University of Alabama in Huntsville Sealed Solicitation
Title: Computerized Maintenance Management System (CMMS) P00234
Deadline: 6/11/2021 3:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Awarded
Solicitation Number: P00234.RV01
Description:
Purpose
The University
of Alabama in Huntsville’s purpose for this Request for Proposal (RFP) is to
solicit proposals to establish a contract through competitive negotiations
requesting proposals for Computerized
Maintenance Management System (P00234).
In order to be
considered for selection, vendors must submit a complete response to this
Request for Proposal. An electronics submission thru the UAH Vendor Registry
will be the only way to be considered.
Proposals may
or may be amended or withdrawn by the party(s) submitting such proposal by
his/her authorized representative, up until the scheduled opening time. No
proposal may be amended or withdrawn after the scheduled closing time of
receipt for a period of sixty (60 days).
Documents:
| Documents as of 5/21/2021 |
|---|
| Computerized Maintenance Management System (P00234) - Final.doc |
| UAH CMMS RFP Function Checklist 032621.xlsx |
Addition 1
Posted: 5/27/2021
Type of Addition: Addendum
Solicitation #: P00234.RV01
Documents:
Addition 2
Posted: 6/11/2021
Type of Addition: In Review
Addition 3
Posted: 6/29/2021
Type of Addition: Tabulation Top 2
Overview: In the attached document the Top 2 vendors were named. The entire tabulation will be posted once a selection is made.
Documents:
Addition 4
Posted: 7/16/2021
Type of Addition: Award Information
Overview: Awarded to Accruent LLC according to award criteria.
Documents:
Addition 5
Posted: 7/16/2021
Type of Addition: Award Information
Documents:
Question 1
Posted: 5/24/2021
Question: Could you please help me with the following questions: 1. Whether companies from Outside USA can apply for this? (like,from India or Canada) 2. Whether we need to come over there for meetings? 3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) 4. Can we submit the proposals via email?
Response: 1. Yes, you can submit a proposal. 2. Yes, if one of the top 2 you would be required to come for an onsite demo 3. You would need to be available for onsite training. 4. Proposals can only be submitted via VendorRegistry.
Question 2
Posted: 5/24/2021
Question: In the main request document, in Section 1.1 on page 7, the document states that "Proposals must be accompanied by a certified or cashier’s check or bid bond in the amount not less than five percent (5%) of base proposal or not to exceed $10,000.00." Is this required for this proposal? Thank you.
Response: Yes, a bid bond is required to bid on this project.
Question 3
Posted: 5/25/2021
Question: Can we add comments/notes in the spreadsheet to supplement our answers?
Response: Yes, you may. You can also attach other documents to explain.
Question 4
Posted: 6/2/2021
Question: In the RFP, Proposals must be accompanied by a certified or cashier’s check or bid bond in the amount not less than five percent (5%) of base proposal or not to exceed $10,000.00. - Should a scanned copy be uploaded via Vendor Registry or mailed to the University. If mailed, what address should it be sent to?
Response: It can be uploaded to Vendor Registry and mailed.
Question 5
Posted: 6/2/2021
Question: On page 15, Part1-General it states "the software provider will partner with Owner's CMMS Consultant to implement, train, and establish best practices. Who is your CMMS consultant?
Response: We have in the past used FM360. With this proposal, we will work directly with the software provider. We want the provider to work directly with us on both implementation and training.
Question 6
Posted: 6/2/2021
Question: Your timeline states: • Implementation to start August 1, 2021 • Cutover to new system is scheduled for September 7, 2021 Are these dates still valid? 5-week implementation?
Response: These are the dates that we are striving for.
Question 7
Posted: 6/3/2021
Question: Section 2.1 asks for us to: Complete and return the provided UAH Software Questionnaire I do not see anything entitled UAH Software Questionnaire in the solicitation. Can you please provide this?
Response: That is the Functions Checklist that needs to be completed.
Question 8
Posted: 6/4/2021
Question: 1.14.H Req Work Order Substatus (OWNER configurable) can route or escalate Q: Please clarify what this means.
Response: It is referring to a situation where something like the amount of time that a work order has been open can trigger a change in status and escalate the priority. For instance, a work order that has been a priority four for over a week, gets escalated to a more urgent priority. Or maybe this can also include the ability of the status of the work order to trigger a notification to the requestor - for instance if the work order is finished, the system can send a notification and survey to the requestor.
Question 9
Posted: 6/4/2021
Question: 1.14.C (1-4) Route/assign Work Orders based upon Q: Does this describe manual assignment of work orders based on these criteria?
Response: Yes
Question 10
Posted: 6/4/2021
Question: 1.8.B Req Web interface should accommodate OWNER logo and style guidelines Q: Please define “owner style guidelines”
Response: UAH has a standardized logo. This logo will be displayed throughout CMMS system including screens, forms, and reports. The logo will be provided to the vendor in industry-standard jpg, png, or BMP formats. The vendor will be responsible to integrate the logo throughout the CMMS. I would also suggest that a blue/gray color scheme be used to further integrate with our university design.
Question 11
Posted: 6/4/2021
Question: We understand that there is a bid bond requirement. However, bid and performance bonds are associated with construction. Our business insurance provider told us that for our industry, we can obtain Fidelity Bonds (ERISA and employee dishonesty) but never bid or performance bonds. Is there an alternative to a bid bond? Is this required only if selected?
Response: Bid Bond is a requirement of the RFP.
Question 12
Posted: 6/4/2021
Question: On the Function Checklist Spreadsheet, line 99 (1.10.C.2), can you elaborate on how you'd like to use a QR code to submit service requests please?
Response: The QR code will be used tag specific equipment from the item's inventory or asset number. Target equipment to be defined by F&O.
Question 13
Posted: 6/4/2021
Question: On the Function Checklist Spreadsheet, Line 118 (1.10.M) can you elaborate on Duplicate WO/request confirmation please?
Response: System should be capable of duplicate notification to the requester if location and task match previously submitted service request in the past 24 hours.
Question 14
Posted: 6/4/2021
Question: On the Function Checklist spreadsheet, Line 120 (1.10.O) In what scenario would a request need to routed back to Requester for approval?
Response: The system should be capable of duplicate notification to the requester if location and task match previously submitted service request in the past 24 hours.
Question 15
Posted: 6/4/2021
Question: On the Function Checklist, Line 129 (1.11.F) What is meant by "Duplicate WO confirmation"?
Response: The system should be capable of duplicate notification to the requester if location and task match previously submitted service requests in the past 24 hours.
Question 16
Posted: 6/4/2021
Question: On the Function Checklist spreadsheet, line 173 (1.14.I) are you looking at some kind of escallation based on time-related triggers or something else?
Response: Yes, the system will need to trigger notification(s) base on the time open. Business rules defined by F&O.
Posted: 5/27/2021
Type of Addition: Addendum
Solicitation #: P00234.RV01
Documents:
Posted: 6/11/2021
Type of Addition: In Review
Posted: 6/29/2021
Type of Addition: Tabulation Top 2
Overview: In the attached document the Top 2 vendors were named. The entire tabulation will be posted once a selection is made.
Documents:
Posted: 7/16/2021
Type of Addition: Award Information
Overview: Awarded to Accruent LLC according to award criteria.
Documents:
Posted: 5/24/2021
Question: Could you please help me with the following questions: 1. Whether companies from Outside USA can apply for this? (like,from India or Canada) 2. Whether we need to come over there for meetings? 3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) 4. Can we submit the proposals via email?
Response: 1. Yes, you can submit a proposal. 2. Yes, if one of the top 2 you would be required to come for an onsite demo 3. You would need to be available for onsite training. 4. Proposals can only be submitted via VendorRegistry.
Posted: 5/24/2021
Question: In the main request document, in Section 1.1 on page 7, the document states that "Proposals must be accompanied by a certified or cashier’s check or bid bond in the amount not less than five percent (5%) of base proposal or not to exceed $10,000.00." Is this required for this proposal? Thank you.
Response: Yes, a bid bond is required to bid on this project.
Posted: 5/25/2021
Question: Can we add comments/notes in the spreadsheet to supplement our answers?
Response: Yes, you may. You can also attach other documents to explain.
Posted: 6/2/2021
Question: In the RFP, Proposals must be accompanied by a certified or cashier’s check or bid bond in the amount not less than five percent (5%) of base proposal or not to exceed $10,000.00. - Should a scanned copy be uploaded via Vendor Registry or mailed to the University. If mailed, what address should it be sent to?
Response: It can be uploaded to Vendor Registry and mailed.
Posted: 6/2/2021
Question: On page 15, Part1-General it states "the software provider will partner with Owner's CMMS Consultant to implement, train, and establish best practices. Who is your CMMS consultant?
Response: We have in the past used FM360. With this proposal, we will work directly with the software provider. We want the provider to work directly with us on both implementation and training.
Posted: 6/2/2021
Question: Your timeline states: • Implementation to start August 1, 2021 • Cutover to new system is scheduled for September 7, 2021 Are these dates still valid? 5-week implementation?
Response: These are the dates that we are striving for.
Posted: 6/3/2021
Question: Section 2.1 asks for us to: Complete and return the provided UAH Software Questionnaire I do not see anything entitled UAH Software Questionnaire in the solicitation. Can you please provide this?
Response: That is the Functions Checklist that needs to be completed.
Posted: 6/4/2021
Question: 1.14.H Req Work Order Substatus (OWNER configurable) can route or escalate Q: Please clarify what this means.
Response: It is referring to a situation where something like the amount of time that a work order has been open can trigger a change in status and escalate the priority. For instance, a work order that has been a priority four for over a week, gets escalated to a more urgent priority. Or maybe this can also include the ability of the status of the work order to trigger a notification to the requestor - for instance if the work order is finished, the system can send a notification and survey to the requestor.
Posted: 6/4/2021
Question: 1.14.C (1-4) Route/assign Work Orders based upon Q: Does this describe manual assignment of work orders based on these criteria?
Response: Yes
Posted: 6/4/2021
Question: 1.8.B Req Web interface should accommodate OWNER logo and style guidelines Q: Please define “owner style guidelines”
Response: UAH has a standardized logo. This logo will be displayed throughout CMMS system including screens, forms, and reports. The logo will be provided to the vendor in industry-standard jpg, png, or BMP formats. The vendor will be responsible to integrate the logo throughout the CMMS. I would also suggest that a blue/gray color scheme be used to further integrate with our university design.
Posted: 6/4/2021
Question: We understand that there is a bid bond requirement. However, bid and performance bonds are associated with construction. Our business insurance provider told us that for our industry, we can obtain Fidelity Bonds (ERISA and employee dishonesty) but never bid or performance bonds. Is there an alternative to a bid bond? Is this required only if selected?
Response: Bid Bond is a requirement of the RFP.
Posted: 6/4/2021
Question: On the Function Checklist Spreadsheet, line 99 (1.10.C.2), can you elaborate on how you'd like to use a QR code to submit service requests please?
Response: The QR code will be used tag specific equipment from the item's inventory or asset number. Target equipment to be defined by F&O.
Posted: 6/4/2021
Question: On the Function Checklist Spreadsheet, Line 118 (1.10.M) can you elaborate on Duplicate WO/request confirmation please?
Response: System should be capable of duplicate notification to the requester if location and task match previously submitted service request in the past 24 hours.
Posted: 6/4/2021
Question: On the Function Checklist spreadsheet, Line 120 (1.10.O) In what scenario would a request need to routed back to Requester for approval?
Response: The system should be capable of duplicate notification to the requester if location and task match previously submitted service request in the past 24 hours.
Posted: 6/4/2021
Question: On the Function Checklist, Line 129 (1.11.F) What is meant by "Duplicate WO confirmation"?
Response: The system should be capable of duplicate notification to the requester if location and task match previously submitted service requests in the past 24 hours.
Posted: 6/4/2021
Question: On the Function Checklist spreadsheet, line 173 (1.14.I) are you looking at some kind of escallation based on time-related triggers or something else?
Response: Yes, the system will need to trigger notification(s) base on the time open. Business rules defined by F&O.