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7380 - TECHNICAL SPECIFICATIONS - DEC CMMSRFP 7380 Page 1 of 3 RFP 7380 Technical Specifications Supply of Denton Energy Center (DEC) Computerized Maintenance Management System A. PURPOSE The City of Denton is providing information that will allow prospective suppliers to prepare submissions to supply the Denton Energy Center with a Computerized Maintenance Management System. The product will be implemented at the Denton Energy Center, which is located at 8161 Jim Christal Road, Denton TX, 76207. B. SUBMISSIONS Submissions shall be provided using the City of Denton’s online bid system (dentontx.ionwave.net), with supporting documentation as required. It is the vendors responsibility to provide all the information and documentation requested. Additional information clarifying the supplier’s product may be attached to their submission. Vendors are encouraged to provide additional information that will facilitate the evaluation process. Pricing shall include all costs of product delivery and implementation of a Computerized Maintenance Management System (CMMS) as specified in this specification. Any special fees, annual Costs, commissions, travel costs on site training and all freight for delivery to the Denton Energy Center must be included in the quoted price. Item pricing shall be mutually exclusive, thus the City of Denton reserves the right to choose the best valued item from different vendors. C. QUALITY CONTROL The manufacturer shall be responsible for the quality control of the implementation processes to assure that all requirements of these specifications are met. However, the City reserves the right to sample and test all products at time of delivery. D. WRITTEN WARRANTY and GUARANTEES Written guarantees shall include any limitations as to the computerized maintenance management system for failure or time limitations. The guarantee shall begin upon receipt of the accepted units, not on the date of manufacture. Guarantees shall indicate whether it is made on a full replacement basis or a prorated basis and if prorated then what are the terms. The Manufacturer/supplier guarantees that the products furnished under this specification are of virgin quality. All replacements by the manufacturer/supplier shall be free of charge F.O.B. at the same delivery point called for in the original order. The respondent must be an approved distributor by the manufacturer of these products, and is authorized to sell the products to the City of Denton. The respondent also guarantees that the City will be represented by the Manufacturer, should an issue arise, and that all manufacturer’s warranties will be in effect for the life of the contract. RFP 7380 Page 2 of 3 E. SPECIAL DELIVERY REQUIREMENTS Delivery of products and implementation shall take place between 8:00 AM - 4:00 PM Monday through Friday, excluding holidays at the Denton Energy Center, 8161 Jim Christal Road, Denton, TX 76207. F. TECHNICAL REQUIREMENTS The Denton Energy Center is looking for a Computerized Maintenance Management System that is available for all iOS (iPhone/iPad) and Android devices. The system shall have Wi-Fi and offline capability to never interrupt business function. The CMMS system should also have the following features: • Customizable Dashboards for each team/individual user • Custom branding - to have our logo in the software and on reports • Embedded Help Videos • All-inclusive support through phone and email • 24/7 access to the help center • User certification tracking • A dedicated Customer Service Manager to be our main point of contact. • Advanced PMs, including multi-asset WOs, Nested PMs, Calendar, Meter Reading, and Event Based PM’s • Ready to run reports, that can be sent automatically on a schedule, with the ability to customize or create your own reports from scratch. Reports should include asset cost tracking, labor tracking, asset downtime, work order status, inventory, metrics, etc. • Guest requests that can be made from anyone in the facility with both a desktop or mobile device. • Capable of 16 users at once. • Modifiable user roles by an administrator • An asset hierarchy with unlimited assets • Bill of material capability for asset and work order • Store & Bin location • Inventory Parts and supplies tracking (quantities, exact locations, costs, multiple suppliers, usage, etc.) • Internal and External Notifications • Calendar with filtering options • Asset tagging and scanning • Pass/Fail Inspection Tasks • Purchasing Requests • Automatic reorder list generation • Inventory Cycle Count (Blind) • Rotating Assets • Tool Crib • Export capability to standard format (excel, pdf, html, cvt, word, etc.) RFP 7380 Page 3 of 3 G. ACCEPTABLE MANUFACTURERS DME will accept submissions from the manufacturers of Computerized Maintenance Management Systems that are available for PC, iOS (iPhone/iPad) and Android devices with offline capability so it will work even when we don't have a Wi-Fi connection, so work is never interrupted. H. PRODUCT EVALUATION Manufacturer / Supplier is to submit product literature with bid. Top firms will be contacted for product presentations and system demos periods.