Computerized Maintenance Management System (CMMS… 12-08… · · 2012-12-07ATTACHMENT A REQUEST...

ATTACHMENT A

REQUEST FOR PROPOSAL

FOR A

Computerized Maintenance Management System (CMMS)

ISSUED BY

MUNICIPAL UTILITIES DEPARTMENT (MUD) AND

PUBLIC WORKS DEPARTMENT

RFP # PUR 12-088

December 7, 2012

This RFP is formatted for duplex printing

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RFP # PUR 12-088 December 7, 2012

City of Stockton P a g e | 1

TABLE OF CONTENTS

1. RFP Overview ................................................................................................................. 3

1.1 Purpose of RFP ........................................................................................................ 3 1.2 City Objectives ......................................................................................................... 4 1.3 City Goals ................................................................................................................. 4 1.4 Selection Process ..................................................................................................... 5 1.5 Implementation Timeline .......................................................................................... 5 1.6 RFP Schedule of Events .......................................................................................... 5 1.7 RFP Coordinator ...................................................................................................... 6 1.8 Proposal Preparation Costs ...................................................................................... 6 1.9 RFP Amendment and Cancellation ........................................................................... 6 1.10 Questions Pertaining to the RFP .............................................................................. 6 1.11 Letter of Intent to Propose ........................................................................................ 7 1.12 Proposal Submittal ................................................................................................... 7 1.13 Public Records Law .................................................................................................. 8

2. Current Environment Overview ........................................................................................ 8 2.1 Organizational Structure ........................................................................................... 8 2.2 Municipal Utilities Department .................................................................................. 8 2.3 Public Works Department ........................................................................................10 2.4 Key Business and Operational Volumes .................... Error! Bookmark not defined.

3. Current Technology Environment ...................................................................................11 3.1 Technology Standards .............................................................................................11 3.2 Application Environment ..........................................................................................12 3.3 Existing System Interfaces ......................................................................................12

4. New System Requirements ............................................................................................13 4.1 Technical Requirements ..........................................................................................14

5. Proposal Submission Requirements ...............................................................................14 5.1 General Instructions ................................................................................................14 5.2 Proposal Format ......................................................................................................14

6. Proposal Evaluation........................................................................................................21 7. General Requirements ...................................................................................................21

7.1 Collusion .................................................................................................................21 7.2 Gratuities .................................................................................................................21 7.3 Required Review and Waiver of Objections by Proposers .......................................22 7.4 Nondiscrimination ....................................................................................................22 7.5 Proposal Withdrawal ...............................................................................................22 7.6 Proposal Errors .......................................................................................................22 7.7 Incorrect Proposal Information .................................................................................22 7.8 Prohibition of Proposer Terms and Conditions ........................................................22 7.9 Assignment and Subcontracting ..............................................................................23 7.10 Right to Refuse Personnel .......................................................................................23 7.11 Proposal of Additional Services ...............................................................................23 7.12 Licensure .................................................................................................................23 7.13 Conflict of Interest and Proposal Restrictions ..........................................................23 7.14 Contract Negotiations ..............................................................................................23 7.15 Execution of Contact ...............................................................................................24



7.16 Right of Rejection ....................................................................................................24 7.17 Disclosure of Proposal Contents .............................................................................24 7.18 Proprietary Information ............................................................................................24 7.19 Severability ..............................................................................................................25 7.20 RFP and Proposal Incorporated into Final Contract .................................................25 7.21 Proposal Amendment ..............................................................................................25 7.22 Consultant Participation ...........................................................................................25 7.23 Warranty..................................................................................................................25 7.24 Rights of the City .....................................................................................................25

Appendix A - Proposal Checklist............................................................................................26 Appendix B – Response Requirements Template .................................................................27 Appendix C – Pricing Templates............................................................................................81 Appendix D - Standard Service Agreement Terms and Conditions ........................................84



1. RFP Overview

1.1 Purpose of RFP

The objective of this Request for Proposal (RFP) is to identify, select and implement a commercial-off-the-shelf (COTS) computerized asset maintenance and management system (CMMS) to replace the City’s existing systems in use in the Public Works Department and Municipal Utilities Departments (Existing Systems). The City is seeking a qualified firm (Proposer) with the experience, expertise, and qualifications to provide a fully integrated, proven public sector state-of-the-art solution (New System).

The proposed New System should be capable of supporting the maintenance and management of the following asset classifications.

Municipal Utilities Department

o Water

o Wastewater

o Storm Water

o Water Treatment

o Sewer Treatment

Public Works Department

o Streets, Signs and Markings

o Sidewalks, Curbs and Gutters

o Street Lights

o Traffic Signals

o Facilities

o Fleet

o Equipment

o Parks

o Trees

o Medians and landscaping

o Parking meters

o Bicycle and Footpaths

In addition, the City is seeking a Proposer to provide the professional services that will ensure a successful implementation. The professional services requested include the following:

Software installation and configuration

Interfaces to designated City systems

Implementation consulting

Training

Conversion

Documentation

Project Management

Reporting

Software maintenance and operations support



The City seeks to establish a long-term relationship with a Proposer capable of supporting a successful implementation, on-going system maintenance and support, and continual system evolution.

1.2 City Objectives

The procurement and implementation of the New System will provide the City the opportunity to streamline existing business processes (i.e. reduce paper, use of automated workflows, and leverage document management), implement new business processes, and enhance reporting capabilities to support the City’s long-term needs.

The contract resulting from this RFP shall include a licensing agreement, software maintenance agreement, and a professional services agreement. The professional services agreement shall include, at the minimum, the following components; installation, configuration, consulting, project management, conversion, training, and documentation. In addition, the City will entertain alternative solution delivery models such as a hosted (cloud) or software-as-a-service options.

1.3 City Goals

In January 2012, the City completed a comprehensive technology assessment and strategic planning effort. As part of that effort, the City identified a high priority need to replace existing asset management and maintenance management systems with a Computerized Maintenance Management System (CMMS) for the Municipal Utilities and Public Works Departments. The current systems as implemented and used by city staff do not fully support efficient processes to plan, execute, and track asset maintenance activities. As the City’s budget continues to shrink, the City staff is increasingly challenged to continue to provide timely maintenance and repair of City assets. Consequently, the staff needs a system that supports more efficient processes. In addition, the current systems do not adequately support capital planning and reporting needs.

The high-level goals of implementing a new system include:

Provide a tightly integrated and comprehensive solution to manage Public Works and Municipal Utilities asset management and maintenance management business functions

Streamline business processes through automation, integration, and workflows

Enhance reporting to improve decision making including meeting reporting requirements of the State and Federal EPA and GASB

Implement a long-term solution with a product roadmap ensures continual evolution to incorporate best practices and address industry changes

Increase data integrity and system reliability

Provide a user friendly and intuitive user interface

Promote implementation of best practice processes

Leverage the City’s investment in GIS

With this RFP, the City is seeking to replace existing automated systems used by MUD (Avantis) and Public Works (Cass Works) with a single, commercial-off-the-shelf (COTS) system. In addition, it is anticipated that the implementation of a new CMMS system will provide an opportunity to integrate existing operations/business applications and more fully automate manual or partially automated business processes.



1.4 Selection Process

Figure 1, Selection Process Overview, provides a high-level overview of the selection process the City intends to follow. The selection process outlined in this RFP is designed to select a Proposer in March 2013.

Figure 1 – Selection Process Overview

The RFP and subsequent evaluation of proposals will allow the City to identify a short-list of Proposers. The short-list Proposers will then be invited to complete an on-site interview and solution demonstration. Upon the completion of the interviews and solution demonstrations, the City will identify a finalist. Even though the City intends to only select a single finalist, the City reserves the right to select more than one finalist in the event that the evaluation committee is not able to agree on a single proposer. The finalist(s) will then be required to perform a multi-day scripted proof-of-capabilities (POC) demonstration. The POC is not intended to be a generic demonstration of the application, but rather a demonstration of specific product functionality deemed most critical to the City using data and scenarios provided by the City. Proposers must be prepared to invest the time and resources in the POC to be successful on this procurement. The City will provide the scripts, data, and other relevant documentation 7 business days prior to the scheduled POC.

It is the City’s intention to negotiate a final agreement upon successful completion of the POC demonstration. If the finalist’s solution fails to satisfy the needs of the City, the City will proceed with an invitation to the next highest scoring Proposer to participate in a POC demonstration.

1.5 Implementation Timeline

The City expects to begin implementation of the New System in May 2013. The City is anticipating the full implementation of the New System to take between 12 – 18 months. Proposers should be prepared to propose a solution and approach that addresses this timeline or propose an alternative based on proposers experience with similar efforts.

1.6 RFP Schedule of Events

Table 1, RFP Schedule of Events, on the following page identifies the City’s best estimate of the schedule that will be followed. The City realizes the proposer procurement and selection schedule represents an aggressive timeline; however, time is of the essence and the City

RFP Released

Proposal Submission

City

Evaluation of

Proposals

Short-listed Vendor(s)

Announced

Short-listed Vendor Demos

Finalist Vendor

Selected

Finalist Proof-of-

Capabilities

Contract Award



encourages proposers to carefully consider and plan according to the presented schedule of events.

Table 1 – RFP Schedule of Events

RFP EVENT DATE/TIME

1 City Issues RFP December 7, 2012

2 Deadline for Letter of Intent to Propose December 21, 2012

3 Deadline for Written Questions and Comments December 28, 2012

4 City Issues Responses to Written Questions and Comments January 11, 2013

5 Deadline for Submitting a Proposal February 1, 2013

6 City Completes Technical and Pricing Evaluations February 15, 2013

7 City Notifies Short-listed Proposers February 18, 2013

8 Short-list Proposer Interviews and Demonstrations March 4 – 8, 2013

9 Finalist Proposer Notified & Provided POC Packet March 15, 2013

10 POC Demonstration March 25 – 28, 2013

11 Award of Proposal and Contract Signing April 23, 2013

12 Contract Start Date May 1, 2013

The City reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. Notification of any adjustment to the RFP Schedule of Events will be provided to all Proposers that submitted a Letter of Intent to Propose.

1.7 RFP Coordinator

All communications concerning this RFP must be submitted in email to the RFP Coordinator identified below. The RFP Coordinator will be the sole point of contact for this RFP.

Mr. Jeff Marasovich, Project Manager Email - [email protected]

Proposer contact with anyone else in the City is expressly forbidden and may result in disqualification of the Proposer’s bid.

1.8 Proposal Preparation Costs

The City will not pay any costs associated with the preparation, submittal, or presentation of any proposal.

1.9 RFP Amendment and Cancellation

The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, it will be provided to all Proposers submitting a Letter of Intent to Propose. Proposers will respond to the final written RFP and any exhibits, attachments, and amendments.

1.10 Questions Pertaining to the RFP

Specific questions concerning the RFP should be submitted in writing, via e-mail to the RFP Coordinator (See Section 1.7) before the date identified in Section 1.6 RFP Schedule of Events. Proposer questions should clearly identify the relevant section of the RFP and page number(s) related to the question being asked.

mailto:[email protected]



Copies of all written questions and the City’s responses will be emailed to all Proposers submitting a Letter of Intent to Propose (See Section 1.11).

1.11 Letter of Intent to Propose

Each Proposer who plans to submit a proposal should register by submitting a letter indicating a Proposer's intent to respond to this RFP. The letter of intent should be emailed to the RFP Coordinator (See Section 1.7) no later than the Letter of Intent to Propose deadline date.

Proposers may withdraw their Letter of Intent to Propose at any time before the deadline for submitting a proposal.

The following information should be included in the Letter of Intent to Propose:

Proposer name

Name and title of Proposer main contact

Address, telephone number, facsimile number and email address of Proposer’s main contact

Submittal of a Letter of Intent to Propose, by the specified deadline, is highly desirable for submitting a proposal, and is necessary to ensure a Proposer’s receipt of RFP amendments and other communications regarding the RFP. The Letter of Intent is not intended to bind Proposers to submitting a proposal.

1.12 Proposal Submittal

Proposals will be submitted no later than the Proposal Deadline time and date detailed in the Table 1, RFP Schedule of Events. Proposers assume the risk of the method of dispatch chosen. The City assumes no responsibility for delays caused by any delivery service.

Proposers will respond to the RFP and any exhibits, attachments, or amendments. A Proposer's failure to submit a proposal as required before the deadline will cause the proposal to be disqualified.

Proposals may not be delivered orally, by facsimile transmission, by email, or by other telecommunication or electronic means.

Proposers must submit in a sealed package one (1) original, signed Master, five (5) copies, and one (1) electronic copy (a single .pdf file). Proposals must be prepared on standard 8½” X 11”, two-sided paper, and submitted in three-ring binders. The package should be clearly labeled:

Attention: Mr. Jeff Marasovich, Project Manager

City of Stockton

2500 Navy Drive,

Stockton, CA 95206

Proposal for CMMS RFP # PUR 12-088 Name of Proposer Proposer’s Address Proposer’s Contact Person Proposer’s Telephone Number

The proposal package should be mailed, couriered, or hand delivered to the above address. All proposals must be received by the City by the date and time shown in Table 1, RFP Schedule of Events. Proposals received after this time and date will be returned unopened. Postmarks will not be accepted as proof of receipt.



1.13 Public Records Law

Pursuant California Government Code Section 6250, public records may be inspected and examined by anyone desiring to do so, at a reasonable time, under reasonable conditions, and under supervision by the custodian of the public record. All submitted proposals are subject to this code section.

2. Current Environment Overview

In this section of the RFP, we provide a high-level overview of the City, MUD, and Public Works.

2.1 Organizational Structure

The City Council is responsible for policy-making and legislative authority. Reporting to the City Council is the City Manager. The City Manager is responsible for carrying out the policies of the City Council, for overseeing the day-to-day operations of the City and for appointing the heads of the Departments. Among the departments reporting to the City Manager are the Municipal Utilities Department and the Public Works Department.

2.2 Municipal Utilities Department

MUD is responsible for furnishing water, wastewater, and stormwater services for residential, commercial, and industrial customers within the City of Stockton. It also furnishes wastewater services to several San Joaquin County service areas.

MUD operates and maintains a water system that obtains raw water from wells and treated surface water and delivers this water to over 46,000 connections via a pumping and piping system. MUD disinfects the water from the wells prior to delivery.

MUD operates and maintains a wastewater system that collects wastewater from over 73,000 connections via a network of sewer pipes that flow by gravity to 23 pump stations throughout the system. The pump stations send the wastewater to a treatment plant that removes the regulated pollutants from the wastewater prior to discharge to the San Joaquin River.

MUD operates and maintains a stormwater system that consists of 77 stormwater pump stations that pump stormwater runoff away from customers to prevent flooding.

The water system consists of 33 pump stations and wells, 7 distribution storage reservoirs, and over 400 miles of water mains ranging in size from 4 to 60 inches, and over 185 miles of service connections ranging in size from 1 to 12 inches.

The Delta Water Supply Project added a water treatment plant, pumps, and pipelines to the system in 2011.

The wastewater system consists of a 48 million gallon per day (mgd) regional wastewater treatment plant, 23 pump stations, 36 miles of force mains, and over 900 miles of sewers.

The stormwater system consists of 72 pump stations, over 410 miles of main pipes and 114 miles of lateral pipes, and over 12,600 manholes.

MUD consists of 10 divisions containing a total of 209 approved positions as identified in MUD’s currently approved budget. The following is a brief description of these divisions and the approximate staffing levels.

Administration - This division provides general management of, and support to, all of MUD’s divisions. The division is managed by the Director of MUD, and consists of 10 employees, including 4 Deputy Directors and administrative support staff.



Business Services - This division provides budget and financial support, manages stores, buys materials, and administers the safety program. The division is managed by the Business Manager and consists of 6 employees.

Collections - This division operates and maintains the wastewater and stormwater collection systems. The division is managed by the Deputy Director of Water and Collections (vacant), supervised by the Collections System Supervisor, and consists of 32 employees.

Water - This division operates and maintains the water distribution system, water wells, and storage reservoirs. The division is managed by the Deputy Director of Water and Collections (vacant), supervised by Water Operations Supervisor, and consists of 30 employees.

Water Resources - This division manages water resources of MUD to ensure that MUD’s water supplies are sufficient. This includes the Delta Water Supply Project, water conservation programs, non-potable water program, and general engineering and inspection support. This division is managed by the Deputy Director of Water Resources and consists of 6 employees.

RWCF - Operations Operates the Regional Wastewater Control Facility (RWCF), which treats all wastewater collected by MUD. The division is managed by the Deputy Director of Wastewater and consists of 27 employees.

Maintenance (RWCF and remote pump stations) - This division maintains the RWCF and remote wastewater and stormwater pump stations. The staff also operates the remote wastewater and stormwater pump stations. The division is managed by the Deputy Director of Wastewater and consists of 26 employees.

Laboratory - This division furnishes analytical laboratory analyses for the RWCF, stormwater, and water operations. The division is managed by the Deputy Director of Wastewater and consists of 7 employees.

Engineering - This division provides engineering support for the water, wastewater, and stormwater divisions. That support, in part, includes managing the MUD capital improvement program, construction project management and inspection, management of projects for new development, and maintenance of engineering records. The division is managed by the Assistant Director/Engineering Services Manager and consists of 13 employees.

Stormwater - This division furnishes technical support for tasks required by the NPDES permit for stormwater, including permit reporting, storm sampling support, system inspections, and public outreach. The division is managed by the Assistant Director/Engineering Services Manager and consists of 5 employees.

Environmental Control - This division is responsible for protecting the wastewater treatment plant and its biological processes from interference, pass-through, and sludge contamination resulting from industrial and commercial sewer discharges. The division is managed by the Assistant Director/Engineering Services Manager and consists of 5 employees.

MUD is subject to numerous environmental regulations designed to protect the waters that sustain customer lives, the land customers live on, and the air customers breathe. Compliance with environmental regulations is a fundamental part of MUD’s mission. The Regulatory Compliance Officer works with Federal, State, and local regulators to ensure the quality of each drop of water we use, and works closely with MUD staff in every aspect of water, wastewater, and stormwater handling.



2.3 Public Works Department

The Public Works Department is responsible for City's street maintenance; street lighting; fleet maintenance; waste pick-up; recycling; engineering planning, design & construction, traffic planning, engineering & management; development review; and capital improvement program project delivery. The department has approximately 150 full- and part-time employees is committed to delivering these services.

The Public Works Department consists of the following sections/programs.

Fiscal Management – The Fiscal Management Section is responsible for preparing and monitoring the Department's annual Budget, approving payments, and invoicing outside agencies for grant funds. Fiscal Management also develops revenue projections and helps prepare the Capital Improvement Program, which lists infrastructure-improvement projects costing $50,000 or more to be designed or constructed over the next 5 years.

Engineering - The Engineering Section oversees and manages the delivery of Public Works Capital Improvement Program (CIP). Engineering also sets priorities for CIP projects needed to develop the roadway and bridge crossing infrastructures as called for in the City of Stockton General Plan. Projects can include street improvements, bridge crossings, new and reconstruction of interchanges along Interstate 5 and Highway 99. In addition, CIP projects can include other City Department infrastructure projects, such as, water, stormwater, sanitary, public safety, fire, and police facilities. More specifically, Engineering performs the following;

o Manages the planning, preliminary engineering, design, construction and closeout phases of the projects

o Manages the environmental clearance process

o Coordinates with other agencies and prepares and administers cooperative agreements

o Construction coordination, management, and inspection

o Applies for and administers grant funding

o Prepares and administers project agreements

o Prepare budget estimates for the 5-year CIP plan

Traffic Engineering - The Traffic Engineering Section manages the traffic signal system and responds to requests ranging from crosswalk and stop sign installations, to speed zones, signal timing changes and parking problems.

Municipal Service Center – The Municipal Service Center is the base for all operation services. Functions include: streets and pavement, street lights, traffic signals and signs, sidewalks, curb & gutter, street trees, illegal dumping, facilities, parks and fleet.

2.4 Key Business Volumes

The following table, Table 2 –Statistics provides proposers with statistical information that will help promote an understanding of the current environment.



Table 2 –Statistics

Category Count

MUD Statistics

Number of Users - Active 30

Number of Users - Casual 50

Field Support Staff 89

Employees – Full Time 179

Employees – Part Time 3

Assets in Current System Over 200,000

Monthly Work Requests 500

Monthly Work Orders 800

PM’s (All frequencies) Over 5,000

Public Works Statistics

Number of Users - Active 10

Number of Users - Casual 30

Field Support Staff 35

Employees – Full Time 161

Employees – Part Time 4

Assets in Current System Over 150,000

Monthly Average of Citizen Complaints 250

Monthly Average of Reports 25

Monthly Work Requests 0

Monthly Work Orders 1200

Monthly Average of PM’s 35

Number of Vehicles in the Fleet 984

3. Current Technology Environment

This section of the RFP identifies technology standards and the existing application environment to help proposers in responding to this RFP.

3.1 Technology Standards

The following table, Table 3 – Current and Future Technology Infrastructure Standards, identifies current technology standards for the City, as well as anticipated future standards the



City intends to follow. Proposers will be required to confirm requirements (both current and future) or propose alternatives.

Table 3 – Current and Future Technology Infrastructure Standards

Technology Current Standard Future Standard

Database Microsoft SQL Server 2000 and 2005

Microsoft SQL Server 2008 / MySQL (consideration)

Server OS Windows 2000 and 2003 Server Windows 2008 Server

Linux (optional)

Desktop OS Windows 2000, XP, and Windows 7

Windows 7

Server Hardware HP HP

Desktop Hardware HP HP (19 inch monitors, 2GB+, 3.8GHz+, 250 GB+)

Laptop/Mobile Hardware

HP and Dell HP

LAN/WAN Desktops have 100/1000 Ethernet LANS. Cat 5 or Cat 6 cabling to desktop

Cat 5/6, 1GB

Office Productivity Microsoft Office 2007 Microsoft Office 2007 or 2010

Browser Internet Explorer 8 FireFox

Internet Explorer 8

Email Server/Client GroupWise 7 MS Office Exchange

SharePoint WSS WSS

Virtual Environment 2 ESX Servers/E Cente – connected to SAN

Plans for 3 servers (host)

Storage Area Network (SAN)

5 TB – HP P40-4300 SAN

Wireless EAP Authentication for wireless users

City-wide wireless implementation is underway

Active Directory Integrate to this Integration

Application Clients Client/Server Thin and Zero Client Preferred

3.2 Application Environment

Currently MUD relies on Invensys’s Avantis asset management system to support asset management and work order activities. The City also uses POSM software to support CCTV activities.

The City’s Public Works department relies on a combination of CassWorks (general work orders), Sungard HTE (Fleet), and in-house developed and maintained systems.

3.3 Existing System Interfaces

Currently, the City does not have adequate integration between the various systems. The City is seeking a more tightly integrated environment that eventually integrates GIS, Email system, finance/payroll, CCTV, and other related systems.



4. New System Requirements

The City is seeking to implement a fully integrated COTS solution to support both MUD and Public Works. The City understands that it may need to modify existing work processes to accommodate best practices, and will be looking to select a Proposer to help drive the implementation of these practices. More specifically, the new system should provide the following basic capabilities.

All transactions must be processed in real-time and immediately available for inquiry and reporting

A fully integrated system where data is only entered once

Robust workflow capabilities should be available across all appropriate modules

Reporting should be user friendly, allowing staff to create , save and/or obtain reports with minimal training

Mobile solution to support field staff

Robust audit and transaction logging capabilities

In Appendix B, the City provides a detailed listing of features, functions, and capabilities that is desired in the new system. The City’s requirements of a new system have been categorized in the following manner;

General Requirements / Miscellaneous

Data Integrity and Security

Professional Services

Ease of Use

Water System

Sanitary Sewer System

Storm Water System

Streets and Traffic

Pavement Maintenance

Parks, Parking Lots, and Facilities

GIS Integration

Asset Management

Reporting

Citizen Complaint Tracking

Service Request

Work Order Entry

Preventative Maintenance

Field/Mobile System

Fleet Services

Stock/Inventory

Proposers should review the appendix carefully and in your response respond to each requirement individually to confirm ability to meet the requirement and to provide a brief explanation how the system meets the requirement.



4.1 Technical Requirements

The City prefers to leverage its existing technology infrastructure and IT staff expertise as appropriate to support the implementation of the new system. The following bullets identify the City’s expectations with regards to technical requirements for the new system:

Server – Microsoft Server 2008/2010 or Virtualized Environment

Database - Microsoft SQL Server 2008

Desktop – Windows 7 with desire to move to a Virtual Desktop Infrastructure (VDI) in the future

Email Client – Microsoft Office Outlook

Desktop Productivity Software – Microsoft Office 2007 or 2010

Desktop Browser – Internet Explorer 8

Collaboration – Microsoft SharePoint (WSS)

Remote Access – Cisco VPN

3rd Party Integration

o Sungard HTE (finance, payroll, and utility billing)

o GIS (ESRI)

o Document Management (1Mage) or proposer’s alternative

o Remittance Processing (RTL)

o Meter Reading (Sensus & Neptune)

5. Proposal Submission Requirements

5.1 General Instructions

The City discourages lengthy and costly proposals. Proposals should be prepared simply and economically and provide a straightforward, concise description of the Proposer’s company, qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Glossy sales and marketing brochures are not necessary or desired.

Proposals should be organized consistent with the outline provided in this section of the RFP. Proposers must follow all formats and address all portions of the RFP set forth herein providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided that the proposal clearly addresses all of the City's information requirements.

5.2 Proposal Format

Proposals must be structured, presented, and labeled in the following manner:

Transmittal Letter

Table of Contents

Section 1.0 - Executive Summary

Section 2.0 – Proposer Information Form

Section 3.0 – Company Background

Section 4.0 – Company Qualifications

Section 5.0 – References

Section 6.0 – Proposed Solution



Section 7.0 – Implementation Approach

Section 8.0 – Other Requirements

Section 9.0 – Pricing

Section 10.0 – Additional Information

Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of the Proposal. To assist Proposer’s, the City provides a checklist in Appendix A.

Proposals should not contain extraneous information. All information presented in a Proposal must be relevant in response to a requirement of this RFP, must be clearly labeled, and, if not incorporated into the body of the Proposal itself, must be referenced to the appropriate place within the body of the Proposal. Any information not meeting these criteria will be deemed extraneous and will not be factored into the evaluation.

Proposals should be prepared on standard 8 1/2" x 11" paper and printed on 2 sides. All proposal pages should have appropriate header and footers identifying the vendor and page numbers. Foldouts containing charts, spread sheets, and oversize exhibits are permissible.

5.2.1 Transmittal Letter

The proposal must provide a written transmittal of the proposal in the form of a standard business letter. The Proposal Transmittal Letter will reference and respond to each of the following bulleted items.

Signature of a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it

A high-level statement of the Proposer’s credentials to deliver the services sought under the RFP

A statement indicating the proposal remains valid for at least 120 days

A statement that the Proposer or any individual who will perform work for the Proposer is free of any conflict of interest (e.g., employment by the City) and, if so, the nature of that conflict

The Proposal Transmittal Letter is limited to 1 page.

5.2.2 Table of Contents

All pages are to be numbered and the table of contents should identify each major heading.

5.2.3 Section 1.0 - Executive Summary

This section of the proposal should provide a brief and concise synopsis of Proposer’s proposal and a description of the Proposer’s credentials to deliver the services sought under the RFP. The Executive Summary is limited to 3 pages.

5.2.4 Section 2.0 – Proposer Information Form

This section of the proposal must include the Proposer Information Form as presented in Table # 4 below. Proposers are required to complete all requested information. Failure to provide a full response may provide a basis for disqualification.



Table 4 - Proposer Information Template

Proposer Name Company Name

Legal Entity Name

Form of Business (i.e. Corporation, LLC, etc.)

Federal Employer Identification Number

Identify if the organization is a subsidiary to a larger parent company. If so, whom?

Proposal Contact Name, Address, Phone, and Email

Company Headquarters Location

Ongoing Maintenance and Support Location

Identify all subcontractors (including address and scope of work to be performed)

Identify any pending litigation against the Proposer

Identify if Proposer has filed any bankruptcy or insolvency proceedings in last 10 years

Identify any mergers, acquisitions, or sales of the Proposer company within the last five years (if so, an explanation providing relevant details)

5.2.5 Section 3.0 – Company Background

This section of the proposal should identify the following.

3.1 - A description of the Proposer’s background and organizational history

3.2 - A statement of how long the Proposer has been performing the services required by this RFP

3.3 - Identify the location of headquarters, technical support, and field offices

3.4 - Identify the location of office which would service the City and include the resume of the lead sales person for the procurement (including the person’s tenure with the company)

3.5 – Identify the number of employees and longevity for the following; corporate (sales, marketing, finance, overhead, etc.), implementation support, ongoing maintenance support, and R&D

3.6 - Documentation that shows that the Proposer’s annual company revenues and profit for the last 5 company fiscal years. It is acceptable to include this information as an appendix in the proposal

The Company Background section should not exceed 3 pages.

5.2.6 Section 4.0 – Company Qualifications

In this section of proposal, the Proposer should identify company qualifications and experience in implementing solutions similar to what the City is seeking:



4.1 - Describe the Proposer’s familiarity with public sector public works and municipal utilities asset and maintenance management systems and associated business processes

4.2 – Describe your experience in implementing Proposer’s system in water utilities and public works organizations for a California municipality

4.3 – Identify your existing client base including the number of clients using the version/release of the software being proposed. Clearly identify the number of California public agency installations

The Company Qualifications section should not exceed 5 pages.

5.2.7 Section 5.0 - References

The Proposer must provide at least 5 references with at least 3 of the references for systems that have been implemented in the last 4 years. The City prefers references from California agencies of similar size to the City and includes implementing the solution to support public works and water utilities. The Proposer’s reference information must be presented as indicated in Table # 5 below.

Table 5 - Reference Template

Reference #

Customer Name

Customer Contact Name, Title, Address, Phone, Fax, and E-mail

Brief Project Description

# of Customer Employees

# of Accounts (Utility Customers)

Current Status of Project

Current Software Release

Database Environment

Modules implemented

Implementation Date

Implementation Period (months)

Implementation Cost

5.2.8 Section 6.0 - Proposed Solution

In this section of the proposal, the Proposer should identify the proposed solution up to and including the following:

6.1 – Provide a solution overview identifying origin of system, release history, current release being proposed, and number of operational installations for the proposed software solution

6.2 - Provide a written response using the Appendix B - Response Requirements Template. Proposers should clearly indicate if their proposed solution meets the requirement and provide an adequate description of how the solution meets the requirements to allow the evaluators to fully understand the features, functions, and capabilities. Proposers are allowed to supplement their response to Section 5 using



additional product information as an attachment to their proposal. However, at a minimum, Proposers must provide a written summary response at the module level such that the evaluators can obtain an adequate understanding to score a response from the Response Requirements Template

6.3 - Identify any additional proposed modules or services that the City should consider to ensure a successful and comprehensive implementation.

5.2.9 Section 7.0 - Implementation Approach

The Proposer should identify the proposed implementation approach clearly identifying each phase, the timeline proposed, roles and responsibilities to be performed by the Proposer and those to be performed by the City.

7.1 – Provide a project organizational chart highlighting the key staff who will be assigned to accomplish the work required by this RFP and illustrating the lines of authority and designate the individual responsible for the completion of each service component and deliverable of the RFP. Provide brief bios for the project manager and assigned key project personnel

7.2 - Describe your implementation methodology and approach. This includes the tools and techniques that will be used, proprietary methodologies that the firm will employ, the staffing model and other elements the Proposer deems relevant for this engagement

7.3 – Describe the roles and responsibilities of both the City staff and Proposer staff during each phase/component of implementation. In addition, provide an estimated level of effort for the City staff during implementation

7.4 – Provide detailed task/activity listing that identifies resources, level of effort, and timeline

7.5 – Describe your training methodology and how you ensure users are prepared to use the New System.

7.6 – Describe your project management methodology and activities that will be performed during implementation

7.7 – Describe your conversion methodology that will be used to implement the New System. The City seeks to convert existing asset maintenance data (Avantis, CASSWORKS, Sungard HTE, and Access/Excel) into the new system, including extraction, entry, consolidation, etc. In addition, recommend what should be converted (content and how many years of history).

7.8 – Describe your user acceptance testing methodology and the responsibilities of City staff during testing

7.9 – Identify all deliverables/documentation is to be delivered during the implementation

5.2.10 Section 8.0 – Other Requirements

In this section of the proposal, the Proposers should address the following items in a concise manner.

8.1 – Describe ongoing maintenance, release/upgrade, and support services. At a minimum, Proposers should address the following items:

o Help desk processes and procedures to include methods of support (i.e. online, telephone, etc.)

o Hours of support (stated in Pacific Standard Time)



o After-hours support hours and staffing percentage levels (e.g. “55% support staffing between the hours of <blank> and <blank>”)

o Escalation procedures

o Response time commitments

8.2 – Identify if there are solution user groups and/or user conferences

8.3 - Describe ongoing training resources available to users

8.4 - Describe user and administration documentation that is available to the City. Provide representative samples of user and administration documentation

8.5 – Recommend a hardware configuration and specifications for the New System. In addition, identify the backend database that will be required. As part of Proposer response, confirm your acceptance of the City’s technical standards. If your proposed solution deviates from the standards, please justify your recommendation

8.6 – Describe the New System client (i.e. client/server, thin client, zero client, etc.) and any desktop requirements for the City. In addition, describe the new system mobile capabilities.

8.7 - Describe the frequency that application patches and releases have been made available within the past two years. In addition, clearly identify the roles and responsibilities of the City to complete updates

8.8 – Discuss your company’s philosophy and approach to ongoing research and development of the New System

5.2.11 Section 9.0 - Pricing

The City is seeking a clear and comprehensive understanding of all costs associated with the implementation and ongoing maintenance of the proposed system. In this section, the proposer must itemize all costs associated with the implementation and ongoing maintenance. The City will evaluate proposals based on the “Total Cost to Implement (TCI)” and the “Total Cost to Operate (TCO)”. TCI will include all costs required for a successful implementation. The TCO will be calculated based on TCI plus 5 years of annual maintenance fees.

The Proposer’s Price Sheet must identify all costs required to complete a successful implementation (“One-Time Costs”). At a minimum, the Price Sheet should identify the following items.

Software Licensing and Maintenance Costs

Implementation Services

o Software Installation and configuration

o Conversion

o Implementation Consulting

o Training

o Documentation

o Project Management

3rd party products required for New System (i.e. software, hardware)

Consultant Travel

The City intends to purchase required New System hardware and database software independently based on the information provided by the Proposer.

The City will provide Proposers an electronic (MS Excel) spreadsheet with a pricing template that must be completely filled out and included in Proposer’s response. Appendix E – Pricing Templates includes examples of the pricing templates to be used. The City will evaluate



Proposer price proposals based solely off the information provided in the Pricing Templates. The templates provide space for Proposers to identify any assumptions or comments that will ensure the City understands what is being proposed.

The Proposer’s response to the Pricing Section must include the following components.

Software Licensing and Maintenance Price Sheet – This section of the pricing proposal should clearly identify the proposed software modules that are required to meet the RFP requirements. Proposers are strongly encouraged to provide a detailed breakout of software module pricing in order to help the City assess the cost of the proposed solution. Proposers must identify the number of user licenses being proposed for each module and clearly describe the basis for software licensing and method to justify number of licenses being proposed.

Implementation Services Price Sheet – This section of the pricing proposal should clearly identify the quantity, hourly rate, and total cost for all professional services the Proposer will provide to ensure a successful implementation. Proposers are encouraged to provide a breakdown of the service categories that will be provided to support the implementation to allow evaluators to understand the level of effort, resources, and cost of services.

Conversion Price Sheet – This section of the pricing proposal should clearly identify the costs associated with data conversion from the existing systems to the new system.

3rd Party Products Price Sheet – This section of the pricing proposal should clearly identify any third party software and/or specialty hardware that will be required to fully implement the proposed solution to meet the RFP requirements.

Optional Offerings Price Sheet – This section of the pricing proposal should identify any optional product or service offerings the Proposer would like the City to consider. The City is interested in understanding and evaluating other products and services of the Proposers. If Proposers believe they have additional products and services that may be of interest to the City, please itemize that information in the Optional Offerings Price Sheet.

Consultant Travel – This section of the pricing proposal should clearly identify the projected travel costs associated with Proposer’s implementation services. The proposer should identify the anticipated number of trips, days of service per trip, and estimated per trip cost. The City will reimburse the selected Proposer based on actual trip expenses supported by receipts and documentation.

Professional Services Rate Price Sheet – The City seeks hourly pricing for additional services that may be required during the implementation. Proposers should provide an hourly rate for any professional services categories offered as part of the proposal. If necessary, the City will use these rates to purchase additional services.

5.2.12 Section 10.0 – Additional Information

In this section, the Proposer should provide the following additional information to help the City evaluate the proposed solution and services.

Provide an example of the user and administrative manuals

Provide an example of a training manual

Provide an example of your software licensing and maintenance agreements



6. Proposal Evaluation

An Evaluation Committee shall review all proposals to determine which Proposers have qualified for consideration. The evaluation will include at least an initial review and a detailed review. The initial review will evaluate all submissions for conformance to stated specifications to eliminate all responses that deviate substantially from the basic intent and/or fail to satisfy the mandatory requirements. Only those proposals that meet or exceed the intent of the mandatory requirements will be further evaluated.

Submitted proposals will be evaluated on the following criteria:

Quality, clarity, and responsiveness of proposal

Ability to meet the needs of the City

Proven technical ability to design, install and support the proposed system

Demonstrated ability to work in a cooperative and collaborative manner with clients

Anticipated value and price

Perceived risk or lack thereof

Company financial stability

References for each application proposed

Results of interviews, demonstrations, and site visits

Ability to prepare and execute a contract in a timely manner

The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of Proposals is complete. If clarifications are made as a result of such discussion, the Proposer shall put such clarifications in writing.

7. General Requirements

7.1 Collusion

By submitting a response to the RFP, each Proposer represents and warrants that its response is genuine and made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham response or any other person to refrain from submitting a response; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a response.

7.2 Gratuities

No person will offer, give or agree to give any City employee or its representatives any gratuity, discount or offer of employment in connection with the award of contract by the City. No City employee or its representatives will solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a City contract.



7.3 Required Review and Waiver of Objections by Proposers

Proposers should carefully review this RFP and all attachments, including but not limited to the Standard Professional Services Agreement, for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”). Comments concerning RFP objections must be made in writing and received by the City no later than the "Deadline for Written Questions and Comments" detailed in the Table 1, RFP Schedule of Events. This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made.

Protests based on any objection will be considered waived and invalid if these faults have not been brought to the attention of the City, in writing, by the Deadline for Written Questions and Comments.

7.4 Nondiscrimination

No person will be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the City’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or California State Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the City or in the employment practices of the City’s contractors. Accordingly, all Proposers entering into contracts with the City will, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

7.5 Proposal Withdrawal

To withdraw a proposal, the Proposer must submit a written request, signed by an authorized representative, to the RFP Coordinator (Section 1.6). After withdrawing a previously submitted proposal, the Proposer may submit another proposal at any time up to the deadline for submitting proposals.

7.6 Proposal Errors

Proposers are liable for all errors or omissions contained in their proposals. Proposers will not be allowed to alter proposal documents after the deadline for submitting a proposal.

7.7 Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Proposer knew or should have known was materially incorrect, that proposal will be determined non-responsive, and the proposal will be rejected.

7.8 Prohibition of Proposer Terms and Conditions

A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, the City, at its sole discretion, may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.



7.9 Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the contract without prior, written approval from the City. Each subcontractor must be approved in writing by the City. The substitution of one subcontractor for another may be made only at the discretion of the City and with prior, written approval from the City.

Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this RFP, will be the prime contractor and will be responsible for all work performed and will be responsible for all costs to subcontractors for services provided by the Proposer. The Proposer is prohibited from performing any work associated with this RFP or using contractors for any service associated with this RFP offshore (outside the United States).

7.10 Right to Refuse Personnel

The City reserves the right to refuse, at its sole discretion, any subcontractors or any personnel provided by the prime contractor or its subcontractors. The City reserves the right to interview and approve all Proposers’ staff. Proposer’s staff may be subject to the City’s background and drug testing processes at any time.

7.11 Proposal of Additional Services

If a Proposer indicates an offer of services in addition to those required by and described in this RFP, these additional services may be added to the contract before contract signing at the sole discretion of the City.

7.12 Licensure

Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary, applicable business and professional licenses. The City may require any or all Proposers to submit evidence of proper licensure.

7.13 Conflict of Interest and Proposal Restrictions

By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another governmental entity from making a proposal, being considered for award, or being awarded a contract under this RFP.

Any individual, company, or other entity involved in assisting the City in the development, formulation, or drafting of this RFP or its scope of services will be considered to have been given information that would afford an unfair advantage over other Proposers, and said individual, company, or other entity may not submit a proposal in response to this RFP.

7.14 Contract Negotiations

After a review of the proposals and completion of the demonstration and POC, the City intends to enter into contract negotiations with the selected Proposer. These negotiations could include all aspects of services and fees. If a contract is not finalized in a reasonable period of time, the City will open negotiations with the next ranked service provider.



7.15 Execution of Contact

If the selected Proposer does not execute a contract with the City within fifteen (15) business days after notification of selection, the City may give notice to that service provider of the City’s intent to select from the remaining Proposers or to call for new proposals, whichever the City deems appropriate.

7.16 Right of Rejection

The City reserves the right, at its sole discretion, to reject any and all proposals or to cancel this RFP in its entirety.

Any proposal received which does not meet the requirements of this RFP may be considered to be nonresponsive, and the proposal may be rejected. Proposers must comply with all of the terms of this RFP and all applicable State laws and regulations. The City may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP.

Proposers may not restrict the rights of the City or otherwise qualify their proposals. If a Proposer does so, the City may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.

The City reserves the right, at its sole discretion, to waive variances in technical proposals provided such action is in the best interest of the City. Where the City waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any minor variance, the City may hold any Proposer to strict compliance with the RFP.

7.17 Disclosure of Proposal Contents

All proposals and other materials submitted in response to this RFP procurement process become the property of the City. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process. Upon the completion of the evaluation of proposals, the proposals and associated materials will be open for review by the public to the extent allowed by the California Public Records Act, (Government Code Section 6250-6270 and 6275-6276.48). By submitting a proposal, the Proposer acknowledges and accepts that the contents of the proposal and associated documents will become open to public inspection.

7.18 Proprietary Information

The master copy of each proposal will be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law (Government code §6276). Each Proposer may clearly label part of a proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City will constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the City, the City will notify the Proposer of the request and delay access to the material until seven working days after notification to the Proposer. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act will constitute a complete waiver.



7.19 Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the City and Proposers will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

7.20 RFP and Proposal Incorporated into Final Contract

This RFP and the successful proposal will be incorporated into the final contract.

7.21 Proposal Amendment

The City will not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless such is formally requested, in writing, by the City.

7.22 Consultant Participation

The City reserves the right to share with any consultant of its choosing this RFP and proposal responses in order to secure a second option. The City may also invite said consultant to participate in the Proposal Evaluation process.

7.23 Warranty

The selected software proposer will warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP, demonstrated in both the software demonstration and subsequent proof-of-capabilities. That the requirements as stated in this RFP will become part of the selected software proposer’s license and the software proposer will warrant to the requirements. The selected proposer must warrant that the content of its proposal accurately reflects the software's capability to satisfy the functional/technological requirements as included in this RFP. Furthermore, the warranty, at a minimum, should be valid for the duration of the implementation and until final acceptance (as will be defined during the negotiation process) of all application modules included in the implementation.

7.24 Rights of the City

The City reserves the right to:

Make the selection based on its sole discretion

Reject any and all proposals

Issue subsequent Requests for Proposals

Postpone opening proposals if necessary for any reason

Remedy errors in the Request for Proposal process

Approve or disapprove the use of particular subcontractors

Negotiate with any, all, or none of the Proposers

Accept other than the lowest offer

Waive informalities and irregularities in the proposals

Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City



An agreement will not be binding or valid with the City unless and until it is approved by the City Council and executed by authorized representatives of the City and of the Proposer.

Appendix A - Proposal Checklist

Proposal Content Completed

Transmittal Letter (Signed by Authorized Party)

Table of Contents

Section 1.0 – Executive Summary

Section 2.0 – Proposer Information Form

Section 3.0 – Company Background

Section 4.0 – Company Qualifications

Section 5.0 – References

Section 6.0 – Proposed Solution (include completed Appendix B – Response Requirements Template)

Section 7.0 – Implementation Approach

Section 8.0 – Other Requirements

Section 9.0 – Pricing (using Appendix E – Pricing Templates)

Section 10.0 – Additional Information

RFP # 10-2010-1 September 30, 2010

City of Stockton CMMS P a g e | 27

Appendix B – Response Requirements Template The following table should be incorporated into the Proposer’s proposal response as indicated. Please address each requirement in the space labeled, “PROPOSER RESPONSE HERE.” Proposers are required to fully complete this table and include in their

proposals.

General Requirements

Miscellaneous

RFP Req. #

Requirement

M1 The new system must be able to download information to other applications (GIS, etc)? Identify which

applications?

PROPOSER RESPONSE HERE

M2 The new system vendor must specify the amount of training recommended for each level of user. Typical users

would be administrators, office data entry, field data entry, etc.


M3 The new system must allow the user to add, update, delete, store, or display information in any module without

exiting the initial system.


M4 The new system must have the ability to selectively download information into Excel, text file or to standard

ASCII format.


M5 The new system must have querying capabilities that allows the user to sort and filter on essentially all



RFP Req. #

Requirement

appropriate data in each module.


M6 Does the new system allow the user to name and save developed queries for processing multiple times during

future use?


M7 The new system must have a reporting system that allows the user to easily print out desired information

pertaining to just the records that are queried (as described above).


M8 The new system must have a reporting system that allows the user to easily print out desired information

pertaining to active records or all records in the database.


M9 The new system must have the ability to store and show images for each module, and name and attach image

files to specific records in multiple popular formats. Provide file types that can be attached. Example: PDF,

TIFF, etc.


M10 The new system must have the ability to store and show movies for each asset, and name and attach video files to

specific records in multiple popular formats.


M11 The new system must have user-defined fields for each module to store and track additional information as



RFP Req. #

Requirement

needed.


M12 The new system must provide a context-sensitive help selection that can be accessed from any screen, and

displays help related to the screen in use.


M13 The new system must include a comprehensive user’s manual for each user/site license documenting all

operations of the system including System Administration functions. Manuals must include sample reports,

screen illustrations and instructions, and example problems.


M14 The new system must provide for e-mail notification including notification to multiple persons via the City’s

standard email system , Novell Groupwise.


M15 The new system must provide for text notification, including notification to multiple persons.


Data Integrity and Security

RFP Req. #

Requirement

DIS1 The new system must provide an audit trail that captures the user’s ID, a date and time stamp, and before/after



RFP Req. #

Requirement

values whenever changes are posted to the system database.


DIS2 The new system must have an “Administrator” module that allows the administrator to set user-level security

access to the database.


DIS3 The new system administrator module must provide a means to set up user accounts, assign user passwords, and

assign users to access-defined groups.


DIS4 The new system must permit the ability to provide view, read, write, update, and delete security at multiple

levels including menu function, file, record, and field?


DIS5 Does the new system utilize an unlimited field size for comment and description fields throughout the system?


DIS6 Do the free form fields in the new system have basic word processing features such as word-wrap, spell check,

cut, copy and paste?




Ease of Use

RFP Req. #

Requirement

EU1 The new system must provide the ability to move from one module or function (i.e. work orders to inventory

control) without logging into each module.(regardless of login privileges)


EU2 The new system must provide a toolbar with graphical buttons to perform common functions.


EU3 The new system must include a comprehensive user’s manual documenting all functions and operations of the

system.


EU4 The new system must utilize a Find command function to search for selected data using a variety of

simultaneous user-selectable search criteria.


EU5 Does the new system provide the ability to move directly from one screen to another via menu selections,

buttons or tabs without returning to a “main menu?”


EU6 The new system must visually distinguish between fields that are required, fields that are optional and fields

that are display only.




RFP Req. #

Requirement

EU7 Does the new system allow the users to define which fields are required and which fields are not required?


EU8 Does the new system provide the ability to search the on-line help for a specific topic?


EU9 Does the user have the ability to customize the on-line help files?


EU10 Does the new system give clear and concise error messages? Can error messages be customized?


EU11 Does the new system provide the ability to customize a system calendar for non-working days and City

holidays?


EU12 Does the new system allow user level preferences to be setup and saved?


EU13 Does the new system include a menu item that allows the user to view all open forms and select a form to

bring to the top of the workspace?




RFP Req. #

Requirement

EU14 Does the new system provide help for every form with a brief description of how to use the form?


EU15 Does the new system provide a calendar pop-up for date fields?


EU16 Does the new system documentation include step-by-step demonstrations or training aides for all forms in the

system?


EU17 Does the Find command function button have the ability to search the database for a data name in ascending

or descending sequence?


EU18 Does the new system offer spell-checking features throughout the system?


EU19 Does the new system allow column titles on data display forms to be changed?


EU20 Does the new system offer data validation for data entry? For example street endings Ave and not AV.




RFP Req. #

Requirement

EU21 Does the new system have the ability to set up timeframe parameters for each work order (due date)?


EU22 Does the new system have the ability to develop or link to a vendor database for ordering, schematics, etc?


EU23 Does the new system provide the capability to send & receive messages (E-mail) between the field and the

office?


EU24 Does the new system support input from mobile devices used to record physical equipment inspections?


GIS Integration

RFP Req. #

Requirement

Integration of the system with the City’s Geographic Information System (GIS) is an extremely important part of

the overall project. The City is seeking, ideally, a seamless merging of new system functionality within its

existing web mapping application.

GIS1 The new system must be compatible with the City’s current ESRI products (version XX).


GIS2 The user should be able to query a work order and display in the map frame (the associated assets).



RFP Req. #

Requirement


GIS3 The new system should allow for the queried address in the system to be displayed in the map frame


GIS4 The new system should allow a user to query a work order by address and display in the map frame.


GIS5 The new system should allow for the queried and/or selected assets (and types) in the frame to be sent to the work

order form fill.


GIS6 The new system should allow for viewing in the map frame all of the assets associated with a work order


GIS7 The new system must enable a user to select an area in the map frame and the system will display all work orders

contained within the area.


GIS8 The new system must enable the user to query work orders in the system that will be displayed in the map frame

or printed based on the following criteria:

GIS8-1 Status of a work order such as pending, open, or closed work orders




RFP Req. #

Requirement

GIS8-2 Type of work orders such as planned maintenance or emergency work orders


GIS8-3 Age of work orders and date of work orders


GIS8-4 Work orders completed within a date range


GIS8-5 Work orders completed by a specific crew


GIS8-6 Combinations of all of the above factors

Work Orders of a certain asset type

Work Order activity

Work order associated with a Project

Work order associated with a group work order


GIS9 The user can select a work order(s) within the system and the system passes the associated asset ID to the map

frame (zoom to).




RFP Req. #

Requirement

GIS10 The user can query a work order within the system by address and that address location is passed to the map

frame. The user can query a customer service request in the system that will be displayed in the map frame or

printed in a map ( if a spatial hook is available (address, coordinate, e.g.,) based on the status of the customer

service request or date of customer service request.

GIS11 The user can locate all other work orders on a map displayed within a user specified distance from the following:

GIS11-1 A point picked by the user


GIS11-2 A utility feature picked by the user


GIS11-3 A set of utility features picked by the user


GIS11-4 An existing work order


GIS 12 From the new system dashboard, the new system should allow a user to send assigned work orders to map frame.


GIS13 The system must provide analysis/comparison of discrepancies between asset IDs between GIS and the CMMS

and vice versa




Asset Management

RFP

Req. #

Requirement

AM1 The new system must allow users to customize system codes that appear throughout the system, including code,

description, activation date, and expiration date. Once added or modified, all codes and their description must be

accessible via conveniently accessed pop-up or pull-down menus.


AM2 The new system must allow users to create user defined fields to meet their specific needs. Examples may

include; Account Number; Address; Area; Building; Facility Type; Maintenance Type; Priority; Problem; Project;

Tool


AM3 The new system must maintain a history of all activities, including labor, part, and equipment costs that have

been performed on a particular (asset) equipment unit.


AM4 The new system must have the ability to provide alerts to specific to assets, such as confined spaces (which trigger

permissions, special equipment usage and procedures)


AM5 The new system must provide a complete, life-to-date history, listed in chronological order, of all activities

performed on the asset, sortable and filterable by activity type.




RFP

Req. #

Requirement

AM6 The new system must be able to store, access, and display asset images (PDFs, DWG, JPG, XLS, DOC), including

moving video (AVI, MPEG, etc.) images.


AM7 The new system must have the ability to track licenses/certifications for users of each type of asset/equipment and

prompt renewal or expiration notices.


AM8 The new system must provide a complete inventory of all equipment used during a maintenance activity.


AM9 The new system must allow for a flexible naming scheme for inventoried assets.


AM10 The new system must be able to record multiple labor costs, by job class including hourly rate type (i.e. regular,

overtime, double time, holiday time, etc.) number of hours, and extended (i.e. calculated) costs.


AM11 The new system must be able to schedule an unlimited number of activities for each asset.




RFP

Req. #

Requirement

AM12 Does the new system have the ability to look at past repair history of an asset by:

Life to Date

Year to Date

Quarter to Date

Month to Date

By open work orders


AM13 Inspection records for a given asset must be visible within that feature's module.


AM14 Inspection ratings must be user-definable.


AM15 Field inspection modules should be able to internally calculate next inspection dates on both fixed (based on

schedule) and floating (based on completion) dates.


AM16 The new system should allow for GPS coordinates to be assigned to each asset.


AM17 The new system should have the ability to track warranties by user defined criteria.




RFP

Req. #

Requirement

AM18 The new system must have the ability to track CIP projects, special projects, and in-house projects and

differentiate between types.


AM19 The new system must have the ability to identify each project and link all costs, resources, requirements,

contracts, work orders etc. using that identifier to track total project cost.


AM20 The new system must have the ability to track all work activities performed in a specific location or within a

specific area.


AM21 The system must allow for inquiry into:

Asset PM records/schedules

PM assignments

Asset service/repair histories

Warranty claim history


AM22 The new system must have the capability to record and maintain equipment acquisition data.


AM23 The new system must allow equipment be assigned unique identifiers.



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Requirement


AM24 The new system must allow for the review of repair and associated operating costs on equipment and components

for any series of months, quarters, years, and life cycle.


AM25 The new system must track equipment downtime (in service/out of service) and for what reasons (reason for repair

codes).


Reporting

RFP Req. #

Requirement

R1 The new system must come with report templates “out of the box” ready to use.


R2 The user must have the ability to create or modify reports using Crystal Reports or equivalent report generating

software.




RFP Req. #

Requirement

R3 The new system should be capable of producing a variety of reports and support ad-hoc queries such as:

Open Work Orders

Scheduled Maintenance

Service/Repair History report

Projected Manpower commitments

Project Parts/Materials commitments

Lines cleaned (or not cleaned) given a specified time period.


R4 An ad-hoc report writer must be included in the system.


R5 The new system must enable customized reports to be saved by a specific user name or employee number.


R6 The new system must have PDF, DOC (MS Word), and XLS (MS Excel) data export options.


R7 The new system must provide reports that meet GASB reporting requirements.


R8 The new system must provide reports that meet CMON EPA reporting requirements.



RFP Req. #

Requirement

R9 The new system must provide reports that meet CAL-EPA reporting requirements.


R10 The new system must report production outputs as specified for particular activities (ie: feet of curb painted, etc)


R11 The new system must be able to aggregate outputs over an extended period of time for "standing" work orders that

are not closed after one item is done (i.e., a work order with many tasks that get closed, but the work order is still

opened. For example, potholes, sewer line cleaning, painting stop markings).


Customer Complaint Tracking Vendor

RFP

Req. #

Requirement

CT1 The customer complaint system must have the ability to store the address of the complainant, as well as the

address for the location of the problem, even if the addresses differ.


CT2 The customer complaint system must have the ability to work with no phone, name or address data of the

complainant.


CT3 When a complaint is received, the call history of the complainant should be viewable on the screen with a minimal



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Requirement

amount of steps (clicks).


CT4 When a complaint is received, the work history and events log for a particular area should be viewable on the

screen (through a minimal amount of steps (clicks), and users should be able to select only certain types of work

(street, water, storm, sanitary, etc.)


CT5 The customer complaint system must have the ability to track all edits (updates) to the service request database,

showing what was performed, who performed it, and when it was performed.


CT6 The user must be allowed to customize an unlimited number of user-defined work request codes.


CT7 The user must be able to automatically create a service/work order from the customer complaint module, linking

the complaint to the service/work order.


CT8 The service request system must be linked to the customer complaint system, allowing the user to determine if any

outstanding service request orders exist for the infrastructure system component being affected by the problem

prompting the complaint.


CT9 The user must be able to quickly view on screen and/or create a hard copy report of every service order assigned to



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Requirement

the corresponding affected infrastructure system components.


CT10 The new system must have an auto-reply feature that will e-mail a citizen once a complaint has been resolved?


Service Request Component

RFP

Req. #

Requirement

SR1 The new system should allow citizens to submit a request. Provide detail describing the system’s ability to allow

for a public input regarding service requests. It is desired to allow citizens to view their submissions, see other

submissions, and receive status updates via e-mail/text.


SR2 The new system should allow the user to record customer complaint information, and forward all service requests

to the appropriate department.


SR3 Does the service request section have a feature that will send an “alert” to a department letting them know that a

service request is pending?


SR4 The service request order system must have the ability to display or access any work activity by address,

infrastructure system component type, activity, project, service request order number, or any combination thereof



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Requirement

to update or close out a service request order.


SR5 The service request order system must be able to select service request orders, by a status of Complete or

Incomplete, within a specified date range.


SR6 The service request order system must allow the user to track service request orders on multiple types of

infrastructure system components, including components of sanitary sewer collection systems, water distribution

systems, storm water collection systems, and street systems.


SR7 The service request order system must allow the user to have access to user-defined fields and a comment field,

for each affected infrastructure system component, regarding important information discovered during the

service request order.


SR8 The service request order system must be capable of accepting a detailed breakdown of all costs relating to the

construction, inspection, maintenance, operation, repair, and rehabilitation of each infrastructure system,

including labor, material, and equipment.


SR9 The service request order system must provide for unlimited user-defined work request codes.




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Requirement

SR10 The service request order system must have the ability to modify and update individual labor, material, and

equipment cost line items, at any time before or after a service request order is closed.


SR11 The service request order system must have the ability to modify and update individual work task items, with or

without costs associated with the work task, at any time before or after a service request order is closed.


Work Order Entry

RFP

Req. #

Requirement

WO1 The new system must have the ability to generate and link multiple work orders from one service request and still

maintain tracking of the original service requests.


WO2 The new system must have the ability to track the following minimum data on the WO (both displayed onscreen

and printed on a work order form):

Unique WO Number with the ability to link with other reference numbers.

Work Order Type

Asset number/Component ID

Asset/Component information

Date and Time Initiated

Activity

Source

Initiator



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Requirement

Originator

Emergency (Y/N)

Problem Description

Area Code

Location

System (i.e. traffic, storm)

Date/Time Work Started

Date/Time Completed

Status Code

Assigned To

Date/Time Assigned

Hours Worked

Materials Used

Work Done/Comments

Estimated Hours

Fault Codes

Amount

Date/Time Closed

Additional user-definable field

Index Codes

Priority


WO3 A WO must be able to be created without a service request.


WO4 Can the new system track a project that includes multiple WOs from various utility and public works modules?




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Requirement

WO5 All work orders must display and print special instructions.


WO6 The new system must generate both scheduled and unscheduled Work Orders.


WO7 The new system must be able to display or access any work activity, by component ID or WO number to update or

close out a WO.


WO8 The new system must be capable of accepting a detail breakdown of all costs (including labor, material, and

equipment costs) relating to the construction, inspection, maintenance, operation, and repair.


WO9 The new system must be able to record multiple material or spare parts costs, part number, stock location,

quantity, and extended (i.e. calculated) cost.


WO10 The new system must allow a sufficient amount of textual comments for each component. The user must be able to

activate a comment box that can accept user entered comments.




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WO11 The new system must be able to record multiple equipment used including equipment ID, hours used, and extended

(i.e. calculated) cost.


WO12 The new system must be able to modify and update individual labor, material, and equipment cost line items, at

any time.


WO13 The new system must allow the user to request or print any scheduled WO, by date, activity, priority, area, sub-

area, facility, or any combination thereof.


WO14 The new system must allow for PM Schedules to be established both by time and usage.


WO15 The new system must calculate total labor (both total hours & cost) and total part costs from asset WO history.


WO16 The new system must have the ability to compare estimated hours vs. actual hours.


WO17 The new system must be able to track changes made to an existing WO.




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Requirement

WO18 The new system must be capable of printing activity tasks on the WO along with a blank field to indicate

completion. Any task left incomplete must be able to be dropped or automatically rolled into a future WO.


WO19 The new system must enable a WO to be created without associating the WO to an asset.


WO20 The new system must allow an unlimited number of reference documents of any file type (e.g., JPG, PDF, TIF,

DOC, XLS, etc) be linked to the WO.


WO21 The new system must provide real-time statistics on completed and remaining work to be accomplished by specific

WO and by WO type.


WO22 The new system must provide the ability to create master work orders with sub work orders.


WO23 The new system must provide the ability to track a group of work orders as a project.


WO24 The new system must have the ability to create a WO for contract services.



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WO25 The new system must enable the user to change or cancel work orders after they have been scheduled, depending

on login rights.


WO26 The new system must enable the user to apply corrections to closed and completed work orders.


WO27 The new system must allow the user to specify the number of days and hours an activity is due within.


WO28 The new system must have the capability to generate work orders automatically.


WO29 The new system must enable service requests and preventative schedule to prompt the generation of work orders.


WO30 The new system must have the ability to route work orders based on user defined criteria in workflow design with

manual override and rerouting capability.




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Requirement

WO31 The new system must have the ability to create a PM schedule with automatic generation of a work order based on

user defined criteria.


WO32 The new system must be able to forecast and schedule preventative maintenance with the ability to modify as

needed.


WO33 The new system must have the ability to route work orders for approval upon completion based upon user defined

requirements.


WO34 The new system must have the ability to track all work activities performed in a specific location or within a

specific area.


Preventive Maintenance Work Order Triggering and Processing

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Req. #

Requirement

PM1 All Preventive Maintenance work orders shall include:

Unique WO Number

Asset Number/Component ID



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Requirement

Maintenance Activity Code

Schedule Frequency

Date Initiated

Initiated By

Date Scheduled

Scheduled By

Date Assigned

Assigned By

Date Completed

Completed By

Date Closed

Closed By

Area

Sub-Area

Group

Crew ID

Supervisor ID

Manager ID

Work Type Code

Maintenance Type Code

Total cost

Vendor Equipment

Chargeable index & sub index

Labor & Parts

GIS Link




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Requirement

PM2 The new system must enable scheduling of maintenance (user defined time frames).


PM3 The new system must provide an area on Preventive Maintenance screen(s) that lists setpoints and configuration

data.


PM4 The new system must allow Preventive Maintenance activities by a fixed method (for example, every month

regardless of when the last Preventive Maintenance was complete).


PM5 The new system must allow Preventive Maintenance activities by a floating method (for example, 30 days from the

previous Preventive Maintenance close date).


PM6 The new system must have the ability to set up and schedule seasonal Preventive Maintenance activities.


PM7 The new system must provide the ability to easily modify a Preventive Maintenance schedule.


PM8 The new system must have the ability to notify a selected list of users if Preventive Maintenance work orders are

delinquent.



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Requirement


PM9 The new system must allow the generation of a single WO for a single activity to be performed on multiple

equipment items. (For example, generate a WO to lube all chain drive units in a given area. When the WO is

closed, automatically post material and labor costs to each individual equipment record and allow allocation of

labor and parts equally, across all equipment items, or to separate equipment items.)


PM10 The new system must enable the creation of corrective/repair work orders during Preventive Maintenance without

re-entering data.


PM11 The new system must have the ability to add unlimited comments to the Preventive Maintenance work done.


PM12 The new system must support dependent Preventive Maintenance triggers (i.e. if an asset has a Preventive

Maintenance triggered then a sub-component of the asset could also have a Preventive Maintenance triggered).


PM13 The new system must enable triggering notification via email of Preventive Maintenance.


PM14 The new system must allow preventive maintenance to be scheduled by (1) time and/or date (2) meter usage (3)

unit of product delivered (e.g. yard of ready mix concrete or ton of sand).




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Requirement

PM15 The new system must allow for the association of PM tasks to one another so that a shop supervisor can group

together certain PM tasks to be accomplished.


PM16 The new system must allow for multiple parts, materials, and special tools/equipment to be assigned to each PM

task.


Field/Mobile System Co dements by Vendor

RFP

Req. #

Requirement

FM1 The new system must enable the efficient use of a variety of portable computing devices including:

Laptop Computer

Pen-based Computer

Handheld Computer

Tablet

PDA


FM2 The new system must enable full functionality when using field (portable) equipment including accessing and

updating records.




Fleet Services

RFP

Req. #

Requirement

FS1 The new system should provide inquiry and reporting of equipment utilization.


FS2 The new system should contain a drill-down graphical representation of the relationship between equipment.


FS3 The new system must calculate “current” equipment value and replacement value.


FS4 The new system must provide a variety of cost methods including: (1) LIFO (2) FIFO (3) Weighted Averaging.


FS5 The new system should be able to report on information for all work orders or for the entire fleet, ie: average

turnaround time for a repair order, average percentage of fleet that is out of service at any given time etc...


Stock/Inventory

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Req. #

Requirement



SI1 The new system must be able to inventory spare parts using min/max control.


SI2 The new system must set up so that all parts information can be accessed by part number, vendor part number,

or manufacturer part number.


SI3 The new system must establish and maintain a record of all parts used in maintenance and overhaul activities.


SI4 The new system must record and display all part issues, receipts, transfers and audits.


SI5 The new system must maintain a record for each vendor that is used for supplying parts for the maintenance of

equipment.


Water System

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Requirement



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Requirement

WS1 The new system must store asset information for the features that make up a water distribution system. This

information must include data typically found in a set of engineering drawings. The system must track the

following system inventory features:

Valves; Pipes; Hydrants; Flow Meters; Pump Stations; Pumps; Storage Facilities; Nodes; Service Taps;

Backflow Prevention Devices; Supply Sources; Sampling Stations; Pressure Regulating Valves/Pressure

sustaining Valves and Altitude Control Valves; Other asset items stored/tracked in the current system


WS2 The new system must provide tools to maintain network connectivity when editing the features that make up

the water distribution pipe network.


WS3 The new system must store field inspection information for the inventory items listed below:

Valves

Hydrants

Flow Meters

Pump Stations

Pumps

Storage Facilities

Backflow Prevention Devices

Supply Sources

Vaults

Pressure Regulating Valves / Pressure sustaining Valves, Air/Vacuum Valves and Altitude Control

Valves.




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Requirement

WS4 The new system must store information regarding hydrant flow testing.


WS5 Specific information about the following new system features must also be stored in the Hydrant Flow Testing

section as well as allowing for multiple entries for each item type:

Pumps running during the hydrant flow test

Storage tank levels during the hydrant flow test

Flow meter readings taken during the hydrant flow test


WS6 The new system must store information regarding backflow preventer testing and notify users in advance of

when devices are to be tested annually.


WS7 The new system must store information regarding main breaks in the system and associate the main break

record with a pipe segment in the pipe inventory information.


WS8 The new system must store information regarding benefit districts and allow the user to associate pipe

inventory records with the benefit district records.


WS9 The new system must store information regarding water rights and allow the user to associate water right

records with supply source records.



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WS10 The new system must log water sampling results at each asset.


WS11 Water meters must be cross referenced and associated with the service line (lateral), address, pipe segment

(node to node) and backflow prevention device.


WS12 Water meters must have a link to maintenance work orders including associated links and customer service

queries and customer service work orders.


WS13 Water meter information should include date of installation , type of meter, size of meter, size of service line

(lateral), classification (e.g. commercial, industrial, residential, etc.), radio read devices or automated meter

reading (AMR) cycle, etc.), electronic register type or serial number, average monthly winter use, average

monthly peak use.


WS14 Water meter information should include date of flow test, flow testing results and accuracy measurements

including high, medium and low flow test results, percentage accuracy for each range, manufacturer accuracy

parameters for each range and link or associate with work orders(s) for flow meter testing maintenance.




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Requirement

WS15 The new system must link in all inventories the fire hydrant or other appurtenance identifier number to a

water valve identifier and water main node identifiers? (e.g. The water valve inventory notes associated fire

hydrant or other appurtenances and the associated water main nodes.).


WS16 The new system must have the ability to track water facility/sites (e.g., pump house, generator building) with

the water module?


Sanitary Sewer System

RFP

Req.

#

Requirement

SS1 The new system must be structured to allow the user to track inventory information on all key sanitary sewer

collection system features including pipes, manholes, service laterals, pump stations, pumps and flow basins. This

inventory information should include the information typically found in a set of engineering design plans and

construction record drawings.


SS2 The new system must identify a pipe segment as a length of pipe from one upstream manhole/structure to the next

downstream manhole/structure. If the manhole does not exist in the Manhole File, the user needs to be prompted

and allowed to automatically create a record in the Manhole File in the Inventory.




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Requirement

SS3 When prompted to create a new manhole feature, the system must require all pertinent attribute information to be

entered.


SS4 The new system must store information regarding the pipe diameter, length, material type, upstream and

downstream manhole rim and pipe invert elevations, and other information and source information typically found

in a set of engineering design plans and construction record drawings.


SS5 As the new system information is determined from field investigations to be different from the information stored in

the Pipe File, the system through a QC process will update the Pipe File.


SS6 From a pipe segment record in the Pipe inventory, the user must have the ability to view information for all service

line connections to that pipe.


SS7 From a pipe segment record in the Pipe Inventory, the user must have the ability to go directly to the record for next

upstream or downstream pipe segment. If there are multiple choices, the user must be prompted as such and

allowed to select the appropriate choice.


SS8 Current and historical (i.e., record drawing) elevation data/datum for both the upstream and downstream manholes

must be stored in the Pipe Inventory.



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#

Requirement


SS9 The new system must automatically extract the most accurate elevation information from field inspection activities

on all pipe segments and update the current elevation data/datum.


SS10 The new system must provide a series of quality control check programs designed to identify erroneous or suspect

data in the sanitary sewer inventory information.


SS11 The new system must have the ability to store a unique alphanumeric manhole identifier.


SS12 The new system must store information regarding the manhole type, manhole diameter (or structure configuration),

material type, rim elevation and depth, inverts of pipeline and other information typically found in a set of

engineering design plans and construction record drawings.


SS13 As information is determined from field investigations to be different from the information stored in the Manhole

File, the system through a QC process will update the Manhole File.


SS14 The new system must have the ability to track the location of the connection point to the sewer main, based on

footage from a known manhole, for wyes, tees, risers, and taps.



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#

Requirement


SS15 The new system must allow the user to store multiple points of connection for one address, and track the status (i.e.,

Active, Inactive, and Abandoned) of each connection.


SS16 The new system must store inspection information regarding each service connection, to be used either as a stand-

alone product or to cross-link to another package.


SS17 The new system should store permitting information regarding each service connection, to be used either as a stand-

alone product or to cross-link to another package.


SS18 The new system must have the ability to store basic pump station information including station capacity,

construction date, type of station, and a listing of all pumps within the pump station.


SS19 The new system must store, for each pump within the pump station, standard information regarding the pump type,

flow rating, and condition.


SS20 The new system must store, for each pump within the pump station, pump curve information for single speed, dual



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#

Requirement

speed, and variable speed pumps.


SS21 The new system must have the ability to store multiple inspection information records on the pump station and be

able to see a list of all the inspection records.


SS22 The new system must have the ability to store multiple inspection records on a pump and be able to view a list of all

the inspection records for the pump.


SS23 The pipeline rating system must conform to the National Association of Sewer Service Companies, Inc. (NASSCO)

Pipeline Assessment and Certification Program (PACP) standards.


SS24 The new system must have the ability to export descriptive inspection data to the Standard PACP Data Format.


SS25 The new system should have the ability to store typical information collected from internal television inspection of

sewer lines.


SS26 The new system should have the ability to store and display multiple images or videos for any individual television

inspection observation.



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#

Requirement


SS27 The new system should display the results of the television inspection observations graphically, showing both the

upstream and downstream manholes as well as the individual observations shown at their appropriate locations

along the length of pipe.


SS28 The new system must have a method by which each observation can be assigned a flow rating number, a structural

rating number, and a cleaning rating number.


SS29 The new system must allow the user to track all observations within a pipe segment, automatically assigning to

each defect an infiltration rate, a structural condition rating, and a cleaning rating based on PACP standards.


SS30 The new system must have a method where the individual rating numbers based on the PACP standard are totaled,

allowing for a quantitative comparison between different pipe segments.


SS31 The new system must have the ability to track the results of rehabilitation on the sewer system, reducing the flow,

structural, or cleaning ratings as determined by the user.


SS32 The new system should be compliant with NASSCO and PACP coding standards.



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Requirement


SS33 The new system must have the ability to store both an estimated flow rate based on the defect from rates stored in a

user defined table, as well as an observed flow rate.


SS34 The new system must store field verified inventory information for the manhole from the cover to the bench and

trough.


SS35 The new system must store flow and structural values for every component of the manhole from the cover to the

bench/trough.


Storm Water System

RFP

Req. #

Requirement

SW1 The new system must be structured to allow the user to track inventory information on all key storm sewer

collection system features including pipelines, inlets, manholes, biofiltration and detention ponds, storm water

quality structures, and flow basins. This inventory information should include the information typically found in a

set of engineering design plans and construction record drawings.




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Requirement

SW2 The new system must be structured to include an integrated storm sewer inspection system.


SW3 As new system information is determined from field investigations to be different from the information stored in the

Pipeline File in the Inventory, the system through a QC process will update the Pipeline File.


SW4 The new system must be structured to track current NPDES requirements.


SW5 The new system must identify a pipe segment as a length of pipe from one upstream structure (or node) to the next

downstream structure (or node). If the structure does not exist in the Structure File, the user needs to be prompted

to insert the pertinent attributes and allowed to automatically create a record in the Structures File in the

Inventory.


SW6 The new system must store information regarding the pipe diameter, length, material type, upstream and

downstream manhole rim and invert elevations, and other information typically found in a set of engineering design

plans and construction record drawings.


SW7 The new system must store information regarding the sources of data used to populate records with conduit

segment lengths and invert elevations in the pipeline file in the Inventory.




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Requirement

SW8 From a pipe segment record in the pipe file, the user must have the ability to go directly to the record for next

upstream or downstream pipe segment. If there are multiple choices, the user must be prompted as such and

allowed to select the appropriate choice.


SW9 Current and historical (i.e., record drawing) elevation data for both the upstream and downstream structures must

be stored in the pipe file.


SW10 The new system must have the ability to store field inspection information on each pipe.


SW11 The new system must store information regarding the structure type, structure diameter (or structure

configuration), material type, rim elevation and depth, and other source information typically found in a set of

engineering design plans and construction record drawings.




Streets and Traffic Control

RFP

Req. #

Requirement

ST1 The new system must provide a physical inventory of assets such as:

Signs (date installed, dates of maintenance cycle, tracking future maintenance, retro-reflectivity testing

and treatment, size, shape, what’s on sign)

Pavement Markings (paint, dura-stripe, etc.)

Pavement Marking Objects (reflectors, buttons, etc.)

Street Lights (wattage, type of light, type of pole, height, shielding, date installed, maintenance

Bridges

Traffic Signals

Controllers

Traffic Calming Devices (type, location, date installed, maintenance, striping)

Curbs

Sidewalks

Street Trees

Administrators will need the capability to create new inventory types




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Req. #

Requirement

ST2 The new system must allow the user to create custom data fields. Customizable fields must be available for every

inventory type (Street, Signs, Trees, Street Markings, etc.)


ST3 The new system must maintain a record of all traffic devices and test results.


ST4 The new system must provide a cross-reference capability, (i.e., signal address cross-referenced to part).


ST5 The new system must display the most recent activity performed on a traffic device, including activity type and

date. When a new activity is added, the traffic main screen must automatically be updated.


ST6 The new system should provide a cross-reference capability for associating equipment to intersections and street

segments.




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Requirement

ST7 The new system must be able to display the following information for all the scheduled maintenance associated

with traffic devices:

Work order status

Scheduled maintenance interval

Next scheduled maintenance date

Last scheduled maintenance date

Start of scheduling cycle

End of scheduling cycle

Crew assigned to maintenance

Authorization for the WO

Type of maintenance


ST8 The new system should allow additional comments to be associated with the performance of each device tested.


ST9 The new system should store time started and time completed for traffic device assembly tests.


ST10 The new system should have the ability to automatically e-mail reports of street and/or traffic device work to user-

selected addresses


Pavement Maintenance



RFP

Req. #

Requirement

PM1 The new system must store basic street inventory information including street length, width, and pavement type.

In addition, the new system should store present and historical information about the base and surface course

thickness, route information, CBR ratings, ADT counts, and truck counts.


PM2 The new system must provide an in-depth field inspection rating system matching industry standards and

condition evaluation that can include various types of pavement distress. In addition, the new system should

provide curbs and gutters, sidewalks, driveway approaches and parking.


PM3 The new system should store field inspection condition evaluation and replacement estimates for curbs and

gutters, sidewalks, and driveway approaches.


PM4 The new system must use a standard 100 point Pavement Condition Index (PCI) system for comparing pavements

of similar and/or dissimilar surface types.


PM5 The new system must provide a PCI value for the inspection date and a current theoretical PCI value.


PM6 The new system must provide for industry standard deterioration curves and recommended field rating

techniques for asphalt, concrete, composite, and gravel surfaces to enable the user to redefine or define any new

surface types as necessary.




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Requirement

PM7 The new system should include additional fields for inventory information on curb and gutters, sidewalks,

driveways, parking areas, and structures such as bridges, culverts and guardrails.


PM8 The new system should provide a storage point for pavement data that is not typically available in routine field

inspections such as original and existing pavement layer thickness, right-of-way width, project dates, soil testing

results, average daily traffic volumes, and defining special routes such as sweeping, bus, school, sanitation and

trucks.


PM9 The new system must include a pavement management forecast-modeling program that allows the user to

perform ‘what-if’ scenarios by varying budget amounts, deterioration rates, rehabilitation costs, maintenance

strategies, and rehabilitation breakpoints. The model shall prioritize, suggest, and provide cost estimates for

projects in the system and be able to group areas by subdivisions, arterials, collectors and residential

classifications.


PM10 The new system must contain numerous features to reduce data entry and validate data such as the use of

numeric codes to pull up common text strings, full street name validation, data entry carry-over buttons, function

keys, and a global recalculate all segment PCI value feature.


PM11 The new system must enable the user to tailor their capital improvement program through use of a modeling

planning table allowing the user to select certain projects to be done in specific years and use the unbiased and

optimized model to fill in the remaining gaps. The planning table shall also be used to demonstrate the long term

maintenance effects of new pavement development.



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Requirement


PM12 The new system must have the ability to divide street segments when a change in pavement characteristics is

observed. (i.e., pavement type, # of lanes, previous overlays etc.) This allows tracking the different sub segments of

the street independently.


PM13 The new system should keep an inventory of structures on street segments.


PM14 The new system must be integrated with the GIS program allowing the street network to be viewed graphically

along with inspection and modeling results and allowing the user to detect trends in system deterioration, locate

structures, or map inspection routes for work crews.


PM15 The new system should provide the segment and intersection foundation for tying in other infrastructure assets

such as Markings, Signs, Posts, Signals, Accidents, and Street Lights.


PM16 The new system should be linked to an integrated customer complaint and work order management system.


PM17 The new system must have the capability of developing annual need tables over a programming period of five to

ten years.




RFP

Req. #

Requirement

PM18 The new system must have the capability to evaluate alternative Maintenance / Rehabilitation strategies required

to meet the identified needs.


PM19 The new system should have the capability to perform financial planning analysis and reporting utilizing multiple

annual budget streams.


PM20 The new system should include calculation of PCI system-wide and by functional classification, in current, past,

and future scenarios


PM21 The new system must keep historical data of pavement treatments, pavement ratings, and PCI by individual

street segments and system-side.


PM22 Does the new system allow for viewing of Pavement Condition Index (PCI) on a street network in the GIS under

current conditions and in future years under various budget scenerios?


Parks, Parking Lots and Building Facilities

RFP

Req. #

Requirement



PF1 The new system should have a specific parks module.


PF2 The new system must provide a Facility Inventory form including facility name, facility type, description, address,

area, year built, a special instructions field for user specified comments, and miscellaneous fields for user specified

data. The titles of the miscellaneous fields may be customized by the user. For example, the user could use these

fields to keep acreage, square footage and construction type of the facility.


PF3 The new system must maintain an inventory of information on all facilities, such as buildings, classrooms, air

conditioning, lighting, and elevators.


PF4 The new system should be able to track utility usage by facility or park (ex: gas, water, electric).


PF5 The new system must be able to track inventory of items such as trees, irrigation equipment, drinking fountains,

water features and playground equipment.


PF6 The new system should provide the capability to track parking lots and parking lot assets.




Appendix C – Pricing Templates

This appendix provides the require price sheets that must be completed by each Proposer. As part of the RFP package, the City will provide a MS Excel file that contains these price sheets. The RFP price sheets include the following;

Software License and Maintenance Price Sheet

Implementation Services Price Sheet

Conversion Price Sheet

3rd Party Products Price Sheet

Optional Offerings Price Sheet

Travel Price Sheet

Professional Services Rate Sheet

The following pages provide examples of the required price sheets.

Software License and Maintenance Price Sheet



Implementation Services Price Sheet

Conversion Price Sheet

3rd

Party Products Price Sheet

Optional Offerings Price Sheet



Travel Price Sheet

Professional Services Rate Price Sheet



Appendix D - Standard Service Agreement Terms and Conditions

It is recognized that the formal basis of any agreement between the City and the service provider is a contract rather than a proposal. In submitting proposals, Proposers must indicate that they are prepared to complete the City’s Agreement for Professional Services as presented on the following pages. The RFP, Proposer’s proposal, demonstration and POC results will become part of the agreement between the City and the successful Proposer.

The winning proposer will be expected to accept these terms and conditions unless they otherwise take exception in their proposal.



Contract No. ___________ Approved: _____________

AGREEMENT FOR PROFESSIONAL SERVICES

THIS AGREEMENT is entered into by the City of Stockton, a California City (“City”), and __________________________ (“Consultant”).

RECITALS

WHEREAS, Consultant is specially trained, experienced, and competent to perform the special services required by the City; and WHEREAS, the City requested special services by a Request for Proposal (RFP) attached hereto; and WHEREAS, Consultant is willing to render professional services, as hereinafter defined, on the following terms and conditions. NOW, THEREFORE, in consideration of the mutual agreements contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, and intending to be legally bound hereby, the parties agree as follows:

AGREEMENT

1. Scope of Services. Subject to the terms and conditions set forth herein,

Consultant shall provide to the City the services described in Exhibit 1, attached hereto

and made a part hereof. Consultant shall provide said services at the time, place, and

in the manner specified in Exhibit 1 under the direction of the Project Manager who shall

be assigned by the General Manager.

2. Effective Data and Term. This agreement shall become effective on __________, 201___. Further, Consultant shall perform all the services described herein by _______, 201___. (No more than one year) The City reserves the right to extend the term of this Agreement for two (2) additional one year terms with 30 days advance written notice of its intention to extend said agreement for an additional term. If extended, the Consultant shall be bound by the terms and condition of this



agreement. Consultant shall not be entitled to, and shall not commence any work

hereunder unless and until the Project Manager issues a written notice to proceed to

Consultant.

3. Compensation. The City hereby agrees to pay Consultant and Consultant

agrees to accept payment, according to the formula or rates set forth in Exhibit 2, for all

of the services required by this agreement provided that the total compensation for

Consultant’s services shall not exceed the sum of $__________.

4. Billings. Consultant shall submit monthly bills to the City describing its

services and costs provided during the previous month. Consultant shall not bill the City

for duplicate services performed by more than one person. Consultant’s monthly bills

shall include the following information. A brief description of services performed, the

date the services were performed, and the number of hours expended and the name of

the person performing the services. The bill shall also contain a brief description of any

costs incurred and the Consultant’s signature. In no event shall Consultant submit any

billing for an amount in excess of the maximum amount of compensation provided in

paragraph 3 hereof.

5. Consultant Representations and Performance. Consultant represents that it

has the skills, experience and knowledge necessary to perform the services agreed to

be performed under this agreement; and it is understood that the City has relied upon

the Consultant’s representations that it has the skills, experience and knowledge to

perform required by this Agreement in a competent manner. Consultant understands

the scope of the services to be performed under this agreement. Consultant warrants

that it will faithfully and diligently perform the services hereunder. Consultant shall

employ, as a minimum, generally accepted standards and practices employed by

persons engaged in providing similar services in existence at the time of performance of

its obligations hereunder. The Project Manager shall notify Consultant in writing of any

deficiency or delay in the performance of its services. Consultant shall cure any such

deficiency within ten (10) business days from the date of service of said notice. Any

failure to do shall constitute a default hereunder and Project Manager may terminate

this agreement. Acceptance by the City of services performed hereunder shall not

constitute a release of any deficiency or delay in said performance.

6. Consultant Designee. This agreement contemplates the professional services of Consultant. The primary person(s) to provide the services described by this agreement shall be ___________ who shall not be replaced without the prior written consent of the Project Manager. Consultant shall assign only competent personnel to perform services under this agreement. If the Project Manager asks Consultant to



remove a person assigned to the work called for under this agreement, Consultant

agrees to do so immediately regardless of the reason, or the lack of a reason.

Consultant shall provide the Project Manager with regular written reports of its

performance hereunder and all significant developments during the term hereof at such

intervals as Project Manager may require.

7. Abandonment by Consultant. In the event the Consultant ceases performing

services under this agreement or otherwise abandons the project prior to completing all

of the services described in this agreement, Consultant shall, without delay, deliver to

the City all materials and records prepared or obtained in the performance of this

agreement, and shall be paid for the reasonable value of the services performed up to

the time of cessation or abandonment, less a deduction for any damages or additional

expenses which the City incurs as a result of such cessation or abandonment.

8. Assignment and Subcontracting. The parties recognize that a substantial

inducement to the City for entering into this agreement was, and is, the professional

reputation and competence of Consultant and its personnel. Consultant shall not assign

this agreement nor any of its obligations herein without the Project Manager’s prior

written approval. Likewise, Consultant shall not employ any subcontractor to perform

any service required of Consultant hereunder.

9. Attorney’s Fees. The parties each agree that, in the event of any breach of

this agreement, the party aggrieved shall be entitled to recover from the party who

breaches, in addition to any other relief provided by law, such costs and expenses as

may be incurred by said party, including court costs, attorney’s fees, and other costs

and expenses, taxable or otherwise, reasonably necessary in preparing the defense of,

defending against, or seeking or obtaining an abatement of, or an injunction against,

such action or proceeding, or in enforcing this Agreement, or in establishing or

maintaining the applicability of, or the validity of, this agreement, or any provision

thereof, and in the prosecuting any counterclaim or cross-complaint based thereon.

10. Binding Effect. This agreement shall be binding upon the parties hereto and

their respective successors in interest.

11. Conflict of Interest. Consultant represents that Consultant has not employed any person to solicit or procure this agreement and that Consultant has not made, and will not make, any payment of any compensation for the procurement of this agreement. Consultant further represents and agrees that Consultant has not, and will not, acquire any interest, directly or indirectly, in any property acquired by the City



during the term of this agreement. Consultant warrants and covenants that Consultant

presently has no interest in, nor shall any interest be hereinafter acquired in, any matter

that will render the services required under this agreement a violation of any applicable

Federal, State or local law. In the event that any conflict of interest should hereinafter

arise, Consultant shall promptly notify the City’s Counsel of the existence of such

conflict of interest so that the City may determine whether to terminate this agreement.

12. Compliance with Laws. In the performance of this agreement, Consultant

shall abide by and conform to any and all applicable laws of the United States and the

State of California, and the City Policies and Procedures and all ordinances, resolutions,

rules and regulations of the City. Consultant warrants that all work done under this

agreement will be in compliance with all applicable safety rules, laws, statutes, and

practices, including but not limited to Cal/OSHA regulations.

13. Copyright .Upon the City’s request, Consultant shall execute appropriate

documents to assign to the City the copyright to work created pursuant to this

agreement. The issuance of patent or copyright to Consultant or any other person shall

not affect the City’s rights to the materials and records prepared or obtained in the

performance of this agreement. The City reserves a license to use such materials and

records without restrictions or limitation consistent with the intent of the original design,

and The City shall not be required to pay any additional fee or royalty for such materials

or records. The license reserved by the City shall continue for a period of fifty years

from the date or execution of this agreement unless extended by operation of law or

otherwise.

14. Governing Law. This agreement and all matters relating to it shall be

governed by the laws of the State of California.

15. Indemnification. Consultant shall indemnify, defend, and hold the City, its

officers, employees, and agents harmless from and against any and all liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state or municipal law or ordinance, or other cause in connection with the acts or omissions of Consultant, its employees, subcontractors, or agents, or on account of the performance or character of this work, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, employees or agents. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in section 2778 of the California Civil Code. Within fifteen (15) days of the City’s notice that it has been made party to an action arising out of Consultant’s acts or



omissions under this agreement, Consultant shall provide a defense to the City,

Consultant shall be liable to the City for its attorney’s fees and litigation costs incurred to

defend itself beginning on the sixteenth (16th) day from the date of the City’s notice and

request for a defense. Acceptance of insurance certificates and endorsements required

under this agreement does not relieve Consultant from liability under this

indemnification and hold harmless clause. This indemnification and hold harmless

clause shall apply whether or not such insurance policies shall have been determined to

be applicable to any of such damages or claims for damages.

16. Independent Contractor Status. It is expressly understood and agreed by

both parties that Consultant is an independent contractor and not an employee of the

City while engaged in carrying out and complying with any of the terms and conditions

of this agreement. Consultant expressly warrants that it will not represent, at any time or

in any manner, that Consultant is an employee or agent of the City. Consultant shall

have no authority to, and shall not, incur any debt, obligation or liability on behalf of the

City.

17. Insurance. Prior to beginning any of the services or work required by this

agreement, Consultant, at its sole cost and expense, shall carry, maintain for the

duration of the agreement, and provide proof thereof that is acceptable to the City the

insurance specified in subsections (a) through (c) below with insurers and under forms

of insurance satisfactory in all respects to the City. Consultant shall not allow any

subcontractor to commence work on any subcontract until all insurance required of the

Consultant has also been obtained for the subcontractor.

(a) Workers’ Compensation. Satisfactory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant shall be provided with limits not less than one million dollars ($1,000,000.00). In the alternative, Consultant may rely on a self-insurance program to meet these requirements so long as the program of self-insurance complies fully with the provisions of the California Labor Code. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City for loss arising from work performed under this agreement.

(b) Commercial General and Automobile Liability. Consultant, at Consultant’s own cost and expense, shall maintain commercial general and automobile liability insurance for the period covered by this agreement in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the



general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this agreement including the use of owned and non-owned automobiles. Coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) and Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 (any auto). No endorsement shall be attached limiting the coverage. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: (1) The City, its officers, employees, agents, and volunteers are to be covered as insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured’s general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded the City, its officers, employees, agents, or volunteers. (2) The policy must contain a cross liability or severability of interest clause. (3) The insurance shall cover on an occurrence or an accident basis, and not on a claims made basis. (4) An endorsement must state that coverage is primary insurance and that no other insurance affected by the City will be called upon to contribute to a loss under the coverage. (5) Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to the City and its officers, employees, agents, and volunteers. (6) Insurance is to be placed with California-admitted insurers with a Best’s rating of no less than A:VII. (7) Written notice of cancellation or non-renewal must be received by the City at least thirty days prior to such change.



(c) Professional Liability. Consultant, at Consultant’s own cost and expense, shall maintain for the period covered by this agreement professional liability insurance for licensed professionals performing work pursuant to this agreement in an amount not less than one million dollars ($1,000,000.00) covering the licensed professionals’ errors and omissions, as follows: (1) Any deductible or self-insured retention shall not exceed $10,000

per claim. (2) Written notice that cancellation, material changes, or nonrenewal

must be received by the City at least thirty days prior to such change shall be included in the coverage or added as an endorsement to the policy.

(3) The following provisions shall apply if the professional liability

coverages are written on a claims made form: (a) The retroactive date of the policy must be shown and must

be before the date of the agreement. (b) Insurance must be maintained and evidence of insurance

must be provided for at least five years after completion of the agreement or the work.

(c) If coverage is canceled or not renewed and it is not replaced

with another claims made policy form with a retroactive date that precedes the date of this agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years after completion of the work. The City shall have the right to exercise at the Consultant’s cost, any extended reporting provisions of the policy should the Consultant cancel or not renew the coverage.

(d) A copy of the claim reporting requirements must be

submitted to the City prior to the commencement of any work under this agreement.

(d) Deductibles and Self-Insured Retentions. Consultant shall disclose the

self-insured retentions and deductibles before beginning any of the services or work called for by any term of this agreement. During the period covered by this agreement upon express written authorization of The City Attorney, Consultant may increase such deductibles or self-



insured retentions with respect to the City, its officers, employees, agents, and volunteers. The City Attorney may condition approval of an increase in deductible or self-insured retention levels upon a requirement that Consultant procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them.

(e) Notice of Reduction in Coverage. In the event that any coverage

required under subsections (a), (b), or (c) of this section of the agreement is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to the City at Consultant’s earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage.

(f) City’s Remedies. In addition to any other remedies the City may have if

Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, the City may, at its sole option: (i) Obtain such insurance and deduct and retain the amount of the

premiums for such insurance from any sums due under the agreement;

(ii) Order Consultant to stop work under this agreement or withhold

any payment which becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof;

(iii) Terminate this agreement.

Exercise of any of the above remedies, however, is an alternative to other remedies the City may have and is not the exclusive remedy for Consultant’s failure to maintain insurance or secure appropriate endorsements.

18. Interpretation. The agreements contained herein shall not be construed in

favor of or against either party but shall be construed as if all parties prepared this Agreement.

19. Licenses. If a license of any kind having terms intended to include evidence of registration is required of Consultant, its employees, agents, or subcontractors by Federal or State law, Consultant warrants that such license has been obtained, is valid and in good standing, and Consultant shall keep it in effect at all times



during the terms of this agreement, and that any applicable bond has been posted in accordance with all applicable laws and regulations.

20. Liquidated Damages. The parties to this agreement agree that, in the event that the services described in this agreement are not completed on time, the City will sustain damage and that it will be impracticable and extremely difficult to ascertain the actual damage, which the City will sustain. In the event that Consultant fails to complete all of the services described in this agreement on or before any completion date provided herein, or within the period of any authorized extension, Consultant shall pay as and for liquidated damages, the sum of $______ for each calendar day that completion is delayed and said sum may be deducted from any payment due Consultant under this agreement.

21. Modifications. This agreement may be modified only by a written agreement, approved by General Counsel, by the City and Consultant.

22. No Third-Party Rights. The parties intend not to create rights in, or to grant remedies to, any third party as a beneficiary of this agreement or of any duty, covenant, obligation, or undertaking established herein.

23. Notices. All notices under this Agreement shall be in writing and shall be delivered by personal service or by certified or registered mail, postage prepaid, return receipt requested, of the parties. Any written notice to any of the parties required or permitted hereunder shall be deemed to have been duly given on the date of service if served personally or if served by facsimile transmission (with confirmation of receipt), or seventy-two (72) hours after the mailing. Rejection or other refusal to accept or the inability to deliver because of changed address of which no notice was given as provided hereunder shall be deemed to be receipt of the notice, demand or request sent. Notices of the parties shall be addressed as follows:

To the City: City Manager City of Stockton 425 N. El Dorado Street Stockton, CA 95202

To Consultant:



Each party shall provide the other party with telephone and written notice of any change in address as soon as practicable.

24. Ownership of Materials. Any and all documents, including draft documents where completed documents are unavailable, or materials prepared or caused to be prepared by Consultant pursuant to this agreement shall be the property of the City at the moment of their preparation. All materials and records of a finished nature, such as final plans, specifications, reports, and maps, prepared or obtained in the performance of this agreement, shall be delivered to and become the property of the City. All materials of a preliminary nature, such as survey notes, sketches, preliminary plans, computations and other data, prepared or obtained in the performance of this agreement, shall be made available, upon request, to the City at no additional charge and without restriction or limitation on their use consistent with the intent of the original design.

25. Severability. Should any part of this agreement be declared by a final decision by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the authority of either party to enter into or carry out, such decision shall not affect the validity of the remainder of this agreement, which shall continue in full force and effect, provided that the remainder of this agreement, absent the un-excised portion, can be reasonably interpreted to give effect to the intentions of the parties.

26. Termination. The City may terminate this agreement immediately for violation of any provision of this agreement. In addition, the City may, with or without cause and at any time, terminate this agreement upon fifteen (15) days written notice served upon Consultant. In the event of termination, the consultant shall be paid for services performed to the effective date of termination; provided, however, that the City may condition payment of such compensation upon Consultant’s delivery to the City of any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant, or prepared by or for Consultant or the City in connection with this agreement and upon satisfactory completion of the services or portion thereof which the consultant has performed through the effective date of termination.

27. Waiver. The waiver by either party of a breach by the other of any provision of this agreement shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same or a different provision of this agreement.



28. Whole Agreement. This agreement constitutes the entire understanding and agreement of the parties. It integrates all of the terms and conditions mentioned herein or incidental hereto and supersedes all negotiations or previous agreements between the parties with respect to all or any part of the subject matter hereof.

29. Counterparts. This Agreement may be executed in multiple identical counterparts, each of which shall be deemed an original, but all of which together will constitute one and the same instrument but the parties agree that the agreement on file in the Office of the City Clerk is the version of the agreement that shall take precedent should any differences exist among counterparts of the document.



IN WITNESS WHEREOF, The City and Consultant have executed this agreement in Stockton, California on ____________________.

APPROVED AS TO CONTENT: APPROVED AS TO FORM: CITY of STOCKTON THE CITY ATTORNEY

By: ________________________ By: [Not required if no changes made]

Department Director

CITY OF STOCKTON, CONSULTANT:

By: ________________________ BY: ________________________ City Manager

ATTEST: City Clerk

By: ________________________

Computerized Maintenance Management System (CMMS… 12-08… · · 2012-12-07ATTACHMENT A REQUEST...

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