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COUNTY OF ALAMEDAADDENDUM No. 2

to

RFP No. 901342

for

Computerized Maintenance Management System

Specification Clarification/Modification and Recap of the Networking/Bidders ConferencesHeld on March 31 & April 1, 2015

This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP/Q Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

1401 Lakeside Drive, Suite 907 Oakland, CA 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp

County of Alameda, General Services Agency – Procurement & Support ServicesRFP No. 901342, Addendum No. 2

The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.

Page 6 of the RFP, Section D, Bidder Qualifications:

1. Bidder Minimum Qualifications

a. Bidder shall be regularly and continuously engaged in the business of providing CMMS solutions for at least three (3) years.

b. Bidder must be able to reference at least three (3) successful installation of the version of the product being proposed currently in production for a similarly sized client.

II. CALENDAR OF EVENTS

EVENT DATE/LOCATIONRequest Issued March 18, 2015 Written Questions Due by 5:00 p.m. on April 1, 2015 April 22, 2015 April 29, 2015Networking/Bidders Conference #1

(Online conference option enabled for remote participation)

March 31, 2015 @ 10:00 a.m. at: General Services AgencyConference Room 11071401 Lakeside Dr, 11th FloorOakland, CA 94612

OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog

Networking/Bidders Conference #2

April 1, 2015 @ 2:00 p.m. at: Public Works AgencyRoom 230951 Turner Court Hayward CA 94545

Networking/Bidders Conference #3

April 29th, 2015 @ 2:00 p.m. at: Public Works AgencyRoom 230951 Turner Court Hayward CA 94545

OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog

Addendum #1 Issued April 17, 2015Addendum #2 Issued April 9, 2015 April 22, 2015Addendum #3 Issued May 6, 2015

Exhibit A (REVISED) – RFP No. 901342Page 2

http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog







Response Due April 23, 2015 May 6, 2015 May 26, 2015 by 2:00 p.m. Evaluation Period April 23 – April 30, 2015 May 6 – May 20, 2015 May 26 – June 9,

2015Vendor Interviews May 12, 2015 June 4 – June 5, 2015 June 23, 2015Board Letter Recommending Award Issued

May 22, 2015 July 10, 2015 July 29, 2015

Board Consideration Award Date

July 21, 2015 August 6, 2015 August 25, 2015

Contract Start Date August 4, 215 August 20, 2015 September 9, 2015

Note: Award and start dates are approximate.

Page 11 of the RFP, Section G, Evaluation Criteria / Selection Committee:

F. References (See Exhibit A – Bid Response Packet) References will be evaluated against projects of similar scope, size, and specifications to this RFP. 10 Points

Page 9 of Exhibit A, Small Local Emerging Business (SLEB) Partnering Information Sheet:

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid implementation amount pricing in order to be considered for contract award.

RFP No. 901342, Addendum No. 2Page 3

http://acgov.org/auditor/sleb/overview.htm



Responses to Written Questions

Q1) Will bidders be automatically disqualified for not including the 20% SLEB partnering information on the bid proposal?

) Bidders that do not include the SLEB Partnering Information Sheet in their bid proposal or fulfill less than 20% of the SLEB subcontracting requirement without taking exception may be disqualified. Please see the Question & Answer No. 3 for more details on taking exceptions.

Q2) Is the SLEB subcontracting requirement categorized as 20% of the implementation services pricing or 20% of the ongoing licensing and maintenance pricing?

) If the winning bidder is not a SLEB, they will be required to subcontract 20% of implementation services amount. Please see the attached Exhibit A (Revised) – SLEB Partnering Information Sheet for more details.

Q3) Can vendors request the 20% SLEB requirement to be waived if they can only meet a portion of the 20% requirement?

) Bidders may only take exception to the entirety or a portion of the 20% SLEB subcontracting requirement. If a bidder cannot fulfill the SLEB subcontracting requirement, the bidder can take exception on the Exceptions, Clarifications, and Amendments page in Exhibit A (Revised) where it will be considered. A waiver may be granted for the exception if it is determined that the bidder has done their due diligence and has provided valid reasons as to why the SLEB subcontracting requirement cannot be met.

Q4) Can the County help bidders identify available local enterprises they could subcontract with?

) Yes, bidders can search for certified SLEBs using the link below: http://www.acgov.org/sleb_query_app/gsa/sleb/query/slebmenu.jsp

Q5) Can the County confirm that a company that fits the criteria of a local business and also fits the criteria of a small and local business is eligible for an additional 10% preference to be added to the bidder’s final score?

) If a bidder (prime contractor) is certified by the County as either a small and local or an emerging and local business, the County will provide a five percent (5%) bid preference, in addition to a 5% local bid preference for a total bid preference of ten percent (10%). Please see this link for more details on the SLEB Program: http://www.acgov.org/auditor/sleb/overview.htm

Q6) Does the County want its PeopleSoft data pushed or pulled into the cloud-based CMMS?) If the Cloud system needs to get data from Alameda County’s PeopleSoft instance, a push is

preferable. Ideally, the County would create a web service that the CMMS could consume. If this is not possible, the County can export the data needed to a flat file accessible through secure File Transfer Protocol (FTP).


http://www.acgov.org/auditor/sleb/overview.htm

http://www.acgov.org/sleb_query_app/gsa/sleb/query/slebmenu.jsp


Q7) Is the County willing to accept a Virtual Private Network (VPN) tunnel to the cloud which would communicate to the Enterprise Resource Planning (ERP) via a County-owned gateway or server? In essence, is the County willing to house the “adapter” for the interface?

) The County’s preference is to always integrate via web services. If the web service is inside the County firewall, the County would most likely provide a static IP address and authentication instructions. At the County’s discretion, the web service may be placed in the County’s demilitarized zone. Integration using flat files would go through secure FTP.

The County does not provide connectors, however it will create the web services based upon the PeopleSoft data that the CMMS needs. The County will provide the web services methods the CMMS would need in order to consume the data. This is customizable and configurable.

Q8) Does the County want to have a single integration for the CMMS solution or is there a need or want to have multiple accounts for different departments within the county?

) The County requires multiple accounts for different departments. General Services Agency (GSA)-Building Maintenance Department (BMD) has multiple divisions within the organization (examples: Building Maintenance, Space Allocation, and Janitorial). Each department receives and manages its own Work Orders. In addition, each department has its own separate layers of staff, managers, and supervisors. The roles for each respective group is different and access should be different for each.

Q9) Can the CMMS data cross to other departments within the County? ) Yes, in part. There is a need for different departments to share some of the same core

information (i.e. all departments will work on, manage, monitor, report on the same properties, addresses and spaces. However, different departments will need to use that information in different ways (i.e. Finance will view work from a financial perspective only, whereas Janitorial will not have a concern about the cost or amortizing the life of an appurtenance, but they will be concerned about when the property space/bathroom was cleaned). As a result, each GSA-BMD department will need a way to segregate or filter information that is most valuable to that particular department.

Q10) Will the integration with PeopleSoft come from inside the General Service Agency network to the cloud-based CMMS or will arrangements be made to allow the cloud-based software to act as PeopleSoft from outside?

) The County’s PeopleSoft instance lives within the County (not GSA’s) data center. As stated above, the vendor can integrate with the County’s PeopleSoft instance using web services via static IP address or using a flat file via secure FTP. Other integration methods will be evaluated on a case-by-case basis, reviewed by the County’s Information Technology Department, which has the final say in all PeopleSoft integration methodology approvals.



Q11) Will County IT personnel be responsible for handling the insertion of data received by the CMMS into the internal system as well as retrieval of data from the internal system for insertion to the CMMS?

) County preference is always to integrate via web services. If the web service is the County firewall, the County would most likely provide a static Internet Protocol address and authentication instructions. At County discretion, the web service may be placed in the County’s Demilitarized Zone. Integration using flat files would go through secure FTP, but these are automated processes; no IT personnel would ever touch data that goes into the CMMS. With regards to Data Migration from the current Work Order management system (MP2), the vendor would be responsible for migrating current data into the new CMMS. GSA-BMD staff will assist by directing the vendor to the source of data to be migrated, provide access to data and may provide an Excel spreadsheet with the data which vendor can then manipulate and line up with the new CMMS.

Q12) Does the County have an estimate on how many users will be using the CMMS?) The County is asking for licenses not to exceed 225.

Q13) Can the County provide a breakdown of the countywide shops/groups that will be utilizing the CMMS and how many users each shop/group consists of?

) GSA-BMD provides overall maintenance and operation through its broad departmental groups. Please follow this link for a better understanding of BMD http://www.acgov.org/gsa/departments/bmd/ )

Building Maintenance Department Shops Types of Staff

Projected Number of CMMS Users

AdministrationDeputy Director, Facilities Managers, Supervisors, Admin. Staff

21

East County Combined Shop

Plumbers, Electricians, Stationary Engineers, Building Equipment Maintenance Workers, Building Maintenance Laborers, Automated Guided Vehicle Technicians, Clerical Staff

40

South County Combined Shop Plumbers, Electricians, Stationary Engineers, Building Equipment Maintenance Workers,

21


http://www.acgov.org/gsa/departments/bmd/


Building Maintenance Laborers, Clerical Staff

North County - Oakland Combined Shop

Plumbers, Electricians, Stationary Engineers, Building Equipment Maintenance Workers, Building Maintenance Laborers, Clerical Staff

15

North County - Broadway Combined Shop

Plumbers, Electricians, Stationary Engineers, Building Equipment Maintenance Workers, Building Maintenance Laborers, Clerical Staff

21

North County - Carpenter, Paint, Locksmith Shop

Carpenters, Painters, Building Maintenance Workers, Building Maintenance Laborers, Locksmiths, Clerical Staff

21

South/ East County - Carpenter, Paint, Locksmith Shop

Carpenters, Painters, Building Maintenance Workers, Building Maintenance Laborers, Locksmiths, Clerical Staff

22

Grounds Department Gardeners 14

Electronics Division Communication Technicians 7

Janitorial Janitor Supervisors, Janitorial Leads 20

Technical Services Department Shops

Administration Deputy Director, Manager, Admin Staff 7

Property and Salvage Truck Drivers, Supply Clerks, Clerical Staff 16

TOTAL USERS 225

Q14) Does the amount of users only include direct users for the CMMS or does it include non-users who submit Work Orders?

) It would only include direct users with varying degrees of access (i.e. Some users can access the system and have authority to submit Work Orders on behalf of a tenant or other



requestor, some users can approve Work Orders, some can manipulate restricted data; a super user can access and manipulate and add data at any level).

Q15) Can the County provide a breakdown of the estimated amount of users and specify the type of access that needs to be provided for each type of user?

) 15 Super Users: super users can manipulate data, manipulate fields, assign users, they may also forward, reopen Work Orders or may change or bypass a work order requirement or approver and may change user access level. These users have primary control of the backend. They may also do everything listed below (Admin / Users).

10 Admin users: admin users can manipulate some data entered by other users and requesters. In addition, the Admin may customize reports. They may reject some Work Orders sent by requestors and they can send back Work Orders for clarification. The Admin will also have all of “User” rights (below).

200 Users: these users will receive, accept, and log time to Work Orders or a particular property or project. They can give and receive the status updates on work orders. They may directly request work orders services. Users may receive notifications on their request, may make updates to their requests, and may upload clarifying documents, videos, pictures to their request. They may also see reports pertaining to their requests. These users also include managers whose sole purpose is to approve a type of work order request (aka IDSO – which needs the requestor’s manager’s approval due to the work order having a billable cost associated with the work request). Only after requestor’s manager’s approval can the work order continue through the flow to be assigned and worked on.

Q16) Is the County determined to use Radio-Frequency Identification (RFID) as opposed to bar coding for asset tracking?

) The County has not made any determination on how to manage its future inventory tracking needs. The County at this time does not have a preference and would look to the vendor for guidance. However, any device which would be suggested must not be a proprietary device; it must be off-the-shelf.

Q17) If the County in the future decides to use RFID tags for asset tracking, is there a preference for scanning devices to be used?

) The County at this time does not have a preference and would look to the vendor for guidance. Any device which would be suggested must not be a proprietary device; it must be off the shelf and future proof (meaning a device which is expected to be widely available for the next 5 years) as opposed to a device which is being phased out of use in the next two to three years.

Q18) Does the County currently use RFID or bar coding to tag its assets?) No, the County does not currently use RFID or bar coding to tag its assets.



Q19) Can the County provide the types of CMMS it is currently using? ) The County is currently using MP2 Infor.

Q20) Can the County describe how Tririga is currently being used? ) Tririga is currently being used to assist in managing space planning, property AutoCAD

drawings and square footage.

Q21) Is Tririga being used within Alameda County’s Building Maintenance Department or is it being used within a different department?

) Yes, Tririga is being used with GSA-BMD. The Tririga system is currently being used strictly within the Real Property division. It is tracking only leased property at this time, as well as a general list of all properties owned and leased by the County. It is used to help manage and track square footage.

Q22) Is the County looking to leverage the solution to manage those leases or is it done by PeopleSoft?

) The County may have a future need to manage Real Property Leases. If your product provides a solution, it is encouraged that you provide documentation.

Q23) Is RFID or barcoding a requirement of RFP No. 901342? ) No, RFID or bar coding is not a primary requirement. Barcoding and tracking of assets are

listed as secondary requirements which are “desired” items that will not negatively impact a bidder’s overall score.

Q24) Is the County going to provide the vendor community a budget range for this contract?) No, the County will not provide a budget range. Cost is a weighted evaluation criteria in the

RFP. Please see page 11 of the RFP, Section G, Evaluation Criteria / Selection Committee, Item C., Cost for more details on how it will be evaluated.

Q25) Is RFP a formal or informal bid proposal?) RPF No. 901342 is a formal sealed bid process.

Q26) Will the County email the addendum to the participants of the bidders conference?) Yes, the addendum will be emailed to all bidder conference attendees and the vendor list.

Q27) What’s the date of the second bidders conference?) The second bidder conference was held on April 1, 2015 at Public Works Agency, Room 230,

951 Turner Ct, Hayward, CA 94545.

Q28) Will the second bidders conference use the same format of the first bidders conference?) Yes, the second bidders conference will use the same format as the first bidders conference,

however it will not have an online option via Adobe Connect.RFP No. 901342, Addendum No. 2

Page 9


Q29) Is page 12 of Exhibit A of RFP No. 901342, which is titled Exceptions, Clarifications, Amendments optional or does it need to be included in the bid proposal?

) Per the Required Documentation and Submittals checklist, the Exceptions, Clarifications, and Amendments page in Exhibit A is to be included in all bid proposals. If you do not have any exceptions, clarifications, or amendments you can indicate on that page that you do not have any.

Q30) Are bidders allowed to alter page 5 of Exhibit A of RFP. 901342 to better reflect the real quantity of licenses that will be offered under the bidders’ pricing structure?

) No, alterations or changes of any kind to the bid form are not permitted. Bid responses that do not comply may be subject to disqualification. Use the Exceptions, Clarifications, and Amendments page in Exhibit A to explain your pricing structure if needed.

Q31) Can bidders submit additional current references in lieu of former references? ) No, additional current references cannot be substituted for lack of former references. If you

do not have enough former references, please explain in the Exceptions, Clarifications, and Amendments page.

Q32) Can the County confirm that AutoCAD drawings are available for all facilities owned and leased by the County to work with the Space Plan/ Floor Plan Module?

) Yes, the Tririga system “currently” retains up to date AutoCAD as well as PDF drawings of all County buildings.

Q33) Are the AutoCAD drawings that are available for all facilities owned and leased by the County polylined?

) Yes, all of the AutoCAD drawings appear to be polyline.

Q34) Is the County interested in optional pricing for AutoCAD drawings that are not available for facilities owned and leased by the County?

) Yes, the County is interested in optional pricing for AutoCAD drawings that are not available for facilities owned and leased by the County. The pricing should be separate from the current primary requirements and should be easily distinguished from the primary requirements and RFP needs. That pricing should be submitted under the Exceptions, Clarifications, and Amendments page in Exhibit A.

Q35) Can the County provide the definition of the acronym “IDSO” which was used in Exhibit D?

) IDSO stands for Interdepartmental Service Order.

Q36) To what degree is LA Consulting going to assist the County with the process of selecting and implementing the Maintenance Management System?



) LA Consulting has no involvement with this RFP or project.

Q37) Should bidders submit hard copies of the bid response or should they submit their bid response electronically?

) Hard copies of the bid proposal will not be accepted. Bidders are to submit their bid in electronic format. The electronic bid response should be a single file PDF (OCR preferred); it must be on disk or USB flash drive and enclosed in a sealed package (a sealed envelope will suffice). All signatures must be present in the electronic bid response (e.g., bidders may want to sign any pages that require signature, scan them, and make them part of the electronic file).

Q38) Should bidders email the bid proposal to Procurement & Contracts Specialist, Jeremy Leung?

) No, emailed bids will not be accepted. Please see previous answer on how to submit your bid.

Q39) Can the County extend the response due date for RFP No. 901342 to April 30th 2015?) No, the County cannot extend the bid response due date. The bid response due date will be

ten (10) business days after the final addendum containing Q&A following the third bidder’s conference.

Q40) Can the County provide a two week extension for bidders to submit a response to RFP No. 901342?

) No, the County cannot extend the bid response due date. The bid response due date will ten (10) business days after the final addendum containing Q&A following the third bidder’s conference.




EXHIBIT A (REVISED)BID RESPONSE PACKET

RFP No. 901342 – Computerized Maintenance Management System

To: The County of Alameda

From: (Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP.

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE


BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFP, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901342 – Computerized Maintenance Management System.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy [http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010 [http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program[http://acgov.org/auditor/sleb/overview.htm]

First Source [http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System [http://acgov.org/auditor/sleb/elation.htm]

General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information [http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]


http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm

http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm

http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://acgov.org/auditor/sleb/elation.htm

http://www.acgov.org/gsa/departments/purchasing/policy/compliance.htm

http://acgov.org/auditor/sleb/sourceprogram.htm

http://www.acgov.org/gsa/departments/purchasing/policy/first.htm


http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; OR

Bidder is a certified SLEB and is requesting 10% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.


Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information:

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

SIGNATURE:

Name and Title of Signer:

Dated this day of 20


BID FORM (REVISED)

COST SHALL BE SUBMITTED ON EXHIBIT A AS IS. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply will be subject to rejection in total. The cost quoted shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Description(A)

UOM(B)

YEAR 1 YEAR 2 YEAR 3Three-Year Sub-Total

(E + H + K)Estimated Quantity

(C)

Unit Cost

(D)

Extended Cost(E)

Estimated Quantity

(F)

Unit Cost

(G)

Extended Cost(H)

Estimated Quantity

(I)

Unit Cost

(J)

Extended Cost(K)

Proposed System (Primary

Requirements)*LOT 1 $ $ $

Migration(estimated 6 GB of

data)LOT 1 $ $ $

Implementation LOT 1 $ $ $

Maintenance LOT 1 $ $ 1 $ $ 1 $ $ $

Licensing(estimated 225 users) LOT 1 $ $ 1 $ $ 1 $ $ $

Year 1 Sub-Total $ Year 1 Sub-Total $ Year 1 Sub-Total $

THREE-YEAR TOTAL $ *If meeting a Secondary Requirement has additional costs list the cost in the comments field for the Secondary Requirement.


INFORMATIONAL COST SHEET

Use this informational cost sheet to list any optional feature that you would like to offer that is not a Primary or Secondary Requirement in Exhibit D – System Requirements Response Grid (REVISED). Leave this sheet blank if you are not offering any optional features.

Please note that the awarded Bidder will be expected to provide the goods and services listed below at the costs quoted during the contract term. These quotations will not be used in the evaluation of cost. Bidder agrees that the prices quoted are the maximum they will charge during the term of any contract awarded as a result of this RFP.

Optional Feature & Description Cost

$

$

$

$

$

$

$

$

$


REQUIRED DOCUMENTATION AND SUBMITTALS (REVISED)

All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal/quotation and their corresponding page numbers.

2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet.

(a) Bidder Information and Acceptance:

(1) Every Bidder must select one choice under Item 10 of page 3 of Exhibit A and must fill out, submit a signed page 4 of Exhibit A.

(b) SLEB Partnering Information Sheet:

(1) Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 9 of Exhibit A) indicating their SLEB certification status. If bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c) Bid Form (Revised)

(d) Informational Cost Sheet

(e) References:

(1) Bidders must use the templates on pages 10 - 11 of this Exhibit A – Bid Response Packet to provide references.


(2) Bidders are to provide a list of three current and three former clients. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions. Bidders must verify the contact information for all references provided

is current and valid. Bidders are strongly encouraged to notify all references that the

County may be contacting them to obtain a reference.(3) The County may contact some or all of the references provided in order to

determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(f) Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and shall be submitted with your bid response using the template on page 12 of this Exhibit A – Bid Response Packet.

(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:

(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;

(b) The role that the person will play in connection with the RFP;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.

5. Description of the Proposed System: Bid response shall include a description of the proposed system, as it will be finally configured during the term of the contract. The description shall specify how the proposed system will meet or exceed the requirements of the County and shall explain any advantages that this proposed system would have over other possible systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the RFP. Finally, the description shall describe all product warranties provided by Bidder.


6. Implementation Plan and Schedule: The bid response shall include an implementation plan and schedule. In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final system and services.

7. Exhibit D – System Requirements Response Grid (Revised)

(a) Bidders must include, in Excel, a completed Exhibit D - System Requirements Response Grid as part of their bid response. The Excel file should be included with the electronic copy of the bid response.


SMALL LOCAL EMERGING BUSINESS (SLEB)PARTNERING INFORMATION SHEET

RFP No. 901342 - Computerized Maintenance Management System

In order to meet the Small Local Emerging Business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid implementation amount pricing in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB Subcontractor Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________

Street Address: _____________________________________________City_____________State______ Zip Code______

Bidder Signature: Date:


http://www.elationsys.com/elationsys/



CURRENT REFERENCES


Bidder Name:

Company Name: Contact Person: Address: Telephone Number: City, State, Zip: E-mail Address: Services Provided / Date(s) of Service:




FORMER REFERENCES


Bidder Name:





EXAMPLE

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS


Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFP Error: Referencesource not foundand associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: DescriptionPage No. Section Item No.

p. 23D 1.c. Vendor takes exception to…

*Print additional pages as necessary



The following participants attended the Bidders’ Conferences:

Company Name / Address Representative Contact Information

ECIFM Solutions Ann Marie Welch

Phone: 925-830-1925E-Mail: [email protected] Contractor: YesSubcontractor: Certified SLEB:

Plantlog Corp Jim Duffy


Accela John Sasson


Mass Group Marianna Abib


Starboard Helen Dawson


Accruent Philip Stewart


PSD Software Kelly Ball


CitiTech Brian McKier




Company Name / Address Representative Contact Information

AssetOptic Mike Edwards



EXHIBIT CVENDOR LIST

RFP No. 901342 – Computerized Maintenance Management System

Below is the Vendor Bid List for this project consisting of vendors who have been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

This RFP Addendum is being issued to all vendors on the Vendor Bid List; the following revised vendor list includes contact information for each vendor attendee at the Networking/Bidders Conferences.

RFP No. 901342 - Computerized Maintenance Management SystemBusiness Name Contact Name Contact

Phone Address City State Email

4site

1-800-596-3437/1-807-623-2310

9360 Teddy Lane, Suite 202 Lone Tree CO [email protected]

Accela, Inc. John Sasson 650-219-80962653 Camino Ramon San Ramon CA [email protected]

Accruent Philip Stuart 409-225- 4323

10801-2 North Mopac Expy, Ste. 400 Austin TX [email protected]

AEF Systems Consulting,Inc. Annette E Feliciani 714-974-4377

8502 East Chapman Avenue, #376 Orange CA [email protected]

Assetworks Inc Lynn Sons 610-687-9202

998 Old Eagle School Rd Suite 1215 Wayne PA [email protected]

Atkins North America 1 800 477 7275

3570 carmel Mountain Road Suite 300 San Diego CA [email protected]

Bizframe Technologies Pvt. Ltd Anupam Singh

+91.80.41570840

57/1,Devarabisanahalli MainRoad Bangalore India [email protected]

C&S Engineers, Inc. MICHAEL HOTALING 619-296-9373

2020 camino del Rio N.,Suite 1000 San Diego CA [email protected]

CarousalIndustries Christopher Burke 858-200-32145764 Pacific Center Blvd. San Diego CA [email protected]

Chevin Fleet Solutions Ron Katz 781-793-0788 43 Orchard Hill Dr Sharon MA [email protected] Systems, Inc. Brian McKiernan 605-389-8939 P.O. Box 7626 Rapid City SD [email protected]

Coherent 800-395-4895145 Fleet St., Ste. 304

National Harbor MD [email protected]

comma CMMS

Parafernalia Lda. Av. Olimpica no. 568 Edif. Industrial Va Nam, 3E Taipa Macau SAR [email protected]

CompuCom Systems, Inc Jennifer White 480-297-8016 7171 Forest Lane Dallas TX [email protected]

Computer Masters Inc Gerry Serrano 858-444-29576185 Cornerstone Crt, Suite 103 San Diego CA [email protected]

Corrigo Pat Schreck (503) 218-4239 8245 SW Tualatin Tualatin OR [email protected]

Exhibit C – RFP No. 901342Page 1

mailto:[email protected]

http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm

Sherwood Rd.

Creative Mad Systems, Inc Debbie Briley714-259-9000 ext. 650 733 N Main Street Orange CA [email protected]

Denovo Ventures, LLC Chuck Haggis 619-204-96443003 First Avenue Suite 1 San Diego CA [email protected]

Derek Consultlng Group Inc Fedor Derek 215-497-9830 43 Sibelius Rd Newtown PA [email protected]

Douglas Henstridge Douglas Henstridge 951-529-441320886 Oakdale Lane Riverside CA [email protected]

EAM-CMMS 20-2-22688-7755

PO Box 126 Heliopolis Cairo Egypt [email protected]

e-Builder Todd Procaccini 954-556-67111800 NW 69th Avenue Plantation FL [email protected]

eCIFM Solutions, Inc Ann Marie Welch (925) 830-19253160 Crow Canyon Road, Suite 240 San Ramon CA [email protected]

Electronic Data, Inc. 727-299-9304780 Carillon Pkwy, Suite 100

St. Petersburg FL [email protected]

eMaint (239) 494-8928, press 1

21105 Design Parc Ln, Ste. 101 Estero FL [email protected]

ePAC 888-336-3722 x 13

42 Ladd St, Suite 316

East Greenwich RI [email protected]

erepublic Fred McKee 916-932-1453100 Blue Ravine Rd Folsom CA [email protected]

eWorkOrders Jeff Roscher 888-333-4617 [email protected] Management Solutions, LLC Nick Pisanelli 617-828-2367

250 W. Court Street Suite 150 Cincinnati OH [email protected]

Facility Management Planners,Inc Christopher Parra 619-398-89633515 Hancock Street, Suite 275 San Diego CA [email protected]

FacilityDude Daniel McCauley 866-455-383311000 Regency Parkway, Ste. 110 Cary NC [email protected]

Giibert Agundez Concrete Albert Ortiz 619-434-21582024 Granite Hills Drive El Cajon CA [email protected]

HippoFM CMMS Software 866.956.2859 [email protected]

IMMERSIVx, Inc. Daniel Stonecipher 603-228-4863 ext. 103 27 Locke Road Concord NH [email protected]

INTERAL 877-468-3725

2327 Boulevard du Versant Nord, # 215 Quebec Qc [email protected]

ISES Corporation James Harper 770-674-31072165 West Park Ct. Suite N Stone Mt. GA [email protected]

Knovltas LLC Amit Tiwari 713-370-1426 4422 Tessie Ct Sugar Land TX amit@knovitas. com

KnowledgeCentrlxRichard Richison 714-986-5231

16275 Laguna Canyon Road, Ste. 290 Irvine CA

[email protected]

lnterloc Solutions Nancy Palmer 916-817-4590340 Palladio Parkway, Suite 526 Folsom CA [email protected]

Maintenance Assistant 1 (855) 884-5619

35 Golden Ave., Suite A-201 Toronto, ON

Canada [email protected]

Maintenance.io 1.678.7018311 [email protected]

MaintStar

(949) 458-7560 / (800) 255-5675

28 Hammond, Unit D Irvine CA [email protected]

ManufacturingAutmatlon & Software Systems Inc Victoria Lee 818-709-1255

21601 Devonshire Street Suite 108 Chatsworth CA vlee@massgroup. com

Maxpanda CMMS 1 844 855 205563 Albert Street, Winnipeg Manitoba

Canada [email protected]

MicroWest AMMS Software Systems, Inc.

10981 San Diego Mission Road, Suite #210 San Diego CA [email protected]

MPulse Preston Orr (800) 944-1796 55 Conger St Eugene OR [email protected] 562-437-3000 P.O. Box 3328 Long Beach CA [email protected]

NexusIS KEVIN ROSS 619-206-80836730 Flanders Drive, Suite 100 San Diego CA [email protected]

OnLINE FM,LLC Rick Martin 901-276-52009045 Forest Centre Drive, Suite 103 Germantown TN [email protected]


OnviaSource Management 206-373-9500

509 Olive Way, Suite 400 Seattle WA [email protected]

PlantLog Jim Duffy (415) 513-5192

5976 W. Las Positas Blvd, Suite 114 Pleasanton CA [email protected]

Prime Vendor Inc. Bid Clerk 800-746-95544622 Cedar Avenue Wilmington NC [email protected]

ProDIGIQ, Inc. ARPIT MALAVIYA 818-879-0035

26500 West Agoura Rd, Suite 102-796 Calabasas CA [email protected]

Protlvltl Scott Jones 213-327-1442400 South Hope Street, Suite 900 Los Angeles CA scott.jones@protiviti. com

PSD Software Kelly Ball 850-217-63403855 Shallowford Road Marietta GA [email protected]

Que Centre 1-888-697-2811 150 State St. Rochester NY [email protected]

Reliable Supply Inc Lovely Banquil 970-243-1929 PO Box 40444Grand Junction CO [email protected]

Robert Stephen Consulting, LLC Bob Stephen 925.824.31232010 Crow Canyon Place, Ste. 100 San Ramon CA [email protected]

Salesforce Cameron Kahn 650-653-4643 [email protected] Appllcatlonslntematlonal Corp. Damon Brady 858-826-9573

10260 Campus Pi. Drive San Diego CA [email protected]

ServerCare Inc. Lisa Head 858-592-650716885 Via del Campo Ct. #211 San Diego CA [email protected]

ServiceChannel Paul Wolf1-800-508-6695

18 E 16th St, 2nd Floor New York NY [email protected]

ServiceTecInternational,Inc. Dave Kelly 703-259-4000

12007 Sunrise Valley Drive, Suite 355 Reston VA [email protected]

SGC & Associates Sonia Cruz 619-400-2572 P.O. Box 82776 San Diego CA [email protected] Networking Computing US Edward Bauer 619-501-9740

3100 Cumberland Blvd Suite 200 Atlanta GA [email protected]

Solution Guidance Corporation 703-961-1602

4465 Brookfield Corporate Drive Suite 102 Chantilly VA [email protected]

SOMAX 1-800-673-0961

11175 Cicero Drive, Suite 100 Alpharetta GA [email protected]

StackFM 310.821.8707812 N. Sierra Bonita Av. #200 Los Angeles CA [email protected]

Starboard Consulting, LLC Helen Dawson (813)334-3071 15701 Mifflin Ct Tampa FL [email protected] Consulting, LLC Nestor Vinas 813-960-7260 2170 SR 434 Longwood FL [email protected] Maintenance Solutions David Lucas 207-331-2038 12 Estate Dr. Portland ME [email protected]

Systec lncBertha Barrera-Williams

800-474-7397 ext 163

2042 Corte Del Nogal Suite D Garlsbad CA [email protected]

Systems Maintenance Services,Inc. Bill Swansen 858-292-15424878 Ronson Court Suite G San Diego CA [email protected]

TabWare 864.679.3415 770 Pelham Road Greenville SC [email protected]

TMA Systems LLC Dave Whitney 918-858-66805100 E Skelly Dr, Suite 900 Tulsa OK [email protected]

VlstaTech, LLCAfsoon Alaghehband 858-776-1438

11650 Iberia Place, Suite 225 San Diego CA [email protected]

vlsual tech 455-455-2545 May Ave Salem CA [email protected]


mailto:[email protected]