HomeMy WebLinkAboutIT16-288 - Original - TMA Systems, LLC - Facility Maintenance Management System (FMMS) Purchase & Installation - 08/07/2001 5q to
Agreement
Between TMA Systems and the City ®f Dent, WA
for the Purchase and Installation ®f a
Facility Maintenance Management System (F'.tvlMS)
I
�I
I
I
OtyOffent TMA Synome Carpal �
7777 I
Table of Contents
1.0 DEFINITIONS............... ..................................................................................................1
2.0 FIINUNCTALPROVISIONS..............................................................................................2
3.0 LICENSES......................................................................... .............................................
....2
4.0 RESIPONSIBILITIES........................................................................... .............................2
5.0 OPERATING ENVIRONMENT DESIGRATION.........................................................2
6.0 CHANGE,IN DESIGNATED OPERATING ENVIRONMENT"...................................3
7.0 ADDITIONAL LICENSES AND 7JC:1+',NSF FutuS.........................................................3
8.0 PRODUCT FUNCTIONTALITY...................................................—..................................3
9.0 TLNIELY SERArICF AND CORRECTIONS...................................................................3
10.0 WARRANTY.,.................... ...I... ....I........................................ .....................4
11.0 DAMAGES AND LIMITATION ON LIABILITY.......................................................1.5
12.0 INSURANCE. ...................................................................................................................5
13.0. SUPPORT AND MAINTENANCE......................................................................... ....6
14.0 TERMINATION.................................................................................................................
R
II
15.0 ATTORNEW FEES............................................................... .............. ...............S
16.0 GOVERNING LAW.................................................................:..............................I..........9
17.0 FN77RE AGREEMENT......................................................................................:.............9
EXfIIBITS �I�
A Vendor's Prim Proposal
B. Payment Schedule
C TMA Maintenance Agreement
D FMMS Request for Proposal & Addendums
i
E Vendor's RFP Response
City Of9enl / TMA Systems c mtr=1
CONTRACT BETWEEN CITY OF I£ENT AND TMA SYSTEMS
PARTIES
This Contract is entered into by and between the Cuy of bent, a municipal corporation under the
laws of Washington State (hereinafter referred to as the"City" or"Purchaser') and TNM
Systems, L.L.C,an Oklalionia Limited Liability Company(hereinafter`'Vendor'),lod'ated at
6846 S Canton, Suite 570,Tulsa, Old 74136, for the purpose of providing a Facility
Maintenance Management System.
.0 Deflni(IOHS
Accessory Software
Software delivered with the licensed software products but tvhicb require separate license with a
third party prior to their use
City Operating Environment
Operating environment means all host coniputer(s),network, client, and software operating
systems, database software(r e SQL Server), and any other peripheral dances necessary to
operate the City's system.
Final Acceptance
Final acceptance means the date, as determined by City,that the software product shall operate
in conformity with representations made by Vendor including,but not limited to its response to
RFP,the user manuals and `on-line" documentation in that order
Licensed Software Product
The computer prograimning code,including object code and any source code which may be
provided, for the software programs provided by the vendor under the vendor's response to the
RFP. Licensed software products do not include any accessory software
Request for Proposal or RFP
Request for Proposal or RFP means the City's published document seeking proposals for
Enterprise Document Management Software and Implementation Services,issued on September
18, 2000,
Response to RFP
Response to RFP means vendor's response to City's RFP,dated October 27, 2000,together with
vendor's demonstrations and supporting documentation presented at City's site
Software Documentation
Software documentation includes, without hniitation, all media,machine readable or othenvise,
including tapes,disks,diskettes,recordings,memories, chips,photos,panted or wntten
documents,manuals of any type, and any other media containing recorded or stored information.
Software Installation
Cary of%erti TMA Systems Contract n
Software installation means the point in time when all modules of the complete application
software package have been delivered to the City's site,configured to perform correctly on the
City's system,put into operation, and executed by City employees,
Software Support Agreement
Software support agreement means an agreement entered into between vendor and City to
become effective at the expiration of the warranty period that will provide for ongoing service,
maintenance,and updates of the software product and software documentation through telephone
and onsite assistance,
Updates)
Update(s)mcans program corrections,enhancements or upgrades to licensed software within the
scope of Clty's purchase of software product and software documentation
Warranty Period
Warranty period means the ninety-day (90)period after final acceptance in which the vendor is
responsible for service,maintenance, and update of the software product and software
documentation through telephone and onsite assistance prior to any software support agreement
taking effect Maintenance agreement will begin at the end of the warranty period
2.0 Financial Provisions
Payment for the products and services to be provided under this agreement shall occur as
established in Exhibit B,Payment Schedule,
2.1, Payment 1Nethod
All payments shall be made in U S Dollars within forty-five(45)days of invoice, so long as City
has accepted and approved the products and services listed on the invoice
3.0 Licenses
Any software license provided under this agreement shall be,guaranteed in perpetuity to the City
for use at the locations designated on the Client Registration Profile
4.0 Responsibilities
Vendor will provide the software product(s) and provide implementation and other services as
negotiated with the City in the final contract Vendor will provide doeumentation which
includes program specificatiuns (hat describe the program setup, operation, and maintenance,
5.0 Operating 13nvir®nment Designation
The license granted to use the software products under this agreement will be fully operational
when used on the City's operating environinent The City may not use the software on a Wide
Area Network or Intranet unless the City has an explicit written exception to this agreement,
signed by'Vendor The City may not use the software for use in a call center, act as a service
bureau or provide processing of third party data unless the City has an explicit written exception
to this license, signed by Vendor
013,ofKeM TMASyztdms CoMrao!
2 of 2 �f� Y
6.0 Chanp-C in Designated Operating Enviremnieiit
6.1. City
City may change its designated operating environment at any lone without mcumng additional
license fees,or the vendor shall specify other acceptable operating environment alternatives that
would not incur additional fees, The City may not use the software on a Wide Area Network.or
Intranet unless the City has an explicit written exception to this agreement, signed by Vendor
The City may not use the software for use in a call center,act as a service bureau or provide'
Processing of third party data unless the City has an explicit wnaen exception to this license,
signed by Vendor
6.2. Vendor Support for Existing Operating Enviroimrent
Vendor will Provide all identified support levels for the Oty's operating environment for a
nnnimum of five.(5) years from the date the City issues its final acceptance of the Vendor's
software.
7.0 Additional Licenses and License Nees
If the City increases the number of concurrent users until the expiration of the warranty period,
customer will pay additional license fees at the same rate as the initial license fees
8.0 Product Functionality
B.I. Functionality
The vendor's software application sliall provide the following functionality,
o Funchouabty documented in the vendor's response to RFP.
4 Functionality documented in any amendments to vendor's rear,, to RFP
4 Functionality demonstrated during the product demon ,s as described in the
City's RF>.
i Functionality documented in the vendor's software documentation.
a Functionality documented as part of this contract
8.2, Altgring Functional
In the course of updating or enhancing the software application,the vendor may alter an
application's functionality in accordance with the Maintenance Agreement,
i
9.0 Timely Service and Corrections
9.1. Timely and Professional Service
Vendor services shall be performed in a timely and professional manner Vendor further
represents that the services furnished under this agreement will be performed in accordance with
industry practices in effect at the time those services are performed
I
City of tent TMA Sysiew Cmaradt _ n
3 of 3 llj��'/
i
9,2. Defects Corrections
Throughout implementation and during the terms of all support and maintenance agreements,
including all renewal periods,vendor will correct 0) defects to the extent those defects onginate
from the acts or omissions of vendor's products or personnel
10.0 Warranty
10.1. Ville Warranty
Vendor warrants that is has frill title and ownership of the software products and other products
Vendor further is arrants that is has the frill power and authority to grant the license(s) granted by
this agreement to the City and that the license to and the use by the City of the softwaro products
and other products in no way constitute an infringement or other violation of any copyright,trade
secret, trademark, patent or other proprietary right of any third party.
IUl h7erchantability and Fitness Yarranty
Vendor represents and warrants that the software product(s), other products and software
documentation will be merchantable and will be fit for the particular purposes establishedm
City's RFP and vendor's response to City's RPP
103. Ninety Day Express Warranty
Vendor wairants that for ninety(90)days after purchase of the license by The City,the software shall
reasonably conform to the standards defined in the Documentation The sole and exclusive remedy for a
failure of the sollware to perform in accordance with the Documentation is for The City to notify
VENDOR in writing of the nonperformance within ninety(90)days of purchase Vendor sole obligation
shall be to provide The City with a performing copy of the software within a reasonable time after
receavmg notification of nonperfomiauce Any replacement software provided under this limited
warranty will be warranted for the remainder of the original warranty period or thirty(30) days,
whichever is longer THE FOREGOING STATLS TIIE SOLE AND EXCLUSIVE REMEDIES ROR
VENDOR BREACH OF WARRANTY THE LIMITED WARRANTY SET FORTH IN THIS
AGREEMENT GIVES THE CITY SPECIFIC LEGAL.RIGHTS THE CITY MAY 14AVE OTHER
R1GIITS,Vr'HICH VARY FROM STATE TO STATE OR JURISDICTION TO JURISDICTION
10.A. Virus Warranty
Vendor warrants that the software product(s) or other products do not contain any malicious
code,program,or other internal component (c g , computer virus, computer worm,computer
time bomb, or similar component), that could damage, destroy,or alter any computer program,
firmware, or hardware or which could in any manner, reveal, damage destroy,or alter any data or
other mfomiatroo accessed through or processed by the software product(s)or other products in
any manner Vendor shall immediately advise the City,in wasting,upon reasonable suspicion or
actual knowledge that the software products) or other products may result in the harm described
above
10.5. T4aintenanre Warranty I
Vendor warrants that it will maintain the software product(s), other products and software
documentation,including all updates, so that the software product(s), other products and
software documentation will operate in conformity with all miprovements,additions,or
modifications of the software installed at City's site or sites for a period of not less than five(5)
CatyafK" TMASyylenu Cow—jc�
4 of 4
I-,
years from the date of City's final acceptance of all software products, other products and
software documentation providing the City's Maintenance Agreement is in effect Vendor
warranty is defined in the Mamteuance Agreement
10.6. Indemnification
Vendor will indemnify and hold.harmless the City agamst any liabilities,claims,or demands that
may be made by any third person for infringement by, or alleged infringement by, Vendor of any
US third party Mark,or any U S Patent issues as of or after the effective date of this
Agreement, or any clams of Copyright Infi•mgement Provided,however, that(1)The City shall
have given Licensor prompt written notice,of such claim, suit, demand, or action; (2)The City
shall cooperate with Licensor in the defense and settlement thereof; and (3)Licensor agrees to
cure an infringement by obtaining the right for the City to use the item or designing a
replacement item that does not infringe upon the rights of the third party
11.0 Damages and Limitation on Liability
VENDOR'S TOTAL LIABILITY HEREUNDER FOR ALL DAMAGES,LOSSES, AND CAUSES OF
ACTION WHGTPIER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE
SHALL NOT EXCEED TIIE AMOUNT PAID FOR THIS LICENSE, IN NO EVENT, INCLUDINQ
NEGLIGENCE, WILL VENDOR OR ITS DMCTORS, OFFICERS,EMPLOYEES, OR AGENTS BE
LIABLE FOR INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES,
INCLUDING WITHOUT LIMITATION,ANY LOSS OF DATA OR LOST PROFITS, ARISING OUT
OF THE USE OR INABILITY TO USE TIM SOFTWARE, EVEN IF VENDOR OR ITS
AUTHORIZED REPRESENTATIVE HAS BEEN ADVISED OP TITS POSSIBILITY OF SUCH
DAMAGES SOME STATES DO NOT ALLOW TFIE EXCLUSION OR LIMITATION 'OF
LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, SO THE ABOVE
LIMITATIONS MAY NOT APPLY
12.0 Insurance
Vendor shall procure and maintain for the duration of this agreement, insurance against claims
for mjnnes to persons or damage to property which may inse from or in connection with the
performance of the work by the vendor, then agents,representatives or employees, Insurance
verification is to be provided by vendor.
111. Automobile liability
Automobile babihty insurance(including commercial automobile liability insurance)covemig
all owned, non-owned,hired,]cased vehicles Coverage shall be written on Insurance Services
Office (ISO)form CA 00 01 or a substitute form providing equivalent liability coverage If
necessary,the policy -,hall be,endorsed
112, General Liability
General Liability insurance shall cover liability ansing from premises, operations,products-
completed operation$, independent contractors and personal injury and advertising injury, The
City shall be named as an additional insured under the vendor's General Liability assurance
policy with respect to the work performed for the City,
CepofKent TMA Sysiew Co Orar.7_,i�
5 of 5
T7
I
i
12.3. Deductible
Any payment of deductible,or self insured retention shall be the sale responsibility of vendor.
12.4. Endorsement
Tire City, its officers, officials, employees, and agents shall be named as an additional insured on
the insurance pohcy,as respects work performed by or on behalf of the vendor.The vendor shall
furnish the City with original certificates and a copy of amendatory additional insured .
endorsements,
12.5. Coverage
Vendor's insurance shall coatani a clause stating that coverage shall apply separately to each
insured against whom claim is made or suit is brought,except with respects to the hrmts of the
insurer's liability
12.6, Primar
Vendor's insurance shall be primary insurance as respects the City, and Rball he endorsed to state
that coverage shall not be cancelled by either party except after this Jar days prior
written notice by certified mail, return receipt requested,has been given w the City of any
cancellation, suspension or material change in coverage
12.7, Failil .
A failure to provide insurance coverage and written acceptance of the tendered pohcy shall be
deemed to constitute a material breach of contract by vendor The City reserves the right to then
award the contract to another bidder In order to protect the public interest and notwithstanding
any provisions herein to the contrary, vendor's failure to comply with any provision in this
section shall subject the contract to immediate termination without notice and without recourse
by any person
13.0 Support and Maintenance
Vendor will also enter into a software maintenance services agreement with the City that will
enable the software system to perform m accordance with this agreement,the City's REP,the
vendors response to RPP,and otberrdentifted documentation,including amendments or addenda
that may be issued from time to time
This software maintenance services agreement will go into effect at the conclusion of the
applicable warranty period. Ualesa sooner terminated in accordance with Section 10 of the
Maintenance Agreement, this Agreement shall continue in effectfor(1)year renewal terms
Agreement will be deemed renewed if payment of renewal invoice is made wrtlnn thirty (30)
days after the start of the renewal term If payment is not made within sixty(60) days after the
start of the renewal tern,Vendor will cease providing maintenance services to the City and this
Agreement will automatically terminate without further responsibility on The City or Licensor
c,6,of Kent TMA Systems Contrwi
6of6
During the term of this maintenance agreement,vendor will provide, at a mimmurn, the
following software maintenance services:
0 All new releases of the software products)
o All software system modifications, updates and revision
0 All software system improvements
o All functional problem resolutions to the software produet(s)
4 All software documentation modifications,updates and revisions
0 Telephone support during the hours of G 00 a m and 0 p in , Pacific Time, Monday
through Friday,excluding national holidays
0 All support services listed in the license agreement, the City's RFP and the vendor's
response to RIFT
i
Vendor shall correct, within a reasonable period of time, any material reproducible error or malfunction in
the System The City agrees to notify Vendor of any such material error or malfunction in the System
immediately upon The City's detection If the City, in its discretion, requests written verification of a
material error or malfunction discovered by the City,the City shall immediately provide such verification,
by faesumle transmission or overnight mail, setting forth in reasonable detail the respects in which the
System fails to perform Vendor agrees to commence correction within eight (8) business hours after
receiving notice from the City of such material error or malfunction An error or malfunction shall he
"material" if it represents a material nonconformity with Vendor's current published specifications for the
System and Vendor, in its discretion, deteninues (and notifies the City) that such error or malfunction
unreasonably restricts the City's use of the System
I
I
Crry of Xert7 V TW Systems Conroe
7of7 (t n�
14.0 `1'erniinatinn
14.1. Vendor's Right to Terminate
The vendor may terimnate this agmementif the City fails to make timely payment as provided in
tilts agreement,sn long as the vendor has first provided the City with written notice of that
default and the default has notbeen corrected within thirty(30)calendar days from the date of
receipt of vendors written notice of default.
14.2. City's Right to Terminate
This agi-eement and the license granted hereunder may be temimated by the City if the vendor is
in default of any provisions of this agreement, so Jong as the default is not corrected within thirty
(30) calendar clays of the receipt of written notice of the default from the City. For the purposes
of tills Secuim 15 1, "default"shall include,without limitation, any failure to abide by the terms
or conditions of this agreement including the City°s RFP and vendors response toJZFP, together
with any of the instances of the folJowmg
o Vendor defaults on any of the terms of its contract with the City;
o 'Vendor cease' its ongoingbusmess operations,
o Vendor stops maintenance support of the software module in question;
o Vendor fails to perform the contract in a timely fashion,
o Vendor suffers any act of insolvency, or
o Vendor fails to maintain technicat staff capable of supporting or modifying the software
system.
14.3. Termination for Convenience
The City may terminate this agreement, including all related agreements (e g.maintenance
agreements, etc) in whole, or from time to time in part,whenever the vendor is prevented from
proceeding with the project work by reason of a prehminary,special, or permanent restraining
order from a court of competent J unsdichim where the issuance of such restraining order is
primarily caused by either acts or omissions of the vendor or by acts or onssions of persons or
agencies other than the vendor
14.4. Claims
Any claim for damages incurred by either party resulting from breach of this agreement by the
other party shall survive termination The remedies provided herein shall not Ue deemed
exclusive but shall be cumulative and shall be in addition to all other remedtes provided bylaw
and equity No delay or omission in the exercise of any remedy herein provided or otherwise
available to vendor shall impair or affect its right to exercise the same
15.0 Attorncys'Fees
Subject to the indemnification and limitation of vendor's Lability provisions set forth in this
agreement, if any action or suit is brought with respect to a matter or matters covered by this
C.,ry of KOM rMA 5i'siems rsi CO "(
8ofS
I
agreement,each party shall be responsible for all its own costs and expenses incident to such
proceedings,including reasonable attorneys'fees
16.0 Governing��w
The construction and performance of this agreement shall be,governed exclusively by the
Washington State Uniform Commercial Code,Title 62A Revised Code of Washington, and other
laws of the State of Washington without regard to the conflict of laws provisions thereof If
parties are unable to settle any dispute, difference or claim ansmg from the parties'performance
of this agreement, the exclusive means of resolving that dispute, difference or claim shall only be
by filing suit exclusively under the venue,rules and jurisdiction of[lie King County Superior
Court located in dent,King County, Washington, unless the parties agree it] writing to an
alteanative dispute resolution process
17.0 Entire Agreement
The terms and conditions outlined, together with City's RIP and vendor's Response to RFP
constitutes the entire agreement between vendor and City and shall not be modified or rescinded
except m writing,signed by both parties In the case of inconsistencies or disputes among this
agreement, the City's RFP,and the vendor's response to RFP, the following order of precedence
shall prevail in descending order of priority
1) This agreement and any written and fully signed amendments thereto.
2) TMA Maintenance Agreement
3) The City's RFP and any written amendments thereto
4) The vendor's response to RFP and any authorized written amendments or
clarifications thereto
If any terms or conditions of this agreement are invalid under any applicable statute or rule of
law, they are to that extent to be deemed omitted and the remaining provisions shall not in airy
way be affected or impaired
i
C,&of Ketq 7MA Syvie nv Contra III
9of9
Tn fitness Wlcereof, the parltcs hereto,having read this Contract in its entirety,meiudhng all
attachments, do agree in each and every particular and have thus set their hands hereunto
APPROVED APPROVED
City of Rent, Washington TMA Systems
SIGN f RB SIGNATU"
DAIS DATE D A VC,USTOQ;M 'A f
-JAMIS P s 1 _V-b
Sn hite c� NAME t
M or TIT11F,
APPROVED AS TO FORM.
SIGNATURE
DATE
f2-
NANW
Attoniey
Cary afKent TMA Sysfew Camact
10 of 10
- - --—-- �
. �
\ � \ 0 in /
°
@ @ °
\ CON k
/ \ e \
/ & m � . m
q - �
� � \
2 S �
-
® \ )
� 2
@ ® \ ) )
) / /
\ § \ 0
» a ( k
. cn ) / \
§ \ 5 G q -
�
41
� �
p O O O
QQ w C, b
65 P Y3 U
O K
Oc 0U O IIIIII�FHF•••••••
kj) O
ny. r-i rl ri
M C<1 N
it
i
v � 04
,Nu`, o rs w .� YE
o � vo F � ys
cd •o .o y c, >..b N .� fj > 0
Pay° oevo � P ,a, ao .
•�A .�.+ Cry � �O N � •p F d � � � 9J � � �� �y. � U r"� � CJ ii
Fi A U (�F y y ice., co tC U G� F 5
Oq4 i7tl m
cj
o F
o o ti q o d ' v o N N o p
AU •5 � w � � � � � � y
v, 04
b
su O � a 5i~i.o i° `' Lpy b at rod .^ y P. ,n' CUJ
UO
p �,b ° ro 0 3 w cn o o .c W $ rh
O G ^G', O U ~O •Gtl �. 4 ,N f'-� 3 U cd v�i + y CD O
.p t Pi N W M 3 E !%] rJ�'.G O vUi G r O 4x 65 65 a'
. - - [
� . �
% 8 � :
\ � ` �
w e . ) � .
\ . � \ � �
\ �
I �
% ;
�
� � i
; �
/ �
( � � ;
2 !
\ \ 2 � �
2 \ { -
: � S �
\� \ � � § .
/ 4 i 7
2 �� �
� �
Exhibit.B
Payment Schedule
Payment will he made after each deliverable listed below is complete.
Deliverable Payment Amnuut
Phase 1 $8,630 00
TMA express Software Installed
TMA iService Desk Software installed
TMA VtewCad Software Installed
UMA DMA Software Installed
Phase H $8,630 00
TMA eXpress Software passed final acceptance testing
n4A iService Desk Software passed final acceptance
testing
TMA ViewCAD Software passed final acceptance testing
TMA DMA Software passed final acceptance testing
1mplementation Services Complete $ 4,785 00
*Training Services Complete $ h,785 00
*Data Conversion Services Complete $ 3,600 00
TMA Gold Annual Support Plan—Initiated after all $2,589 00
software modules have passed final acceptance testing
Total Payments $ 33,019 00
*Payment for professional services will be limited to actual services rendered. Associated
travel expenses will be limited to actual expenses incurred not to exceed $500 per day per
persozi rendering services onsile at the City and will be billed separately.
II
Ctry of Kent MA Sys(eau Contract
B-1 of 1
L7
Exhibit C
TMA Maintenance Agreement
, I
I '
City O'Menl TMA Splew Cunhacl I
I
MAINTENANCE AGREEMENT
THIS MAINTENANCE A(IREHYTENT (this "Agreement"),made and entered into this 3rd day
of August, 2001 by and bet), een TMA Systems, LL C, an Oklahoma corporation having principal
offices at G846 South Canton, Suitc 510, Tulsa, Oklahoma 74136 (the "Licensor"), and City of Kent, a
municipal corporation hating principal offices at 220 4° Ave S, Kent, Washington 48032(the
"Licensee")
i
PRVIAMINARY STATEMENT
Licensor owns or otherwise has the right to license TMA Express, which consists of a computer
software program in machme-readable form and related user docnmentahon (collectively, referred to as
the "System") A TMA Systems, LT.,C'. License Agreement of even date separately executed by the
parties grants Licensee a right and license in and to the System
LICENSOR AND LICENSFF, INTENDING TO BE LEGALLY BOUND, AGREE AS
FOLLOWS
Section 1
SOIL f WARE MAINNTENANCE.
1.1 Licensor shall provide to Licensee all modifications to the System in the form of fixes and
further releases that Licensor makes generally available to all end-users Such modifications shall be
released at least once each calendar year
1.2 Such modifications, when delivered, shall becorne part of the System,shall be maintained in
accordance with this Agreement, and shall otherwise be subject to all of the terms of the TMA Systems,
L L C License Agreement
Section 2 -
ERROR CORRECTION
2.1 Licensor shall correct,within a reasonable period of time,any material reproducible error or
malfunction in the System Licensee agrees to notify Licensor of any such material error or malfunction
in the System imniechately upon Licensee's detection If Licensor, in its discretion, requests written
verification of a material error or malfunction discovered by Licensee, Licensee shall immediately
provide such verification,by facsimile, lransimssion or overnight mall, setting forth in reasonable detail
the respects io which the System fails to perform Licensor agrees to commence correction within eight
(8)business hours after receiving notice froniLicensee of such material error or malfunction An error or
malfunction shall be "material"if it represents a material nonconformity with Licensor's current published
speciricaoons for the System and Licensee, in its discretion, determines (and oottfies Licensor) that such
error or malfunction unreasonably restricts Licensee's use of the System.
2.2 Licensee shall reimburse Licensor at Licenser's then-current time and material rates for all
work of Licensor spent investigating an error or malfunction that Licensor reasonably determines to have
been caused by a modification to the System that was neither made nor authorized by Licensor
5-FMT-001158
Section 3
TEL13MONF SUPPORT
Licensor shall, during the hours of 8 00 am to 5 00 p m CST on weekdays (exclusive. of
holidays), make reasonable telephone support available to Licensee's Project Leader and other personnel
of Licensee who have been fully trained by licensor in the use of the System
Section 4
OTHER 1v1OUlFICATIONS
Licensee may at any nine request that Licensor make additional modifications to the System to
add functions or improve performance Licensor shall, wathsn sixty (60) days after receiving Licensee's
request in writing,take one of the following actions,in Licensors sole discretion.
1 Notify Licensee that Licensor has dctemuned that the modification would be of sufficient
interest to enough cad-users that Licensor intends to provide such modification as part of its regular
maintenance service Such notice shall specify an estimated date on which themodification may be
supplied
2 Nou v Licensee that Licensor has dcteimmed that the rrmdification will be undertaken only on
an individual basis and provide Licensee with a written estimate of the charges for performing such
modification Jf Licensee accepts Licensee's proposal by written notice, Licensor agrees to perform the
modification for the estimated charges plus out-of-pocket expenses for travel and materials Should
Licensee revise its request for modification after Licensee accepts Licensor's estimate, Licensee
aclaiowledges that Licensor may impose additional charges, calculated at its then-current time and
material rates,for work performed to accommodate those revisions
3 Notify the Licensee that Licensor has determined that the modification is not technically
feasible
Section 5
DELIVERY
In order to satisfy any delivery obligation hereunder,Licensor its option, send Licensee a
single copy of any modification, error correction,fix, or release to i icin, together with instructions
for Licensee's installation and implementahou thereof
section 6
CHARGES
6.1 Licensee shall pay Licensor an agreed upon annual maintenance fee The first such annual
fee for the 12-month period commencing on the dale Licensee accepts installation of the System shall be
due and payable ninety(90)days after such acceptance
I
I
i
5-FMT-00 1159 (X��a
6.2 At least thirty (30)days prior to the end of the initial tctm or any renewal term of maintenance
services, Licensor shall send to Licensee a renewal invoice for maintenance services for the subsequent
twelve (12) month period Each subsequent annual maintenance fez shall he due and payable within
thirty (30)days of the beginning of each such 12-mouth period If payment is not made within sixty (60)
days of the start of any renewal term, Licensor will cease providing maintenance services 10Lu:ansce and
this Agreement will automatically terminate without further responsibility on Licensor After the initial
12-month period,Licensor may increase the annual maintenance fee by an amount no greater than 10%of
the current annual maintenance cost In no event will Licensor increase the annual maintenance fee other
than on an anniversary of any 12•month period,except if additional Licensor software Options or users are
added to the System
6.3 licensee agrees to pay all agreed upon charges resulting from additional functions,
improved performance, or other modifications provided to Licensee at Licensee's specific
request.
6.4 Licensee agrees to pay all agreed upon charges residtmg from exceeding the.recommended
data specifications (Exceeding the recommended data specifications may impact data
integrity)
6.5 Licensee agrees to pay when due (or reimburse Licensor, as applicable,for) any applicable
sales, use,property,excise, and other similar taxes A monthly interest charge at the rate of one and one-
half percent (1-112%) or the maximum legal rate, whichever is less, will be assessed on all charges more
than thirty (30) days past due Licensee's obligation to pay the amounts due or to become due Under this
Section 6 0 shall be absolute and unconditional and shall not be subject to any seduction, setoff, defense,
counterclaim,or deferment for any reason whatsoever.
Section 7
OWNERSHIP
The modifications to the System, including all intellectual property rights associated therewith,
made or provided by Licensor ptusuant to this Agreement, whether alone or with any contribution from
Licensee or its personnel,shall be owned exclusively by Licensor To the extent Licensee or its personnel
may acgiure any right or interest in such modifications or associated intellects i ty by operation of
law, Licensee irrevocably assigns all such right arid interest exclusive', nsor Licensee shall
maintain and enforce agreements and policies with its personnel su£fic. effect to the provisions
of this Section 7
Section 8
L MrMWARRANTY
8.1 Licensor warrants that it will raider its services under this Agreement in a good and
workmanlike mamier.
8.2 As Lneensor's sole responsibility and Licensee's exclusive remedy for any breach of
subsection 8 1 above, Licensor shall make a reasonable effort to remedy any such breach reported.to
Licensor by Licensee within ninety (90) days following the provision of services or the date of required
Provision of services
5-FMT-00 1158
tiJ'
8.3 EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION 8, LICENSOR MAKES NO
WARRANTY OR REPRESENTATION, EXPRESS OR IIdPLIED, AS TO ANY MATTER
WILATSOEVER, INCLUDING, WITHOUT LIMITA11ON, ITS SERVICES, THE SYSTEM, THE
DESIGN OR CONDITION OF 1"HE EQUIPMENT OR ANY PROGRAMMING, OR ANY OUTPUT
BASED ON USE OF THE SYSTEM LICENSOR SPECIFICALLY DISCLAIMS, WPITIOUT
LIMITATION, ANY IMPLIED WARRANTY OF MERCIIANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE
Section 9
LINETATION OF LIABILITY
The total liability of Licensor (including its subcontractors and suppliers)for all claims, whether
in contract, tort(including negligence and product liabili(y), or otherwise,arising out of, connected with,
or resulting from any performance or nonperformance hereunder shall not exceed the fees allocable to the
service that give• rise to the elaun In no event shall Licensor be hable for any incidental, consequential,
indirect, or special damages, including, without limitation, damages for loss of revenue, cost of capital,
claims of Licensee for service interruptions or failure of supply; and costs and cxperises incurred in
connection with labor, overhead,transportation,installation, orremovaI of equipment or pregramnung or
,substitute facilities or supply sources
Section 10
TERM
10.1 This Agreement shall commence on the date of Licenser's acceptance, as set forth at the
end of this Agreement Unless sooner terminated in accordance with this Section 10,this Agreement shall
continue m effect for(1)yearrenewal terms Agreement will be deemed renewed if payment of renewal
invoice is made within thirty(30)days after the start of(be renewal term If payment is not made within
sixty(60) clays after the start of the renewal term,LICENSOR will cease providing nianitenance services
to LICENSEE and this Agreement will automatically terminate without further responsibility on Licensee
or Licensor
10.2 In addition to its termination rights set forth in Section 10 1 above,Licensor may terminate
this Agreement by giving wPrtten notice of termination to Licensee upon the occurrence of any of tire
following events
10 2 1 Licensee defaults in the performance of any requirement or obligation created by
this Agreement;the TMA Systerns, LL C License Agreement, any Equipment Lease Agreement, any '
Equipment Purchase Agreement,or any other agreement between Licensor and Licensee,
10 2 2 Licensee fails to make any payment to Licensor within thirty(30)days of its due
date,whether under this Agreement,or the TMA Systems,L L C License Agreement,
10 2 3 Lreensee ceases doing business,
10 2 4 Licensee is the subject of any state or federal bankruptcy, insolvency, ❑r stradar
proceeding,becomes insolvent,or makes an assignment for the benefit of creditors;
1025 A receiver is appointed for a substantial part of Licensee's assets,
10 2 6 Licensee becomes unable to pay its debts when due,
10 2.7 Any action is taken toward llie liquidation or winding up of Licensee's business,
5-FMT-001158
i
10 2 8 An agreement between Licensee and its creditors generally is entered into
prnvidmg for extension or composition of Licensee's debt,or
10 2 9 Licensee suffers a materially adverse change in its financial condition or
operations
10.3 Upon and after any termination of this Agreement
103 1 Licensee, its receivers, trustees, assigns, or other representatives shalt
immediately cease using and shall return ithout delay all property belonging to Licensor, including,
without limitation,all manuals and informational materials furnished by Licensor to Licensee
10 3 2 Neither Licensee nor its receivers, trustees, assigns, or other representatives shall,
in advertising or othenvise, use or display any of Licenser's trademarks, trade names, or logos, or any
name, mark, or logo that is confusingly smular to Licensor's trademarks
10.4 No termnation of this Agreement shall release Licensee from any obligation to pay
Licensor any amount that has accrued or become payable at or prior to the date of termmatton
10,5 All communications from Licenses relating to the termination of this Agreement shall be
directed to Licensor at the address indicated on the first page of this Agreement No sales person or field
representative of Licensor shall be authorized to act or make any commitment for licensor except
pursuant to written instructions made and signed by a duly appointed officer of Licensor
Section 11
DELAYS
The date on which Licenser's obligations are required to be fulfilled will be extended for a period
equal to the time lost by reason of any delay arising directly or indirectly from (1) acts of God,
unforr sucable circumstances,acts(including a delay or failure to act)of any goveramenta)authority, war,
riot, revolution, fires, floods, strikes, labor disputes, sabotage, or epidemics, (2) inability due to causes
beyond L icensor's.reasonable control to timely obtain instructions or information from Licensee,
necessary Bud proper labor, materials, components, facilities, or transportation The foregoing extension
will apply even though such cause(s)may occur after Licensor's performance of its obligations has been
delayed for other causes
Section 12
GOVLM1ENTAL AUTHORIZATIONS
Licensee will be responsible for timely obtaining all required UUtI10r1Zat10Ds Licensor will not be
liable rf any authorization is delayed, denied, revoked, restricted, or not renewed and Licensee will not be
relieved thereby of its obligations to pay Licensor under Section 6 above
Section 13
NOTICES
Any notice to a party required or permitted under this Agreement shall be sufficiently given only
when provided in writing, and either personally delivered, sent via certified or registered mail, or sent via
facsmule vv181 hardcopy sent via regular U S Mail within three (3) business days, to the party's address
indicated herein Licensee shall promptly give Licensor notice of any address change
5-FYIT-U(Y 1158 ��a
j..
Section 14
MISCELLANEOUS
The failure of either party to enforce any provision of this Agreement shall not he construed as a
waiver or limitation of that party's right to subsequently enforce and compel strict compliance with
provisions of this Agreement This Agreement shall obligato and benefit the patties, their personal
representatives,heirs,successors,and assigns Licensor may assign all or any part of this Agreement, brit
no assignment or transfer of any inteiest in this Agreement may be, made by Licensee without the prior
written consent of Licensor In the event that any portion of this Agreement is held unenforceable, the
remainder of the provisions being shall remain m full force and effect and the parties shall negotiate in
good faith a suhsutute provision which most nearly effects the parties' intent in entering into this
Agreement This Agreement shall be governed by and construed under the laws of the State of
Washington Licensee herein consents to venue and jurisdiction of both the state and federal courts of
King County,Wasbington Any lawsuit seeking to enforce or interpret the terms of this Agreement shall
be,brought in the state or federal courts located in King County,Washington This Agreement consututes
the complete and entire agreement between the parties concerning the subject matter of the present
transaction and supersedes any prior representations, understanding, communications, comm tments,
agreements or proposals, oral or written, concerning such transaction No amendment or modification of
this Agreement shall be effective milers made in writing and signed by Licensor and Licensee,
Any provisions in any purchase order, quotation, acknowledgment or other forms or contract
documents applicable to any service, performance,purchase, or other transaction that are inconsistent, or
in conflict,with any of the provisions of this Agreement of the TMA Systems,L.L C License Agreement
will be uieffective and inapplicable, unless the inconsistent or conflicting provisions are in a written
agreement dated subsequent to the effective date of this Agreement and signed by Licensor.
By execution hereof, the person signing for Licensee below certifies that he/she has read this
Agreement and that be/she is duly authorized to execute this Agreement on behalf of Licensee
IN WJTNEiSS WHEREOF, the parties have caused this Agreement to be executed in duplicate by
their duly authorized representatives as of the day and year first above written
LICENSOR TNLA SYSTEMS,L L C LICENSEE City of I{eat
i
By By
Authorized Signature Aut rued W'—XStgnahue
Name Jim Smko Name. Jim Whtte
Tithe Vice President,Sales Title Mayor
i
®1000,TMA Systems,L L C MA0400 2
5-FMT-00 1158
Exhibit D
FMAIS Request for Proposal & Addendnms
II
i
C,V of Xent Y'MA S4stemr Conrad
I i
I
City of Kent
Computerized Maintenance Mam, gvstem
i
Request for Proposal
KENT
WASH N G70N
City of Kent, Washington
Request for Proposal
Table of Contents
Section Page
1.General Information and Background ............. ..... .1
1 1 Intent of Otty 1
12 Key Objectives 1
13 Prima Contractor 3
14 Partial Solutions 3
15 Background Information 3
2 Procurement Process....... ....,.....9
2 1 Procurement Schedule 9
2 2 RFP Communications -........ . ..... ....... 9
2 3 Summary of RFP Process 11
24 Proposal Process 14
3.Vendor Instructions ...... .. ................. .17
3 1 Proposal Format 17
3 2 Response to Questionnaires 20
4.Maintenance Management Questionnaire. ... ..., ......:. . . ..................... ........21
4 1 Preventive Maintenance Scheduling 21
4 2 Facility Equipment Inventory Management 23
4 3 Work Order Management 24
4 4 Parts Inventory Management 26
5 facility/Space Management Questionnaire....." . ..... .. . .....28
5 1 Physical Asset Management 28
5 2 Facility/Space Management 29
5 3 Project Management 31
6 Technology Questionnaire .. .. ... .. .. ..... 33
6 1 Overall Requirements 33
6 2 Operating Environment 33
6 3 customization 34
6 4 Security 35
6 5 Support 36
6 6 Reporing 37
6 7 Interfaces 38
6 8 Other Third Party Products 39
6 9 Product Vision 39
I--
Section Page
7 Implementation Questionnaire., . . .. ..... .. .. ....... . .............. ..... ..... 49
71 Implementation Methodology 40
7 2 Implementation Team Size 41
7 3 Training I 1 41
7 4 Post-Implementation Support 41
7 5 Implementation Customer Reference 43
Appendix A—Vendor Response Forms
Vendor Profile A.� 1
Vendor Authorization A•4
Subcontractor Identification A- 6
Software Customer Reference A•7
Cost Model Instructions A,8
Year 2000 Compliance Statement A-10
Non-Collusion Certificate A-12
Equal Employment Opportunity Declaration A-13
Exhibit 1 A.44
Appendix B—Mandatary Contract Provisions
Mandatory Contract Provisions B-1
i
i
I
i
City of Kent, Washington Request for Proposal
1. GFNERAL 1NFOPJ )ATIi1N AN))BACKGROUND
The City of Kent, licaeniatt.er referred to as the "City", is seeking proposals for a Computerized
Mamtenance Management System (CMMS) and Facility Management Information System (FMIS)' The
overall scope of the Requo,,a for Proposal. (RFP) is to select a Vendor to provide the application software
that best mccts the functional, data, interface, technical, and Vendor requirements addressed within this
document, as well as services to support the software unplementation
1:1, intent of City
The City of Kent intends to acquire, softivare. and ninliJetncntahon services to perform the following
functions
Table 1-RFP Fin coons
Mainferzarece Mgnes: FuctTiPV Mgfrtt,
Pic%,entwe Maintenance(Required) Asset Management(Required)
Facility Equipment Inventory(Required) Facility/Space Management(Required)
Work Order Management(Required) Proyect Management(Required)
Parts Inventory Mgnit (Required)
Server hardware and operating systems are not included in this RFP, nor are they to be mcluded in
proposals
Vendors are encouraged to submit solutions to the following if such solutions are not embedded in
proposed product suite.
0 Reporting Tools (sophisticated reporting solution is required)
A 4Veb-based solutions(optional)
e PDA Solutions using non-proprietary hardware
Vendors must submit responses for all icgoired modules (hsted above), along with implementation
services, in a single proposal
1.2. Key Qhpectives
The City has defined several key objectives that are important to the organrzatton and critical to the
success of this project
The,City desnres to purchase and nnplement a CMMSIFMIS system,either as an integrated system or as
two separate systems that can be fully integrated The focus will be to first implement CMMS
General lntormahch and BnOgrourrd .. 1
i
i
City of Kent, Washington Request for Proposal
capabilities and then proceed to PMIS capabilities for asset, space and project management A phased
approach is being taken to insure That each piece of the eventual total system is fully functional and users
are familiar and comfortable with the CMMS poison of the system before implementing the FMIS
Portion.
The current paper work order system used in the maintenance function makes it difficult to track and
manage historical data, especially cost data Little usable historical work data is being collected on labor
hours or material costs Likewise, the current PM process is largely "ad-hoc" and not-based on a
structured scheduling process
This procurement's long-range goal is to provide the City with a fully integrated system that includes
Intranet capability and can manage the City's facility maintenance and faeilrty/space management needs
with specific capabilities that mclude
0 Maintenance work history,
9 Labor and material cost history,
0 PM scheduling and performance,
i Parts inventory management,
0 Maintenance and operations budgeting,
0 Space management fox Ofy facilities/employees,
0 Lease management for leased facilities,
I
0 Project management for larger repair/renovation projects and construction,
0 Budgeting and financial management for mamtemnec and operations,
0 CAD and GIS integration capability to track facihtylspace utilization graphically
I
The City seeks an integrated system that allows application of modern facility maintenance and
management techniques to assist the City in managing its facility resources in a cost-effective manner
while optimizing life-cycle costs and the overall level of facility condition The system's key goals
include,
0 Ease of use in information shanng among operating elements responsible for facility
maintenance and managemeni and between the Parks Department and other City departments
Air"open"tecbnology s},stem is desired This system will allow data used by one department to
be,easily accessed and used by another department in any format desired
0 Capability to easily mterf<ace between the now system and existing databases maintained by the
City and to transfer data easily between existing systems,and the new system
0 A system that does not require modification of existing procedures,but that can easily be adapted
to the City's current operating procedures In effect, the system should not drive the process
® A system v.ith the ability for Intranet or electronic mail customer access and work request/work
management capability, including work status review
General Information and6ackgromidµ 2
�5
I
i
City of Kent, Washington Request for proposal
0 A customizable PC-based system that is user-friendly and easily integrated into the City's
existing computer network technology.
Successful Vendors will also meet the following requunments
o Vendor will have a proven crack record for both software use and implementation services for
public sector orgamzatrons similar in size and complexity to the City The City's protect team is
approximately 4 fulltime staff members, supplemented on a part time basis by an additional 10—
1 S employees
m Vendor will be dedicated to ongoing development of and support for the proposed solutions)
a Proposed software solution will be compatible with the City's technical environment as
described in Section 15 Vendor
o Proposed soflware solution will have strong query, data extraction, drilldown, and reporting
features
0 Proposed sofhvare solution is integrated to mimmize.interface requirement.,,
0 Software must have the capability to Ink with or easily export financial data or billing
transactions to the City's financial management software/system
Proposed software solution will have the ability to dehver rich functionality and usability
1.3. Prime Contractor
fibs City prefers to work with a single prime contractor for all product and implementation services
Vendor
1.4, Partial Solutions
Proposals for partial solutions will be evaluated on the basis of then'potential role in the overall solution
set The City would prefer to receive proposals for all required modules
1.5, Background Information
1.5.1. City Information
The City of Kent is the eighth largest city rn Washington,with a population of 73,060 and a geograplue
area of 28 5 square miles Kent's population is pr9jected to grow to 100,000 or beyond within the next
few years
Facility maintenance and management functions in the City are coordinated and managed by the Parks
Department,which is also responsible for the operation and maintenance of the City's parks
The City eurrently manages twenty-three municipal facilities than encompass appmxnnately 334,500 SF
of space These facilities range in size from approximately 1,800 SF to 50,000 SF In addition to the
physical plant, the City also operates and maintains parking lots, parking structures and grounds areas
General Information and Background 3
V
City of Kong, Washington Request for Proposal
associated with these facilities In addition the City currently leases 2 faci ittes encompassing some
15,300 SF of space In addition to its facility maintenance responsibilities, the Parks Department is also
responsible for facility expanuionlncw construction, facihty(space planning and management, space
allocation and the coordination of all inoves for City employees
Current facility inamtenance, operations are carved out by a combination of 3u-house maintenance staff
and contractor support The in-house staff consists of nine full-time maintenance personnel, augmented
by three seasonal/part time workers In addition, the City also has fourteen custodians and eight park
maintenance workers
The City's Information Services staff size is approxmatcly thirty FTFs (full-time equivalents) including
seven FTEs engaged in multimedia activities, e g, cable television, graphics and printing
1.5.2. Badaet
The City's General Fund Operating Budget for 1999 is over $50 million, with a Total Operating Budget
of over$94 million The Capital gadget is approximately $130 million, which moludes $100 million in !
carryover project budgets In April of 1999, the City Council approved a three-year, $12 8 million
technology plan to provide resources to address the City's technology infrastructure and information
needs The areas addressed in this plan include
® Network Infrastructure: State-of-thc•art network technology has been installed
t Desktop Standardization: All City workstations are standardized and all users are trained on
the new desktop software
6 Business Applications: Many of the City's current business applications are being replaced
o Information Technology Staffing In order to implement these changes, a greater number of
information systems personnel have been retained These personnel work with Vendors,
contractors, and City departments to ensure departmental and public infrastructure, information,
and application needs are met The City's Information Technology department currently employs
approximately dirty full-tine equrvaleiits (FTEs) including seven FTEs engaged in multimedia
activities,c g, cable television, graphics and printing
1.5.3. Estimated Data Requirements
i
The following information is provided to establish the initial system data handling requirements
The City's current maintenance management program is focused largely on reactive, breakdown
maintenance and some preventive maintenance that is not done on a formally scheduled basis The j
basic management tool is a manual work order system that is used to track work requests, However,
man-hour and material cost estimating for work orders is largely non-existent Materials are purchased
as needed for specific projects, except for lights, IIVAC equipment filters and some electrical items that
comprise the only parts inventory currently maintained Purchasmg is currently managed through a
spread-sheet based Purchase Order(P O)system
In 1997, the City developed a comprehensive inventory of HVAC equipment in twenty-five of its
facilities. Inventory data for some 852 pieces of cquipmem exists in a d-Base compatible computerized
General tnrormatmn and Background 4 ,
�� I
City off(ent, Washington Request for Proposal
Inventory management system In 1997, the City also conducted a comprehensive facility condition
survey to establish a baschne for a multi-year maintenance plan The condition survey data and
maintenance plan baseline data also reside in a d-Base compatible computerized system The City is in
the process of implementing a preventive maintenance program for its HVAC equipment This program
is based on a set of comprehensive I'M requirements that include frequency and man-hour requirements
This data is also stored in a d-Base compatible system
Currently, approximately 100 work orders are processed by the C:ity's maintenance staff every month
The space management component of the City's facility operations can be ohaiaetenzed as a fast
generation system that relies largely on information managed mi an Excel spreadsheet system There is
also a furniture inventory associated with this system The asset inventory is mamtamed in MS Access,
however,much of the inventory is considered out of date
1.5.4. Legacy Environments
As the City currently has no automated maintenance management or facility management system, no
legacy enviromnents are to be replaced by this project However, as stated m Section 15 2, several d-
Base compatible databases currently exist for equipment inventory, facility condition, and maintenance
plaiuung functions
].5.5. PronosedTechnoloeyEnvironment
Tins seetion describes the City's technology environment In most cases, the components are deployed
Table 2 -Dilsnless Application standards
Business Application Component Standard
Database Servers WmdowsNT/2000
Application Servers Windows NT12000
Web Server Microsoft Internet Information
Server(US)
DBMS C3racle 8 x or Microsoft SQL
Server
Table 3-Network Infrastructure
Network Component Standard
Network Backbone ATM
Network Operating System Novel 4 11 (cutrent), Novel 5
(planned)
Genkratlntarmetion and Background _. 5
City of Kent, weshingtorl Request for Proposal
Network Protocols IPX, TCP-IP
Topology Switched Ethernet to the desktop
(Bthesnet_II)
i
Cable Infrastructure Category 5
File and Print Seniees Novell NetWare
Novell and Exchange Sert•er hardware BP Net Server
Message Server MS Exchange 5 5
i
i
I
Table 4- Desktop Environment
Desl7op Component Standard
Desktop Machlncs (Mm mum Configuration) Pentium-100 PCs with 32MB
RANI, IGB bard drive, and CD-
ROM drive
Desktop PC Make and Model HP'Vectra and HP Kayak
Desktop Operating Systems Microsoft Wmdcws 95, 98,NT
business Software Suite Microsoft Office 97
Browser Microsoft Triternet Explorer 4 01
Mail Client Microsoft Outlook 98
CAD Software AUTOCAD V
Table 5- Telephone Systern
Telephone Component Standard
Main PBX Norte181C
Voice Mail Nortel Call Pilot
i
i
i
i
.General tnformhon and Background ��`_���®_ 6
City of Rent, Washington Request for Pr0 p osal4�
1.5,6. Projeetlnformation
City Project Personnel
Pull-time, Charles Lindsey
Facilities Manager
220 4" Ave S
Kent,1VA 98032
Phone (253) 856-5081
Fax (253) 856-6080
Email clmdsey ci kent wa us
Mike Hattnip
Capital Projects Coordinator
220 41h Ave S
Rent,WA 98032
Phone (253)856-5082
1~ax (253) 856-6080
Email mhattrup sr ci kent wa us
Approximately twenty Parks Department personnel including project managers, maintenance staff,
te-climcians, and clerks will make inquiries, process work orders and perfomi preventive maintenance
functions Parks Department personnel will also be responsible fbr facility management functions
1.5.7. Sites �I
The City provides network access and connectivity to over 25 sites including. City Hall campus
facilities, several Parks and Recreation facilities, a golf course, Public Works and associated
maintenance facilities,Police, Corrections, Municipal Court,and 8 Fire Department facilities
1.5.8. Implementation Priorities
The City may elect to implement the software in two phases In this case the following implementation
priorities would apply-
Phase IModr<tes
o Preventive Mamtenaaw
® Pquipment Inventory
9 Work Order Management
I�
Genefallnformahon and Background 7
j
CuyofKont, Washington Request for Proposal
o Parts Inventory Management
Phase Jl orduks
0 Asset Management
0 Facility/Space Management
* Project Management
Data Conversions
HVAC egwpment mventoiy, facil ty condrt?ou (Iota and mamteualloe planning data currently xesidmg in
d-Base 11I/IV compatible files are to be coitvetted to the new application
j
i
I
II
Genera?informafron end&ackground
��0
City of Kent, Washington Request for Proposal
2. PROCUREMENT PROCESS
This section outlines the C1y's procurement process for this RFP
2J. Procurement Schedule
Table 6,below, shows the procurement schedule for this RFP The City reserves the right to modify the
schedule as circumstances may warrant
Table 6-Procurement Schedule
31Mestoue SchedzdOd Date
Release RFP September 15,2000
Vendors' Pre-proposal Conference September 28,2000
Proposals Due October 13,2000
City Announces Finalists November 10, 2000
Scripted 17emonstrahans/Intm iew/Proposal November 20 -22, 2000
Validation
Additional Demonstration, Site Visits,Project November 23,2000--January 10,2001
Research
City Council Selection Approval January 16,2001
City Announces Apparently Successful Vendor January 17,2001
Contract Negotiations and Detailed Planning Follow ing Selection Announcement
Contract Signed Estimate 30 days following completion of
negotiations
2,2, RFP Communications
The information given in this subsection pertains to communication between Vendors and City
regarding this RFP
2.2.i. Pro oral Date,Time.Location
See Vendor Response Section for format of proposal Proposals are to be received at the adtkess listed
below no later than 3 00 PM,Pacific Time on October 13, 2000,as noted by the clerk's clock Vendors
are solely responsible for ensuring that proposals are dehvered on time Delays caused by any delivery
9
Generailnformation and background
�7
Clfy of Kent Washington Request for Proposal
service, including the US Postal Service, will not be grounds for a waiver of the deadline requirement
Proposals submitted after the deadline may be rejected AU proposals must be delivered to
City Clerk
Facility Nlanagcment Automation RFP
City Of Kent
220 4th Avcnue South
Kent,WA 98032
2.2.2. Communications tiiith the City of Kent
All cominumcations regarding this RFP from Vendors and other sources mast be directed as follows
Mike 1lattrip
Capital Projects Coordinator
220 4m Ave S
Kent,WA 98032
Phone (253) 856-5082
Fax (253) 856-6080
F,mail mhattnip@ci]cent wa us
2.2.8, Vendor Clarifieatlons and tuestions
The City will address specific issues unique to this RFP at a vendors' pre-proposal meeting to be held at
9 00 A NI on September 28, 2000 Specific Vendor questions concerning the RFP must be submitted in
writing (may be faxed or sent via e-mail) Howsver, questions must be reccrved by 8 00 am, PDT,
October 2,2000 Copies of questions relevant to the RFP process, together with the City's response will
be distributed to all participating Vendors
Vendors who seek information, clarification, or interpretations from City of Kent employees without
using this written submission process axe advised that such material is used at the Vendors own risk and
the City shall not be bound by any such representations,whether oral or Written
2.2.4. Clariflcations
The City reserves the right to obtain clarification of any point in a Vendor's proposal or to obtain
additional information necessary to properly evaluate a pruposal Failure of a Vendor to respond to such
a request for additional information or clarification may result in rejection of the Vendor's proposal The
City's retention of this right shall in no way reduce the responsibility of Vendors to submit complete,
accurate,and clear proposals
2,2.5. Vendor Contact
The proposal must include the name of the specific individual who will act as the primary contact for the
Vendor during proposal evaluation The proposal must identify the contact's organization, positron in
the organization, address,telephone number, fax number, and e-mail address,
2.3. Summary of RFI' Process
i
General Inform"On and background 10
�� I
City of Kent, Washington Request for Proposal
The outline given below describes the City's procurement process after release of the RFP
2.3.1, Vendurs'Pre-Proposal Conference
Vendors are encouraged, but not regwred, to attend a Vendors' Pre-proposal Meeting at the City of
Kent The Vendor pre-proposal meeting will be held at 220 0 Avenue South, Kent, WA 98032 on
September 28, 2000 from 9 00 A-M to noon The Pre-proposal IvIeetmg's purpose is to provide a forum
for open discussion and to resolve questions relative to the RFP
2.3.2. RPP Changes or Amendments
Any revtsions to the RFP will be issued in the Conn of an addendum and will be distributed to all
Vendors prior to the proposal due date
2.3.3, Vendor Submits Proposal
Reference Vendor Instractions in Section 3 of this document
2.3A CRV E'Valliates Proposals
The Vendor responses will be evaluated based on the merits of their proposal described in Section 3 0
The City's evaluation team will determine which Vendor solution can best serve the City's goals and
environment The evaluation will focus on the following aspects
4 Vendor Qualifteafions
9 Software Functionality
0 Ease of Installation and Calibration
® Ease of Use
0 Data Maintenance Requirements
9 Technical Environment and Support
® Adequacy and Ease of Use of System Documentation
o System and Software support
0 Costs
4 References
2.3.5. CAyAnnouncesPlnalists
Geheraflnformabon andBackgrnund r��pnC11 '
tJ a I�
City of/tent, Washington _ Request for Proposal
The City will announce up to three finalists The City reserves the right, at any time during the selection
process, to include additional Vendors for final evaluation activities The selected Vendors will be
notified and a lone Aill be scheduled for the Vendor to participate in scripted demonstrations Finalist
Vendors will.be asked to provide the City with system documentation
2,3.6. Cifyh:F'aluates Vendor Documentation
i
The City will evaluate the Vendor system documentation froin die three finalists The City may also
request additional documentation
2.3.7. Vendor Demonstration
The Vendor demonstration by the three finalists will consist of two activities taking place on one day, as
described below
Scripted Demonstrations
I
The City will provide demonstration scripts in advance Each finalist will demonstrate their products
based on the issued scripts Thic Scripted Demonstrations will run approximately 2 to A hours The first
portion of the demonstration .Nill focus on the CMMS system, including Preventive Maintenance,
Equipment Inventory, Work Order Management, and Parts Inventory Management capabilities The
second portion will focus on the Facility Management application's capabilities The presence of
Vendor frmctional experts from the areas to be covered by the demonstration will be required The City
may also require Vendor technical experts to participate at this time m discussions with City of Kent
Information Tectuiology staff Scripts will include some sample data Such sample data will be
nummal and preparation of sample data is not expected to be burdensome
Proposal Validation
The second part of the.Vendor Demonstration is for proposal validation The intent is to discuss the
Crty's needs and the proposed solution, including the cost model The purpose of this activity is to
Enable the City to fully understand the proposal's cost element in order to equitably compare
competing proposals
Discuss technical architecture
0 Discuss learning curve for users
Discuss Vendor business qualifications
4 Discuss scope of potential system modifications
0 DSSCuM potential team members
2.3.8. Hands-On Demonstration of Proposed Products
Ge.mrefinformativa and 6ackgronnct ���__ 12 III
City of Kent, Washrngfon Request for Proposal
Finalist Vendors may be required to arrange the on-site availability of proposed products to give
selected City personnel the opportunity to work with the proposed products At minimum, access to the
proposed products must be available for two weeks The Vendor niay be required to provide on-site
assistance to the City during this period of time
2.3.9. Cih Visits Vendor Client Sites and/or Vendor Product Laboratories
Finalist Vendor(s) may be required to make arrangements for a team from the City to visit up to three
(3) representative customer sites for purposes of viewing first hand the proposed products being used to
a live, production environment The Vendor may also be required to prepare and coordinate an agenda
prior to the visits In addition, the Vendor may be required to make arrangements for a technical team
from the City to ineet with members of the Vendor's development team or visit the Vendor's product
laboratories
2.1.10.Final Vendor Selection
The City will mute the selected finalist Vendor to participate in separate, on-site "discovery" session
The purpose of this session is to allow the Vendor to ask questions and find answers That will enable the
Vendor to develop a detailed Statement of Work The Statement of Work, including updated costs,will
be submitted to the City for evaluation and will become the basis for contract negotiation The selected
Vendor will be notified and a time scheduled for fnual contract negotiations
2.3.11.1ni lenientation Acceptance Test Plan -
The City will develop (m consultation with Vendor) and reach mutual agreement with Vendor on an
implementation acceptance test plan detailing the scope of implementation testing and specific test cases
for each soflwarc module and for the complete software system Acceptance test will consist of two
steps The first step will be to test the implementation of individual modules The second step will be to
test the implementation of the complete software system
2.3.12.Progress Payment Schedule
The City expects to make staged progress payments based upon on-lime completion of specific work
packages and delivery of corresponding functionality Thcse units of work and performance
requirements are to be defined prior to contract execution
The City anticipates issuing progress payments at the following milestone points
0 Software Installation
0 System Configuration �
0 Lxisling Data Installation/Cahbration Acceptance
0 Completion of Training
0 Conversion Completion
0 Final Acceptance
Genual informaten and Background 13
1�Yi'
III�I
I
City of Kent, Washrngton Request for Proposal
Actual payment terms,including license,products, documentatlon,structures, data, and functions, shall
be negotiated with the selected Vendor The costs and terms shall be in effect one year after the final
acceptance date The final contract will be rmancially binding and will include anon-performance
clause
2.3.73,Flnalize Contract
This selection phase will be iised to finalize the contract terms and conditions. Certain terms and
conditions are mandatory See Appendix 73 for the mandatory contract terms and conditions If the City
and Vendor are unable to agree on terms and conditions at this point,the City may exercise its right to
negotiate with other Vendors The City wsen es the right to add terms and conditions during contract
negotiations These terms and conditions will be within the RPP scope and will not affect the proposal
evaluations.
23.14.g2AjE2iLAgnLgvW
The City's obligation will commence when the City Council, Mayor, and Information Technology
Director approve the contract Upon written notice to the Vendor, the City may set a different contract
starting date, and all warranty, price guarantees, and other time sensitive conditions will be-adjusted
accordingly The City will not be responsible for any Aork done by the Vendor even work done in
good faith,if it occurs prior to the contract start date set by the City
2.4. Proposal Process
2.4.1. Reference Checks
The City may conduct reference checks on competing Vendors throughout the procurement process
The City may also contact any person or organization for information regarding a Vendor regardless of
the references provided by the Vendor
2.4.2. Costs Incurred by Vendors
The City shall not be liable for any costs incurred by a prospective Vendor for preparing or submitting a
proposal to the City or for any subsequcnl demonstrations required by the City Proposals should be
prepared simply and economically,providing a stieightf'orward, concise description of Vendor
capabilities to satisfy the requirements of the proposal
2,4.3. Right of Selection or Rejection of Proposals
The City offers this proposal for software products and technical services as a competitive negotiation
The City, at its sole option, may select or reject any or all proposals for any reason, may waive any
informality in the proposals received, and may waive minor deviations from the specifications and shall
be the solo judge thereof Selection of a Vendor shall not be construed as an award of a contract The
City may award a contract on the basis of information in addition to that received in a proposal
Therefore, it is ennphasizcd that all proposals should be complete and submitted with the most favorable
financial terms,
General lnfermabon and background 14
I I
i
it
City of Kei f, Washington Request for Proposal
2.4.4. Incorporation of RTP and Proposal in the)final af.reememt
This ItFP and the Vendor's proposal, including, without limitation, all promises, warranties,
commitments, demonstrations and representations made during the proposal selection process, shall be
binding and mcorporated by reference into the City's contract with the Vendor
2.4.5. 1 irons in Proposals
Vendors are responsible for all errors or omissions in their proposals and any such errors or nmiS310n5
Fvill not serge to dimimsli their obligations to the City Vendors will not be allowed to alter proposal
doeurueuts once proposals have been submitted The City reserves the right to allow corrections or
amendments due to errors identifrcd in the proposals by either the Vendor of the City The City may
waive rumor adirnnislr•ative irregularities contained within the proposal documents
2A.6. Vendor Prime Contractor Responsibill
If a Vendor's proposal includes equipment, hardware, software,or services to be supplied by other
entities, it is desirable that the proposing Vendor acts as prime contractor for the procurement of all
products and services The Vendor, as the prime contractor, should be the sole point of contact,
iucludmg payment of any and all charges resulting from the purchase of the proposed software and
services 'the Vendor, acting as the prime contractor, should take full responsibility for the
demonstration, construction (if required), delivery,installation, and acceptance testing of the proposed
items supplied by its subcontractor(g) hash subcontractor used by the Vendor on this project shall be
identified to the City m the form titled Subcontractor Identificatton, found in Appendix A of this
document
2.4.7. Period of Proposal Value
The Vendor must certify that its proposal will remain in effect for 180 days after the completion of
Vendor Demonstration The City may request an extension beyond the 180 days
MIS, ProprietaryMaterial
The City will attempt to protect legitimate trade secrets of all Vendors f'xamples of such nnfurmation
would be unpublished descriptions of proprietary system designs Any proprietary information
contained in the proposal must be designated clearly and should be separately bound and libeled with
The words "Proprietary hnformation " Marking the entire proposal proprietary may result in the rejection
of the proposal Vendors should be aware that the City is required by Iaw to make its records available
for public inspection, with Certain exceptions This legal obligation may not require the disclosure of
proprietary, descriptive literature that contains valuable designs, drawings, or documentation However,
the Vendor, by submission of matenals marked "Proprietary Information,"acknowledges and agreesthat
the City will have no obligation or liability to the Vendor in the event that either the City or Vendor
must disclose these materials
2.4.4_ Proposal Confidentiality
Generai information and Background
r
City of Kent Washniylon Request for Proposal
Additionally, The City intends to keep each proposal confidential By submitting itself to the City's
proposal process, each Vendor agrees that it will not seek to obtain, review, or compare any other
proposal until final selection is complete Accordingly, if the City rcccives any such requests from any
Vendor, the City will refuse that request, and will not disclose any part of any other proposal If a
Vendor nevertheless persists torts efforts to obtain,review or compare any other proposal,the City may,
at its sole option, elnnt ate that Vendor from further consideration
2,4,10,,Proposal Ills posltlop
All materials submitted in response to this RFP shall become the City's property
I
i'
Generalinformahon and Background 16 '..
i
City of Kent, Washington Request for Proposal
3, VENDOR INSTRUCTIONS
This section provides the format and description of the information required for a Vendor's response to
be considered by the City The Vendor must submit five (5) bardeopres (paper) and one (1) electronic
copy of their proposal at the date,time, and location given in Section 2 2 1 of this document
L
3J, Proposal Fnrmak
The Vendor's proposal shall be submitted in file format outlined in this section. Failure to comply
with the,specified format may result in the City's rejection of your proposal The City reserves its right
to reject all proposals Other subject headings may be added as the Vendor believes necessary The
City reserves the right to require additional nifermation or materials aHer the proposals are submitted
Vendors must respond to all requirements stated in this RFP and all of the appendices for the solution(s)
they are offering, whetber the Vendor is proposing a complete softwara solution or a partial software
solution
The proposal must be signed by an officer authorized to negotiate for and contractually bind the Vendor
The Vendor must demonstrate this authority by completing the Vendor Authoncation located in
Appendix A
Submit one original of your proposal,along vvith four(4) copies, and one(1) diskette m Acrosofl Word
97, with the cost model ui Microsoft Excel 97 The entire proposal must be subntted to the City Clerk
in a sealed envelope or box
The following is an outline of the proposal contents Guidelines for completion of each section are
included below
I Cover Letter
II Table of Contents
III Maintenance Management Questionnaire
1V Facility/Space Management Questionnaire
V Technology Questionnaire.
Nri Implementation Questionnaire
VII Vendor Response Forms--Appendix A
III Proposal Pnce Guarantee
1X Acceptance of Terms
X Additional Materials Submitted by Vendor
Genera!Information and Background 17
City of Kent, Washington Poquest for Proposal
T. Cover Letter
The Cover Letter is to identify the Vcndor(s) and provide a summary of the proposal.
IL 'fable of Contents
M. Maintenance Management Questionnaire
Complete Scolion 3 of tlus document See Section 3 2 for mslmctions
IV. Faeilit)/Space Management Questionnaire
Complete Section d of this document See Section 3 2 for instructions
V. Technology Questionnaire
Complete Section A of this document,
i'I. Implementation Questionnaire
Complete Section G of this document
I
VII. Vendor Response Forms—Appendix A
Vendor-Trofile
The Vendor must complete the Vendor Profile provided in Appendix A
Vendor Authorization
The Vendor Authorization must certify that this is the Vendor's response to the City's
RFP and identify both a contact point for the Vendor and the person authorized to
negotiate for and contractually bind the Vendor A fonmt is provided m Appendix A
Subcontractor Identilieation
The Vendor must provide information for each subcontractor included in the proposal A
format is provided in Appendix A
Software C.Ammer References
The Vendor must provide at least five (5) references These references should be as
sunilar as possible to the City of Kent in function and size and must be either municipal
or county government agencies In addition, at least two references should describe
projects completed by the proposing Software Vendor/Implementi tion Team
combination A format is provided in Appendix A
Genaral inrormathon and Background 1$
V y
City of Kent, Washington Request for Proposal
Cost Model
City representatives will review the cost model with finalist Vendors following system
demonstrations All customization costs determined by the Vendor to be necessary for
successful system implementation must be provided with the cost model in Appendix A
Year 2000 Compliance Statement
The Vendor must certify that all proposed software and hardware is Year 2000 compliant
according to the City's definition A statement of compliance is in included in Appendix
A for the Vendor to review, sign, and return with their proposal The Vendot may
substitute their own Year 2000 Compliance Statement
Non-Collusion Covenant
The Vendor [must certify that it has in no way entered into any contingent fee
arrangement with any firm or person and that the Vendor has not in any manner sought
by collusion to secure any advantage over other Vendor(s) A Non-Collusion Covenant
iS located in Appendix A for the Vendor to review, sign, and rettim vvith their proposal
Equal Tmployment Opportunity Declaration
Tlie Vendor must certify that they comply with the City of Kent's Minority and Women
Contractors Policy A copy of the City's Administrative Policy and a declaration are
included in Appendix A for the Vendor to review, sign, and retiun with their proposal
Vit. Proposal Price Guarantee j
The Vendor must provide a written guarantee to maintain the prices proposed in the cost
suminaiy for 190 calendar days beyond completion of the Vendor Demonstration
I,{ Acceptance of Terms
An authorized Vendor representative must subinit a statement demonstrating the
Vendor's acceptance of all parts of the Request for Proposal If the Vendor cannot
provide this acceptance statement,the Vendor must enumerate each specific exception to
the City's RFP, together with the Vendor's proposed changes The City will not accept
substitutions by the Vendor with the Vendor's own boilerplate documents
% Additional Materials Submitted by Vendor
VENDORS SHOULD BE AWARE THAT THIS DOCUMENT, TIM, VENDOR'S
RESPONSE AND AN L'19PLEIIIENTATION SCIIEDULE WILL, BE ATTAC17WD TO THE
NEGOTIATED SALES CONTRACT. IN ADDITION, THE WARRANTY CLAUSE IN THE
SOFTWARE 'LICENSE AGREEMENT MUST STATE THAT THE SOVI VARE RILL
OPERATE INi CONFORMANCE WITH VENDOR'S RESPONSE TO THIS RFP.
Ganeral Information and Background 19
City of Kent, Washington Request for proposal
3.2. Restsnnseto nestionnalres
Version
The Vendor must complete the questionnaves based on the Rincttonality and technology existing in the
most current installed version of the product The Vendor m ill provide the version numbers to the City
in the Technology Questionnaire If the feature does not exist m the most current installed version, the
Vendor must respond by check rig N The Vendor should also indicate if the feature will be provided in
a firture version
Legend for Questionnaires
Provide W Used in the Application Feature and System Questionnaires and indicates
Y or N must be checked
Y=Yes A check (✓) u this column indicates this functionality or requirement is
included in the Vendor's product as priced
N=No A check (/) a thus colilmn indicates this is an imaVartablc product
feature A description of the Vendor's plammed approach (e g, future
versions, customization, third party, etc) to this Application
Feature/System Requirement should be included in the Corn ments
column
Written answers to all questions shall be provided Short answers that provide adequate detail for
evaluation are encouraged Bach answer shall be preceded by the appropriate Reference # from the
RFP questiounarre section In addition, the Vendor may use this section to clarify a response, state any
modifications needed to realize the feature, indicate if the feature is provided m a fiiture version and/or
specify if the feature is to be provided by a third party
i
GeneraNnformatronand8ackground 20
City of Kent, Washington Request for Proposal
4. AIAINTTNANCE MAl4.9GEAIENT 01TESTIONNAIRE
The City intends to implement a computerized facility maintenance management system (CMMS) as its
first priority as part of this procurement The City requires the flexibility to implement the CMMS in a
staged fashion to mirumize start-up, data collectionlrnigration and calibration problems For example,
the City's maintenance stag'may decide to fully unplement a Preventive Maintenance and Equipment
Inventory module before implementing a Work Order module based on resource availability or
perceived importance of specific functions
The CMMS software must include the following basic functionality
® A Preventive Maintenance Scheduling and Vlrork Order Management module
o An Equipment Inventory module
9 A Work Order Management module
® A Parts Inventory Management module.
4.1. Preventive Maintenance Scheduling
The preventive maintenance module must be able to create PM schedules for equipment as well as
facility spaces1ocations Schedules must be calendar based and should have the option of also being
meter based or schedule based on some type of real-time operational parameter
Ref.# Application Feature/System Requirement Y N
4.1.1 Provide the capability to create PM schedules for equipment as well as
facility spaces/locations
4.1.2 Provide the capability to create a user-defined library of PM requuments
that can be linked to an individual piece of equipment or an equipment
category (e g Centrifugal Pumps, 1/8 to 1 HP)
4.1.3 Provide the capability of attaching labor-hours and material requirements to
each PM requirement in fire user-defined library, modifying those
requirements as necessary and tracking actual labor-hour and labor and
material costs for each piece of equipment
4.1.4 Provide the capability to define various levels of equipment criticality and
apply criticality ratings to each piece of equipment as determined by
maintenance staff
4.1.5 Provide support for the use of hand-held devices such as PDA& or bar code
readers with the ability to download PM rcgwremcnts from the user-defined
library for an individual picce of equipment and uploading of completion
data to the hosts stem _ Once uploaded, the cpability must exist to
General informa iron and Background - 21
City of Kent Washinglon Request for Proposal
Ref.#1 Application Feature/3ysterri Requirement Y N
generate a work order for each place of equipment for which data is
recorded that is out of specified parameters PDA hardware shall clot he
proprietary
4.1.6 Describe what platforms the PDAs used with your softvvare support
4A.7 Provide support for multiple crafts to be scheduled on any PM and allow for
unlimited number of PTAs per piece of equipment
4.1.8 Provide the capability to create/use PM schedules that are either based on a
fixed frequency'(daaly, weekly, monthly, etc), a sliding frequency based on
the last completion date of a PM or a user-defined frequency
4.1.9 Provide the capability to sohedule PA4s for any specific date and/or day of
the wcck and handle multi year/period PM scheduling cycles
4.1.10 Provide the capabrhty to forecast labor and material requirements for any
specified time penod and to identify any tools and special equipment that
may be required to perform the PM
4.1.11 Provide the capability to combine PMs (monthly, quarterly, etc) for a piece
of equipment If they coincide for a given frequency
4.1.12 Provide the capability to support contracted preventive maintenance,
schedules and work orders generated by a contractor and contractor labor
and material costs
4.1.13 Provide the capability to individually create PM schedules from
area/location or equipment data or create schedules in batch mode from the
task library
4,1.14 Provide reporting capability that, as a muiimum, will allow reporting by PM
priority, work center, by technician or by facility/space Also provide the
capability to project person-hour requirements
41.15 Provide the capability to generate PM work orders either with or without
estimated person-liaur requirements
4.1.16 Provide the capability to suspend PMs for a piece of equipment that is out
of service and track devvmtime for that piece of equipment
4.1.17 Provide the means to create a unique account number for all equipment
records and allow the account number to be copied to corrective work
orders if a corrective work order is created from a PM work order
4.1.18 Provide the capability to create user-defined fields or modify field names
General Information and BaoAground 22
City of Kent, Washington Request for Proposat
Application FenturelSysteni Requirement Y N
4.1,19 LisiMiscuss standardi2ed reports produced by the software's PM module
and discuss the capabilities and ease/difficulty, of creating user-defined
reports
4.2. Facility D ni inert Tnvento INfanaeement
Ref. # Application Feature/System Requirement Y N
4.2A Provide the capability to record and classify equipment by facility, facility
area, equipment category and system Provide hierarchical capabilities that
allow larger, more complex pieces of equipment (such as a cluller) to be
broken down into sub-assemblies or individual components
4,2.2 Provide the capability to support bar coding of inventory data, and should
have the capability to support alternative technologies such as smart
memory buttons The software should also provide the capability to
support inventory data collection using non-propnetary PDA devices
4.2.3 Provide the capability of developing a parts and Vendor list,including parts
pricing, for each piece of equipment inventoried
4.2.4 Provide the capability of creating user•defmable fields to allow for entering
user-defined equipment data These fields must have the capability of
being included in sorts and reports,
4.2.5 Provide the capability of linking individual PM requirements in the PM
module requirements library directly to a piece of equipment
4.2.6 Provide the capability of estabhsbing an equipment maintenance history file
for each piece of equipment, including saying life-to-date PM labor and
maternal cost data and corrective work order description, and labor. and
material cost data Provide the capability to access this data from within the
inventory module
42.7 Provide the capability of generating an equipnnent down-time history,
including pails want-time, that can be viewed from the inventory module
4.2,5 Provide the capability to identify equipment locations and tie equipment
locations to a graphical database such as a CAD drawing, a GIS file or to a
text file such as a maintenance manual or to a tnulti-media file of
schematics Provide the capability of supporting DWG, TIFF, JPEG, PDF
and ESIZT ArcView 3 0 and later files
General information and Sockground y 23
U
I
I
Cify of Kent, Washington Request for Proposal
Ref,# Application Feature/System Requirement Y N
4,2.9 List/discuss the standardized reports produced by the equipment inventory
module and discuss the capabilities and "Wdtfficulty of creating user-
defined reports
4.3, Work OrderMam9gement
Ref.# Appheatlon Feati ref System Requirement Y N
4,3.1 Provide the capability to maintain and track work histories on facility
spaces, equipment and assets Prot ide the capability to flag any work order
for equipment still under warranty
4,3.2 Provide the capability to track and compare estimated versus actual labor
hours, estimated versus actual material costs, tools used and safety
requirements
4,3.3 Provide the capability to monitor work orders and Flag all work orders that
exceed estimiated labor and material costs and schedules
4,3.4 Provide the capability to submit work requests via an Intranet or Internet
and to query requests for status
71
4.3,5 Provide users with the capability to submit work requests via electronic
mail or browser, or to enter requests directly into a work request screen or
smnlar Capability must include the ability to notify The originator of the
work order via F-mail when the work request is approved and the work
order completed Provide status checking capability via E-mail 1
4.3.6 Provide the capability to create work orders in the field using a non-
proprietary PDA device and to check on work order status in the field via
the same device
4.3.7 Provide the capability to track labor hours, labor cost and material cast for
multiple crafts on the same work order and to combine multiple work orders
into a single"project"
4.3,8 Provide the capability for users to define, create and track work categories
(e g emergency work, routine maintenance, minor repair, etc.) and failure
codes
4.3.9 Provide adequate descriptive capability for a work order through an
unlimited length comments field
4,3,10 Provide the capability to identify and sehedulo special tools and equipment
,
•
Generatlnformetron and6ackgroand 24
�5
City of Kent, Washington Request far Proposal
Ref.4 Application Feature/System Requirement Y N
�of work order utilizing a dedicated field
4.3,11 Provide the flexibility to either automatically assign work order
identification nuinbers or override the function for mania] assignment
4,3.12 Provide the capability to track work order backlog by craft, individual
worker,customer department,or user-defined parameters.
4.3.13 Provide the capability of updating the status of a work order either manually
or automatically
4.3,14 Provide the capability to retrieve work orders from the equipment history in
the Equipment Inventory module to allow for historical lob analysts.
4.3.15 Provide the capability of producing a work order schedule on a daily,
weekly or monthly basis as well as a user-d6ned period
4.3.16 Provide the ability to query work orders; work order status and open and
closed work orders with user-defined parameters
4.3.17 The software must support time entry by an employee and approval by a
supervisor, and must allow employee information, including labor rates, to
be linked with a future ERP system Specific controls must be provided to
tie a umgiie employee to a specific work order on a specific date Ti
4.3.18 Provide the ability to Iink- to an equipment record in the Equipment
Inventory module when a work order is created that references a specifo
equipment identification number
i
4.3.14 Provide support for the allocation of maintenance and repair costs from
completed wank orders to mulupke customer accounts and monitoring of
year-to-date costs by customer
4.3.20 Provide support for tracking work orders that result in repairs being
contracted by allowing tracking of labor and material costs by contract and
contractor
4.3.21 Provide the capability of rolling-up individual wink order costs to a
"project" identification number in situations where several individual work
orders inay be handled as a single project
4.3.22 provide the capability to attach CAD drawings, a text file such as a
maintenance manual or a multimedia file of schematics to a work order
The work order module must have the capability of supporting DWG, TIFF,
)PEG.PDF and ESRI Arc View 3 0 and later files
General intormavon and isaCkground 25
V
i.:
I
City of Kent, Washinglon Request for Proposal
Ref. # Application Jreataxe/ 83 stem Requirement Y N
4.3,23 List/discuss the standadtzcd reports produced by the work order
management module and discuss the capabilities ,and case/difficulty of
creating user-defined reports
4.3.1, Tarts Iuveutory SVlana cement
ReL # Application Feature/System Requirement Y N
4.4.1 Provide the capability of generating a spares reorder request notification
when the quantity of six inventory rtein drops below a minimum reorder
threshold defined by the user Provide the capability of generating either an
automatic or manual purchase requisition
4.4.2 Provide the capability to track unit price information for inventoried items
using average costs, as well as FIFO and LIFO accounting protocols,
4.4.3 Provide (lie capability of managing multiple inventory locations,
maintaining a unique bin identification nuinber for each inventoried rtein,
an on-hand quantity, for each bin and a physical location description for
each bin
j
I
4.4.4 Provide the capability of mamtarrung a Vendor file for spare parts,
including unit prices Filc data must be retrievable either by part ntiniber or
by Vendor
4.4.5 Provide the capability of autoruaticaSly tracking individual parts cost to an
individual work order in cases where rnoic than one part is required to
complete a work order
4.4.6 Provide notification of parts received on pending work orders that are
awaiting parts for completion
4.4.7 Provide the capability of using the Internet to access Vendors on-line or to
access on-brie Vendor parts catalogs,such as Grainger
4.4.8 Provide support for the creation of Vendor quotes for parts and materials
and the capability of easily converting quotes to Purchase Orders
4.4.9 Provide support for the creation of Purchase orders for parts and materials
either as hard copy for rrrailmg or faxing, or for on-Iine ordering through the
Internet
4.4,10 Provde the capability for strticturing blanket Purchase Orders,
Gmarvi Inrorniairan and Background - 26
III
city o€Kent, Washrngton Request for Proposal
Application Feat ore/System Requirement Y N
4.4.11 Provide the capability fox creating multiple]me items on a Purchase order,
]mlong each line item to a specific work order and to a specific maintenance
cost account
4.4,12 'J1ie software must support blanket Purchase Orders witb specified dollar
limits and provide for automatic calcula*ion of remammg balances Blanket
POs are defined as POs against which one or more items can be purchased
an indefinite nunilicr of times till a pre-determined dollar limit is reached
4.4,13 Prov2de the capability of ro-opeiung previously closed POs for
modification
4.4.14 Support the printing of requisitions to the screen,a file or a printer
4.4,15 List/discuss the standardized reports produced by the parts inventory
management module and discuss the capabilities acid case/difficulty of
creating user-defined reports
GeneraNnlormeiron antl8ackground 27
V'
CRy of Kent,Washmt�tan Request for Proposal
5. T,ACUJTY/SPACE n7ANACFA7l NT OUi•_51IO) NAIRE
The City requires the capability to more effectively manage all city-owned and leased facility spaces,to
manage leases for tenants in city-owned spaces and to efficiently evaluate space requirements and
utilization for owned and leased facilities As part of its space managetricnt responsibilities the City also
desires to automate the capability to manage personnel/asset moves tkoin space/facility to spacc/facility
and for cable management The Facility/Space Management SO tWare must include the following basic
fuilctionahty
0 A Physical Asset management module
® A Pacihty/Space Management module
0 A Project Management module
5,1. Phi,sical AssetAlariagement
I
The City requires the capability of tracking and marniamnig lustaries for select non-facility system
assets sucli as farinture, audio-visual equipment, conununications, equipment, computers Of Discuss
whether or not your software offers this capability as a module and describe the capabilities of this
nodule to meet the following minimum requirements
it
Iief-# Application Feature/System Requirement Y N
5.1.1 Provide the capability to record, classify and code non-facility system assets
by categories that are user-definable
5.1..2 Provide the capability of storing asset records in a hierarchical structure(i e
facility name, facitity location, floor, room, asset category, asset, asset
component)
5.1,3 Provide ibe capability to link an asset directly to a faciiity and a space
within a facility, as well as to a Vendor and manufacturer
5AA Provide the capabihty to identify an asset location graphically .through
linkages, including AUTOCAD Release 12 and newer and ARC VIEW
Version 3 0 and newer
5J.5 Provide the capability to generate in asset catalog that can be viewed on-
line and searched by key words, location or equipment identification
numbers, and that allows printing of user-selected data
5,1,6 provide the ability to move individual assets or a group of assets from one
physical location to another on-screen in a drag and drop environment and
to automatically update the underlying database(s) with all modifications
General Wormatron and Background 28
i
I
City of Kent, Washington Request for Proposal
Applicatlon Feature/System Requirement Y N
5.1.7 Provide for bar coding of assets and the use of non-proprietary PDA
hardware for TioId inventory recording
5.1.8 Provide the ability to track warranty and service contracts, including
contract terms and providers The software must be able to Flag an asset at
a user-defined point prior to the expiration of a warranty or service contract
5,1,9 Provide the ability to access manufacturer and/or Vendor catalogs on-line
via the Internet
5.1 IQ Provide the capability of alloying user defined multi-level charge-backs
Each charge-back must be able to support a budget and encumbrances, and
must have the ability for payments to be tracked and compared to budgets
by cost-centers of for a City department
5.1.I1 List/discuss standardized reports produced by the soflware's asset
management module and,discuss the capabilities and easeldiffieulty of
creating user-defined reports,
I
5.2. Facilitx/Space Management
This module must have the ability to create flexible space use models with user-defined cirteria to
generate multiple"what If'spaci planning scenarios
Ref,# Application Feature/System Requfreinent Y N
5.2.1 Provide the capability of mamlaning data on personnel space assignments,
physical space mventoiy and characteristics and workstation configuration
and locations The software should allow the user to define additional
elements to track
5.2.2 Provide the capability of planning and managing space requirements, .
including the creation of "wbai if' scenarios This capability should
include the creation of user-defmcd fields for facibry and space data
management
52.3 Provide the capability to track critical data about any space and its
occupiers, including organizational linkages, SF occupied data, space
ealegonzation data and cost center data
5.2.4 Provide the capability of ev aluatmg affinity and adjacency relationships and
generating stacking diagrams, including the ability to stack multiple
buildings in a single session and drag and drop stacks bem eon buildings
Cenerat Information and 8atkgraund , 29
City of Kent, Washington .M.. _ Request for PrcpoSol
Ref. 0 Application Feature/System Requirement y N
5.2.5 Provide the capability of producing stack projections based on spatial
forecasts of space use
5.2.6 Support the most eutrent IFMA and BOMA space management standards
5.2.7 Provide the capabtlily of supporting multiple charge-backs for an individual
space if that space is occupied by personnel from more than one department
or cost center
5.2.5 Provide the capability of creating user-defined data fields to assign facility
component information such as 1IVAC egatpment and vv all/floor(eeilmg
finish data to individual spaces j
52.9 Provide the capability to monitor City space leases and cost data, track
gross 'and usable leased area, track lease costs and manage lease charge-
backs to occupying City departments
5.2.10 Provide the capability to link data to either the Vendor's 'project
management software or to a stand-alone project management software
Package such as MS project
5.2.11 Provide drag and drop type personnel and lianiture inove management
capabilities that allow users to move personnel and associated assets by
dragguig objects from one Jocation to another Soflware must allow users
to define a move from one space or buildmg to another
5.2.12 Provide the capability for users to categories purpose for moves (e g
renovation; reorganization,etc) and sub-categones (e g growth)
52,13 Provide the capability of creating multiple levels of move work orders to
support incremental ov staged moves
5.2.14 Provide the capability of adding items to a move work order at any point
prior to the completion of a move Allow for move audits and status
repwtmg
52.15 Provide the capabihty of tracking data and telecornimmications cabling
installation and modificahons, including jacks, routers, wiring and hubs,
and providing visual analysis of connectivity among computer network or
telecommunication components via a CAD or sunilar interface
5.2.16 Support the generation and management of work orders for installation and
re-routing of cable and other telceommumcations components
i
5.2,17 Provide the capability to develop user-defined service categories
GCneratlnformaBan and Bavkground ,�1,,- . 30
V'
City of Kent, Washington Request for Proposal
4pplication FeatureMystern Requirement Y N
FAX, etc)and computer network topologies(c g 1013T)
5.2.18 Allow users to easily query the database for any component and its
associated data
5,239 Provide lird:agcs to the C%WS work order and parts inventory management
modules
5,2,2Q. provide the capability of allowing user defined multi-level charge backs
Each charge-back must be able to support a budget and encumbrances, and
must have the ability for payments to be tracked and compared to budgets
by cost-centers of for a City department
5.2.21 Provide support for cost recovery for spare management and the ability to
create budget exceptions far leased and owned space
5.2.22 List'discuss standardized reports produced by the software's facility/space
management module and discuss the capabilities and ease/difficulty of
creating user-defmcd reports
5.2.1. ProiectR7ana„gement
The City requires the capability to track and manage internal maintenance and repair work as well as
contracted work for maintenance, repairs, minor construction and renovation, and major renovation and
new construction At tts most basic, the requirement is to be able to group or tmie-phase individual
activities, perform ititcraclrve planning for resource allocation, and budget and track single or multiple
expenditures associates with varied projects
Ref. # Application Feature/System Requirement Y N
5.3.1 Provide the capability to create, define, estimate and budget projects and
break projects down into user-defined tasks.
5.3.2 Provide the capability to bolt an unlimited number of tasks to a project and
schedule an unhnited number of resources for each task
5.3.3 Provide the ability to hnk project tasks to a specific work order and luck or
aggregate individual work orders into"projects"
S.3,4 Provide the capability to support nlulhple charge-backs from one project by
percentage and dollar amount
5.3.5 Provide a userdefinable Vendor list for each project and allow estimated
material and labor costs to be assigned to each task that comprises a project,
Generalinformat,on and 6ackgmund 31
p
Clty of Kent, Washington Requestforproposal
Ref.4 Application Feature/System Requirement 1' TN
5.3-5 Provide the capability of allowing users to modify tasks and resources for a
project at any point in the project time-lane and automatically adjusting
schedules and resource allocation
5.3.7 Provide the capability of managing large renovation and remodeling projects
and change orders for all sizes of projects
5.3.8 Provide the capability for accessing on-line cost estimating data from
resources such as R S Means and linking this data with any stand.-alone cost
estimating soflware
5,3.9 Provide the capability of interfacing with or easily exporting data to financial
management and cost accounting software,
5.3.10 ]Discuss how the software differs in capability from MS Project. Identify key
differences that provide enhanced capabilities over MS Project
I
5.3.11 Provide import and crport capabilities with spreadsheet software such as
Excel and database software such as Access
5.3.12 Provide. the capability of allow)-rig user defined multi-level charge-banks
Each charge-back must be able to support a budget and encumbrances, and
must have the ability for paymeixts to be tracked and compared to budgets by
cost-centers of for a City department
�5.3.13 List/discuss standardized reports produced by the software's project
management module and discuss capabilities and ease/difficulty of crealmg
user-defined reports
i
i
General Information and Backytounal 32
i
City of Kent, Washington Request for Proposal
6. TECH OLOGY CL EST7OALN1A1RV
Refer to the General Information and Background Section of this RFP to obtain relevant information
relating to Technology objectives and transaction/usei information
6.1. Overall Requirements
Ref. ## Tc ndcal Pei ture/Regtdrenrent Y dN
6.1.1. List the software version number and release date for each proposed modulo,
including third party solutions
6,1,2 Describe the preferred as well as minimum server/terminal as well as stand-alone
desktop hardware requirements, including processor speed, graphics regnrrements,
computer memory and disk storage requirements.
6.1.3 Is the inenu system corripliant with MS Windows development/interface standardsv
6.1.4 Does the system provide context sensitive help based on the cursor location?
6.1.5 Does the system provide help information at the system, module, screen or field
levels?
6.1.6 Does the system provide ability to crealc user-customized help at all levels? (e g
system, module, screen, field)
6.1.7 Descnbolist technical and user documentation provided_ with the proposed
solution
6.1.5 Describe and/or attach materials documenting method of determining system
response time
6.2, Operating Enidronment
Reference the description of the City's technical operating environment located in Section 15 5
Ref.# Technical Fenture/Requirement Y N
6.2.1 Is the system 100% compatible math the desktop components as described in the
Proposed Technology Environment?
Desenbe any known conflicts veiti the proposed technology environment
components
6.2.2 Based on the technology proposed, desenba the imminum, recommended, and
optmial client hardware configuration for a user
Generailnfofnratrotr and Background ! 33 ',,
City of Kent, Washrnglon _ _ Request for Proposal
Ref.# Technical Feature/Requirement Y N
6.2.3 Does the system provide antomated network client installs and upgrades?
6.2.4 Does the system provide messages to the system admiinsuator if the maximum
number of concurrent users is exceeded?
6.2.5 Does the system provide 32-bit client support?
6.2.6 Describe venations anwng modules in user interface look and feel Describe tho
differences
6.2.7 Describe (be server hardware requirements for your product including CPU, disk
space, and RAM Provide recommendations for initial install as well as for 5 years
of growth Attach documentation if appropriate
6.2.8 Describe the database platform on which the product was originally developed
6.2.9 Does the system provide support for network components as described in the
Proposed Technology Environment? Describe exceptions
6.3. Customization
This section will provide the City with information coneeruing the available customization features and
the ability to carry customizations forward into firture releases
Ref.ik Technical Feature/Requirement Y N
6.3,1 Does the system provide the ability to modify items, (e g, fields, elements, objects)
visible to user based upon security?
6.3.2 Does the system have user definable fields?
6.3.3 Does the system provide a mechanism for data entry validation of user-definable
fields?
6.3.4 Does the system allow customization of menus for each user or group?
63.5 Does the system allow for display or removal of non-required fields without
customization?
63,6 Attach documentation describing the tools and processes required for product
custommzation
6.3.7 Describe how the proposed product accommodates version control That is, how
software configurations, customizations, and upgrades are managed Attach
additional documentation if desired
General Information and Background 34 .E
(A
I
City of Kent, Washrngton Request for Proposal
Technical Feature/Requirement Y N
6.3.8 Describe how the proposed product provides audit trails of sofhvare configurations,
custaiuizations, and upgrades Attach documentation if desired
16.3.9 Descrbe, in detail,how configuration and/or customization changes are affected by
subsequent software releases
6.3.10 Describe how saftware custonnzations impact the software maintenance and
agreement support Attach documents tf available,
6.4. Securi
i
This section probes the proposed solution's security features Clearly indicate where the security
features addressed in this section vary between or among modules
Ref. # "technical FeaturelRequiremetit Y n
6.4.1 Desenbe the product suite security features that allow user access to specific
processes and functions(e g, add, change, and delete)
6A,2 Describe the product suite features that provide easy, efficient application security
setup (e g,the use of copy capabilities, security templates, definition of roles)
6.4.3 Does the system provide an interface so that a user can be automatically updated
with an end date when separated from employment?
6.4.4 Does the system provide the capability to manually deactivate and reactivate a
user?
6.45 Does the system provide the ability to restrict the information the user can see to
the information far iMucli the user has security?
6.4.6 Docs the system provide the facility to register custom processes, (e g, reports),
making them available to users with appropriate privileges?
6.4.7 Does the system provide the ability to foiinat menus corresponding* to users'
privileges (e g, only the processes to which the user has access are shown)?
6.4.8 Describe bow passwords are managed, including password assignment, syntax
requirements, eneryption,reuse, and expiration
6,4,9 Does the system provide automatic logout of unattended workstations?
6.4.10 Does the system provide functionality to disable a user after a specified number of
invalid login attempts?
evnrai information and Sackgrov0d 35 ',
�i
City of Kerif, Washington Rvquesf for proposal
Ref. # Technical Feature/Requirement Y N
6.4.11 Describe how the invalid logW ruleS are specified
6.4.12 Does the system provide invalid login legging?
6A.13 1 Describe the security reporting available for audit purposes (e g, application
flmctions each user can access, user database access, etc) Attach additional
documentation if desired
6.4.14 Does the system provide a single user logon for all proposed applications/modules
I
6.4.15 Describe cases in which a user must use more than a single logon for all proposed
applications/modules
6.4.16 Describe any other security features that have not been covered
6.4.17 Describe the audit trail for tracking data changes
6.5. Suppoit
Influence in the direction of the application, support, and training is important to the City
Ref.# Technical Feature/Requirement Y N
6.5,1 Describe your policy and timing for dropping support of client operating system,
server operating system and database versions
6.5,2 List contact names, phone numbers and addresses for user groups that focus on
elements of the proposed solution set
6.5.3 Describe the role user groups play in setting pnoribes for new features
6.5.4 List the locations of the nearest support offices
6.5.5 Dcsonbc(lie support offerings available to the City, including support during non-
peak hours
6,5.6 Describe problemmanagernent and escalationprocedures
6.5.7 Describe the technical services provided in the product's basic license fees
6.5.8 Describe any additionaltechnical services available
65.9 Describe training support available Attach documentation if desired
G.5.1t1 Does the system provide a knowledge base, e g, the ability to access a database of
incidents,problems,error messages, and sclutronV
General lnfonaation and Background 36
City of Kent, Washington Request for Proposal
Ref. 9 Technical Feature(Reyuireriient Y N
6.5.11 Does the system provide knowledge hale keyword scaroh capability to faolhtate a
search of th.c knowledge base for a problem and find a sohrtzon?
6.5.12 Describe the support knowledge base fonnat, e g,vveb site, distributed media,etc
6.5.13 Describe documentation types, levels and media that are provided
6.5.f4 Describe the process for nmpleinentmg application software updates. include
resources and time .
6,515 Describe. theprocess for implementing major application software upgrades
Include resources and lime
6.5.16 Dosenbe your policy for supporting older application versions
6.6, Rerrurtill 3
The City views reporting as a critical.solution component The intent in this section is to communicate
the City's minimum needs for an end user reporting tool Vendors are encouraged to attach additional
documentation describing the proposed solution's reporting capabilities As well, Vendors are
encouraged to supply mfomtation about "add on" or third party reporting tools that may enhance the
solution set.
Vendors may proiido some basic functionality but will propose a third party reporting tool as well
Please be clear which answers below are provided m the base product versus those provided in a third
party tool
Ref. # Technical Feature/Regnirement Y N
6.6.1 Please mdicate whether the proposed reporting tool is provided as an integral part
of the product suite If not,please name the proposed product and version number
6.6.2 Describe the reporting architectiue included in the proposed solution kbr eiunriple,
what components reside on the client, the server, cte Attach additional
documentation if desired
6.6.3 Describe the administrative tasks necessary to prepare the reporting tool for use,
o g,populate the data dictionary, ctc Attach additional documentation if desuLd
6.6.4 Describe the reporting tool's drill down capabilities
6.6.5 Describe the options pro,, ded to produce and catalog on-demand reports rased on
user defined criteria Attach additional documentation if desired
6.6.6 Does the system provide the abilth, to select data directly from database tables or
General Information and Background / 37
c?
City of Kent, Washington_ Request for Proposal
Ref.# - --- Technical Yeature/Requirement Y FN
pre-defined views?
6.6.7 Does the system proude the ability to sort, in ascending or descending order, by
any combination of database fields and/or temporary and computed fields?
6.6.8 Does the system provide the ability to embed selection criteria in the procedure and
enter criteria at i un-tliuO Selection criteria must support wild cards and ranges of
values
6.69 Does the system provide the ability to import the data into Microsoft Excel 97,
Microsoft Access 97,and Microsoft Word 979
6.6.10 Does the system provide the ability to reformat report data for mailing labels, or
other printed outputs?
6 6.11 Does the system provide both columnar and non-columnar reports?
6.6.12 Does the system provide the ability to interrupt executing queries?
6.6.13 Does the system reporting tool require the user to laaow SQL?
66,14 Does the system provide the ability for the user to choose between a desktop
default printer and central high-speed printer?
6.6.15 Does the system provide the ability to schedule reports in batch processes?
6.6,16 Does the system provide the ability to perform queries on-line?
6.7. Jnterfaces
Rcf.# Technical Feature/Requirement Y N
6,7.1 For each module proposed (e g, Work Order Management, Asset Management,
etc ), desenbe the external interface facilities For example, are there tables to
receive data from other systems? Ts the interface facility documented? Js there a
standard for nnporUexport to these modules? Attach additional information,
6.7.2 Does the system provide 32-bit ODBC support?
6.7.3 Does the system provide an,interface to Microsoft Exchange in order to generate i
user e-mail notification of business events?
6.7.4 Describe The process to import application data to Mictosoft Excel 97 Attach
documents if desired
6.7.5 Describe the process to import application data to Microsoft Access 97 Attach
I
General Informaiwn andHackground
City of Kent, Washington Request for Proposal
Ref.# Technical Feature/Requirement Y N
documents if desired
6.7.6 Descnbe ways that Microsoft Word 97 integrates with the product
6.7.7 Describe ways that Vrsio d 6 mtegratcs with the product
6.7,8 Descnbe the ways in which AUTOCAD integrates with the product and what
Versions are crurently supported
6.8. Other Third Party Products
Ref. # Technical Resture/Requirement Y N
6XI Descnbe conversion tools ifproposed Attach materials if necessary
6.8.2 Describe any web-based products proposed
6.8.3 Dcscribe other third party products proposed Attach materaN ifnccessary.
6.9. Product Vision
Attach documents describing the major technological improvements your company is planning for your
products and services over the next three to five years Please address the following potential
development areas
0 Company's strategic direction
0 Adjustments to user interface andlor client software regmrements
0 POtential adJustments to operating environment
0 Major adjustments to product development tools
0 Browser access to system (Please indicate if for specific sofhvare modules or all modules)
0 Changes to architecture andlor platforgrs supported
0 Conmutment to proposed database platform
0 Functional Enhancements andlor new software modules under development
0 Partnerships and/or alliances with other Vendors in the industry
0 Any other planned product changes that might be of interest to the Pity
General information and Background 39
V 5