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7817 - Scope of Work   Denton Municipal Electric                      Statement of Work (SOW)          Enterprise Asset Management System (EAMS)/        Computerized Maintenance Management System (CMMS)        Workflow Management System              ArcFM Designer XI                                SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 1. Statement of work 1.1 Summary Objective Denton Municipal Electric (DME) is a fully integrated electric utility and is requesting proposals from qualified vendors offering software solutions that include functionality and features to meet DME’s requirements for an Enterprise Asset Management/Computerized Maintenance Management System (EAM)/(CMMS) solution. In addition, DME is looking to select vendors and contractors/integrators to provide the associated professional services to complete implementation. DME is interested in a solution that provides all the functionality identified below. As part of this RFP, DME is also looking for a potential vendor/contractor to implement Schneider Electrics' (SE) ArcFM Designer XI. Detailed functional requirements are provided in the Scope of Work (SOW) checklist. Vendor does not have to submit for both ArcFM Designer XI and WMS EAMS Systems to be considered for award. In addition to the software functionality, DME seeks proposers to provide professional services to ensure a successful implementation. DME would like to have biweekly reports on the status of the implementation/integration of this project. The professional services should include the following:  Project Management  Software Installation  Workflow Process Review and Redesign  User Acceptance Testing  Application Software Training  Documentation  Report Writing  Software Maintenance and Support This RFP process seeks to provide the best overall package for DME system-wide. DME is interested in evaluating both on-premises and cloud-based solutions. The total cost of ownership will not be the only factor in the determination. Other factors that may contribute to the selection process include but are not limited to:  Project approach and understanding of DME's objectives and requirements  Vendor's implementation timeframe, methodology and successes  Vendors installed base and experience with customers similar to DME  Feedback from customer references  Ability to meet the DME's requirements (software functionality, usability, performance, flexibility, integration, and technology.)  Maintenance and support, and the overall value of the proposal 2. Minimum Requirements SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 2.1 Must have five (5) years of experience in supporting an Enterprise Asset Management system. 2.2 References from a minimum of three similar-sized municipalities or electric companies, preferably in Texas. 2.3 Require vendor to have technical support and must respond within 24 hours. 2.4 Vendor's proposed software solutions shall have been deployed in the field/industry for at least five (5) years. 2.5 Must be able to integrate the following into the system or have modules that are equal to or comparable. Vendors with a solution with minimal non-native API's will be preferred. Current systems/ applications include:  ArcFM Designer XI  Kronos  JD Edwards  Esri ArcGIS  Smartsheets  Outage Management System (OMS)  Data Warehouse  Customer Facing Interfaces (developer/builder portal)  Harris NorthStar  Clevest  Central Square Community Development  OSI -Substation/Distribution Scada  OSI ADMS 3. Requirements From IT 3.1 Technical Evaluation This evaluation area will be performed by technical experts independently from the functional criteria used by the end-users for their evaluation. In essence, this area is a primary evaluation criterion used when judging whether the package will fit into the City of Denton technical environment. 3.2 Proposed Solution The vendor will need to provide the name and version of all software(s) included in the proposed solution. In addition, the system should support the Microsoft SQL Server database platform if hosted on-premises. The system should support MS Windows operating system if hosted on-premises on prem. In addition, the system should need to support well-known web servers and corresponding web services. 3.3 Development History The vendor will need to provide the year of development of the current version of the proposed software and the future version release schedule. In addition, the Vendor shall provide information on the programming languages used in the development of the proposed application. Finally, the vendor will need to provide if the proposed solution is ported from another environment; and if so, how many major releases prior was the port implemented? SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 3.4 Code/Application Logic Accessibility The vendor shall provide the source code to DME/COD upon completion of the project. The application should utilize windows services for background automation if applicable and does not apply to cloud-based solution. 3.5 Documentation The vendor will need to let DME know the documentation provided and its format. In addition, error messages provided by the application should be understandable enough to troubleshoot issues. 3.6 Proactive Management and Alerting The proposed solution should include an automated processes scheduler, allowing staff to monitor and or reset critical automation processes. The proposed solution should consist of a system health functionality that will enable staff to see and be notified of system health. The application must provide a performance statistics feature to allow administrators to quickly identify developing storage/performance issues and provide pre-created reports that can be used for future expansion 3.7 Scalability and Capacity The proposed solution will require capabilities to connect to different database platforms for integration purposes, including but not limited to: Oracle Microsoft SQL Server The proposed solution will require a web API with SOAP and REST capabilities. In addition, the proposed solution should include capabilities to store files in network folders or cloud locations. 3.8 Client software The system should support a browser-based user interface; Microsoft Internet Explorer Edge, Google Chrome and Mozilla Firefox browsers are preferred. Client/Server proposed solution should provide x64 Windows-based clients. The solution should not use ActiveX Controls or plugins, i.e., Silverlight. The browsers and versions that are supported should be current. 3.9 Online Help system The proposed solution should provide an interactive help system for client access. The preferred solution should have interactive training made available by the Vendor, including an online learning management system for self-serve training, and or online virtual training. 3.10 Security The solution should have Active Directory (AD) integration capabilities; Support for Azure AD would be preferred if hosted on-premises. In addition, the proposed solution should have the ability to use groups or roles in managing security within the application. CRUD (Create, Read, Update, Delete) should have rights be given to users or groups within the application via an administrative interface. Furthermore, the proposed solution should control critical system processes (batch processing, maintenance routines, etc.) within the SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI application by use of user role groups example, the Admin group can control system processes. 3.11 Data Management Without extensive DBA involvement, the system must provide a utility, application, or function to purge and archive unwanted data Export of Database configuration files to other systems should be supported. The application should be able to Import/Export any flat files for data. 3.12 Licensing The software should be licensed by socket. DME would like to know the license requirements for any third-party software products or other software utilized by the proposed solution. The Vendor must configure the system in high availability (HA) and zero data loss recovery environment. Or provide an alternative to socket based licensing model. In case of an alternative licensing model, the vendor must provide an upfront licensing cost: per system/user. 3.13 Ease of Application Customization Administrators can brand solutions with custom colors, texts, and logos. The workflow management engine should be controlled from a Graphical User Interface (GUI) based interface from within the solution by non-technical users who have access to the workflow management engine. The system should not have the capabilities to change the underlying application code. Users should not have the ability to alter data element attributes. This function should be limited to the administrators only. 3.14 Processing Flexibility The proposed solution should provide an internal workflow management engine. The workflow management engine should be controlled from a GUI based interface from within the solution by non-technical users who have access to the workflow management engine. The proposed solution should provide workflow management. The application should be made unavailable to the users without shutting the database down. 3.15 Reporting The proposed solution should include the following reporting tools for all users.: Query Based Reporting Key Performance Metric Indicators (KPI) based reporting BIRT Reporting (Business Intelligence and Reporting Tools) OOTB integration to Microsoft Excel, PowerBI and Outlook mail is preferred. 3.16 Support The vendor would need to provide support 24/7/365 and have a supporting team for the proposed solution OR alternatively provide available support tiers. 3.17 Integrated Database Design The data dictionary should be provided for the proposed solution. 3.18 Proposed Hardware SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI The Vendor must describe the proposed solution's recommended hardware. In addition, the Vendor should provide what vendor-specific hardware is required. (on-premises solution). 3.19 Server Platforms and Operating Systems On-premises solutions must operate within a windows server 2016 or greater environment. Applications hosted in containerized environments will not be considered for on prem solutions. 3.20 Wide Area Networks If the solution is cloud based, access to the backend database will be granted over VPN. The application solution should support a secure path to local databases hosted on the city side. 3.21 Future Directions The vendor shall provide the planned product(s) roadmap for the proposed solution out to 2 years. Product roadmaps should show major version releases and change notes, the planned features, and any significant changes that will directly impact customers (for example., Removing flash from the application front-end and replacing it with HTML5 pages). In addition, the Vendor should provide information on the next planned version release. Finally, the Vendor should provide any strategic directions with your company to consolidate, eliminate, or otherwise minimize any of the platforms that are included in the proposed solution. 3.22 Backup and Disaster Recovery The vendor must propose a cloud-based disaster recovery as a service (DRaaS) solution to recover from server failures and other common problems and ensure complete and reliable business continuity. 3.23 Cloud/SAAS Data Ownership (if the system is hosted off-site) Vendor shall provide all details of cloud hosting platform to include client facing network diagrams, application stack diagram, and hosting provider information of the proposed solution. Vendor must be open to negotiations regarding data storage, data retention policies, legal access to data, data security and other key points that would be included in a hosting contract. 4. Requirements for Inventory/Warehouse 4.1 When crews are on the job, DME desires that they have the functionality or ability to use computers or tablets to create mobile orders to the DME yard and to the City of Denton Warehouse. 4.2 The DME yard personnel and the City of Denton Warehouse personnel would like to utilize tablets and barcodes or RFID for checking out or in materials. 4.3 The system should have the capability for the mobile app to have views of the live count of all Inventory ready for pick up in the DME yar or City of Denton warehouse. SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 4.4 The system should have capabilities to have labels within the mobile application that lets them know which product is a slow mover and which is a fast-moving product. (Product Turns) 4.5 The systems should have the capabilities to let the City of Denton warehouse and DME logistics department know the "Tie Highs" or how much space there is left, physically, within the warehouses for all the ordered material. 4.6 The system should have capabilities within the mobile app/ tablet to control contract management. This access should be limited based on the approval level of authority (security). 4.7 The system should be able to check-in large numbers of material without using a one-by- one process. Bulk ordering and receiving are desired. 4.8 With certain items coming with" quantity in a package or box, DME logistics and City of Denton warehouse personnel desire to have that quantity number be posted on the mobile app that way, orders can be purchased accordingly. 4.9 The system should have a Cycle Counting solution. 4.10 The system should integrate all contracts and PO's into the tracking of the assets. 4.11 The system should have the ability to automatically send out notifications for assets with a determining shelf life. Example: Items with batteries that are only good for a certain amount of time. (ATO's, SCADAMates, etc.). 4.12 The system should have the ability to inventory all the spare parts using min/max levels. 4.13 The system should have the ability \where all parts information can be easily accessed by part number, vendor part number, manufacturer part number, compatible unit code, commodity code, or barcode, as well as other searchable items. 4.14 The system should have the ability to transfer stock from all City of Denton warehouses. 4.15 The system should provide details as to what other work orders have material reserved for each item. 5. Requirements for Systems Operations 5.1 The systems for System Operations Mapping should be the same whether accessed through mobile to in-house processes. DME's Geospatial Information System (GIS) based map shall be the map all users operate. 5.2 The system should provide automated updates to the GIS, or other departments to review or approve before changes are finalized. 5.3 The system should create work order tickets by in-office and remote users by hovering over an asset, cross streets, or a feeder. A pop-up box with add-ins should allow the user to create the ticket. 5.4 AVL fleet tracking will be considered as a part of the OMS and work order system. DME requires Geofencing tracking for tickets and on-site arrival when a crew/service truck/subs tech clocks in or out of projects. 5.5 For work orders, there should be two types of tickets, one for quick types of instances (i.e., going to the warehouse, getting fuel, cleaning off work vehicles), and then a ticket for when projects are under construction. In addition, the system should facilitate tracking of nonproductive time separate from work orders. 5.6 With the work order system within the Work Management System, DME System Operations should assign multiple crews/service trucks to the same project/outage. 5.7 Access and security should be available to assure System Operators are the only staff who can reassign a ticket. SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 5.8 Within a pop-up box, a mobile user, should complete the work order from the location on the ticket. 5.9 The Work Order System, or Clevest – if maintained as a solution, within the Work Management/Asset Management System/Distribution Line Design must integrate with any Outage Management System DME decides to use at any time. 5.10 There should be different layers of timelines with different types of tickets. The escalations (timelines) deemed necessary by DME management should be programmed and utilized within the work order system. For example, suppose a ticket has not been completed by that milestone or deadline. In that case, a notification will be sent to the escalated personnel, their superior, and so on until the ticket has been completed. 5.11 When creating a ticket for an asset, a pop-up historical archive should come up so you can see past and present information on the asset/area. 5.12 Reporting done from System Operations should be able to import into Microsoft PowerBI automatically. This will include reports by address, asset, crew, feeder, outage, etc. When there is an outage to the Work Management System or the work order system, the system needs to start assessing the issue starting from the onset of the outage. 6. Requirements for Enterprise Asset Management System (EAMS/CMMS) 6.1 The Inventory management System should have processes to keep track of all Inventory and equipment in the City of Denton's warehouse and DME yards. In addition, the Inventory should have historical data and lifecycles which to help with strategic decision making. 6.2 The inventory management system should keep min/max levels of equipment used by DME personnel and auto-order when that level has hit its range. 6.3 The asset management system should have the ability to monitor asset cost history for the asset's life, including acquisition, maintenance, repairs, retirement, and disposition. The asset management system should have the ability to maintain asset attribute history for the asset's life, including naming conventions, location, and transfers, repurchase frequency, etc. The asset management system should track assets to a location, facility, crew (vehicle), department, or person (e.g., small assets). The asset management system should transfer an asset and all related records and history to another crew (truck), location, facility, or equipment/asset. The asset management system should track asset's activities and history for unlimited years (e.g., repairs, replacement, maintenance, upgrades, retirement, abandon-in-place, etc.). The asset management system must perform inquiries from a Project or Job number using HBU's assigned within JD Edwards. Also, must be able to do a quality breakdown of materials by FERC for the projects tracked and the completion dates. Those quantities should then be assigned to the assets capitalized in JD Edwards. The system should be able to track and maintain location information for utility locate work. The asset management system should track useful lifecycle estimates by asset type, e.g., transformers, switch gears, capacitor banks, automated equipment, etc. The asset management system should be able to support visual and video (drone) inspections of assets. The inventory management and asset management systems should have mobile executive dashboards (at-a-glance functionality). SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI The asset management system should have the ability to group assets within a category and area in GIS format to help schedule and coordinate preventive maintenance activities (e.g., transformer change-outs, air switch change-outs, automated equipment testing, etc.). The asset management system should provide preventive maintenance, including scheduling, proactive part inventory reservations, procedure checklists or attachments, etc. The asset management system should manage assets under warranty and flag for Project Management requirements related to the warranty. The asset management system should have the ability to enter an asset number, address, cross street, or other attributes and see planned projects impacting that asset (e.g., see other utility maintenance work projects, overlays, CIP). The inventory and asset management systems should produce a weekly report/dashboard with recent updates and keep track of all materials checked out for all projects and how much is left to be picked up. The asset management system should have the ability to store, access, and display asset images (PDF, DWG, JPG, XLSX, DOCX), including moving video (AVI, MPEG, etc.) images. Also, the ability to link to these documents in the system. The asset management system should have the ability to allow the changing of names for the assets within the system. 7. Requirements for Workflow Management System (WMS) The Work Management System (WMS) must manage work through all DME processes from initiation to the project's closeout. This will include multiple workflows for different types of projects and processes. Workflow processes will consist of, at a minimum, a developer's portal and work order initiation, predesign, planning and scheduling, complete design, permitting and ROW acquisition, review meetings, materials management, releasing to operations and contractors, GIS mapping, reporting, final accounting, and closeouts for the project. These processes should have the ability to handle different workflows depending on the type of project, including the following:  Residential (Single Family and Multi-Family)  Commercial and Industrial  Feeder Extensions  Feeder Improvements  Government Relocation Projects  Distribution Underbuilds and Transmission Projects  Streetlights  Security Lights  Maintenance Orders  Emergency Orders  Inspections  Substations 7.1 The WM System should use historical data and assist with planning estimates, design, and materials. While the work is in progress, the actual vs. estimated expenditures should be available for reporting. As the work completes and the as-built designs have created the system, the actual construction expenditures should be tracked for comparisons of estimates vs. actuals. SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 7.2 Within the WMS, there should be notifications for which milestone of each project's workflow process. In addition, approvals of tasks and notification functionality to track the work approvals should be reported automatically to each task owner based on the changes to the project. 7.3 Within the WM system, the equipment, materials, and employee tasking must be documented, including contracted projects. 7.4 There should not be a maximum number on how many milestones are allowed that go towards a workflow. There should also not be a maximum number on how many different workflows that DME creates. 7.5 The WMS to track time for crews, made up of multiple staff and assigned different specific actions. The system should have the ability to track all compatible labor unit items individually. Again, integration with Kronos is key. 7.6 Regulatory and standard maintenance of field assets is a part of the WM system to be automated. Historical data from the maintenance plans must be input into the WM system and be readily and easily available. 7.7 Regulatory and standard maintenance of field assets is a part of the WM system to be automated. Historical data from the maintenance plans must be input into the WM system and be readily and easily available. 7.8 Within the WMS, Denton Municipal Electric desires the development of a developer portal to be enabled by the new system. 7.9 The system should provide an approval metric-specific reporting (e.g. work order aging, escalations, past due approvals, etc.). 7.10 The system should be able to provide mobile executive dashboards (at-a-glance functionality). 7.11 The system should provide scheduled reports that are automatically emailed to a predetermined list and include all information (status, materials, budget) for not-closed-out projects. 7.12 The WM system should put time directly into the Kronos system automatically and allocate accordingly with the correct project number and hours. 7.13 DME desires that the system will have a helpful solution to automate the closeout process for Distribution, Transmission, and Substation projects. 7.14 Within the system DME desires a scheduler application to assign workorders to crews and track schedules. 8. ArcFM Designer XI Software Requirements The scope of work shall be finalized upon the selection of the Firm. The respondent's submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the Scope of Work and Services requirements. At a minimum, Denton Municipal Electric (DME) anticipates the following items/modules to be installed and configured for ArcFM Designer XI implementation. 8.1 The Designer implementation timeframe will be dependent upon a GIS upgrade project currently under review. Schneider/ESRI products will be at version 10.6 when the Designer is implemented. SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 8.2 Three client references with a proven pattern of implementation of ArcGIS, ArcFM, and related products. 8.3 Project Manager (PM) from Vendor assigned to Designer Projects. a. PM is responsible for the coordination of all DME & Vendor stakeholders in the project. b. PM is responsible for coordination with the WMS/AMS implementation team; both projects will be implemented in parallel. 8.4 Kick-off meeting to start the project, the meeting will cover the following:  Team Members Introduction  Deliverables  Project Plan & Timeline  DME & Vendor Responsibilities for Project 8.5 Vendor will perform a Comprehensive Project Workflow review of DME's existing workflows to analyze DME's processes for projects from initiation to completion. There will be a discovery phase to the new workflows that will need to be created with the Vendor on-site to incorporate into the existing DME project workflows for optimizations. The Vendor will provide DME with a comprehensive plan for Project Workflow and documentation for DME as a reference for all DME staff. The Comprehensive Project Workflow review will also include a discussion about the possibilities for future integrations. 8.6 Vendor will also provide custom project reports from the Designer, as needed. The need for custom project reports will be identified from the Comprehensive Project Workflow review. 8.7 The Comprehensive Project Workflow review will also include Design Workshops to analyze the DME construction standards and their conversion into compatible units (CUs) that DME will be using in Designer. The DME Construction Standards will be the basis for the CUs the fully developed Designer software. 8.8 Vendor will define and configure the Compatible Unit Library as well as the Design Process Workflow. 8.9 Vendor will configure the following items and all the OOTB Designer tools:  CU Filter  CU Templates  Designer Stored Display  Designer Objects  Work Order Polygons  Designer Workflow Manager  Designer Styles  SpidaCALC  Sag 10  ArcFM Mobile 8.10 Vendor will include a partial-post workflow for DME in Designer. 8.11 Vendor will implement Schneider Electric Geodatabase Manager so that the GIS database will remain healthy after implementation of Designer. 8.12 Vendor will provide training for current Engineering staff and provide materials for the training of future staff. SOW for, Enterprise Asset Management System (EAMS)/CMMS, Workflow Management System (WMS) and ArcFM Designer XI 8.13 Vendor will provide as-needed support based upon a predetermined hourly rate for up to three months following the upgrade for any issues. 9. Functional Requirements for ArcFM Designer XI 9.1 The software should be able to accurately calculate, summarize, and report all materials needed for each project. In addition, the software shall integrate with DME materials management software to order accurately, track, and reserve materials for each project per need date requirements. 9.2 The software should calculate pole strengths, anchor and guying requirements, and sag of the conductor depending on size and length (to the nearest 100th ). 9.3 The software should import CAD drawings and see them in the background within DME GIS maps. 9.4 The software should calculate voltage drops based on the project's design and automatically notify the Designer of violations. 9.5 The final As-built drawings shall update to GIS directly. 9.6 The software should calculate ground clearances, clearance between conductors/cables, and clearances to surrounding objects associated with the design. 9.7 The software should have a pop-up information box containing all information on existing assets within the maps (Transformers, Cap Banks, Switches, etc.). 9.8 The software should include spacing requirements for graphical equipment placement and warn the user when there is insufficient space to place the equipment. 9.9 The software should provide automated prompts for open connections in Transformers and pedestals, conduit sizing, and wire size loading for distances to inform the Designer when the design criteria are exceeded. 9.10 The system shall integrate with the WMS/AMS software for cost estimation of the designed projects. 9.11 The system should be able to do the following:  Graphically place materials into the design layout  Calculate material needed for the job  Calculate clearances  Perform structural strength calculations  Perform electrical calculations  Create field-ready drawings  Support other drawings and map formats  Allow attachments and links to other documents  Enable as-built mark-ups within the application.