, TVs, stereos, radios, smoke detectors, class bells, sprinklerinspections, rooftop antennas, motion detectors, elevator phones, pagers, swimming pool controls, stadium and coliseumscoreboards.

Garage - Provide mechanical service for 180 Physical Plant vehicles and 161 vehicles from other campusdepartments, including disabled vehicle maintenance, preventive maintenance and emergency generator systems; perform annual businspections, specification and preparation of new vehicles, vehicle body work, freon recovery and recycling, vehicle inventory records, car washticket control, service welders and backhoe air compressors and provide towing service.

Grounds - Provide turf and landscape care and maintenance, landscape design and estimating, snow and ice removal,tree maintenance, disease diagnoses and prevention for living plants, campus storm drainage control, trash and leafremoval and parking structure maintenance.

Heating and Cooling Plants - Furnish steam and chilled water for Lexington Campus, Medical Center, andLexington Community College. Our staff operates 2 central steam plants and 3 central chilled water plants, which include4 coal boilers, 4 natural gas/fuel oil boilers, and 19 electric chillers providing 28,000 tons of cooling capacity. Theyoperate 24 hours a day, 365 days a year.

Key Shop - Responsible for approximately 15,200 different keys; Locksmiths cut and issue keys, receive returnedkeys, process deposits and refunds, repair and replace damaged locksets, latches and knobs, recombinate safes, picklocks, develop new or revised keying systems for old and new buildings and change locks (rekeying).



Paint/Upholstery - Painters paint interior/exterior rooms and buildings, campus parking lots/curbs, finish/refinishequipment/furniture, remove and install wallcoverings, glass/glaze desktops and mirrors, replace and maintain traffic control signs/devices,design and construct laminated signs, campus identification signs, name tags, deskplates, banners, room numbers and install when needed.Upholstery craftspeople repair old upholstery, make custom coordinated upholstery and drapes, and upholstery vehicle seats. They also make,repair and install curtains, window shades, install carpet, fabricate tarps, banners, etc., and provide other interior design services.

Plumbing/Welding - Plumbers operations and repairs include several systems, such as, domestic water, naturalgas, heating (forced air gas, hot water heat, steam heat), sanitary/storm drainage, acid waste, mechanical and fire sprinkler. Other operations andrepairs include condensate lines, central chilled water lines, air and vacuum lines, and HVAC fans and coils. Welders are responsible for pipefitting installation and repairs, fabricating McGuire Gates, brackets and hangers, campus sign hanging devices, barricades, bicycle racks, handrails and guard rails, welding repairs to university vehicles, athletic training equipment and overhead doors.

Roofing - Roofers repair and install roofs, gutters and downspouts. They also perform preventive maintenance, suchas, painting, coating and leaf cleaning of roofs and gutters.

Trucking/Garbage Collection/Recycling/Pest Control - Trucking provides pickup and delivery services of various items andequipment/furniture Scheduled Garbage Collection involves operating large vehicles, such as, garbage trucks, trash trailers and dump trucks.Pest Control services are also available.

*** ADMINISTRATIVE SERVICES ***

Accounting - This office is responsible for billing customers for services provided by PPD on a recharge basis.These are services for which Physical Plant does not receive a budget allocation and must be paid for by the requestingdepartment. Inquiries regarding bills for services should be directed to the Accounting Office at 7-3693. The mailingaddress is 204 Peterson Service Building. The number one goal of Physical Plant is to provide quality services to members of the UK communityat a reasonable cost. PPD works hard to overcome the rising costs of labor, materials andoverhead, while providing you with the best possible services. Services provided by PPD are charged to work order costaccounts and then billed to the responsible funding account/department on a monthly basis. All labor services provided byPPD are billed at standard labor rates to the responsible department, whether PPD's account or a University department.

Conservation - The conservation of water, electricity, steam and all of our resources is one of the more importantresponsibilities of the University community. When you conserve it means dollar savings to the University. Concentratedefforts have been made by Physical Plant to develop energy-saving programs, including computerized controls of certainenergy-consuming devices on campus. However, the basic responsibility and challenge for energy conservation rests withyou. Remember to do your part-- accept your share of the challenge. Together we can make a difference for our future.



Division Library - Our Physical Plant Library contains original documents dated from 1950 to present, whichinclude contract documents, specifications, shop drawings, key drawings and maintenance and operation manuals of mostUniversity of Kentucky buildings. Copies of many library items are available in limited quantities. The requestingdepartment is required to pay for large quantities, as well as, copies involving outside vendor services (enlargements,reductions, photocopying, etc.) Information on these documents can be obtained by calling 257-8503.

Engineering Graphics - Physical Plant maintains building key drawings, campus maps, outside/undergroundutility maps, general building information (construction date, square footage, etc.), and miscellaneous renovation andspecial project drawings involving PPD craftshops. Building key drawings show basic floor plans indicating walls, doorand window openings, room numbers, auditorium seating, etc. These drawings are available in two sizes (17" x 22" -scaled; 8-1/2" x 11 - not to scale). Many are available in ACAD format. Copies of these drawings and maps are availablein limited quantities and at no cost. Contact the Engineering Graphics Department at 257-8503.

Personnel - Physical Plant's Personnel Office maintains 657 FTE positions, which involves interviewing, hiring,employee turnovers, absenteeism reports, leaves of absence, retirements, on-the-job injuries, disciplinary actions,training/education, Employee-of-the-Month Program, PPD Excel Club activities, quarterly PPD New EmployeeOrientations, and Affirmative Action reports. Personnel also works to resolve any work-related issues, concerns, orcomplaints PPD employees may have internally or PPD customers may have regarding PPD services.

Renovation/Construction - Our Renovation and Construction Office provides engineering and architecturalservices, such as, research, planning, designing and estimating projects involving PPD craftshops and outside contractors.This office also schedules and coordinates many large multi-craft projects involving fund commitments up to $100,000.Requests for estimates can be sent either in writing or on a Renovation Request Form (a University form availablecampus-wide) to the Work Control Center, Room 233, Service Building.

Safety - Physical Plant provides testing and abatement for removal of Asbestos, Radon, and Lead Paint. Inspectionsfor compliance with underground storage tank regulations and compliance with the Pure Water Act are other servicesPPD provides.

Special Events - Physical Plant provides staff services and equipment for anyone holding a special event oncampus, such as, pickup and delivery services, rental and set-up of folding tables, chairs, trash barrels, risers, staging,lecterns, Kentucky and American flags, electrical power, water, PA systems, etc. All arrangements should be madethrough the Manager of Operations' Office by calling 257-8491.



Work Control Center - This department receives and processes work order requests. When such a request is validated it is then classified aswork order (WO) and assigned to the appropriate CRAFT SHOP(s). If the WO is for JO type work, a scheduler is assigned and copies of theactive WO are sent to the WO requestor and assigned shops. An estimate, if one exists, associated with this type work should have beenrequested and produced previous to the official WO request.



A.7 Physical Plant Division – Fiscal Affairs

A. GeneralNo. Description Priority* Fit Code** Comments1. The product should include at a minimum, computerized work

order management with associated estimating and a facilitiesmanagement component with preventative maintenanceincluding histories of all maintenance by asset and inventorymanagement providing specific PPD support features.

3



B. Work Order ManagementNo. Description Priority* Fit Code** Comments2. Users can perform ad hoc queries of work orders using

multiple complex search criteria, Boolean logic, and multiplesorting criteria.

2

3. Customer work requests can be assigned priorities. 34. Multiple types of work orders can be defined according to the

type or scope of work involved (i.e., budgeted or rechargetype, and subtypes within).

3

5. Users can create sets of commonly needed work plantemplates with redundant associated information, such asrequestor, account number, location, for use in the creation offuture work orders.

2

6. The product has the ability to schedule work orders. 37. The product allows multiple trades, functions, shops, people,

and departments to be assigned on work orders.3

8. The product allows multiple shops/trades, people, anddepartments assigned to work order to be scheduled.

3

9. The product allows shops, people, and/or departments to beadded to or deleted from existing work orders.

3

10. The product has the ability to show information from othersystems, (i.e., materials issued from Materials Managementsystem and labor recorded in Timekeeping System).

3

11. The product can retain and display multiple work type taskcodes indicating work performed on work order.

3

12. The product will allow entry of work orders, with all associatedinformation, for work defined and completed previous to entryof work order to system.

3

13. The product will allow for specific asset (from none to many)identification and statement or task code of service renderedfor tracking of maintenance by asset as maintained in theFacilities Maintenance System.

3

14. Work order information should be integrated with estimateinformation allowing for cost comparisons and work progresstracking during and after completion of the work order.

3



B. Work Order ManagementNo. Description Priority* Fit Code** Comments15. The product will integrate with University Purchasing and

Stores systems for materials on order and issued for eachwork order.

3

16. The product has the ability to group work orders under projectsof varying definitions, i.e., perpetually open service contracts,specific closing and perpetually open standing work orders,Renovation & Job Order type projects embracing one or morework orders and reflection of original and work definitions andchange orders.

3

17. The product has the ability to generate and track changeorders to original work orders.

3

18. The product has the ability to store and view documentsassociated with work orders (Cad, Word, Excel, drawings,notes, etc.).

2

19. The product has the ability to store (and reuse on other similarwork orders) write-ups of work to be performed.

3

20. The product has the ability to store worker comments uponcompletion of work.

3

21. Work orders can be printed individually or in batches and willallow for multiple copies per work order based on a usersupplied formula based on shops assigned, etc.

3

22. Work orders should include a searchable, variable length textdescription of at least 500 characters.

1

23. Work order fields other than work order number can be editedfollowing entry.

4

24. The product provides a way of maintaining a list of personsauthorized to expend funds from various campus accounts.

2

25. The product can record information about work requestorssuch as name, phone number, department, and email address.

3

26. The product can record information about rental equipmentincluding charge out rates.

3

27. The product can record information about project estimates aswell as work order estimates.

3

28. The product can generate reports on actual versus estimated 3



costs.



B. Work Order ManagementNo. Description Priority* Fit Code** Comments29. The product integrates employee information with the work

order, including name, identification number, salary, chargesout rates, etc.

3

30. The product has the ability to estimate work at detail shoplevel (electric, plumbing, carpentry, and other PPD shops).

3

31. The product has the ability to store and view detail write-ups ofwork to be done at shop level.

3

32. The product can create and manage projects consisting of anunlimited number of sub-projects, work orders, or activities.

3

33. The product allows detailed descriptions of projects. 334. The product provides a database of common jobs together

with their typical labor, material, and equipment requirements.2

35. The product can reference an account number within thegeneral/subsidiary ledger module to which costs should becharged.

3

36. The product can post charges to work orders daily or morefrequently.

3

37. Charges can only be posted to work orders that have not beenclosed.

3

38. Unlimited items can be posted to work orders. 339. Labor, material, and equipment rental costs may be posted to

work orders interactively or via batch processing.3



C. Work Order EntryNo. Description Priority* Fit Code** Comments40. Work order entry software can be configured to print quality

assurance questionnaires, customized messages, surveys,etc., every x number of work orders.

2

41. Work orders can be routed for review and approval. 342. Predefined jobs can be selected from a customizable pick list,

resulting in fields such as assigned shop, job type, and accountnumber being subsequently incorporated into the work order.

3

43. Work orders can be electronically routed to shops and others. 244. A field identifying the work order data entry operator is

included.3

45. Space, equipment, and asset descriptions and workprocedures can be included on work orders.

3

46. The product permits concurrent work order entry from multipleclient PCs.

3

47. Scheduled maintenance work orders should be generatedautomatically.

3



D. Assets And EquipmentNo. Description Priority* Fit Code** Comments48. The product can store information on assets and equipment

such as buildings, rooms, indoor/outdoor spaces and facilities,infrastructure, tools, supplies, vehicles, trees, manholes, andutility poles, ground area and other items of value to theUniversity.

3

49. Asset and equipment work order histories, includingaccumulated costs and depreciation can be recorded, andthese records are directly available from asset record displaywindows.

3

50. Asset and equipment records can be linked to detailed storedspecifications and schematics.

3

51. Asset records can contain detailed lockout tag-out procedures. 352. Asset records can contain or reference confined space permits

and instructions.3

53. Asset and equipment records can include user-definable fieldsindicating the presence and nature of hazardous materials.

3

54. Failure codes and descriptions can be assigned to assetrecords.

3

55. Asset and equipment records can contain a history of conditionassessments.

3

56. Asset and equipment records can contain cost center accountnumbers to which costs can be charged by default.

3

57. Asset and equipment records can contain or referenceinformation on warranties and service contracts.

3

58. Work order data entry or queries should alert the user to theexistence of warranties or service contracts on the assetsreferenced by the work order.

3

59. The product alerts selected users to impending expiration ofwarranties with user definable lead-time.

3

60. The product can include extensive information onmaintenance contracts.

3

61. The product can record cost data on maintenance contracts,and such data can be easily retrieved.

3

62. Information on contracts can be queried and grouped by the 3



contractor field.



D. Assets And EquipmentNo. Description Priority* Fit Code** Comments63. The product can record work performed by contractors and

such data can be accessed and grouped per contractor.3

64. Aging work orders can be easily identified and reported. 365. Employees can be assigned to work orders, work assignments

can be revised, work can be scheduled, and schedules can berevised.

3

66. The product can provide utilization reports on employees andequipment as an aid to planning and scheduling.

3

67. The product can record and report information on employeeavailability and training.

3

68. Costs are automatically rolled up to appropriate facility,building, space, room, department, or account records.

3

69. The product can export charge data so that data can betransferred to the University accounting system.

3

70. Work order charges may be charged to multiple accounts invarying percentages.

3

71. A work order record can include a budgeted amount and aremaining balance.

3

72. Users can perform ad hoc queries of work order costs usingmultiple complex search criteria, Boolean logic, and multiplesorting criteria, including department, account cost center,building, space, and shop.

2

73. The product can store and retrieve all costs associated with aproject, including internal charges and contract charges.

3

74. The product can record depreciation of assets or equipment. 375. The product can be configured to add a markup to charges

depending on accounting transaction codes.3

76. The product can create accounting transactions to billcustomers for actual labor, material, and rental costs on a workorder by work order basis.

3



E. Web and Email InterfacesNo. Description Priority* Fit Code** Comments77. The product provides the facilities to conduct electronic

commerce (E-commerce) with departmental and campuscustomers.

2

78. The product provides facilities to allow customers to performwork requests via an on-line form utilizing standard webbrowsers.

2

79. Work request forms can be tailored to the type of servicerequested (e.g., by prompting for account information only ifservice is billable).

2

80. The product can be configured such that completion of certainfields of the work request form is mandatory.

2

81. The product generates email notifications of receipt and statusof work requests to customers.

2

82. Work order request number is assigned and reported to thecustomer upon submission of a work request.

2

83. Incoming work requests are time stamped. 284. Work requests entered via the web should automatically

update the product's database tables.2

85. Search results can be displayed in tables that include links todetailed records.

2

86. The product provides graphical access to work orders via floorplans.

2

87. Authorized customers can view cost details such as labor,material, rental, and outside services and can determinewhether work is billed on actual costs or a flat fee.

2

88. Reports can be generated by the customer, including costsummary reports and work order status reports.

2

89. The product can provide web access to selected Physical Plantemployee information such as name, title, addresses, phonenumbers, and email address lists.

2

90. The product provides configurable email links to departmentalfunctions and employees.

2

91. Satellite Physical Plant locations can submit materialsrequests via on-line forms.

2



92. The product allows every web page to incorporate graphics. 2



E. Web and Email InterfacesNo. Description Priority* Fit Code** Comments93. The product allows special formatting capabilities for alerts and

special messages appearing on web pages or forms.2

94. The product can alert designated Physical Plant personnelwhen actual costs are nearing estimated or budgeted costs.

2

95. The product can publish event plans to the web for customerreview. (See section H)

2



F. Preventive Maintenance ManagementNo. Description Priority* Fit Code** Comments96. The product should maintain a database of information on

assets and equipment, including such items as type andlocation of asset, manufacturer's specifications, serial number,etc.

3

97. Any asset can be designated as related to any another assetwith an unlimited number of such relationships.

3

98. The product can maintain the preventive maintenance (PM)histories of assets and equipment

3

99. Priorities can be assigned to assets and equipment, and PMpriorities can reflect asset and equipment priorities.

3

100. The product can schedule PM orders by fixed or slidingcalendar intervals, usage, or on demand.

3

101. Preventive maintenance activities can be scheduled onspecified dates, days of the week, days of the month, 1stMonday or work day of the month, other user definedschedules, and may be restricted to specified seasons.

3

102. Preventive maintenance orders are part of a hierarchicalarrangement whereby the scheduling of certain PM ordersprevents the scheduling of other PM orders so that, forexample, quarterly or semi-annual PM orders should not bescheduled at the same time as an annual PM order.

3

103. Sets of PM tasks can be defined for groups of similarequipment.

3

104. Existing PM plans can be copied to create new PM plans. 3105. The product can record labor, material, and tools required to

perform each PM order.3

106. Preventive maintenance procedure descriptions can be anysize of text and schematics; other drawings can also be printedwith the work order.

3

107. Any number of PM orders can reference predefined sets of PMprocedures.

3



F. Preventive Maintenance ManagementNo. Description Priority* Fit Code** Comments

108. The product can project manpower requirements, includingtype and number of personnel, for a specified future timeperiod, such as a week, month, or year, based on informationin property management plans.

3

109. Project materials requirements can be automatically matchedagainst inventory, resulting in alerts to order materials.

3

110. The product can project materials requirements for a specifiedfuture time period, such as a week, month, or year, based oninformation in PM plans.

3

111. Preventive maintenance orders can be assigned to specificemployees or groups of employees.

3

112. The product can generate reports of overdue PM orders. 3113. The product can generate reports detailing adherence of actual

PM and materials used.3

114. The product can aid in performing failure analysis by providingreports such as failure frequency by building, by component,by equipment type, by manufacturer, by maintenance regimen,etc.

2

115. The product can track interrelated parts and pieces and trackwork on all interrelated parts and pieces.

3

116. The product can track history of all University assets,equipment and materials.

3

117. The product can track financial data of all University assets,equipment and materials.

3

118. The product can provide references to spare parts associatedwith each item.

3

119. The product can show work history. 3120. The product can show relationships. 3121. The product can track service contracts and warranties. 3122. The product can track failure analysis. 3123. The product can allow for definable tasks per item and item

groups.3



G. Inventory ManagementNo. Description Priority* Fit Code** Comments

GENERAL124. The product can print a reorder list of items at or below reorder

point and sort by commodity code, vendor, or stock number.2

125. The product makes a distinction between requisitions andpurchase orders.

2

126. One requisition can have several purchase order numbersassigned to it.

2

127. Requisition and purchase order numbers can be assigned byuser and the purchase order number can be different from therequisition number. (They need to be assigned by import ofdata from University Procurement System referenced in latersection.)

2

128. The product can suggest order quantity based on a user-defined maximum on-hand quantity.

2

129. Non-stock materials can be ordered against the stock costcenter, referencing a work order, which should be chargedupon receipt or issue of the goods. Alternately, special ordermaterials can be ordered directly against the final cost center,with charges not billed through the work order system, whilestill allowing costs to be accumulated under the appropriatework order. Markup is added regardless of which of the abovemethods is used.

2

130. The product can create a request for quotation that can beedited while retaining sequential item numbering and properformatting.

2

Item Data131. The product can maintain separate on-hand quantity, reorder

point, and transaction history for multiple stocking locations.2

132. Item records can contain or reference a note field, which is notpart of an item's description.

2

133. The product provides user-definable categories that allowusers to classify stock items as "seasonal," "discontinued,""hazardous," etc.

2




134. The product can record commodity codes in a user-definableformat.

2

135. The product can record stock numbers of at least eight (8)digits in a user-definable format.

2

136. Markup percentage can be defined by item or class of itemrather than universally.

2

137. Any transaction affecting on-hand quantity increments ordecrements updates on-hand quantities immediately.

2

138. Items may be flagged as "No Reorder" to prevent theirappearance on reorder reports, but can be issued to use upexisting stock.

2

139. The product does not allow deleting items with on-hand or on-order quantities.

2

140. Item records contain a separate field for manufacturer partnumber.

2

141. Item records can include or can reference item images. 2142. The product can store Material Safety Data Sheets for

hazardous stock items.2

143. The product can store date established, last receipt date andlast issued date.

2

144. The product can store quantity on-order and expected duedate (based on date entered by purchaser on purchase order).

2

145. The extended description can be of any length. 2

Issues146. The product provides a way to document the physical issue of

non- stock items received for a work order, including a recordof the stock items received for a work order, including a recordof the date picked up and person accepting goods from stores.

2

147. Items to be issued can be selected from a list of query results. 2148. The product can issue non-inventoried items such as screws,

nuts and bolts by dollar value only.2

149. The product alerts the user before creating a back-order at thepoint of issue or does not allow back-orders at issue.

2




150. The product allows no negative on-hand quantities. 2151. The product can enter a credit transaction as a reverse issue

that does not necessarily reference a previous issue.2

152. The product offers a method to transfer costs of itemsoriginally issued for truck stock to work orders for which theitems are ultimately used.

2

153. Issuing or returning an item, whether stock or special orderautomatically charges or credits a work order.

2

154. Issued items can be charged to either a work order or a costcenter.

2

155. The product alerts users when issuing items with MaterialSafety Data Sheets (MSDS) information and gives the optionof printing it.

2

156. Items can be issued or returned using a bar code scanningdevice.

2

157. UPC codes can be stored and bar code labels can be printed. 2158. When a user revises an incorrect issue transaction, the

product implements the revision by creating both a correctedcharge transaction and a credit transaction to negate theincorrect issue, so that the user need not create thesetransactions manually.

2

Receipts159. Non-stock items can be received and issued directly on a work

order without passing through inventory. A mark-up should stillbe charged for these items.

2

160. Freight costs can be distributed to all items in a given receipt,increasing item costs by appropriate amounts, whether or notthe receipt includes all items appearing on the purchase order.

2

161. The product can print a receiving worksheet containing theitems ordered as well as quantities of items previouslyreceived, if any.

2

162. The product can record the receipt of items procured byblanket purchase order.

2




163. The product can, at the time items are received, distribute tothose items special costs such as tire disposal fees, drum andpallet deposits, etc.

2

164. A return transaction can be created that negates a receipttransaction. This process would correct changes to on-handquantities and purchase histories resulting from the originalreceipt transaction, and annotate the purchase order to reflectthat received items have been returned.

2

165. The product can prohibit receipt in units other than as ordered. 2

Physical Inventory166. The product can import physical inventory from a file. 2167. The user can establish variance thresholds between physical

and stored counts that can be used to perform recounts ofitems outside the variance threshold. The threshold can beeither a percentage of the count or it can be an absolute dollaramount.

2

168. Items not found in an imported physical count are flagged forrecount if the stored quantity is not zero or are freed from theinventory process if the stored quantity is zero.

2

169. When a physical inventory file is imported, the product cangenerate a report that indicates:

• those items that have been flagged for recount,• those that have been freed from the inventory process,• those that have had their stored counts adjusted,• those inventoried items which do not exist in the

database,• those stored items that do not appear in the physical

inventory.

2

170. The authorized user can edit on-hand quantities. 2171. The product can report net variances between stored and

physical count at any stage of the recount and countadjustment process.

2




172. The product maintains a transaction history for all adjustmentsmade during the inventory process.

2

173. The product can adjust recorded quantities between countcycles due to variances between actual and recordedquantities and can record such adjustments as transactions.

2

Queries and Reports174. The product can report items not issued within a range of

dates.2

175. The product can report at least a year's monthly issuesummary reports.

2

176. The product can report items with a quantity of zero. 2177. The product can report orders not fully received by due date. 2178. The product can list requisitions not yet converted to purchase

orders.2

179. The product can report the status of items ordered againstwork orders, including current status of an order, the purchaseorder number, quantity ordered, quantity received to date, duedate, etc

2

180. The product can report stock items issued against work orders. 2181. The product can query purchase orders using vendor name or

partial vendor name.2

182. The product can query purchase orders for non-stock itemsusing the item description or wildcards.

2

183. The product can query purchase orders for non-stock itemsusing cost center number.

2

184. The product can query purchase orders for non-stock or stockitems using building code.

2

185. The product can query purchase orders for stock items usingstock number.

2

186. The product can print a daily report of all issue activity for aspecified date.

2

187. The product can print a daily report of all receipt activity for aspecified date.

2




188. The product can query, report, and sort items by such criteriaas stock number, commodity code, short description, binlocation and primary vendor.

2

189. Query results are displayed with links to more detailedinformation.

2

190. A complete audit trail is maintained for each transaction bystock number or work order.

2

191. The product can report complete inventory valuation using theFIFO valuation accounting method.

2

192. The product can query any item by manufacturer part number. 2193. The product can query and report summary purchase history

by craft and/or requestor.194. The product can report the last five vendors from which an

item has been purchased.2

Miscellaneous195. Requisitions and purchase orders can be created and/or

updated by importing data exported from the University'spurchasing system.

3

196. The product allows universal updates to markups, commoditycodes, etc.

2

197. Requisitions can be routed for review and approval prior tosubmission to purchasing personnel.

2



H. Events ManagementNo. Description Priority* Fit Code** Comments

198. The product can store information such as dates, special setupand/or clean up details, manpower needs, reserved equipment,and associated work order numbers for scheduled events.Where special setup prior to or after the event is known, awork order should be automatically generated.

3

199. The product provides an on-line form to reserve and rentequipment, furnishings, and other items for specifiedscheduled events.

3

200. The product can maintain a database of equipment,furnishings, and other items available for reservation and rent.

3

201. The product can record the serial number of serializedequipment.

3

202. The product can record the reservation of one or more of thesame non-serialized item.

3

203. The product can record contact information for multiplecontacts.

3

204. The product provides a means to display on web pages acatalog showing on-hand quantities and rental rates ofequipment, furnishings, and other items available forreservation and rent.

3

205. The product provides a means to query the availability ofequipment, furnishings, and other rental items for given dateranges.

3

206. The product provides an event calendar. 3207. The product provides a way to plan and schedule preparations

for events and to alert workers to daily scheduled tasks.3

208. The product can publish event plans to the web for customerreview and email to external and internal mailboxes.

3

209. The product generates an automatic email notification ofreservation/rental to the customer.

3



I. Key ControlNo. Description Priority* Fit Code** Comments

210. The product can maintain a database of information on keysand locks, including such items as lock location, on-hand andtotal key quantities, key type (master, sub-master, etc.), anddate of last re keying.

3

211. The product can store multiple key levels (master, submaster,etc.) for the same door.

3

212. The product can track individual name, campus address,telephone number, and/or other contact information for keysissued and returned.

3

213. The product places no limits on the number of keys that can beissued to a key holder.

3

214. The product has the ability to store information on issue,return, lost, payment, and refund transactions as well astransaction dates, with whom transactions take place, andnotes about transactions.

3

215. The product can generate various reports, including reports ofkey schedules, key transactions, and key holders (such as alist of all those having access to given areas).

3

216. The product can generate charge records that may be used tobill departments for lost keys or other key fees.

3

217. The product provide keys security hierarchy on multi level(master, sub-master, departmental, day key, entry level,entrances)

3

218. The product supports query by multi level (master, sub-master,departmental, day key, entry level, entrances)(key number,key type, building, location, room).

3

219. The product provides key catalog of pin settings per lock. 3220. The product supports computerized key cutting to pin settings. 3221. The product provides on-line ability of request for keys,

authorization of request, and automatic email notification toemployee and authorizing personnel of approval, issuance,and receipt of keys.

3

222. The product prints receipts for key issues and returns in realtime.

3



J. Space and Equipment ManagementNo. Description Priority* Fit Code** Comments

223. The product should maintain a database of buildings, rooms,and other spaces, as well as information about those spaces,their furnishings, and inhabitants/owners.

3

224. The product includes graphical representations of buildings,rooms, other spaces, furnishings, and inhabitants/owner,conditions, types, parts, usage, PCS code(s), CAD drawings

3

225. The graphical representation provides links to databaseinformation, including asset, equipment, and inhabitant lists.

3

226. The product can import drawings in AutoCAD and otherformats.

3

227. The product provides for scheduling and functions (classes,events, etc.) to be interfaced with work order scheduling.

3

228. University capitalized equipment should be inventoried andtied to specific building locations.

3

Request for Proposal UK-0018-06


K. Tool Crib ManagementNo. Description Priority* Fit Code** Comments

229. The product can maintain a database of tools and equipmentavailable for checkout, including information such as on-handand total quantities, charge-out rates, warranty information,and serial numbers of serialized equipment.

2

230. The product can maintain an inventory of consumable toolsand generate re-order lists as needed.

2

231. The product can record the checkout and check in of tools andequipment.

2

232. Checkouts can be designated as permanent or temporary. 2233. The product can create charge records for billing purposes. 2234. Default charges can be manually overridden. 2235. Asset records can include quantity information to handle the

occurrence of multiple identical non-serialized items in the toolinventory.

2

236. Asset records can include or reference such information as PMhistories, maintenance costs, and revenue totals for individualserialized tools.

2

237. The product can record information about customers such asname, shop and other contact details.

2

238. The product can interface with card reader and bar code inputdevices to scan employee ID cards and record tool andequipment issues, returns, and inventory.

2

239. The product can record electronic signature images to validatecheckout and check in of tools and equipment.

2

240. The product can print real time receipts upon check in of toolsand equipment.

2

241. The product can generate commonly needed reports, such aspast due lists, lists of tools checked out by employee or shop,and lists of permanent issues by shop.

2

242. The product can display on-hand quantities of tools andequipment.

2

243. The product can be used to reserve and rent vehicles ofseveral types, display their availability, and report revenues.

2



K. Tool Crib ManagementNo. Description Priority* Fit Code** Comments

244. The product provides documentation and inventory of tools tobe checked out.

2

245. The product provides reports and approval processes. 2246. The product provides warranty and lose reporting. 2247. The product integrates Human Resources component for

termination reporting.2



L. Facilities ManagementNo. Description Priority* Fit Code** Comments

Vehicle Management248. The product maintains inventory of vehicles. 3249. The product provides picture storage of vehicles as part of

inventory information.3

250. The product provides billing of services on vehicles with exportfunction to University FRS.

3

251. The product captures and retains service record history pervehicle.

3

252. The product retains various items of vehicle information, suchas mileage, condition, cost, and bill account numbers.

3

253. The product provides query by various vehicle characteristics. 3

Automotive Fuel Management254. The product tracks and manages gas and oil usage by vehicle

and driver.3

255. The product tracks and manages driver and truck identificationsystem by use of gas and oil.

3

256. The product tracks and manages supplies and gas and oilprices.

3

257. The product provides billing of fuel consumption with exportfunction to University FRS.

3

258. The product maintains an archive of all transactions. 3259. The product integrates with PPD existing fuel dispensing

system, currently PetroVend.3

260. The product provides billing of fuel consumption with export offormatted transactions to University FRS.

3

Refrigerants Management261. The product maintains records of every quantity and type of

refrigerant used in all maintenance operations and workorders.

3

262. The product maintains an inventory of refrigerant typeequipment.

3

263. The product maintains service record history per item of 3



refrigeration equipment.




264. The product retains various items of refrigeration equipmentinformation such as manufacturer and type.

3

265. The product provides query by various refrigeration equipmentcharacteristics.

3

266. The product maintains and reports warranty information peritem of refrigeration equipment.

3

267. The product maintains and reports data on service companyidentification and performance statistics

3

Division Library System268. The product provides for query of all inventory documentation

including location, date, and type such as contracts specs,shop drawings, key drawings, operations manuals, etc.

3

269. The product provides and maintains a check in/out log for allinventoried items.

3

270. The product provides for launching the application associatedwith a document from the query of inventory documents.

3

Deferred Maintenance Management271. The product provides storage and tracking of items that need

maintenance but are not funded, i.e., deferred.3

272. The product provides PM schedules and definitions of items(fully integrated with PM system or provided by PM system).

3

273. The product provides preventative and corrective work historyper item.

3

274. The product provides information for replacement costbreakdown per items.

3

275. The product provides information for life cycles per items. 3

Building Maintenance Management276. The product provides storage and query of periodic/specific

inspection results.3

277. The product generates corrective work orders (integrate withwork order system) based on inspection results.

3




278. The product provides reporting for inspecting agencies andusers.

3

279. The product provides input forms for inspections. 3280. The product generates schedules for inspections. 3

Reusable Items Inventory Management281. The product provides for inventory of reusable items with

information including location, count.3

282. The product provides query of inventoried reusable items. 3283. The product tracks items received into and issued from

inventory.3

284. The product provides billing of reusable items with export offormatted transactions to University FRS.

3

Utilities Management285. The product provides entry and inventory of utility bill

information.3

286. The product analyzes and reports actual utility use measuredagainst both historical norms and planned benchmarkinformation

3

287. The product allows multiple rate schedules from variousvendors.

3

288. The product provides projections based on what if scenarioscoupled with consumption for various historical periods.

3

289. An alarm situation can be defined and reported. 3290. The product provides for meter/sub-meter reading storage and

history.3

291. The product provides billing of utilities consumption with exportof formatted transactions to University FRS.

3

292. The product provides cost breakdown with reports. 3293. The product provides required reports for budget/consumption

analyses.3

294. The product provides graphical charts and alarms. 3



M. Administrative and Financial ManagementNo. Description Priority* Fit Code** Comments

Billing Systems General295. The product has the ability to bill accounts from any billing/cost

tracking module/system, i.e., billing of variously available costinfo with feed of formatted transactions to general ledger.

3

296. Account numbers used/to be used in billings are auditedagainst general ledger account numbers.

3

297. Each billing process operated should create its own distinctbatch general ledger transactions.

3

298. The product has the ability to display labor, material costs atvarious levels (shop, account number, project).

3

299. The product integrates with other financial managementsystems.

3

Personnel300. The product integrates with TIME KEEPING and LABOR

REDISTRIBUTION modules.3

301. The product recognizes the work assignment centers’functionality around which PPD processes are organized.

3

302. The product provides query by name, SS#, Work Assignmentcenter (shop), vacant positions, position #, etc.

3

303. The product provides various reports such as VacantPositions, Filled Positions, Complete Roster, PPD ExcelEmployee Incentive Reports, etc. and list all standard reports.

3

304. Display University HRS data stored. 3

Employee History305. The product tracks employee educational history. 3306. The product tracks employee craft/job training and credentials

history.3

307. The product tracks employee employment history includingnon-university employment.

3

308. The product produces New Hire/Promotion RecommendationReport(s) ranking individuals by educational, years ofexperience, and pay rate.

3




Time Keeping309. The product will integrate with PERSONNEL and LABOR

REDISTRIBUTION modules.3

310. The product will provide the capability for the user to definemultiple leave types and maintain balances for them.

3

311. The product maintains leave balances in total and per fiscalyears.

3

312. The product produces time sheets per pay period forauthentication by employee and supervisors with totals peraccount per day in a multiple week format includingsummaries for each week and in total. Leave balances willalso be shown.

3

313. The product captures work and leave time, with overtime, shiftindication, regular when working for compensatory time off,and other characteristics involved with PPD methods ofoperation.

3

314. The product will require work and leave time to be on validwork order numbers, open for the shop for which the employeeworks.

3

315. The product prevents leave from being recorded whereunearned.

3

316. The product allows time worked to be reported/viewed in workmanagement, web, and all other system components.

3

317. The product provides the reports required for PPD operations. 3318. The product tracks work overtime, shift differential, and other

PPD specific time characteristics.3

319. The product tracks vacation by current, last and prior fiscalyear. It will track holiday, total disability leave, and other intotal only.

3

320. The product provides for a record of standard time per craftshop employee per pay period that can be used to enter actualtime worked by that employee’s timekeeper.

3

321. The product provides for a record of standard time peradministrative employee per pay period that can be used to

3



enter actual time worked by for that employee.




322. The product provides for a record of standard time peradministrative employee per biweekly period, which can beused to enter worked by a single “button push” per thatemployee.

3

323. Print 3 part paper detail employee timesheet for employee andsupervisor signing.

3

Labor Redistribution324. The product integrates with TIME KEEPING, and

PERSONNEL.3

325. The product will provide pro rata distribution of appropriatepercentage of administrative overhead costs recovery toappropriate PPD service center accounts.

3

326. The product creates, per payroll period, a feed of ledgertransactions to charge job order/service order work for theperiod to the appropriate PPD work order account and creditthat same amount back to the appropriate PPD service centeraccounts.

3

327. Recharges can be broken into multiple amounts per employeebased on actual pay rate and standard rate per shop.

3

Budgeting and Financial Reporting328. The product provides a budget planning module. 3

329. Material Management See G 3330. The product integrates with University Purchasing. 3331. The product’s purchasing module will meet the PPD needs of a

work order shop-based organization.3

332. The product allows on-line viewing counts, on-hands, andlocations from University Purchasing/Stores.

3

Safety and Training Management333. The product stores employee certificate, licenses, and special

qualifications and training history.3




334. The product provides an alarm when an effort is made toschedule an unqualified employee to a work order.

3

335. The product provides web-based training as required. 3

Integration to Construction & Project Management System336. All associated information about assets will be integrated with

facilities maintenance.3

a.7 physical plant division – fiscal affairs · division library - our physical plant library...

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