City of Griffin Sealed Solicitation
Title: Inventory and Work Order Management Solution
Deadline: 1/31/2023 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: In Review
Solicitation Number: 23-008
Description: The City of Griffin (“the City”) is soliciting proposals from qualified and experienced vendors to provide an inventory, work order, and asset management solution that meets the City’s needs. This solution must incorporate security and accountability, inventory control, work order processing, reporting, and data flow integration into existing City systems.
The City provides a full range of services through its departments. The accounting department processes and reviews business transactions, safeguards assets, and ensures validity of financial records and reports. Public Works provides a safe environment for City employees while ensuring safe passage for the traveling public. This includes the management of 750 pieces of rolling stock and equipment in the Fleet Services Division. Watershed Management supplies drinking water regionally to approximately 100,000 people, administers wastewater treatment, and a comprehensive Stormwater management program. Griffin Power (Electric Department) furnishes safe, reliable power to citizens.
SCOPE OF WORK:
The City currently manages assets and work orders with various tools, software products, spreadsheets and the like. We are issuing this Request for Proposal (RFP) for an inventory, work order and asset management solution to facilitate effective information flow to the City’s management, as well as accountability. The solution is required to provide installation, configuration, data migration, implementation and training services. Vendor will also train City of Griffin staff in usage of the software and make recommendations for process improvements within the scope of the functionality of the product.
Vendor will be responsible for importing inventory, assets and work order data from City of Griffin’s existing systems
Pre-Bid Meeting Date: 12/12/2022 1:00 PM
Pre-Bid Meeting Details: Mandatory Pre-Bid Meeting will be held at 1:00pm in the City Managers Conference Room, 3rd Floor, 100 S. Hill Street, Griffin, Ga 30224. In order to bid your attendance is required.
Documents:
Addition 1
Posted: 12/5/2022
Type of Addition: Addendum #1
Overview: Questions
Solicitation #: 23-008
Documents:
Addition 2
Posted: 12/5/2022
Type of Addition: Addendum #2
Overview: Mandatory Pre-Bid Meeting
Pre-Bid Meeting Details: Specifications for Zoom meeting
Solicitation #: 23-008
Documents:
Addition 3
Posted: 12/5/2022
Type of Addition: Addendum #3
Solicitation #: 23-008
Documents:
Addition 4
Posted: 12/7/2022
Type of Addition: Addendum #4
Solicitation #: 23-008
Documents:
Addition 5
Posted: 12/7/2022
Type of Addition: Addendum #5
Solicitation #: 23-008
Documents:
Addition 6
Posted: 12/12/2022
Type of Addition: Addendum #6
Solicitation #: 23-008
Documents:
Addition 7
Posted: 12/13/2022
Type of Addition: Addendum #7
Solicitation #: 23-008
Documents:
Addition 8
Posted: 12/20/2022
Type of Addition: Addendum #8
Solicitation #: 23-008
Documents:
Addition 9
Posted: 12/20/2022
Type of Addition: Addendum #9
Solicitation #: 23-008
Documents:
Addition 10
Posted: 1/19/2023
Type of Addition: Addendum #10
Overview: Questions / Answers
Solicitation #: 23-008
Documents:
Addition 11
Posted: 2/17/2023
Type of Addition: Addendum Questionnaire
Overview: Please see the attached Questionnaire and respond by 4:00p.m. by email addressed to shuggins@cityofgriffin.com
Documents:
Addition 12
Posted: 3/17/2023
Type of Addition: In Review - NOIA (Notice of Intent to Award)
Documents:
Addition 13
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Addition 14
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Addition 15
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Question 1
Posted: 12/9/2022
Question: Hello, Could you please elaborate on your requirements regarding section 3.8. Bid Bonds. In what form would this Bid Bond be in? Were new to the requirement of Bid Bonds, so any information about what this entails would be much appreciated.
Response: We have already responded to this question. Please see the public solicitation.
Question 2
Posted: 12/13/2022
Question: Good morning Mrs. Huggins We have the following questions regarding the BID: 1.6. EVALUATION CRITERIA Can you expand on the criteria, specifically: - Quality of workmanship and products used - Timeliness of project completion or delivery What are your expectations in terms of time? - Additional costs to the City - Value-added services and/or options
Response: We have already responded to this question. Please see the public solicitation.
Question 3
Posted: 12/13/2022
Question: We have the following questions regarding ATTACHMENT A. Page 28. What is the difference between: 1 – Functionality is included with core product and requires no customization. 2 – Functionality is available and requires product configuration to utilize.
Response: We have already responded to this question. Please see the public solicitation.
Question 4
Posted: 12/13/2022
Question: Can you clarify the following: SA2 Security and Accountability. Accountable Inventory (unique serial number assigned by department, traceable, Accounting Department cannot change inventory). Are these spare parts or assets? Or both? SA6 Support for 500 internal users included in the cost of the base product. Is there a distinction between regular and mobile users? SA8 Support for Multi Factor Authentication (MFA) using existing City (MFA) infrastructure. What’s currently in place?
Response: We have already responded to this question. Please see the public solicitation.
Question 5
Posted: 12/13/2022
Question: Questions regarding: AI1 Inventory Management capabilities: real-time inventory tracking, real-time inventory value, categorization of products in stock, history, cycle counts, vendor management, easy to use interface, automation of inventory control, scalability, transfer between entities (e.g. from warehouse to person/crew), labels. What do you mean/expect when you say "real-time inventory tracking"? What do you mean/expect by "automation of inventory control"? AI4 Ability to automatically categorize items as assets based on these determining factors: installed for use, purchase cost exceeding a threshold, special categories (e.g. higher cost power tools) Can you describe the expected workflow? AI5 Assets Management capabilities: attachments to assets (e.g. documents, files, photos, blueprints, contracts), rate assets by condition, risk analysis, VIN’s, serial numbers, vehicle titles and fuel cards, financial general ledger account numbers association What do you mean by "Association"? What’s the intent or purpose? Is there a workflow defined for this process? AI7 Quote and Invoice Generation Capabilities: the ability to create quotes for customers, new construction for contractor work, and to track financial system account numbers. The ability to invoice internally and externally. What are the characteristics of "internal" and "external" invoices? What is the workflow for this process?
Response: We have already responded to this question. Please see the public solicitation.
Question 6
Posted: 12/13/2022
Question: WO1 Work Order Management capabilities: create request for service (by citizen or employee), work order creation (authorizing city employee to perform task), customizable work orders, customizable approval workflows (specify personnel assigned by type). How will citizens create requests? How will employees create requests? What do you mean/expect when you say "customizable work orders"?
Response: We have already responded to this question. Please see the public solicitation.
Question 7
Posted: 12/13/2022
Question: WO2 Other Work Order Management capabilities: automated email notifications, accountability, traceable, work order history, ability to track costs, time and materials (expenses/purchases), required fields, ability to require certain parameters before closing out work order (e.g. picture), time spent on job/labor hours. What do you mean by "accountability" in this context?
Response: We have already responded to this question. Please see the public solicitation.
Question 8
Posted: 12/13/2022
Question: WO5 Work Order types: vehicles, insurance claims, repair orders, roll off dumpsters, recycling carts, Solid Waste special handling (outside Contractor does pickup), item delivery, outage, maintenance, connect/disconnect service, internal work orders (e.g. replace broken holster), alcohol licenses, leases, surveys. Can you provide examples of work orders for alcohol licenses, leases, surveys?
Response: We have already responded to this question. Please see the public solicitation.
Question 9
Posted: 12/13/2022
Question: WO7 Ability to track FEMA works orders as a project, with labor/personnel rates; FEMA is the Federal Emergency Management Agency. Can you provide an example of a FEMA work order? What information is required for this type of work which may be different from other work orders? Are there any special reporting requirements for this type of work order?
Response: We have already responded to this question. Please see the public solicitation.
Question 10
Posted: 12/13/2022
Question: R5 GIS based reports (e.g. show all work orders on a selectable portion of the map/street). Which assets are managed in GIS? Can you provide examples of the types of reports expected? Can you provide workflows for the processes currently taking place in GIS?
Response: We have already responded to this question. Please see the public solicitation.
Question 11
Posted: 12/13/2022
Question: TI3 Integration with The City's existing financial system (Cogsdale, based in Microsoft Dynamics GP) for accurate transfer of fixed asset and financial data. Can you explain what data is expected? Journal entries for depreciation? What kind of financial data is expected to flow between applications?
Response: We have already responded to this question. Please see the public solicitation.
Question 12
Posted: 12/13/2022
Question: TI5 Data transfer to the City’s existing Outage Management System: location and service request. What OMS is used? What other systems does Griffin Electric uses? Is there a call center for customers to request services or report outages? Which application is used for registering calls? How are requests routed to the crews? Is there a work management system for Griffin Electric? Are these systems and processes similar across utilities?
Response: We have already responded to this question. Please see the public solicitation.
Question 13
Posted: 12/13/2022
Question: TI6 GIS integration with the City's existing ESRI platform (ability to see map with identity numbers, pull in different GIS layers, items attached to a parcel, sewer tap location, by asset). Are you expecting to be able to create assets in the Asset Management system and update GIS? Are you expecting to update locations (x,y coordinates) in the Asset Management and update GIS? Can you provide more detailed information about the workflows and processes currently using GIS and how these will relate/integrate with the Asset/Work management system?
Response: We have already responded to this question. Please see the public solicitation.
Question 14
Posted: 12/13/2022
Question: ADV6 Ability to track operating supplies but not maintained as inventory. Can you expand on where these "operating supplies" currently reside? Can you describe the workflow/process for these supplies?
Response: We have already responded to this question. Please see the public solicitation.
Question 15
Posted: 12/13/2022
Question: ADV9 Ability to implement FOG (Fats, Oils, Grease) and Backflow management modules; or CMOM (Capacity Maintenance Operations Management) which encompasses FOG, sewer, CCTV, feeds data, inspections into Asset Management system for Water. Can you expand on these processes? Do you have process documentation that you can share?
Response: We have already responded to this question. Please see the public solicitation.
Question 16
Posted: 12/13/2022
Question: ADV10 Platform/module for Tax and Licensing/Permitting: e.g. business licenses, track and assign permits for cross departmental collaboration, right-of-way permitting, keeping up with bonds (performance and payment). Can you describe or provide examples of these documents? What do you mean/expect when you say "assign permits for cross departmental collaboration"?
Response: We have already responded to this question. Please see the public solicitation.
Question 17
Posted: 12/13/2022
Question: ADV12 Capability to standardize street addresses between the Inventory and Work Order Management solution, GIS, and the City’s existing Cogsdale CIS. Are you expecting the awarded vendor to develop/implement an address coding system such as what3words?
Response: We have already responded to this question. Please see the public solicitation.
Question 18
Posted: 12/15/2022
Question: Section "1.2 Schedule & Summary" states Performance/Payment Bonds ONLY are required prior to contract. Does this mean that no Bid Bond is required or that only the Bid Bond described in "Section 3.8 Bid Bonds" is required at the time of proposal submission while the Performance/Payment Bonds are required after notice of award?
Response: We have already responded to this question. Please see the public solicitation.
Question 19
Posted: 1/6/2023
Question: Hello, What are the penalties levied against the Bid Bonds?
Response: We have already responded to this question. Please see the public solicitation.
Question 20
Posted: 1/12/2023
Question: Hello, Would you be able to provide additional information on the below requirements please as per 8. Section VIII: Inventory, Asset and Work Order system requirements within the '237265023-008295941' document. AI1 Inventory Management capabilities: real-time inventory tracking, real-time inventory value, categorization of products in stock, history, cycle counts, vendor management, easy to use interface, automation of inventory control, scalability, transfer between entities (e.g. from warehouse to person/crew), labels. Additional information required - Automation of inventory control and Labels AI2 Inventory Warehousing/Stock Rooms (per building/facility, vehicle with unit#, per bin on vehicle, per person, shared within department, distribution center) . Additional information required - Vehicle with unit#, Per bin on vehicle, (Rolling stockrooms/supply trucks?) AI4 Ability to automatically categorize items as assets based on these determining factors: installed for use, purchase cost exceeding a threshold, special categories (e.g., higher cost power tools). Additional information required - Asset/Vehicle categorization is normally a manual selection when created and further identified by the Asset/Vehicle categories. Is automatic categorization required? If so, we would need the full set of criteria to analyze and determine level of effort. AI5 Assets Management capabilities: attachments to assets (e.g., documents, files, photos, blueprints, contracts), rate assets by condition, risk analysis, VIN’s, serial numbers, vehicle titles and fuel cards, financial general ledger account numbers association Additional information required on these requirements. AI7 Quote and Invoice Generation Capabilities: the ability to create quotes for customers, new construction for contractor work, and to track financial system account numbers. The ability to invoice internally and externally. Additional information required - Invoice internally/externally by what method(s)? PDF generation, automated emails, integration with financial system? WO1 Work Order Management capabilities: create request for service (by citizen or employee), work order creation (authorizing city employee to perform task), customizable work orders, customizable approval workflows (specify personnel assigned by type) Additional information required - Requirements SA3 and SA8 reference SSO and MFA. Does this requirement refer to non-authenticated users accessing the system to create work requests? See also TI2 R5 GIS based reports (e.g. show all work orders on a selectable portion of the map/street) Additional information required - ESRI provides mapping software. Is the requirements to send data from the FMIS to ESRI that ESRI will use to create maps? See also TI6 TI2 Citizen access (external): external web portal (or integration with the City’s existing website) to accept citizen requests for service with an option for IOS and Android compatible app for citizen use. Additional information required - will external citizen access requests be made against known/managed assets in the FMIS? See also WO1 TI6 GIS integration with the City's existing ESRI platform (ability to see map with identity numbers, pull in different GIS layers, items attached to a parcel, sewer tap location, by asset) Additional information required - ESRI provides mapping software. Is the requirements to send data from the FMIS to ESRI that ESRI will use to create maps? See also R5 ADV1 Material Purchase Request Workflow with Purchase Order Capability: vendor registry, ability to automatically generate Purchase Order (PO) based on current inventory levels, track PO’s, ability to customize vendor quote requests (based on cost threshold), digital signature, PO numbers capability, receive by PO number, PO approval workflow Note: Vendor Registry provides the ability to register vendors for purchases using an external website for Georgia state approved vendors. Additional information required - Vendor registry - Is this integration with the external website or replacement of the registry website? ADV3 Optional vehicle fleet services centralization (bring all vehicles to Fleet Services division for maintenance and brand standardization for purchase) Additional information required on: brand standardization for purchase. ADV5 Ability to import data from exported file or through system data transfer (e.g. personnel names, titles pay rates, existing vehicle tracking system, fuel tracking data) Additional information required. The ability to import data is standard functionality. Integrations with external systems (HR, Payroll, Fuel, …) need to be individually scoped and estimated. ADV11 Ability to track and assign code enforcement requests Additional information required - Is a code enforcement request a work order based on an existing asset managed in the system? ADV12 Capability to standardize street addresses between the Inventory and Work Order Management solution, GIS, and the City’s existing Cogsdale CIS Additional information required - Which system will be the system of record for addresses? Potential two outgoing API from FMIS or two incoming API to FMIS. 4. SECTION IV – OTHER GENERAL SPECIFICATIONS Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the Specifications & Response Section will take precedence. 4.1. LIQUIDATED DAMAGES Pursuant to O.C.G.A. § 36-91-24, it is understood that the Notice-to-Proceed and the time for completion of the work as specified are ESSENTIAL conditions of any resulting contract and that the performance and completion of this work within the specified time is vital to the City’s economic interests. If the Supplier neglects, fails or refuses to complete the work within the mutually agreed time specified, the City may impose liquidated damages for each day of non-compliance past the scheduled completion date. Unless otherwise specified in Section I of this document or in the resulting contract, liquidated damages may be assessed at a rate of 1%, with a limit of $500.00 per day of non-compliance. We will not agree to this 4.9. TERMINATION FOR CONVENIENCE The City reserves the right to terminate the resulting contract, in whole or in part, in the event the City determines that such termination is in the best interest of the City, such as an unforeseen project cancellation. Any such termination shall be affected by the delivery of a notice specifying the extent to which performance of work under the contract is termination and the date upon which the termination becomes effective. The City will payment of deliverables satisfactorily executed according to industry standards or proven loss with respect to materials, etc. This will require further discussion with City of Griffin. We don't accept any termination for convenience clauses, however this seems to relate more to specific internal issues and also does not give any time frame.
Response: We have already responded to this question. Please see the public solicitation.
Question 21
Posted: 1/17/2023
Question: Prior to proposal submission, will the City provide scores from the December/January demonstrations?
Response: We have already responded to this question. Please see the public solicitation.
Question 22
Posted: 1/17/2023
Question: In 9.5 Other Costs, what types of data records (work orders, work order transactional data, inventory items), would the City need to migrate from its existing system?
Response: We have already responded to this question. Please see the public solicitation.
Question 23
Posted: 1/17/2023
Question: Does the City have an anticipated award date for this procurement?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/5/2022
Type of Addition: Addendum #1
Overview: Questions
Solicitation #: 23-008
Documents:
Posted: 12/5/2022
Type of Addition: Addendum #2
Overview: Mandatory Pre-Bid Meeting
Pre-Bid Meeting Details: Specifications for Zoom meeting
Solicitation #: 23-008
Documents:
Posted: 12/5/2022
Type of Addition: Addendum #3
Solicitation #: 23-008
Documents:
Posted: 12/7/2022
Type of Addition: Addendum #4
Solicitation #: 23-008
Documents:
Posted: 12/7/2022
Type of Addition: Addendum #5
Solicitation #: 23-008
Documents:
Posted: 12/12/2022
Type of Addition: Addendum #6
Solicitation #: 23-008
Documents:
Posted: 12/13/2022
Type of Addition: Addendum #7
Solicitation #: 23-008
Documents:
Posted: 12/20/2022
Type of Addition: Addendum #8
Solicitation #: 23-008
Documents:
Posted: 12/20/2022
Type of Addition: Addendum #9
Solicitation #: 23-008
Documents:
Posted: 1/19/2023
Type of Addition: Addendum #10
Overview: Questions / Answers
Solicitation #: 23-008
Documents:
Posted: 2/17/2023
Type of Addition: Addendum Questionnaire
Overview: Please see the attached Questionnaire and respond by 4:00p.m. by email addressed to shuggins@cityofgriffin.com
Documents:
Posted: 3/17/2023
Type of Addition: In Review - NOIA (Notice of Intent to Award)
Documents:
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Posted: 3/17/2023
Type of Addition: Evaluation Criteria
Overview:
Documents:
Posted: 12/9/2022
Question: Hello, Could you please elaborate on your requirements regarding section 3.8. Bid Bonds. In what form would this Bid Bond be in? Were new to the requirement of Bid Bonds, so any information about what this entails would be much appreciated.
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: Good morning Mrs. Huggins We have the following questions regarding the BID: 1.6. EVALUATION CRITERIA Can you expand on the criteria, specifically: - Quality of workmanship and products used - Timeliness of project completion or delivery What are your expectations in terms of time? - Additional costs to the City - Value-added services and/or options
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: We have the following questions regarding ATTACHMENT A. Page 28. What is the difference between: 1 – Functionality is included with core product and requires no customization. 2 – Functionality is available and requires product configuration to utilize.
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: Can you clarify the following: SA2 Security and Accountability. Accountable Inventory (unique serial number assigned by department, traceable, Accounting Department cannot change inventory). Are these spare parts or assets? Or both? SA6 Support for 500 internal users included in the cost of the base product. Is there a distinction between regular and mobile users? SA8 Support for Multi Factor Authentication (MFA) using existing City (MFA) infrastructure. What’s currently in place?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: Questions regarding: AI1 Inventory Management capabilities: real-time inventory tracking, real-time inventory value, categorization of products in stock, history, cycle counts, vendor management, easy to use interface, automation of inventory control, scalability, transfer between entities (e.g. from warehouse to person/crew), labels. What do you mean/expect when you say "real-time inventory tracking"? What do you mean/expect by "automation of inventory control"? AI4 Ability to automatically categorize items as assets based on these determining factors: installed for use, purchase cost exceeding a threshold, special categories (e.g. higher cost power tools) Can you describe the expected workflow? AI5 Assets Management capabilities: attachments to assets (e.g. documents, files, photos, blueprints, contracts), rate assets by condition, risk analysis, VIN’s, serial numbers, vehicle titles and fuel cards, financial general ledger account numbers association What do you mean by "Association"? What’s the intent or purpose? Is there a workflow defined for this process? AI7 Quote and Invoice Generation Capabilities: the ability to create quotes for customers, new construction for contractor work, and to track financial system account numbers. The ability to invoice internally and externally. What are the characteristics of "internal" and "external" invoices? What is the workflow for this process?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: WO1 Work Order Management capabilities: create request for service (by citizen or employee), work order creation (authorizing city employee to perform task), customizable work orders, customizable approval workflows (specify personnel assigned by type). How will citizens create requests? How will employees create requests? What do you mean/expect when you say "customizable work orders"?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: WO2 Other Work Order Management capabilities: automated email notifications, accountability, traceable, work order history, ability to track costs, time and materials (expenses/purchases), required fields, ability to require certain parameters before closing out work order (e.g. picture), time spent on job/labor hours. What do you mean by "accountability" in this context?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: WO5 Work Order types: vehicles, insurance claims, repair orders, roll off dumpsters, recycling carts, Solid Waste special handling (outside Contractor does pickup), item delivery, outage, maintenance, connect/disconnect service, internal work orders (e.g. replace broken holster), alcohol licenses, leases, surveys. Can you provide examples of work orders for alcohol licenses, leases, surveys?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: WO7 Ability to track FEMA works orders as a project, with labor/personnel rates; FEMA is the Federal Emergency Management Agency. Can you provide an example of a FEMA work order? What information is required for this type of work which may be different from other work orders? Are there any special reporting requirements for this type of work order?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: R5 GIS based reports (e.g. show all work orders on a selectable portion of the map/street). Which assets are managed in GIS? Can you provide examples of the types of reports expected? Can you provide workflows for the processes currently taking place in GIS?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: TI3 Integration with The City's existing financial system (Cogsdale, based in Microsoft Dynamics GP) for accurate transfer of fixed asset and financial data. Can you explain what data is expected? Journal entries for depreciation? What kind of financial data is expected to flow between applications?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: TI5 Data transfer to the City’s existing Outage Management System: location and service request. What OMS is used? What other systems does Griffin Electric uses? Is there a call center for customers to request services or report outages? Which application is used for registering calls? How are requests routed to the crews? Is there a work management system for Griffin Electric? Are these systems and processes similar across utilities?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: TI6 GIS integration with the City's existing ESRI platform (ability to see map with identity numbers, pull in different GIS layers, items attached to a parcel, sewer tap location, by asset). Are you expecting to be able to create assets in the Asset Management system and update GIS? Are you expecting to update locations (x,y coordinates) in the Asset Management and update GIS? Can you provide more detailed information about the workflows and processes currently using GIS and how these will relate/integrate with the Asset/Work management system?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: ADV6 Ability to track operating supplies but not maintained as inventory. Can you expand on where these "operating supplies" currently reside? Can you describe the workflow/process for these supplies?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: ADV9 Ability to implement FOG (Fats, Oils, Grease) and Backflow management modules; or CMOM (Capacity Maintenance Operations Management) which encompasses FOG, sewer, CCTV, feeds data, inspections into Asset Management system for Water. Can you expand on these processes? Do you have process documentation that you can share?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: ADV10 Platform/module for Tax and Licensing/Permitting: e.g. business licenses, track and assign permits for cross departmental collaboration, right-of-way permitting, keeping up with bonds (performance and payment). Can you describe or provide examples of these documents? What do you mean/expect when you say "assign permits for cross departmental collaboration"?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/13/2022
Question: ADV12 Capability to standardize street addresses between the Inventory and Work Order Management solution, GIS, and the City’s existing Cogsdale CIS. Are you expecting the awarded vendor to develop/implement an address coding system such as what3words?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 12/15/2022
Question: Section "1.2 Schedule & Summary" states Performance/Payment Bonds ONLY are required prior to contract. Does this mean that no Bid Bond is required or that only the Bid Bond described in "Section 3.8 Bid Bonds" is required at the time of proposal submission while the Performance/Payment Bonds are required after notice of award?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 1/6/2023
Question: Hello, What are the penalties levied against the Bid Bonds?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 1/12/2023
Question: Hello, Would you be able to provide additional information on the below requirements please as per 8. Section VIII: Inventory, Asset and Work Order system requirements within the '237265023-008295941' document. AI1 Inventory Management capabilities: real-time inventory tracking, real-time inventory value, categorization of products in stock, history, cycle counts, vendor management, easy to use interface, automation of inventory control, scalability, transfer between entities (e.g. from warehouse to person/crew), labels. Additional information required - Automation of inventory control and Labels AI2 Inventory Warehousing/Stock Rooms (per building/facility, vehicle with unit#, per bin on vehicle, per person, shared within department, distribution center) . Additional information required - Vehicle with unit#, Per bin on vehicle, (Rolling stockrooms/supply trucks?) AI4 Ability to automatically categorize items as assets based on these determining factors: installed for use, purchase cost exceeding a threshold, special categories (e.g., higher cost power tools). Additional information required - Asset/Vehicle categorization is normally a manual selection when created and further identified by the Asset/Vehicle categories. Is automatic categorization required? If so, we would need the full set of criteria to analyze and determine level of effort. AI5 Assets Management capabilities: attachments to assets (e.g., documents, files, photos, blueprints, contracts), rate assets by condition, risk analysis, VIN’s, serial numbers, vehicle titles and fuel cards, financial general ledger account numbers association Additional information required on these requirements. AI7 Quote and Invoice Generation Capabilities: the ability to create quotes for customers, new construction for contractor work, and to track financial system account numbers. The ability to invoice internally and externally. Additional information required - Invoice internally/externally by what method(s)? PDF generation, automated emails, integration with financial system? WO1 Work Order Management capabilities: create request for service (by citizen or employee), work order creation (authorizing city employee to perform task), customizable work orders, customizable approval workflows (specify personnel assigned by type) Additional information required - Requirements SA3 and SA8 reference SSO and MFA. Does this requirement refer to non-authenticated users accessing the system to create work requests? See also TI2 R5 GIS based reports (e.g. show all work orders on a selectable portion of the map/street) Additional information required - ESRI provides mapping software. Is the requirements to send data from the FMIS to ESRI that ESRI will use to create maps? See also TI6 TI2 Citizen access (external): external web portal (or integration with the City’s existing website) to accept citizen requests for service with an option for IOS and Android compatible app for citizen use. Additional information required - will external citizen access requests be made against known/managed assets in the FMIS? See also WO1 TI6 GIS integration with the City's existing ESRI platform (ability to see map with identity numbers, pull in different GIS layers, items attached to a parcel, sewer tap location, by asset) Additional information required - ESRI provides mapping software. Is the requirements to send data from the FMIS to ESRI that ESRI will use to create maps? See also R5 ADV1 Material Purchase Request Workflow with Purchase Order Capability: vendor registry, ability to automatically generate Purchase Order (PO) based on current inventory levels, track PO’s, ability to customize vendor quote requests (based on cost threshold), digital signature, PO numbers capability, receive by PO number, PO approval workflow Note: Vendor Registry provides the ability to register vendors for purchases using an external website for Georgia state approved vendors. Additional information required - Vendor registry - Is this integration with the external website or replacement of the registry website? ADV3 Optional vehicle fleet services centralization (bring all vehicles to Fleet Services division for maintenance and brand standardization for purchase) Additional information required on: brand standardization for purchase. ADV5 Ability to import data from exported file or through system data transfer (e.g. personnel names, titles pay rates, existing vehicle tracking system, fuel tracking data) Additional information required. The ability to import data is standard functionality. Integrations with external systems (HR, Payroll, Fuel, …) need to be individually scoped and estimated. ADV11 Ability to track and assign code enforcement requests Additional information required - Is a code enforcement request a work order based on an existing asset managed in the system? ADV12 Capability to standardize street addresses between the Inventory and Work Order Management solution, GIS, and the City’s existing Cogsdale CIS Additional information required - Which system will be the system of record for addresses? Potential two outgoing API from FMIS or two incoming API to FMIS. 4. SECTION IV – OTHER GENERAL SPECIFICATIONS Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the Specifications & Response Section will take precedence. 4.1. LIQUIDATED DAMAGES Pursuant to O.C.G.A. § 36-91-24, it is understood that the Notice-to-Proceed and the time for completion of the work as specified are ESSENTIAL conditions of any resulting contract and that the performance and completion of this work within the specified time is vital to the City’s economic interests. If the Supplier neglects, fails or refuses to complete the work within the mutually agreed time specified, the City may impose liquidated damages for each day of non-compliance past the scheduled completion date. Unless otherwise specified in Section I of this document or in the resulting contract, liquidated damages may be assessed at a rate of 1%, with a limit of $500.00 per day of non-compliance. We will not agree to this 4.9. TERMINATION FOR CONVENIENCE The City reserves the right to terminate the resulting contract, in whole or in part, in the event the City determines that such termination is in the best interest of the City, such as an unforeseen project cancellation. Any such termination shall be affected by the delivery of a notice specifying the extent to which performance of work under the contract is termination and the date upon which the termination becomes effective. The City will payment of deliverables satisfactorily executed according to industry standards or proven loss with respect to materials, etc. This will require further discussion with City of Griffin. We don't accept any termination for convenience clauses, however this seems to relate more to specific internal issues and also does not give any time frame.
Response: We have already responded to this question. Please see the public solicitation.
Posted: 1/17/2023
Question: Prior to proposal submission, will the City provide scores from the December/January demonstrations?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 1/17/2023
Question: In 9.5 Other Costs, what types of data records (work orders, work order transactional data, inventory items), would the City need to migrate from its existing system?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 1/17/2023
Question: Does the City have an anticipated award date for this procurement?
Response: We have already responded to this question. Please see the public solicitation.