CP2 Request for Proposals - Electronic Document Management System Software - January 2016

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Denver Water - Construction Management Section Electronic Document Management System (EDMS)

Request for Proposal (RFP)

Date of Invitation: January 13, 2016

Project Name: Capital Projects Construction Portal (CP2) Project Location: Denver Water Administration Building

OWNER: City and County of Denver, Acting By and Through Its Board of Water Commissioners (“Denver Water”)

1600 West 12th Avenue Denver, CO 80204 OWNER’s RFP Contact: Denver Water

1600 West 12th Avenue Denver CO 80204 Kirk Petrik, P.E.

Phone: (303) 628-6668

E-mail: [email protected]

Introduction

Denver Water currently constructs approximately $80 million in infrastructure improvements a year consisting of 30 to 60 ongoing Capital Projects. By 2018 the forecast will increase to over $200M in projects. Denver Water’s Construction Management Section has been pilot testing EDMS software on a few of our current projects during this past year. In order to ensure that Denver Water has reviewed and selected the best system for the intended use, Denver Water is requesting proposals from all interested software providers. Following the review of the proposals, and potential interviews/presentations, Denver Water intends to select an EDMS solution by February 22, 2016 and begin implementation of the solution March 7th_{, 2016.}

The goals for this project are:

 Improve the efficiency of transferring, reviewing and recording information and documents between all entities during the construction phase of Denver Water’s Capital Projects. The construction phase is defined as, begins with Denver Water’s Notice of Award to a General Contractor, through final completion of construction, and includes archiving all applicable construction documentation on Denver Water’s server.

 Provide secure 24 x 7 access to project data outside the Denver Water firewall to authorized external parties.

 Provide ready access and search capabilities to project data throughout the project and after work is completed and operational.

 Track workflows to improve responsiveness of all parties responsible for reviewing data and making decisions.

 Standardize the administration of Capital Project construction documents and potentially integrate construction project costs into Denver Water’s financial platform.

 Provide a smooth implementation of the new solution for Engineering with the necessary efficient training sessions for all applicable employees.

 The ability to easily archive all EDMS documentation into DW’s current document management system.

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Approach

2.1 Software companies are requested to submit a competitive Proposal and response to the questionnaire regarding the EDMS for Denver Water’s Capital Projects.

2.2 The Proposals are both qualification based and price based as detailed in the RFP Submission section below. Once Proposals have been received, the Denver Water team (IT and Construction Management) will rank the Proposals. If further evaluation is needed, DW may request an interview and software presentation showcasing the solutions.

2.3 Following these interviews, the software firm will be selected and Denver Water will contract with this firm for a three year period (2016 through 2018) including implementation, training and use of the software on all of our Capital Projects.

2.4 Proposals are due on February 8, 2016 by 5:00 p.m., local time. Firms shall deliver three hard copies and one electronic copy of their Proposal to Denver Water, 1600 West 12th Avenue, Denver, Colorado 80204, Attn: Kirk Petrik.

2.5 The following is included as an Appendix to the RFQ – APPENDIX A: Questionnaire.

2.6 Each company is responsible for fully understanding the RFP instructions and content prior to submitting proposals.

2.7 Software companies shall contact Denver Water with questions regarding this RFP. All questions shall be submitted to Kirk Petrik via e-mail at [email protected] or phone at

303-628-6668. 2.8 Project Schedule:

RFP Document Advertised: January 13, 2016

Deadline for Questions: January 25, 2016 at 5:00 p.m. Proposals Due: February 8, 2016 at 5:00 PM Potential Interviews: Week of February 15, 2016 Selection of EDMS Firm: February 22, 2016

Board Approval: March 3, 2016 Implementation: March 7, 2016

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RFP Submission

3.1 This RFP is intended to identify the functionality of the various Electronic Document Management System software solutions available to the construction management industry. As such, this Request is not intended to establish a single standardized solution across the entirety of Denver Water Engineering service needs. In late 2016, Denver Water intends to solicit a future Request for Qualifications (RFQ) for both, Engineering Project Management/Controls software, along with a Design Document Management/workflow solution for our Capital Projects. If firms have solutions for these functions, please include a separate section detailing how these solutions might integrate with this construction phase EDMS.

3.2 The following contains the instructions governing how your Proposal is to be submitted and the material to be included therein, mandatory requirements which must be met to be eligible for consideration, and other requirements to be met.

REQUIREMENTS - Contractors must submit:

Three bound hard copies and one electronic copy (PDF, CD, or flash drive) of your Proposal.

The Proposal may be mailed to Kirk Petrik, or dropped off at Denver Water’s front desk, which is on the first floor of the Denver Water Administration Building, 1600 West 12th Avenue, Denver,

Colorado 80204.

Denver Water reserves the right to disqualify any response submitted incorrectly. Responses shall be addressed as follows:

Project Title: CP2 – EDMS Proposal Attention: Kirk Petrik, Mail Code 551

1600 West 12th Avenue Denver, Colorado 80204-3412 Contact: 303-628-6668

Submittal Instructions:

1. Submissions may be mailed or hand-delivered. If the submission is sent by mail, please allow extra time for delivery. (Note: No emailed or faxed submissions will be accepted.) 2. The submission must contain the signature of a duly authorized officer or agent of the

Contractor’s company.

3. Submissions become the property of Denver Water upon receipt. The content of submissions will be kept on file for future use if applicable.

4. Proposals may be withdrawn and the request must be made in writing.

3.3 Proposal FORMAT:

 A page limit per section and an overall page limit of eight pages (cover, dividers with section labels and back cover not included in page limit) are set forth below. Page limits refer to limits of text (e.g., double-sided prints will be counted as two pages).

 Each submission shall be comb-bound or in a three-ring binder with dividers that are tabbed listing each of the sections titled below.

(Note: Whenever possible please present information in a tabular form over narrative.)  Font Size: The font size for text pages shall be no smaller than 10 point.

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 Each Proposal shall include a separating page with Tabs with each Section Heading listed below.

 A cover letter is not required.

 The SOQ shall include the following requested information in accordance with the format listed below:

Proposal Cover – The cover of the Proposal, shall include the following: “CP2 – Electronic Document Management System RFP” Company’s Name

Company’s Address

Name of Duly Authorized Office or Agent, Phone Number and Email Address The date of submittal

Section 1 – Companies General Information (one page limit)

Name, Address, Local offices and contacts, size, ownership and funding structure, Website,

company’s Federal tax ID, how many years has your company been in business, how long has your product been on the market, was your product authored in-house or acquired from another

developer, and any other pertinent information about the company. If any of your services are sub-contracted to another party, provide name, contact information, and description of each service each sub-contractor performs.

Section 2 – Existing clients and contacts that are currently using the software. (two page limit)

List existing clients and contact information for reference, and any relevant project experience, or similar utility/municipal applications.

Section 3 – Software Capabilities (one page limit)

List any differentiating or unique software capabilities (applications, risk, etc.). The submission may limit the narrative and refer to specific areas on your website that detail this information if

applicable. Briefly describe the company’s approach to product development and process for product enhancements.

Section 4 – Implementation (two page limit)

List steps and/or procedures to detail a typical software implementation schedule, include all training requirements. List the necessary training needed and estimated times for staff to obtain a working knowledge based on the following individual roles - administrator, construction manager, inspector, design engineer, General Contractor personnel (project manager and project engineer).

Section 5 –Pricing (two page limit)

The Company shall provide pricing that will be used as the cost basis for the contract.  Pricing submissions shall detail all assumptions, exclusions and inclusions:



Describe the solution you recommend for Denver Water based on requirements listed and your offerings.



Include any Vendor consulting and technical services costs and level of effort needed to deploy the solution.



Are setup costs included?



List any annual maintenance costs and define terms, what is covered and if maintenance is mandatory or optional.

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

Include contract and payment terms



List additional required costs such as training, customization, consulting and technical assistance that may be needed. Describe details, assumptions, and unit costs such as hourly rates.

Pricing shall be based on the following assumptions –

1) Year 1 (March 2016 – February 2017)

a. Denver Water will administer a maximum of 25 projects using the software, with an estimated construction value of $40M.

b. The first projects will begin in March and then possibly ramp up to 25 projects being administered by March of 2017.

c. The maximum monthly estimated construction value is $6M in early 2017.

b. Many projects will be continuation from the first year with a maximum monthly estimated construction value of $9M.

b. Many projects will be continuation from previous years with a maximum monthly estimated construction value of $12M.

 The Proposal shall also include a separate unit price for each year (one through three), where additional construction volume may be purchased in blocks of $10 million. Pricing for the year would be prorated over the remaining term of the Agreement.

 In addition to the associated annual access and training fees described above, the Proposal shall also include and detail hourly rates in which the contract may be amended to include software or form customization if agreeable by each party.

If the Vendor’s fees are based on licenses or users, detail all unit pricing and generate an annual estimated cost for the three years. Assumptions should be based on the number of annual projects described above and the number of users or licenses typically scene on a municipal capital project. Explain licensing options; clearly explain whether your solution employs a concurrent license model, named user model, CAL (Client Access License) model.

Detail the costs of software licenses, and the number of assumed licenses and administrators?

Section 6 – Supplemental information (Not included in page limit)

As described above if the Company has other software capable of Engineering Design Document Management and workflows, or Project Management Control software, list details of how this is integrated with the proposed construction EDMS solution.

3.4 Software companies acknowledge that the Denver Water may be required to disclose some or all of the documents submitted with a Response, pursuant to the Colorado Open Records Act, C.R.S. 24-72-200.1, et seq. Under C.R.S. 24-72-204(3) (a) (IV), Denver Water may deny inspection of any

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confidential commercial or financial information furnished to Denver Water by an outside party. Therefore, a Proposer shall clearly designate any documents submitted with its Response that it deems proprietary or confidential, to aid Denver Water in determining what must be disclosed in the event of a request for documents under the Colorado Open Records Act.

3.5 Proposals shall remain valid and binding for 60 days. Denver Water shall, at any time during that 60-day period, have the right to accept the Proposal without any changes in either price or time.

Selection Process

4.1 Denver Water will review and evaluate Vendor proposals based on criteria identified in the table below. Each criteria is given a maximum score for a total of 200 points. Should the top Vendor Proposal scores be relatively close and a selection is not apparent, Denver Water will ask Vendors to prepare a 2 hour interview and presentation during the week of February 15, 2016.

4.2 The Interview should be prepared in such a way as to provide a straightforward, concise delineation of capabilities and highlighting specific topics that will be discussed ahead of time with the

candidates. The presentation may be made by web conference (LiveMeeting, WebEx, etc.) or by videoconferencing. You will be allowed a maximum of 2 hours for the interview. This will include approximately 70 minutes for a product presentation and 50 minutes for questions and follow-up.

Criteria

Max. Points (200 pts)

Software Capabilities 25

User Friendly 30

Applications – Phone, Tablets 15

Implementation 20 Proposal delivery, organization, and clarity 10

References 10

Support 20

Questionnaire Specifics 30

Pricing 40

4.3 Denver Water reserves the right to award based upon (but not limited to) considerations including purchase price, functional requirements, performance, support service, terms and conditions, discounts, quality of product, vendor financial strength, vendor experience with similar projects and customers, and responses from similar customer references. Acceptance will be defined as Denver Water selecting you as our Vendor of service for the intent of negotiating a contract for services. Any acceptance of a proposal is contingent upon the execution of a written contract.

4.4 Denver Water reserves the right to make all decisions regarding responses, including (but not limited to) the right to reject any and all proposals, request or cancel Interviews, defer the awarding of contracts, shorten or extend the contract period.

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Appendix: Questionnaire

Please complete the following questionnaire as it provides a consistent format for evaluation by Denver Water. Each Requirement is numbered. We ask that you provide your brief written responses in the Comments spaces provided. If you must provide supplemental material, reference the Requirement number. If you have supplemental material that you believe is important for Denver Water to understand, please mark it as Supplemental. You may also copy or reference sections within your website to address comments.

Section 1 Functional Requirements

Functional requirements are provided below. Please use the response codes to enable our evaluation of your responses.

Response Codes for Requirements

Please indicate whether your system, as designed, provides the functionality listed. If more than one function is listed in an item and your product does not offer all functions listed use the COMMENTS area to provide qualifying remarks. Use the following response codes in completing this section:

Y/N Y/N Definitions

Y Yes — The current standard package provides the information/function. Tailoring by applying parameters and tables is included. The functionality is operational at a customer site today. No programming changes are required.

N No — The current standard package does not support the information/function or it is not operational at a customer site today.

Solution (only to be used with

an “N” response) Solution Descriptions

FUT This requirement will be fully satisfied with a planned future release. Please specify the release in the COMMENTS column.

MOD1 Software can meet the requirement with a simple program modification; modification can be made either by the user or vendor (preserving standard support and maintenance agreements). Please specify the order-of-magnitude of the effort required.

MOD2 Software can meet the requirement with a major modification to program code; functionality can be provided through a vendor-made modification (some part of the standard support and maintenance agreement may become void). Please specify the order-of-magnitude of the effort required.

TOOL Software can meet the requirement by using one of the Vendor’s tools (e.g., query, report writer) Please indicate the tool and please specify the order-of-magnitude of the effort required.

VEND Third-party product will be needed to accomplish this (include the name of the vendor whose product will provide this functionality and work with your system).

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Section Requirement Number Requirement Description 1 Functional Requirements 1.1 User Interface 1.2 Content Management 1.3 Systems Integration 1.4 Business Requirements

1.4.1 Document Control and Management 1.4.2 Change and Cost Management

1.4.3 Schedule Management

1.5 Workflow

1.6 Administration

1.7 Installs

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Req. No. Requirement Description Response

(Y/N) Solution Comments

1.1 User Interface

1.1.1 Describe the training process and

provide number of hours needed for training and follow-up assistance. Re-training costs separate or included in a license model?

1.1.2 UI skins – are they configurable or does

the Vendor need to customize. Is this part of the package?

1.1.3 Is your solution capable of dynamic

filtering & sorting of documents and project data.

1.1.4 Does your solution provide the ability to

export Filtered & Sorted Project Data to other static formats (e.g., xls, txt, csv)

1.1.5 Is there ability for user to build and

customize reports and authoring tools (e.g., logo insertion, custom queries, nested forms)

1.1.6 Is there ability to add additional

metadata columns (e.g., vendor, manufacturer, prices.)

1.1.7 Are meta data tags utilized?

1.2 Content Management

1.2.1 Can DW create configurable home

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1.2.2 Can DW create page and document

templates

1.2.3 Does your solution allow for

searchability within forms and attachments (Word, pdf, csv, OCR capability)?

1.2.4 Can DW set up, edit, and manage

distribution groups

1.2.5 Ability to attach multiple documents to

one review package

1.2.6 Is there version control on

documents/drawings?

1.3 Systems Integration

1.3.1 Is there integration with Active Directory

(employees, email and security groups)

1.3.2 Is there integration with external data

sources: Web Services (ASP, SaaS)

1.4 Business Requirements

1.4.1 Document Control and Management

1.4.1.1 Tablet and/or phone apps for

completing daily reports and other functions.

1.4.1.2 Administration of Contract Drawings

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Req. No. Requirement Description

1.4.1.3 Specific location (tab) and control of

Project Specifications

1.4.1.4 Administration of Meeting Minutes,

including use of template categories, association to & assignment of Action Items

1.4.1.5 Is there numbering, tracking &

assignment of submittals, including corresponding responses and tracking capabilities of status

1.4.1.6 Administration of construction QA/QC

documentation, including plan review, checklists, deficiencies,

non-conformance reports, punch lists, and material receipt inspections,

certifications and testing reports. If so, describe functionality (i.e. separate tab, assignment capability, apps to

tablets/phone)

1.4.1.7 Can DW customize daily construction

reports , including related schedule progress, photos, equipment utilization, and labor reports.

1.4.1.8 List any version control of contract

documents, including prime and subcontract files (e.g. original signed contracts, purchase orders, etc.)

1.4.1.9 Is there comprehensive photo

management capabilities, including labeling, mark-up tool, storage & efficient sending capabilities

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1.4.1.10 Is there built in reporting capabilities

(running reports; templates); formats available for reports when exported; are reports editable/configurable?

1.4.1.11 Are reports configurable or do they

need to be customized by vendor?

1.4.1.12 Ability to create reports for overdue

documents (i.e. submittals, RFI’s, CO’s)

1.4.2 Change and Cost Management

1.4.2.1 Tracking & assignment of

externally-received or submitted Requests for Information (RFIs)

1.4.2.2 Is there tabulation of risk registries,

Issues, including tracking of mitigation strategies, ball-in-court assignment, and linkage to associated project data

1.4.2.3 Maintenance of Change Orders (CO)

and CO Requests (from Owner or Contractor), including comprehensive reporting of changes by status (i.e., proposed, approved, and executed)

1.4.2.4 Variance Reporting of Program or

Project Costs, including Budgets, Completion Estimates (ETC & EAC), Actuals, and Forecasts

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1.4.3 Schedule Management

1.4.3.1 Can your product provide links to

externally-stored schedule data via URL redirects, web services/API integration (i.e. Primavera)

1.4.3.2 Is there maintenance of design &

construction schedule submittals, including approved baselines, progress updates, resource loadings

1.5 Workflow

1.5.1 Does your product allow for multiple

workflow types (request, approve, delegate, multiple decision paths, verify, install)

1.5.2 Can your product send workflow

notifications to employees and email groups via AD integration related to product request

1.5.3 Are base workflow templates included

1.5.4 Can DW create custom workflows

1.5.5 Does your product provide visibility to

the user of the next workflow step to complete

1.5.6 Is there ability to manage, set up, edit,

alert on overdue tasks and report on workflows

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1.5.7 Is there ability to assign a task to a user

pool (anyone from the pool can action an item.)

1.6 Administration

1.6.1 Can DW create and assign security

permissions and roles.

1.6.2 Is there the ability to check in/check out

files to eliminate duplicate work. Is there authentication and authorization

1.6.3 Access to multiple users within and

outside of Denver Water

1.6.4 System securities and audit activities

performed. Does the solution ensure information cannot be deleted or altered once submitted? What’s the archive solution on deleted documents or project items?

1.6.5 Is there the ability to integrate with fax

servers, internal/external print centers

1.6.6 Is there the ability to make files

confidential

1.7 Installs

1.7.1 What is the frequency of major and

minor product upgrades

1.7.2 Describe the process to deploy/setup

the project software/solution, what is the acceptance period.

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1.7.3 Describe the process for upgrading with

new releases and patches

1.8 Vendor Product Support

1.8.1 What is the Help Desk availability? Is

there any scheduled downtime?

1.8.2 What is the typical user support time to

answer a question? Are there different types of Support Plans and associated costs?

1.8.3 Describe the disaster recovery plan for

your product. Including the recovery process for both a data integrity recovery and a hardware failure recovery

1.8.4 Describe the storage backup

capabilities; Local secondary and remote tertiary storage. Is there an environment where a hosted solution would reside with vendor(s)? Include physical location, database, security and access rights of any third parties and staff.

1.8.5 Describe any product dependence on