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  1. 1. Construction Project Management (ERP) System Request for Proposal RFP # LGPM04/01/2008 Date: May 15, 2008 Linda Gutterud, C.P.M. Principal Buyer Voice: (951) 827-3004 Fax: (951)827-5392 Email: linda.gutterud@ucr.edu University of California – Riverside Purchasing Department 3401 Watkins Drive Riverside, CA 92501 Key Dates Mandatory Prebid Meeting (detailed information on page 4 of RFP) June 2, 2008 Last Day for Questions to be Submitted June 9, 2008 Proposal due date June 23, 2008 Finalist Presentation June 30-July 3, 2008 Anticipated Award Date July 9-13, 2008 Construction Management 1 04/01/2008
  2. 2. Construction Management System Reference: RFP-LGCM-04/01/2008 Introduction 1. Introduction 1.1 Project Scope The University of California, Riverside (UCR) is requesting sealed proposals for a Construction Project Management (ERP) System covering both the installation of the software and training of the staff concerning its use for the University’s Office of Design and Construction (OD&C). 1.1.1 Background: UCR Project The Office of Design and Construction at UCR is charged with the implementation of the Capital Improvement Program for the campus; including programming, planning, schematic design, design development, construction documents, contract documents, bidding and award of contracts, and construction administration for all capital improvements. OD&C is a comprehensive project management organization whose objectives are to complete the capital improvement projects on time, within budget, and to the satisfaction of its clients. The office comprises functional support units that include project management, contract administration, fiscal management, construction services and administrative services. OD&C currently uses a proprietary software application for its Project Management System and Peoplesoft v8.9 for its accounting software. ODC seeks to upgrade its services by including change order management, and allowing other departments to view reports and transactions. OD&C desires an integrated project and fiscal management package that meets a majority of the current requirements as defined later in this RFP. Furthermore, the University looking for solutions in which our Computing and Communication’s Department could develop custom applications. The University is looking to vendors to provide a detailed proposal that meets a substantial amount of the system requirements. A single integrated off-the-shelf package is preferable, but we will accept a proposal that provides a group of packages with custom functionality. Integration between the fiscal tracking and project management functionality is a critical requirement of this RFP. 1.2 Background University of California, Riverside (UCR) is a major research university committed to the creation and transmission of knowledge for the public good. One of ten University of California campuses, UCR’s comprehensive programs and services, excellent faculty and staff, and vibrant physical venue provide a high quality learning environment for undergraduate and graduate students. UCR seeks to advance human knowledge and accomplishment through research and scholarship; enhance the public good through community service and initiatives and become a preeminent research university. Construction Management 2 04/01/2008
  3. 3. Construction Management System Reference: RFP-LGCM-04/01/2008 Introduction The roots of the campus date back to 1907 when the California State Legislature established the Citrus Experiment Station to conduct research on the agricultural problems of Southern California. In 1948 the Regents approved the establishment of the College of Letters and Science. Necessary legislation was passed by the Academic Senate in 1951, and the college opened for classes in February 1954. The Riverside campus was declared a general campus by act of the Regents in 1959. In 1960, the Graduate Division was established. Today UCR is composed of the College of Humanities, Arts, and Social Sciences; College of Natural and Agricultural Sciences; Graduate School of Education; The A. Gary Anderson Graduate School of Management; Marlan and Rosemary Bourns College of Engineering, and University Extension. In 2005, the UCR Palm Desert campus began providing educational programs, research, and outreach to meet the higher education needs of the Coachella Valley region. Enrollment at UCR is presently about 14,571 undergrads and 2,051 graduate students. The campus continues to expand, with a number of buildings being constructed or remodeled. These include academic settings such as laboratories, libraries, and performing arts studios, as well as housing and recreational facilities. Prominent features of the campus include the 161-foot carillon tower, the Botanic Gardens, and acres of citrus groves. Proposals are to be received in the Purchasing Department, University of California, 3401 Watkins Drive, Riverside, Ca 92521, Attn: Linda Gutterud by 5:00 p.m. PST, June 23, 2008 PST in accordance with instructions contained herein. Prepared by: _________________ Linda Gutterud, C.P.M. Principal Buyer Voice: (951) 827-3004 Fax: (951) 827-5392 Email: linda.gutterud@ucr.edu Construction Management 3 04/01/2008
  4. 4. Construction Management System Reference: RFP-LGCM-04/01/2008 Introduction 2.0 Instructions to Bidders 2.1 Issuing Office/RFP Questions The University of Riverside, Purchasing Department, is responsible for this Request for Proposal. Any questions regarding this RFP are to be directed to Linda Gutterud, UCR Material Management, Purchasing Department by email to: linda.gutterud@ucr.edu by June 9, 2008, 5:00 PST. If questions asked materially affect the RFP specifications, all bidders will receive copies of the questions and responses as written addenda to the RFP without identification of the source(s) of the questions. It will be the responsibility of all bidders to contact UCR’s Purchasing Department prior to submitting a response to the RFP to ascertain if any addenda have been issued. 2.2 Mandatory Bidder’s Conference & Site Visit For the purpose of reviewing the RFP and receiving questions from Bidders, all interested bidders must attend a mandatory pre-bid conference, on June 2, 2008 from 1:30 p.m. to 3:30 p.m. at J102 Bannockburn, University of California, Riverside. See Attachment J for directions to facility. This conference & site visit gives all parties the opportunity to meet and exchange information prior to the actual submission of bids. Bidders shall be required to sign in to verify attendance. Subcontractors will not be allowed to represent bidders. An employee of Bidder’s firm planning to respond must attend. Bidders are limited to two (2) representatives from each firm. PLEASE SEND AN EMAIL TO LINDA GUTTERUD AT: linda.gutterud@ucr.edu if you are planning on attending. 2.3 Contacts with University Personnel Prior to submission of bids, Bidders shall coordinate, in advance, all contacts with University personnel through the University Purchasing Department. Failure to comply with this request may result in an interpretation of an intent to evade RFP requirements and may result in a bidder’s disqualification. 2.4 Response Submission Proposals must be addressed and delivered to the Purchasing Department via email to: linda.gutterud@ucr.edu with the Bid number clearly notated on the subject line of the email on or before June 23, 2008 5:00 p.m. PST. Please include pricing in a separate document. No telephone or facsimile bids will be considered. Proposals received after the time for closing will be rejected. 2.5 Proposal Format The price quotation (Section 8) must be submitted in a separate email to the address identified above. An individual authorized to extend a formal proposal must sign all proposals. Construction Management 4 04/01/2008
  5. 5. Construction Management System Reference: RFP-LGCM-04/01/2008 Introduction To be considered responsive, bids shall be in the following format for organization and content as identified in this section. All requirements in this RFP must be addressed and all requested data must be supplied. 1. Table of Contents - Proposals must include a table of contents with page numbers covering all parts including exhibits and addenda, with sufficient detail to facilitate easy reference to all requested information. 2. Signed Proposal Certification - RFP Section 9. 3. Introduction and Management Overview - This section should present an introduction and general description of the company's background, nature of business activities, and experience in providing the required products and related services. This section should also provide a statement of the Bidder’s understanding of the major objectives of the solicitation and the Bidder's approach to fulfilling the University’s requirements. 4. Bidder Qualification Information and Completed Business Information Form – RFP Section 5 and Appendix B. 5. Technical Requirements and Questionnaire – RFP Section 6. Proposals must follow the specified format as closely as possible for ease of evaluation by addressing the requirements in the order and manner presented, in sufficient detail to describe how the Bidder’s product or service meets the stated requirements. 6. Software Requirements and Questionnaire – RFP Section 7. Proposals must follow the specified format as closely as possible for ease of evaluation by addressing the requirements in the order and manner presented, in sufficient detail to describe how the Bidder’s product or service meets the stated requirements 7. Terms and Conditions Acceptance - Indicate acceptance/compliance with all items in RFP Section 4. 8. Bid Sheet/Cost Proposal – RFP Section 8 (must be submitted in a separate email). 9. Proposed License and Maintenance Agreements - If the Bidder requires that a software license and/or software support agreement be included in the contract, the Bidder should prepare such agreements in accordance with the provisions of this RFP and include them with the proposal for the University’s consideration. 10. Supplementary Information and Additional Comments as desired. 2.6 RFP Exceptions 1). Technical and Software Exceptions: The Bidder shall clearly describe any and all deviations in its Proposal from the functional requirements stated in this RFP and also describe any Product enhancements that could be made by the Bidder to satisfy those requirements. 2). General Exceptions: The Bidder shall also clearly state its objections, exceptions, or alternatives to the general (non-technical) requirements stated in this RFP. These responses must be presented together in a separate document. If the Bidder has no general exceptions to present, this fact should be stated in the Proposal. 3). The University will not consider the submission of the Bidder's standard software license and maintenance agreements to be a presentation of exceptions. Every exception must be stated as such in the document mentioned above. Construction Management 5 04/01/2008
  6. 6. Construction Management System Reference: RFP-LGCM-04/01/2008 Introduction 2.7 Key Action Dates Listed below are the key action dates/times for this RFP. If The University finds it necessary to change any of the dates as indicated below, an addendum to the RFP will be sent to all prospective bidders via e-mail or fax. Release of RFP.............................................................…………...... …….May 15, 2008 Mandatory Prebid Meeting ……………………………………………… June 2, 2008 Deadline for Questions regarding RFP....................................................... June 9, 2008 Proposal Due Date.......................................................….......……………. June 23, 2008 Finalist’s Presentations………………………………………………………June 30, July 3, 2008 Anticipated Award Date...................................…...........................…………July 7, 2008 Construction Management 6 04/01/2008
  7. 7. Construction Management System Reference: RFP-LGCM-04/01/2008 Method of Award 3.0 Method of Award Award shall be made to the responsive, responsible bidder whose proposal is determined to be the most advantageous to the University. “Most advantageous” shall be determined by direct costs bid such as cost of software, consulting, ongoing maintenance and training costs, and prompt payment discounts; evaluation of the bidder’s qualifications, specifications that best suit the University’s needs, breadth of experience, financial stability, resources and administrative structure; acceptance of University terms and conditions; and overall responsiveness to the RFP. UCR expects to purchase an “off-the-shelf” project management product that incorporates industry standard features for the design and construction of buildings and other facility resources that comprise a major research university. We expect that bidders will submit a product that is already recognized, widely-used and supported in the design and construction industry. UCR will want and need to incorporate its internal processes and documents into the structure of the product. Therefore, UCR must be able to import data to the product that already exists in recognized external databases (Oracle, SQL, Microsoft Access). Further, UCR will want to attach customized applications to the product, relying on the product’s tables and data structures. We expect that the product’s tables are normalized and the appropriate one-to-many relationships are defined using primary keys and foreign keys. Many-to-many relationships should have a junction table. UCR relies on form templates defined in the UC Facilities Manual (www.ucop.edu/facil/fmc/facilman/), and UCR must be able to export data from the product into the forms’ templates (UCR uses Microsoft Word for its form templates). UCR has an existing financial accounting system. The product must be compatible with the financial accounting system; data must be passed back-and-forth seamlessly between the product and the financial accounting system. In Sections 5, 6 & 7 of this RFP, bidders will be asked to answer several questions about their product. Points are assigned to each (Section/Question) by the University evaluation team before bids are received, and are specifically designed to recognize that some criteria are of greater relative importance than other criteria. Each UCR representative will evaluate a bidder’s answers to these questions and assign points in order to select those bidders who will be invited to give a presentation about their product. These questions are not meant to be exhaustive, but bidders should emphasize their product’s ability to satisfy UCR’s needs by answering the questions beginning in Section 5 that are italicized. Those Bidders whose proposals reach the threshold of 70% of total quality points in Sections 5, 6 & 7 will be invited to host a two-hour presentation (one-hour for the presentation; one-hour for questions and answers) with UCR representatives. Points Construction Management 7 03/10/2006
  8. 8. Construction Management System Reference: RFP-LGCM-04/01/2008 Method of Award awarded from this demonstration will be added to the previously assigned points to attain final scores. Cost calculations will be based on a total five year cost. The total proposed cost will be divided by the combined quality point score to determine the cost per quality point score for each proposal to identify the proposal with the lowest cost per quality point score. The following formula will be used to compute the Bidder's cost-per-quality point score: Cost --------------------------- = Cost-per-quality point score Quality Point Value 3.2 Bidder Reference Evaluations The evaluation committee may contact and evaluate the Bidder's references; contact any Bidder to clarify any response; contact any current users of a Bidder’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. 3.3 Bidder Interviews The University may conduct interviews with bidders who submit proposals to determine if specifications meet the University’s needs. Interviews may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. 3.4 Oral Presentation and Demonstration: If selected as a finalist, vendors must agree to present their proposals and demonstrate their systems to the evaluation committee. In addition, vendors agree to provide the opportunity to interview proposed staff members identified in the RFP including the bidders project manager. Construction Management 8 03/10/2006
  9. 9. Construction Management System Reference: RFP-LGCM-04/01/2008 Terms and Conditions 4.0 UCR’s Terms and Conditions 4.1 Proposal Preparation Costs All costs incurred in the preparation and submission of proposal and related documentation will be borne by the bidder. 4.2 Firm Proposals Bidder’s pricing/fees/costs in response to this RFP shall remain firm for a period of 90 days from the RFP due date. 4.3 Insurance Requirements Since work is to be performed on University premises, successful Bidder(s) shall furnish a certificate of insurance acceptable to the University. All certificates must name the Regents of the University of California as additional insured. The certificate must be submitted to the Purchasing Department prior to the commencement of services. Bidder must review Attachment A for insurance requirement guidelines. Certificates of Insurance shall be delivered to the RFP Issuing Office: Linda Gutterud UCR Purchasing Department 3401 Watkins Drive Riverside, CA 92521 4.4 Termination Any contract(s) resulting from this RFP may be terminated for convenience by UCR by giving thirty, (30) days notice to the Vendor via fax, mail or email. 4.5 Audit Requirements Any contract resulting from this RFP shall be subject to the examination and audit of the Auditor General of the State of California for a period of three years after final payment under this order. The examination and audit shall be confined to those matters connected with the performance of the contract, including but not limited to, the costs of administering the contract. 4.6 Errors and Omissions If Bidder discovers any discrepancy, error, or omission in this RFP or any attachments, please notify UCR immediately and a written clarification/notification will be issued to all bidders who have been furnished a copy of this RFP. 4.7 University of California Terms and Conditions of Purchase The following terms and conditions shall be incorporated in any contract(s) that results from this RFP. a. University of California, Appendix “A” (attached). Construction Management 9 04/01/2008
  10. 10. Construction Management System Reference: RFP-LGCM-04/01/2008 Terms and Conditions 4.8 Parking on Campus PARKING ON CAMPUS: All parking on campus is by PERMIT ONLY. Permits are available through the Parking Services Office located at the east end of Linden Street. All vendors MUST display a valid UCR vendor permit that is issued by UCR Parking Services. For further details, see the UCR Parking Services website: http://www.parking.ucr.edu/ 4.9 Smoke-Free and Environment/Substance Abuse As an institution committed to providing a safe and healthful environment, the University of California, Riverside has adopted a Smoke-Free Policy that states smoking WILL NOT be permitted in any indoor area of any University-owned or leased facility. The University strives to maintain a work place free from illegal use, possession, or distribution of controlled substances, and complies with all laws, rules, and regulations as they apply to substance use and abuse in the work place. Unlawful distribution, dispensation, possession, or use of controlled substances in the work place or on University business is prohibited. 4.10 FOB-Destination All materials supplied as part of this RFP shall be delivered prepaid FOB Destination. Bid prices are to include all packing, transportation, insurance and other related charges. 4.11 Conflict of Interest 4.11.1 Vendor shall not hire any officer or employee of the University to perform any service covered by this agreement. 4.11.2 Vendor affirms that to the best of her knowledge there exists no actual or potential conflict between Vendor's family, business, or financial interest and the service provided under this agreement, and in the event of change in either private interests or service under this agreement, any question regarding possible conflict of interest which may arise as a result of such change will be raised with the University. Construction Management 10 04/01/2008
  11. 11. Construction Management System Reference: RFP-LGCM-04/01/2008 Terms and Conditions 4.11.3 Vendor shall not be in a reporting relationship to a University employee who is a near relative, nor shall the near relative be in a decision-making position with respect to the Vendor. 4.12 University’s Right to Reject or Modify Selection of a proposal does not mean that all aspects of the proposal(s) are acceptable to the University. The University reserves the right to negotiate the modification of the proposal terms and conditions prior to the execution of a contract, to ensure a satisfactory procurement. 4.13 Supplemental Terms and Conditions/Modifications Any supplemental terms or conditions, or modification or waiver of these terms and conditions must be in writing and signed by Vendor and University. 4.14 Disclosure of Records All bids, supporting materials, and related documentation will become the property of the University. This RFP, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years from date of contract expiration or termination and made part of a file or record, which shall be open to public inspection. If the response contains any trade secrets that should not be disclosed to the public or used by The University for any purpose other than evaluation of your approach, the top of each sheet of such information must be marked with the following legend: “CONFIDENTIAL INFORMATION” All information submitted as part of the bid must be open to public inspection (except items marked as trade secrets and considered trade secrets under the California Public Records Act) after the award has been made. Should a request be made of The University for information that has been designated as confidential by the bidder and on the basis of that designation, the University denies the request for information, the bidder may be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law. 4.15 Performance Standard All work performed shall be first class in every respect and shall conform to the highest standards of the industry. Construction Management 11 04/01/2008
  12. 12. Construction Management System Reference: RFP-LGCM-04/01/2008 Terms and Conditions 4.16 Ownership of Work Ownership of any work developed under this order, and all right title and interest therein shall vest in the Regents of the University of California. In order to effectuate the foregoing, it is expressly understood and acknowledged that the work shall be deemed to be a work made for hire under the U.S. copyright laws. In the event that the work is determined by a court or competent jurisdiction not to be a work made for hire under the U.S. copyright laws, this agreement shall operate as an irrevocable assignment by the successful bidder/vendor to the Regents of the University of California of the copyright in the work, including all right, title and interest in perpetuity. 4.17 University’s Right to Negotiate The University reserves the right to award all, part or none of the item(s) covered by this RFP and to contract as the best interests of the University may require. The University reserves the right to negotiate each and every aspect of any offer received in response to this RFP, and to reject or negotiate additional terms and conditions offered by the apparent successful Bidder prior to the execution of a contract. In addition, the University may require additional cost and pricing data or documentation prior to award of any contract in whole or in part which may result from this RFP. The University reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected Bidder. 4.18 Configuration Warranty Bidder warrants that the software and services specified in Bidder’s proposal in response to this RFP, including Bidder recommended third party products; include all items, components, quantities, services, etc. necessary to provide the University with the functional and performance capability required by the RFP unless otherwise stated in the Bidder’s proposal. Should additional items be required in order to meet the performance standards included in the RFP and Bidder’s response, the Bidder shall provide them to the University at no additional cost. 4.19 Acceptance Testing The vendor shall give the University 15 days written notice of the date when the system will be ready for testing. The performance period shall begin on the date that the Vendor certifies to the University that the system is ready for testing and must meet the standard of performance for a minimum of thirty (30) consecutive days by operating in conformance with the this RFP technical specifications, and the Seller’s proposal response as agreed to by the University and set forth in the contract award. Any and all claims for non-performance shall be documented and the University shall provide vendor with documentation and data to support such claims, for the purpose of correcting the Construction Management 12 04/01/2008
  13. 13. Construction Management System Reference: RFP-LGCM-04/01/2008 Terms and Conditions problems. The University shall not pay any charges, either beforehand or retroactively, associated with Seller’s requirement to achieve this performance level. In the event the system does not meet the standard of performance during the initial 30 consecutive days, the performance period must continue on a day-to-day basis until the standard of performance is met for a total of 30 consecutive days. If the system or any portion thereof fails to pass the acceptance tests after an initial 60 day testing period (or any University approved extensions thereof) the University shall have the right to: 1. Extend the testing period, or; 2. Require the Seller to supply, free of charge, such additional or replacement software as may be necessary to enable the System to pass the acceptance test or: 3. Accept and retain such of the software as necessary at a reduced price as may be agreed between the University and the Seller or 4. Reject the system where it is not in accordance with the contract, or; 5. Terminate the contract for Seller’s default as provided in Article 4B of Appendix A, University of California, Terms and Conditions of Purchase. 4.20 Phasing of the Deliverables Vendor shall confer with the University as to the sequence and phasing of the performance of various parts of the work. The successful bidder shall cooperate fully in scheduling work in conjunction with the needs of the University staff. The University project manager shall have ultimate control and responsibility for providing access and coordinating the project work with ongoing activities. 4.21 Progress Meetings The successful bidder shall meet with University representatives before starting installation to discuss scheduling and installation procedures. The successful bidder shall prepare a list of deliverables and will develop jointly with the University an acceptable project management schedule that will be maintained throughout the project. The project schedule will be updated and submitted to the University in an electronic format every two weeks. Progress meetings will be held as required by the University to review progress and identify potential problems. Construction Management 13 04/01/2008
  14. 14. Construction Management System Reference: RFP-LGCM-04/01/2008 Qualification Requirements 5.05 Qualification Requirements The University believes that the Bidder’s previous experience, financial capability, expertise of personnel, and related factors are important in assessing the Bidder’s potential to successfully fulfill the requirements defined in this RFP. Accordingly, prospective Bidders must conform to the following minimum qualification standards and provide the required information in order to be considered for award. Bidders must have a demonstrated ability to provide a Construction Project Management ERP System that can serve a University of our size and complexity, with adequate response time and performance. Accordingly, prospective bidders are to provide the following information in order to be considered for award. 5.1 General Experience and Expertise Vendors must provide the following information about their company: • Description, including a short history, business plan and services offered • The length of time Bidder’s organization has been conducting business under the current organizational structure; • The length of time Bidder’s organization has been engaged in providing Construction Management Systems; • Business Information Form (attached) must be completed. 5.2 Specific Experience and Expertise Bidders are to provide a minimum of three Universities of comparable size and transaction load in which the system being proposed is installed and in successful production. For each University cited to meet these criteria, bidders must provide university name, contact name, phone number and email address who can verify that the response time and performances are adequate. 5.3 Personnel Bidders must be able to demonstrate management overview of adequate staffing, personnel experience, and other resources necessary to provide and support this project. Bidders are to provide the following: • An organization chart, including functions, names and working titles, and provide an explanation of the proposed staffing for this project. • Resumes for key management staff including CEO, CFO, manager(s) of software development, manager of customer support, and the implementation manager who would be assigned to this project. • Bidders must provide the number of staff devoted to software development of the system being proposed, the average years of software development experience of all software developers, and the average years of experience on this system of all software developers. Construction Management 14 04/01/2008
  15. 15. Construction Management System Reference: RFP-LGCM-04/01/2008 Qualification Requirements • Bidders must provide the number of staff devoted to customer support of the system being proposed, the average years of experience in the construction management system of all customer support staff, and the average years of experience in supporting the system being proposed of all customer support staff. 5.4 Customer Service Bidders must be able to demonstrate ongoing customer support adequate to service the University. Bidders must provide the following: • What are the hours of support (spanning time zones from PST to western Alaska) • Is telephone support provided? • Is on-line support provided? • Is a web site available? • How frequently are enhancements and fixes distributed? • Is there a user group for this system? Describe your user group conferences (frequency, location, duration. • Does your company, or do the users host the conferences? Does your user group have a list serve? 5.5 Specific Certification Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP. 5.6 Bidder Site Visit All proposals submitted from bidders who have not been pre-qualified as a University Vendor will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operational controls, equipment, warehouse facilities, quality control and other related factors which may be an indicator of a bidder’s ability to perform. UCR may visit a bidder’s site to further clarify and verify that bidder will meet RFP requirements. 5.7 Financial Statement All Bidders must submit financial statements for the past two (2) years (or equivalent data) which demonstrates their financial health. Construction Management 15 04/01/2008
  16. 16. Construction Management Reference: RFP-LGCM-04/01/2008 Section 6 Technical Requirements 6.0 Technical Requirements and Questionnaire The University of California, Riverside seeks at a minimum that the software proposed will be “industry-standard-of-care” in all areas listed below: Billing and Invoice Management Multi-currency Management Budget Management Program Management Cash Flow Management Project Management Planning Change Management Purchasing Management Collaborative Scheduling Safety & Quality Management Contract Management Resource Management Correspondence Management Safety & Quality Management Design Management Site Management File Management Vendor Management Labor and Timesheet Management Viewing and Redlining Include an executive summary with your understanding of all areas listed above and an overview of your solution. Please respond to each italicize point below in your proposal noting the section and item number. 6.1 Background Computing and Communications (C&C) at the University of California, Riverside (UCR) provides enterprise wide information technology systems and services supporting the tri- fold mission of the university: teaching, research, and public service. C&C provides mission critical application support, disaster recovery planning, network operations support, and maintains various campus reporting and query systems. C&C will be responsible for hosting, maintaining, tuning, and managing the University Construction Management systems. 6.2 Technical Environment UCR’s enterprise systems primarily operate within a Solaris/Oracle/Sun Cluster/Apache environment. The campus widely utilizes the Oracle PL/SQL programming language and Construction Management System 16 04/01/2008
  17. 17. Construction Management Reference: RFP-LGCM-04/01/2008 Section 6 Technical Requirements the IAS development environment to support both custom developed applications as well as vendor supplied systems. Please describe how your software products as well as your supported databases, operating systems, web servers, etc. will complement this technical environment and how your technical services and support will allow your products to be integrated with other campus systems. 6.3 Custom Development Following implementation, C&C anticipates engaging in some level of custom development during the life cycle of the software at UCR (this custom development may include adding / changing core business rules within a suite of applications or screens or it may include mimicking on-line edit checks from a non-vendor supplied web page). Please describe how your software products, development tools, and/or provided web services / APIs will allow UCR to engage in this custom development while minimizing the negative impact on future software upgrades. Your response may wish to address the follow specific topics: 1. Custom reporting. 2. Integration of data with existing campus data marts and data warehouses. 3. Describe how your systems web services and APIs will enable complete and seamless integration with UCR’s PeopleSoft system as well as numerous Oracle work order and transaction processing systems (please see section 6.9 below). 6.4 Campus Users Please discuss how your system will support distributed (non-Design and Construction) access to data, project information, etc. In general, this is the same information a project manager would see, but limited in scope to the projects associated with a given college, department, control unit, etc. This data might include the following: Change Orders for a Given Project Schedules for a Given Project Budgets for a Given Project Of particular interest is detailed cost accounting information: What is status of the project's fund balance & budget summarized by various expenditure categories (e.g. equipment or furnishings). Please also see the section below on Authentication and Authorization. Construction Management System 17 04/01/2008
  18. 18. Construction Management Reference: RFP-LGCM-04/01/2008 Section 6 Technical Requirements 6.5 Product Support Technical Support Environment Please describe your technical support as it relates to the following: 1. Describe your product Support. Explain the process and identify support levels including hours of operation. 2. Submitting and Resolving Trouble Calls 3. Support Environment (e.g. database expertise, coding / application expertise, hours available, etc.) 4. Phone versus E-mail versus On-line (web) Support 5. Escalation Processes and Procedures 6. Support related to Performance Tuning and System Responsiveness 7. If the product is customize by the vendor,, how does this affect support? Do you support the customization? 6.6 Product Patches and Upgrades 1. Please describe your patching and upgrade process (including the frequency of releases) and the environment for supporting and upgrading the core system. 2. Are version updates and error corrections included w/o charge as part of the annual maintenance? 6.7 Authentication and Authorization It is acceptable for UCR to use the vendor supplied authentication / authorization for core (Design and Construction) users. However, distributed users will gain access via UCR authentication and authorization system (described below). Authentication UCR utilizes Central Authentication Service (CAS) for campus authentication and single sign-on. Please visit http://www.ja-sig.org/products/cas/ for more information on CAS. 1. For distributed, campus wide access, describe how your product will integrate with this authorization environment. Authorization UCR utilizes a custom Oracle system for controlling authorization to campus applications. This system is known the Enterprise Access Control System (EACS) and defines roles and access to all campus systems. Please visit http://www.ja- sig.org/products/cas/ for more information on EACS. Construction Management System 18 04/01/2008
  19. 19. Construction Management Reference: RFP-LGCM-04/01/2008 Section 6 Technical Requirements For distributed, campus wide access, describe how your product will integrate with this authorization environment. The following notes provide additional information concerning UCR’s authentication and authorization environments: • The following URL provides background on UCR’s single sign-on and common authorization environments: http://www.cnc.ucr.edu/nba/ • The following URL provides specific data on UCR’s Enterprise Directory: http://www.cnc.ucr.edu/iviews/enterprise_dir/ • The following URL provides information on UCR’s Enterprise Access Control System (EACS, the common authorization environment): http://www.cnc.ucr.edu/iviews/enterprise_acc_control/ • The following URL provides a demo of the CAS functionality at UCR: http://casdemo.ucr.edu/ 6.7 Desktop Support If your product requires any software to be run locally (e.g. a fat client executable running on a user’s desktop) describe your environment for deploying / running these programs (e.g. Citrix server, application / file server, loading executables on users’ PCs, etc.). Please provide as much detail as possible on each alternative (e.g. if you support executables loaded on client PCs, how are updates to the programs handled?). Which operating systems are supported for any locally installed software (fat client)? Describe the required / supported desktop environment for both the locally installed software and the web-based software. (browsers supported, etc.) 6.8 Disaster Recovery Describe any/all functionality contained within your product that might facilitate / support campus disaster recovery and campus business continuity planning. 6.9 Product Integration UCR desires seamless integration between the Construction Management System and Financial Administration systems. Please describe how your software products are integrated and the technologies / tools utilized to achieve this integration between the Construction Management and Financial Administration systems. Construction Management System 19 04/01/2008
  20. 20. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 7 Software Requirements 7. Software Requirements 7.1 Delivery, Installation, Support, and Training 1. Describe your product support? Explain the process and identify support levels. 2. If the product is customized, how does this affect support? Do you support the customization? 3. Describe your training program. Include class schedule, length and indicate whether training is offered at your site or at customer's site. Indicate whether or not any training materials are provided. Indicate what is included in the overall price at no charge and additional training you can provide and the additional costs involved.. 4. Describe the professional services offered to facilitate installation and customization, data mapping, data migration, and consultation on creating business rules? What are the rates for such support? How many consultants are you able to offer us? 5. Provide lead-time for complete delivery and installation following contract award. 6. Describe the documentation that is provided to your customers (training material, data dictionary, ERD, user manuals, etc.) and their format (electronic files, Word, PDF, Visio, etc). 7.3 Customization 1. Can customers have access to your source code to modify or otherwise customize your product? If so, do you support those modifications? If not, will you agree to a source code escrow arrangement? Describe the customization process for your product. 2. Explain how the customizations are carried forward in product upgrades. Explain the steps. 3. How much customization is required for the average implementation? What percentage of your customers customized your product? 4. Can your data model be customized? Explain, if yes, how is the customization carried forward in product upgrades? 7.4 System Maintenance & Administration 1. Describe the activities and their frequency necessary to maintain your product in a development environment, a staging environment, and a production environment. 2. Are version updates and error corrections included w/o charge as part of the annual maintenance? 3. Does your product offer any intrusion detection? 7.5 Technical Questionnaire Construction Management System 20 04/01/2008
  21. 21. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 7 Software Requirements 1. Describe the hardware requirements for your software package. 2. Does the system come with a report writer? 3. Describe system controls used to insure data integrity. 4. Describe the type of audit trails used by the system. 5. Describe the system access security. What data is encrypted, if any? 6. Describe the system’s capabilities for importing and exporting data sources. 7. Describe the platforms (Windows, Macintosh) that are supported for your product’s client interface. 8. Describe any utilities or tools that are provided that are used for data cleanup or correction of calculated fields, if they exist, within the database. 7.8 Implementation Approach Provide a description of your implementation approach. Does your company offer advice on developing business rules? 7.9 Project Timeline Provide a suggested timeline for system implementation. Indicate lead-time from date of award to successful operation of complete system. Construction Management System 21 04/01/2008
  22. 22. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 8 -- Price 8.0 Price Quotation Format and Content Bidders must submit the required pricing information in the format specified below. All proposed products and services must be clearly identified. Bidders must include any additional cost information that may be relevant to the RFP. Please provide pricing information using the template provided on the following page or a similar format. 1. The Bidder must quote all costs for its proposal (including fees for software, third party licenses, maintenance, support, consultation, training, customization, installation, etc.) on a single, consolidated set of cost sheets that are clearly identified as "Costs for Proposed Solution." o Please itemize each software system separately 2. Quote individual prices for all items in the proposed solution, including separate prices for any levels of customization that are proposed. Quote alternatives to individual pricing, such as bundled pricing or volume pricing, if offered by the Bidder. 3. Provide both standard commercial prices and standard university or educational prices for all items, in addition to the prices quoted. 4. Structure the worksheets so that the prices of essential items are totaled separately from optional items in the proposed solution. 5. Structure the worksheets so that costs for separate phases of implementation are shown separately (if a multi-phase implementation is proposed). 6. Structure the worksheets so that costs for consultation are shown separately (cost tiers, e.g. 100 hours, 200 hours, etc.) 7. Show discounts as separate entries, i.e., as amounts deducted from the standard pricing. 8. If the Bidder offers early payment discounts, the conditions to qualify for the discounts shall be described fully in the Proposal. 9. Costs proposals must include sufficient itemization to enable University to evaluate total five- year costs and the reasonableness and fairness of all cost elements. Pricing must be fixed for 120 days from the due date of responses to this RFP. 8.1 Costs for Proposed System Description Standard Pricing University Pricing A. Initial Costs (including maintenance and Support Turnkey System: Software for Construction Management System $_____________________ $_____________________ List all components. List the name Construction Management System 22 04/01/2008
  23. 23. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 8 -- Price (and version if applicable) of every software offering that is separately priced and give the cost of each. Include first year maintenance cost. Third Party Software: List the name (and version if applicable) of every third party $_____________________ $_____________________ product that you require and give the cost of each. Include the cost of maintenance for the first year. Training Costs: List the costs for the number of training days you recommend for each $_____________________ $_____________________ function per person and if there is a quantity discount, please list that. Installation and Implementation: Provide complete cost for Installation $_____________________ $_____________________ and Implementation Services. Consultation Fees $_____________________ $_____________________ Misc. Costs including customization: Other one-time costs. Include and itemize all costs not included in $_____________________ $_____________________ above. Total Initial Cost $_____________________ $_____________________ B. Recurring Costs Software maintenance costs Monday through Friday, 8 a.m. through 5 p.m. next day response time to include all updates, upgrades, revisions and $_____________________ $_____________________ technical support $_______/year x 4 years = Other Recurring Costs (Itemize) Consultant: $_____________________ $_____________________ Construction Management System 23 04/01/2008
  24. 24. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 8 -- Price Total four year Recurring Costs: $_____________________ $_____________________ Total Proposed Costs to University: $_____________________ $_____________________ 8.2 Best and Final Prices The Bidder agrees that the prices proposed to the University under this RFP are the best and final prices to be offered. Construction Management System 24 04/01/2008
  25. 25. Construction Management System Reference: RFP-LGCM-04/01/2008 Section 9 – Bidder Certification 9.0 Bidder Certification/Signature Page Authorized Signature: This RFP must be signed with the full name and address of the Bidder. The below-named individual, submitting and signing this bid, verifies that he/she is a duly authorized officer of the company, and this his/her signature attests that all items and conditions contained in this Request for Proposal, for (Bid number LGCM-04/01/2008) for the University of California, Riverside, are understood and accepted. ____________________________ _____________________________ DATE Authorized Signature ____________________________ Company Name ____________________________ Address ____________________________ City/State/Zip Code ____________________________ Print Name of Authorized Signature ____________________________ Telephone No. with area code Construction Management System 25 04/01/2008
  26. 26. Attachment A: University of California Terms and Conditions of Purchase- Attached Construction Management System 26 04/01/2008
  27. 27. Attachment B: University of California Terms Business Information Form Construction Management System 27 04/01/2008
  28. 28. Directions to UCR Campus Inland Empire Traffic (real time) TANN Inland Empire Map From Los Angeles County From the 91 freeway: Take the 91 freeway east to the 60 freeway east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. From the 10 freeway: Take the 10 freeway east to Interstate 15 south and then to the 60 freeway east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. From the 60 freeway: Take the 60 freeway east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. From Orange County Take the 91 freeway east to the 60 freeway east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. From Ontario Airport From the 10 freeway: Take the 10 freeway east, to the 15 south and then to the 60 east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. From the 60 freeway: Take the 60 freeway east. Exit at University Avenue and turn left. Go to the second light and make a right onto Campus Drive. Construction Management System 28 04/01/2008
  29. 29. From Palm Springs Take the 10 freeway west to the junction with the 60 freeway and go west. Exit at University Avenue and turn left. Go to the first traffic signal and turn right onto Campus Drive. From San Bernardino Take the 215 freeway south to the junction with the 60 freeway and go east. Exit at University Avenue and turn left. Go to the second traffic signal and turn right onto Campus Drive. From San Diego County Take the 15 freeway north to the 215 north and then the 60 freeway west. Exit at University Avenue and turn left. Go to the first light and make a right on Campus Drive. Construction Management System 29 04/01/2008
  30. 30. Bannockburn Construction Management System 30 04/01/2008