DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY

ATTACHMENT A

GENERAL OVERVIEW, INFORMATION AND REQUIREMENTS

FOR

Request for Proposals 18-PR-DIT-40 Scheduling Solution for IBM Maximo

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ATTACHMENT A: General Overview, Information and Requirements

Request for Proposals 18-PR-DIT-40

Scheduling Solution for IBM Maximo

DC Water is interested in procuring and implementing a fully functioning scheduling solution/tool that is integrated, (or can easily be integrated), with its current Maximo v7.6 system. This solution/tool must have, at minimum, the following functionality:

Allow Maximo Work Order to be downloaded to the Scheduling Tool Allow for manipulation of these work orders Allow the Scheduling Tool to update the Maximo work orders with, at minimum, scheduled

dates/times and statuses Functionality to filter and remove work orders, in the Scheduling Tool, that will not be scheduled Functionality to allow management of resources such as labor and equipment availability. If a

resource is not available the Scheduling Tool must allow the user to indicate this via the tool Resource availability management decisions and actions must be systemically reflected in the

schedule As an optional scope, DC Water may also use professional services for implementing the selected scheduling solution that will allow DC Water to effectively utilize the system to meet its objectives. DC Water may or may not award this service at the time of selecting the scheduling solution product. Selection process All qualified proposals for both the scheduling solution and the implementation services will be evaluated based on the requirements outlined within this document and factors including but not limited to cost, demo assessment, business experience, customer references, and over all fit to DC Water’s objectives. Vendors will be shortlisted after the initial round of evaluation. The selected finalists will be invited to an on-site product demonstration and interview prior to final selection and award. DC Water reserves the right to compress the evaluation process to a single round consisting of on-site presentations and demonstrations. Registration in DC Water’s Vendor Portal Vendors are strongly encouraged to visit our procurement website: https://www.dcwater.com/procurement and to properly register at the Vendor Portal: https://vendor.dcwater.com. Vendor are encouraged to provide information on commodity codes that represent Contractor’s service and product offerings. DC Water solicitations and their addenda are issued through the Vendor Portal with relevant codes, and vendors registering with matching codes are automatically notified of such documents. DC Water is not responsible for vendors not receiving notice of addenda to this RFP if vendors are not properly registered in the Vendor Portal with appropriate commodity codes. The commodity codes used for this solicitation are as listed on the cover page of this document.

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Acronyms & Abbreviations Acronyms and abbreviations used in this document are listed below:

Acronym/ Abbreviation

Description

1 CM Work Order Type: Corrective Maintenance 2 KPI Key Performance Indicator 3 PD Work Order Type: Predictive Maintenance 4 PM Work Order Type: Preventive Maintenance 5 RDIRWO Maximo Status Code: Redirect Work Order 6 RTS Maximo Status Code: Ready to Schedule 7 SCHD Maximo status code: Scheduled 8 Scheduler Proposed Scheduling Solution 9 WO Work Order

1. Requirements The following outlines the current DC Water environment and the requirements pertaining to the implementation of a Scheduling Solution for the Maximo EAM System. Please provide your requirement availability in the excel form provided in Attachment B. Dependencies

The bulk of the technical implementation effort will be handled by a 3rd party vendor and will not depend on internal DC Water resources.

The application should not require the user to download any software to run.

Application Feature/Functionality Requirements

Req. # Feature Description AF-001 Ease of use The Scheduler must be intuitive and easy to navigate and use AF-002 GUI The Scheduler must have an intuitive and useful graphical user

interface to facilitate downloading work orders and scheduling them.

AF-003 Undo/Redo Functionality

The Scheduler must have one-click “undo” and “redo” functionality

AF-004 Duplication Functionality

The Scheduler must allow a user to duplicate a schedule

AF-005 Schedule Search Functionality

The Scheduler must allow a user to easily search for schedules using a form-based screen and value lists where applicable

AF-006 Schedule Close/Cancel Functionality

The Scheduler must allow a user to close or cancel a schedule which flags it such that it does not by default display in the list of schedules

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AF-007 Drag/Drop Functionality

The Scheduler must have drag and drop capabilities that allow easy execution of tasks to develop the schedule and associate resources with schedule activities

AF-008 Resize Functionality The Scheduler must allow a user to resize any of Gantt view “panes” easily from the Gantt view itself

AF-009 Custom Field Configurability - 1

The Schedule must allow a user to easily add a field that is not native to the Maximo’s Work Order table (e.g., asset.description, locations.description, etc.)

AF-010 Custom Field Configurability - 2

The Scheduler must allow for custom fields to be created in the product that are foreign to Maximo for use in the Gantt view that can be used in the Scheduler to categorize, report and manage information. Fields are to be configurable as either text, date, yes/no or number

AF-011 Schedule Create/Save Functionality

The Scheduler must allow a user to create and save different schedule scenarios and be able to toggle between the scenarios to review and compare

AF-012 Schedule Approve Functionality

The Scheduler must allow a user to approve and lock a schedule to prevent any further edits

AF-013 Schedule Publish Functionality

The Scheduler must allow a user to publish schedules for others to view and use

AF-014 Zoom Functionality - 1 The Scheduler must be capable of allowing a user to zoom in and out of the Gantt view

AF-015 Zoom Functionality - 2 The Scheduler must be capable of allowing a user to zoom to a particular day, week or extents-of-scheduled-activity in the Gantt view

AF-016 Display/Hide Functionality

The Scheduler must allow user-editing of Gantt view properties to display/hide Maximo fields as well as custom fields native to the Scheduler

Functional Requirements

Req. # Functional Requirement Comments

FR-01 The Scheduler must populate work orders from Maximo in a Gantt schedule view

FR-02

The Scheduler must include an integrated Gantt view that allows users to graphically view the schedule and manipulate activities as needed to schedule the work

FR-03

The Scheduler must be capable of easily inserting, editing and removing activity constraints in the Gantt view

FR-04

The Scheduler must allow the user to select and apply typical schedule constraints (i.e., finish-to-start, start-to-start, etc.) to the schedule either individually or based on a selection of work orders/activities

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FR-05

The Scheduler must be capable of selecting work orders, tasks and activities and moving them all to a specific date in the schedule regardless of the records’ existing scheduled start date. This must include records/activities where the scheduled start date is blank

FR-06

The Scheduler must be capable of allowing users to schedule work at the parent, child or task level or any combination of the three. For example, a parent work order includes planned labor of 2 mechanics for 8 hours and an associated child work order includes planned labor of 2 electricians for 1 hour. The two work orders must be able to be scheduled independently via the Scheduler without the need for creating additional tasks, etc.

FR-07

The Scheduler must allow for queries that extract work orders from Maximo and populate the Scheduler. This must include allowing the use of both Maximo Saved Queries as well as ad-hoc queries that are created by a user using the scheduling tool

FR-08

The Scheduler must allow for queries that extract applicable labor records from Maximo along with associated availability taking into consideration scheduled leave and non-working time and populate the Scheduler accordingly. This must include allowing the use of both Maximo Saved Queries as well as ad-hoc queries created by a user using the scheduling tool

FR-09

The Scheduler must allow a user to filter data based on any column designated for querying in the Gantt view and remove work orders and tasks as needed so that the user is only viewing work orders/tasks that pertain to work and activities that need to be scheduled. The Scheduler must allow user to manipulate and modify only the filtered records. The Scheduler must allow user to perform batch actions on the filtered subset of work orders such as “change status”, “set scheduled start date”, “move work orders”, “initiate work order”, etc.

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FR-10

The Scheduler must allow a user to remove individual work orders from the Gantt view in an ad-hoc manner as needed so that the user is only viewing information that pertains to work and activities that need to be scheduled

FR-11

The Scheduler must allow a user to use an integrated optimizing engine to automatically level resources across the work orders, tasks and activities in the schedule

FR-12 The Scheduler must allow a user to manually adjust the schedule after running the optimizing engine

FR-13

The Scheduler must allow for PM forecasts based on the queried/selected records without having to actually generate PM WOs in Maximo

FR-14

The Scheduler must have an intuitive and easy to use calendar-based feature that allows users to change resource/labor availability by indicating the type of scheduled leave or non-working time along with the applicable number of hours or days unavailable. User must be able to change resource availability either individually or by selecting a number of resources and adjusting their availability in batch

FR-15

The Scheduler must use and/or interface with Maximo’s Calendars and Shifts application to determine when labor resources are scheduled to work

FR-16

The Scheduler must download labor availability taking into consideration scheduled leave and non-working time based on Maximo’s Calendars and Assignment Manager applications

FR-17

The Scheduler must display in the Gantt view true labor availability to allow scheduling of work that accounts for individuals’ scheduled leave and non-working time

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FR-18

The Scheduler must have a graphical user interface that clearly indicates the resources required for a work order, task or activity. Using planned labor as an example, it must clearly reflect the number of individuals, craft and skill level needed as well as the number of hours to complete the task/activity

FR-19

The Scheduler must have a graphical user interface that clearly indicates the resources (e.g., crafts, labor resources, etc.) that are available that meet the requirements for each activity

FR-20

The Scheduler must allow for adjustment to the maximum allowable schedule loading. For example, if a shop typically has 10% non-scheduled work, the Scheduler must allow user to set the app to only reflect 90% schedule loading with any overages being flagged in some easy to identify manner

FR-21

The Scheduler’s Gantt view must have a user interface that uses colors and text/numbers to clearly indicate the amount of resources available as well as the resources needed and then show in a different color the work that has been “scheduled” by the user along with the number of hours remaining to be scheduled for the day based on labor availability

FR-22 The Scheduler’s Gantt view must clearly show (by color differentiation, etc.) when a resource or time period is over-allocated

FR-23 The Scheduler must allow a user to assign specific labor resources to a work order, task or activity

FR-24

Should work in a Maximo integrated environment with no dependencies on existing Maximo add-ons like TRM rules manager, Interlock Solutions

FR-25 Should allow seamless upgrades in line with IBM Maximo upgrade road maps

Reporting and KPI Functionality Requirements

Req. # Report/KPI Functionality Requirement

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RF-01 The Scheduler must provide or be capable of providing KPI’s that group performance results by Maximo fields such as, but not limited to Work Type, Commodity Group, Supervisor, etc.

RF-02

The Scheduler must be able to render KPIs as a trend based on a user-defined interval and over a user-specified period of time. For example, report work order compliance (i.e., percentage of actual man-hours expended to complete the scheduled work vs. planned labor hours grouped by Work Type/Commodity Group/Supervisor, etc.) weekly for the last six months

RF-03 The Scheduler must be capable of displaying a system-generated trend line that shows the overall direction of the KPI

RF-04 The Scheduler must be capable of displaying user-defined KPI trend targets – either a single target or a range that reflects the maximum and minimum target values

Reporting and KPI’s Requirements

Req. # Report/KPI Description

REP-01* Work Order Schedule Attainment (i.e., the percentage of the work completed compared to the work scheduled)

REP-02* Man Hour Schedule Compliance (i.e., the percentage of actual man-hours expended to complete the scheduled work compared to the number of man-hours scheduled)

REP-03* Percentage of man-hours charged to emergency work orders (i.e., a specific Work Order Priority – in DC Water’s case, the value is “5”) compared to all man-hours charged to work orders during the user-specified time period

REP-04* Percentage of man-hours charged to urgent work orders (i.e., a specific Work Order Priority – in DC Water’s case, the value is “4”) compared to all man-hours charged to work orders during the user-specified time period

REP-05* Percentage of man-hours charged to planned work orders (i.e., specific Work Order Priorities – in DC Water’s case, the values are “1”, “2” and “3”) compared to all man-hours charged to work orders during the user-specified time period

*All KPIs must be capable of being grouped by Maximo attributes such as Work Type, Commodity Group, Supervisor, etc. and rendered as such on trend graphs.

Software Compatibility Requirements

Software must be compatible with current versions and patch levels of Maximo and must be forward compatible with new versions of Maximo.

Product must be compatible with the latest versions of database systems from Oracle and SQL Server

The application Identity and Access control interfaces should support SSL certificates for verification

DC Water’s current Maximo system information/specs are as follows: Application Server:

- IBM WebSphere Application Server 8.5.5.3 Version:

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- IBM TPAE Integration Framework 7.6.0.3 Build 20160108-1912 DB Build V7603-21 - Tivoli’s process automation engine 7.6.0.3 –IFIX20170613-1349 Build 20160113-

2204 DB Build V7603-151 HFDB build HF7603-10 - TPAE OSLC Object Structure 7.6.0.0 Build 20160112_031200-0600 DB Build

V7600-01 - IBM Maximo Spatial Asset Management 7.5.0.1-20170420-1339 Build 20120714-

2208 DB Build V7501-13 HFDB Build HF7501-07 - IBM Maximo Asset Management 7.6.0.3 Build 20160113 DB Build V7603-01

Server OS: - Windows Server 2012 6.2

Server DB - Oracle 11.2 (Oracle Database 11g Enterprise edition release 11.2.0.4.0 – 64bit

Production with the partitioning, Real Application Clusters, Automatic Storage Management, OLAP. Data Mining and Real Application Testing options)

Maximo Interface Requirements

Include details regarding methodology used to extract data from Maximo to the Scheduling Solution and subsequently the methodology used to update Maximo with changes from the Scheduling Solution.

Req. # Maximo Interface Requirement

MI-01 The Scheduler must allow a user to update in batch selected Maximo work orders with information such as Scheduled Start Date, labor assignments, etc.

MI-02 The Scheduler must allow a user to change the status of selected Maximo work orders individually or in batch

MI-03 The Scheduler must allow a user to initiate Maximo Workflow for selected work orders individually or in batch

MI-04

The Scheduler must allow a user to update certain native Maximo work order fields in batch. For example, a user must be able to update the Supervisor field of selected work orders in batch in cases such as when a supervisor retires or changes area of responsibility

User Interfaces The user interface should have a simple mechanism for logging-in.

Interfaces To/From Other Systems The application shall interface with Maximo for work order and resource data

Miscellaneous/Other Requirements

Req. # Miscellaneous/Other Requirement Comments

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MO-001** Functionality to advance a WO that is in Maximo Workflow

Workflow can be initiated if the WO is out of Workflow but not advanced if the WO is already in Workflow. It is understood that the commercial scheduling solutions currently available that integrate with Maximo do not have the capability to advance a WO that is in Workflow. A solution will need to be developed for this that will require mostly configuration on the core Maximo side. Should your firm have any suggestion, ideas, and/or experience with this, please provide.

MO-002 Maximo Expertise Your firm must have extensive experience with both the Maximo EAM and interfacing with the Maximo EAM

MO-003 Existing Solution Your firm must have an existing solution that will not be in a beta implementation status

** Note this is a non-binding/optional requirement that is included for discussion purposes. 2. Scheduling Solution Proposal and Cost Provide a proposal of your scheduling solution that meets or exceeds DC Water’s requirements and objectives outlined above. The proposal should include solution overview, requirements compliance, and pricing. Additionally, pricing should be provided on a line-item basis based on the deliverables schedule. Licensing / Subscription and Maintenance Fees Provide a quote for years 1 through 5 to include licensing and support/maintenance fees. Also explain whether the price is based on named users or concurrent users. Further, explain the basis for the model and price. If pricing is based on tiers of users, the specifics and prices of the licensing tiers must be provided. Pricing structure should allow for expansion of the overall user base incrementally over time. If licensing discounts are available, provide details regarding these scenarios. Finally, provide costing for additional users, (beyond the baseline detailed below). As a baseline, the pricing quotes should be itemized and based on the following criteria as applicable:

20 Full Scheduler Licenses 3 Read-Only Scheduler Licenses 20 Full Calendar Licenses 3 Read-Only Calendar Licenses License for Report Development Tool (if applicable)

Miscellaneous Costs and Fees

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Quotes for proposal should include costs for any ancillary hardware, software and/or product installation services not specifically detailed in this document. The successful vendor must provide a fully functioning product and solution. Demo Version Access If available, provide access to a demo version of your solution. 3. Professional Services Proposal

Provide a proposal outlining a detailed approach on how your firm can assist DC Water in implementing, configuring and effecting the changes that will allow DC Water to effectively implement and utilize the system to meet its objectives. The proposal should include pricing information for projected services. Scope of Service should include the following:

Implementation and Configuration

A detailed project plan broken into specific steps or phases on how you plan to implement, configure and roll-out the software. The plan should include estimated durations and should include activities needed to confirm detailed requirements from DC Water allowing time to make adjustments to the plan.

A proposed system architecture that accounts for all the features listed. This architecture should strike an acceptable balance between providing sufficient technical detail and comprehensibility to facilitate informed decision making by DC Water if there is a need to make changes.

A detailed design that documents all of the required set-ups and configurations, configured functionalities, integration points, screens, reports, etc. that are requested by DC Water and/or suggested/recommended by your firm.

Details regarding any middleware required or recommended by your firm along with any associated hardware or VM Requirements. If additional VM is required for the installation, indicate minimum as well as recommended specifications.

Implementation and configuration of a production environment and one or more development/test environments.

Quality assurance and testing on all environments to ensure all configurations are working and that the features requested are working as expected.

Training and Roll-out Services

Training based on roles that DC Water plans to use. Training will be formal but can be in-person or virtual (not self-paced), whichever is most cost effective, (up to 20 individuals).

Training for administration of solution and system, (up to 5 individuals) Support after the production environment goes live and extending to the end of the contract period.

This support is above and beyond the technical support and maintenance that comes with

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purchasing of licenses/subscription. This support is intended to address any issues that may arise once the system is live.

Your proposal must contain the complete work details with at least the following contents:

• Business Objectives in your words • Scope of Service in your words • Detailed milestones/work breakdown (in the sequence of events). For each

milestone/work breakdown, show: Detailed descriptions of all activities that your firm will perform Duration (in days or weeks as applicable) Expected outcomes, any deliverables and acceptance criteria

• Detailed project plan (with Gantt chart) • Resource plan (name, titles, roles and responsibilities, etc.). Also show resources

associated with each milestone/work breakdown and their work locations. • Fee proposal:

Clearly state the contract type (i.e. Time and Materials, Fixed Cost, Not-To-Exceed). For the Time and Materials type, you must show the total estimated cost. You may propose more than 1 contract type.

Prefer to see the breakdown of fee by each milestone/work breakdown. Show the level of effort by each resource type: hourly rate, total hours. Show estimated travel expenses on a separate line and include this in the total. Show the total cost on the last line. Show proposed billing schedule: for example monthly or by milestones or

deliverables. Show billing amount for each billing schedule (i.e. monthly fee or amount to be billed by each milestone or deliverable)

• DC Water responsibilities • Assumptions used in your proposal • Any special terms and conditions • Attach everyone’s resumes (for proposed implementation team).

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