RFI Issuance Date: September 21, 2015

(1)

City of Bismarck

REQUEST FOR INFORMATION

for a

Work Management System (WMS) /

Enterprise Asset Management System (EAM)

&

Customer Request Management System (CRM)

RFI Issuance Date: September 21, 2015 Submission Deadline October 2, 2015

(2)

City of Bismarck

RFI for a Work Management System (WMS) / Enterprise Asset Management System (EAM) & Customer Request Management System (CRM)

The City of Bismarck performed an enterprise Work Management System (WMS) Assessment during the summer of 2015. The assessment’s scope included a broad range of municipal service areas including public works (service operations), public works (utilities), facilities management, public safety, IT/GIS, event center, airport, and finance operations areas. Together, these service areas are responsible for overseeing the City’s $600 million capital asset inventory.

This Request for Information (RFI) is being issued in advance of a separate formal procurement process. The City’s objective is to build greater internal staff awareness of the capabilites of today’s best of breed WMS and CRM technology solutions to advance the City’s infrastructure management practices.

This RFI is for research purposes only; it is not a competitive solicitation and will not directly result in a contract for the products and services described herein. In the event a vendor does not submit information pertaining to this RFI, it does not preclude or prevent said vendor from participating in a Request for Proposal (RFP), an Invitation for Bids (IFB), or any other

solicitation process that the City chooses.

The City will be extending invitations to one or more vendors electing to repond to this RFI to conduct a solution demonstration featuring their key system capabilities in advance of a separate RFP process. The demonstrations are expected to increase staff awareness of the potential for an enterprise solutions to address the unique business needs from each service area. The business needs shared among the 20 service areas indentified within the

assessment included:

 Increase Citywide Visibility of Work Activity Status: Staff seek access to work requests and activity status for all work in process. This includes anticipated-actual start dates and target-actual close dates of completion across all service areas.

 Responsively Address Citizen Service Inquiries: Provide a means to communicate and effectively manage service requests and work order status between City staff and the public.

 Prevent Knowledge Loss: Prevent institutional knowledge loss by capturing asset maintenance procedures applied to past work activities and retrieve history where business needs are identified.

 Facilitate Work Management Planning / Enforce Preventive Maintenance: In combination with process optimization, the adoption of technology to structure and enforce proactive maintenance approaches is critical to success.

 Establish a Common Operating Picture: Provide one current view of the City’s infrastructure data and eliminate conflicting information, shadow systems (e.g.,

spreadsheets, multiple systems with the same functionality). This includes the ability to report actual performance achieved using measures identified by the service areas to represent achievement.

The City is evaluating all of the business needs of its in-scope service areas and will be

considering a phased implementation beginning with a pilot involving six areas including: water and sewer distribution, water treatment plant operations, street light/traffic signal operations, forestry, water billing, and IT/GIS. It is expected that the City’s WMS/CRM solution would evolve to encompass the additional service areas identified.

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City of Bismarck

II. City

Organizational

Overview

&

Current

State

Environment

The City of Bismarck is a community with 70,000 residents with a projected annual poulation growth rate of about 1.5%. The City relies upon 20 service areas operating in 11 departments for managing the infrastructure management programs.

City of Bismarck | Selected Capital Asset Infrastructure Statistics

Asset Type Quantity Asset Type Quantity

Paved Streets 350 miles Street Lights 8,436

Traffic Signals 107 Sanitary Sewers 307 miles

Airport

237,683 passengers /

year Storm Sewers 148 miles

Water Mains 356 miles / 3,538 hydrants Water Treatment Capacity 30 million gallons / day

Water Customers 20,693 accounts

Waste Collection Trucks 20 vehicles Building Structures 30+ Waste Water Treatment Capacity 7.5 million gallons / day

Street/Park Trees 29,000+ Utility Locates 8,000 / yr

City of Bismarck | Business Areas Participating in the WMS Assessment

Department Service Area Department Service Area

Airport Operations Airport Public Works

(Utilities)

Water Treatment Plant

Public Works

(Service Operations) Building Maintenance

Public Works (Utilities)

Waste Water Treatment Plant Public Works

(Service Operations) Fleet

Water Billing

(Utilities) Utility Billing Public Works

(Service Operations) Forestry Engineering Engineering

Public Works

(Service Operations)

Street Lights/Traffic

Signals Finance IT/GIS

Public Works

(Service Operations) Landfill/Solid Waste Finance Finance Public Works

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City of Bismarck

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City of Bismarck | Business Areas Participating in the WMS Assessment

Department Service Area Department Service Area

Public Works (Utilities)

Water & Sanitary Sewer

System Distribution Fire Fire

Combined

Communications Dispatch

Public Works

(Utilities) Storm Water

Event Center Event Center Public Health

Public

Health/Environmental Health

The City’s Work Management Solution (WMS) and Enterprise Asset Management (EAM) environment is made up of multiple service area specific systems with independent approaches to asset management. There is very little integration between the existing work management systems in place. GIS data has been integrated with desktop and enterprise databases but it has been limited to a few service areas within the WMS environment. City staff deliver a high level of service using a number of processes and tools with limited capabilities to manage work. The City wishes to modernize its current WMS technology environment and review business processes so that the new technology supports best practice processes and operation improvements. Utilizing an integrated WMS System will provide City staff with the means to adopt best practices, streamline processes, manage costs, and promote transparent access to work activity information. This will support the City as it strives to provide an exceptional level of service to a growing population.

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City of Bismarck

III. Overview

of

System

and

Services

Required

Currently the City uses a number of separate systems across the organization to support the City’s work management function. The work management environment is made up of six core WMS systems, these systems are as follows:

 CFAWin Fleet Management: Reporting system for asset management and inventory of parts for Fleet vehicles

 Transact: Landfill operations management system.

 MS4 Web Permit Manager: Storm water permitting, water quality, education, permits, inventory of storm water, interacts with GIS

 Maintenance Connection: Facilities management and tracking, preventative maintenance schedules, requests for service, work issuance, cost tracking  Tree Works: GIS database of trees, rotation inventory and picture library  Antero: preventative maintenance for pumping stations for water and sewer

The City is considering the viability of either integrating or replacing these legacy applications with a best of breed WMS. In addition to these six, the City uses various Microsoft Office products for tracking records, maintenance activities, inventory locations, activity as represented by the extended WMS components inthe diagram below.

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City of Bismarck

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IV. Information

Requested

(20

Page

Response

Limit)

The City is requesting commercial vendors who currently provide a Enterprise Asset Management (EAM), Work Management Solutions (WMS), or Computerized Maintenance Management Systems (CMMS) and who may want to provide such a solution to the City, to respond to this Request for Information (RFI). In addition, the City would like to request Customer Request Management (CRM) vendors who have successfully interfaces with these types of systems to represent their solution capabilities as well.

The City would like to invite vendors to conduct preliminary demonstrations at the City

demonstrating WMS functionality available. These demonstrations are being conducted solely for the purpose of market research and will serve as a precursor to the issuance an RFP for such a solution. The decision to offer vendors a structured demonstration is optional and will not be used in evaluating vendor proposals at a later date.

Section

#1:

Organizational

Overview

Please give an overview and description of your organization. This should include the overall organizational make up as well as that part of your organization that is dedicated to the support of the WMS system. Please describe:

 Your organization including headquarters, locations, and size  Your target markets for the solutions proposed

 Your firm’s market strategy and current capability to service the municipal business areas identified

 Number of clients by product / solution

 The number of municipal / local government peer clients as a percentage of your total existing installations for each product offered.

 A listing of public clients considered as potential peer communities at the City of Bismarck regionally and across the US

Section

#2:

Core

WMS/CRM

Software

Functionality

Based on the overview of the system and services required, please provide the following information on your WMS/CRM software solution:

 Description of solution functionality by module or by product addressing the following functional needs including:

o Work Order / Work Execution Management

o Work Maintenance Planning (Preventive, Predictive, and Corrective) o Service Request / Customer Relationship Management

o Capital Project Planning

o Statutory Compliance Reporting o Inventory Management

o Fleet Management

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City of Bismarck

Section

#3:

Technical

Architecture

Describe the technical architecture in which your application is developed and hosted.  Language and development environment used

 Describe the architecture for: o Application Layer o Web Services Layer o Database layer

 Describe the deployment options for your solution (on-premise, hosted, hybrid, etc)

Section

#4:

System

Integration

Opportunities

Describe your solution’s capabilities to integrate with the City’s core business systems: o New World ERP system

o Kronos Time and Attendance system o Micropaver

o CRW TRAKiT o MS4

o Esri GIS

o Wonderware SCADA

o System reporting engine capabilities

o System data exchange capabilities (API’s, database middleware, etc.)

Section

#5:

Mobility

Describe the level of support for mobility that is included with your base system or as add on options. Please include:

 Architecture supported for mobility

 Support for different types of electronic devices  Features and functions supported by mobility

 Describe the solution optimization options for efficient field data entry

Section

#6:

Hosting,

Support,

and

Maintenance

Please provide the following information:

 Does your current solution support a cloud deployment? If so please explain the various options that your organization currently has or partnerships that you have to host your system in a secure cloud environment.

 Does your solution offer an on-premise deployment? Please outline what is required to host your solution.

Section

#7:

Customer

Relationship

Management

Please address the capabilities of your customer relationship management solution either through an integrated WMS or interfaced with a partner WMS solution.

 Lifecycle service request management

 Web based customer portal for the submission and status confirmation of service requests

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City of Bismarck

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Section

#8:

Other

Software

Modules

Please list any additional software solutions complementary to those related to the business areas identified.

Section

#9:

Vendor

Demonstration

Availability

The City of Bismarck anticipates scheduling solution awareness demonstrations for November 2-4, 2015. Please indicated if your team would be available to provide a half-day presentation to the City by representing your availability in the table below. The City is encouraging on-site presentations, if possible.

Demonstration Date Options Demonstration Date

Options

Available On-Site (City Preferred) Available – Remote Webinar Only Not Available November 2, 2015 November 3, 2015 November 4, 2015

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City of Bismarck

V. Instructions

for

Suppliers/Vendors

for

Replying

to

this

RFI

Those vendors who wish to offer a product solution for consideration are requested to submit the relevant information as outlined in this RFI. Those vendors that have more than one product are encouraged to submit an RFI response for each product.

It is the City’s intent to move forward with a Request for Proposal in early first quarter 2016. The information obtained from this RFI will inform an RFP and provide insight into key solution requirements and a preferred implementation approach.

Timeline

 RFI issued on September 21, 2015

 Deadline for receiving RFI responses October 2, 2015

 Invitations extended for vendor demos on or about October 12, 2015  Vendor demonstrations to be scheduled for November 2-4, 2015.

Questions

The City has retained the consulting firm Plante Moran to develop the earlier needs assessment and manage this RFI process. Should you have any questions about this RFI, please contact Chris Blough via email at [email protected] with the subject line: “City of Bismarck WMS RFI Inquiry”. All inquiries will be collected and forwarded to the City for review/response.

Terms

and

Conditions

This RFI is a request for information about software and services for research purposes only. It is not a contract and no contractual obligations shall arise on behalf of the City. The City will not be liable for any costs incurred in the preparation and submission of a response to this RFI. RFI responses will become the property of the City and may be subject to right to know requests. If any part of your response is confidential that section of your response must be marked as such to allow for easy separation from the rest of the response. The entire response cannot be marked confidential. The City reserves the right to cancel this RFI (and RFI process) at any time and also to re-issue an RFI for the same or similar requirements.

Response

Submission

Responses need to be electronically submitted by 5:00 pm (Central Time) Friday, October 2, 2015. Any responses received after this date may be considered but will not be eligible for demonstrations.

Please provide an electronic response in Adobe PDF format with the following information detailed on the cover page of your submission:

 Name of Company  Submission Date

 Contact Representative’s Name, Address, Phone, Email, Company Internet Address Please submit your PDF response to [email protected] and a confirmation email will be submitted to you and the City’s project representative upon its receipt.

RFI Issuance Date: September 21, 2015

City of Bismarck

REQUEST FOR INFORMATION

for a

Work Management System (WMS) /

Enterprise Asset Management System (EAM)

&

Customer Request Management System (CRM)

Table of Contents

I.

Introduction ... 2

II.

City Organizational Overview & Current State Environment ... 3

III.

Overview of System and Services Required ... 5

IV.

Information Requested (20 Page Response Limit) ... 6

V.

Instructions for Suppliers/Vendors for Replying to this RFI ... 9

I.

Introduction

II.

City

Organizational

Overview

&

Current

State

Environment

III. Overview

of

System

and

Services

Required

IV. Information

Requested

(20

Page

Response

Limit)

Section

#1:

Organizational

Overview

Section

#2:

Core

WMS/CRM

Software

Functionality

Section

#3:

Technical

Architecture

Section

#4:

System

Integration

Opportunities

Section

#5:

Mobility

Section

#6:

Hosting,

Support,

and

Maintenance

Section

#7:

Customer

Relationship

Management

Section

#8:

Other

Software

Modules

Section