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REQUEST FOR PROPOSALS

#09-17

FACILITIES MANAGEMENT SYSTEM FOR THE SANTA ANA UNIFIED SCHOOL DISTRICT

PROPOSAL DEADLINE DATE:

January 23, 2017

By 4:00 p.m.

SUBMIT PROPOSALS TO

Jonathan Geiszler,

Director, Purchasing & Stores

SANTA ANA UNIFIED SCHOOL DISTRICT

1601 E. Chestnut Avenue, Purchasing Dept., Rm A150

Santa Ana, California 92701

Phone: 714.558.5775

Fax: 714.558.5880

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TABLE OF CONTENTS

Requirements ...................................................................................................................... 3 Definitions............................................................................................................................ 4 Preparation of Proposal ...................................................................................................... 4 Explanations to Offerors...................................................................................................... 7 Amendments....................................................................................................................... 8 Validity of Firm Proposal .................................................................................................... 8 Submitting Proposal ........................................................................................................... 8 Modification/Withdrawal of Proposal................................................................................. 8 Late Proposals ..................................................................................................................... 8 Proposal Evaluation ............................................................................................................. 8 Agreement Requirements ................................................................................................. 11 Payment Terms .................................................................................................................. 12 Schedule / Work Priorities ................................................................................................. 12 Delivery Requirements ...................................................................................................... 12 Drug and Alcohol Free Workplace ..................................................................................... 12 Tobacco-Free Workplace ................................................................................................... 12 Attachment 1 – Firm Proposal/Offer Form Attachment 2 – Information Required of Offeror Attachment 3 – Statement of Work Attachment 4 – Non-Collusion Declaration

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REQUEST FOR PROPOSALS

#09-17

FACILITIES MANAGEMENT SYSTEM FOR THE SANTA ANA UNIFIED SCHOOL DISTRICT

REQUIREMENTS

The Santa Ana Unified School District (SAUSD) is pleased to issue this Request for Proposals (RFP) for a Facilities Management Solution for the Santa Ana Unified School District (See STATEMENT OF WORK for full scope).

Unless extended by an amendment to the RFP, the due date and time for the receipt of proposals is on or before Monday, January 23, 2017, at 4:00 p.m. PST, at the Purchasing Department of the Santa Ana Unified School District, 1601 E. Chestnut Ave., Santa Ana, CA 92701.

Please see the Santa Ana Unified School District web site at www.sausd.us under the “Community” and “Doing Business with SAUSD” section for any additional information, Addenda or RFP copies. General District information is available by calling (714) 558-5775.

Firms are strongly encouraged to submit any comments or exceptions to the RFP materials including the anticipated basis of the agreement, as described above in the space allotted on the web site listed above no later than Friday, January 13, 2017. Explanations will be provided for all to view on the abovementioned site.

Please submit five (5) proposal copies, plus a complete copy on DVD/CD/flash drive. Receipt of proposals is required on or before Monday, January 23, 2017.

For the purposes of this proposal, bidders are referred to as Service Provider, bidder or vendor. The District is referred to as District.

(a) Prices must be held firm from the award of a contract thru the 2017-2018 fiscal year ending June 30, 2018. Any anticipated cost increases to the District beginning on July 1, 2018 must be presented to the District for approval prior to April 1, 2018.

(b) The District reserves the right to deny any or all proposals associated with this RFP.

(c) All contracts entered into as a result of this RFP will be contingent upon funding and may be canceled by the District by providing notice to the vendor no less than 60 days prior to the renewal date of the contract.

(d) No change orders will be allowed for the work resulting from this RFP without out prior written consent of the Director of Building Services and the Director of Purchasing and Stores.

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INSTRUCTIONS AND CONDITIONS

1. DEFINITIONS:

a. As used herein, “RFP” means this Request for Proposal, RFP 09-17.

b. As used herein, “District” or “SAUSD” means the Santa Ana Unified School District.

c. As used herein, “Offeror” means the Firm or Contractor submitting a Proposal.

d. As used herein, “Offer” means the Proposal.

e. As used herein, “Contract” means an associated Agreement with the District.

f. As used herein, “Contractor” means the firm or Contractor that is awarded the contract with the District

2. PREPARATION OF PROPOSALS:

a. CONTENTS OF PROPOSAL

OFFERORS must submit five (5) paper proposal copies, in addition to a complete copy on DVD/CD/flash drive. All proposals shall address the following items in the order listed below. The proposal is to demonstrate the qualifications, competence and capacity of the firm:

i. COVER LETTER – Stating 1) the validity of the firm and irrevocable proposal/offer being valid for sixty days after RFP closing date, 2) work will be completed on or before the Districts required completion date (if work is to be completed prior to Districts requirement, it must state so in the letter), and 3) other appropriate items. The proposal must bear the signature of a person duly authorized to sign the proposal on behalf of the Offeror, and reference this RFP 09-17 and accept its terms and conditions or clearly and conspicuously indicate any exceptions.

ii. DESCRIPTION OF FIRM - This section should provide a brief description of the firm and statement of interest and qualifications for providing the requested equipment, software and services, include information regarding the size, location, nature of work performed, and years in business, and approach that will be used in meeting the needs

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of the District. The firm should list and describe the firm’s professional relationships involving the District for the last five years, together with a statement explaining why such relationships do not constitute a conflict of interest relative to perform the proposed services. Also, the firm shall give the District written notice of any professional relationships entered into during the period of this agreement.

iii. PERSONNEL - Submit resume(s) or profiles of the individual(s) who will be assigned to provide the requested services, including their qualifications and recent related experience providing similar services. The Offeror should state the size of the firm and the number/nature of the staff to be employed in this engagement on a full-time and on a part-time basis. An affirmative statement should be included that the firm and all assigned key professional staff are currently and properly certified or licensed to perform the services.

iv. CAPACITY & METHODOLOGY - Use this section to address the ability of the firm to undertake and accomplish the required scope of work for which you are requesting consideration.

v. PAST PERFORMANCE – Description of past performances of similar service and related experience. In addition, the firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with state regulatory bodies or professional organizations. The firm will list the most relevant and significant engagements performed in the last five (5) years that are similar to the size of engagement described in this request for proposal. These engagements should be ranked on the basis of project size. The firm will indicate the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal client contact.

vi. CUSTOMER SERVICE TO SAUSD COMMITMENT – Describe how the firm will provide service and fulfill the requirements and expectations of the District. Provide a description of how services will be performed by Offeror. Offerors are encouraged to provide additional information or description of resources the firm feels are pertinent to the RFP. Include letters of reference or testimonials. Ongoing commitment to providing outstanding customer service, professional development/education of staff and the number and type of employees must be indicated.

vii. ENHANCEMENTS AND UPGRADES POLICY AND FREQUENCY - Provide a clear description of the upgrade and enhancement policies for all applications proposed. This description should provide both a quantitative history for the past two years regarding both the frequency and the extent of the upgrades that have been delivered.

Clearly state both the two-year history and the policy going forward relative to both the vendor selling price and the total cost to the application owner for upgrades and enhancements.

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viii. Firm Financial Statement.

viii. Offerors shall execute and submit with any proposal/offer, the Attachment 1 “Firm Proposal/Offer Form.”

x. Offerors shall execute and submit with any proposal/offer, the Attachment 4 “Noncollusion Declaration Form.”

xi. Each Offeror must answer the questions in Attachment 2 of the RFP entitled: “Information Required of Offeror.” Note: Questions may be answered in other sections of the proposal if clearly and conspicuously identified.

xii. Each Offeror must propose a Schedule of Fees and Charges (pricing) including the following information:

a. Equipment and Software

i. Hardware and software

1. Manufacturer, make, and model

2. Technical information including detailed specifications and product literature

b. Labor

i. Detailed breakdown of hours and manpower to be used

ii. Qualifications of manpower

iii. Training, including classroom time, per diem expenses, or any other expenses deemed necessary by Offeror

c. Miscellaneous

i. Any other related items required to perform work (Can be placed in one category)

ii. Warranties and Software Assurance

iii. Any other expenses deemed necessary by Offeror

xiii. Five (5) paper copies of the proposal and a complete copy on a DVD/CD or flash drive shall be sealed together and submitted by no later than the closing date and time. Proposals shall be delivered to the attention of: Jonathan Geiszler, Director, Purchasing & Stores, Purchasing Department, Santa Ana Unified School District, 1601 E. Chestnut Ave., Santa Ana, CA 92701. It is the sole responsibility of the firm submitting the proposal to ensure that it is actually received by the District prior to the deadline time and due date

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and at the proper location. Unless this RFP is extended by a written amendment, proposals received after the due date and time, will not be considered.

xiv. Proposals shall be completed in all respects as required by the instructions herein. A proposal may be rejected if it is conditional or incomplete, or if it contains alterations of form or other irregularities of any kind. A proposal will be rejected if, in the opinion of the DISTRICT, the information contained therein was intended to mislead the DISTRICT in the evaluation of the proposal.

xv. The proposal submitted must not contain erasure, interlineations, or other corrections unless each correction is clearly and conspicuously authenticated by signing in the margin immediately opposite the correction the name of the person signing the proposal. An Offeror will be bound by the terms and conditions of the proposal, notwithstanding the fact that errors may be or are contained therein. However, if material errors are actually discovered in a proposal, the DISTRICT will notify the Offeror that the proposal, as submitted, appears to contain errors and require the Offeror to correct the errors.

xvi. The DISTRICT requests that Offerors provide a best and final offer.

xvii. The DISTRICT may request a meeting with the Offerors representative to request answers and clarifications or it may request that the Offeror answer specific questions in writing, or to make a presentation to the District or to its Governing Board prior to any Agreement award.

xviii. The DISTRICT may reject any or all proposals, and may waive informalities and minor irregularities in proposals received.

xix. All proposals and materials submitted in response to this RFP shall become the property of the District and shall be considered a part of the Public Record.

xx. After acceptance of the proposal by the District, a contract between the successful firm and the District will be executed and will consist of the terms and conditions of this RFP and the Statement of Work and Supplemental Terms and Conditions.

3. EXPLANATIONS TO OFFERORS:

a. If an Offeror desires an explanation or clarification of any kind regarding this RFP, the Offeror must make a written request for such explanation. Requests should be made on the “Bid Questions” District web page at www.sausd.us under the “Community” and “Doing Business with SAUSD” links.

b. The District will advise all Offerors known to have received a copy of the RFP of the explanation or clarification in the space provided on the abovementioned web site.

c. If an Offeror discovers any error such as an ambiguity, conflict, discrepancy, omission, or other error in the RFP, then the Offeror shall immediately notify the District in writing.

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4. AMENDMENTS:

Offerors are advised that the District reserves the right to amend this RFP at any time, prior to the RFP closing date. Amendments will be done formally by providing written amendments to all potential Offerors known to have received a copy of the RFP. If in the sole and absolute discretion of the District, the change is of such a nature that additional time is required for Offeror to prepare proposals, the District will change the due date deadline and notify all known Offerors in writing of the revised deadline due date. All addendums will be posted on the District web site.

a. Offerors must acknowledge receipt of any and all RFP amendments. This shall be done by the following means:

Include Signed Addend with Firm Proposal/Offer Form

b. Failure to acknowledge in writing the receipt of any amendments may result in proposal rejection.

5. VALIDITY OF FIRM PROPOSAL/OFFER:

Each proposal/offer must be a firm irrevocable offer, and remain open and valid for sixty (60) days after RFP closing date.

6. SUBMITTING PROPOSALS:

E-mail, telegraphic or facsimile offers or electronic offers and modifications will NOT be considered.

7. MODIFICATION OR WITHDRAWL OF PROPOSAL:

An Offeror may modify or withdraw a proposal after submission by written notice of withdrawal and re-submission provided that the proposal withdrawal is prior to the due date deadline specified for submission of proposals.

8. LATE PROPOSALS:

No proposal or proposal modification received after the due date deadline will be considered.

9. PROPOSAL EVAULATION:

a. It is anticipated that a contract will be made with the Offeror whose proposal is determined to be in the overall best interest of the District by applying the evaluation criteria established in this RFP.

b. A District Proposal Evaluation Committee will determine which, if any, proposal is in the District’s overall best interest to accept. The committee members will utilize the data provided by the Offeror in the chart below to rank Offerors submissions. A rating score of 80% or higher is required for an Offeror to be invited to participate in Round 2 evaluations. It is the Offerors responsibility to answer all items in the chart and include this chart with their RFP submission. During the evaluation, the District may request proposal clarifications, explanations and answers from an Offeror. The District may request an Offeror presentation and interview.

SANTA ANA UNIFIED SCHOOL DISTRICT 

FACILITIES MANAGEMENT SYSTEM ‐ RFP EVALUATON

Firm:

Max. Pts.

5

Max. Pts.

5

5

K‐12Community

College

Charter/

Private 

School

Non‐school 

District

Other 

Project 

Types

5

5

5

Max. Pts.

10

10

Max. Pts.

5

5

5

Max. Pts.

3

Item 9: Firm's location ‐ Write in city and county of 

headquarters or local office, whichever is closest

Evaluation of Firms: All responses will be scored using this evaluation sheet. A minimum score of 80% is required to qualify 

for the 2nd round of evaluation which includes review by a panel. Up to 10 additional points may be awarded in the second 

round based on subjective determination of the Firm’s ability to carry out the required work. SAUSD will select the top rated 

firm to be awarded the contract for these services.

Instructions: Fill‐in a response for each question in Sections 1‐5 below. Each correlates to a required element in the

RFQ Response Format.

1. Location/Accessibility Write in:

2. Past Performance Write in:

Item 10: Identify the Firm's number of years' experience in 

providing FMS Cloud Based Solutions

Item 2: Project listing ‐ Identify the number of K‐12 projects 

Firm has worked on within last 3 years 

Item 4: Industry experience ‐ Circle the type of projects the 

Project Team has worked on within the last 3 years (circle 

all that apply)

Item 1: Firm is the owner/creator or authorized reseller of 

the software solution (Circle Selection)Owner Creator Reseller

Write in:

Item 3: Indicate the number of staff, managerial, technical, 

and support that will be assigned to this project.

3. Cost Write in cost:

Item 7: Total Implementation cost to the District

Item 7: Post Implementation cost to the District, (Yearly 

Support and Maintenance)

4. Claims, Lawsuits, Arbitrations Write in:

Item 11: Identify the number damage claims filed against 

Firm by a client in the past 3 years

Item 12: Identify if you or any of your principals have been 

in litigation or arbitration or dispute of any kind on a 

question or questions relating to a public project during 

the past three years

Item 13: Have you or any of your principals ever failed to 

complete a project in the last three years

5. Record of Past Performance Write in:

Item 14: Identify the number of client reference letters 

from a K‐12 school district included in the Response (0‐3)

SANTA ANA UNIFIED SCHOOL DISTRICT 

FACILITIES MANAGEMENT SYSTEM ‐ RFP EVALUATON

Max

1

1

5

____________________

      Printed Name

Response organized as outlined in Response Format 

section

Responses will also be evaluated on the following formatting and grammatical criteria.

6.  Completeness of Response Write in:

              Signature              Date

Includes all items listed in Response Format section

Grammatical errors

I hereby certify that the above information is true and correct to the best of my knowledge.

By signing below, I further acknowledge that should any of the information I provide be found 

to be false, the Firm's Response shall be considered nonresponsive and ineligible for consideration.

___________________ ________________

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c. EVALUATION CRITERIA

Offerors are advised that all proposals will be evaluated to determine which proposal is the overall best interest to the District. Accordingly, evaluation will include but not be limited to the following criteria:

i. Qualification: To be considered, each of the following (3) items is required: (1) the Offeror is an authorized manufacturer’s representative (2) the firm has no conflict of interest with regard to any other work performed by the firm for the District; (3) the firm submits a demonstrable record of quality work.

ii. Past Performance: Experience and expertise of the firm in providing similar equipment and services to other public entities, especially a school district, and including the firm’s experience and performance on comparable size school district engagements.

iii. Professional qualifications and specialized experience of the proposed staff including the quality of the firm’s professional personnel to be assigned to the engagements and the quality of the firm’s management support personnel to be available for technical consultation; and the adequacy of the proposed staffing plan for various segments of the engagement and adequacy of analytical procedures.

iv. Current capacity and likelihood of the firm to accomplish the services herein for the duration of the time frame specified in the “Statement of Work” which include working during holidays, weekends, swing shifts, evening times, etc.

v. Proposed Services meet or exceed Districts specifications included

vi. Completeness and clarity of requested proposal content.

vii. Fees and overall cost to District.

viii. If desired by the District to aid in the facilitation of evaluation, an oral interview and presentation.

ix. Firm Location x. Firm’s years of experience in providing Cloud-based FMS solutions. xi. Have you or any of your principals been assessed damages for any project in the past three

years? Response must include information pertaining to principals’ association outside of the firm bidding this Project.

xii. Identify if you or any of your principals been in litigation or arbitration or dispute of any kind on a question or questions relating to a public project during the past three years.

xiii. Have you or any of your principals ever failed to complete a project in the last three years. xiv. Client Letters of Reference provided with the RFP response.

10. AGREEMENT REQUIREMENTS:

The firm selected will also be required to promptly enter into an Agreement with the District. Particular attention should be paid to the following:

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a. INSURANCE

The District requires that its must provide comprehensive liability, automobile liability and worker’s compensation insurance coverage per local, state, and federal limits with the District listed as additional insured. This insurance is to be paid by the Contractor.

b. FINGERPRINTING AND CRIMINAL BACKGROUND INVESTIGATIONS

The firm must execute a Certification by Contractor, Criminal Records Check district form prior to the performance of any work.

c. COMPENSATION AND PAYMENT

The agreement will be for a fixed amount and will be paid for when work is completed. All invoices must be fully supported and detailed and reflect any actual time spent, equipment and material used, and units of work provided/completed.

11. PAYMENT TERMS

Payment will be made by the District and on a Net 30-day term after all work is complete by the Contractor and accepted by the District. A final punch list may be required to be completed by Contractor prior to final acceptance of work.

12. SCHEDULE/WORK PRIORITIES:

Work is to commence immediately upon acceptance of the RFP and any contracts by the Santa Ana USD Board of Education.

13. DELIVERY REQUIREMENTS:

Comprehensive, cloud-based, mobile work order processing system and related support thru June 30, 2018.

14.DRUG AND ALCOHOL FREE WORKPLACE:

The Contactor hereby certifies, under penalty of perjury, under the laws of the State of California that under the contract he will comply with the requirements of the Drug-Free Workplace Act of 1988 (Government Code Section 8350 et. seq.) and the Santa Ana Unified Board of Education’s Policy (BP 4020). Therefore, the work site shall be kept drug and alcohol free at all times.

15.TOBACCO-FREE WORKPLACE:

The Contractor hereby agrees, under the contract, he will comply with the Santa Ana Unified Board of Education’s Policy (BP 3515.3) which states: “The Governing Board recognizes the health hazards associated with tobacco products, including the breathing of second hand smoke and desires to provide a healthy environment for students and staff.” Therefore, the work site shall be kept tobacco free and smoke-free at all times.

(END OF SECTION)

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ATTACHMENT 1

FIRM PROPOSAL / OFFER FORM

This Proposal/Offer Form must be duly executed and submitted with any proposal/offer to SAUSD.

The Offeror hereby agrees that its proposal/offer is subject to all RFP 09-17 provisions, terms and conditions, attachments, exhibits, amendments and other applicable materials which are attached or incorporated by reference. Offeror hereby agrees to promptly enter into an agreement in substantial accordance with such RFP provisions, terms and conditions, and secure a performance bond within five (5) days of the Districts intent to award the contract.

The Offeror hereby agrees that its attached proposal/offer of which this is part, is a firm and irrevocable offer and valid for acceptance by SAUSD for the period sixty (60) days after closing. The Offeror hereby agrees that if its proposal/offer is accepted by SAUSD that it shall provide all of the equipment and services in accordance with the RFP, as it may be amended.

Total Purchase Price (Not to Exceed) In Words and in Numbers:

______________________________________________________________________

Detailed Pricing to be provided in RFP Submission

______________________________________________________________________

($_______________________________________)

Name of Person Duly Authorized to Execute this Proposal/Offer: __________________

Duly Authorized Signature: ________________________________________________

Title: _________________________________________________________________

Date of this Proposal/Offer: _______________________________________________

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Offeror Name: __________________________________________________________

Offeror Address: ________________________________________________________

________________________________________________________

Offeror Telephone: ______________________________________________________

Offeror Facsimile: _______________________________________________________

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ATTACHMENT 2

INFORMATION REQUIRED OF OFFEROR

The Bidder shall furnish all the following information accurately and completely. Failure to comply with this requirement will render the bid informal and may cause its rejection. Additional sheets may be attached if necessary. "You" or "your" as used herein refers to the bidder's firm and any of its owners, officers, directors, shareholders, parties or principals. District has discretion to request additional information depending on the Project.

(1) Firm name and address:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(2) Telephone: _____________________

(3) Type of firm: (check one)

Individual _____ Partnership ______ Corporation ______

(4) Names and titles of all principals of the firm:

___________________________________________________________

__________________________________________________________

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___________________________________________________________

(5) Number of years in this type of work:

________________________________________________________________________

(6) How many years’ experience has your firm had in school district work?

_________________________________________________

(7) Have you or any of your principals been assessed damages for any project in the past three years? Response must include information pertaining to principals’ association outside of the firm bidding this Project. ________ If Yes, explain:

__________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

(8) Have you or any of your principals been in litigation or arbitration or dispute of any kind on a question or questions relating to a public project during the past three years? Response must include information pertaining to principals’ association outside of the firm bidding this Project. _______ If Yes, provide name of public agency and details of the dispute.

__________________________________________________________________________

___________________________________________________________________________

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_________________________________________________________________________

(9) Have you or any of your principals ever failed to complete a project in the last three years? Response must include information pertaining to principals’ association outside of the firm bidding this Project. ______ If so, give owner's name and details:

__________________________________________________________________________

_________________________________________________________________________

__________________________________________________________________________

(10) Do you now or have you ever had any direct or indirect business, financial or other connection with any official, employee or consultant of the District? _____ If so, please elaborate.

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

List of References - Projects of similar nature preferably in a school/community college/university within the last three (3) years. DISTRICT has discretion to require more than three references.

1. Name: ___________________________________________________________________

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Address and Telephone: ______________________________________________________

________________________________________________________________________

Contact Person: ______________________________________________________________

Type of Project: ___________________________________________________

Dates of commencement and completion of Project:

___________________________________________________________________________

Contract Amount: ___________________________________________________________

2. Name: ____________________________________________________________________

Address and Telephone: ______________________________________________________

__________________________________________________________________________

Contact Person: _____________________________________________________________

Type of Project: ___________________________________________________

Dates of commencement and completion of Project:

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___________________________________________________________________________

Contract Amount: ____________________________________________________________

3. Name: _____________________________________________________________________

Address and Telephone: ______________________________________________________

________________________________________________________________________

Contact Person: _____________________________________________________________

Type of Project: __________________________________________________

Dates of commencement and completion of Project:

__________________________________________________________________________

Contract Amount: ___________________________________________________________

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I certify and declare under penalty of perjury under the laws of the State of California that the foregoing Information Required of Bidder pages 1 through 7 is true and correct. Executed this ____ day of

____________, 20____, at ________________________, State of ___________,

_________________City, _____________________ County

_____________________________________________

Signature

_____________________________________________

Print Name

_____________________________________________

Title

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ATTACHMENT 3

Statement of Work

Description of Services:

The Santa Ana Unified School District is requesting pricing from qualified vendors to provide a comprehensive, cloud-based, mobile, work order process that include the following:

Specifications

System Overview

The Facility Management System (FMS) provider shall provide a complete and operational FMS system per the requirements of this RFP. The product is to include all software, specialized hardware, technical support, licensing, training, travel and any related expenses necessary to implement the system as described herein. The supplier is solely responsible for making the FMS operational on existing owner computer and network equipment as described in this RFP. The system is to be delivered complete, fully functional, fully documented and the Owner trained on its operation. Population of data shall be performed by the Owner.

Work Order Module

The FMS system shall have a work order module that will enable the owner school district to process work orders and capture all maintenance labor and costs. The system shall support:

• Database of employees along with labor rate information

• Database of vendors

• Ability to capture labor hours, contract costs, and material costs for each work order

• Request dates and completion dates

• Users can perform ad hoc queries of work orders using multiple complex search criteria and multiple sorting criteria.

• Customer work requests can be assigned priorities.

• Work orders can be defined according to the type and scope of work involved.

• Users can create sets of commonly needed work plans for use and reuse in the creation of work orders.

• Trade Shop can be added to or deleted from existing work orders.

• Work orders can be printed individually or in batches.

• Work orders include a searchable variable length text description field large enough to hold at least 500 characters.

• Work order fields other than work order number are editable subsequent to entry.

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• The software can record information about work requestors such as name, phone number, and email address.

• The software can record information about rental equipment.

• The software can record information about estimates including estimated and actual cost and hours.

• The software can generate reports on actual versus estimated costs.

• The software can record information about employees, including name, identification number, salary, etc.

• Labor and material transactions for each work order

• User definable work order tracking fields such as trade, purpose, budget and other codes

• Request routes on-line to personnel authorized for review and approval.

• Facility for on-line check of status of request

• Ability to work on requests from multiple sites simultaneously.

• Work order entry software can be configured to print quality assurance questionnaires, customized messages, surveys, etc., every 100 number of work orders.

• Comment area with ability to insert not less than 1000 characters, as well as graphics in order to provide greater detail to the work request.

• Work orders can be electronically routed to shops and others.

• A field identifying the work order data entry operator is included.

• Space, equipment, and asset descriptions and work procedures can be included on work orders.

• Work orders can be routed to appropriate remote printers depending on the shops assigned.

• The software permits concurrent work order entry from multiple client PCs.

• Multiple levels of security.

• The software has ability to generate Key Performance Indicators (KPls).

• Ability to authenticate with Active Directory

School site request and status communication system

The CMMS system will be configured to allow remote non-maintenance personnel to request service from the district maintenance department through an Internet web browser. This will allow the district

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to move towards a paperless work order environment and reduce the handoff delays and process costs associated with the request processes. In addition, the system should allow the remote site requesters to be provided status updates on requests that have been previously submitted. This status update should be filtered or password protected so that the requester only sees requests that have been previously submitted by him/her. In addition, the system should support email notifications that allow the maintenance department to automatically notify work order requesters when work is completed or when work is delayed due to parts orders or other reasons. The system should be able to provide mobile work orders in the field via a wireless or mobile device. The mobile workers should be able to create new work orders, record transactions, search for work by location/trade shop/etc. and have the ability to mark the work complete via the device.

Additional notes:

• Indicate additional hardware/software or network configuration requirements that are required to support this request/update feature.

• Indicate limitations on number of school site requesters that can be added to the system.

• Requests are routable to appropriate personnel for approval

• Each completed or closed work order will provide client with a link to an on-line survey entity, (Survey Monkey or equal).

Preventive Maintenance Scheduling System

The preventive maintenance scheduling system will allow the district to setup recurring preventive maintenance activities including tasks, safety checkpoints, parts and materials, frequencies, and estimated/actual time information. This system will allow the district to schedule, track, and report on preventive maintenance activities.

The preventive maintenance scheduling should help create, assign and manage recurring maintenance tasks efficiently.

• Track all scheduled maintenance

• Generate recurring maintenance schedules on a daily, weekly, monthly, quarterly or annual basis

• Store schedule templates or task boilerplates for quick creation of frequently used schedules

• Tracks equipment information, including manufacturer, model, and serial, service dates, and warranty expirations

• The software can store information on assets and equipment such as buildings, rooms, tools, supplies, vehicles, or other material items of value.

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• Asset and equipment work order histories, including accumulated costs, can be recorded, and these records are directly available from asset display windows.

• Can contain cost center account numbers to which costs can be charged by default.

• The software can maintain the preventive maintenance (PM) histories of assets and equipment for as long as five years.

• Asset and equipment records can contain or reference information on warranties and service contracts.

• The software alerts selected users to impending expiration of warranties with user definable lead times.

• Interfaces with work order module to automatically generate maintenance work orders.

• Can report on preventative maintenance by asset, location, building, employee

• Preventive maintenance activities can be scheduled on specified dates, days of the week, days of the month, and may be restricted to specified seasons.

• Sets of PM tasks can be defined for groups of similar equipment.

• Existing PM plans can be copied to create new PM plans.

• The software can generate reports of overdue PM orders.

• Various canned and user-defined asset tracking reports by asset, asset type, location, building.

• Automatically generate preventive maintenance work orders via integration with a work order system

• Display future scheduled work in a calendar format for resource scheduling

• Reports

• The proposed solution(s) shall provide numerous pertinent, system-standard reports. Describe reporting capabilities, standard reports, and custom report capability including import/export formats.

• Training and startup services

• Include in proposal your standard package for startup and training which includes installation of the system, client consultation on system requirements, comprehensive training of all system users, network and hardware configuration.

Santa Ana Unified School District NONCOLLUSION DECLARATION DOCUMENT 00 45 19-1

SANTA ANA UNIFIED SCHOOL DISTRICT 1601 East Chestnut Avenue

Santa Ana, California 92701-6322 (714) 558-5775

FACILITIES MANAGEMENT SYSTEM RFP: #09-17

NONCOLLUSION DECLARATION

Public Contract Code § 7106

TO BE EXECUTED BY SUBMITTER AND SUBMITTED WITH RFP

The undersigned declares: I am the [PRINT YOUR TITLE] of [PRINT FIRM NAME], the party making the foregoing Contract. The RPF is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The RFP is genuine and not collusive or sham. The submitter has not directly or indirectly induced or solicited any other submitter to put in a false or sham RFP. The submitter has not directly or indirectly colluded, conspired, connived, or agreed with any submitter or anyone else to put in a sham RFP, or to refrain from submitting. The submitter has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the RFP price of the submitter or any other submitter, or to fix any overhead, profit, or cost element of the RFP price, or of that of any other submitter. All statements contained in the RFP are true. The submitter has not, directly or indirectly, submitted his or her RFP price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, RFP depository, or to any member or agent thereof, to effectuate a collusive or sham RFP, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a submitter that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the submitter.

Santa Ana Unified School District NONCOLLUSION DECLARATION DOCUMENT 00 45 19-2

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on the following date: Date: Proper Name of Submitter: City, State: , Signature: Print Name: Title: