request for infornation: computerized … for cmms.pdf · request for infornation: computerized...
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REQUEST FOR INFORNATION: COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
PROPOSAL INTENT and GENERAL DESCRIPTION
The Maricopa Community College District invites interested software vendors to submit a proposal to provide a Computerized Maintenance Management System (CMMS) for a number of the District’s colleges. The system will be web-based (SaaS- “software as a service”), hosted and fully supported by the vendor.
This Request for Information (RFI) is specifically intended for software firms with an established CMMS, along with the necessary experience and personnel to provide and implement a complete system. The District is particularly interested in an affordable “off-the-shelf” product that requires no or minimal customization by the Vendor. Desired features not present in the basic CMMS system should be available by adding optional standard modules to the basic system.
The services to be provided by the system vendor include software, licensing, implementation, training and support services. The District’s goals for the implementation of a CMMS include:
• Accurately capture the condition and performance of existing assets, and the resources required to maintain and renew them
• Streamline preventive maintenance and proactive asset renewal programs • Improve life cycle cost tracking • Implement an electronic work order management system to log labor, material, and
equipment costs related to maintenance as well as non-maintenance projects • Ensure long-term reliability of asset data storage and retrieval, including associated
documentation such as standard operating procedures and O&M manuals • Improve recording and assessment of failures and incidents • Provide an information base related to maintenance and operations work, such as
recommended preventive maintenance processes, material SDS sheets for common chemicals and substances used by facility maintenance trades, etc.
Base functionality to be provided by the new CMMS includes:
• generating work orders and both standard and customized reports • tracking detailed maintenance, operations, and financial information for each asset • attaching documentation such as photos, standard operating and maintenance procedures,
and O&M manuals to asset records • tracking preventive maintenance work orders and remaining useful life and life cycle
costs based on operator-entered parameters
Eight of the District’s ten colleges currently use a system developed by Facilligence that now is owned and hosted by MicroMain. The Facilligence system is being discontinued and users will be transitioned to a MicroMain system. A number of the colleges have expressed an interest in evaluating and potentially switching to another system.
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While this is a single, information gathering Request for Information, EACH college individually will review and evaluate the responses and EACH college may select its own system from among the submitted systems. There is no predetermination that more than one college may select the same system, so information should be submitted on the assumption that each college selects a different system. The following colleges in the Maricopa Community College District have expressed an interest in switching to another system (the numbers shown in parenthesis are the college’s gross square feet of building area, current student headcount enrollment for fall semester, and total number of faculty + staff):
• Gateway Community College, including the Maricopa Skill Center (532,700 GSF/ 5,950 students/ 325 employees)
• Glendale Community College, including Glendale Community College North (809,900 GSF/ 20,500 students/ 630 employees)
• Mesa Community College, including Mesa Community Vendor at Red Mountain and Mesa Community College Downtown Center (1,019,300 GSF/ 22,700 students/ 712 employees)
• Paradise Valley Community College, including Paradise Valley Community College at Black Mountain (440,200 GSF/ 8,900 students/ 240 employees)
• Phoenix College, including multiple smaller sites (753,600 GSF/ 12,100 students/ 389 employees)
• Rio Salado College, including multiple smaller sites throughout the Phoenix area (465,500 GSF/ 20,200 students, most in distance learning/ 486 employees)
• South Mountain Community College, including the Guadalupe Center (302,000 GSF/ 4,300 students/ 193 employees)
Once a system evaluation and preliminary vendor selection is made, the college will provide additional information required for final pricing of the selected system to be negotiated with the preferred vendor(s). For the system cost and seat licensing calculations requested below, assume that any person with access to the college’s website can enter a work order request. Only college facilities maintenance staff will be daily users of the system.
Unless otherwise stated, all contracts are for a period of three (3) years with an option to renew annually for two additional one (1) year periods if mutually agreed to by the college and the awarded vendor, for a total initial agreement period of five years.
The Maricopa County Community College District (MCCCD) consists of ten campuses, two skills training centers, and multiple satellite education centers throughout the County. MCCCD educates and trains more than 250,000 persons year around, which equates to about 76,000 full time student equivalent (FTSE). Maricopa owned facilities exceed 5,500,000 square feet. MCCCD ranks as the largest multi-location community college system in the nation, and is the largest provider of post-secondary education in Arizona. Our students, faculty and staffs are diverse and reflect the communities within Maricopa County, an area the size of Connecticut, and which contains a population of 2.8 million residents.
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Protection of Sensitive Information The District takes important steps to protect Sensitive Information by treating Sensitive Information as confidential and encouraging its personnel and consultants to take care in handling Sensitive Information. Personally identifiable information, personally identifiable education records, individually identifiable health information, personally identifiable financial information and payment card information are examples of Sensitive Information covered under the Arizona Revised Statutes (ARS), The District limits access to Sensitive Information to those who need it to perform their jobs. Access may be achieved through direct physical connection into the Owner’s technology infrastructure and/or equipment through cabling and/or other direct physical connection, Personal Devices, and/or other Owner owned or operated networks. Indirect access to the Owner’s technology infrastructure, equipment and/or data through remote electronic access, such as the Internet, unsecured/public WIFI networks provided by the Owner, or networks not owned and/or operated by the Owner. The District’s external service providers must also protect Sensitive Information, and use it only to meet The District’s business needs. The District also takes steps to protect its computer systems from unauthorized access and works diligently to comply with applicable information security, data privacy and related laws, rules and regulations. Consultants, vendors or individuals that will require access to The District’s technology systems, either through direct physical connection or indirect access, and consequently may have access to Sensitive Information, will be required to undergo significant screening and reviews to assure the security and privacy of The District’s systems and information. Contact the project manager for additional information regarding the security screening process and additional requirements. Where vendors or contractors have access or need Sensitive Data or access or use of the District’s information technology network, see the Exhibit located at the end of this Request for more specific requirements.
Proposal Due Date Proposal responses should be received by 3:00 p.m.(local tme), May 13, 2015 and be delivered to the reception desk in the District Support Services Office lobby at 2411 W. 14th St., Tempe, Arizona, 85281. Please be sure to acknowledge any addenda and be sure to include the Non-Collusion Affidavit with your response. For Fed Ex, UPS and similar direct delivery services, address the package to Keith Killourie, Buyer, at this address, contract phone 480-731-8518. General Questions or Project Location Visits No pre-proposal meeting is planned for this Request.
All questions about this Request must be submitted in writing and delivered to MCCD’s assigned representative a minimum of five (5) work days before the required due date. Answers to the questions will be provided by written addenda to all holders of the Request.
For questions regarding this RFI: Keith Killourie, Buyer III Purchasing, 480-731-8518 [email protected]
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Proposing firms shall not make any direct contact with college or district staff except for the Purchasing Department once this Request is issued, until the time that final selection is made. Any deviation from this policy, or attempt to or actual direct contact or attempt to influence any Maricopa Community College Board member, college administration, employee or representatives, from the time of the issue of this Request until final award, may result in disqualification of the Respondent. This includes any casual contact not directly related on-going work, in which case all conversation and contact should be strictly limited to the current work issue alone. Any oral communications with MCCD’s assigned representative will be considered unofficial and non-binding on MCCD.
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VENDOR CONTRACT AND SIGNATURE FORM
Signature Form
The undersigned hereby proposes and agrees to furnish goods and/or services in strict compliance with the terms, specifications and conditions at the final negotiated prices proposed. The undersigned further certifies that he/she is an officer of the company and has authority to negotiate and bind the company named below and has not prepared this bid in collusion with any other vendor and that the contents of this proposal as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any person engaged in this type of business prior to the official opening of this proposal. Company name:
Address:
City/State/Zip:
Contact printed name:
Position with company:
Telephone Number:
Fax Number:
Email address:
Authorized signature: __________________________________________
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COMPANY PROFILE
Please provide the following information about your company. The “company” is the entity that owns, supplies, supports and maintains the proposed CMMS software.
1. Company's official registered name:
2. Parent organization or other company ownership, if any, including headquarters location:
3. Brief history of your company, including the year it was established. Include predecessor companies under a different name or other CMMS companies purchased by your company:
4. Company’s primary corporate office location:
5. Location of any local or regional office servicing Arizona, if any.
6. List the names of key contacts with title, address, phone and e-mail address for the proposed system:
7. Who do you consider your competition in the CMMS marketplace?
8. What differentiates your company from those competitors?
9. Overall annual CMMS system sales and public sector sales (EXCLUDING the Federal Government) for the previous three years:
Calendar year
Total number of new customers/new
systems installed Total annual dollar volume
of CMMS sales Total annual dollar value
of public sector sales 2012 $ $ 2013 $ $ 2014 $ $
10. Provide information regarding if your firm, either presently or in the past, has been involved in any bankruptcy, or reorganization or litigation directly related to the proposed CMMS product:
11. Provide information on your company's Customer Service and Support Department (Help Desk), including hours of operation, number of service centers, etc.:
12. Provide a list of any open purchasing agreements or cooperative purchasing agreements held with any national purchasing group, network or any awards made through an open, competitive process by any public entity within Arizona. For each agreement, provide the name of the agency or group that originated and manages/managed the procurement request, an agreement or other identifying number, date of the original award and contact information:
13. Provide a list of any other public, institutional or governmental users that are located in Arizona. Provide the name of the entity, current contact information and initial date of implementation for the system:
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14. List vendor sponsored/vendor hosted support groups for the system, including chat groups, blogs, Q&A, discussion groups, blogs, meetings (in person or on line) that provide a venue for users to increase their skills and awareness of the system, meet other similar users, pose and answer questions, distill best practices, etc.
FUNCTIONAL REQUIREMENTS
General Requirements The vendor will need to demonstrate its ability to meet the college's needs by a thorough presentation of the product and its capability related to the characteristics and performance areas listed below. The form responses shall NOT indicate functionality that is not in the release version adopted by a majority of the vendor's customers. Vendor shall provide future upgrades that will keep the Vendor's CMMS current with evolving technologies. Software shall be usable by employees with widely varying computer skills. The vendor shall provide a system that is modular for cost effective implementation, expansion and upgrades. Vendor shall provide an “out-of-the-box” system with maximum flexibility and minimal or no customization required by the Vendor, preferably with all changes done by the college’s system administrator through built-in configuration of existing software. Vendor user and IT staff will have appropriate permissions for administration and configuration changes and updates, as required. The vendor hosting service must include full backup, disaster recovery and come with a complete service level agreement proposal that includes software upgrades, support and maintenance contracts. PROPOSED SYSTEM
List the base CMMS system that is being proposed, including manufacturer, version and standard options or modules that would be proposed, upon which the matrix responses are premised:
Base System: ___________________________________________________________
Optional standard modules to be included with the base system to meet functionality requirements: ______________________________________________________________________
______________________________________________________________________
Additional third party software needed to be able to view and operate the system, develop or print reports, etc. that is not an integral part of the vendor’s basic system: ______________________________________________________________________
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All third party software needed must be fully tested and operate integrally with the proposed basic system. Third party software must be supplied with the vendor’s basic system, including all licenses, integration, and cost. Available updates necessary to continue using the third party software with the vendor’s system shall be provided through the vendor during normal system updates.
Products and Services Summary Matrix
Fill in the system capabilities matrix to allow the college to evaluate the proposed product and services offering versus other responding vendors.
Definitions
1. Administrative: Provides system administration functions such as security, system-wide defaults and the content of functions and forms.
2. Work Order Management: Controls work order processes for routine response and periodic preventive maintenance.
3. Preventative Maintenance: Provides the functionality for users to establish preventative maintenance practices to meet their unique environments.
4. Materials and Parts Inventory Management: Streamlines parts and materials management by monitoring inventory.
5. Reports Generation: Reports are a key to any facility management system. This information may either be generated from the individual modules, from a single Reports Module or a combination
6. Portable Wireless/Mobile Technology Management: Allows maintenance and operations professionals to receive and complete work in the field via a wireless/mobile device.
7. Asset Management: Identifies, tracks, locates and analyzes physical assets.
8. Data Import and Conversion: Allows historic work orders and asset records to be imported from the prior system into the new system
9. Fleet Management and Key Management Modules: Tracks and manages vehicle fleets, including maintenance. Tracks and manages keys and the locks that they serve.
10. System Documentation, Training and Support: Provides initial user training, general system documentation and training materials, and on-going user support for system difficulties.
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Specification Matrix Using the following tables, identify whether the system capabilities, functions or characteristics are available within the proposed CMMS system. Check the columns as appropriate to indicate how the proposed system would meet the specifications of this Request, as follows:
Meets: Feature is standard and available in the current release of the basic software package. No upgrade, optional module or customization is required.
Meets with optional upgrade: The listed feature is available in an upgraded version of the basic software package or through the addition of a standard optional feature(s) module. Features requiring custom programming by the vendor are NOT a desirable solution.
Does Not Meet: The feature is not available in either the basic software package, an upgraded system or an optional module. Future Release: The requirement will be available in the next update release. Indicate anticipated release month and year in the
Comments column.
Administrative System and General System Characteristics
User Interface The system shall be intuitive and easily usable by all levels of staff in the college’s maintenance group, with data entry and access through easy navigation, field tabbing, and pull down menus. Navigation within the system shall be intuitive (drop down boxes) to field personnel and in a logical sequence. System security shall allow for logins to appropriate modules and data entry points by system administrator defined user or role. Data entry for the system should be able to pre-populate fields already present in the database. Data entry shall support several methods of input (i.e. keyboard, scan, PDA's, laptops, GPS device, etc.). Reports shall be relatively easy to generate with an intuitive interactive generator as part of the software or third party report generators. The reports shall have the ability to present information in a graphical chart format. The system should have the ability to work with Microsoft Office applications for document creation and attachments to requests. The system should allow attaching, storing and viewing of Adobe .PDF documents, pictures (JPG, TIF, PNG, and GIF formats) and CAD/D drawings (.DWG format) to be attached and viewed.
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Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
System is usable on a variety of common internet web browsers including Firefox, Internet Explorer, Google Chrome, Firefox and Safari, without the addition of third party conversion/intermediary software
System allows power users with full access from single log-in
System provides full application interface for administrators and streamlined application, Web, or mobile device interfaces for vendors, staff, and requesters
System has multi-level security and passwords. Users can access part of all of system features depending on the type of password and rights that they have been issued.
System allows only a supervisor or System Administrator may approve or edit a history or change schedules.
System shows a user’s functional permission level displayed
System provides help text and error messages System permits multimedia file attachments (word files, graphic images, audio or video clips) to records as work orders
System is compatible with Microsoft Office applications System can attach, store or view Adobe .PDF documents System can attach, store or view pictures (JPG, JPEG, TIF, PNG, PCX, BMP, GIF and Windows Metafile formats)
System can attach, store or view videos System can attach scanned documents directly into the system
CAD/D Viewer and Information Linking System can read CAD/D drawings in multiple formats, minimally AutoCAD 2014
System can attach, store or view CAD/D drawings (.DWG, .BAK and other common CAD/D file formats)
System can read, convert, mark-up, save, and print CAD drawings without using an outside CAD program
System can hot-link asset and equipment lists to drawings
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System can view equipment information by clicking on a CAD building., floor, room, equipment for drawing-based queries
System can highlight a portion of a drawing, zoom in, and print the selected view
Additional comments: Work Order Management and Tracking System (Required)
A complete, automated system that identifies, confirms, tracks, records and costs all work requests is required. Further, the system shall be able to provide statistics on response time, cost and effort by activity. The system shall be able to schedule the work orders and be able to retrieve work orders for a specific time interval or asset type to aid supervisors to group and assign work orders. Users shall be able to change the routing, review and approval steps, along with the final shop or individual assignment without custom programming. The system shall have the ability to create multiple work orders (multi-tasking) linked to individual assets. Technologies for distributing work orders, such as e-mail, personal data assistant, mobile computer, IPad and other tablet computers are required. The College requires having multiple time frame scheduling capability on at least an annual, quarterly, monthly, bi-weekly and weekly basis for routine preventative maintenance and non-routine work. Ability to document work accomplished in a paperless environment is required. The system shall be able to automatically generate a receipt email (or other electronic notification) back to the service requester upon initial receipt of the work order, any changes in status, and upon completion of the requested work. The software shall include a complete tracking system to compile daily work done by activity and specific locations and assets with all labor, equipment, material and contractor resources. Work history information can then be related to the annual plan and comparisons made on unit cost, accomplishment and productivity. The software shall also have the capabilities to identify, trend and document work by location or asset. Queries and filtering for information shall occur at various levels and shall allow searches using multiple criteria in order to simplify data gathering. The software application shall be capable of operating at the maintenance activity level or the work order level with integration between the levels.
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Software shall be capable of the following: 1. The handling of service requests, planned maintenance, predicted maintenance and efforts generated by work orders. 2. The tracking of a service request from inception to completion with continual status (open, closed, pending, backlogged) indication
is necessary. 3. Work and cost can be tracked to the location, asset, job number and/or account/fund number. 4. Tracking and reporting force accounts and contractor furnished labor, equipment, material, and operating costs. 5. User-definable fields to record such information as special work projects and programs. 6. Ability to separate data planned and tracked by management/department units or by activity (sign maintenance, sewer line cleaning,
etc.).
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
GENERAL SYSTEM CONTENT and ABILITY Basic Work Order system is fully integrated with related modules including preventative maintenance, asset, inventory and reporting
System allows the System Administrator to easily customize who may request a work order (for example, to any student or staff with web access, down to limiting work order initiation from college staff/faculty only, down to maintenance staff only
System allows the System Administrator or department supervisor to easily customize the internal routing and internal approval of work orders
System allows the System Administrator or department supervisor to easily customize approval levels or approving parties that allow the work to continue
Provides a number of open user-definable tracking fields without additional programming or customization
Provides simple interface to check work order status with selection masks
Provides search capacity on work order number or description key
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Automatically generates notification back to the service requester to acknowledge the initial request, for changes in the request status, and upon completion of the work order request
System allows the work requester data (name, email, phone number, etc.) to be stored after the requester enters their contact information on a work order. The requester information then is stored on the vendor’s system and can be auto-filled for any subsequent work orders requested by the same requester.
System does not maintain work order requester contact data (name, email, phone number, etc.) from work order to work order
System allows work requester contact data either to be stored or not be stored. The System Administrator can determine and easily select which option that the system will use without custom programming.
System allows employees or students to request work orders from their Web browser
System allows administrators and maintenance staff to receive, close, enter orders via the Web, email, or mobile device anywhere that an internet connection is available
WORK ORDER MANAGEMENT AND WORK ORDERING
Ability to show standard work order tracking fields such as trade, purpose, budget and other codes
Ability to request dates and completion dates Ability to estimate work by time and materials Ability to automatically compute work costs using manually entered labor rates in employee system
Ability to show initially estimated labor and material transactions for each work order
Ability to capture actually used labor hours, contract costs and material costs for each work order
Ability to track labor hours worked for a defined period of time for individual employees to an aggregate total for a group of employees
Ability to automatically generate cost estimate of work
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order Ability to add/update/delete estimated costs by crew Ability to allow requesting departments to approve work orders based on estimated costs
Ability to link multiple pieces of equipment to a work order Ability to initiate a new work order by duplicating an existing work order
Ability to assign work priority Ability to define type of work Ability to add/modify/delete basic data about a work order after issuing the work order, such as the lead shop, job location, full job description, completion information, description of work done, requester, contact info, date work is to be done, source of work, etc.
Ability to disallow entry of time and material costs against a closed work order
Ability to reopen a closed work order Ability to assign progress status code Ability to support repetitive work order time slots Ability to print work order to any printer on the network Ability to print bar coded work order number on work order ticket
Ability to assign tasks to multiple shops and employees within a shop
Ability to set internal thresholds/benchmarks for maintenance activities and issue notifications via e-mail and/or reports when benchmarks exceeded, e.g. due dates and work request response time
WORK ORDER MANAGEMENT AND TRACKING Ability to support work order status reporting Ability to show estimated and actual hours Ability to support work order scheduling via priority and first-in-first-out
Ability to track job status and resource coordination Ability to schedule labor, material and other resource allocations
Ability to provide lists by outstanding jobs by equipment, asset class, location
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Ability to report work order backlog Ability to plan and schedule tasks within work orders Ability to query by status and assigned crew Ability to view or report on individual employee utilization Ability to maintain equipment specifications and parts lists Ability to track warranty date for claims tracking Ability to support a maintenance procedure library Ability to track work order/job history, with ability to query in numerous ways for work orders (i.e., by number, date, requestor, building, crew, craft)
Ability to track status of each shop assignment (in progress, done, etc.)
Ability to view work order by shop and employee assigned Ability to allow outside departments to enter work requests on-line via web interface
Ability to automatically or manually archive work orders based on aging after completion
Ability to recover data from archive Ability to automatically send work completion notification to requester
Ability for facilities personnel and requesting department to interact on line, e.g. the requesting department to approve an estimate or facilities personnel to request more information
Ability to charge work to any cost center Ability to handle standing work orders differently, e.g. not requiring an estimate
Ability to track changes to the scope of the work order. Provides electronic document management (e.g. attachments such as PDF documents, Word documents, and pictures)
Ability to trigger notification if actual costs exceed estimated
Ability to retrieve work order costs by shop, crew, function, sub function, sub-sub function, building, equipment, work order, and change orders, et cetera.
WORK ORDER MANAGEMENT AND ACCOUNTING
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Ability to add/update work order actual labor and material costs
Ability to create productivity reporting for all resources (e.g. labor, equipment, materials)
Ability to link employees or crews to work orders for on-line time recording
Ability to capture, manage, accumulate, and report costs for all material, labor, and other transactions
Ability to capture, manage, accumulate, and report costs by labor type for each job
Ability to capture, manage, accumulate, and report costs by campus zone, shop, crew, building, and equipment
Ability to report on job cycle time (i.e., time from initiation to final bill)
Ability to provide actual vs. estimated cost comparison Ability to report on job completion rate (open vs final billed jobs for a time period)
Ability to report on actual vs. estimated costs Ability to run historical reports on cost data Ability to create historical cost and analysis and reporting BUILDING AND EQUIPMENT INFORMATION BASES
Ability to assign unique alphanumeric identifiers to buildings, rooms, equipment, etc. and enter accompanying data. Building identifiers include annex, wing, floor, and room. Accompanying data for equipment includes manufacturers notes, recommended.
Ability to support flexible naming and numbering of buildings, floors, and rooms
Ability to provide for a building coordinator list with name, phone, mailbox number and e-mail address
Ability to categorize buildings by a campus geographical code
Ability to create/update inventory records for buildings, rooms, systems, equipment, etc.
Ability to record equipment purchase data Ability to record equipment maintenance materials cost and usage history
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Ability to generate equipment lists Ability to maintain and use equipment status codes, e.g. in service, lost, stolen, vandalized, etc.
Ability to maintain equipment repair cause history Ability to track and record equipment downtime and cause. Ability to maintain equipment drawings Ability to maintain equipment specifications data. Ability to maintain equipment repair procedure history Ability to maintain equipment maintenance labor history. Ability to track warranties on-line to vendor/manufacturer Ability to activate/deactivate an existing inventory record and all related data
Ability to store and manage meter types, including description and unit of measure (e.g. water/cu. ft).
PERSONNEL TRACKING Ability to enter and store a database of employees along with position/title and labor rate information
Ability to restrict who can read and change employee data Ability to add/modify/delete basic employment information such as job class, budget number, shop and crew designations plus spare future fields
Ability to use Personnel ID numbers other than SSN as the primary employee identifier
Ability to maintain different classes of employees, e.g. salaried, hourly, professional, and classified, etc.
Ability to charge multiple wage rates Ability to designate employee as active or inactive Ability to store and report on employee hours and overtime
Additional comments:
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Preventative Maintenance for Facilities (Required, with some additional Desired and Optional features)
Preventive Management and Scheduling must be able to issue work orders through the system. The system shall allow for the development of routine cyclical planning of maintenance work and shall give staff a guide to use in the scheduling and establishment of routine programs to proactively perform maintenance.
Software shall have an automated scheduling process inclusive of all work to be accomplished in each time period. The ability to review anticipated activities by any time period is desirable. The system shall be bar code enabled, allowing field personnel to access preventive maintenance records by scanning a bar code or other unique identifier on the equipment.
Desired: The system will contain recommended preventive maintenance procedures for standard equipment types, including the recommended schedule (by time frame or metered data), the estimated manpower hours and materials, and generate a step by step preventive maintenance work order including the required parts (generic description, with the ability to modify the information to provide specific part information) for the work order.
Optional: Users can enter information that identifies specific hours, alters the steps, and lists the required parts by manufacturer, model, size, etc. for the specific piece of equipment.
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
GENERAL SYSTEM RESOURCE CONTENT The system contains standard recommended PMs for different types of equipment and systems commonly found in facilities
Built-in preventive maintenance Task library to aid in defining preventive maintenance tasks and procedures
System contains Material Safety Data Sheets (SDS) for materials, substances and chemicals commonly found in facility management and operations
System oversees and contains OSHA Safety Standards such as lock out/tag out (for example, the system issues a
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notification to do an annual review), extension cord inspections: (for example, the system issues a monthly reminder), fire pumps (for example, the system keeps track of fire pump testing schedules and history), machine guards (for example, the system issues reminders to check safety switches), blood borne pathogens (for example, the system provides exposure control and clean up procedures) CREATING Ability to automatically generate preventive maintenance work orders through an integration with work order system
Ability to initiate PM work orders manually and automatically
Ability to manually or automatically generate preventive maintenance work orders
Ability to manually schedule PM work orders Ability to create recurring maintenance schedules on a daily, weekly, monthly or annual basis
Ability to store schedule templates for quick creation of frequently used schedules
Ability for users to define inspection tasks, populate a preventive maintenance calendar and set up automatic reminders to technicians assigned to complete the tasks
Ability to support scheduling for intervals greater than one year, e.g. 2, 5, 10 years, etc.
Ability to create a PM work order for an entire system of equipment, etc. (for example, for multiple pieces of equipment that work together as a single system)
Ability to manually associate a repair work order with a PM
Ability to combine multiple maintenance items into one PM work order
Ability to allow multiple work orders to be created by a PM based upon user entered criteria
Ability to perform predictive maintenance analysis Ability to assign an unlimited number of PM procedures
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to a system or piece of equipment Ability to document complex PM task descriptions Ability to duplicate a PM Ability to obtain maintenance procedures, required materials and tools from an equipment module
Ability to maintain user-defined PM types Ability to maintain shutdown information and coordinate shutdowns using multiple work orders if necessary
Ability to list consumables needed for a PM Ability to assign multiple crew to a PM work order SCHEDULING Ability to schedule preventive maintenance by elapsed days
Ability to schedule preventive maintenance by specific calendar date
Ability to schedule preventive maintenance by usage data sources such as time based or meter/usage based
Ability to schedule preventive maintenance tasks for downtime/outage
Ability to automatically assess PM schedule adherence Ability to suppress automatic generation for a particular PM for a time period
Ability to suppress automatic generation of all PMs scheduled over a specific time period
Ability to suppress automatic generation of PM scheduled for a specific piece of equipment or location over a specific time period
Ability to perform maintenance requirement forecasting Ability to manually sequence PMs Ability to add, delete, update and duplicate a PM schedule
Ability to create leveling of PM requests Ability to provide reporting on equipment/location confidence testing
NOTIFYING Ability to notify a shop/crew via e-mail of a pending PM Ability to provide shop/crew query screens of pending
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PM LINKING Ability to link operating and maintenance manuals, and OSHA guidelines to equipment records
Ability to maintain required procedure certification information
CUSTOMIZING Ability to customize a standard PM for different steps, for particular pieces of equipment, for linking specific materials or replacement parts for the recommended PM, etc.
VIEWING The system provides a maintenance calendar for viewing current and future preventive maintenance activities
Ability to view labor, material and tool cost for anticipated tasks
Ability to display upcoming scheduled work in a calendar format for resource scheduling
TRACKING Ability to track all scheduled maintenance Ability to track equipment information including manufacturer, model and serial numbers, in and out service dates and warranty
Ability to automatically track preventive maintenance cost accumulation
PRINTING OR ISSUING Ability to automatically and manually print preventive maintenance work orders
Ability to print multiple PM tasks on a single sheet
Additional comments:
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Fleet Management and Key Management Modules (Optional)
Fleet Management System In the future, the college may desire to add a standard software module to be capable of managing fleet operations including repair work orders, preventative maintenance work orders, scheduling and tracking of all maintenance costs, repair costs and fuel costs. Key Management System In the future, the college may desire to add a standard software module to be capable of managing key issuing and management, including the ability to track, monitor and manage keys including the ability to document key inventory, distribute keys, track key distribution and key holders, and report on key information
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
The system offers a standard module for fleet vehicle management that includes features such as:
Ability to schedule maintenance by creating regular and recurring preventive maintenance, and non-routine (emergency) maintenance work orders
Ability to track vehicles and equipment by class, category, and individual equipment serial number or identifier
Ability to allow users to list all parts and materials needed for individual preventive maintenance procedures
Ability to provide maintenance calendaring alerts to protect against missing or falling behind on maintenance schedule
Ability to provide a separate set of standard reports related to vehicles
Ability to provide asset listing and performance metrics such as costs per vehicle, location and type
Ability to automatically create scheduled preventive maintenance work orders and work order timelines for vehicles based upon vehicle or asset classes, etc.
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Ability to list vendor services that contain information about fleet repair standards, agreed-to pricing, discount structures, warranties, work orders and invoicing.
Includes computerized fuel management system Includes vehicle warranty and recall management Includes vehicle parts inventory control and tracking
The system offers a standard module for key management that includes features such as:
Ability to identify which keys each key holder has and the doors they can open
Ability to track issuing keys to people Ability to create key records or reports, and tracking lost or damaged keys and related responsibility
Ability to track keys by department, function or other user determined groupings
Ability to managing master keys, sub-master keys and change keys
Ability to maintain key inventories and numbers of copies Ability to log quantities of keys created, issued, lost, and destroyed
Ability to record information about each key and its specific bittings
Ability to track, sort and report bittings by manufacturer and keyway
Ability to view bittings in a separate window or bitting report
Ability to categorize keys by level, including master keys, listing which assets are keyed alike (multiple locks opened by same key) and which assets are cross-keyed (single locks opened by multiple keys
Additional comments:
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Asset Tracking System
The system shall be capable of defining all features maintained by a college in an asset inventory as collected or periodically modified including site location, feature description, manufacturer and model, condition assessment, etc. The college would prefer to transfer its current asset base to the new system (through separate per hour data transfer cost).
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
Ability to provide built-in drop-down list of values for asset classification
Ability for the System Administrator or authorized user to set up pre-defined asset hierarchies
Ability to provide display of all assets, locations, classifications
Ability to provide standard equipment asset information templates
Ability to provide warranty tracking related to specific assets
Ability to create graphical asset trees for simple organization and tracking of assets
Ability to provide lifetime labor and material costs per equipment, asset classification and location
Ability to track historic total of maintenance costs per asset Ability to produce bar code labels and tie to the asset data base
The system VENDOR has the ability to provide on-site asset cataloging using vendor personnel to collect and catalogue asset information through field surveys, with direct input into a new system, including developing naming conventions, ID systems, bar coding, etc.
ALSO SEE Buildings and Equipment Information Databases in the Work Order section
Additional comments:
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Material and Parts Inventory Management and Control (Desired)
The use of materials and parts in the work effort for both work orders and preplanned work shall be able to be tracked and accounted for. The college desires that the inventory quantity be reduced as utilized from the current inventory with the capability to establish reorder points as the inventory values are depleted. This shall allow for accountability for the use of materials and a more complete costing of work done. The college requires the ability to not only track material and part usage, but a method to reduce or add to the inventory based upon usage reported in the work order system.
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
Ability to integrate with the work order and preventative maintenance system
Ability to manage inventory items by category types such mechanical, custodial and tools
Ability to track inventory transactions, including issues, receipts, returns, adjustments, orders and transfers
Ability to issue inventory to a location, pick list, project, work order or employee
Ability to allow a requestor to select items from inventory catalogs and submit inventory requests online
Ability to enables users to request quotes for inventory items from multiple suppliers while reordering
Ability to track detailed information on inventory items, including characteristics such as unit of issue, whether on contract, supplier, average or fixed cost, tag number for tools, mark up, backorder quantity, etc.
Ability to allow inventory items to be stored and tracked by location such as by aisle, bin number and reorder points
Ability to automatically email requestors with inventory requests receipts and updates of order status changes
Ability to create pick lists Ability to track stock as assets (spares) Ability to automatically generate a stores work order "pick list"
Ability to check on availability of parts in inventory Ability to maintain a "where-used" parts inventory
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Ability to trigger reorder on minimum quantity Ability to track goods delivered and accounted for Ability to add/modify/delete material reservations Ability to allocate service contract and blanket purchase costs to specific accounts
Ability to support a minimum of 17 character commodity code
Ability to track blanket purchase expenditures Ability to produce pick lists for scheduled maintenance work orders
Ability to record usage against equipment and work order in history
Ability to track hazardous/environmental materials Ability to print inventory count sheets for conducting physical counts
Ability to adjust on-demand, including assigned and available quantities at time of issue
Ability to renumber stock and transfer history Ability to add/modify/delete multiple stockrooms including location, stockroom number and type
Ability to allow bar code entry of physical counts, issues, receipts, returns and adjustments
Ability to allow inquiry into stock transaction history back at least two years
Ability to allow multiple stockrooms to use the same item stock number
Ability to automatically update inventory by materials issues and receipts
Ability to transfer stock between stockrooms Ability to track critical spares Ability to generate variance reports after physical counts Ability to maintain vendor history, including data on past purchases
Ability to schedule physical counts/enter count corrections. Ability to return unused material from jobs Ability to provide monthly totals for quantity and value of issues and receipts by stockroom
Ability to produce report of stock and regularly used on-stock items for each stockroom, sorted by various means,
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such as description, location, or class Ability to maintain list of shops that use each stock item Ability to allow vendors of the same stock item to have different purchase quantities
Ability to maintain conversion factor for pricing stock from purchased quantities to unit of issue
Ability to support physical counts using bar code technology
Ability to manually enter, list and track often used suppliers and vendors (internally to the CMMS, not requiring a tie-in to another institutional data base)
Additional comments: Report Generation (Required)
The software, or through a third party report generator provided with the vendor’s software, shall have the capability of using standard reports or creating custom reports by the user without the need for additional vendor support. Report generation shall be straightforward and easy to request. The reporting module shall provide the user with the ability to query options from multiple database tables without the user needing to have scripting knowledge. Reports shall be able to be saved for future use/re-use. The reporting module shall allow the user to specify selection criteria through either a conditional menu approach or a “drag and drop” approach. A condition window shall allow for selection conditions such as equal to, greater than, less than, greater than or equal to, less than or equal to, not equal to, is null, is not null, is like (pattern matched or wild card searches) and is not like. The reporting generator shall offer the ability to provide column options including the ability to change column title, width or attribute.
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The system should allow for users to customize the look and feel including adding a college logo. Reports must allow for a preview prior to printing, so the user has an opportunity to verify the data and format expected. Report data should be able to be downloaded to an MS Excel worksheet and xml file. Management Reports must be secured to privileged users only. If report writing software external to the vendor's software is furnished, the name and version of the report writer software shall be stated and a licensed copy of the report writer software shall be furnished with the software, along with all future updates to either the report writer software or CMMS software to ensure compatibility.
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
System includes standard, commonly used pre-loaded reports (PLEASE INDICATE IN THE COMMENT COLUMN THE NUMBER OF PRE-LOADED REPORTS THAT COME WITH THE SYSTEM’S REPORT WRITER)
Number of pre-loaded reports provided:
System report generator includes a report builder allows users to easily create custom reports and modify standard reports. (New or existing reports can be modified through simple “drag and drop” or other intuitive processes)
System requires third party add on report writer and generator software. This software has been thoroughly tested for compatibility and function with the vendor’s system.
Report output options include dashboards, graphs and tabular reports in HTML, PDF, .CSV, Excel format, in either text or graphical format
Ability to provide searches for reports by defining the criteria in a specified field or fields and the system returning the resulting information.
Ability for reports to be auto-generated and emailed on a pre-set schedule
Ability to provide "Read Only" and "Private" report security options
System reporting includes both standard and customizable key performance indicators
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(KPIs) Ability to provide dashboard type reporting Ability for dashboards to be customized for individual users
Ability for custom report formats or data selections to be saved for future reports
Ability to create summary or detailed reports by: Craft Location Budget Employee Craft cost analysis Transactions Outstanding work Workloads and assignments Status of work
Ability to create summary or detailed Standard Inventory reports by:
Issued inventory Returned inventory Transferred inventory Supplier reports Pick list reports
Ability to create summary or detailed Standard Preventative Maintenance reports by:
Projected parts and supplies reports Estimated PM labor reports Forecasting labor report Corrective vs. preventative maintenance report
Ability to create summary or detailed Standard Facility Scheduling reports by:
Location Organization Schedules Budget Invoices Reminders
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Additional comments: System Use Via Portable Wireless/Mobile Technology (Required)
The system shall allow the effective use of data recording and retrieval by portable/handheld devices used in the field such as PDAs, cellphones, laptop computers and/or Tablet PCs, including the use of bar coding, web interfacing, e-mail capabilities, electronic data collection and/or pager. Direct data transfer to the application (sync) is desired for system information gathering and updates.
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
System is fully functioning, viewable and usable on an IOS or Android based tablet PC, IPad, etc.
System is fully functioning, viewable and usable on an IOS or Android based wireless/mobile device (IPhone, Android, Blackberry and Windows based phones or smart phones)
Ability for mobile administrators to enter new work orders via the web using a mobile device
Ability for mobile workers to receive, process and complete a work order via an IOS, Android, Blackberry or Windows based wireless/mobile device
Ability for mobile workers to search and sort through their work orders
Ability for mobile workers to record transactions for labor hours at the location of their work
Ability for mobile workers to retrieve, view, receive and manipulate the views of .pdf, jpeg, .gif, .dwg, etc. documents that may be related to an assigned work order
Ability for system to read bar codes located at assets when a mobile device is bar code reader enabled
Additional comments:
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Data Import and Conversion The vendor selecting your system will be transitioning from another vendor’s system and would <>>><<Proposer shall be responsible for the following setup and data import tasks:
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
Ability to convert and transfer the college’s existing work order history and data base into the new system. (In Additional comments, state the format required for the existing work order history database output in order to convert and transfer the information into the new system.)
Ability to convert and transfer the college’s existing asset data base into the new system, including attaching pre-collected photos and documents to asset records. (In Additional comments, state the format required for the existing asset data base output in order to convert and transfer the information into the new system.)
Additional comments: System Documentation, Training and Support (REQUIRED) Training will be a very important element in the system implementation and long-term success of the system. As part of this initial Request for Information, the vendor must provide a generalized training plan for the proposed system- the final plan will be developed as part of final contract negotiation. The plan should include user group levels, course duration, description of course, and any course prerequisites. Depending upon the number of colleges selecting the same system, the number of people to be trained and the user’s preference, training may be done in person or by on-line live web conference training at the college’s sole option. Please provide an outline of both in-person and on-line training options.
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At the time of the initial system installation, vendor shall include a DVD/CD or printed materials that are furnished with the system including a user’s guide, Administrator's guide, help documentation, and other system documentation that will allow college staff to use, support and administer the system. Two rounds of direct training by the vendor will be requested: one initial training session to allow personnel to use and manage the system, and a second training session 6 to 12 months completion of initial training. Additional separate training will be required for the designated college system administrator to provide more detail regarding administration functions required for system security, set up, modifications, etc. Levels of training and system understanding include:
• Casual User: Staff who will have the ability to initiate or check the status of a work request. • Routine User: Staff who will have the ability to complete a work order after the crew has completed their work. • Heavy User: Maintenance and Operations staff who will create work orders, schedule work orders, create PMs, maintain the
parts, create reports and generally will have the ability to use the whole system based on their security clearance. • Ad Hoc Report Creator: Staff with the ability to create reports for other user of the system or themselves. • Management: Staff with the ability to view the system components directly affecting their department. • System Administrator: Staff will have full system access and be responsible for the daily operation of the CMMS. They will
have special tasks such as setting the staff security levels and in some cases entering new information into the user defined drop down windows.
Description Meets
Meets with
optional upgrade
Does not
meet
Will meet with
future release Comments
Ability to provide in-person training in Phoenix Ability to provide live web conference/web based training Ability to provide pre-recorded/on-line/on demand help topics, training and retraining
Ability to provide dedicated phone, live chat and e-mail support for training questions
Ability to provide hard copy and electronic training material and user manuals for new users.
Ability to structure new user training such that employees can learn system functionality in two days or less of
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training Ability to provide an online help feature Ability to provides dedicated phone, live chat and e-mail support for help desk and user difficulties
Ability to provide phone, live chat or other live support for help desk and user difficulties is available from 6:30 am to 6:30 pm Mountain Standard Time, Monday through Friday
Ability to provide vendor hosted active, on-line, open or moderated user discussion groups for the proposed product
Additional comments:
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SYSTEM IMPLEMENTATION INFORMATION The vendor will identify a project manager and other key individuals in the vendor’s organization who will be working with the college’s Maintenance and Operations staff during implementation and training. Brief resumes of all identified key project personnel will be submitted with the vendor’s final Proposal. For this initial proposal response, provide an outlined typical project implementation schedule including milestones, meetings, major tasks, and durations for a typical installation, starting with the issue of a purchase order to the vendor. Include typical tasks that the vendor expects the college to perform. A final project implementation plan will be mutually agreed between the successful vendor and the college prior to issuing the purchase order for the system. The vendor will certify in writing to the college when the system is fully functional and fully set up to meet the college’s specific needs and is ready for testing. Unless the college sends the vendor written notification within 90 days of completion of system testing that the product(s) do not operate in accordance with the functionality documented in the vendor’s final proposal and presentation by the vendor, the system will be deemed to be accepted. If the college determines that the system does not perform substantially in accordance with the criteria as set forth in this document, additional documentation and final offer, the college will notify the vendor in writing of the specific discrepancies. If these discrepancies are not resolved in 45 days to the college’s satisfaction, the college has the option of terminating the purchase order and receiving a total refund for all monies spent with the vendor. LICENSES, MAINTENANCE and TECHNICAL SUPPORT INFORMATION Licensing Attach a copy of your Software Licensing Agreement with the submittal.
1. Describe the licensing scheme and cost structure. How is the number of licenses determined? Are licenses structured by number of individuals that may be able to make a work request (for example, through a publicly open front end available to every user of the facility), the number of individual login accounts, the number of concurrent users or number of maintenance and operations personnel using the system, or another metric?
2. Describe what is included and excluded in the annual basic license cost:
Maintenance Costs for software releases and upgrades should be reflected in the annual Support and Maintenance Agreement Contract. Version upgrades should not be separated from Maintenance Releases. If separate from the primary licensing, provide a copy of the Support and Maintenance contract within your submittal.
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Support Provide a recent example of a Service Level Agreement (SLA) for support. Describe support incident prioritization, support tiers, guaranteed turnaround times and support hours for Pacific and Mountain Standard Time zones. List your support staff size, experience and level of expertise. Describe how system support is available- phone call, email, on-line contact form, live chat, etc. For written help requests, what is the guaranteed response time? INITIAL PRICING INFORMATION Following review and preliminary ranking and/or recommended selection of a system by a college, the college will provided additional information required by the vendor and the vendor will be asked to provide a final pricing proposal. The general pricing and terms provided in the initial response will be considered in the system evaluation. Pricing excludes applicable taxes and excludes travel expenses required for training and implementation that will be negotiated for final pricing. Pricing/Negotiation In the event that information or pricing submitted by the vendor is unclear, the District may request additional explanation and/or pricing breakdowns from the vendor for the purpose of evaluation and decision making. Requests for additional information or clarification shall be in writing and will become part of the vendor's final proposal. Vendors failing to provide adequate information on any issue in a timely manner to allow a comprehensive evaluation may be considered unresponsive, and their proposal subject to rejection. The District may negotiate with vendors responding to the Request for Information to serve the best interests of the District and college. In the event the District is unsuccessful in negotiating a contract with the apparent best vendor(s) within a reasonable time frame, the District may terminate negotiations and begin negotiations with another vendor(s). Vendors are cautioned to submit proposals initially on a most favorable basis, since an award decision may be made without significant best and final negotiation, based on price and terms of the original proposal. Final Price Proposal Requirements Please list the types of user and college information that will be required by the vendor in order to create a more accurate, final pricing offer. The actual list of vendor requirements will be developed prior to the request for a best and final offer:
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Initial pricing requested
A. Annual Licenses and Technical Support Provide the annual licensing fee schedule for the vendor’s server-hosted, web-based system. Include a separate cost for optional modules that will be recommended for the installation in order to meet the required functions of the system. The license to use the CMMS software will be issued to the vendor upon final implementation and acceptance of the CMMS system by the vendor.
If there are limitations of any significance within the basic license for support/help desk (hours with afterhours support provided at an additional cost, added costs for certain types of support, limit of total hours per year for support, etc.), training (web conference, pre-recorded lessons on line, etc.), etc., please list the item and cost for additional time, upgrade options, etc. and explain what those options entitle the user to, in addition to their basic license: <Item/Service Description: $______________________ per <unit
Additional third party software needed to be able to view and operate the system, develop or print reports, etc. that is not an integral part of the vendor’s basic system:
<Software name and version: $______________________ per <unit, including purchase cost if any, licenses, customized programming to assure compatibility, etc.
B. Warranty and Software Upgrade Costs
Provide the cost for an initial one year warranty, if not included in the basic license fees. The warranty period begins only after final acceptance of the system by the college. $______________________ Annual Warranty and Maintenance Cost after Year One Provide and identify annual maintenance costs that are not included in the base license fees after twelve (12) months following system acceptance if the cost is not included in the annual licensing fee.
$______________________
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Provide any software upgrade costs if not covered in annual maintenance. Provide the cost for any system upgrades to future versions of the software if the cost is not included in the annual licensing fee.
$______________________
C. Implementation and Acceptance Costs Provide typical additional costs for installation, data interfaces, system testing, implementation, post-implementation and any other services required to complete a typical installation. $______________________ / <unit
D. Technical and User Documentation Provide the initial cost for system documentation if not included in the annual license fee. $______________________ Provide the cost for additional documentation reproduction rights for users (current and future). $______________________
E. Training
Provide typical costs for the initial training, including training materials, if not included in basic license fee. $______________________/ <unit Provide the typical estimated hours/days required for initial training. College users may range from experiences CMMS users to no prior experience using a CMMS system: Describe how this training typically would be provided (in person, on-line, pre-recorded on line, accessible on demand lessons, etc.): Provide typical costs for the refresher training (for example, at the six month and one year installation anniversaries) and how this training generally would be provided: $______________________
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F. Data Transfer, Input and Conversion, and Miscellaneous Customizing Support Provide the cost for data conversion from existing work order data bases $______________________ per <unit: day, hour, etc.> What format of existing work order history needs to be provided in order for that history to be transferred into the new system? What format of existing asset base needs to be provided in order for that information to be transferred into the new system? Provide the cost of other miscellaneous technical support for requested customization or other items not listed above. $______________________ / <unit
G. Other Costs Identify and describe any other relevant and significant costs not stated above and indicate whether it is a non-recurring or a recurring cost. On-site asset inventory and tagging: $______________________ per <day <hour (not including travel, housing, meals, and other reimbursable costs for out of town personnel traveling to Phoenix to provide field surveys and asset tagging) Item: < $______________________ Item: < $______________________
SYSTEM AND DATA SECURITY INFORMATION
The college intends to use the CMMS system in a vendor hosted, web-based “SaaS” arrangement. Please describe your system’s security including:
• firewall security • precautions to prevent hacker attacks to the vendor’s system • precautions to prevent file corruption and data loss
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• server and data backup • disaster planning and disaster recovery
Describe the measures in place to assure that outside data attacks cannot use your system to enter and attack the District’s information technology system through the web-based use. (for example, the Target Stores and similar data breeches that allowed use of third party sign in and other processes to enter the primary firm’s network).
OTHER INFORMATION (10 pages maximum)
A. Provide additional supporting information that vendor believes are relevant to understanding its software. Provide actual images and not just web links. The information may include: • Screen shots of the system’s primary operating screens including such as the main menus,
screens for asset initial entry and editing, screens to create work orders and PMs, work order detail screens, calendaring or scheduling screens, roll base and roll definition screen, approval or dispatch screen, output work order screen showing assignment and transmission of the work order, the list of standard reports that can be generated, guided set up or instructional screens to assist users with operations and inputs, etc.
• Examples of system inputs and outputs - demonstrate what inputs and their formats are required.
• Samples of key outputs (standard reports and screens), report dashboards, etc. that the system generates.
• Other standard system features not specified herein
B. Provide a website link that provides more information about the product, product line and optional modules:
C. Provide a web address where users can view on-line product demonstrations during this evaluation. This also can be arranged through a web meeting or live, on-line demonstration upon request. Provide a contact name and contact information to arrange a live on-line demonstration if desired by the college:
REFERENCES
Provide a minimum of ten (10) customer references that currently are using the same system as proposed in this Request. Of the minimum ten references:
• Provide at least five references that are using the system as a web-based, vendor hosted and supported system (SaaS).
• Provide at least five references that are K-12, higher education or other public, governmental or institutional entities.
• Provide at least three references that are current users located in Arizona.
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More than ten total references may be required in order to provide the minimum number of references for the three specific reference groups.
Provide the following information for each reference. Please verify that all information is current and correct:
• Organization name • Contact name and title • Address • Contact email address • Contact phone number • Basic system software and optional modules that are licensed and their initial implementation
date (month/year) used by the organization • Indicate whether the system is web-based/vendor hosted or installed on the customer’s own IT
system • Approximate number of work orders of all types that are generated annually • If the reference is a school/vendor/university, provide their current student enrollment • If the reference has multiple geographical locations using a common system, provide the number
of locations served through the single CMMS system
VENDOR OR SYSTEM VALUE ADDED (1 page maximum)
Please include any additional products and/or services not included in the scope of the solicitation you think will enhance and add value to this request.
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EXHIBIT PROJECT SUPPLEMENTAL CONDITIONS for VENDORS WITH ACCESS TO OR USING THE
DISTRICT’S INFORMATION TECHNOLOGY NETWORKS OR SENSITIVE DATA TREATMENT
General
The District takes important steps to protect Sensitive Information, by treating Sensitive Information as confidential and encouraging the Owner’s employees and agents to take care in handling Sensitive Information. The District limits access1 to Sensitive Information to those who need it to perform their jobs. The District’s external service providers must also protect Sensitive Information, and use it to meet only the District’s business needs. The District also takes steps to protect its computer systems from unauthorized access2 and works diligently to comply with applicable information security, data privacy and related laws, rules and regulations.
POIs and/or their agents who will require access to the Owner’s technology systems, either through direct physical connection or indirect access, and consequently may have access to Sensitive Information, will be required to undergo significant screening, reviews and training to assure the security and privacy of the Owner’s systems and information. See the Supplemental Specifications Sections of this Agreement for more information about these requirements.
1.0 Definitions
1.1 Confidential Information (including Owner data) Any and all information and data whose collection, disclosure, protection, and disposition is governed by federal, state, local or international law or regulation, but does not include (i) information and data that are already known by the receiving party, (ii) information and data that becomes generally available to the public except as a result of disclosure by the receiving party in violation of this Agreement, and (iii) information and data that become known to the receiving party from a source other than the disclosing party on a non-confidential basis. This information and data include, but are not limited to, Social Security Numbers, student records, financial records regarding students (or their parents or sponsors), financial and personal information regarding college employees, personal health information (as defined by the Healthcare Information Protection Accountability Act) and other personally identifiable information protected by law or regulation. 1.2 Personnel All full-time, part-time and temporary employees and faculty who work for the Maricopa County Community College District (“MCCCD”, “District” or “Owner”) organization. 1.3 POI Person(s) of Interest: individuals such as the following who are not considered part of the MCCCD workforce but who are still of interest to the organization:
Consultants, Contractors, Subcontractors, Individuals and Person of Interest (“PIO’s”): a. Firms or organizations, or members of firms or organizations, that provide services to the Owner’s
employees and students b. Individuals who are hired to do specialized work for the Owner and are paid by outside sources
1.4 Portable Devices 1. Authorized access to Owner’s information technology systems and/or Sensitive Information may include:
a. Direct physical connection into the Owner’s technology infrastructure and/or equipment through cabling and/or other direct physical connection, Personal Devices, and/or other Owner owned or operated networks;
b. Indirect access to the Owner’s technology infrastructure, equipment and/or data through remote electronic access, such as the Internet, unsecured/public WIFI networks provided by the Owner, or networks not owned and/or operated by the Owner.
2. Unauthorized access to Owner’s information technology systems and/or Sensitive Information includes incidental and/or unintended exposure and/or possession of, Sensitive Information, to and/or by an individual, due to their presence at an Owner location. Personnel and POIs, for example, may be inadvertently exposed to hardcopy and electronically formatted Sensitive Information that suffered improper disposal or was left unprotected in plain view in offices or other areas where the individual is visiting and/or working.
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Include, but are not limited to, CDs, DVDs, eReaders, external hard drives, Google Glasses, laptops, memory sticks, smart phones, tablets, thumb drives, and USB drives 1.5 Sensitive Information Information that is so deemed under applicable law. Personally identifiable information, personally identifiable education records, individually identifiable health information, personally identifiable financial information and payment card information are examples of MCCCD Sensitive Information covered under the Arizona Revised Statutes (ARS), Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act of 1996 (HIPAA), Gramm–Leach–Bliley Act (GLBA aka Financial Services Modernization Act of 1999) and Payment Card Industry Data Security Standard (PCI DSS), respectively. 2.0 Inadvertent exposure to or possession of confidential data Incidental or unintended exposure to, or possession of, Sensitive Information by a vendor, consultant or contractor strictly due to their presence at an Owner location. Vendors, consultants and contractors may be exposed inadvertently to Sensitive Information through improperly disposed information, or materials (paper or electronic) in offices or areas where the consultant or contractor is visiting or working. PIO’s in this category do not require nor would be allowed access to Sensitive Information, Owner information technology equipment or networks in order to perform and complete the scope of their work.
3. 0 Applicable Owner Administrative Regulations and Contact Information
3.1 4.4 Technology Resource Standards https://chancellor.maricopa.edu/public-stewardship/governance/administrative-regulations/4-auxiliary-services/4.4-technology-resource-standards
3.2 4.22 Statement on Privacy
https://chancellor.maricopa.edu/public-stewardship/governance/administrative-regulations/4-auxiliary-services/4.22-statement-on-privacy 3.3 4.23 Written Information Security Program
https://chancellor.maricopa.edu/public-stewardship/governance/administrative-regulations/4-auxiliary-services/4.23-written-information-security-program
3.4 4.24 Information Security Incident Response Plan
https://chancellor.maricopa.edu/public-stewardship/governance/administrative-regulations/4-auxiliary-services/4.24-information-security-incident-response-plan
3.5 Checklist for Vendor/Consultant/Contractor Security and Hosting Standards and Practices
https://dst.sp.maricopa.edu/DWG/SPCR/Security%20and%20Privacy%20Documents/MCCCD%20Combined%20Security%20Checklist%20and%20Standards%20-%20BlankCopy%2012032014.docx
3.6 Contact for POI review and related questions
Willa F. Morgan, Esq. Chief Privacy Officer and Assistant General Counsel Maricopa County Community College District 2411 W. 14th Street Tempe, Arizona 85014 (480) 731-8418 [email protected]
4.0 Requirements for POIs that will have authorized access to Owner’s information technology systems
and/or Sensitive Information:
A. All POIs that require direct access to the Owner’s technology networks, equipment or Sensitive Information shall be evaluated by the Owner’s Chief Privacy Office or [email protected] to ensure proper screening, training and security precautions are observed. This review shall take place prior to award of any contract, subcontract or issuing of a purchase order.
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B. All POIs with access to Owner’s Sensitive Information, whether through use of online technology resources or otherwise, are covered by the Owner’s Administrative Regulation 4.23 Written Information Security Program. All POIs must:
1. Complete training on the information security administrative regulations and information security awareness training annually, certify their attendance at each training session, and certify their familiarity with the Owner’s requirements for protecting Sensitive Information in compliance with the Written Information Security Program (“WISP”).
2. Maintain the confidentiality, integrity, security and availability of Owner Sensitive Information in compliance with the WISP.
3. Comply with Owner Administrative Regulation 4.4 Technology Resource Standards, including, but not limited to, the acceptable computer use provisions described therein.
4. Prohibit removal of Sensitive Information from the Owner premises (whether owned, leased, rented or otherwise utilized by the Owner) in electronic or written form absent (i) an approved, legitimate business need and (ii) use of reasonable security measures, as described in the WISP.
5. Encrypt or deliver by an alternative, more secure method all records and files containing Sensitive Information that are transmitted wirelessly or across public networks.
6. Protect all passwords, keeping passwords in a location and format that are secure. 7. Contact the Chief Privacy Office or [email protected] to ensure evaluation of all vendors,
subcontractors and third-party products in advance of any work or purchase. 8. Require that all vendors, subcontractors and third-party products be evaluated in advance of any work or
purchase. 9. Upon completing or ceasing contractor or subcontractor services with the Owner, (1) return all records,
data applications and/or systems, in any form, including, but not limited to, information stored on laptops or other Portable Devices or media, and in files, records, and work papers, and (2) surrender all keys, identification cards, and all other means of using and/or accessing the Owner’s premises and/or information.
10. Immediately report any suspicious or unauthorized use of Sensitive Information to the Owner’s Chief Privacy Officer who coordinates the appropriate response.
C. POIs shall:
1. Cooperate with efforts to limit the amount of Sensitive Information collected or stored to that amount reasonably necessary to accomplish the Owner’s legitimate business purposes or as required by law.
2. Limit use of and/or access to records, data applications, and/or systems containing Sensitive Information to those persons who have a legitimate business purpose for such use and/or access.
3. Permit use of and/or access to the Owner’s Sensitive Information by only authorized individual(s) for legitimate business reasons.
4. Do not store Sensitive Information on personally owned Portable Devices or media. 5. Periodically change passwords and conform to the Owner’s password standards. 6. Do not manipulate or disregard security measures that have been put in place to protect Sensitive
Information, including, but not limited to, access controls, cameras and secure storage for card and device inventory, as well as tracking and monitoring of individuals' use of and/or access to Sensitive Information.
7. Secure Sensitive Information in a manner that is consistent with the WISP’s rules for protecting information security of any files and other records containing Sensitive Information.
8. Securely dispose of physical and electronic records containing Sensitive Information at the earliest opportunity consistent with business needs and records retention requirements in the following manner: o Physical documents containing Sensitive Information are redacted, burned, pulverized, cross-cut
shredded, or otherwise securely erased so that Sensitive Information cannot practicably be read or reconstructed; and
o Electronic media and other non-physical media containing Sensitive Information are destroyed or otherwise securely erased so that such information cannot practicably be read or reconstructed.
D. Failure to Comply: Failure to comply with these requirements may result in disciplinary actions up to and including immediate termination of services, purchase orders or contracts related to this action and all others currently held. In addition, the vendor or contractor may be banned from any new Owner contracts or being a
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subcontractor for a minimum of five years. Legal actions, including, but not limited to the application of civil and criminal penalties, may also be taken for violations of applicable regulations and/or laws. POIs who violate the WISP may be disciplined according to the severity of the violation, regardless of whether Sensitive Information was accessed or used without authorization. 5.0 Confidential Information A. Each and any POI agrees that Confidential Information provided to it, or to which it has access, during the provision of service shall be used only and exclusively to support the service and service execution and not for any other purpose. Such use shall not include examining data for targeted marketing either within the confines of the service or external to the service (e.g., keyword indexing). The receiving party will limit access to Confidential Information to its employees with a need to know the Confidential Information and will instruct those employees to keep the information confidential. It is understood, however, that the Owner may disclose the Owner Confidential Information on a need to know basis to its subcontractors who are performing Services, provided those subcontractors have executed confidentiality agreements and have agreed to materially the same or greater security obligations as Owner provides with respect to Owner Confidential Information hereunder, and further provided that Owner shall remain legally and financially liable for any unauthorized disclosure of the Owner Confidential Information by those subcontractors. At no time will an Owner staff person or an Owner subcontractor perform any work involving Owner’s Confidential Information until the staff person has received Owner’s privacy and security training, and accepted and agreed to adhere to Owner’s privacy and security policies and procedures for protection of Confidential Information. If exigent circumstances are presented, all or part of this requirement may be waived in writing by Owner’s Chief Privacy Officer or General Counsel. B. POI and its subcontractors who may potentially have access to Confidential Information will be required to undergo criminal background checking. POI shall inform Owner’s Chief Privacy Officer by sending an e-mail to [email protected] immediately, and in no event later than within one (1) business day if the POI and/or its subcontractors/agents have reason to believe that an actual or suspected security incident or any other circumstance has occurred in which Owner may be required to provide a notification under applicable law, at which point Owner will determine any additional information needed or steps to be taken, and will make a legal determination regarding its course of action. Any such notice and all communications concerning a situation for which notice is provided are part of the confidential joint defense of Owner and the POI, as investigation and notification of such a situation may lead to regulatory investigation and/or litigation, depending on the specific factual situation that is presented. C. For purposes of the Agreement, “security incident” means the unauthorized access and/or misappropriation of Confidential Information, including but not limited to personally identifiable information or protected health information. In the event that a suspected security incident occurs, POI will be completely accountable and responsible, financially and otherwise, for the cost of retaining vendors to perform services such as forensics. Also, in the event that applicable law requires notification to individuals or others of such a security incident, the POI will (i) be completely accountable and responsible, financially and otherwise, at no cost to Owner, retain a mutually agreed upon vendor to (ii) provide notification and call centering services, and (iii) offer to provide two years of industry standard credit monitoring, identity theft restoration services and identity theft insurance to each affected individual at no cost to Owner or such affected individual. Additionally, the POI shall indemnify, defend and hold Owner harmless from claims of any kind relating to the disclosure of personally identifiable information or protected health information, regardless of whether notification is required under federal, state, local or international law, caused by the negligence of the POI.
D. POI agrees to comply with all international and domestic data security and privacy laws that apply to cross-border and domestic transmission of Confidential Information.
6.0 Record and Data Retention, Ownership and Decommissioning
As a political subdivision of the state of Arizona, Owner is subject to applicable laws related to the inspection and production of public records. A public record entails any record, either paper or electronic, made by a public officer (including members of the Governing Board, faculty, staff and administrators) and kept as a memorial of an official transaction. Pursuant to Arizona Revised Statutes §41-151.12, Owner must retain records according to established
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retention periods. Records required for ongoing or foreseeable official proceedings such as audits, lawsuits or investigations must be retained until released from such official proceedings. Thus, the POI shall not disclose, use, destroy, transfer or otherwise manage those records and data except as provided herein or, if no other direction is provided, without the express written approval of an authorized Owner representative. The POI shall work with Owner to transfer all of Owner’s records and data to the Owner on the completion, termination or expiration of the Agreement. Confidential Information of the disclosing party will be returned to the disclosing party or destroyed promptly upon request of the disclosing party without retaining any copies thereof, with any destruction confirmed in writing by receiving party.
7.0 Additional Insurance
A. PIOs who have access to or use the District’s Sensitive Information shall maintain during the term of the Agreement insurance policies described below issued by companies licensed in Arizona with a current A.M. Best rating of A:VIII or better. Before beginning work under the Agreement, the POI shall furnish the Owner Risk Manager with certificates of insurance evidencing the required coverages, conditions, and limits required by this Amendment at the following address:
MCCCD Risk Manager 2411 West 14th Street Tempe, Arizona 85281 480-731-8879 480-731-8890(fax)
B. The insurance policies shall be endorsed to name the Owner and its agents, officers, officials, employees, and volunteers as additional insureds with the following language or its equivalent:
“The Maricopa County Community College District and its agents, officers, officials, employees, and volunteers are hereby named as additional insureds.”
C. In the event any insurance policies required by the Agreement are written on a “claims made” basis, coverage shall extend for two years past the completion or expiration of the Agreement and must be evidenced by annual certificates of insurance. The insurance policies shall be endorsed stating that they shall not expire, be cancelled, suspended, voided or materially changed without 30 days written notice by certified mail to the Owner Risk Manager. Owner’s insurance must be primary, and any insurance or self-insurance maintained by Owner shall not contribute to it. If any part of the Work is subcontracted, these insurance requirements also apply to all subcontractors. The Additional insurance coverage required under the Agreement for POIs that require access to the Owner’s technology networks, equipment or Confidential data includes:
1. Cyber Security insurance for data security and privacy coverage including costs of investigating a potential or actual breach of sensitive information and responding as recommended by counsel (e.g., computer forensic investigation, outside counsel, notification mailing and call centering including voluntary notification, credit monitoring and identity restoration costs, costs incurred in connection with any regulatory investigation, fines or penalties assessed by a regulator, and litigation defense costs and indemnification) with limits of not less than $1,000,000 per occurrence.
8.0 Security and Privacy Protections
The POIs changes to any of its internal security or privacy policies or information protection practices will retain the level of protection provided for Owner’s data at a level that is materially the same or greater than the level of protection provided at the outset of the Services term.