Request for Proposal.doc

Request for Proposal City of Lebanon Computer Maintenance Management System (CMMS) Proposal #08-1764 Date: April, 2008

Invitation for Proposal You are invited to submit a proposal in response to the Request for Proposal #08-1764 for the City of Lebanon Computer Maintenance Management System (CMMS) for the City of Lebanon. The proposals are due no later than 2:00 p.m. on Friday, May 2nd, 2008. Late proposals will not be accepted. Please be sure to submit one original copy with signature and 5 copies of the entire proposal package in an envelope plainly marked City of Lebanon Computer Maintenance Management System #08-1764 on the outside. Proposals should be submitted to the attention of Patricia Moehring, at the Lebanon City Building, 50 South Broadway, Lebanon, OH, 45036. If you have questions regarding the above procedure or contents of the proposal, please contact Patricia Moehring, GIS Specialist at (513) 228-3242 or (513) 505-5227. Sincerely, Patricia Moehring GIS Specialist City of Lebanon GIS/IT 125 South Sycamore Street Lebanon, OH 45036 CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 2

Table of Contents Request for Proposal.........................................................................................................1 City of Lebanon Computer Maintenance Management System (CMMS).............................................1 Proposal #08-1764..........................................................................................................1 Date: April, 2008..........................................................................................................1 Invitation for Proposal.......................................................................................................2 Table of Contents.............................................................................................................3 Overview.......................................................................................................................4 A. Proposal Due Date......................................................................................................4 B. Changes for Proposal (RFP)............................................................................................4 C. Contract Negotiations..................................................................................................4 D. Questions Regarding RFP ..............................................................................................4 E. Proprietary Information................................................................................................4 F. Incurring Costs...........................................................................................................4 G. Acceptance/Rejection.................................................................................................4 H. Proposal Format........................................................................................................4 I. Basis of Award............................................................................................................5 J. Background...............................................................................................................5 Scope...........................................................................................................................6 A. Project Goals............................................................................................................6 B. Vendor Qualifications..................................................................................................6 C. Implementation Plan...................................................................................................6 Requirements I—General Needs.............................................................................................8 Requirements II—Data Management .......................................................................................9 Requirements III—GIS.......................................................................................................17 Requirements IV—Additional Needs.......................................................................................18 Pricing Information..........................................................................................................20 MAINTENANCE & SUPPORT.................................................................................................21 REFERENCES..................................................................................................................22 CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 3

Overview The City of Lebanon seeks proposals to purchase software and services necessary to meet the requirements of this request. The City of Lebanon Computer Maintenance Management System (CMMS) (herein referenced as SOLUTION) should provide a complete and integrated system for the City of Lebanon. A single vendor that integrates all of the needed components of the SOLUTION described in this request is preferred. A. Proposal Due Date One (1) original and 5 copies of each proposal are to be received by the City of Lebanon no later than 2:00 p.m. on Friday, May 2nd, 2008. Late proposals will not be accepted. Proposals shall be submitted to the attention of Patricia Moehring to the City Building at 50 South Broadway, Lebanon, Ohio 45036. B. Changes for Proposal (RFP) If it becomes necessary to revise any part of the RFP, or otherwise provide additional information, an addendum will be issued by the City of Lebanon and furnished to all firms that have received copies of the original RFP. Please acknowledge the receipt of any addendum in the appropriate section as directed in the addendum. C. Contract Negotiations The City of Lebanon reserves the right to negotiate a contract after the successful firm is selected. Selection will be based only on the proposal submitted, product demonstration, and subsequent interviews, if any; therefore, the proposals must be complete. D. Questions Regarding RFP Questions must be submitted to Patricia Moehring, GIS Specialist at (513) 228-3242 or (513) 505-5227 prior to the proposal due date. E. Proprietary Information Any restrictions on the use of data contained within a proposal and all confidential information must be clearly stated at the top and bottom of each page of the proposal. F. Incurring Costs The City of Lebanon is not liable for any costs incurred in replying to this RFP. G. Acceptance/Rejection The City of Lebanon reserves the right to accept or reject any or all proposals in part, or in total, as deemed to be in the best interest of the City of Lebanon, and to waive all minor irregularities in the proposal process. Firms whose proposals are not accepted will be notified as soon as the awarded contract has been approved. H. Proposal Format Each proposal will consist of information that will be helpful in assisting the City of Lebanon in analyzing the proposal. Failure to follow the format outlined may result in disqualification. Each proposal shall include responses to the following 5 items. Exclusion of any of these items could be grounds to reject the bidder’s proposal by the City of Lebanon: 1. A cover letter stating vendor’s intent to bid on the SOLUTION. 2. A company overview, including the organizational qualifications to provide services for the SOLUTION. 3. Completed requirements sections (Requirements I — General Needs, Requirements II — Data Management, Requirements III — GIS and Requirements IV — Additional Needs) which demonstrate a clear understanding of the products and services required by this proposal. 4. A general implementation plan as well as a description of the level of services to be provided at each stage. 5. Additional information pertinent to the RFP response may also be included. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 4

I. Basis of Award The award resulting from this Request For Proposal will be made to the vendor that submits the response that best serves the needs of the City of Lebanon. The selection committee will evaluate the proposals based on the following criteria: 1. Ability to meet the functional requirements as stated in this RFP. 2. Demonstration of the proposed integrated SOLUTION. 3. Successful history of the vendor’s ability to provide similar systems within the established RFP guidelines. 4. Immediate availability of hardware/software of proposed SOLUTION. (For example, software must provide the features described through the most current release. Additional functionality coming in future releases must be separately noted.) 5. Ease of use of the proposed SOLUTION including customizable features. 6. Experience with the integration of third party software systems, including ESRI, Autodesk, KIP Scanners, XEROX Scanners, Microsoft Office Suite, Trimble, and Path Master Aries. 7. Qualified vendor staff with experience in deployment, integration and support of Public Management Programs. 8. Ability to expand system functionality to include a web-enabled application, compatible with the latest version of Internet Explorer, for field updates for future objectives. 9. Integrated software, relational database and all necessary reporting capabilities, etc., inherent within the software. J. Background The City of Lebanon wishes to establish a partnership with an organization that has a minimum of 7 years of comprehensive experience in public works/utility departments, with at least 100 departments using solutions provided by that organization. SOLUTIONS that do not meet these RFP requirements will be considered as non-responsive and will be rejected. The City of Lebanon does not wish to serve as a beta test site for the proposed SOLUTION. The City of Lebanon is approximately 12.6 square miles with a 2005 estimated population of 19,978. The City of Lebanon is located in southwest Ohio, centrally located approximately 25 miles north of Cincinnati and south of Dayton, and nestled between interstates 71 and 75. The City of Lebanon is the County seat for Warren County, Ohio. IT Network This application will reside on a new application server that will be purchased in 2008, running Windows 2003 Server. The server will contain ample storage space with a minimum of 4GB of RAM. This server runs on the City of Lebanon’s TCP/IP MAN. The Lebanon MAN consists of nine sites, most of which are connected via high- speed fiber. Anticipated end users of the system at start up will be approximately 10-20 users with widespread usage to follow. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 5

Scope The purpose of this request for proposal is to determine the most qualified vendor to install, implement and assist in maintaining the SOLUTION. A single proposal that provides all components required by this RFP is preferred. A. Project Goals The goal of this project is to implement the most intuitive, flexible and easy-to-use SOLUTION available to help the City of Lebanon provide increased service to its constituents; plus, add value to the existing GIS data by providing a SOLUTION that enables the City of Lebanon Departments to access GIS data through the SOLUTION or access the SOLUTION through existing GIS applications. The SOLUTION must: 1. Provide a more efficient method of managing incoming calls and work orders. 2. Improve workflow and efficiency when processing calls and work requests. 3. Streamline manual steps when preparing work orders. 4. Develop a detailed database of information on a required set of infrastructure assets. 5. Share collected information across multiple internal departments as well as with outside organizations. 6. Include the capability to customize the SOLUTION to allow for inclusion of specific or additional information without requiring the assistance of the vendor. 7. Provide the ability to integrate and share data with GIS. 8. Provide the ability to inventory and report information relating to external reporting requirements for: i. GASB Statement 34 – Fixed Asset and depreciation ii. NPDES Storm Water Phase II 1. violation notices and report 2. management plan application B. Vendor Qualifications The successful vendor must meet the following criteria: 1. Submit a proposal in accordance with the defined proposal format on or before the specified date and time. 2. The submitted proposal must contain sufficient detail and system description for proper evaluation and demonstrate the ability to provide the best and most cost effective SOLUTION to successfully meet the City of Lebanon’s goals. 3. The submitted proposal must provide a full explanation of all deviations from the specifications contained within this document. 4. The selected vendor shall be the qualified representative and show technical knowledge of the software they propose. 5. The selected vendor must be able to follow proposed Schedule and implementation plan. 6. The selected vendor must provide annual service plan options. 7. The selected vendor must demonstrate a proven track record in providing solutions similar to the proposed SOLUTION to organizations for a minimum of 7 years. 8. The selected vendor must continue to invest in the research and development of enhancements to the proposed products to meet the future needs of the City of Lebanon. C. Implementation Plan Provide a complete description for the implementation model on this project including all significant milestones, and an estimate of the number of days required to begin productive use of the software. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 6

Bidders are encouraged to offer unique implementation strategies. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 7

Requirements I—General Needs Describe how the proposed SOLUTION meets each of the following functional requirements: The City of Lebanon will reject the proposal if the system specifications are not met and/or the vendor fails to adequately describe how each objective will be met. Ref # Feature Yes No RFP Reference and Comment Platform and Hardware Windows 2000 or XP operating systems Pentium Processor III 800Mhz 100 MB disk space 256 MB of RAM 1024 x 768 resolution monitor TCP/IP network Licensing Concurrent use network licensing. Standalone licensing for workstations not linked to a network. Flexible floating licensing Site licensing available Database Administration Availability of Microsoft Access 2000 Database Availability of Microsoft SQL Server 2000/2005, Microsoft 2000, and MSDE Databases Ability to restrict access to, or updating of, the information stored on the computer through the use of a password security system at the terminal, operator and application levels. Establishment of activities and maintenance groups, as well as accounts. Ability to support database replication from a mobile field unit to the master database. Education Opportunities End-user and train-the-trainer courses Web-based training Conferences and workshops Maintenance Agreements Toll-free technical support via phone, fax or e-mail. Version upgrades at no additional cost. Maintenance releases at no additional cost. Discounts to regional educational and marketing events. Dedicated website with product information and software release downloads. Optional account representative to provide assistance with: CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 8

Ref # Feature Yes No RFP Reference and Comment  Coordination of training  Monitor and report on system use  Upgrades to latest Version releases Access to Product Developers and Programmers to address software fixes or enhancement requests Requirements II—Data Management Describe how the proposed SOLUTION meets each of the following requirements to manage and maintain infrastructure data. To further illustrate the proposed SOLUTION, use diagrams and/or other graphics where appropriate. The City of Lebanon will reject the proposal if the system specifications are not met and/or the vendor fails to adequately describe how each objective will be met. Ref # Feature Yes No RFP Reference and Comment Asset Inventory/User Interface Designed in a modular format that can easily expand to include new functions and programs without major impact on the SOLUTION. Identification of asset locations by vicinity, coordinates, road network, intersection or description. Option to read and write asset location and spatial data from and to an ESRI SDE geodatabase or version. Ability to record asset origin/change dates and feature details within a specific asset record. Retrieve asset record(s) based on multiple selection criteria including any and all fields contained in both the SOLUTION and linked to the GIS databases. Ability to import data into and export data from the system for use with external applications utilizing a text file that supports .dbf, .txt, .csv, .tab and .asc file formats. In addition to office use, ability of the SOLUTION to be used effectively in the field for data collection, inspections and for daily maintenance tasks. Performs data synchronization and replication to update the database with field input (as well as update field collection units with database information). A history of user actions are recorded (e.g.: audit trail) and reports of that history can be generated. Pop-up calendars and number keypad tools available for entries that require dates, times, or numbers without requiring keyboard activity. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 9

Ref # Feature Yes No RFP Reference and Comment Libraries and data lists can be shared with other management software modules. Default and carryover options available for the values of any field. Smart Text capabilities available to match entries to existing list entries or default values. Multiple records may be edited at one time. Easily customized user interfaces at the end user level without requiring vendor involvement. This technology must apply to: - forms/screens - additional data fields - reports - queries - import/export routines - libraries Customized desktop forms can be saved as individual files. Built-in VBScript editor to include custom functionality. The ability to create, save as individual files and use an unlimited number of filters and/or sorts to access specific sets of information. Capability to print the contents of each data screen. Inspection information should include, but not be limited to, the following: - inspection history - inspection notes Must be able to filter the asset database down and transfer the filtered information over to an existing GIS layer to view only the records that meet the filtered criteria. This ability will allow viewing of all the assets for that layer or just a filtered subset of assets. Image and Electronic Attachment Capabilities Attachment and display of digital photos to individual records. Attachment of any electronic file including .PDF, .DOC, .XLS, .JPG, TIFF, and video to individual records. Ability to link CAD as-built (plan, profile, cross-section) design documents to individual records. Include multiple attachments to each database record. Filter and sort on attachments. Share attachments with other applications. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 10

Ref # Feature Yes No RFP Reference and Comment Work Requests Ability to record organizational work requests and public complaints. Phone numbers and addresses of constituents can be recorded. Ability to geocode a work request and see request in ESRI ArcGIS map. Ability to include a GIS map in a SOLUTION generated report. Ability to track constituent caller history. Call-back activity can be tracked and logged. Ability to schedule initial work assignments. Establish and monitor the “status” of each request (planned, in progress, on hold, completed, etc.) Ability to associate a new work request to an existing work order record. Ability to automatically create a new work order from an existing work request. Automatic transfer of key information from a work request to a work order. Ability to e-mail a work order request. Work Orders Work orders can be created and output for both proactive and reactive work activities. For example, preplanned work activities can be scheduled, monitored and executed in a timely manner. Unplanned activities that are requested by someone outside of Maintenance Operations or identified in the field by maintenance crews who identify and correct a problem that was never identified or requested. Assign multiple resources including, but not limited to, labor, equipment, material and contractors to work orders. Track and display work order status through stages including planned, in progress, on hold and completed. Create work orders directly from requests, as well as independently. Creates work orders independent of specific asset records or in association of asset records. Create a work order with multiple sequential work steps. Create a work order from an asset record in an asset inventory module. Create a work order from the ESRI ArcGIS interface. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 11

Ref # Feature Yes No RFP Reference and Comment Create and manage unscheduled work activities. Ability to access on-line work orders by work order ID, location activity or any data field associated with the work order. Monitor and track work backlog. Update open work orders at any time, including the ability to add new resources to an existing open work order. Functionality to charge costs for all resources, direct or indirect, to work orders. This includes the ability to automatically input the resource cost from a defined set of standards in the system. Retrieve work orders based on status including planned, backlogged, canceled, completed, in progress and on hold. Retrieve work orders based on multiple selection criteria including any and all fields contained in both the SOLUTION and GIS databases. The ability to recall an open work order after creation. View or print work orders with a list of all estimated and/or actual resources. Ability to assign estimated start and stop dates for work orders and associate estimated labor, equipment, material and contracted services to a work order for estimating cost. Ability to compare actual start and stop dates and labor, equipment, material and contracted services for a work order to the estimated information to track deviations between estimated and actual efforts. View or print details of closed work orders. Include comment and notes for each work order. Ability to associate a work order record to an individual or group of asset records being affected by the work order activity, creating a direct link between the work order and the maintenance history log for the respective asset record. Ability to create a new work order directly from an asset inventory record contained in the same database as the work orders. Equipment Records equipment information including, but not limited to, costs, maintenance history and images. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 12

Ref # Feature Yes No RFP Reference and Comment Tracks equipment maintenance schedules. Includes multiple applicable rates for an individual equipment record. Tracks accounting, purchasing and warranty information including estimated life, salvage value, warranty period, purchase order number, etc. Maintains up-to-date operation history log. Fleet Expandable Equipment resource management section to include Fleet Maintenance capabilities. Ability to assign baseline triggers using time-frame (every 3 months) or odometer usage (every 3,000 miles) for automatic scheduling of Preventative Maintenance Service Schedule. Ability to view in Equipment record a vehicles Fuel Log, Maintenance Log and associated Work Order Log. Labor Records and maintains employee information including, but not limited to, employee wage rates, compensation history and corresponding images. Includes multiple applicable rates and overhead percentages for an individual labor record. Includes information on employee work history. Provides various levels of security to view, enter and access employee information. Allows labor to be assigned and grouped into work crews. Vendors/Material Maintains a multi-vendor database that includes, but is not limited to, the following information: unique ID code, address, contact name, phone number, e-mail address and fax number for each vendor entry. Provides on-line parts or material catalogs, as well as price lists and quotations, for use by the field crews and maintenance superintendents. Tracks the material inventory, including the ability to account for inventory reduction. Sign Data A complete inventory of sign features including, but not limited to, sign size, CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 13

Ref # Feature Yes No RFP Reference and Comment material, name and sheeting. Includes mounting details such as support, size, material, type and breakaway details. Associates multiple signs per support. Includes information on sign condition, visibility and retro-reflectivity. References on-line sign libraries (including MUTCD) and allows custom sign library entries to be created and included. Automatically associates graphical sign symbols and data to a new record. Signal Data A complete inventory of signal faces, supports, detectors, controllers, conflict monitors and auxiliary equipment associated with each signalized intersection. Includes mounting details such as support, size, material and type details. References on-line signal component libraries and allows custom library entries to be created and included. Automatically associates graphical signal component symbols and data to a new record. Road and Segment Data Inventory of paved and unpaved road segments that includes road segment functional and pavement classifications. Inventory of paved and unpaved road segments that includes road segment type/dimension/material details. Inventory of paved and unpaved road segments that includes road segment structure and geometry details. Utilizes the USACE Pavement Management and SHRP Distress Identification Manual for the Long-term Pavement Performance Project strategies. References on-line pavement distress library that includes images and distress data. This library must have the ability to be customized through the modification or addition of distress records. Advanced pavement management functionality that includes, but is not limited to : - the ability to create multiple Capital Improvement Planning (CIP) scenarios - network-level and segment-level performance modeling CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 14

Ref # Feature Yes No RFP Reference and Comment - automatic budget requirement schedules - USACE pavement management strategies - calculation of Network Priority Ratings (NPR) for individual road segments - intelligent Maintenance, Rehabilitation and Reconstruction (MR&R) policy decision matrix - user-defined intelligent decision trees for maintenance preferences - multi-year budget and maintenance profiles for multiple CIP scenarios - ability to analyze the impact of selected maintenance alternatives - ability to predict performance of road segments - dynamically compare multiple scenarios by performance and cost - compare maintenance regimens for network impact - predict the performance of individual segments, as well as segment groups Pavement Marking Data An inventory of marking information that includes, but is not limited to route descriptions and marking type. Includes information on materials and ratings. Reference an on-line marking library that includes images and details for marking materials, manufacturers and condition groups. This library must have the ability to be customized. Electric System Data A complete inventory of transformers, enclosures, secondary wells, CJEs, support structures, switches, risers, facilities, guys, meters, street light components including fixtures, arms, bases, poles, lamps. Includes network connectivity and network tracing information. The ability to recall and view records for the electric features on a single circuit. References on-line electric component libraries and allows custom library entries to be created and included. Automatically associates graphical component symbols and data to a new record. Includes schematic drawings of facilities CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 15

Ref # Feature Yes No RFP Reference and Comment and network structure. Storm Sewer System Data A complete inventory of manholes, pipes, inlets, watersheds, basins channels, culverts discharge outlets, pumps and auxiliary equipment. Includes network connectivity and network tracing information. Ability to record information obtained from video logging. References on-line sewer component libraries and allows custom library entries to be created and included. Includes schematic drawings of manholes and pipes. Sanitary Sewer System Data A complete inventory of manholes, mains, service laterals, pumps and auxiliary equipment. Includes network connectivity and network tracing information. References on-line water component libraries and allows custom library entries to be created and included. Ability to record information obtained from video logging. Includes schematic drawings of pipes and manholes. Water Network Data A complete inventory of hydrants, service laterals, mains, meters valves, pumps, storage tanks and auxiliary equipment. Includes network connectivity and network tracing information. References on-line water component libraries and allows custom library entries to be created and included. Reporting The ability to easily extract multiple combinations of data from an integrated report generator must be part of the proposed SOLUTION. No separate third party applications will be accepted. Internal report builder allowing the end user the flexibility to customize any selected fields of information. Includes a separate report builder wizard to create simple ad hoc reports as needed. Capability to view on-line reports, e-mail report data or generate reports in hardcopy format through a standard printing device. Queries and reports can be run on all database fields, including historical information. Predefined report templates are included. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 16

Ref # Feature Yes No RFP Reference and Comment The ability to customize existing or create new reports that can be saved for future use. You must be able to utilize: built-in filters and reports; groups to arrange information in a logical order/grouping; attach images, logos, maps and/or photos; insert headers and footers for the report by page or group; formulas to perform calculations. Ability to utilize a Save As command to save a copy of an existing report for modifications in the following formats: Text, XLS, PDF, HTML, RTF and TIFF. GASB 34 Reporting The SOLUTION must contain features to track and report information pertinent to GASB 34 financial requirements for the Modified Approach and/or Depreciation. Describe: Dynamic Links to Data Collection Devices Hardware used to collect information must integrate with the SOLUTION. Capture X/Y coordinates from GPS receivers. Describe how the SOLUTION interfaces to GPS receivers. Requirements III—GIS The SOLUTION must provide a method to integrate the asset management system with a GIS. Please describe how the proposed SOLUTION meets the following requirements: Ref # Feature Yes No RFP Reference and Comment Available as a standalone application as well as compatible with ArcGIS 9.x and higher. Utilize the following file types for basemaps: - shape (.SHP) files - AutoCAD .DWG and .DXF files - Microstation .DGN files - Arc/INFO coverages and other Arc/INFO data sources - raster images: .TIF, .JPEG, .BMP, MrSID Must include wizards to simplify the creation of asset data layers. Graphically display both point and linear assets on a map. Must have the ability to customize symbology for asset graphics and contain placement and editing tools. X/Y coordinates are automatically assigned to asset records by clicking the corresponding location on the basemap. Graphically select a single asset or a group of assets to display only the corresponding data record(s) or an asset data table. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 17

Ability to Add Asset Tables to GIS using inventory data from asset module to join or relate to existing GIS tables containing additional information. Ability to Convert to Asset Layer to be able to join or relate asset records to existing shapefiles or geodatabase records. Ability to integrate with an ESRI SDE geodatabase. Ability to read and write directly to a Feature Class or Shapefile in ArcGIS. Ability to access the SOLUTION data entry forms through the ArcGIS interface. Ability to edit the SOLUTION data entry forms for use in ArcGIS. Ability to honor ESRI data models Asset modules can utilize ArcGIS data with option to operate inside of ArcGIS interface or independent from ArcGIS interface. Requirements IV—Additional Needs Please explain in detail: Management Services Describe the Management Services your firm provides related to Business Objective Review, Workflow Process Analysis, Solution Deployment Planning and Project Management related to the SOLUTION. Describe: Data Services Describe the Data Services your firm provides related to Data Conversion or Data Migration of existing legacy data. Describe: Installation Services Identify procedures that would be used to install and configure the software system on to City of Lebanon network. The SOLUTION should provide a means for a system parameter review, database and application software installation and configuration, database tuning, disaster recovery planning and system security set-up. Describe: Replication Services Describe the Replication Services your firm provides to permit the SOLUTION to be used on a laptop or tablet PC during field work and then updating the child database to the parent database. Describe any limitation or unique management requirement for this service. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 18

Describe: Educational Services Describe the Educational Services your firm provides as training options for the SOLUTION proposed. Describe the requirements for On-site, custom, Internet and/or Regional Training sessions. Describe: Mentoring Services Describe any Mentoring Services your firm provides in support of the SOLUTION. Describe the nature of the service, Internet or On-site, and the benefit of the service to the overall success of the SOLUTION implementation. Describe: Modification Services Describe any Modification Services your firm provides to permit the SOLUTION to be tailored to City of Lebanon needs. Describe the process to add new data fields or to modify data entry forms, reports, system filters/queries, and/ or import/export routines. Describe: Integration Services Describe the Integration Services your firm provides to permit the SOLUTION to be integrated with other third- party applications. Describe any limitation or requirements for this service. Describe: CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 19

Pricing Information Quantity Unit Price Subtotal Project Charter Development and Business Process $ Analysis Software $ Software Maintenance Plan $ Deployment/Implementation Services $ Management Fees $ Estimated Project Total $ CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 20

MAINTENANCE & SUPPORT Please provide maintenance and support contract cost information for the period following the expiration of the warranty as indicated below. Please state standard warranty period: ___________________________________________________________________ Are there extended warranties available? ___________Yes ____________No If yes, please provide detailed information in the space provided below: _________________________________________________________________________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ _________________________________________________________________________________________________ 1. Cost for 1st Year Annual Maintenance/Support Contract: $__________________________ (Indicate what coverage is afforded by maintenance contract): _______________________________________________ _________________________________________________________________________________________________ 2. Cost for 2nd Year Annual Maintenance/Support Contract; $_________________________ (Indicate what coverage is afforded by maintenance contract): _______________________________________________ _________________________________________________________________________________________________ 3. Cost for 3rd Year Annual Maintenance/Support Contract, $__________________________ (Indicate what coverage is afforded by maintenance contract):________________________________________________ _________________________________________________________________________________________________ CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 21

REFERENCES List below current business references for which you have performed work similar to that required by this proposal. Please provide this information for each partner in a Joint Venture, and for all Subcontractors. Facility:___________________________________________________________ Address:__________________________________________________________ City, State, Zip Code:________________________________________________ Telephone Number:__________________________________________________ Contact Person:_____________________________________________________ Dates of Service:____________________________________________________ Facility:___________________________________________________________ Address:__________________________________________________________ City, State, Zip Code:________________________________________________ Telephone Number:_________________________________________________ Contact Person:_____________________________________________________ Dates of Service:____________________________________________________ Facility:___________________________________________________________ Address:__________________________________________________________ City, State, Zip Code:________________________________________________ Telephone Number:_________________________________________________ Contact Person:_____________________________________________________ CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 22

PROPOSAL *THIS PAGE MUST BE INCLUDED* The UNDERSIGNED hereby declares that he/she or they are the only person(s), firm or corporation interested in this proposal as principal that it is made without any connection with any other person, firm or corporation submitting a proposal for the same. The UNDERSIGNED hereby declares that they have read and understand all conditions as outlined in the invitation for bids, and that their proposal is made in accordance with same. The UNDERSIGNED hereby declares that any person(s) employed by the City of Lebanon who has direct or indirect personal or financial interest in this proposal or in any portion of the profits that may be derived there from, has been identified and the interest disclosed by separate attachment. (Please include in your disclosure any interest which you know of. An example of a direct interest would be a City employee who would be paid to perform services under this proposal. An example of indirect interest would be a City employee who is related to any officers, employees, principal or shareholders of your firm or to you. If in doubt as to status or interest, please disclose to the extent known). The proposer acknowledges the receipt of Addenda numbered________________________________________________ If Applicable COMPANY NAME: ________________________________________________________________________________ (Individual, Partnership, Corporation, Joint Venture) AUTHORIZED SIGNATURE: ______________________________________________ DATE: ___________________ (Officer, Authorized Individual or Owner) PRINT NAME & TITLE: ____________________________________________________________________________ ADDRESS: _______________________________________________________________________________________ _________________________________________________________________________________________________ TELEPHONE: __________________________________ FAX: ______________________________________ E-MAIL: ____________________________________ FEDERAL TAX ID NUMBER: ___________________________ NOTE: All bids must bear the handwritten signature of a duly authorized member or employee of the organization making the bid. This sheet must be signed and returned with the proposal package. CITY OF LEBANON COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) 23

Request for Proposal.doc

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Request for Proposal.doc — Document Transcript