# UCSF/Software/2009

REQUEST FOR PROPOSAL RFP # UCSF/Software/2009

CPFM Business System

The University of California

It is the Bidder’s responsibility to read the entire document and to comply with all requirements listed herein.

ISSUE DATE: August 3, 2009, 2009 DUE DATE: August 31, 2009 TIME: 4:30 p.m. (PT)

Issued By: The Regents of the University of California

RFP Administrator: Daniel B. Ela UCSF CPBC 1855 Folsom Street Suite 304 San Francisco, CA 94143-0910 Phone: (415) 502-3030 Fax: (415) 502-3031 E-mail: [email protected]

The information contained in this Request for Proposal (RFP) is confidential and proprietary to the University of California and is to be used by the recipient solely for the purpose of responding to this RFP.

University of California, UCSF RFP #UCSF/ CPFM Business System/2009

page 2

TABLE OF CONTENTS 1 GENERAL DESCRIPTION & BACKGROUND INFORMATION..........................................................................................5

1.1 PURPOSE AND OBJECTIVES OF THE RFP........................................................................................................................................5 1.2 USER COMMUNITY AND NUMBER OF TRANSACTIONS AGREEMENT USAGE ...................................................................................5 1.3 SOFTWARE INTERFACE EXISTING AGREEMENTS............................................................................................................................6 1.4 TERM OF AGREEMENT ..................................................................................................................................................................6 1.5 UNIVERSITY OF CALIFORNIA OVERVIEW ......................................................................................................................................6 1.6 UNIVERSITY OF CALIFORNIA, SAN FRANCISCO.............................................................................................................................6 1.7 DEFINITIONS .................................................................................................................................................................................7

2 INSTRUCTIONS TO BIDDERS.....................................................................................................................................................7 2.1 ISSUING OFFICE AND RFP COMMUNICATIONS ..............................................................................................................................7 2.2 BIDDER QUESTIONS ......................................................................................................................................................................8 2.3 RFP DATES...................................................................................................................................................................................8 2.4 SUBMITTAL INSTRUCTIONS...........................................................................................................................................................9 2.5 JOINT OR PARTNERING PROPOSALS.............................................................................................................................................10 2.6 AMENDMENTS TO RFP BEFORE DUE DATE .................................................................................................................................10 2.7 PROPOSAL MODIFICATIONS OR WITHDRAWAL ...........................................................................................................................10 2.8 PROPOSAL ACCEPTANCE PERIOD ................................................................................................................................................10 2.9 SUBMITTAL COSTS......................................................................................................................................................................10 2.10 DISCLOSURE OF RECORDS AND CONFIDENTIALITY OF INFORMATION.......................................................................................10

3 RESPONSE EVALUATION .........................................................................................................................................................12 3.1 RFP EVALUATION.......................................................................................................................................................................12 3.2 BIDDER REFERENCE CHECKS......................................................................................................................................................12 3.3 MINIMUM MANDATORY REQUIREMENTS....................................................................................................................................12 3.4 SCORING OF QUALIFIED BIDS .....................................................................................................................................................13 3.4.2 Evaluation Process ................................................................................................................................................................13 3.4.3 Bid Disputes ...........................................................................................................................................................................14

4 RESPONSE TO RFP......................................................................................................................................................................15 4.1 SUBMITTAL INSTRUCTIONS.......................................................................................................................................................15 4.1.1 Proprietary Information ...................................................................................................................................................15 4.1.2 Bid Response Format and Required Submittals ...............................................................................................................15 4.2 BIDDER REFERENCES................................................................................................................................................................15 4.3 FINANCIAL INFORMATION.........................................................................................................................................................16 4.4 JOINT OR PARTNERING BIDS/PROPOSALS..................................................................................................................................16 4.4.1 Are you working with another company to service all or part of these requirements? If “Yes”, explain. If ”Yes”,

provide their US Small Business Administration classification........................................................................................16 4.4.2 If “Yes”, to 4.5.1 provide information regarding the relationship between both parties and provide information details

in the remainder of section 4, where relevant...................................................................................................................16 4.5 GENERAL COMPANY INFORMATION .........................................................................................................................................16 4.5.1 Company Overview...........................................................................................................................................................16 4.5.2 Organization and Staffing.................................................................................................................................................16 4.5.3 Sales & Technical Support ...............................................................................................................................................16 4.5.4 Insurance Requirements ...................................................................................................................................................16 4.6 BUSINESS PRACTICES AND OFFERINGS .....................................................................................................................................17 4.6.1 Performance Metrics ........................................................................................................................................................17 4.6.2 Prompt Payment Discount................................................................................................................................................17 4.6.3 Performance and Management Reports ...........................................................................................................................17 4.6.4 Business Hours .................................................................................................................................................................17 4.6.5 Training ............................................................................................................................................................................17 4.6.6 Sustainability ....................................................................................................................................................................17 4.6.7 Business Diversity.............................................................................................................................................................17


page 3

4.7 PRODUCT RESPONSE ................................................................................................................................................................18 4.7.1 Product customization and Integration with PeopleSoft 9.0 / Oracle and other applications that may be purchased

resulting from this RFP ....................................................................................................................................................18 4.7.2 Product Updates ...............................................................................................................................................................18 4.7.3 Product Warranties ..........................................................................................................................................................18 4.7.4 Product description ..........................................................................................................................................................18 4.8 SERVICE EXPECTATIONS...........................................................................................................................................................18 4.8.1 Non-emergency customer inquiry responses are expected within four (4) hours. ............................................................18 4.8.2 Supplier agrees to provide a reasonable effort to provide special reports requested by the University. .........................18 4.8.3 Supplier will provide and maintain up-to-date contact information for handling emergency and after-hours down-time

situations...........................................................................................................................................................................18 4.9 AGREEMENT TERMS AND CONDITIONS .....................................................................................................................................19 4.9.1 Pricing ..............................................................................................................................................................................19 4.9.2 Payment Terms .................................................................................................................................................................19 4.9.3 Interest Charges for Late Payment...................................................................................................................................19 4.9.4 Warranties ........................................................................................................................................................................19 4.9.5 Insurance Requirements ...................................................................................................................................................19 4.9.6 Sustainability ....................................................................................................................................................................20 4.9.7 Audit Requirement ............................................................................................................................................................20 4.9.8 Marketing References .......................................................................................................................................................20 4.9.9 Law; Jurisdiction and Language ......................................................................................................................................20 4.9.10 Termination of Agreement ................................................................................................................................................20 4.9.11 UC Terms and Conditions of Purchase (“Appendix A”)..................................................................................................21

5 BID RESPONSE CERTIFICATION SIGNATURE PAGE .......................................................................................................22 TECHNICAL REQUIREMENTS A – CAPITAL PROGRAMS......................................................................................................................22 TECHNICAL REQUIREMENTS B – FACILITIES MANAGEMENT .............................................................................................................22

6 ATTACHMENTS...........................................................................................................................................................................23 ATTACHMENT A, BIDDER’S INQUIRY FORM ......................................................................................................................................23 ATTACHMENT B, FINANCIALS (CREATED BY BIDDER).......................................................................................................................23 ATTACHMENT C, PRICING PROPOSAL................................................................................................................................................23 ATTACHMENT D, UNIVERSITY OF CALIFORNIA’S POLICY GUIDELINES FOR SUSTAINABILITY...........................................................23 ATTACHMENT E, VENDOR INFORMATION FORM ...............................................................................................................................23 APPENDIX A, TERMS AND CONDITIONS OF PURCHASE ......................................................................................................................23

7 TECHNICAL REQUIREMENTS ................................................................................................................................................23 TECHNICAL REQUIREMENTS A – CAPITAL PROGRAMS......................................................................................................................23 TECHNICAL REQUIREMENTS B – FACILITIES MANAGEMENT .............................................................................................................23 TECHNICAL REQUIREMENTS C – SPACE MANAGEMENT ....................................................................................................................23 ATTACHMENT A, BIDDER’S INQUIRY FORM ......................................................................................................................................24 ATTACHMENT B, BIDDER’S FINANCIAL INFORMATION .....................................................................................................................25

ATTACHMENT C – PRICING PROPOSAL.....................................................................................................................................26 PROPOSED PRICING ...........................................................................................................................................................................26

TECHNICAL REQUIREMENTS A (TRA) - CAPITAL PROGRAMS ..........................................................................................28 CAPITAL PROGRAMS OVERVIEW .......................................................................................................................................................28 CAPITAL PROGRAMS REQUIREMENTS..........................................................................................ERROR! BOOKMARK NOT DEFINED.

TECHNICAL REQUIREMENTS B (TRB) – FACILITIES MANAGEMENT ..............................................................................34 FACILITIES MANAGEMENT OVERVIEW ..............................................................................................................................................34 FACILITIES MANAGEMENT REQUIREMENTS ................................................................................ERROR! BOOKMARK NOT DEFINED.

TECHNICAL REQUIREMENTS C (TRC) – SPACE MANAGEMENT........................................................................................40 SPACE AND RECORDS MANAGEMENT OVERVIEW .............................................................................................................................40


page 4

SPACE MANAGEMENT REQUIREMENTS..............................................................................................................................................41 SPACE AND RECORDS MANAGEMENT OVERVIEW .............................................................................................................................41 SPACE MANAGEMENT REQUIREMENTS..............................................................................................................................................42

1 GENERAL DESCRIPTION & BACKGROUND INFORMATION 1.1 Purpose and Objectives of the RFP The purpose of this Request for Proposal (the “RFP”) is to invite suppliers to prepare and submit Proposals for providing a Business Systems Software Application (“BSSA”) and associated services to the University of California, San Francisco (UCSF), in accordance with the Technical Requirements provided in this RFP. This RFP is essentially three RFP’s in one, divided into 3 Segments: TRA, TRB, and TRC, collectively termed “BSSA”. All qualified vendors are encouraged to review the requirements of this RFP and bid on as many of the Segments, as permitted by their product offering. The University will be evaluating each schedule as one RFP and reserves the right to award each Segment individually to a qualified provider or award all three Segments to a single qualified vendor. Under segment TRB, the University further reserves the right to separate out the three product categories and award individually, a combination thereof or none all. This should be taken into consideration in completing Attachment C- Pricing Proposal. 1.2 User Community and number of transactions Agreement Usage Although the desired software application, subject of this RFP, will be utilized by Capital Programs and Facilities Management, and Space Management, these applications potentially have University-wide use: The number of users is as follows: 1) Under TRA (Capital Programs Technical Requirement), 55 users (from Capital Programs Unit);

requirements/SOW are covered under Technical Requirements – A Capital Programs (TRA) 2) Under TRB (Facilities Management Technical Requirement), 100 users (from Facilities

Management Unit); requirements/SOW are covered under Technical Requirements – B Facilities Management (TRB);

3) Under TRC (Space Management Technical Requirement), 50 users from Resource Planning and Management Unit (who directly supports CP and FM operations); and,

4) Approximately 2,000 users (outside department users/customers), who in the course of their function requires them to interact with and request services from, CPFM.

The above numbers are subject to change and should not serve as a cap. THERE IS TO BE NO GRADUATED PRICING BASED ON NUMBER OF USERS. UCSF IS LOOKING FOR A NO-SURPRISE, FLAT-PRICE, REGARDLESS OF THE NUMBER OF USERS. There are about 40,000 work orders received and processed, by CPFM, on an annual basis.


page 6

1.3 Software Interface Existing Agreements UCSF uses PeopleSoft 9.0/Oracle for many of its business applications. The BSSA must interface well with PeopleSoft 9.0/Oracle, Microsoft Office, and other software applications that may be purchased resulting from this solicitation. 1.4 Term of Agreement It is anticipated that any Agreement awarded as a result of this RFP will be for an initial period of five (5) years. UCSF reserves the right, and the Supplier agrees to allow UCSF the option to renew, at UCSF’s sole discretion, this Agreement term for up to two (2) additional one-year periods, at the same pricing basis and Terms and Conditions as the initial Agreement Period. UCSF is not obligated to exercise any of the option years. In the event that any of, or a portion of, the extension options are not exercised and additional time is required by the University to initiate a new RFP and subsequent Agreement(s), the Supplier agrees to continue to provide goods and/or services to the University on a month-to-month basis, for a period not to exceed six (6) months, at the same pricing basis, terms and conditions currently in effect at the Agreement expiration date. 1.5 University of California Overview Founded as the state’s first and only land grant institution in 1868, the University of California, (“UC” or “University”) is a System of ten campuses with an enrollment of approximately 180,000 undergraduate and graduate students. The official research arm of the State of California, the UC has five medical schools, four law schools and the nation’s largest continuing education program. It also jointly or directly manages three national laboratories that are engaged in energy and environmental research and approximately 130,000 acres of natural habitat in California for research, teaching and outreach activities. The University's fundamental mission is teaching, research and public service. The University of California Office of the President (UCOP), located in Oakland, California, is the corporate headquarters of the University. 1.6 University of California, San Francisco Built in 1897, the University of California, San Francisco includes the 107-acre Parnassus campus that is home to graduate professionals in dentistry, medicine, nursing and pharmacy; a graduate division for predoctoral and postdoctoral scientists; UCSF Medical Center; UCSF Children's Hospital; and Langley Porter Psychiatric Institute. In 2003, UCSF opened its 43 acre Mission Bay campus, just south of downtown San Francisco. UCSF, which became part of the University of California in 1873, is the only UC campus dedicated exclusively to the health sciences. UCSF now encompasses several major sites in San Francisco in addition to its Parnassus Heights location above Golden Gate Park. It also includes UCSF Mount


page 7

Zion and maintains partnerships with two affiliated institutions, San Francisco General Hospital Medical Center and the Veterans Affairs Medical Center. 1.7 Definitions As used in this RFP and any resulting Agreement, including any appendices and attachments which become a part of it, the following terms have the following meanings: Acceptance Period- means the number of days available to the University for awarding an Agreement after the bid proposal is received by the University. Account Manager - The Supplier’s employee, satisfactory to the University, whom the Supplier designates to the University as the person with overall responsibility for Supplier in managing the UC relationship under an awarded Agreement. Bid response – The terms “bid response”, “bid”, and “proposal” are used interchangeably and refer to the Bidder’s documents and attachments submitted in response to this RFP. Bidder – The terms “Bidder”, “Respondent”, “Company”, “Seller”, and “Supplier” are used interchangeably in this RFP and refer to the same entity; the company with overall responsibility to provide services to the University. Contract Administrator - The University employee with overall responsibility for the University in managing the Supplier relationship under an awarded Agreement Days - Unless otherwise stated, this term refers to calendar days. Location – “Location”, “Site”, “Campus” and “Facilities” are used interchangeably within this document, and include all physical places and properties covered by this RFP. Note that any one “Location” may have individual account users. Location Account Manager – This term means the Supplier’s employee, satisfactory to the University Location, whom Supplier designates to the University as the person with overall responsibility for the Supplier in managing the UC/Supplier relationship at a given Location utilizing an awarded Agreement. Minimum Mandatory Requirement – These requirements are essential to the University for Bid consideration. 2 INSTRUCTIONS TO BIDDERS 2.1 Issuing Office and RFP Communications This Request for Proposal and any subsequent addenda is being issued by UCSF on behalf of The Regents of the University of California.


page 8

UCSF CPBC is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP and it is the only office authorized to change, modify, and clarify, etc., the specifications, terms and conditions herein. Daniel B. Ela

University of California San Francisco Campus Procurement and Business Contracts 1855 Folsom Street Suite 304 San Francisco, CA 94143-0910 Phone: (415) 502-3030 Fax: (415) 502-3031 E-mail: [email protected]

Bidders are not permitted to communicate with any University employee regarding this solicitation during the period between the RFP issue date and the announcement of awards, unless authorized by the sole point of contact named above. If a Bidder is found to be in violation of this provision, UCSF reserves the right to disqualify the Bidder from further consideration. 2.2 Bidder Questions Each Bidder is expected to exercise his best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, omissions to, or questions about the information provided in the RFP or by any other source; a request must be submitted via email or fax to request clarification, interpretation or correction by the date listed in the RFP schedule. Questions regarding this RFP must be submitted using Attachment A, which is the “Bidder’s Inquiry Form”, by the date stated in Section 2.3 (Deadline for Bidders Questions). Attachment A may be submitted via email to the RFP Administrator. Questions and Responses will be published on the UCSF CPBC Website. 2.3 RFP Dates Bidders interested in submitting Proposals in response to this RFP should do so according to the following schedule. All times referred to in this RFP are in Pacific Time (PT).

Event

Date

Time

Phase I Activities:

RFP Issue Date August 3, 2009 Deadline to Receive Bidder Questions

August 10, 2009 4:30 p.m.

University Response to Questions August 17, 2009

4:30 p.m.


page 9

Bid Response due date August 31, 2009 4:30 p.m. Phase II Activities:

Proposal Evaluation Period Sept. – Nov. Vendor Presentations, Site Visits and/or Interviews

TBD

Anticipated Award Date Dec. 1, 2009 Note: The above dates are subject to change at the option of the University. 2.4 Submittal Instructions One (1) original hardcopy (complete bid package i.e. including pricing, financial statement and annual reports) mailed; and One (1) electronic version (Word or PDF format) INCLUDING pricing, financial statements and/or annual reports, AND One (1) electronic version (Word or PDF format) of the submitted Bid which does NOT include pricing, financial statements or annual reports emailed to: Daniel B. Ela

UCSF CPBC 1855 Folsom Street Suite 304 San Francisco, CA 94143-0910 Phone: (415) 502-3030 Fax: (415) 502-3031 E-mail: [email protected]

Responses shall be marked, respectively: Name of Bidder RFP # UCSF/e-Softwareurcing/2009 Complete Bid Package Bid Response is due: August 31, 2009, 4:30 p.m. Bid Responses shall be marked: Name of Bidder RFP # UCSF/e-SourcingSoftware/2009 /Bid Package without Pricing and Financials Bid Response is due: August 31, 2009, 4:30 p.m. Proposers submitting responses to multiple schedules need submit only one set of Financial Statements and annual reports.


page 10

Proposers must indicate, on the cover page, to which Segment(s) they are responding. 2.5 Joint or Partnering Proposals

A Joint Proposal may be submitted. To be considered responsive, any such Joint Proposal must respond to all the requirements of this RFP. However, one entity must be clearly identified as the “Primary Supplier” who will assume total responsibility for performance in the relationship. The Primary Supplier will submit under its company name and signature. If an Agreement is awarded in response to a Joint Proposal, the non-Primary Supplier(s) must verify in writing that the Primary Supplier is authorized to represent them in all contractual matters relating to the awarded Agreement. 2.6 Amendments to RFP before Due Date If necessary, supplemental information in addenda form will be provided to all prospective Suppliers who have received this RFP. The University shall not be responsible for failure of any prospective Supplier to receive such addenda. All addenda so issued shall become part of this RFP. 2.7 Proposal Modifications or Withdrawal No modification of submitted Proposals will be permitted in any form. Any Proposal may be withdrawn prior to the time set for the receipt of Proposals. No Proposal shall be withdrawn for a period of 150 days thereafter. 2.8 Proposal Acceptance Period All Bids shall remain available for University acceptance for a minimum of 150 Days following the RFP closing date. 2.9 Submittal Costs All costs incurred in the preparation and submission of RFP responses and related documentation, including any Bidder presentations to or meetings with the University will be borne by the Bidder. 2.10 Disclosure of Records and Confidentiality of Information All responses, supporting materials and related documentation will become the property of the University. This RFP, together with copies of all documents pertaining to any award or Agreement, if issued, shall be kept for a period of five (5) years from date of Agreement expiration or termination and made part of a file or record which shall be open to public inspection. If a response contains any trade secrets that should not be disclosed to the public or used by the University for any purpose other than evaluation of your approach, the top of each sheet containing such information must be marked with the following legend: “CONFIDENTIAL INFORMATION”.


page 11

All information submitted as part of a response must be open to public inspection (except items marked as “Confidential Information” and considered confidential information or trade secrets under the California Public Records Act) after an award has been made. Should a request be made of the University for information that has been designated as confidential by the Bidder and on the basis of that designation, the University denies the request for information; the Bidder shall be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law.


page 12

3 RESPONSE EVALUATION 3.1 RFP Evaluation The Bid Responses will be used to help the University to identify and determine the breadth of product scope available from Bidders and the source(s) to provide the Business Systems Software Application (BSSA) required by the using department. 3.2 Bidder Reference Checks Bidder experience is an important criterion in the selection process. To warrant consideration for an award, Bidder must successfully pass reference checks. UCSF will review the three (3) customer references provided for use of the BSSA(s). At least two of the three should be an entity of similar size and with a comparable scope of operations as UCSF which use the BSSA solution(s). Such services should have been provided for a period of not less than one (1) year within the previous two (2) years. For those Bidders who have provided service to any part of UCSF, or other University Locations, in the previous two (2) years, UCSF may decide to use internal data to evaluate Bidder performance in addition to the Reference Checks. Furnishing incorrect or incomplete reference information may lead to Bidder’s elimination from consideration for the Agreement. The evaluation committee reserves the right to contact, interview and evaluate the Bidder’s references, to contact any Bidder to clarify any Bid Response, to contact and interview any current users of a Bidder’s services, to solicit information from any available source concerning any aspect of a response, and to seek and review any other information deemed pertinent to the evaluation process. 3.3 Minimum Mandatory Requirements 3.3.1 Proposals must be submitted on time. Late Proposals will not be accepted. 3.3.2 Bidder shall submit one complete package with pricing and financials, and one without. Incomplete proposals will not be evaluated further. Bidder must provide sufficient information, as determined by the University, to enable the University to determine that the Bidder’s financial health and capability are sufficient to meet the anticipated contractual and usage requirements of any resulting Agreement. The University is the sole judge for making such determination. Collusion among Bidders is not allowed. If there is proof of collusion among Bidders, all Proposals involved in the collusive action will be rejected. Bidders must achieve a minimum quality point threshold of 70% to be considered further.


page 13

3.4 Scoring of Qualified Bids Bids that have passed the minimum mandatory requirements as determined by the University will be evaluated using a “cost per quality point” basis. 3.4.1 Cost per Quality Point The “cost per quality point” method begins with the assignment of points to each criterion. Weights are assigned to each question section and/or question-response by the evaluation team before Bids are received. Weights are specifically designed to recognize that some criteria are of greater importance than others. Each evaluator within the evaluation team gives one (1) “score” (or assessment of total quality points) per Bid Response. Evaluator scores will be combined to arrive at a “quality point final score” for each Bidder. 3.4.2 Evaluation Process The Bid evaluation process will be conducted in two phases. “Phase I” will be the review of Bid Responses. At the conclusion of “Phase I,” the top two Proposals that have reached both the threshold of 70% of total quality points and have the lowest cost per quality point score through Phase I, will be considered finalists and be considered in “Phase II”. “Phase II” is a continuation of the scoring and assessment process and may involve presentations. Phase II quality points will be added to Phase I quality points and the cost per quality point will be re-calculated. Bidders to note: Answers to the questions provided will be heavily used in determining quality points. Therefore, it is important that you follow the formatting and numbering requested in the RFP and answer questions in the manner UCSF has asked. Failure to do so may result in significant point deductions. When evaluating cost, any product functionality and or service not priced in Attachment C, Pricing Proposal will be considered as provided on a no-charge basis. Following a complete analysis, the company that submitted the proposal which is assessed the lowest overall cost per quality point score will be notified of UCSF’s intent to award a purchase Agreement. Should that Bidder refuse or fail to accept the final Agreement offer, the award may be made successively to the Bidder with the second lowest cost per quality point if deemed to be in the best interest of UCSF, and so on. UCSF reserves the right to accept or reject any or all Proposals, without penalty, to make no award, to waive any informalities or irregularities therein, and to enter into a contract as the best interest of UCSF may require which meets the needs of UCSF, as expressed in this RFP. UCSF reserves the right to negotiate the modification of proposed prices, configuration, services, terms and conditions with the Bidder offering the lowest cost per quality point proposal to UCSF, prior to the execution of an Agreement to ensure a satisfactory contract.


page 14

3.4.3 Bid Disputes The University encourages suppliers to resolve issues regarding requirements or the procurement process through written correspondence and discussions. The University is committed to fostering relationships with its suppliers that will encourage suppliers to pursue its requirements in an ongoing basis, even though it may not be the successful bidder on every occasion. Questions concerning specifications, requirements, terms and or conditions of a solicitation should be directed to the RFP Administrator. Notice shall be provided in writing no less than five working days prior to the proposal due date. Companies who fail to do so will waive all rights to protest a solicitation or any subsequent award based on the specifications, terms or conditions of this solicitation. To ensure that requirements are filled in a timely basis and that issues are addressed in a timely manner, a protest or notice of other controversy must be filed promptly and in any event within two calendar weeks after such complainant knows or should have known of the facts or received notice of award. Any protest or notice of other controversy must be in writing and submitted to the Director, Campus Procurement & Business Contracts. Suppliers must recognize that some requirements are more time sensitive than others and may result in UCSF issuing a contract prior to resolving a bid protest or controversy.


page 15

4 RESPONSE TO RFP 4.1 Submittal Instructions Please provide a complete response to the questions set forth in this section of the RFP document. You may attach supplementary information as desired.

4.1.1 Proprietary Information Any restrictions on the use of data contained in a Bid Response must be clearly stated in the response itself. Proprietary information submitted in response to this RFP will be handled in accordance with applicable University of California procurement regulations and the Public Records Act. All data and documentation become the property of the University.

4.1.2 Bid Response Format and Required Submittals Bidder is to provide a written response addressing the full scope specified under this RFP. Include a summary statement demonstrating your understanding of CPFM processes. Please submit your response in the format requested. The University may at its sole option, ask the Bidder to provide clarifications to their response provided the information requested does not materially negate competition. Your Bid Response should include all of the elements listed, be clearly indexed and assembled (in accordance with the numbers and in the order listed in the sections below) referencing the corresponding RFP sections and headings. Be sure your response includes the following: Response Certification/Signature Page (Section 5) signed RFP Response, (Section 4) completed Bidder attachment(s) (section 4) completed Financial Attachments completed Pricing Sheet completed Business Information Form completed and signed 4.2 The Bid Response should include a table of contents with page numbers covering all

parts including exhibits and addenda, with sufficient detail to facilitate easy reference to all requested information Bidder References

Provide three (3) customer references, using each segment (TRA, TRB, and TRC – Section 7) bid by supplier. [“TRA”, “TRB”, and “TRC” refer to the Technical Requirements for A - Capital Programs, B – Facilities Management, and C – Space Management]. At least two of the references provided should be an entity of similar size and with a comparable scope of operations as the University (i.e., academic, research or statewide operations). The University prefers at least two references are located in California. Please include the following information for each reference: Company Name Contact(s) Contact(s) phone number, address and email


page 16

Include information on the number of your existing University/Medical Facility clients and related contact information. Indicate what software products are installed at each reference site. 4.3 Financial Information Under a separate Attachment, labeled Attachment B Financials, please answer and provide the following: Are you publicly or privately held? Provide information to convey your financial capability and viability to supply products and services under an awarded Agreement. The University would like to see financial statements for the past two (2) years or equivalent information in order to establish your financial viability and integrity. Information should include: Dunn and Bradstreet rating Recently audited (or best available) financial statements Line(s) of credit Adequate working capital Third party articles

4.4 Joint or Partnering Bids/Proposals

4.4.1 Are you working with another company to service all or part of these requirements? If “Yes”, explain. If ”Yes”, provide their US Small Business Administration classification.

4.4.2 If “Yes”, to 4.4.1 provide information regarding the relationship between both parties and provide

information details in the remainder of section 4, where relevant. 4.5 General Company Information

4.5.1 Company Overview Provide an introduction and general description of your company's background, nature of business activities and experience in providing the products and services addressed by this RFP. Include information regarding membership or partnership of your firm in Facilities Organization such as BOMA, IFMA, APPA.

4.5.2 Organization and Staffing Describe your organization and include an organizational chart. Include names and position of individuals that would be associated with University related activity.

4.5.3 Sales & Technical Support Describe service and product support offered by internal staff and field sales personnel.

4.5.4 Insurance Requirements


page 17

Bidders must have the ability and agree to obtain the necessary insurance. Upon Agreement award, successful Bidder(s) shall furnish a certificate of insurance acceptable to University (see Appendix “A”, Article 17). All certificates shall name “The Regents of the University of California” as an additional insured. The certificate must be submitted to the RFP Administrator prior to the commencement of services. Are you able to meet all these requirements? If ”No”, please explain. 4.6 Business Practices and Offerings

4.6.1 Performance Metrics Describe your customer satisfaction metrics and reporting; include details on customer service, order accuracy, correct product configuration, on-time performance, and invoice/billing accuracy.

4.6.2 Prompt Payment Discount UCSF’s Standard Payment Terms are 2%10/Net 30 Days.

4.6.3 Performance and Management Reports List standard reports that are available. Describe your ad hoc reporting capability. Inclusion of sample reports is encouraged.

4.6.4 Business Hours What are your hours of operation for order placement, customer service, and technical support?

4.6.5 Training What, if any, training services and support will you provide University customers? How are training activities initiated and how frequently will training be offered?

4.6.6 Sustainability The University is interested in how environmentally sustainable company is and how “Green” your product(s) are. Describe your programs and products as it relates to sustainability. Include any metrics that you use to demonstrate the sustainability of your company.

4.6.7 Business Diversity It is the intent of the University to facilitate and encourage the participation of small, local (California-based) and diverse suppliers in business contracting with the University. To assure that a fair proportion of opportunities from the University are available, we encourage all Suppliers who service the University to provide the maximum practicable opportunities to small businesses whenever possible.

4.6.7.1 Does your company have a Supplier Diversity Program? If ”Yes”, please describe the program, including target goals and initiatives.

4.6.7.2 If a Partner is working with you on this effort, identify any small/diversity based businesses that would be available for the University.


page 18

4.6.7.3 Describe what small/diversity business reporting is available to the University. 4.7 Product Response

4.7.1 Product customization and Integration with PeopleSoft 9.0 / Oracle and other applications that may be purchased resulting from this RFP

Can you customize products for University? If “Yes”, explain. Describe how the product has been integrated with peoplesoft at existing clients. UCSF has no specific integration points that are required and is looking to each bidder to identify what they see as beneficial integration points with their solution. Describe to us what integration points you have already put into production with other clients and what the client considers as beneficial. Describe use of standard database platform (SQL).

4.7.2 Product Updates

Describe the frequency and timing of product updates and releases. Describe your commitment to forward or backward compatibility with new version of the software package.

4.7.3 Product Warranties

4.7.3.1 What are the most favorable commercial warranties you give to any customer for the same or substantially similar products and services?

.

4.7.4 Product description Please describe in detail the products you are quoting under Attachment C “Pricing Sheet” 4.8 Service Expectations Can you fulfill the following service expectations? Please indicate “Agree” or “Disagree” and provide an explanation.

4.8.1 Non-emergency customer inquiry responses are expected within four (4) hours.

4.8.2 Supplier agrees to provide a reasonable effort to provide special reports requested by the University.

4.8.3 Supplier will provide and maintain up-to-date contact information for handling emergency and

after-hours down-time situations.


page 19

4.9 Agreement Terms and Conditions Please note if you will agree to and comply with each Agreement term or condition listed below by writing “Agree” or “Disagree”. Describe any exception or additional offering beyond what is stated.

4.9.1 Pricing Business Model Pricing. On Attachment C – Proposal Pricing, provide various pricing parameters and alternatives. Professional Services. Identify any fee schedule for services, including the duration of price protection over the course of the agreement. Identify what support is included at no charge during year one and year two. Describe the price for any and all support services. Other Charges. Identify and list all charges applicable in Attachment C – Pricing Proposal. Include the cost of software updates. If your application requires modification or enhancement to meet our specific needs, what pricing would apply? Overall Costs. Provide a proforma covering projected costs by year during the first five years of operation in Attachment C – Pricing Proposal.

4.9.2 Payment Terms The University’s standard payment terms are 2%10/Net 30 Days after receipt of services and Valid Invoice.

4.9.3 Interest Charges for Late Payment The University will make all reasonable efforts to ensure payments to the Seller are made on time. However, in the event payment is delayed beyond the 30 day period, the University shall not authorize and will not accept late charges that are added to accounts.

4.9.4 Warranties Seller agrees that the products and services furnished under this Agreement shall be covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar products and services, and that the rights and remedies so provided are in addition to and do not limit any rights afforded to the University by any other article in this Agreement and any subsequent Agreement. Such warranties will be effective notwithstanding prior inspection and or acceptance of the products or services by University and in all cases shall commence upon acceptance of products and or services by University.

4.9.5 Insurance Requirements Seller shall furnish and maintain a certificate of insurance acceptable to the University (see Appendix “A”, Article 17), either by a properly qualified representative of the insurer or by an equivalent program of self-insurance that the Seller’s insurance complies with the minimum requirements. All certificates


page 20

shall name “The Regents of The University of California” as an additional insured. The certificate must be submitted prior to the commencement of services and should be delivered to:

Daniel B. Ela UCSF CPBC 1855 Folsom Street Suite 304 San Francisco, CA 94143-0910 Phone: (415) 502-3030 Fax: (415) 502-3031 E-mail: [email protected]

4.9.6 Sustainability Seller shall use best efforts to comply with the “University of California’s Policy Guidelines for Sustainability”, per Attachment D. All reports or information presented by the Seller in hard copy are to be printed double-sided on 30% Post-Consumer Waste (PCW) recycled paper.

4.9.7 Audit Requirement This Agreement and its records shall be subject to examination and audit by the University, The State of California and audit by University or the University’s duly authorized third-party auditor for a period of three (3) years after final payment. The examination and audit shall be confined to those matters connected with the performance of the Agreement, including but not limited to, the costs of administering the Agreement. Reasonable access to records shall not be denied.

4.9.8 Marketing References The Seller shall be prohibited from making any reference to the University, in any literature, promotional material, brochures or sales presentations without the express written consent of the University of California Office of the President, Strategic Sourcing Department.

4.9.9 Law; Jurisdiction and Language The laws governing disputes arising out of any potential Agreement as result of this RFP shall be the laws of the State of California. Any dispute or claim arising out of or in relation to this Agreement, or the interpretation, making, performance, breach or termination thereof shall be resolved by the Federal District Court for Northern District of California.

4.9.10 Termination of Agreement University may terminate this Agreement for convenience at any time, in whole or in part, in accordance with the terms of Article 4 of University of California Terms and Conditions, Appendix A, as attached. In the event of such termination, University agrees to provide Seller at least thirty (30) days prior written notice of the effective date of termination and the extend thereof. In the event Seller cannot or does not perform its obligations, University reserves the right to terminate the Agreement. If within ten (10) days receipt of written notice from University of Seller’s breach of any term or condition of the Agreement Seller shall fail to remedy such breach, then UC may at any time, by written notice, terminate the Agreement in whole or in part.


page 21

4.9.11 UC Terms and Conditions of Purchase (“Appendix A”)

Any agreement which may result from this RFP will incorporate the University of California Terms and Conditions of Purchase, attached as Appendix A.


page 22

5 BID RESPONSE CERTIFICATION SIGNATURE PAGE AUTHORIZED SIGNATURE: Each Bid Response must be signed with the full name and address of the company; if a corporation, by an authorized officer thereof in the corporate name. By submitting and signing this Bid Response, the below-named individual, verifies that he/she is a duly authorized officer of the company, and that his/her signature attests that all information, terms and conditions contained in this Request for Proposal, RFP # UCSF/Software/2009 CPFM Business System, for the University of California, are understood and accepted with any exception and clarification noted herein. __________________ _______________________________________ DATE AUTHORIZED SIGNATURE ______________________________________ COMPANY NAME ______________________________________ ADDRESS ______________________________________ CITY/STATE/ZIP CODE ______________________________________ PRINT NAME OF AUTHORIZED SIGNATURE (_______)______________________________ TELEPHONE NUMBER WITH AREA CODE ______________________________________ EMAIL ADDRESS Complete this checklist to help ensure that your Bid Response provides the information we have requested. Response Certification Signature Page (Section 5) signed ____ Bidder Response, (Section 4) completed ____ Attachments related to Section 4 completed ____ Attachment B, Financials (Bidder generated attachment) ____ Attachment C, Pricing Proposal ____ Vendor Information Form completed ____ Technical Requirements A – Capital Programs Technical Requirements B – Facilities Management Technical Requirements C – Space Management


page 23

6 ATTACHMENTS Attachment A, Bidder’s Inquiry Form Attachment B, Financials (created by Bidder) Attachment C, Pricing Proposal Attachment D, University of California’s Policy Guidelines for Sustainability Attachment E, Vendor Information Form Appendix A, Terms and Conditions of Purchase 7 TECHNICAL REQUIREMENTS Technical Requirements A – Capital Programs Technical Requirements B – Facilities Management Technical Requirements C – Space Management


page 24

Attachment A, Bidder’s Inquiry Form

Reference Number: Reference RFP # UCSF/Software/2009 CPFM Business System

ALL QUESTIONS AND RESPONSES WILL BE POSTED ON THE CPBC WEBSITE. Questions due by 4:30 p.m.: August 10, 2009

Bidders should use this form to submit questions regarding the RFP. University will provide a complete list of questions received along with the University’s responses to all bidders who participate. Questions will be listed without reference to the source. Return this form via, email to: Dan Ela [email protected] (It is suggested that Bidder confirm receipt.) Name of Company: Company Representative: Title: Address: Telephone No.: FAX: Email: Question(s)


page 25

Attachment B, Bidder’s Financial Information Place Holder (to be provided by supplier at time of bid)



page 26

Attachment C – Pricing Proposal


Proposed Pricing Vendor needs to cover the following areas to give the pricing details.

• List of Vendor software packages and appropriate description • Any third party software required for vendor applications • Software implementation costs (includes Installation, configuration, and testing) • Vendor software support services (annualized) • Vendor rates for resources to be used on the project, including rates for additional services (including consulting,

integration, and data conversion) • Training costs • Any other costs

Vendor shall provide proposed pricing broken down in the format similar to the one below.

Item Description Cost Software

• Vendor software packages (List packages, cost per license and cumulative cost)

• Third party software (Application server, Databases etc)

Implementation • Software Installation • Software Implementation and Training • Training

Maintenance • Vendor software maintenance (annualized) cost • Third party software maintenance (annualized) cost

Support • Vendor support cost (if any such as help desk, on-line support etc)

Any other costs

Discounts Total Cost


page 27

Attachment D - University of California’s Policy Guidelines for Sustainability

Suppliers are invited to review Sustainability Guidelines at the following web-page.:

http://www.ucop.edu/ucophome/coordrev/policy/PP032207ltr.pdf


page 28

Technical Requirements A (TRA) - Capital Programs

Reference: RFP # UCSF/Software/2009CPFM Business System

Capital Programs Overview Capital Programs provides project management services for campus renovation and construction projects. The project delivery process involves selecting professional design and engineering consultants, analyzing program requirements and coordinating program needs during the design process with design professionals, contractors, construction inspectors, Facilities Management and other campus entities associated with the project. Capital Programs is responsible for architectural design, engineering, renovation/construction project administration and management, relocation services and space inventory data maintenance. In fiscal year 2007-2008, Capital Programs initiated 105 projects across UCSF campuses, totaling over $135 million in renovation and new construction work for the year. Overall, UCSF manages approximately $900 million (Non-hospital) capital program, and a hospital-related capital program of $2 billion. Capital Programs Requirements Capital Programs seeks software that will support project management, plan and schedule resources, report project status, setup notifications and approvals through workflows. Software which can support lean project delivery process is of interest. Also, the software should provide and support web-based business interface for consultants and contractors throughout project design and construction process. The specific functional, technical and interface requirements are as follows:

ID Requirements Response Code (B,

O, T, C, A, F and N)

Explain or describe proof of compliance with this requirement

(preferably with a system screenshot)

Functional Requirements Capital Program Project Management system/module should have the following attributes (not mentioned in order of preference):

CPM-1 Ability to generate trends, Gantt charts,

critical path, project dependencies, earned value, and float analysis

CPM-2 Ability to attach and edit documents,

drawings, and photos

CPM-3 Ability to create and maintain project

templates

CPM-4 Ability to integrate timesheets with

project data


page 29





CPM-5 Ability to support development of project schedules based on templates and periodic snapshot analysis of project schedule progress

CPM-6 Ability to generate standard and

configurable dashboards at a project and a program level.

CPM-7 Ability to perform resource planning,

scheduling, and leveling

CPM-8 Ability to capture, track, review and

approve employee and contractor timesheets

CPM-9 Ability to track, review and approve

timesheets

CPM-10 Ability to track change management and

estimated cost at completion

CPM-11 Ability to setup notifications and

subscriptions

CPM-12 Ability for users to define workflows and

manage them through the software.

CPM-13 Ability to manage and track comments

from the different reviewers for workflows such as ‘Design Reviews’, ‘Permit Workflow’, ‘Budget Workflow’ and 'RFI Submittals'.

CPM-14 Ability to approve and electronically sign

application/Certificate of Payment and Invoices

CPM-15 Ability to provide web-based interface

for consultants and contractors to do business with UCSF under terms and conditions of UCSF standard contracts.

CPM-16 Ability to track permit process and terms

and condition of permit approval for all projects

CPM-17 Ability to view, manage the project

budget approval process, manage funding request process, track fund sources, budget encumbrances and expenses for the project

CPM-18 Ability to support 'Lean Project

Management' implementation processes such as Last Planner ™, Line of balance analysis, Reverse-phase scheduling etc.


page 30





Document Management system/module should have the following attributes (not mentioned in order of preference):

DOC-1 Ability to version control project computerized documents of any type, including (but not limited to) CAD files, PDF, etc. CPFM receives a huge range of file types in the course of business.

DOC-2 Ability to create and maintain templates. DOC-3 Ability to compress files. DOC-4 Ability to store photos, drawings and all

manner of graphic formats.

Technical Requirements CPTEC-1

Ability for the system to be scalable, secure and provide high performance

CPTEC-2

Ability for system administrator/super users to create, edits, delete and track user(s) and assign permissions to those users. Super User or a similar user should be able to customize fields, forms and reports without requesting a formal change request.

CPTEC-3

Ability to provide clean, organized and Intuitive user interface with appropriate error messaging.

CPTEC-4

Ability to view and manage (copy paste) data on multiple screens at the same time.

CPTEC-5

Ability for only authenticated users to allowed access to the System.

CPTEC-6

Ability to control access to information based on individual authorization.

CPTEC-7

Ability for the system to run on a server running within a Virtual Machine Environment.

CPTEC-8

Ability of the vendor to provide the system hosted on the vendors environment

CPTEC-9

Ability for the system to be hosted internally running on standard servers, operating systems, and database platforms.

CPTEC-10

Ability for the vendor to follow all UCSF security policies


page 31





CPTEC-11

Ability for sufficient access logging and audit facilities to be in place to alert in case of unauthorized activity.

Operating Systems and Platforms: 1) On what operating systems does your application run?

2) What programming languages does your product support for customizations and extensions?

3) If web-based, what browsers does your product support? (IE, Firefox, Mozilla)

4) Does your solution have published APIs?

CPTEC-12

5) Do you support integration via Web-services?

Please describe the Hardware: 1) Minimum server specification 2) Optimum server specification 3) Minimum PC/Client specification

CPTEC-13

4) Optimum PC/Client specification CPTEC-14

Ability for the system to have redundancy and rapid recovery capability.

CPTEC-15

Please describe, at a high-level, the security system provided by your product.

CPTEC-16

Please describe the methods available for performance and search optimization.

CPTEC-17

Please describe your ability to interface with external/3rd Party applications

CPTEC-18

Please describe the type and level of documentation / training provided for System Administration (support and troubleshooting).

CPTEC-19

Please describe the type and level of training for End Users. Please include the duration and functionality.

CPTEC-20

Ability to provide online and web-based user manuals

CPTEC-21

Ability to provide online and web-based training manuals

Interface Requirements


page 32





CPINT-1 Integration with the FM Maintenance Management system. An in-house system running with Microsoft SQL Server and Microsoft Access

CPINT-2 Integration with key PeopleSoft ver.

9.0.modules such as General Ledger, Contracts, Payables, Purchasing, Project Costing, Asset Management

CPINT-3 Integration with Drawing Archive for

Space Management. In-house system on Microsoft SQL server.

CPINT-4 Integration with Autodesk CPINT-5 Integration with ESRI CPINT-6 Integration with BIM models CPINT-7 Integration with Budget Offices,

COGNOS Data Warehouse

CPINT-8 Integration with RMS (Residential

Management System) and Resource 25. Microsoft SQL Server and Microsoft Access applications

CPINT-9 Integration with MS Office 2003 (and

above) applications such as Word, Excel, Outlook, Project

CPINT-10

Integration with Adobe 8 and above.

CPINT-11

Integration with Utility database (EnergyCAP)

CPINT-12

Integration with Primavera (P3 or above)

Response code definitions B = Base Package – the base proposed software – out of the box satisfies the requirement. It is anticipated that some configuration, data or setting changes may be necessary, but the software programs will be unchanged. O = Optional Module – indicates the acquisition of software products offered by the vendor, other than the base software, will satisfy requirements, without the need to modify the package. In addition, the modules must be the currently available general release. T = Requires Third Party Software – The party submitting the proposal does not have the right to license the Base, Optional or other software recommendation. C = Requires Custom Programming including modification to the source code – indicates requirement can only be met by changing the source code.


page 33

A = Requires Custom Programming using API/SDK – indicates requirement can only be met via an API or SDK F = In a future release – indicates requirement will be satisfied in a scheduled new release of the product. The scheduled release date and functions must be noted. N = Not Supported – indicates that the requirement is beyond the scope of the application software capabilities.


page 34

Technical Requirements B (TRB) – Facilities Management

Reference RFP # UCSF/Software/2009 CPFM Business System

Facilities Management Overview Facilities Management provides and manages a wide range of services including recycling, custodial, utilities, engineering, lock-shop and more. Facilities Management functions include campus utilities, building operations, maintenance, engineering services, fire and life safety services, custodial and lock/security services, as well as various aspects of environmental sustainability such as energy efficiency and reuse of recycling. Facilities Management also includes a Customer Service Center which receives and processes all job requests from campus departments coming in to CPFM. Facilities Management Requirements The Facilities Management seeks software that will provide tools to: support and manage work estimates; assignment, scheduling and completion of work orders; track preventive maintenance; tracking of time effort, completion, cost; capture, review, and approve timesheets. The system should also be capable of maintaining inventory item, bin, lot information, item receiving information and record inventory items by bar code. The system should provide tools which manage utility usage information, analyze utility consumption, usage trends, forecast utility usage and generate periodic and ad hoc reports. The software must be able to access facility asset information from Oracle assets module and utilize this data to populate work orders, condition assessments, preventative maintenance work assignments and other FM functions. The specific functional, technical and interface requirements are as follows:

ID Requirement Response Code (B, O,

T, C, A, F and N)



Work Management (CMMS) system/module should have the following attributes (not mentioned in order of preference):

WOM-1 Ability to create, view and update Work

Orders

WOM-2 Ability to generate work estimates WOM-3 Ability to setup workflows and manage

work order assignments

WOM-4 Ability to generate summary and detail

reports for work orders

WOM-5 Ability to automatically notify work

order status

WOM-6 Ability to enter notes on a work order WOM-7 Ability to issue estimate and

construction tags


page 35


T, C, A, F and N)



WOM-8 Ability to link a work order with a contract

WOM-9 Ability to attach documents against a work order

WOM-10 Ability to print work order summary WOM-11 Ability to search work orders WOM-12 Ability to setup and maintain preventive

maintenance items

WOM-13 Ability to enter notes for preventive

maintenance items

WOM-14 Ability to setup workflows and manage

preventive maintenance items

WOM-15 Ability to track, review and approve

time against work orders

WOM-16 Ability to setup custom search criteria WOM-17 Ability to generate periodic and ad hoc

reports

WOM-18 Ability to recharge based on space

allocation by service lines, by building and by customer. Generate recharge bills preferably with electronic mailing capability

WOM-19 Ability for customers to submit work

orders and check status and billing online. Customer should be able to take surveys as well

WOM-20 Ability to track all costs of a work order

(storehouse sales, purchase orders, contracts, labor and other charges)

WOM-21 Ability to level resources for planning

purposes and set up depreciation schedules

WOM-22 Ability to track Preventive Maintenance

based on priority, frequency and meter reading. Relate Preventive Maintenance as parent child relationship

WOM-23 Ability to 2 way interact with mobile

device for tasks such as 'closing work', 'charging time, notes, bar codes etc)

Inventory Management system/module should have the following attributes (not mentioned in order of preference):

INM-1 Ability to add, view, and update

Inventory Items


page 36


T, C, A, F and N)



INM-2 Ability to add, view, and update Bin Information

INM-3 Ability to add, view, and update Lot Information

INM-4 Ability to view purchase history for inventory items

INM-5 Ability to add, view, and update receiving information

INM-6 Ability to record the Inventory Items by reading the Bar Codes

INM-7 Ability to generate Inventory Item usage trends

INM-8 Ability to identify and report Inventory Item reorder points

INM-9 Ability to analyze slow moving items, damaged items, and obsolete items

INM-10 Ability to generate daily inventory item posting reports

INM-11 Ability to generate ad hoc reports Utility Management system/module should have the following attributes (not mentioned in order of preference):

UTM-1 Ability to add, view, and update Utility

usage information

UTM-2 Ability to add, view, and update Utility

usage details

UTM-3 Ability to create and maintain utility

billing schedule

UTM-4 Ability to analyze User consumption

and generate forecast and usage trends

UTM-5 Ability to view and print utility billing

information

UTM-6 Ability to import information on multiple

utility meters at the same time

UTM-7 Ability to export utility billing

information by pre-defined ranges

UTM-8 Ability to generate periodic and ad hoc

reports

UTM-9 Ability to generate utility charges data

to feed the Facilities Management system to generate re-charges.

Technical Requirements FMTEC-1 Ability for the system to be scalable,

secure and provide high performance


page 37


T, C, A, F and N)



FMTEC-2 Ability for system administrator/super users to create, edit, delete and track user(s) and assign permissions to those users. Super User or a similar user should be able to customize fields, forms and reports without requesting a formal change request

FMTEC-3 Ability to provide clean, organized and

Intuitive user interface with appropriate error messaging.

FMTEC-4 Ability to view and manage(copy paste)

data on multiple screens at the same time.

FMTEC-5 Ability for only authenticated users to

allowed access to the System.

FMTEC-6 Ability to control access to information

based on individual authorization.

FMTEC-7 Ability for the system to run on a server

running within a Virtual Machine Environment.

FMTEC-8 Ability of the vendor to provide the

system hosted on the vendors environment

FMTEC-9 Ability for the system to be hosted

internally running on standard servers, operating systems, and database platforms.

FMTEC-10

Ability for the vendor to follow all UCSF security policies

FMTEC-11

Ability for sufficient access logging and audit facilities to be in place to alert in case of unauthorized activity.



3) If web-based, what browsers does your product support? (IE, Firefox, Mozilla)


FMTEC-12


FMTEC- Please describe the Hardware:


page 38


T, C, A, F and N)



1) Minimum server specification 2) Optimum server specification 3) Minimum PC/Client specification

13

4) Optimum PC/Client specification FMTEC-14

Ability for the system to have redundancy and rapid recovery capability.

FMTEC-15

Please describe, at a high-level, the security system provided by your product.

FMTEC-16

Please describe the methods available for performance and search optimization.

FMTEC-17

Please describe your ability to interface with external/3rd Party applications

FMTEC-18

Please describe the type and level of documentation / training provided for System Administration (support and troubleshooting).

FMTEC-19

Please describe the type and level of training for End Users. Please include the duration and functionality.

FMTEC-20

Ability to provide online and web-based user manuals

FMTEC-21

Ability to provide online and web-based training manuals

Interface Requirements FMINT-1 Integration with the FM Maintenance

Management system. An in-house system running with Microsoft SQL Server and Microsoft Access

FMINT-2 Integration with key PeopleSoft ver.

9.0.modules such as General Ledger, Contracts, Payables, Purchasing, Project Costing, Asset Management

FMINT-3 Integration with Drawing Archive for

Space Management. In-house system on Microsoft SQL server.

FMINT-4 Integration with Autodesk FMINT-5 Integration with ESRI FMINT-6 Integration with BIM models FMINT-7 Integration with Budget Offices,

COGNOS Data Warehouse


page 39


T, C, A, F and N)



FMINT-8 Integration with RMS (Residential Management System) and Resource 25. Microsoft SQL Server and Microsoft Access applications

FMINT-9 Integration with MS Office 2003 (and

above) applications such as Word, Excel, Outlook, Project

FMINT-10 Integration with Adobe 8 and above. FMINT-11 Integration with Utility database

(EnergyCAP)

FMINT-12 Integration with Primavera (P3 or

above)

Response code definitions B = Base Package – the base proposed software – out of the box satisfies the requirement. It is anticipated that some configuration, data or setting changes may be necessary, but the software programs will be unchanged. O = Optional Module – indicates the acquisition of software products offered by the vendor, other than the base software, will satisfy requirements, without the need to modify the package. In addition, the modules must be the currently available general release. T = Requires Third Party Software – The party submitting the proposal does not have the right to license the Base, Optional or other software recommendation. C = Requires Custom Programming including modification to the source code – indicates requirement can only be met by changing the source code. A = Requires Custom Programming using API/SDK – indicates requirement can only be met via an API or SDK F = In a future release – indicates requirement will be satisfied in a scheduled new release of the product. The scheduled release date and functions must be noted. N = Not Supported – indicates that the requirement is beyond the scope of the application software capabilities.


page 40

Technical Requirements C (TRC) – Space Management

Reference RFP # UCSF/Software/2009 CPFM Business System

Space and Records Management Overview The Space and Records Management Unit is part of the Capital Programs Division within Capital Programs & Facilities Management Department (CPFM). These are the main components and functions:

Facilities Inventory System: The facilities inventory system is comprised of: a).- Architectural CAD floor plans: developed in AutoCad (accessible to all employees in the UCSF Network), it represents about 8.5 million GSF in approximate 185 buildings, owned and leased. These floor plans are regularly updated by two dedicated individuals at the time of occupancy of the new space and are the foundation for updating the space database, calculate the areas and serve as the base drawings for future remodels. Graphical queries and the linkage between graphics and the database are done by using a system developed at CPFM called KinCad, which reads DXF files. The floor plans are published in the CPFM web page in these formats: DWG, DWF, DXF and PDF. As we begin to receive projects developed using BIM, the need for archiving, accessing and updating information in that format is becoming an important part of our functions. Both CAD and BIM standards are being developed. b).- Implementation of a GIS Program: Although a comprehensive Master Site Plan and other Sites Maps have been developed in AutoCad during the last twenty years, the need for the development of a Geographical Information System that inventories all university’s facilities and utilities above and below ground, prompted the start of an GIS Implementation Program at UCSF. As part of this program, ESRI has been selected as the platform to develop GIS. The needs of the different stakeholders at UCSF have been identified. Several completed GIS projects will be the foundation for further development of the future base maps. The replacement of the Space Management module identified in this RFP is part of this effort. c).- The Space management database: an accurate inventory of space records (about 30.000) occupied by organizational units at the room and building level. It resides on a SQL server with an MS Access front end and reporting tool. It is internet accessible, password-protected with departments able to update and query their own records on-line (approximate 310 users). Facilities Inventory data provides descriptive information about the departmental assignment, size, location, occupants, use of all campus space, and it is used for a variety of functions by the University of California’s Office of the President, UCSF’s Office of the Chancellor, Planning Office, Budget Office, school facilities coordinators, administrative offices and departments in general, as well as CPFM. Space Inventory data is collected regularly published semi-annually and is available upon request to designated department personnel. This data is used for federal indirect cost recovery rate justification, operation and maintenance of plant, space planning and space utilization reporting.


page 41

Contract Document Archives: CPFM receives, catalogues and provides access to campus contract documents in our archives located at our central administrative offices. The Documents Archives database contains more than 45,000 construction drawings and related specifications, submittals and other project-related documents which date back to 1915. Presently, these are maintained in both hard copy and mostly digital format, after scanning all of our drawings. Secured archived documents are available on site, electronically or on request (some hardcopies are securely stored off-site) all accessible through our secure archives data system. A photo library with over 13,000 images called Portfolio, have been employed. Reprographic services are also available. Space Management Requirements Thru this RFP process, Capital Programs/Space Management seeks a Computer Aided Facilities Management (CAFM) system to replace the existing space management module, that is able to perform our current functions, allows for more functionality, and interfaces with spatial data (GIS) as well as BIM data. Also, the software should provide access and support web-based business interface for campus users and consultants. The specific functional, technical and interface requirements are as follows: Response code definitions B = Base Package – the base proposed software – out of the box satisfies the requirement. It is anticipated that some configuration, data or setting changes may be necessary, but the software programs will be unchanged. O = Optional Module – indicates the acquisition of software products offered by the vendor, other than the base software, will satisfy requirements, without the need to modify the package. In addition, the modules must be the currently available general release. T = Requires Third Party Software – The party submitting the proposal does not have the right to license the Base, Optional or other software recommendation. C = Requires Custom Programming including modification to the source code – indicates requirement can only be met by changing the source code. A = Requires Custom Programming using API/SDK – indicates requirement can only be met via an API or SDK F = In a future release – indicates requirement will be satisfied in a scheduled new release of the product. The scheduled release date and functions must be noted. N = Not Supported – indicates that the requirement is beyond the scope of the application software capabilities. Space and Records Management Overview The Space and Records Management Unit is part of the Capital Programs Division within Capital Programs & Facilities Management Department (CPFM). These are the main components and functions:

Facilities Inventory System: The facilities inventory system is comprised of: a).- Architectural CAD floor plans: developed in AutoCad (accessible to all employees in the UCSF Network), it represents about 8.5 million GSF in approximate 185 buildings, owned and leased. These floor plans are regularly updated by two dedicated individuals at the time of occupancy of the new space and are the foundation for updating the space database, calculate the areas and serve as the base drawings for future remodels. Graphical queries and the linkage between graphics and the database are done by using a system developed at CPFM called KinCad, which reads DXF files.


page 42

The floorplans are published in the CPFM web page in these formats: DWG, DWF, DXF and PDF. As we begin to receive projects developed using BIM, the need for archiving, accessing and updating information in that format is becoming an important part of our functions. Both CAD and BIM standards are being developed. b).- Implementation of a GIS Program: Although a comprehensive Master Site Plan and other Sites Maps have been developed in AutoCad during the last twenty years, the need for the development of a Geographical Information System that inventories all university’s facilities and utilities above and below ground, prompted the start of an GIS Implementation Program at UCSF. As part of this program, ESRI has been selected as the platform to develop GIS. The needs of the different stakeholders at UCSF have been identified. Several completed GIS projects will be the foundation for further development of the future base maps. The replacement of the Space Management module identified in this RFP is part of this effort. c).- The Space management database: an accurate inventory of space records (about 30.000) occupied by organizational units at the room and building level. It resides on a SQL server with an MS Access front end and reporting tool. It is internet accessible, password-protected with departments able to update and query their own records on-line (approximate 310 users). Facilities Inventory data provides descriptive information about the departmental assignment, size, location, occupants, use of all campus space, and it is used for a variety of functions by the University of California’s Office of the President, UCSF’s Office of the Chancellor, Planning Office, Budget Office, school facilities coordinators, administrative offices and departments in general, as well as CPFM. Space Inventory data is collected regularly, published semi-annually and is available upon request to designated department personnel. This data is used for federal indirect cost recovery rate justification, operation and maintenance of plant, space planning and space utilization reporting.

Contract Document Archives: CPFM receives, catalogues and provides access to campus contract documents in our archives located at our central administrative offices. The Documents Archives database contains more than 45,000 construction drawings and related specifications, submittals and other project-related documents which date back to 1915. Presently, these are maintained in both hard copy and mostly digital format, after scanning all of our drawings. Secured archived documents are available on site, electronically or on request (some hardcopies are securely stored off-site) all accessible through our secure archives data system. A photo library with over 13,000 images called Portfolio, have been employed. Reprographic services are also available. Space Management Requirements Thru this RFP process, Capital Programs/Space Management seeks a CAFM system to replace the existing space management module, that is able to perform our current functions, allows for more functionality, and interfaces with spatial data (GIS) as well as BIM data. Also, the software should provide access and support web-based business interface for campus users and consultants. The specific functional, technical and interface requirements are as follows: ID Requirements Response

Code (B, O, T, C, A, F and N)


Functional Requirements Capital Program’s Space Management system/module should have the following attributes (not mentioned in order of preference):

SM-1 Ability to perform building information

modeling that includes floors, sections, square footage, equipment and furniture. High Priority


page 43

ID Requirements Response Code (B, O, T, C, A, F and N)


SM-2 Ability to manage buildings by square footages, sections, floors and tenants. High Priority

SM-3 Ability for Property Managers to view

Facilities Maintenance work orders to identify possible conflicts with scheduled events. High Priority

SM-4 Ability to search data by building number,

CAAN # (unique number assigned by UCSF that represents meta data) or building name as well as additional data elements that include but are not limited to mailing address, physical address, department, utility address, and parcel number. High Priority

Ability to create and update a record with the following details: - File Number - File Title - File Ntes - Stick - Project Number - Start Date - Architect - NOC

SM-5

- File Building Group High Priority

Space Management: CAD, GIS Integration

SM-6 Ability to select and view CAD drawings from within the system. Mandatory

SM-7 Ability to edit CAD drawings integrated with

the space database to enable data updating in one location. Mandatory

SM-8 Ability to embed CAD drawings into the

space management process. High Priority

SM-9 Ability to view CAD and GIS information

together. High Priority


page 44



SM-10 Ability to link space database with ESRI Geodatabase data management environment. Mandatory

Space Management: Report Generation

SM-11 Ability for an authorized user to create,

edit, delete, and list custom reports. High Priority

SM-12 Ability to provide management and

executives with business intelligence capabilities with a dashboard that measures key performance indicators that measure portfolio performance, space utilization, cost difference by location, and productivity trends related to business processes such as building maintenance, bringing new employees on board and office relocations and rearrangements. High Priority

SM-13 Ability to provide security based user

access Ability to maintain and verify data integrity of the system through reporting and system analysis to ensure the system is providing valid results. High Priority

SM-14 Ability to generate a building by

department report. High Priority

SM-15 Ability to generate a department by

building report. High Priority

SM-16 Ability to generate a building by floor by

room report. High Priority

SM-17 Ability to generate a PI (Principal

Investigator) report for each department and multiple departments. High Priority

SM-18 Ability to generate a PI and Contact View

for each department. High Priority

SM-19 Ability to generate departmental fund

identifiers vs. fund list report for each department. High Priority


page 45



SM-20 Ability to generate a building summary report. High Priority

SM-21 Ability to generate a departmental listing

report. High Priority

SM-22 Ability to generate a department and

programs report. High Priority

SM-23 Ability to generate a MGSF report.

High Priority

Space Management: Documents Management

SMDOC-1 Ability to version control project documents Ability to store, retrieve and print documents associated with a building in the system. High Priority

SMDOC-2 Ability to store, retrieve and print documents including, but not limited to leases, policy documents, building rules, composting information and catering rules in the system. High Priority

Ability to add multiple documents to a file with the following details:

- Type - Number - Document title - Document notes - Project manager

SMDOC-3

High Priority

SMDOC-4 Ability to add multiple sheets to a file. High Priority

SMDOC-5 Ability to store real estate market research information in the system. Medium Priority

SMDOC-6 Ability to link the work order with an image of the invoice. High Priority

SMDOC-7 Ability to store PDFs and Photos in the system. Medium Priority

Space Management: Business Continuity and Disaster Recovery


page 46



SMBUS-1 Ability to provide back-up site information, employee location and critical infrastructure in the event of a local or regional business interruption. High Priority

SMBUS-2 SMBUS-3

Ability to provide remote access to the system. High Priority Ability to support University’s efforts to go green

Space Management: Real Property and Lease Management

SMPRO-1 Ability for integration between real property and leasing to leverage best practices workflow embedded within a system. High Priority

SMPRO-2 Ability to perform lease management and building management functions including strategic planning, lease analysis and lease administration functions. Mandatory

SMPRO-3 Ability to perform robust and strategic portfolio planning capabilities to include “what if” analysis, scenario building, sophisticated investment and cash flow analysis. High Priority

SMPRO-4 Ability to integrate commercial real estate information, i.e. COSTAR data with the property and lease database. High Priority

SMPRO-5 Ability to geocode leased site locations against GIS data layers within the ESRI geodatabase. Medium Priority

SMPRO-6 Ability to manage lease expiration and renewal in the system. Mandatory

Space Management: Technical Requirements SMTEC-1 Ability for the system to be scalable,

secure and provide high performance. High Priority


page 47



SMTEC-2 Ability for system administrator/super users to create, edit, delete and track user(s) and assign permissions to those users.

SMTEC-3 Ability to provide clean, organized and

Intuitive user interface with appropriate error messaging. High Priority

SMTEC-4 Ability to view and manage data on

multiple screens at the same time. High Priority

SMTEC-5 Ability for only authenticated users to

allowed access to the System. High Priority

SMTEC-6 Ability to control access to information

based on individual authorization. High Priority

SMTEC-7 Ability for the system to be hosted

internally running on standard servers, operating systems, and database platforms. High Priority

SMTEC-8 Ability for the vendor to follow all UCSF

security policies High Priority

SMTEC-9 Ability for sufficient access logging and

audit facilities to be in place to alert in case of unauthorized activity. High Priority



3) If web-based, what browsers does your product support? (IE: Firefox, Mozilla)


SMTEC-10


Please describe the Hardware: 1) Minimum server specification 2) Optimum server specification 3) Minimum PC/Client specification 4) Optimum PC/Client specification

SMTEC-11


page 48



SMTEC-12 Ability for the system to have redundancy and rapid recovery capability. High Priority

SMTEC-13 Please describe, at a high-level, the

security system provided by your product.

SMTEC-14 Please describe the methods available for

performance and search optimization.

SMTEC-15 Please describe your ability to interface

with external/3rd Party applications

SMTEC-16 Please describe the type and level of

documentation / training provided for System Administration (support and troubleshooting).

SMTEC-17 Please describe the type and level of

training for End Users. Please include the duration and functionality.

SMTEC-18 Ability to provide online and web-based

user manuals High Priority

SMTEC-19 Ability to provide online and web-based

training manuals High Priority

Space Management: Interface Requirements SMINT-1 Integration with the FM Maintenance

Management System (FMTrack), an in-house system built using Microsoft SQL Server and Microsoft Access (This interface would be required for tasks such as data conversion, linking work requests to space, etc) High Priority

SMINT-2 Compatibility with PeopleSoft ver. 9.0 or

later versions for future integration with General Ledger, Accounts Payable, Purchasing and Contracting. Mandatory

SMINT-3 Integration with Drawings Archive for

Space Management. In-house system on Microsoft SQL server. Medium Priority

SMINT-4 Ability to integrate with Autodesk version

2002 and ADT 3.3 or higher. Mandatory


page 49



SMINT-5 Integration with ESRI ArcGIS Server 9.3 and ESRI geodatabase. Mandatory

SMINT-6 Integration with BIM models

High Priority

SMINT-7 Integration with UCSF Budget Office:

COGNOS Data Warehouse High Priority

SMINT-8 May require integration with EH&S

(Environmental Health and Safety) Database. In-house built system using SQL Server and MS Access Medium Priority

SMINT-9 Integration with Lease Database. In-

house developed MS Access database. High Priority

SMINT-10 May require integration with RMS

(Residential Management System) and Resource 25. Microsoft SQL Server and Microsoft Access applications Medium Priority

SMINT-11 Integration with MS Office 2003 (and

above) applications such as Word, Excel, Outlook, Project. High Priority

SMINT-12 Integration with Adobe 8 and above.

High Priority

SMINT-13 May require integration with Utility

database (EnergyCAP), MS SQL Server. High Priority

SMINT-14 Integration with Primavera (P3 or above)

High Priority

SMINT-15 May require integration with TMA

Systems maintenance system used by Campus Life Services. Medium Priority