REQUEST FOR PROPOSAL LARIMER COUNTY COLORADO 2555 MIDPOINT DRIVE, SUITE B FORT COLLINS, COLORADO PROPOSAL NUMBER: 10-04 DESCRIPTION: Computer Aided Facilities Management System (CAFM) RECORDING DATE: August 4, 2010

The Board of Larimer County Commissioners will be receiving sealed proposals at the Office of the Purchasing Director, Larimer County Courthouse, 200 West Oak Street, Suite 4000, Fort Collins, Colorado, 80522, up to 2PM (our clock), Wednesday, August 4, 2010 at which time they will be recorded, but not publicly opened, to consider the purchase of a user friendly Computer Aided Facilities Management System (CAFM) for the Larimer County Facilities Department. All questions regarding this proposal should go to Ms. Heather L. Michaels, CPPB, Purchasing Agent. Questions are due no later than 10:00 A.M. Wednesday, July 21, 2010. Questions may be faxed to Ms. Heather Michaels at 970-498-5959, or e-mailed to [email protected]. Please call Heather Michaels at 970-498-5954 to verify receipt of your questions. No additional questions will be accepted after the date and time referenced above.

INSTRUCTIONS TO PROPOSERS: Six (6) copies of your proposal are required as well as one (1) electronic copy (CD, MS Word 2007). If brochures or other supportive documents are requested, then it is required that 6 sets be submitted with your proposal. In submitting a proposal, the vendor agrees that acceptance of any or all proposals by the County within a reasonable time or period constitutes a contract. No delivery shall become due or be accepted unless a purchase order shall first have been issued by the Purchasing Director of Larimer County. No work shall commence nor shall any invoices be paid until the contractor provides the requested proof of insurance as outlined in the “Insurance Requirements For Contractors” and until such proof is accepted by Larimer County. Additionally, the contractor will provide an endorsement naming Larimer County as an additional insured to their policy. If you have any questions concerning the insurance requirements, please contact Connie Ellis, Property/Casualty Claims Adjuster, at (970) 498-5963 at least one week before the proposal recording date. Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of the invoice and satisfactory acceptance from the department receiving the service or goods. As of August 7, 2006, state and local government agencies are prohibited from purchasing services from any contractor that knowingly employs illegal immigrants to help carry out publicly funded work per the provisions of C.R.S. 8-17.5-101. Contractors must certify that they are using, or that they are trying to participate in the “Basic Pilot Employment Verification Program”. If it is discovered that a contractor awarded a contract employs illegal immigrants or subcontracts with illegal immigrants, Larimer County can terminate the contract and the contractor may be held liable for damages. Any contract agreed to by the parties that results in a sole source government contract must contain provisions and comply with Article XXVIII, Section 15 of the Colorado Constitution.

Larimer County reserves the right to reject any and or all proposals and to waive informalities and minor irregularities in proposals received, and to accept any portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract to companies located in Larimer County. The total cost of proposal preparation and submission shall be borne by the proposer. If, in the sole judgment of the Board of County Commissioners, the bids or proposals are substantially equal, the Board may grant the contract to companies located in Larimer County. All information submitted in response to this request for proposal (RFP) is public after the Notice of Award has been issued. The proposer should not include as part of the response to the RFP any information which the proposer believes to be a trade secret or other privileged or confidential data. If the proposer wishes to include such material with a proposal, then the material should be supplied under separate cover and identified as confidential. Statements that the entire proposal is confidential will not be honored. Larimer County will endeavor to keep that information confidential, separate and apart from the proposal subject to the provisions of the Colorado Open Records Act or order of court. No telephone, e-mail, or facsimile proposals will be accepted. Proposals must be clearly identified on the front of the envelope by proposal number and title. Responsibility for timely submittal and routing of proposals, prior to recording, lies solely with the proposer. Proposals received after the recording time specified will not be considered. Minority Business Enterprises will be afforded full opportunity to submit qualifications in response to this invitation and will not be discriminated against on grounds of race, color, or national origin.

PROJECT OVERVIEW The purpose of this request for Proposal (RFP) is to establish a competitively-awarded agreement with a qualified vendor for an Integrated Facilities Management (CAFM) System for Larimer County Colorado Information Systems & Facilities Division (FITD). Your company (the vendor) is invited to submit a proposal to Larimer County to provide software, implementation services, documentation, and training in support of the county Computer Aided Facilities Management System (CAFM) initiative. This initiative will progress in phases, as defined by a Larimer County steering committee, responses should be based on the understanding the Larimer County FITD will implement the system in phases at a pace that is in the best interest of county internal services and customers. The general implementation phases are defined as follows; Phase I: 1. Maintenance Management functions including; a. Pro-active Preventive Maintenance functionality b. Reactive work order submission, assignment, updates, and status tracking c. Labor collection, inventory consumption, and cost tracking 2. Asset and Inventory Management functions including; a. Asset specification, warranty, and related document management b. Spare parts, order point, and related document management c. Warranty Management

d. Supplier Interface to Oracle ERP – current suppliers, vendors, contacts e. Migration of the existing assets, meta data, and associated attachments f. Reporting both ‘canned’ and custom reporting capability g. Reference - Attachment “B” Asset/Product Hierarchy Diagram 3. Space Management functions including; a. AutoCAD Version 7 or greater application integration b. AutoCAD Version 7 or greater drawing and metadata integration c. AutoCAD file viewing and linking metadata to facilities drawings 4. Help Desk and workorder request functions including; a. Configuration of facilities services and sub-services b. Configuration of person skill categories and assignment c. Integration to the existing ‘Front Range ITSM’ .Net Helpdesk web-based graphical user interface (GUI). d. Interface to the existing ‘Front Range ITSM’ helpdesk – new work orders and close transactions. 5. Oracle ERP employee interface – Departments, phones, employee data, location updates

Phase II: Larimer County may proceed to Phase II if funds become available. 1. Implementation of mobile work order management including; a. Time tracking b. Work request updates c. Work request tracking d. Work request reporting 2. Implementation of Project Management and scheduling functions including; a. Links - building owners, architects, engineers, and contractors b. Budget tracking - cost Estimate, invoices, payments c. Scheduling - Gantt chart and projections d. Project Data - project details, vendors, team members e. Provides - issue management tracking and reporting f. Provides - document management 3. Implementation of Real Estate Management functions including; a. Facilities Assessment modules b. Lease Administration c. Space Utilization reporting and ‘what-If’ analysis d. Space Planning and Modeling - See Attachment “A” Facilities Management Hierarchy Model 4. Implementation of Cost Management and tracking module including; a. Charge-Back capabilities I. Preparatory processes II. Data requirements III. Departmental billing/charge-back processes and reporting 5. Purchasing process integration and interfaces including; a. Bi-Directional Inventory and invoicing interfaces 6. Implementation of Building Automation Integration including; a. Heating, lighting, Key Management BACKGROUND INFORMATION: Larimer County is located in north central Colorado. It is the seventh largest county in Colorado based on population. The county extends to the Continental Divide and includes several mountain communities and Rocky Mountain National Park. The County encompasses 2,640 square miles. See ‘About Larimer County’ (http://larimer.org/about/about.htm). Larimer County Facilities is comprised of approximately 28 buildings totaling 1.2 million sq ft with future potential to increase to approximately 2 million sq ft. The Facilities department is comprised of a total of 39

full-time employees including management, of that 12 full-time employees are dedicated to facilities maintenance activities. The proposed new CAFM application or version will replace the existing Tririga application environment. All existing asset information, specifications, and attachments must be migrated to the new CAFM application. The new CAFM application must be interfaced to the Larimer County Oracle ERP system and includes person information, location information (Phase I); Inventory and asset status (Phase II). The EXISTING Facilities software environment is outlined below; Current Larimer County Tririga Software Environment:  Application layer is version TRIRIGA 9.61 / Momentum Platform version 2.63  Platform – Window 2003, VMware, server name ACWEB  Database engine - Oracle 8i  AutoCAD version 7.0 and 8.0  Interfaces to Oracle 10g ERP- synchronizing locations and employee attributes  Current number of managed assets records: approximately 2000 Existing County-Wide Information Technology Infrastructure:  Network Services – TCPIP/CISCO core and edge (version 4)  Server Services – Windows 2003/2008, VMware Server, VMware ESXi  File & Print, Authentication Services – Novell version 6 & 7 {migrating to Microsoft Active Directory May 2010), NetApp Storage appliance  Email & Calendar Services – Groupwise 8.0 {migrating to Google Apps and Email July 2010)  Helpdesk application – FrontRange ITSM - case management & tracking (ITIL compliant) {http://www.frontrange.com/} Note: Vendors may reference Attachment “C” Current Larimer County Infrastructure for additional details. Current Facilities Organization and staffing:  Management/Supervision: 6 o Facilities Support Services: 13  Room setup  Custodial  Grounds o Facilities Maintenance Services : 12  Electrical  Plumber  Mechanical  Heating & HVAC o Print & Mail Services: 4  Printing & Copying  Mail Distribution o Planning and Design Services: 2  Move, Add, Changes  Work place planning and spatial design  Leasing and real estate selection  Move project management o Real Estate and Facilities Project Management Services: 2

SCOPE OF WORK - SOLUTION REQUIREMENTS: Larimer County requires one centralized and comprehensive Computer Aided Facilities Management (CAFM) system, which includes preventive maintenance, reactive work order management, space planning/management, CAD integration, and helpdesk capabilities. Larimer County requests proposals from qualified software vendors interested in providing a fully functional system. The replacement system will be referred to as Larimer County Facilities Management System or LC-FMS. General Requirements The CAFM Solution should include an integrated set of off-the-shelf products that rely on a common database platform. The functionality that is provided in this RFP is considered the base requirements of the required CAFM Solution. The proposed CAFM Solution is expected to provide this minimum functionality, without extensive customization effort. Custom development is expected to be limited to system interfaces and module integration. The CAFM Solution should also be a proven solution for entities similar to those identified in this RFP. The system proposed must support real-time processing of all transactions for Larimer County facilities with robust functionality in each of the following functional areas: Phase I: 1. 2. 3. 4. 5.

Maintenance Management functions Asset and Inventory Management functions Space Management functions Help Desk and workorder request functions Oracle ERP employee interface – Departments, phones, employee data, location updates

Phase II: 1. 2. 3. 4. 5. 6.

Implementation of mobile work order management Implementation of Project Management and scheduling functions Implementation of Real Estate Management functions Implementation of Cost Management and tracking module Purchasing process integration and interfaces Implementation of Building Automation Integration

Minimum Feature Set and Capabilities: 1. 2. 3. 4. 5. 6. 7.

Provide process maps of existing process/procedure mapping (work flow) Includes an intuitive ‘Thin’ client or browser-based user interface Capability to manage multiple user profiles - Exec Management thru casual user Includes both ‘canned’ reports and the ability to create and save local custom reports Capability for the user (client) to open new work order requests (self-service) Capability for the maintenance manager to schedule preventative work orders Capability to view AutoCAD/graphics from any CAFM module (both mobile and PC client devices) 8. Can be fully Integrated into the existing Larimer County Helpdesk web-based user interface 9. Includes the migration is existing assets, people, and location information from the existing Tririga Oracle 8i system

10. Capability to develop and implement financial, inventory, and person interfaces to the Larimer County Oracle ERP 10g systems. 11. The ability to query asset and person locations and view the specific asset or person location graphically using AutoCAD drawings without installing AutoCAD. The AutoCAD viewer or plugin must be freely licensed. The AutoCAD viewing functionality must be available in the following modules; a. Space Management module b. Work Order Management module (PC and Mobile Client) c. Preventive Maintenance module d. Asset Management module 12. Supports mobile device (PDA and Smartphone) Work Order Management and Time Tracking 13. Must be compatible with AutoCAD version 7 or greater 14. Supports viewing AutoCAD building and floor plan drawings including associated meta data linked from the CAFM database. 15. Includes data conversion and migration of all existing Oracle 8i system database content including; a. Asset records and associated meta data b. Attachments in various formats including text, pdf, and, doc. 16. Includes end-user and/or train-the-trainer training programs, manuals and on-line content 17. Includes system administrator training including day-to-day operations, customization, backup and recovery. 18. Includes an ongoing support agreement comprised of software maintenance, periodic software updates, and live support.

VENDOR QUALIFICATIONS: Vendors should specialize in Facilities Computer Aided Facility Management (CAFM) or Computerized Maintenance Management Systems (CMMS). Vendor’s submitting proposals must have the following qualifications: The vendor must have experience and/or tools to interface their application environment to Oracle ERP. Complete Attachment “D” Similar Design Solutions, list 3 projects where your company has successfully implemented a people tracking interface and an inventory tracking interface to an Oracle ERP system. The awarded vendor must be able to provide 24x7 hour online or phone-in Technical Support capabilities with documented Service Level Agreements. Provide any Facilities Management and associated industry affiliations as available:  USGBC (U.S. Green Building Council) 

IFMA IFMA: International Facility Management Association

PROPOSAL SUBMITTAL REQUIREMENTS: Proposals should be a maximum of 25 sheets of paper, printed on both sides. Include in the 25 pages of your proposal a cover sheet, any screen prints, and the answers to the following questions in the order as written. In addition to the 25 pages also include with your proposal the completed Attachments D, E, F, G, H, and I. Do not include sales brochures in your proposal. 1. Signed signature page (page 11 of the proposal documents) 2. Submit with your proposal a management summary to be written for non-technical personnel it should include a summary of the contents of the proposal. The management summary may be included as a cover letter. 3. Include a proposed implementation schedule (project timeline) outlining the dates and specific tasks necessary to complete the project, including the specific staff and skill levels that should be assigned by the County to the project team. Indicate the anticipated start/finish dates or time requirements for all activities. 4. Provide with your proposal a list of key personnel assigned to the project team, including qualifications and work experience. 5. Describe to us your project approach and who will lead the project, include information on training our end users, i.e. web training, on-site, etc. 6. Describe what is included in basic CAFM package and describe related licensing requirements for each module including both on-time costs and on-going maintenance costs. 7. Provide some background on your company’s customer support services including online and phone assistance, customer support center location, and the hours of operation. 8. Describe what user guides and technical reference guides will be supplied with the system and if they updated when new software becomes available? 9. Describe the software reporting capability including the ability to import data on an as-needed basis from Oracle or in other import formats such as Excel, csv, or custom. Explain if it is possible to have a trial version of your company's software installed on one of our servers and county data imported as a proof-of-concept to verify data import, manipulation, reporting, and exporting of data. 10. Submit with your proposal sample operating manuals and brochures for the proposed system. 11. Provide information on how many upgrades/maintenance updates have been pushed to customers over the last 1-4 years and what type of updates/upgrades were provided for the software, i.e. enhancements, bug fixes, technology, etc. Tell us if the updates are performed by your staff or our staff and the average time it takes to do an update. 12. Describe the different security levels available with your system, for example, can one user have readonly access, is the software user ID and password protected. Tell us if a “super user” can grant security levels or does it require IT support. 13. Include with your proposal a copy of the latest annual report and/or financial statement for you company.

14. Provide Sample Copies of Agreements - Proposer agrees that it will provide sample copies of agreements that it will enter into if selected as the prime contractor under this solicitation, even though this does not bind Larimer County to enter into such agreements. These agreements shall include, but are not limited to: a. Provide a copy of your standard contract b. Provide a copy of your licensing agreements c. Provide a sample copy of maintenance agreements to be executed between Larimer County and the vendor relative to the work to be performed under this solicitation d. Provide a sample copy of a contract between you (vendor) and its subcontractors and/or third party vendors and acknowledgment of the acceptability of the contract to them as a subcontractor and/or third party vendor 15. Complete “Similar Design Solutions”, Attachment “D”. Vendors responding must be able to provide a list of a minimum of three (3) government clients your company has worked with providing similar services as described in this RFP in the last three (3) years. 16. Complete “Vendor Profile Questionnaire”, Attachment “E”. 17. Complete the “Vendor Services Summary, Attachment ”F” included in the comment area provided.

Additional details or clarification may be

18. Complete the Hardware Recommendations worksheet Attachment “G”. 19. Complete the Requirements Met column in Attachment “H”. Additional comments/clarifications can be added within the comments column (electronic and hard copy). 20. Complete the “Cost Summary Table” Attachment “I”.

EVALUATION CRITERIA: Proposals will be reviewed and ranked by an evaluation committee based on the criteria below. Cost will not be the sole determining factor. The rating scale shall be from 1 to 5, with 1 being a poor rating, 5 being an outstanding rating. The evaluation criteria will be used by the selection committee to review the proposals and to identify the short list of vendors. The selected short-listed vendors will be asked to demonstrate their software for the evaluation committee and to install their software at Larimer County for a short-term to allow for an in-depth evaluation against the business requirements, process flows, and software quality factors. Requirements – 40%: Does the response show an understanding of the project scope and deliverable objectives? Is the proposal thorough? Does the proposal cover the important items? Were all the requirements met and deliverables met with the proposed system? Does the vendor’s project approach appear to be easy to implement? Does the implementation include data conversion? Does the vendor’s project include training? Are the desired results covered in the response? Were all the questions answered? Cost – 20%: Has the vendor included a total cost of CAFM Software System which includes initial startup costs and one year maintenance and support from date of install? Has the vendor provided a separate cost to include a project manager and a cost to not include a project manger? Software Quality: – 20%: Does the vendor’s proposed software system have the ability to fulfill the required functionality out-of-the-box with limited tailoring of the application. Is the software user friendly? Will the vendor provide adequate training for end users?

Company Qualifications - 15%: Has the vendor done previous projects of this type and scope? Does the company have the necessary skills and experience for a project of this size and complexity? Does the vendor have experience and/or tools to interface their application environment to Oracle ERP and can the vendor provide technical support available 24/7? Proposed Implementation Schedule - timeline – 5%: Does the response achieve completion within our project timelines?

CONTRACT: The contract will be for one year, the County at its sole option, may offer to extend this Contract for up to two additional one-year terms. The extension option may be exercised providing satisfactory service is given and all terms and conditions of the Contract have been fulfilled. Such extensions, must be mutually agreed upon in writing, by and between the County and the Consultant, and approved by the Larimer County Board of County Commissioners.

INSURANCE REQUIREMENTS: Prior to commencement of any work, contractor shall forward Certificates of Insurance to Larimer County Risk Management, P.O. Box 1190, Fort Collins, Colorado 80522. The insurance required shall be procured and maintained in full force and effect for the duration of the Contract and shall be written for not less than the following amounts, or greater if required by law. I. Workers' Compensation and Employers' Liability

II.

A. B. C.

State of Colorado: Applicable Federal: Employer's Liability:

D.

Waiver of Subrogation

Statutory Statutory $100,000 Each Accident $500,000 Disease-Policy Limit $100,000 Disease-Each Employee

Commercial General Liability on an Occurrence Form including the following coverages: Premises Operations; Products and Completed Operations; Personal and Advertising Injury; Medical Payments; Contractual Liability; Independent Contractors; and Broad Form Property Damage. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001. Minimum limits to be as follows: A. B. C. D.

Bodily Injury & Property Damage General Aggregate Limit Products & Completed Operations Aggregate Limit Personal & Advertising Injury Limit Each Occurrence Limit

$1,000,000 $1,000,000 $1,000,000 $1,000,000

Other General Liability Conditions: 1. Products and Completed Operations to be maintained for one year after final payment. Contractor shall continue to provide evidence of such coverage to the County on an annual basis during the aforementioned period (as appropriate). 2. Contractor agrees that the insurance afforded the County is primary. 3. If coverage is to be provided on Claims Made forms, contractor must refer policy to Risk Management Department for approval and additional requirements. III.

Professional Liability:

IV.

Commercial Automobile Liability coverage to be provided on Business Auto, Garage, or Truckers form. Coverage provided should be at least as broad as found in ISO form CA0001 (BAP), CA0005 (Garage) or CA0012 (Trucker) including coverage for owned, non-owned, & hired autos. Limits to be as follows: A. B. C.

Each Occurrence Limit Aggregate Limit

Bodily Injury & Property Damage Combined Single Limit Medical Payments Coverage Uninsured/Underinsured Motorist Colorado Statutory Limit

$1,000,000 $1,000,000

$1,000,000 $5,000/person $1,000,000

V.

All Insurance policies (except Workers Compensation and Professional Liability) shall include Larimer County and its elected officials and employees as additional insureds as their interests may appear. The additional insured endorsement should be at least as broad as ISO form CG2010 for General Liability coverage and similar forms for Commercial Auto and Umbrella Liability.

VI.

The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Property and Liability Insurance Companies shall be licenses to do business in Colorado and shall have an AM Best rating of not less than B+ and/or VII.

VII.

Certificates of insurance on all policies shall give the County written notice of not less than thirty (30) days prior to cancellation or change in coverage.

VIII.

Contractor shall furnish Larimer County separate certificates of insurance for all contractors and sub-contractors. Such certificate must meet all requirements listed above.

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DEPARTMENT.

SIGNATURE PAGE ADDENDA: The proposer acknowledges the receipt of the following Addenda: Addendum Number

Date of Addendum

Date Received

The undersigned certifies that he/she has examined the specifications and instructions to proposers and has submitted a proposal in full compliance and without collusion with any other person, individual or corporation. The undersigned further certifies that he/she is or is trying to participate in the “Basic Pilot Employment Verification Program (Basic Pilot)” as detailed as a part of the “Systematic Alien Verification for Entitlements (SAVE) Program” as found on the U.S. Citizenship and Immigration Services website at (http://www.uscis.gov). The entire URL for the SAVE program is: http://www.uscis.gov/portal/site/uscis/menuitem.5af9bb95919f35e66f614176543f6d1a/?vgnextoid=71cf58f91f0 8e010VgnVCM1000000ecd190aRCRD&vgnextchannel=71919c7755cb9010VgnVCM10000045f3d6a1____ The undersigned certifies that you have verified that you do not employ illegal aliens, and that you shall not knowingly employ an illegal alien to perform work. SIGNED: _____________________________________ TITLE: ___________________________________ PRINTED NAME: _________________________________________________________________________ FIRM: __________________________________________________________________________________ ADDRESS: ______________________________________________________________________________ CITY: ___________________________ STATE: __________________ ZIP: ________________________ DATE: _____________ TELEPHONE NUMBER: __________________FAX NUMBER: ________________ For further information regarding this request for proposal, please contact Heather L. Michaels, CPPB, Purchasing Agent, at (970) 498-5954. Please submit proposals in a sealed envelope using the enclosed “ORANGE” routing tag affixed firmly to the outside of the envelope and marked “Proposal #10-04” to:

Larimer County Purchasing Director Larimer County Courthouse 200 West Oak Street, Suite 4000 Fort Collins, CO 80522 If you do not have the routing tag, use a bright highlighter to highlight the proposal number, proposal name and closing date on the outside of your sealed envelope.