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SAN JACINTO RIVER AUTHORITY

REQUEST FOR PROPOSAL

RFP #10-003 Computerized Maintenance Management System (CMMS) Due Date: May 28, 2010 2:00 PM (CST) San Jacinto River Authority (SJRA) 1577 Damsite Road Conroe, TX 77304

One of 10 major river authorities in Texas, the San Jacinto River Authority (SJRA) is an agency of the State of Texas created in 1937 by Special Acts of the Texas Legislature. Its purpose is to develop, conserve and protect water resources of the San Jacinto River Basin. The SJRA is responsible for a number of activities, which include municipal and industrial water supply, water quality management, wastewater treatment and water and soil conservation.

10iver au n Jacinto River Authority (SJRA) is Introduction


San Jacinto River Authority, hereinafter called SJRA is soliciting proposal(s) (RFPs) from firms qualified to provide a computerized maintenance management system (CMMS), which either works as a part of,or incorporates an Enterprise Asset Management system (EAM). Three (3) printed copies, plus (1) electronic version (submitted on CD) of the response package will be accepted until May 28, 2010 at 2:00 PM (CST) and should be addressed to : San Jacinto River Authority Purchasing Department Attn: Joan Finkes, C.P.M. RFP # 10-003 CMMS 1577 Damsite Road Conroe, TX 77304

Definitions, Terms and Conditions Definitions In order to clarify and simplify the language throughout this request for proposal, the following definitions shall apply: San Jacinto River Authority - Same as SJRA Firm The successful offeror of this request. RFP Request for Proposal Receipt of Proposals: The proposal(s) must be received by SJRA Purchasing Department prior to the time and date specified. Any proposal(s) submitted after the date and time specified, will be returned unopened. Questions and Inquiries Questions and inquiries about this request for proposal should be directed to Joan C. Finkes, C.P.M., Purchasing Manager, at (936) 873-5178 or jfinkes@sjra.net Questions should be submitted in writing and will not be accepted after five (5) days prior to the specified due date of the request for proposal. Government Agency: SJRA is a Governmental Agency not subject to Limited Sales and Use taxes under Chapter 20, Title 122A, Federal ID 746000561. Each firm shall be responsible for determining the applicable State of Texas regulations, taxes, permits, and licenses, and shall state in his proposal whether these item have been included in this proposal and the amount of the applicable tax, permit, or license. Reservations: SJRA reserves the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, in part of in its entirety, this Request for Proposal if in the best interest of SJRA. Terms and Conditions: SJRA will consider executing a reasonable software license agreement in connection with the services covered by this request for proposal. The provisions of any software license agreement are subject to negotiation and acceptance by SJRA. Any software license agreement submitted for consideration by SJRA shall be subject to the following conditions and limitations:
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1. The validity, interpretation, and performance of the agreement shall be governed by the law of the State of Texas. Venue of any lawsuit arising under the agreement shall lie exclusively in Montgomery County in the State of Texas. 2. The agreement shall not impose any obligation on SJRA to indemnify licensor.

3. The agreement shall provide for the protection of SJRA's confidential information, and licensor shall have an obligation to not disclose SJRA's confidential information to any other party. 4. The agreement shall provide that licensor shall not access SJRA's computer systems or modify software operating on SJRA's computer systems without providing notice to SJRA and obtaining SJRA's consent. The failure of a proposed software license agreement to conform to the conditions and limitations listed above shall, at the discretion of SJRA, be grounds for rejection of a response to this request for proposal. Reimbursements: There is no express or implied obligation for SJRA to reimburse responding firms for any expenses incurred in preparing Proposals in response to this Request for Proposal and SJRA will not reimburse the responding firms for these expenses, nor will SJRA pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services. Communication: SJRA shall not be responsible for any verbal communication between any employee of SJRA and any potential firm. Only written requirements and qualifications will be considered. Award of the Contract Award of the contract shall be made to the responsible offeror whose proposal is determined to be the best value and in the best interest of SJRA as determined by SJRA Project Managers evaluation of the submitted proposals(s), vendor demonstrations and site visit to locations where proposed software is being utilized.

General Information
The San Jacinto River Authority (SJRA) is one of 10 major river authorities in Texas and is an agency of the State of Texas created in 1937 by Special Acts of the Texas Legislature. Its purpose is to develop, conserve and protect water resources of the San Jacinto River Basin. The SJRA is responsible for a number of activities, which include municipal and industrial water supply, water quality management, wastewater treatment and water and soil conservation. SJRA is comprised currently of five divisions, which include General Services and Administration (located at the Conroe Dam Campus) Lake Conroe (located at the Conroe Dam Campus) Bear Branch (located near The Woodlands, Texas) Highlands (located at Highlands, Texas) The Woodlands (located at The Woodlands, Texas) NOTE: Future plans include another division, identified as GRP to be located at the Conroe Dam Campus site. In addition, SJRA is using Microsoft Great Plains accounting system. Currently, there is no centralized Computerized Maintenance Management System (CMMS) in place; however, The Woodlands Division currently utilizes MP2 CMMS.

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It is SJRAs intent to implement a Computerized Maintenance Management System (CMMS) and integrate it with the existing Microsoft Great Plains accounting software. The desired system will be capable of integration of all SJRA internal divisions and departments.

Scope of Work
Within this document, SJRA defines the requirements for a qualified firm to supply, install, configure, and subsequently support a centralized CMMS system, which either works as a part of, or otherwise incorporates an Enterprise Asset Management system (EAM).

Section 1. Concepts
I. General Concepts The following represents an outline of the business concepts: A. Total Asset Lifecycle 1. The conceptual model for lifecycle phases of physical asset includes: Identify Need Design Procure Construct Startup Operate-Maintain Modify/Improve Retire

B.

Total Asset Lifecycle Business Process Hierarchy 1. The hierarchical framework for the macro processes that support the Total Asset Lifecycle should contain: Maintain Assets Procure Materials and Services Warehouse Operations Accounts Payables and Receivables Track Labor

C. Asset Lifecycle Management 1. The Asset Lifecycle Plan should contain: Detailed work plan development Consideration of historical and external factors Long range asset strategy development O & M maintenance program definition Capital Program definition Work forecast Resource forecast (materials and labor)

D. Financial Flow and Approvals 1. The Financial Flow and Approval should contain:
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Stock inventory replenishment Material Identification Work Identification (Maintenance requirements) Work Planning and Scheduling Material Specification ( Including Equipment Tags) Insurance requirement verification Quote Purchase

NOTE: A rules-based workflow feature that is highly flexible is essential to allow a mixture of serial and parallel reviews and ad hoc side-routing. Audit trails and attached documentation must be incorporated in the workflow feature.

Section 2 - Functional Requirements


I. Maintain Assets

This list represents the concepts that are desired Maintain Assets macro process: A. B. C. D. E. F. Proactive Activity Preventive Maintenance Management Identification of Jobs Scheduling Performance Evaluation

A. Proactive Activity Process Objective: What is the proactive activity and what resources are needed? The most critical functional requirements for the Proactive Activity sub-process are: 1. Detailed Planning Craft Plan o Job Steps o Data Collection o Manning Level o Duration o Step Sequence o Cross-Craft Support Materials and Outside Services Plan o Stock Items o Direct Items o Outside Service Items o Quantity o Date Required Tools and Special Equipment Plan o Hand Tools o Special Tools o Test Equipment o Special Equipment Man lifts
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Cranes Welding Machines Tractors and Mowers

Information Plan o Technical Specifications o Drawings o Permits Confined Space Hot Work Lock-out, Tag-out Audiometric Safety Precautions Environmental Precautions Legal Requirements SJRA Policy Requirements

o o o o

Scheduling triggers: o Calendar-based o Asset Usage Monitoring o List Dates o Asset Condition Monitoring o Asset Performance Monitoring o Automatic launching of materials, services, and tools reservations upon creation of proactivity work orders

B. Preventive Maintenance Management Process Objective: Determine what work will be performed, how it will be organized and scheduled. The most critical functional requirements for the Preventive Maintenance Management sub-process are: 1. 2. 3. 4. 5. Standard Maintenance Scopes and Schedules Detailed planning of methods, parts, services, tools, and related information Work Plan library Maintenance Scope and Budget Management Automatic launching of materials, services, and tools reservations upon creation of maintenance work orders including: 6. 7. Integration of Maintenance Work Orders with scheduling software Selections and export of work orders, steps, planned resources, and job sequences. Scheduling of work order steps

Maintenance Scope Change Detailed Scope, Budget, and Actual Cost Reports

C. Identification of Jobs Process Objective: Determine the problem to be solved and its priority. The most critical functional requirements for the Identification of Jobs sub-process are:
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1. Corrective Work (Functional Failure) Work requests for corrective work identification Work request approval User-friendly asset hierarchy structure for locating assets for the purpose of work identification. Automatic alert for user that other active work requests and work orders exist for asset selected. Mechanism for creation of emergency work orders that uses an alternative approval workflow. Mechanism for creation of minor work orders that uses an alternative approval workflow. Mechanism for automatic prioritization of work requests and work orders based upon algorithms using asset criticality, work criticality, and asset condition.

2. Proactive Activities (No Functional Failure) Mechanism for reviewing Maintenance History that highlights: o o o o o o o o High Cost Assets and Asset components Work Orders Failure types Downtime of assets Repeat failures by failure type Environmental non-compliance Personal safety related problems

Asset Modification o o o Mechanism for initiating modification and tracking work Work request approval Mechanism for automatic prioritization of work requests and work orders based on algorithms, using such factors as asset criticality, work criticality, and asset condition.

D. Scheduling Process Objective: Determine the priority of the work and availability of resources. The most critical functional requirements for the Scheduling sub-process are: 1. Review of Work Order Backlog Planned routine corrective work orders Scheduled proactive work orders Planned modify/improve work orders

1. Material Availability Stock items Direct items Outside service items

2. Tools/Special Equipment Availability 3. Operational Requirements 4. Asset Availability 5. Inside Labor Availability
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6. Work Order Priority (based on Asset and Work Criticality) 7. Routine Work Scheduling including: Daily crew schedules Weekly crew schedules Materials/delivery/staging Lists

E.

Performance

Process Objective: Determine the most efficient and safest method of performing the work. The most critical functional requirements for the Performance sub-process are: 1. Approval Clearances 2. Detail Workplan provided for worker 3. Maintenance History Actual work performed Suggested revisions to plan Additional work recommended Inspection/condition data to be collected Actual costs Root cause defined 4. Operations sign off approval 5. Mechanism for handling emergency and minor work orders 6. Maintenance Department sign off approval

F.

Evaluation

Process Objective: Determine the effectiveness of the performance and define further improvements The most critical functional requirements for the Evaluation sub-process are: 1. Process Measures Revise plans Create new work orders Customer satisfaction Schedule attainment 2. Results Measures Division performance o Asset reliability o Maintenance costs o Forced downtime due to maintenance Safety Performance o Fatalities o Lost-time accidents o Doctor visits o First-aid cases Environmental Performance
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o o o o o

Hazmat performance Spill incidence Air performance Solid waste performance Water performance

II. Procure Materials and Services This list represents the concepts that are desired Procure Materials and Services macro process: A. B. C. D. E. F. Specification Quotation Requisition with approval stages Purchase Order process from requisitions Vendor management Procurement evaluation

The functional requirements for each of these sub-processes are discussed in the following sections. A. Specification Process Objective: Define what is needed. The most critical functional requirements for the Specification sub-process are: 1. Detail specification and alert capabilities, which identify materials and services needed. 2. Stock, Direct, and Service requisition approval. 3. Pricing request approval

B. Quote Process Objective: Obtain pricing for materials and services The most critical functional requirements for the Quote sub-process are: 1. Quotes should support pricing requests, purchase agreements, stock replenishment, direct materials, outside services. 2. Identification of prospective suppliers 3. Communication with suppliers by e-mail, fax, web, and hardcopy (ability to print Purchase Orders).

C.

Requisition with approval stages

Process Objective: Obtain fiscal authority, budget approval, and accounting codes for materials or services to be purchased. The most critical functional requirements for the Requisition with approval stages sub-process are:

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1. Requisition is created by department with fiscal approvals workflow, budget constraints, and account coding available.

D. Purchase Process Objective: Procure needed materials and services. The most critical functional requirements for the Purchase sub-process are: 1. Buyers workbench management of incoming price requests and requisitions. 2. Automatic linking of requisitions to existing pricing agreements 3. Sourcing support to supplier catalogs 4. Change order process

E. Vendor Management Process Objective: Define Vendor information The most critical functional requirements for the Vendor Management sub-process are: 1. Functionality to allow management of vendor qualification and information 2. Discrepancy measurement On time delivery Correct items Overages/shortages Service performance Dispute resolution 3. Vendor development

F. Evaluate Procurement Process Objective: Provide ability to determine Purchasing efficiency The most critical functional requirements for the Evaluate Procurement sub-process are: 1. Buyer productivity contracts value, contracts volume, PO volume, and PO value. 2. Emergency Procurements value and volume 3. Strategic Sourcing- Competitive bids, Blanket/Pricing agreements 4. Vendor Performance On-time delivery and correct items

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III. Warehouse Operations

The Warehouse Operations macro process consists of several sub-processes: A. B. C. D. E. F. Identify Material Issue/Return Physical Count Replenish Receive Evaluate Warehouse Operations

The functional requirements for each of these sub-processes are discussed in the following sections.

A. Identify Material The most critical functional requirements for the Identify Material sub-process are: 1. Request for New Item to be Identified Stock Direct Material Service

2. Functionality to evaluate duplication with item previously identified 3. 4. 5. Product Catalog which relates all detailed information and reference documents to identified items Item Identification Review and Approval Functionality to support Asset Bill of Material assignment Stock Bill of Material assignment Stock Where Used assignment Supplier Catalog assignment Manufacturer Catalog assignment Stocking Location assignment Stocking Level assignment

B.

Issue/Return

The most critical functional requirements for the Issue/Return sub-process are: 1. Functionality to select identified stock item for reservation and issuance Product Catalog lookup Asset Bill of material lookup Stock Bill of Material lookup Work Order History lookup Supplier Catalog lookup Manufacturer Catalog lookup

2. Reservation Protocols
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First Come/First Served Hard Reserve (within replenishment lead-time) Soft Reserve (outside replenishment lead-time) Reallocation to higher priority jobs Automatic shifting of parts due dates based upon work order rescheduling Alert for not available resulting in a backorder Functionality to support o Pick ticket (partial and complete) o Issue verification o Kit assembly o Staging o Delivery o Return to Stock Support for Mobile Computing

C. Physical Count The most critical functional requirements for the Physical Count sub-process are: 1. Selection of Items for Count Multi-item cycle count Single-item spot count ABC/XYZ Upon Activity 2. Count Sheet 3. Physical count 4. Recording of count 5. Discrepancy Investigation 6. Inventory Adjustment 7. Reporting

Items to be counted Items counted Inventory Discrepancies Financial Implications of Adjustments

8. Inventory Adjustment Review and Approval

D. Replenish The most critical functional requirements for the Replenish sub-process are: 1. Recommended Replenishment based upon

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Stocking Level Criteria Backorders Future Needs Replenishment Lead Time Risk Carrying Cost Ordering Cost Usage

2. Replenishment Recommendation Review Hold Reject/Modify

3. Stock Requisition Sourcing based upon: Preferred Vendor Alternate Vendor Purchase Agreement Lowest Recent Purchase Price

4. Stock Requisition Approval 5. Change Stocking Level Criteria Replenishment Forecasting

E. Receiving The most critical functional requirements for the Receive sub-process are: 1. Functionality for establishing requirements and alert for Receipt Inspection Pre-Receiving Inspection Post-Receiving Inspection

2. Functionality for Receiving 3. Functionality for Receipt Rejection Rejection Reason Bill of Lading Buyer Notification of Rejection

4. Stock Binning 5. Non-Stock Material Staging/Delivery 6. Receipt Notification to Requestor

F. Evaluate Warehouse Operations The most critical functional requirements for the Evaluate Warehouse Operations sub-process are: 1. Inventory Turnover
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Stock Issues Bin Value

2. Service Level Not-in-stock Tries Stock-out Rate

3. Inventory Investment Bin Value 4. Receiving Accuracy Invoice Matching Problems 5. Inventory Accuracy Physical Adjustments

Section 3 - Technical and General Enterprise Asset Management (EAM) Requirements


This section identifies the most critical technical and general requirements for an EAM program.

I. Maintain Assets
A. Server Hardware/Virtualization 1. 2. Primary Application/Database Server will be Intel or AMD based The application and database must be capable of being virtualized in either a Microsoft Hyper-V or VMware environment.

3. It is preferable for the reporting options to be based on a second Intel/AMD server or Virtual Machine with the same requirements as above.

B. Operating System 1. The application and database server must operate in a Microsoft Windows Server Enterprise 2008 R27 environment. The application must be web based and must be assessable from any network PC with a web browser Installed. The reporting server must operate in a Microsoft Windows Server Enterprise 2008 R27 environment. Veritas backup software must useable for full system, database, and reporting backups.

2.

3. 4.

C. Network 1. 2. The EAM software along with the database and reporting software must communicate on a switched 1000 Base T network. Communication between servers will have 1000 Base T capability

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1.

D. Database All systems must utilize an Microsoft SQL database

E. System Documentation 1. Full documentation for all systems must be provided on CD ROM media as well as paper.

F. Integration 1. The EAM system must be fully integra with Microsoft Great Plains financial software that utilizes a Microsoft SQL database. This should be accomplished by the following means, listed in order of preference: A turnkey product completed in Dexterity that becomes part of the Dynamics GP core. A separate application that directly interfaces with the Dynamics GP database using the Visual Studio Tools and programmed in either C# of VB, in this case the source code MUST be supplied to SJRA. A separate application that utilizes eConnect with stored procedures and/or eConnect .NET Assembly, in this case the source code MUST be supplied to SJRA. Modifier with VBA is the least desired methodology and the source code MUST be supplied to SJRA. Under NO circumstances will an application using extender be considered.

2. The EAM software and associated database must allow 2 way data flow between other SQL based products. 3. Integration with other systems such as: OSI Soft PI, predictive inspections tools (vibration, infrared, ultrasonic, lubrication, etc.), other similar systems.

G. Document Management 1. The EAM system must support the following document management functions: Assets Work Orders Material Items Requisitions Purchase Orders Receiving Notices Vendor Invoices 2. The EAM system must integrate with document management software in use, which is a product from sFile built on SharePoint. H. GIS/GPS

1. The EAM system should integrate with current GIS software in use, which is ESRI ArcGis Desktop, v.9.3 2. The EAM system must support the following GIS/GPS requirements. Assets Water Wastewater

I.

Bar-coding/ (Radio Frequency Inventory) RFI

Bar-coding capabilities are of interest to support the following functions: 1. Warehouse Operations Stock Issue/Return o Stock Item o Bin
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o o o

Stock Pick Ticket Work Order Requestors Name Badge

2. Stock Item Physical inventory Stock Item Bin Stock Pick Ticket Work Order Counters Name Badge 3. Tool room Tools Issue/Return o Tool o Bin o Tool Pick Ticket o Work Order o Requestors Name Badge Tool Physical lnventory o Tool o Bin o Stock Pick Ticket o Work Order o Counters Name Badge 4. Assets 5. Work Order

J.

Mobile Computing

Operating System is Microsoft Windows Mobile. Synchronization software is Microsoft ActiveSync. 1. Mobile Computing should be available to support the following business processes: Stock Issue Request Stores Issues/Returns Stores Physical Inventory Tools Issue/Return Tools Physical Inventory Work Order o Job Plan Review Steps Parts Notes o Work History Note Entry o Data Collection o Time Entry o Status change

K..

Integrated Workflow

1. Integrated Workflow must be provided that can provide approval of the following business processes: Work Request Approval Work Order Approval Stock Requisition Approval Direct Material Requisition Approval
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Service Requisition Approval Risk Management Approval Pricing Request Approval Quote Approval Purchase Agreement Purchase Order Approval Change Order New Item Review and Approval Physical Count Adjustment Review and Approval 2. Integrated Workflow must also provide the following capabilities: Rules-based routings that can be pre-established based upon any combination of the following criteria: o Fiscal authority levels o Organizational reporting lines o Technical review required o Safety review required o Environmental review required o Financial review required o Legal review required o SJRA policy review required Both serial and parallel reviews should be available Routing should be able to be configured as serial, parallel, or a combination. Routings should allow ad-hoc side routings to be created during the review process by the reviewer, if needed. Full audit trail should be created, be visible during the active routing, and retained for history. Multiple documents should be able to be attached, viewed, and amended during the routing. Notification of originator and approvers of changes, approval, and/or disapproval.

L.

Reporting

1. Reporting will be considered to include: Standard Reports ad-hoc Reports Alerts 2. Reporting technology should include: Online reports Hardcopy reports Email alerts Digital dashboard Cube analytical analysis Access to disparate system information through data views Data Warehousing where needed 3. Reporting functionality should include: User-selectable parameters at report run-time Report scheduling Storage of report results for later viewing Storage of report parameters for later execution of favorite reports Security administration to allow users access to appropriate reports based upon user group profiles

End of RFQ 10-003

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