Computer Aided Facility Management (CAFM) Software and Services

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Computerized Facility Integration, L.L.C.

www.gocfi.com

Response to Request for Proposal for:

Computer Aided Facility

Management (CAFM)

Software and Services

Submitted to:

Submitted By:

Computerized Facility Integration, LLC 18000 West Nine Mile Road, Suite 550 Southfield, Michigan 48075

Contact: Tim Anderson (248) 557-4234 ext. 260

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Computerized Facility Integration, L.L.C. www.gocfi.com

Section Page EXECUTIVE SUMMARY... 2 ABOUT CFI... 2 ABOUT TRIRIGA... 3 CLOSING REMARKS... 5 TECHNICAL PROPOSAL... 6 RFP B.1 SOFTWARE FUNCTIONALITY... 6 RFP B.2 VENDOR STRENGTH... 26 RFP B.3 VENDOR REFERENCES... 29 RFP B.4 VENDOR SERVICES... 30 RFP B.5 PRICE PROPOSAL... 43

APPENDIX ...ERROR! BOOKMARK NOT DEFINED. • Appendix 1: Software License Agreement

• Appendix 2: CFI RAPID Methodology • Appendix 3: CFI Terms and Conditions

• Appendix 4: TRIRIGA SLAs and Customer Escalation Instructions • Appendix 5: TRIRIGA Elite Product Maintenance

• Appendix 6: TRIRIGA Facility Management Enterprise • Appendix 7: TRIRIGA Operations

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Executive Summary

Computerized Facility Integration, LLC (CFI) is pleased to respond to Vanderbilt University’s Request for Proposal for Computer Aided Facility Management (CAFM) Software and Services.

As a premier real estate and facility management technology service provider in the higher education market, CFI is uniquely qualified to provide software and services for all categories requested. CFI has extensive expertise in recommending, implementing and managing systems similar to the requirements outlined in the RFP.

Our proposed software solution, TRIRIGA 9, is uniquely positioned to fulfill the requirements of this RFP as it offers all of the desired functionality as part of a single, integrated solution.

A

BOUT

CFI

CFI services Real Estate, Design and Construction, Maintenance and Facility Management departments as trusted advisors and long-term business partners—committed to mutual success.

We are the premier consulting and systems implementation firm for facility management. With over 850 million square feet of client facilities being serviced, we are experts in the field of facility management technology.

Our proactive approach integrates best-in-class technologies with business best practices to create unique solutions aimed at improving productivity while reducing total cost of ownership.

Our goal is to leverage technology, which optimizes your facilities, lowers

transaction costs, benchmarks key indicators and eliminates maintenance of costly systems. We work to develop a plan for integrating technology, processes and best practices that allow

organizations to focus on their core competencies.

CFI has developed unparalleled experience in the facility management

technology field, in particular, CAFM systems. For our entire history we have provided a comprehensive offering including consulting, implementation, integration, drawing and data conversion and ongoing support services.

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A

BOUT

TRIRIGA

TRIRIGA, the global leader in integrated workplace management solutions (IWMS), provides enterprise solutions that drive workplace processes through advanced technology and business expertise. TRIRIGA solutions centralize and coordinate the management of all workplace locations, assets and services to offer a consolidated environment for decision-making and support of space occupancy and utilization, real estate, capital projects, operations and maintenance. TRIRIGA's solutions provide centralized control, improved process efficiency and a reduction in the total cost of ownership of an organization's key assets. Recognized by leading industry analysts as the best-in-class solution, TRIRIGA provides the industry’s most extensive functionality in a fully integrated IWMS solution. TRIRIGA’s extensible technology provides customers with unmatched business agility to rapidly configure and reconfigure the application based on customers’ changing needs. With an outstanding network of consultants, partners, industry experts, and market-leading customers, TRIRIGA delivers exceptional service and proven best practices. TRIRIGA provides a single solution of operational applications to manage the real estate lifecycle from the acquisition to disposition of real estate assets. TRIRIGA has been considered the leader in this space since 2003

In 2007, TRIRIGA extended and evolved IWMS to include a new suite of performance management applications to measure and proactively manage the operational and financial performance across the real estate lifecycle with TRIRIGA Workplace Performance Management or WPM

In 2008 TRIRIGA introduced TRIRIGA Real Estate Environmental Sustainability, or TREES, which represents the industry’s first integrated workplace management and measurement system specifically designed to collect energy consumption and emissions data for buildings.

TRIRIGA also uniquely provides the TRIRIGA Application Platform that includes over 16 web-based designers to configure the application. Built on J2EE and 100% web-based, the TRIRIGA Application Platform requires no client installation with modern architecture design (Model, View, Controller) to separate business logic from the presentation and database layer.

TRIRIGA provides entirely Web-based applications and application platform with Web-based designers to configure the application. TRIRIGA provides pre-configured applications with over 700 business

processes; more than 100 alerts, approvals and notifications; 45 role-based portals, security and navigation and hundreds of pre-defined reports and queries.

TRIRIGA’s target market includes major corporations, public agencies, institutions and service providers faced with the challenges of managing a wide variety of workplace issues, ranging from real estate acquisition, development and disposal, through occupancy, utilization, maintenance, problem resolution and finance management.

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C

LOSING

R

EMARKS

Our proposal outlines our capabilities and addresses the specific areas indicated in the RFP. Again, CFI encourages Vanderbilt University to consider a world-class technology service partner that will assist them in delivering a Computer Aided Facility Management (CAFM) Software and Services application that will provide Vanderbilt the potential to add value to the organization.

We look forward to working with Vanderbilt University to implement a Computer Aided Facility Management (CAFM) Software and Services solution that not only meets but exceeds Vanderbilt’s expectations.

We believe that the Tririga is the best solution on the market today to address your requirements (stated below):

• Web based with access via a standard web browser • Be easy to configure and require no customizations • Have a user-friendly interface

• Have an upgrade path that requires no re-programming

• Require minimal training for web users who access the system for normal queries or reports • Require no proprietary software programs for normal functionality

• Provide good value for VANDERBILT UNIVERSITY. • Database Interface with AutoCAD.

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Technical Proposal

RFP

B.1

SOFTWARE FUNCTIONALITY

Each vendor must complete the Software Functionality Checklist and must answer all items listed. Comments may be included for items requiring customization. The estimated cost of such

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Software Requirements Checklist

Check the box that best applies to the proposed software solution: F=Fully functional with normal configuration

C=Requires customization N=Not available

1 General Application Requirements F C N

If the application requires customization to provide this functionality, please explain.

Estimated fee for

customization

1.1

Solution includes space management, space planning, strategic planning and move management, lease management, real estate management, work order and asset

management capability

X

TRIRIGA FULLY SUPPORTS TRIRIGA offers the most comprehensive, Integrated Workplace Management System available on the market. This advantage is distinctive because our competitors do not offer a single solution to encompass all Real Estate, Computer Aided Facilities Management (CAFM), Computerized Maintenance Management (CMMS), and Project Management. A new fully web version of Strategic Master Planning is due out in 2009.

1.2

System is web based with user access through a standard web browser including dwf/dwg drawing publishing standards.

X

TRIRIGA FULLY SUPPORTS The entire product is web-based, including the configuration tools. CAD can be viewed in the browser without the native CAD application.

1.3

Includes chargeback functionality for detailed space accounting to the space, cost center, division, department or building level

X

TRIRIGA FULLY SUPPORTS

TRIRIGA’s Space Management includes the Space Allocation processes that help in allocating spaces to the Departments and Divisions. Space charge backs are supported for departments, cost centers etc. All of the costs are rolled up at Building level to provide integrated view

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of the Space Costs. Space charge backs are part of the product

1.4 Supports industry standard area calculations

(BOMA, IFMA, FICM, etc.) X

1.5 Individual rooms can be allocated to one or

more organizational entities X

TRIRIGA FULLY SUPPORTS TRIRIGA’s Space Allocation process drives the allocation of a space to one or many Departments/Divisions Yes

1.6 Includes both standard and user defined data

for buildings, real estate, sites and assets X

TRIRIGA FULLY SUPPORTS TRIRIGA installation provides some standard data and all other user data can be entered for each of the entities through user defined forms Yes

1.7 Building data can be tracked by building, floor

or room X

TRIRIGA FULLY SUPPORTS TRIRIGA Location manager is a hierarchical module that allows creating the hierarchical structure for Building, Floors and Spaces with drilldown capabilities.

1.8 System links data to AutoCAD drawings X

TRIRIGA FULLY SUPPORTS TRIRIGA is shipped with a product named CAD integrator that put

commands right into AutoCad and Micro station for two-way integration. Drawings can be queried from the browser

1.9 Link to AutoCAD is a seamless and

bi-directional X

TRIRIGA FULLY SUPPORTS Please refer to 1.7As noted.

1.10 Database is an industry standard database

such as SQL, Sybase or Oracle X

TRIRIGA supports Oracle and or SQL. Sybase is not routinely supported, but some of the implementations are successful using Sybase database.

1.11 Includes an easy-to-use, industry standard

report writer X

TRIRIGA’s native Report Manager helps you create, edit, run, and export reports on virtually any data in the database. TRIRIGA also offers enhanced integration with Crystal Reports. This new tool offers the power and flexibility of Crystal’s

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industry-leading business intelligence tool, embedded in the TRIRIGA portal. One of the advantages of TRIRIGA’s integration with Crystal is that Connections to the TRIRIGA database will be pre-configured, saving significant time and labor in setting up a reporting environment to produce the metrics that

management demands

1.12

Navigation is primarily graphical, with consistently designed user interface screens and consistent keystroke functionality throughout the application

X

TRIRIGA FULLY SUPPORTS All TRIRIGA applications are build on one platform. We did not grow with acquisitions and integrate the

applications. It is one application suite on one platform.

1.13 Allows an unlimited number of user-definable

data fields X

Most needed fields are included, but the number of fields that can be added is unlimited and there is a GUI tool and data manager tool to add such fields.

1.14

System as delivered contains a significant number of facilities management space and asset reports

X

TRIRIGA FULLY SUPPORTS Many standard facilities and space reports are included.

1.15

Ad hoc query capability includes the ability to query AutoCAD drawings for such things as vacant spaces or spaces with certain characteristics or occupancy

X

Yes. There are ad hoc searches and drill downs as well as queries from the drawings.

1.16

Has easy-to-use reporting tools that support generation of standard reports and the ability to generate special queries, to sort and filter data in a variety of ways

X

TRIRIGA FULLY SUPPORTS As previously noted, TRIRIGA deliver pre-existing reports, an ad hoc report writer, and Crystal reports for more complex reporting. All reports can be links on a portal and data is queries real-time.

1.17 Strong query capability with a user friendly

interface within the modules and AutoCAD. X

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1.18

Provides a "notes" capability throughout the application in order to record activities and actions taken which are not accommodated within the data structure itself

X

1.19 All system data can be compared by

user-definable time periods X

TRIRIGA FULLY SUPPORTS TRIRIGA’s Report tool provides user defined run time parameters that can be utilized to query and compare the system data with defined time periods

1.20 Users can construct and save customized

queries X

TRIRIGA FULLY SUPPORTS All users have a role-based personal portal, such as a lease portal, facilities management portal, etc. Users can do ad hoc queries and save the links in their “my favorites” area as often-used reports and queries.

1.21 Has the ability to use maps, drawings and

photos to drill down to critical data X

TRIGA has a comprehensive interface to ESRI for map-based drill downs and queries

1.22

User can customize web screens & pages to give them the user’s look & feel, i.e., using the user’s logo, colors and fonts

x

TRIRIGA FULLY SUPPORTS TRIRIGA is a Web based application and the Portal can be modified to use the users Logo and color scheme.

Vanderbilt will be trained to provide this configuration to their end-users.

1.23 Can the system interface graphically with GIS

systems X

TRIRIGA FULLY SUPPORTS Yes, as previously noted with ESRI.

Totals 23 0 0

2 Security Requirements F C N

customization

2.1 Security can be defined by both field, user

and function X

TRIRIGA FULLY SUPPORTS Security profile is a TRIRIGA strength and can be as granular as desired. It can be defined by geography or facility, and then by role, then by function within a role and can be define down to the data field.

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2.2 Security can restrict user access to data fields

and to specified reports or queries X

2.3 Maintains a unique security profile for each

user I.D. and groups of like users X

TRIRIGA FULLY SUPPORTS Yes, each security profile can be as unique as the username. Some customers choose to make it unique to role. The features are very

comprehensive here.

2.4

Can allow Contractors, as well as employees, to be system users without jeopardizing system security

X

This is strength. Read-only features and download (not check-out) are examples,

Totals 4 0 0

3 Technical Requirements F C N

customization

3.1

System has open API for integration with other systems, such as CMMS, HR, BIM, Revit and AutoCAD, GIS, or ERP systems

X

TRIRIGA routinely integrates with legacy systems with its open API. TRIRIGA has experience integrating to all the

applications described here.

3.2

System does not rely on proprietary software for either graphical display or navigation, for database functionality or for report

development

X

TRIRIGA FULLY SUPPORTS TRIRIGA solution is open and uses standard technologies. Further, and unique to TRIRIGA, the application can be comprehensively configured without writing any code (such as JAVA or HTML). TRIRIGA’s tools are used to configure the application.

3.3

Provides Windows NT 4.0, Windows 2000, and Windows XP standard interfaces and functionality

X

3.4 Web interface uses a standard web browser

such as Microsoft Explorer 5.5 or higher X

3.5

System has database tools to repair and recover files and perform preventive maintenance

X

TRIRIGA FULLY SUPPORTS TRIRIGA is delivered with a System Administration Console that provides a user-friendly interface for some database management. For example, the console

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provides a Cleanup Agent Manager, Database Manager and Database Query Tool for precisely this sort of requirement in conjunction with standard DBA tools provided by Oracle and MS SQL Server.

3.6 Modules are tightly integrated and share a

common data structure and data tables X

TRIRIGA is a single product that sits on a single database and data structure. TRIRIGA modules are defined by licensing only, not “integrated” modules

3.7

System is an open, ODBC-compliant database design with an object-oriented, relational, and bi-directional database management system

X

TRIRGA’s model is object oriented and as described.

3.8

Exports and imports data to/from

spreadsheets, databases and other standard Microsoft products

X

3.9 Has disaster recovery capabilities

X TRIRIGA does not provide disaster recovery tools directly within the application but instead relies on the disaster recovery tools provided by the database itself (i.e., Oracle, MS SQL Server).

3.10

Incorporates interface with AutoCAD from AutoDesk rather than with a proprietary drawing system

X

TRIRIGA FULLY SUPPORTS Both AutoCAD and Microstation are supported bi-directionally.

3.11

All modules share common tables, use similar start up screens, use standard interface capabilities throughout and are written in a consistent language and development environment throughout

X

3.12

Allows multiple users to access the various modules at the same time without noticeable negative impact on the computer network response time or product functionality.

X

3.13

Provides integrated Intranet/Internet connectivity with similar security and "look and feel" as local access

X

3.15 Has a menu driven interface with pick lists

and context sensitive on-line help X

TRIRIGA fully supports, although Help content is user-defined.

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3.16

Has the ability to handle large volumes of data, to archive data and to import/export data in all tables

X

TRIRIGA has enterprise customers such as GE and Nokia to manage thousands of facilities, tenants, and leases. TRIRIGA is capable of handling large amount of transactional data with consideration to data growth. Data archives can be taken based on the periodic schedules. Data can be imported/exported through application interface and also through common database administration tools TRIRIGA does provide extensive import/export capabilities both within the application as well as through additional tools (i.e., TRIRIGA BusinessConnect, TRIRIGA DataConnect and TRIRIGA Offline)

3.17 Is a "thin client" application X

Only the browser is required. There is an optional plug-ins for viewing CAD files. But no plug-ins are mandatory.

3.18 Provides intuitive online help

X TRIRIGA has the Capability of providing

on-line help documentation for any section and component, based on the Users requirement and business process defined. Client would need to create and attach appropriate reference files.

Totals 16 0 1

4 Space and Occupancy Management

Requirements F C N

customization

4.1 Tracks space and occupancy for multiple

sites and buildings

X TRIRIGA FULLY SUPPORTS

The hierarchical structure of location and provides both easy, drill-down access to specific records. At any level in the hierarchy, relevant information -- such as available space, current use, as designed use, capacity, amenities, organizational Occupancy requirements,

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headcounts, etc. Additionally, TRIRIGA's Visual Query feature provides an easy-to-use method for producing color-coded floor plans that illustrate departmental

assignments, space types, vacancies and other features, all of which help to point out the possibility for optimizing space usage

4.2 Produces predefined space utilization reports

on demand

X TRIRIGA is provided with Space

Utilization reports. Moreover, TRIRIGA’s in Built report tool can be utilized to create or edit the existing reports

4.3 Can track rental and operating costs per SF

by space types

Each of the Space is classified by Space Type (As Designed and its current use). All of the Spaces can be tracked associated to the Spaces providing visibility to costs per SF.

4.4 Can track space and the space occupant to

different organizational entities

TRIRIGA’s Space Allocation processes defines the Organizational Space Allocations

4.5 Tracks attributes for rooms such as wall

finishes, floor finishes, lighting conditions, etc.

TRIRIGA Space provides ability to track the Floors, Wall, Base, Ceiling and lighting conditions. Also, it provides an ability to track any of the

regulations/conditions that needs to be met for a given rooms

4.6 Tracks conference room characteristics such

as AV equipment, room set-up and capacity

TRIRIGA provides an ability to assign multiple assets including AV Equipments. Also, Spaces can be defined for a default layout with optional layouts.

4.7 Tracks the assignment of spaces to divisions,

departments and employees

Yes. TRIRIGA Space Allocation provides an ability to assign spaces to

Departments and Employees

4.8 Ability to classify all spaces by user defined

codes for categories of occupancy and

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assignment categories for Occupancy and Assignment however these can be changed based on the user requirements

4.9 Calculates space charge backs to definable

occupant groups

Chargebacks are supported however based on the user requirements; these can be tailored to your required.

4.10

Supports the ability to assign different rent rates for different types of space (for example: labs, data centers, offices, warehouse)

x This is completely possible within

TRIRIGA, but it does require some configuration based on further exploration of exact requirements.

4.11

Supports the ability to assign different rent rates based on the condition of the building and the need for renovation

X TRIRIGA supports the different rental

rates however rate structure based on condition of Building needs to be defined and tailored

4.12 Incorporates functional stacking and blocking

capability

x Will be part of the 2009 Advanced Planning release

4.13 Ability to store and analyze space utilization

data for each facility

x See 4.16

4.14 Ability to monitor user-defined space

standards by employee type or job function

x Configuration of TRIRIGA to relate

Employee type to specific space type would be necessary

4.15 System can compare actual space standards

to space allocations

x Configuration of Tririga to query against

employee based space requirements, and actual allocation would be necessary

4.16 Both graphical display and text reporting of

vacant, underutilized or over utilized spaces

x TRIRIGA has the ability to report on

space occupancy statuses, but may need configuration depending on the users definitions for utilization

4.17 Supports user defined space uses and space

types

TRIRIGA is shipped with set of the Space Usage and Space Types however these can be changed based on the user requirements

4.18 Tracks organizational hierarchy by matrix of

department and division roll-up

The hierarchical Organization structure helps in creating the Department/Division structure and supports rollups

4.19

Bi-directional link to AutoCAD for area calculations, space labeling and graphic displays of database queries

This sort of “distinction” is what TRIRIGA refers to as an association. TRIRIGA is delivered with its own Association

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Manager for precisely this sort of requirement.

.

4.20 Allows for a distinction between occupancy

and ownership of spaces

x May require additional configuration of

TRIGIRA based on the Users requirements and business needs.

4.21 Supports prorating of building common and

primary circulation space

x TRIRIGA FULLY SUPPORTS

4.22

Ability to generate preliminary restacking plans and to save various versions of a plan for graphical review

x Will be part of 09 Advanced Planning release

4.23

Tools to allow a user to implement the appropriate measures to ensure there is consistent documentation and good tracking for handling of space requests

There is process automation and full document management capability attach to the space records

4.24

Tools to allow a user to develop recommendations for the appropriate utilization of space, based on data collected

X More information is needed on this

requirement. If this is based on survey results then some level of configuration.

4.25 Ability to provide "net usage" square footage

value by division or department

Recharge capability is built into Tririga as part of the allocation of spaces

4.26 Ability to attach photographs of the property

to the property record

Document management is common to all records and applications.

4.27 Has multiple, flexible, detailed data fields for

properties and buildings

There are several fields available with the ability to create more as required.

4.28 Has the ability to add additional fields as

required.

Standard Platform capability.

4.29 Provides space use management capabilities

X TRIRIGA is bundled with Space Use

classes. Users can make necessary changes to it and report based on the Space Use classification as needed

4.30 Provides the ability to associate personnel

with assigned building parking spaces

x TRIRIGA has a couple of clients (i.e.,

World Bank, Library of Congress) using TRIRIGA’s space and people managers for precisely this sort of requirement. Some configuration is likely based on further exploration of Vanderbilt’s exact requirement.

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Totals 28 0 2

5 Strategic Planning Requirements F C N

If the application requires customization, to provide this functionality, please explain.

customization

5.1

Supports the creation of future year space forecasts based on headcount projections, percentage growth or total area

X TRIRIGA will release an Advance Planning module that involves creating the Forecasts for the Future usage of the Spaces, “what if” analysis and creating multiple scenarios etc. This functionality is expected to be released in 2009. However, TRIRGA’s strength lies in its Technology platform that can configure these requirements as per your

requirement. The use of standards-based technology, interfaces and

high-performance workflow process engine drive interoperability with your processes

5.2

Capable of performing “what if” scenarios to facilitate the process of running multiple space forecasts and selecting the right one

X Please see 5.1

5.3 Scenarios are saved and do not automatically

update current space occupancy data

X Please see 5.1

5.4

Can generate space projections based on baseline workspace demand and forecasts and can adjust the projections based on feedback from business leaders to generate new summaries

X Please see 5.1

5.5 Can store and analyze space utilization data

for each facility and each department

X TRIRIGA’s Space Allocation processes

highlight the current Space Allocations and also historical allocations. The Space Audit process is coupled with Space Allocation thus providing the periodic audits on the Spaces and its allocations

5.6 Can produce re-stacking plans X Please see 5.1

5.7

Can produce interactive stacking diagrams whereby user can drag and drop departments and graphically view immediate and future impact of strategic plans

X Please see 5.1

5.8 Can produce re-stacking plans for multiple

buildings at once

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Totals 1 0 7

6 Leased Space & Real Estate Requirements F C N

customization

6.1 Includes management of real property assets

TRIRIGA Real Estate Management solution provides comprehensive tracking of all of the Real Property assets. Some of the functionalities includes managing automated alerts, notifications, critical dates, clauses, Options and advanced lease accounting.

6.2

Manages building leases as well as

maintenance and management contracts for leased buildings, including contacts and contact information

The Real Estate Management module captures all of the leases pertaining to the buildings. It helps in managing the different types of contacts such as Portfolio Manager, Lessee, Lessor, Real Estate Administrator etc. These contacts are notified for Payments, critical dates and milestones etc.

6.3 Generates electronic tickler reminders for

upcoming lease expirations

This functionality is comprehensively supported. Each of the Lease records is setup with automated electronic ticklers (notifications) based on the critical dates such as Lease Expirations, Options reminders, Lease negotiations, Payments etc.

6.4 Can track leases through the approval

process

TRIRIGA’s Approval engine assists in setting up the necessary approvals before lease becomes active. Multiple level approvals are supported that records the comments at each of the levels in the approval chain

6.5 Can track real property through the appraisal

& purchase process

TRIRIGA’s Transaction Management solution helps in making the informative decisions in the process of

procuring/leasing the real property through Site Analysis, Scenario and

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Market dynamics, mathematical models for best alternatives etc

6.6 Leases can include non-building elements

which are leased - e.g. parking spaces

x Primarily the Leases are managed at

Floor/Building level however this functionality can be tailored to lease the parking spaces as well. Minor

modification is needed to support this functionality

6.7 Ability to analyze lease costs and run rent

stream reports

One can manage all of the costs pertaining to lease in real time basis. TRIRIGA also provides visibility to future payments based on the setup. The report format needed to be defined in order to produce run stream reports

Totals 7 0 0

7 Asset Management Requirements F C N

customization

7.1 Tracks assets to organizational entities and to

individual employees X

TRIIRGA’s Asset Management provides an ability to assign assets to Individual and to Organizations. Moreover, Asset Management tracks the lifecycle of assignment including returns, lost, found, offline for repairs etc by keeping the history of every transactions

7.2

Tracks the location of assets or equipment, both in the software database and on an AutoCAD drawing

X

TRIRIGA FULLY SUPPORTS The Assets can be assigned to a particular location at any time. Any movement in the location is also captured through historical information. TRIRIGA provides visibility of Asset location in real time basis both in Software and AutoCAD

7.3

Ability to create an asset catalogue that includes digital photographs, maintenance procedures and other text documents

X

TRIRIGA FULLY SUPPORTS Multiple catalogs can be created for Assets through Catalog Managers. Each of the Assets can be identified with unique image (photographs) using Image field type. Multiple Images can also be

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stored in TRIRIGA Document Management and be associated to Assets. Planned Maintenance can be performed on the assets based on the pre-defined maintenance procedures

7.4 Performs asset counts automatically x

Assets are tightly coupled with Inventory Management. Inventory cycle count can be performed periodically for counting the assets. Alternatively schedules can be created for automatic triggering of Cycle count function. Simple configuration needed to create automated cycle count

7.5

Tracks asset and equipment warranties with alerts for warranties due to expire within a user specified time period

X

All of the warranties are tracked against assets with predefined notifications for expiry of the Warranties. Moreover, the warranty information is provided during Work Management/Planned Maintenance if any work procedure needs assets to be repaired within warranty period providing intelligence to maintenance staff

7.6

Tracks employee ownership of equipment such as laptops, pagers and cell phones, used both off-site and on-site

X

TRIRIGA FULLY SUPPORTS Each of the Assets are assigned to individual employee and tracked for its usage throughout lifecycle of assets

7.7

Can zoom and print scaled drawings, either 8 ½ x 11 or 11 x 14, to show asset or

equipment locations within rooms

X

7.8 Tracks asset costs and depreciation X

TRIRIGA FULLY SUPPORTS All of the costs associated to management of Assets are tracked including the costs of the maintenance. The depreciation calculations are supported for each of the assets.

7.9 Ability to track assets throughout the

purchase, use and retirement process X

TRIRIGA FULLY SUPPORTS TRIRIGA solution tracks assets throughout the lifecycle, including procurement, installations, assignments or utilization, cost centers, chargebacks, and

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user-defined dispositions. With recent release of TREES module, Asset retirement and disposition process has been provided with greater importance for reducing the carbon emissions

7.10 Supports bar coding using industry standard

formats X

Bar code support is provided for Assets.

7.11 Maintains accurate inventories of assets in a

warehouse X

TRIRIGA FULLY SUPPORTS TRIRIGA Inventory Management

manages all of the Assets in user defined Inventory locations such as aisle, bins etc. All of the transactions performed on Assets such as Assignment, Return, Retire, Lost, Found, Loan etc are tracked in the Inventory with accurate counts at warehouse and Bin levels.

Totals 11 0 0

8 Move Management Requirements

customization

8.1 Move Requests can be saved to the database

without updating the current employee record

TRIRIGA’s Self Service Request

Management provides an ability to create the Move Requests (Small and large moves) that can be saved for routing and fulfillment without updating employee record. Upon completion of Move Requests, the Employee records gets updated with new destination and associated Assets

8.2 Can handle large planned moves, as well as

simple one at a time moves

Move Request Management handles the small and complex (Department or re-location moves) that includes movement of People, Assets etc

8.3

Ability to construct and compare multiple move schemes, to find and reserve space for pending moves, and to estimate move costs

X TRIRIGA Reserve module provides an

ability to reserve space for a specified duration. Reserve module is integrated with Space Management hence one can reserve space for future moves. All of the

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costs associated with Move Management are captured and tracked. Some level of customization will be required to meet specific cost requirements

8.4

Ability to set up multiple pending move design schemes and to electronically compare them based on varying user-defined criteria

TRIRIGA provides ability to setup multiple designs. One can also compare multiple options based on multiple parameters. Small amount of

modification needed for comparing the different moves.

8.5 Can generate and track move work orders

TRIRIGA Move Management is tightly coupled with Work Management system thereby provides the ability to track the progress of Move Request at any point in time

8.6 System can track multiple moves on a single

move work order

TRIRIGA allows grouping multiple Move Requests into one Work Order

8.7 Can create and modify move commitment

dates and schedule required resources

TRIRIGA allows moving the commitment dates and notifying the concerned people. The Resource scheduling is native to TRIRIGA’s Work Management system thereby allocating work to the resources

8.8

Move work orders can be sent to various departments with their specific responsibilities itemized on the work order

TRIRIGA Move Management kicks off various Work Orders that can be assigned to various Departments. Templates can be setup in order to route the work to various Departments

8.9

Supports the creation of a web-enabled move work orders that provide all required

information for move planning

TRIRIGA is web-based system hence provides mechanism to create and manage the Work Order through web interface

8.10

Move work orders have built-in intelligence about the user based on user ID and supports customer-entered data through pull-down lists or other point and click formats where

Move Work Orders are assigned to Individual persons/Departments/Work Groups. Person belonging to the

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possible Department/Work Group can see all of the assignments based on the User ID. The information is presented to respective people on their Portal page hence provides easy access to information

8.11

Move work orders incorporate automatic routing to the appropriate Move Coordinator based on the location of the requestor

TRIRIGA’s Work Management is a template based system. The routing to the respective Move Coordinators can be setup using the Service Plan and Agreements. This is a strength of the Application as no coding is needed and most of the routing is based on the Data Setups

8.12

Move work orders can incorporate a requirement for Supervisor approval prior to the Request being routed to Planning

TRIRIGA provides very comprehensive Approval engine that can be used across system. The Approvals are setup to the Work Orders that would need a Supervisors’ approval

8.13 Supports entry of contents of work spaces

that are to be moved with the employee

Move Management supports the movement of People, Assets and Equipments (Phones, Printers etc) assigned to people and contents as well.

8.14

Can store and report on move history, move costs and move trends over user-defined time periods

TRIRIGA’s Move Management is tightly coupled with Space, Asset and Work Management system. Each of the Space, Asset and Person involved in the Move Management tracks history of prior moves

8.15 Can generate move schedules and tasks

All of the Tasks involved in the Move Management process can be scheduled and Tracked using in-built Gantt Charts. Furthermore, any data element tracked in the TRIRIGA system can have a

calendar associated with it, meaning that all of the schedules can be easily can be monitored

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8.16 Tracks all associated move costs

TRIRIGA provides mechanism to track all of the costs (Material, Labor, External Services if any) throughout lifecycle of Move Process

8.17 Tracks the standard costs of various types of

moves

See 8.16

8.18 Shows move details on AutoCAD floor plans

x TRIRIGA is tightly coupled with AutoCAD

however detail requirements need to be gathered to develop the final functionality – one option could be to annotate the to be location using the Brava mark up tools.

8.19 All involved support departments can be

notified about pending move plans

TRIRIGA’s Notification engine is comprehensive in nature that generates the System based and email based notification based on the Status changes and based on the events. The

notifications are sent out to concerned parties involved in the Move

Management during the lifecycle of Move

8.20

Move work order process can include punchlist items to be completed before close-out

TRIRIGA provides ability to setup the Punchlist (Check-list) for all kinds of Move. The responsible parties involved can use the Punchlist items before close-out

8.21 Creates customer survey to automatically

solicit employee rating of move experience

The completion of Work Orders/Request triggers the Survey to the Customers. This process is native to the TRIRIGA’s Move Management. The Ratings provided by the Customer can be used in TRIRIGA Workplace Performance Management (WPM) to analyze the Customer satisfaction

8.22 Ability to crosshatch floor plans by future

department locations

x See 8.18

8.23 Can display future occupants’ names on floor

plans

x See 8.18

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9 AutoCAD Drawing Interface Requirements F C N

customization 9.1 Bi-directional interface between AutoCAD

2006 or higher and the system database

The system database will override some AutoCAD data changes

9.2 Does not use a proprietary drawing system to

display graphic information

TRIRIGA uses either the SVG or DWF viewer to display drawings

9.3 Native AutoCAD drawings can be viewed

over the web in read-only format

X Native AutoCAD files are not viewed in

the drawing viewer, Published drawings are viewed, Typically DWF files.

9.4 New AutoCAD layers can be created and

viewed

As long as the drawing is republished, new dlayers can be viewed.

9.5 Incorporates space standards and monitors

occupancy against those standards

Space standards such as usage, SF, classification etc are displayed on the AutoCAD drawings. Occupancy can also be viewed in the drawings, however any occupancy rules will be driven by the database

9.6 Can incorporate scanned AutoCAD drawings

for reference purposes

X As backgrounds only

9.7

Graphically displays spaces by occupancy status, i.e., vacant, occupied, over capacity, under capacity, etc.

Available in as shipped product

9.8

Graphically displays spaces that are shared by one or more organizational entities and includes a user determined percentage of the space in space reports

9.9 Displays space query results in color-coded

or hatched formats

9.10 Can create, name and save graphical queries

for future use

9.11 Can run automatic graphical queries across

several or all floor plans

x TRIRIGA FULLY SUPPORTS, currently

displayed floor at a time, however building queries are being re-introduced in 2009.

9.12

Calculates exact space footage from accurate scaled AutoCAD drawings and changes the square footage calculation instantly if the

Requires a sync process to update the database square footage

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drawing is altered

9.13 Can produce a report of spaces that are on

the drawings but missing from the database

x Requires nominal configuration

9.14 Can store AutoCAD drawings depicting

occupancy from prior time periods

Restoration of a prior database in a non production environment would be necessary.

9.15 Links space boundaries (polylines) on

drawings to space records in the database

9.16

Recommended polylining process accounts for all space in the square footage

calculations

Square footage is calculated from all linked Polylines.

9.17

Displays the location of people and assets on drawings based on locations recorded in the database

9.18

Can integrate furniture vendor layout drawings into the system as a separate AutoCAD layer

All required layers and their data elements can be published

9.19 Produces automatic legends on floor plans for

color-coded department occupancy

9.20 Can print scaled drawings in a variety of sizes

including 8 ½ x 11

9.21 Drawings act as graphic reports, displaying

text from the database on the drawing

9.22

Interfaces with customized commands and allows “power user” modifications to the program interface.

Cad Integrator has the capacity to create or modify the Link type applications.

Totals 22 0 0

10 Report Writer Requirements F C N

customization

10.1 Incorporates an industry standard report

writer

TRIRIGA’s native Report Manager helps you create, edit, run, and export reports on virtually any data in the database. TRIRIGA also offers enhanced integration with Crystal Reports. Crystal Reports is a Industry Standard for reporting mechanism

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10.2 Compatible with multiple printer types

Yes. Crystal delivers the output in multiple formats that can be printed using any of the printer types

10.3 Reports can be printed to the screen, to a

printer or to a file

TRIRIGA’s Report Manager provides mechanism to export reports in Excel for printing. Crystal generated outputs can be printed directly or saved as a file for future printing

10.4 Reports can be previewed on screen before

being sent to a printer

Yes. All of the reports (TRIRIGA and Crystal Generated) can be previewed before printing

10.5 System is delivered with a large number of

standard space-related reports

TRIRIGA is shipped with both form and query based TRIRIGA and Crystal Reports for Space. However, any user defined reports can be created using TRIRIGA or Crystal based on the complexity of the reports

10.6 System allows user to select paper size and

orientation as part of the report design

Standard reports are web based reports, and would be controlled by each individual printers installed.

Crystal reports have the Capability of setting and assigning sheet size and orientation.

10.7 Ad hoc query functionality is user friendly

TRIRIGA’s intuitive query engine is aimed at Business users. No prior report writing knowledge is required. Most of the Business users can create queries with runtime filters with little training

10.8 Reports can draw on information from all

system modules

Reports can be created across different modules. TRIRIGA’s Report Manager has limited functionality to join multiple module data in one report. Hence for complex set of reports, Crystal is preferred

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10.9 Users can create and save an unlimited

number of custom reports

10.10 Users can create and save ad hoc queries

Yes. Adhoc queries can be saved for future usages.

10.11 Reports and queries can be accessed,

created and saved via the web access

All of the TRIRIGA Reports can be created through web access however Crystal reports needs to be developed using Crystal Report writer.

10.12 System has import/export capabilities with .tif,

.pdf, and .xml formats

TRIRIGA reports can be exported to Excel , Crystal reports can be exported to multiple formats such as .pdf, Word, Excel and xml.

10.13

Standard reports, custom reports and queries can be shared with all users, including web users

All of the standard and custom reports can be shared.

10.14 Reports can be limited to certain users based

on security conditions

Each of the Report/Query has a security that restricts access of the reports to only intended audiences

10.15 Related reports can be grouped together

within a menu structure for ease of use

TRIRIGA’s Portal sections are generally used to list of all the reports and render them through portal pages rather than navigating to multiple screens

10.16 Report appearance can be customized to

include user logo, colors, fonts, etc.

This functionality is being supported while using Crystal Report

10.17 Ability to seamlessly use industry standard

third party report writers if necessary

Crystal reports is an Industry standard report writer included with TRIRIGA. Other report writers could be used connecting directly to the database.

10.18 Data can be exported in a variety of formats

X TRIRIGA Report Manager currently

exports in an excel format. Crystal reports exports data in numerous formats

10.19 System provides comparative analysis and

tickler type reporting capabilities

Crystal Report writer provides the ability for comparative, tickler type and other multiple types of formats

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10.20

Users may construct and save customized queries, in the form of either screens, forms, and/or reports

X TRIRIGA has a capability to create

numerous user defined queries and save however if these queries needed to be seen in the forms/screens, modification is needed to create the form and publish the queries created by users.

Totals 20 0 0

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www.gocfi.com

RFP

B.2

VENDOR STRENGTH

B.2.1 Explain whether vendor is responding as the original software developer, as the current vendor of software developed by another company or as a product dealer/service provider or re-seller. Indicate vendor’s company’s length of service with the product being proposed.

TRIRIGA purchased the original software assets from Peregine systems in 2000. At that time the code base was about 10 years old. In 2002 and 2003, TRIRIGA re-wrote the application as version 8i with the current web-based platform and product. We still support the original client/server

application that is over 10 years old and the current shipping product is TRIRIGA9.

B.2.2Please explain briefly why vendor’s solution is the best solution for VANDERBILT UNIVERSITY. Describe any unique experience, qualifications or competitive advantage that the company/product might have in terms of technical platforms, functionality,

implementation support or other similar considerations. The vendor response could address items such as the following:

Years in business corporate structure degree of integration of the CAFM solution with other software offered;

TRIRIGA has been in business since 2000 with a code base that goes back 10 years prior. Today TRIGA is a growing, profitable, cash flow positive, non-venture-capital-based company. We are very financially sound with now over 17 quarters of EBITDA profitability. Vendor viability is strength.

The TRIRIGA application Platform is the foundation of our product line. On that platform we have solutions for Real Estate Management, Facilities and Space Management, Asset

Management/Maintenance Management, and Project Manage. We also offer Workplace

Performance Management which takes management to the next level of optimization and tracking toward metrics and goals.

Finally TRIRIGA’s latest offering is TREES (TRIRIGA Real Estate Environmental Sustainability). TREES is a solution for managing carbon foot print, energy management, LEED certification and a host of other Sustainability topics, initiatives, and projects

TRIRIGA has been the leader in IWMS for years and has some of the largest public and private institutions and companies as its customers.

Vendor’s staff size and staff stability;

TRIRIGA has approximately 175 employees and growing. We have principle headquarters in Las Vegas, NV. We have a large development office in Pleasanton, CA and an office in Philadelphia. TRIRGA invests heavily in R&D. The two largest organizations are our Professional Services and our Development and Support organizations. TRIRIGA is viable and has never had a layoff.

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www.gocfi.com

How vendor serves the facilities management marketplace through their specific CAFM solution;

CFI has been in business since 1990 and has been serving the CAFM market since that time. More than 75% of our business revenue comes from the CAFM / IWMS market place. We have developed solutions

Profile of the type of client who benefits most from vendor’s solution, in terms of size and type of organization;

Our solution is well suited for clients who are looking to manage the life cycle of the built environment, from design and construction to operations and management.

Services the vendor offers their clients and how these services are provided, especially implementation, system documentation, training (for system administrators and for web users) and on-going system support services;

CFI provides a complete turn key solution and does not do just a train the trainer approach, when we complete an implementation the client has a fully functioning system and not an empty shell to build upon.

Vendor’s relationships with any third party organizations that might be involved in the VANDERBILT UNIVERSITY sale or implementation and the nature of those relationships;

We partner with Syclo for Mobile Work Management.

Future plans for the product.

Trees – Environmental Sustainability and Strategic Space Planning

B.2.3Submit a copy of the software license agreement, software maintenance agreement and any other contractual documents the vendor would expect VANDERBILT UNIVERSITY to execute if the vendor is selected to provide CAFM software and services to VANDERBILT UNIVERSITY.

See appendix 1

B.2.4Submit the solution database structure showing standard data elements and table relationships.

TRIRIGA’s application is organized as Web Tier, Application Tier and Database Tier. The Application Tier communicates to the Database Tier via JDBC connection pools. This allows the SQL statement to utilize open database connections, without having to wait for a separate login between

connections.

TRIRIGA’s Application configurations tool helps creating modules, objects, workflows, queries, State transitions etc. Each of the configuration element has a underlying database tables that configuration tools helps create and manage. The metadata and Instance data resides in the different tables and

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www.gocfi.com relationships between them is managed by object map tables. All of the customer instance data is stored under all tables prefixed by T_ whereas the metadata are stored under tables prefixed with IBS_or dd_.

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www.gocfi.com

RFP

B.3 V

ENDOR REFERENCES

The vendor must identify a minimum of three clients who have installed and have been using the vendor’s software solution for a minimum of six months. Organizations with similar sized real estate inventories and similar needs for a CAFM system are preferred. In addition to checking vendor references by telephone, VANDERBILT UNIVERSITY may, at their option, visit one or more of the vendor references.

We have provided the following select references as evidence of our experience. Please note that it is not CFI’s policy to provide client contact information at this early phase of evaluation. Should CFI be selected for further consideration, we will be happy to provide additional appropriate and relevant resources and contact information. This has been CFI’s policy for over 10 years and was put in place to minimize the disruptions to our clients, who have stated their appreciation of this consideration of their privacy and time.

Reference #1

Client Name & Address

University of Alberta

420 General Services Bldg Edmonton, AB T6G 2H1 Canada

Contact information for the client employee most knowledgeable about the product and its use within the client organization.

Applications provided to this client

9/2003-3/2004 TRIRIGA Implemented space manageme provided training

2008 Engagement

• TRIRIGA Technical Consulting Services

- Space

- Emergency Preparedness

Modules owned, # of licenses and present value of their software

Approximate number of users Total facilities and total square feet

Length of time the product has been installed Organization(s) that provided implementation services.

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www.gocfi.com

Reference #2

State of California Office of the Courts (AOC)

455 Golden Gate Avenue San Francisco, CA 94102

Applications provided to this client

• TRIRIGA Business Process and Technical Consulting Services

- Real Estate

Maintenance / Operations

Reference #3

University of Wisconsin 21 N Park St, Suite 6101, Madison, WI 53715-1218

Applications provided to this client TRIRIGA

RFP

B.4

VENDOR SERVICES

VANDERBILT UNIVERSITY intends that the selected CAFM system will contain information about all of the buildings managed by VANDERBILT UNIVERSITY and will be available staff in the

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www.gocfi.com may add facilities and users, and perhaps functionality. VANDERBILT UNIVERSITY prefers to

contract with a single entity for the software and first phase implementation services.

VANDERBILT UNIVERSITY will designate a CAFM System Manager and a CAFM Implementation Committee, consisting of representatives from each Facilities/Real Estate Department division, to oversee the implementation process.

The Phase One project will consist of the following:

AutoCAD File Set-up: Polylining and linking data to the AutoCAD files identified in Part A. The

vendor can assume that these drawings are accurate as far as the building configuration is concerned. Room numbers and room labels may not be accurate or complete.

Consulting Services: The vendor will assist VANDERBILT UNIVERSITY develop an overall

implementation process and schedule and will assist with system installation, testing, system set up and system structure development. The vendor will also assist VANDERBILT UNIVERSITY develop the security structure of the system. If other consulting services are recommended, they should be described and included in the Consulting Services price.

Database Import: Importing space, real estate and asset data from existing systems or Access

databases. The Vendor should assume that the data in these three databases is accurate.

• Space data will consist of basic facility data (building number, building name, building address) and building descriptive data such ADA compliant, type of sprinkler system, etc. The space data will be imported from Oracle.

• Real estate data will consist of descriptions of leased buildings and the lease terms; this information is currently contained in PDF files.

• Asset data is currently contained in the current space system and mainframe data warehouse that contains a record of all capital assets that cost $3000.00 or more when they were purchased.

User Training: There will be one VANDERBILT UNIVERSITY CAFM System Manager and, initially,

up to 500 plus users who will access the system via the web browser interface. The number of web users will gradually increase and could be as many as 1000 or more when the system is fully functional.

Training for the System Manager could take place at the vendor’s location, at VANDERBILT UNIVERSITY or a combination, as the vendor proposes. Training for the web users should be provided at VANDERBILT UNIVERSITY’s location. The training for the web users should be documented in such a way that the System Manager can train additional users at any time.

System Documentation: The VANDERBILT UNIVERSITY system structure should be documented

in writing for the benefit of the System Manager and VANDERBILT UNIVERSITY IT support.

New Reports: The vendor can assume that GSD will require four new standard space, real estate or

asset reports during the Phase One implementation. These will be new standard reports not provided with the software.

B.4.1The vendor should describe their strategy for a Phase One implementation as described above and indicates which services will be provided on site and which will be provided at the vendor’s location. The vendor should identify any services that will be provided by a third party and should include the third party’s costs in the vendor’s Price Proposal. The vendor

Computer Aided Facility Management (CAFM) Software and Services

Response to Request for Proposal for:

Computer Aided Facility

Management (CAFM)

Software and Services

Submitted to:

Table of Contents

Executive Summary

A

CFI

A

TRIRIGA

C

R

Technical Proposal

RFP

B.1

RFP

B.2

RFP

B.3

V

RFP

B.4