Request for Competitive Sealed Proposal (RFCSP)

BUZ1612

for

Enterprise Work and Asset Management (EWAMS) Program Management Services

Contents1. Purpose.................................................................................................................................. 3

2. Definitions and Scheduled Dates............................................................................................3

3. Background.............................................................................................................................4

EWAMS Program Domain..........................................................................................................4

Information Technology Architecture Overview........................................................................6

Cloud Computing.......................................................................................................................6

Existing Maximo Implementations............................................................................................6

Systems Interfaces....................................................................................................................6

Project Organization.................................................................................................................. 7

4. Scope of Work........................................................................................................................7

Activity 1 - Program Management Services:..............................................................................8

Activity 2 - Selection of Technical Systems Integrator(s):...........................................................8

Activity 3 - Set Up Location Hierarchies, Asset and Work Management Standards, and Business Rules............................................................................................................................8

5. Owners Responsibility..........................................................................................................9

6. Experience Requirements..................................................................................................10

7. General and Pricing...........................................................................................................10

8 Proposal Effective Period..................................................................................................10

9 Exceptions.........................................................................................................................10

10 Insurance Requirements...................................................................................................11

11 Communication.................................................................................................................11

12 Proposal............................................................................................................................11

13 Cover Letter...................................................................................................................... 11

14 Submittal...........................................................................................................................12

15 RFCSP Inquires.................................................................................................................. 13

16 Preproposal Conference...................................................................................................14

17 Opening of Proposals........................................................................................................14

18 Selection of Best Qualified Firm........................................................................................14

19 Discussion with Reasonably Qualified Proposers..............................................................15

20 Rejection or Acceptance of Proposals...............................................................................15

21 Addenda............................................................................................................................15

22 Late and Withdrawn Proposals.........................................................................................15

23 Confidentiality...................................................................................................................16

24 Disqualification of Proposers............................................................................................16

25 Method of Award..............................................................................................................16

26 City’s Responsibilities........................................................................................................17

27 Vendor (Consultant) Responsibility...................................................................................17

28 Applicable Law..................................................................................................................17

29 Method of Selection......................................................................................................... 17

30 Evaluation Procedure and Selection.................................................................................18

31 Presentation and Interviews.............................................................................................20

32 Business Inclusion and Development................................................................................20

33 Invoicing Requirements....................................................................................................20

34 Payment............................................................................................................................21

35 Termination...................................................................................................................... 21

36 Errors and Omission.........................................................................................................22

37 Supplemental Information................................................................................................22

1. Purpose The purpose of this RFCSP is to establish a thirty-six (36) month agreement for consulting services to assist the City of Dallas establish a program approach and coordinate the work of contractors and team members involved in the implementation of an enterprise work order and asset management system (EWAMS).

City growth coupled with aging infrastructure of all kinds, rising repair and replacement costs and the goal of providing excellent City services demands a comprehensive approach to asset management. Through this program the City will create a City-wide enterprise work and asset management system. The core work and asset management software will be IBM’s Maximo v7.6. The initial phases of the program implementation will support the Dallas Water Utilities (DWU), Equipment and Building Services (EBS) and Trinity Watershed Management (TWM) Departments. Interfaces to multiple other City information systems, as defined later in this RFCSP, will maximize the effectiveness of the overall system. Through this program the City will ensure a holistic approach from both technical and organizational perspectives thus maximizing the value of the City’s investment while creating a system to support best industry asset management practices. The EWAMS program will be designed to ultimately expand from the original three departments to other City departments with the goal of establishing standard practices and appropriate, integrated technology platforms across the City. This expansion beyond the initial three departments is not included in the scope contemplated for the 36 month project defined herein.

2. Definitions and Scheduled DatesThe entity to assist the City with this project is referred to herein as the “Program Management Consultant”, “Consultant” or “Vendor”. The Consultant shall be responsible for all direct correspondence with the City and shall not delegate communication responsibilities to any sub-contractor, sub-consultant or manufacturer. All required information needing to be submitted shall be the direct responsibility of the Consultant.

The terms “Owner” or “City” are used interchangeably and refer to the City of Dallas.

Respondents to this RFCSP are referred to herein as “Proposer(s)”.

Following are the anticipated dates for this RFCSP. The City may modify these dates as it sees fit. Modifications to dates after the RFCSP release date will be issued to prospective Proposers by way of addendum as defined elsewhere.

Pre-Proposal Conference January 27, 2016 – 9:00AM Cut-off Date for Questions January 29, 2016Proposal Due February 11, 2016 – 2:00PM

3. BackgroundEWAMS business requirements, standard procedures, processes and nomenclature have been established by DWU through previous work efforts, and these standards were designed to support an enterprise program. DWU is ready to begin the EWAMS development. TWM and EBS are ready to begin training so that they can proceed with similar implementation steps. The core EWAMS software will be integrated with other enterprise business systems, as further described herein. The City intends to implement the previously defined EWAMS business rules in parallel with procurement of services to create the interfaces between EWAMS and other information systems. The intent is to minimize the total program timeline. The anticipated sequence of events and responsibilities of program participants is defined later in this RFCSP.

EWAMS Program DomainThe work defined by this RFCSP will create a EWAMS to support the business needs of the Dallas Water Utilities (DWU), the Equipment and Building Services (EBS) Department and the stormwater pumping functions of the Trinity Watershed Management (TWM) Department, and the EWAMS will be designed to facilitate expansion to other City departments. The Consultant will serve as the City’s independent advisor on matters related to asset management practices and technology.

This RFCSP includes services by the Consultant for phased implementation of the software, beginning with core Maximo work and asset management functionality at the three Water Treatment Plants and in the Pumping Section of the Water Delivery Division. In addition, this RFCSP includes services by the Consultant for preparation of procurement documents and assistance with procurement of services by one or more third parties to interface the Maximo work management software with other City applications as further defined herein. The second phase of software implementation includes rollout of the software interfaces and the addition of users in the remaining DWU divisions as well as uses within EBS and TWM at the City’s discretion.

Brief descriptions of the elements of each department impacted by the first two EWAMS phases follow:

DWU is comprised of seven divisions. Their summary functional responsibilities are:

Water Production: Operates and maintains the water treatment plants and raw water reservoirs which include:

o East Side WTP; capacity 440 million gallons per day (MGD)o Elm Fork WTP, capacity 330 MGDo Bachman WTP, capacity 150 MGDo Raw water reservoirs including: Lake Ray Hubbard, Lewisville Lake, Grapevine

Lake, Ray Roberts Lake, Lake Tawakoni and Lake Fork Reservoir Water Delivery: Responsible for maintaining the water distribution piping system, the

reservoirs and potable water pumping facilities including:

o 26 pumping facilities, 6 chlorine booster stations, storage tanks (9 above ground and 10 underground), 22 customer cities vaults, and pressure points

o Over 4600 miles of water distribution and transmission mains ranging in size from 4 to 96 inches.

Wastewater Operations: Responsible for operation and maintenance of the sewage lift stations and the collection system and the wastewater treatment plants. Facilities include:

o 15 sewer lift stationso Over 4000 miles of collection piping ranging from 4 to 120 incheso Southside WWTP, permitted capacity 110 MGDo Central WWTP, permitted capacity 150 MGD

Capital Projects: Plans and manages the capital projects executed by DWU including those driven by growth, rehabilitation, relocations and replacements driven by Department of Transportation projects, and others.

Customer Operations: Responsible for meter reading, billing and customer contracts. Business Operations: Responsibilities include finance, accounting and fixed asset

functions. Utility Operations: Responsibilities include DWU’s GIS and management of this Asset

Management Program.

EBS’s Facility Management Division is responsible for operations, maintenance and repairs for close to 1,000 city owned or leased buildings, and a comprehensive inventory and condition assessment of these properties is a top priority for EBS. These building comprise over 11 million square feet of space. The division is broken down into four geographic zones. Some security and custodial work is done by City staff and while in some instances those services are contracted to private sector organizations. EBS is also responsible for the City’s rolling stock fleet. This work is supported by M5 software. Integration of M5 with asset management program will be part of this program as identified herein.

TWM’s responsibilities supported by the EWAMS program include those of its Flood Control Division. This includes the maintenance and operation of the Dallas Floodway Project consisting of six (6) pump stations, pressure sewers, levees, flood walls, drainage/closure structures, channels, floodway and other facilities. Maintenance is performed in accordance with the Army Corps of Engineers guidelines. Other duties include maintenance of a flooded roadway warning system, flood gauge sites, and blockage removal from retention basins, creeks/channels and storm sewers.

Total number of Maximo and Tririga users during the three year period covered by this RFCSP is anticipated to ramp up as follows:

2016-17: 350 users 2017-18: 650 users

2018-19: 950 users

Descriptions of work processes and business functions for these departments are specifically excluded from this RFCSP. The services provided by these departments are standard municipal utility/government functions. Qualified Proposers should be thoroughly familiar with each division’s function, work processes, and business drivers. It is the City’s intent to incorporate optimized work processes as a part of the EWAMS implementation by leveraging the expertise of the selected consultant. The Consultant will be precluded from providing hosting or system integration services for the EWAMS and must remain independent of the firms that provide such services to the City.

Information Technology Architecture OverviewCloud ComputingThe Maximo asset management system will be cloud based. The City will elect to procure a Software as a Service (SaaS) solution or procure licenses directly from the provider and contract for a hosted solution. In either case those services will be provided outside this scope of work. Development, Test, Train and Production environments will be provided. The Consultant will be expected to coordinate with the City IT staff and the cloud solution provider as necessary to ensure technical requirements are understood, network infrastructure is satisfactory and schedules are adhered to. Network infrastructure design and installation is the responsibility of the City.

Existing Maximo ImplementationsThere are currently Maximo 7.6 deployments at the Bachman WTP and in the Pumping Group within the Water Delivery Division. The Consultant will be required to revisit these configurations “from the ground up”. The scope of work included in this RFCSP is to include reconfiguration of these implementations in a fashion that supports the standards and industry best practices introduced as part of the enterprise asset management program.

Systems InterfacesThe Maximo system will be interfaced to multiple City of Dallas information systems as depicted in the graphic below.

EWAMS System Integration Concept Overview

The various systems include:

GIS: Esri GIS. Motorola CRM: This is a City wide system used to handle customer

calls/complaints/requests. SCADA: Multiple technologies are currently deployed. DWU is in the early stages of

preparing a SCADA System Master Plan SAP: This is the system of record for meter assets and inventory and is the billing

system. Utility-related customer calls/complaints/requests are logged into SAP as well as Motorola.

M5: The City wide system of management of rolling stock maintenance. M5 assets will be tracked as assets and tools in Maximo, and work plans and histories will be synchronized between the systems.

Leak Detection: A custom system that measures certain parameters of the water distribution system to predict leaks.

Hydrant IMS: A system operated on behalf of the Fire Department to manage the status of fire hydrants tested and maintained by DWU.

AMS Advantage: This is the City wide financial system and is the system of record for financial transactions, fixed assets and purchasing transactions.

Tririga: Used by EBS to manage space allocation and reservations within buildings for which they are responsible. An interface between Tririga and AMS Advantage will be created to support similar data flows as to the interface with Maximo. Tririga and Maximo will share a common set of building assets/locations, and work plans and histories will be synchronized as needed.

Project OrganizationThe anticipated project organization chart is shown below. The City will provide an overall Program Manager to whom the Consultant will report. The City will also provide technical

resources from the Communication and Information Services (CIS) Department and administrative resources. It is anticipated that a Core Team comprised of personnel from CIS and from the various divisions within each Department will be created. As discussed later in this RFCSP the proposer shall describe how it would interface with this Core Team and what their roles and responsibilities would be and propose any alternative program organization. The Consultant will serve as the City’s independent advisor on matters related to asset management practices and technology. The Consultant will be precluded from providing hosting or system integration services for the EWAMS and must remain independent of the firms that provide such services to the City.

EWAMS Program Organization

4. Scope of WorkThe work is comprised of two general categories:

Maximo Work Management System Configuration: Core Maximo configuration shall be the responsibility of the Consultant. This work is to be done in a fashion that develops sufficient expertise within the City’s staff so that the staff will be self-sufficient upon project completion. All configuration work will be executed alongside City Core Team members and will be thoroughly documented so that City staff understand the specifics

of each step taken and are able to reproduce, extend, and support each configuration. All configuration will be completed using the Administration, System Configuration, Security and Integration modules. No java customization, application cloning, or proprietary configuration software will be entertained. The Hosting Services Provider will provide technical system administration services during the project and beyond. Core Maximo configuration shall be completed for the three water treatment plants and the potable water pumping facilities as previously defined. Further Maximo configuration services may be procured in subsequent phases of work.

Integration with City Applications: The Consultant shall prepare technical specifications and procurement documents and lead the vendor selection/contract negotiations for the systems integration work described herein. Systems integrator(s) will be procured through the City and contracted by and with the City. The development of the interfaces, testing and go-live activities will be completed in phases, beginning with the GIS, SAP and financial system interfaces. Configuration necessary to support the interfaces will be the responsibility of the systems integrators. The Consultant will be responsible for coordinating the acceptance testing process.

The scope of work is summarized below. This RFCSP solicits scope and costs for Phase One of the City’s EWAMS. Activities within this Phase 1 are described below. This is intended to be a functional scope description. In response to this RFCSP the Proposer shall elaborate on how the general scope described below will be executed. It is anticipated that the Proposer will add tasks to each of the Activities described.

Activity 1 - Program Management Services: This includes facilitating the activities of Program Management Office team members, coordinating the work and deliverables of contractors supporting the program, and coordinating the activities of this program with related City business activities. This also includes introduction to the core team of the Maximo technology, review of the currently established standards for the system development and best industry practices. The Consultant will lead the Core Team through an evaluation of business processes to be supported by the EWAMS and related technologies, identifying options and making recommendations for process optimization and technology configuration to support the best practices. It is anticipated that the core team members will participate actively in implementation activities and the ongoing execution and support of the EWAMS program.

The Consultant shall prepare an initial project schedule which shall be updated periodically as needed. The Consultant shall prepare and update software configuration documentation in a fashion suitable to the City.

Activity 2 - Selection of Technical Systems Integrator(s): The Consultant shall prepare statements of work to support a qualifications based – shortlisting procurement model for each of the interfaces defined herein. The Consultant shall lead the evaluation/selection/negotiation process.

Activity 3 - Set Up Location Hierarchies, Asset and Work Management Standards, and Business Rules The Consultant will advise the Core Team on industry best practices and facilitate the definition of process based location hierarchies for treatment plants and facility based hierarchies for pump stations as well as a system to appropriately manage the buildings for which EBS is responsible, including building associated with treatment plants and pump stations as well as various administrative buildings, maintenance yards, and other special purpose facilities.

The Consultant will advise the Core Team on appropriate strategies for defining and managing appropriate preventive and predictive maintenance strategies using the EWAMS platforms. Consultant will assist the Core Team in the configuration of these business strategies and will lead and facilitate the configuration of the system to support industry best practices and the City’s adopted maintenance standards. The Consultant will migrate the DWU WTPs and the Pumping Section to the newly configured environment. Go-live for other departments and DWU divisions will be a subsequent phase of work.

The Consultant shall include all necessary interviews or workshops with impacted departments or divisions as well as subject matter experts to accurately define the functional and technical business needs for the system interfaces.

The Proposer shall submit its suggested scope of work for this element of the scope. It is not the City’s intent to prescribe a scope methodology except that the tasks under this work category shall be used to help train the City’s Core Team to become proficient in the use of the Maximo software.

This work shall include development of an Organizational Transition Strategy that defines practical requirements for staffing the roles and responsibilities defined through development and configuration of the system. The Consultant shall support go-live activities and provide adequate coaching and training to satisfactorily transition the WTP and Pumping organization to the EWAMS

Assumptions that may impact the Proposer’s approach are:

Configuration plans will be limited to those that can be applied easily through the Maximo Administration, System Configuration, Security and Integration modules without java customizations. The City anticipates minimal need to customize BIRT reports; rather, the City expects the Consultant to train the technical members of the Core Team to create and extend reporting objects and to train the functional members of the Core Team to use these objects to define ad hoc reports.

Configuration plans will focus on the desktop applications. Mobile technology configuration may be addressed in a subsequent phase of work.

The City, with assistance from its software hosted services provider, will migrate configurations to the Testing, Training and Production environments as needed

For BIRT reports that may require modification, such as the WOPRINT work order details report, the Consultant will be responsible for assisting the Core Team with the development of report specifications and for reviewing and testing the report modifications. BIRT report customization will be provided by the City’s hosted services provider.

5. Owners ResponsibilityThe Proposer may assume the following will be provided by the City:

equipment and material lists documentation of the chart of accounts documentation of job titles, mean hourly rates and fringe rates list of all warehouses used with a spreadsheet list of all materials stored in each, reorder

points, A/B/C classifications, standard or average cost of each item list of all employees and their Active Directory names and employee ID numbers list of the City’s vendors in a spreadsheet or other acceptable means list of all commodity codes or item numbers covered by City master agreements

including unit prices

The City will provide access to any EWAMS environments necessary in conducting the work scope.

Meetings, workshops and other collaborative settings with City staff will be arranged and coordinated by the City and will take place at City facilities.

6. Experience RequirementsDue to the very specialized nature of this work, each Proposer shall demonstrate their competence in performing the work described herein by submitting evidence of at least five (5) years of experience in the collaborative development and implementation of work and asset management systems for large city or county utilities.

Proposer should demonstrate its competence in performing the work described herein and provide a list of at least three public agency asset and work management clients that have implemented Maximo within the previous five (5) years. References should include the public agency name, address, phone number and contact name of a person who can and will discuss the nature of the Proposer’s work for their agency.

Proposer should submit a complete professional profile (resume) of all key personnel who are likely to work on this contract. Documentation should outline their education, training, certifications, licenses and experience related to the scope of work as contained in these specifications.

“The Awarded vendor for The Program Management Consultant for BUZ1612 Enterprise Work and Asset Management (EWAMS) Program will be precluded

from participating as a primary contractor or subcontractor for any services resulting from this RFCSP.”

7. General and PricingThe City is only interested in a Consultant that may enter into a Contract based on deliverables with compensation equivalent to those products and services provided to the City. Payment schedule based on required services shall be submitted, negotiated, and finalized during Best and Final Offer (BAFO).

Pricing provided in the responses will be considered firm for the thirty six (36) month term of this contract from the date of the award.

8 Proposal Effective PeriodProposals, including pricing, shall be valid for a minimum of 150 days from the proposal opening date. If the evaluation process takes longer than this, the City may request an extension from some, or all, Proposers.

9 ExceptionsAny and all exceptions to specifications must be addressed by email to the buyer no later than two (2) days following the pre-proposal conference. If exceptions are approved, all proposers will be notified by an addendum to the original RFCSP. If there are no exceptions, the full scope of services must be furnished exactly as described

10 Insurance RequirementsThe successful Consultant will be required to purchase and maintain, during the term of the

contract, insurance as described in Exhibit E and agrees to the indemnification agreement therein.

B. Failure to provide proof of required insurance to the City’s representative within 15 days after award notification shall disqualify the selected vendor.

C. If the selected vendor allows required insurance coverage to lapse during the term of this agreement, they shall be found in default and this agreement may be terminated, depending on the type of insurance and the vendor’s ability to reinstate coverage within a reasonable time.

11 CommunicationIn order to provide the customer service required, Proposer(s) shall respond quickly and clearly, this is essential for the City. Proposer shall answer written correspondence from the City within three (3) working days; Proposer shall have a company employee (no answering machine or service) answering the phone during normal business hours or provide either a mobile phone or pager number. Phone messages left with personnel must be returned within two (2) hours.

12 ProposalAll proposals shall be submitted in a sealed envelope clearly marked with BUZ1612. All proposals shall be received at the address below no later than the date and time. Address proposals to:

City of DallasBusiness Development and Procurement Services

Attention: Kent Brown 1500 Marilla St., Suite 3FN

Dallas, TX 75201

Any proposals received after 2:00 p.m. on the due date will be considered late and non-responsive and returned to the applicant unopened. NO EXCEPTIONS. The City reserves the right to reject any and/or all proposals or waive irregularities.

13 Cover LetterInclude a cover letter transmitting the proposal to the City of Dallas, indicating the title of procurement and opening time and date. This letter will include an Executive Summary of the submittal. The cover letter shall indicate that the Proposer's company agrees to be bound by the proposal included in your original proposal submission without modification. The cover letter shall also include the following; the name of the company submitting the proposal package and the name, address, phone number, and e-mail address of the Proposer’s designated contact person.

14 SubmittalThese instructions present the guidelines governing the format and content of the Submittal and the approach to be used in its development and presentation. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. No limitation on the content of the proposal is intended in these instructions and inclusion of any pertinent data or information is permitted.

All Submittals and attachments shall be in English, complete, and free of ambiguities, alterations, and erasures. A duly authorized officer or agent of Proposer shall execute it. In the event of a conflict between words and numerals, the words shall prevail.

Submittals are to be typed and prepared on preferably both sides of 8-1/2" x 11" paper.

1. No modifications or addenda will be accepted after the proposal submission date and time unless requested by the City.

2. Each firm’s proposal shall be typed and submitted as:a. One (1) Original proposal– clearly marked “ORIGINAL” on the front and

signed in blue ink, by hand, in the space marked Authorized Signature.b. Six (6) legible hard copies – each clearly marked “COPY” on the front.

c. Two (2) electronic copy on a flash drive of the entire submittal with the firm name, solicitation number and submittal name on the front.

3. All shall be submitted in a sealed package. Faxed or emailed responses are not acceptable.

4. The exterior of the sealed package shall reference the RFCSP name and number. The City of Dallas is not responsible for submissions not properly identified.

Submittals shall adhere to the following format and provide, at a minimum the material listed:

1. Cover Letter Contents previously described

2. Scope of Work Detailed work scope description. Include assumptions and deliverables.

3. Schedule and Fee Include a high level Gantt chart. The chart shall show individual time lines for each

major task. Dependencies are not required. Note while this RFCSP includes EWAMS services for three years the scope of work described herein is intended to be executed in less than 36 months. The Proposer shall submit a proposed schedule for the work scope defined herein.

The fee shall be presented as a firm fixed fee for each deliverable as previously defined (or grouping of deliverables) defined by the proposed Scope of Work. See the sample “Bid Price Sheet” for a suggested bid price format that shall be included in this Section 3 of the Proposal.

4. Consultant Team Show an organizational chart. Include brief bios for each key staff member. Define

each staff member’s role on the project Address the City’s M/WBE goal as it relates to the proposed team.

5. Appendices Appendix 1 – Resumes Appendix 2 – Other material the Proposer may consider important

Below is a suggested format for the Proposal Price Sheet that shall be submitted with Section 3 of the Proposal. In that regard the City anticipates more detail (granularity) in the Proposer’s Price Sheet than in the sample shown below. The Proposer’s Bid Price Sheet format must allow for the City reviewers to obtain a clear understanding of the cost for each element of the Proposers work scope.

Service Category Fixed FeeGeneral Support and Project Management $

Develop Program (organizational strategy, core team and training) $

Location and Equipment Hierarchy and Data Mapping (Treatment Plants, Pump Stations, Buildings)

$

Business and Organizational Rules Configuration $Interface Requirements Definition $Interface Procurement Assistance (Develop documents, evaluate responses, prepare shortlists, conduct interviews, negotiate contract/fees)

$

Total $

15 RFCSP InquiresDuring the Solicitation process, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to: kent.brown@dallascityhall.com. All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is no later than two days following the Pre-Proposal Conference. Requests for information will not be honored beyond the established timeframe to allow sufficient time for distribution of the requested information to proposers. Responses provided will be written and will be issued via Addendum. Addenda will be made available electronically on the City’s procurement website: https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService. No proposal negotiations, decisions or actions initiated by any proposers as a result of any verbal discussion with any City employee shall be binding upon the City of Dallas. Only proposers will be notified of any communications after the proposal closing.

All inquiries shall be directed to the buyer assigned to this procurement. Inquiries are not to be directed to any consultant of the City or City staff member. Such action may disqualify proposers from further consideration of this RFCSP.

During the initial review of the RFCSP and preparation of proposals, proposer(s) may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, proposer(s) shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all proposers before the RFCSP due date and time.

The Business Development and Procurement Services Department will make all necessary arrangements for direct contact with other City departments, if required.

16 Preproposal ConferenceThe City shall hold a pre-proposal conference for potential Proposers concerning the City’s requirements. The pre-proposal conference will be held at 9 a.m. on January 27, 2016 at 1500 Marilla Street, 3FS, Dallas, Texas, 75201. This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-proposal conference, it will be posted as an addendum online for all potential Proposers to view. This RFCSP shall only be modified by written addendum. Verbal agreements or statements are not official and are non-binding on the City.

17 Opening of ProposalsProposals will be opened by the City at 2:00 p.m. the next business day following the due date so as to avoid disclosure of contents to competing Proposers. Proposer names will be publicly read. It is the responsibility of the Proposer to clearly mark and identify all portions of the proposal, which, in the Proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

18 Selection of Best Qualified ProposalsAn evaluation committee will review the proposals submitted by all Proposers. On the basis of the evaluation criteria, the City will determine which proposal(s) are best qualified for the award of the contract. The City may at any time, investigate a Proposer's ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City of Dallas' request; however, if failure to submit such information does not clarify the City's questions concerning the ability to perform, the City may discontinue further consideration of a particular proposal.

Please be aware that the City of Dallas may use sources of information not supplied by the Proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

The City of Dallas or its representative reserves the right to cancel this agreement anytime if the services are deemed unsatisfactory.

19 Discussion with Reasonably Qualified ProposersThe City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers.

The request for best and final offers may include:

• Notice that this is the opportunity to submit written best and final offers.

• Notice of the date and time for submission of the best and final offer.

• Notice that if any modification is submitted, it shall be received by the date and time specified or it may not be considered.

Following evaluation of the Best and Final Offer (BAFO), purchasing may select for negotiations the offer that is most advantageous to the City, considering price or cost and the evaluation factors in this RFCSP.

After the most advantageous Proposer(s) has been identified, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, Purchasing Services will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and Business Development and Procurement Services executes a completed contract or Business Development and Procurement Services determines that no acceptable alternative proposal exists.

The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint.

20 Rejection or Acceptance of ProposalsThis RFCSP does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP.

The City will require the recommended proposer to sign the necessary contract documents prepared by the City Attorney's Office. A sample contract is included as an attachment.

21 AddendaAny interpretation of or change in the RFCSP will be made by addendum. The City will not be responsible for any other explanations or interpretations.

22 Late and Withdrawn ProposalsProposals offered to the City after the time and date will not be accepted. Any proposal may be withdrawn prior to the scheduled due date.

23 ConfidentialityRespondents are advised that materials contained in proposals are subject to open records after the contract award, and may be viewed and copied by any member of the public, including news outlets and competitors. The Attorney General may make the final determination as to whether documents are releasable.

24 Disqualification of ProposersProposers may be disqualified for any of the following reasons, but not limited to:

• Reason to believe collusion exists among the proposers.• The proposer is involved in any litigation against the City of Dallas.• The proposer is in arrears on an existing contract or has failed to perform on a

previous contract with the City of Dallas within the past five years.• Any attempt to improperly influence any member of the City Selection Committee,

• Substantial deviations from the City’s contracts,• A Proposer’s default under any type of agreement which resulted in the termination

of that agreement,• Owing the city any fines or fees.

25 Method of AwardThe City reserves the right to award by the method deemed most advantageous to the City.

The City will require the selected Proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the successful proposers and the City of Dallas.

• No work shall commence until the contract document(s) are signed; and Proposer has provided necessary evidence of insurance as required.

• In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected Proposer and commence negotiations with another Proposer.

• If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities.

• Misrepresentation of the Proposers’ ability to perform as stated in the proposal may result in cancellation of the contract award.

• The City of Dallas reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available.

• The City of Dallas will require the Consultant to sign the necessary contract documents prepared by the City Attorney’s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee.

• Contract award will be subject to approval by the Dallas City Council. The City of Dallas will require the awarded Consultant to sign the necessary contract documents prepared by the City Attorney’s Office prior to going to Council.

Proposers understand and agrees that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for Proposer’s actions.

26 City’s ResponsibilitiesFor services performed, the City shall pay the successful Proposer an amount not to exceed the successful proposal amount.

27 Vendor (Consultant) ResponsibilityIn order for a proposal to be considered for funding, Proposers must comply with the requirements as specified, and provide requested information and attachments.

Vendor (Consultant) will assume complete responsibility for all tasks detailed in the "Scope of Services."

Any task not specifically detailed in the specified work program as the responsibility of the City will be the responsibility of the Vendor (Consultant).

28 Applicable LawThe City has determined that this is a ”high technology procurement" within the meaning of Chapter 252, Local Government Code, Vernon's Texas Civil Statutes (see Attachment 16). This statute, as amended effective August, 1985, provides for acquiring certain equipment, goods, or services of a highly technical nature through the use of competitive sealed proposals, rather than competitive sealed bids. Proposers must be familiar with the provisions of Chapter 252 since it governs this procurement. Many other statutes, regulations and guidelines may apply to the System (such as FCC, FAA and others) and still others may affect the way proposers choose to conduct business. Proposers must be familiar with all the legal requirements (as well as technical requirements) to provide this system. All communications must be through the designated point of contact. No communication with any other City personnel is permitted.

All Proposers must be able to legally conduct business in the State of Texas.

29 Method of SelectionAll proposals received by the above referenced due date will be reviewed by an Evaluation Committee as part of a two-step selection process. The first part of this process, proposal review, may result in the creation of a short list to consist of those solution providers that are to be invited to demonstrate their solution. The second part of this process is to evaluate and rank the Proposer’s interview(s).

The City will initiate a BAFO process with the Proposers who are ranked highest. A recommendation for award of a contract will be made to the Proposer(s) that offer the solution that best meets the needs of the City.

30 Evaluation Procedure and SelectionThe Selection Committee will consist of City technical, management, and end-user personnel and others designated by the City. This committee will evaluate the proposals based on criteria and respective weighting listed below:

Cost 30%Capability and Expertise 30%Technical and Procedural Match 25%Business Inclusion and Development Plan 15%Total Points 100%

As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references.

It is each proposer’s responsibility to effectively communicate their qualifications, services and products to the City of Dallas by thoroughly responding to each requirement contained in this RFCSP.

The evaluation is based upon the following criteria:

1. Cost (30%) including:a. prices as quoted on the Price Bid Sheets

2. Capability and Expertise of the Proposer (30%) This includes reputation and quality of the Proposer and its services including, but not limited to:

a. Qualifications of key technical, supervisory and management staff as it relates to successful similar programs for municipal utility and government agencies particularly as it relates to asset management business process improvements and performance measurement programs

b. Proposer’s experience with water/wastewater utilities approaching the size and complexity of DWU

c. General overall water utility industry knowledged. Familiarity with DWU, EBS and TWM work and asset management requirements,

goals and objectivese. Experience with specific Maximo, Tririga and ESRI GIS applicationsf. Previous performance on work order and asset management projectsg. Response of references regarding Proposer’s work

3. Technical and Procedural Match (25%)The extent to which the Proposer’s scope of services meets the City’s technical and functional needs including but not limited to:

a. Personnel available to execute the contractb. The extent to which the Proposer’s work scope meets the implementation

sequence and schedule objectives of the Cityc. The extent to which the Proposer’s work scope meets the technical

requirements of both the work management system implementation and the interface specification development

d. The proposed manner in which the core team will be engaged with respect to the goals for this team as previously defined

4. Business Inclusion and Development Plan (15%)Demonstrated inclusion and commitment to and understanding of the City’s Business Inclusion and Development (BID) Plan – It is the policy of the City of Dallas to involve Minority Business Enterprises and Women Business Enterprises (M/WBE) to the greatest extent feasible on the City’s construction, procurement and professional services contracts.

The following information shall be submitted with the proposal and shall include:

• Submission of an Affirmative Action Plan or Policy – 1% • Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204) – 1% • Submission of the RFCSP/RFQ Contractors Affidavit History of M/WBE Utilization

Form (BDPS-FRM-205) documenting the history of M/WBE utilization on previous contracts – 4%

• Submission of the RFCSP/RFQ Contractors Affidavit Type of Work by Prime and Sub-consultant Form (BDPS-FRM-206) which includes a significant number of diverse M/WBE firms in meaningful roles on the project – 7%

• (1) The name, address and telephone number of each M/WBE• (2) The description of the work to be performed by each M/WBE; and• (3) The approximate dollar amount/percentage of the participation• Submission of the Business Inclusion and Development Affidavit (BDPS-FRM-203)

which demonstrates the intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. The BID Affidavit exhibits evidence of acknowledgement of the City of Dallas’ BID Plan – 2%

Each proposer should submit all relevant, factual, and correct information for evaluation of the above criteria with their proposal. The evaluation committee will evaluate each proposal based on the data submitted. If additional information is submitted with the proposal package, the proposer should clearly reference it separately from the requested bid submittals. Failure to provide requested proposal submittals will adversely affect your score. If the Evaluation Committee is unable to determine qualifications due to lack of documentation provided by the proposer, the proposal will receive few or no points for that evaluation criteria. The City may, at its option, require prospers to provide additional information after proposal opening, if deemed necessary by the Evaluation Committee

31 Presentation and InterviewsThe City may short-list a small number of Proposers to give a formal presentation. The City will notify all Proposers, regardless of whether a Proposer is invited to participate in a presentation or interview.

The purpose of the presentation is to validate the project approach and give Proposers an opportunity to formally present their capabilities and companies.

The presentation will take one hour for each short-listed finalist. The presentation will be performed at the Proposer’s expense.

The following is the general structure of the presentation:

• Brief introduction of Proposer’s team, and overview of qualifications • Overview of the Company history• Proposer will show and explain work scope, project understanding and schedule• Proposer will discuss show and explain any services not specified in this RFCSP,

but included in their Proposal

The City will select the site for the presentation. The City will provide Proposers with adequate access to the facility before the meeting. The presentation will occur before five (5) to ten (10) individuals that are somewhat to very knowledgeable of the City’s needs as they relate to EWAMS. Proposers must plan the presentations and materials accordingly.

Throughout the presentation City representatives may ask questions pertaining to the proposal, the approach, or any other relevant concern.

32 Business Inclusion and DevelopmentThe City encourages Proposers to consider utilization of subcontractors and to provide Minority Business Enterprise and Women Business Enterprise (MBE/WBE) subcontractors with a full and fair opportunity to submit proposals to participate on this contract. Proposers are encouraged to use the suggested voluntary outreach efforts by contacting the Buyer to obtain the necessary forms and instructions.All proposers will complete and submit the Business Inclusion and Development (PROPOSAL) forms attached to this RFCSP. The PROPOSAL packet also includes an overview of the City's program and participation goals established by the Dallas City Council.

Help in preparing the forms may be obtained by contacting a member of the ResourceLink team:

Laura Hurtado214-243-2130

Laura.hurtado@dallascityhall.com

33 Invoicing RequirementsIn order to be in compliance with these specifications, awarded Consultant shall have received a hard copy of a City of Dallas Delivery Order (DO) prior to services being provided unless stated otherwise. The DO shall show the specific service provided, reflect the price(s) on the Consultant’s bid sheet, and show time period to be covered by the Delivery Order. Each invoice submitted for a service job shall include the same DO number that

authorized the service request. The City of Dallas is not liable for any service preformed in which a DO was not first obtained, unless the assigned City administrator agrees in writing. If additional work is discovered while the Consultant is working on a project, the Consultant shall obtain authorization from the City before proceeding with any additional work. Invoices submitted for payment shall have the following information:

• Consultant’s name and company address • Name and address of the job site where services were provided • Date of the completion of that service• Delivery order number that authorized the service • Detail description of each service provided• Unit cost and extended cost of each line item• Total cost of the order

Upon receipt and approval of services, the department will flag the system for payment of service(s), provided that the invoice total is correct. Invoices submitted without requested information will be returned to the Consultant, and payment will not be made until required information is provided on the invoice. Payment under the contract will be based solely on the unit price or prices quoted for actual services preformed, number of service hours properly performed and or any other item provided under the contract; no extra cost or claims will be allowed. All original invoices shall be sent to: City of Dallas Accounts Payable, 1500 Marilla Room 3EN, Dallas TX 75201, and a copy sent to the department requesting the service. Please Note: It is advisable to submit invoice to Accounts Payable after receiving department approval of service performed.

Copies of invoices/billing statements from any sub-consultant to the Consultant shall support all costs associated with sub-consultant’s work.

34 PaymentPayment will be made within thirty (30) days of receipt and approval, and receipt of accurate invoice. No payments will be made from statements. Successful Proposers will ensure that the correct mailing and remittance addresses are on file with the City of Dallas. Payment for all three (3) years of service up front will not be made. Payment will coincide with the fixed fee line items submitted in the proposal and as may be amended during BFO negotiations and defined in the contract document.

35 TerminationThe City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Proposer. The City will compensate Proposer in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such notice.

36 Errors and OmissionProposers shall not be allowed to take advantage of any error or omission in this RFCSP. The Proposer is required to review the RFCSP carefully and notify the City Business Development & Procurement Services Department if errors are found.

37 Supplemental InformationThe City reserves the right to request additional information from individual Proposers, or to request all Proposers to submit supplemental materials in fulfillment of the content requirements of this RFCSP, or to meet additional information needs of the City.

38 Contract NegotiationsContract negotiations between the Proposer and the City will be completed and signed by the Proposer, prior to award by the City Council. Sample contracts are included as attachments for review of the City’s general terms and conditions.

39 Wage Floor Rate RequirementOn November 10, 2015 the Dallas City Council passed Resolution 15-2141 which requires prime contractors, awarded general service contracts valued greater than $50,000, and first-tier subcontractors on the contract to pay their employees rendering services on the contract a wage floor of not less than $10.37 per hour.

Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts greater than $50,000 shall be effective immediately on all new contracts awarded after November 10, 2015. Vendors bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract. The City reserves the right to audit such contracts for compliance with the wage floor requirement as mandated by Resolution 15-2141. This requirement does not apply to construction contracts in which prevailing wage of employees is governed by the Davis-Bacon Act as defined in the Texas Local Government Code 2258, purchase of goods, procurements made with grant funds or procurements made through cooperative and/or inter-local agreements.

The purpose of this policy is to promote an acceptable wage floor for working families in the City of Dallas, increase the level of service delivered to the City through specific contracts and reduce turnover in such contracts thus maintaining a continuous and consistent level of service for vested parties.

The City Manager shall use the following definitions to administer the benefactors of the “wage floor” for purposes of the referenced resolution:

"City" means the City of Dallas, Texas.

"General Services Contract" means any agreement between the City and any other Person or business to provide general services through an awarded City contract valued greater than $50,000. A General Services Contract for purposes of the Resolution does not include (i) a contract between the City and another governmental entity or public utility, (ii) a contract subject to federal or state laws or regulations that would preclude the application of the application of the wage floor, (iii) or a contract with all services under the contract performed outside of the City of Dallas.

"Subcontractor" means any Person or business that has entered into its own contract with a prime contractor to perform services, in whole or in part, as a result of an awarded City general services contract.

"Employee" means any person who performs work on a full-time, part-time, temporary, or seasonal basis, including employees, temporary workers, contracted workers, contingent workers, and persons made available to work through services of a temporary services, staffing or employment agency or similar entity.

Wage Floor Reporting Requirements

Contractors awarded City general services contracts as described in the wage floor rate requirement section of this specification shall be required to provide the buyer the residential zip code and respective number of employees directly impacted by the wage floor requirement ten days after Council approval and on January 1st. but not later than January 31st. for the term of the contract. The Contractor shall submit the report to the contract administrator during the established period.

Wage Floor Compliance Requirements

Vendors submitting a response to a solicitation for general services must comply with the wage floor requirement to be consider responsive. The City may request of vendors, at any time during the pre or post award process, to demonstrate compliance with the wage floor requirement. Vendors not compliant with the wage floor requirement will be deemed nonresponsive and will not be considered for award. Vendors awarded general service contracts must comply with the wage floor policy and reporting requirements for the term of the contract, failure to remain in compliance may result in breach of contract.