computerized maintenance management system

8/10/2019 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

1/37

REQUEST FOR PROPOSALS

COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

DEPARTMENT OF WATER MANAGEMENT

CITY OF DURHAM

NORTH CAROLINA

JUNE 2012


2/37

Request for Proposals for Computerized Maintenance Management System

City of Durham, Department of Water Management Section 1

REQUEST FOR PROPOSALS

Computerized Maintenance Management System

June 2012

I. INTRODUCTION

Through this RFP, the City of Durham Department of Water Management (DWM) is

soliciting Proposals from vendors to provide software and professional consulting services

for a new utility Computerized Maintenance Management System (CMMS) for functions

relating to maintenance of the following DWM asset categories:

Lake Michie and Little River reservoirs, dams and raw water pump stations

Williams Water Treatment Plant (WTP) and Brown WTP

Booster Pump Station

Elevated Tanks

North Durham Water Reclamation Facility (WRF) and South Durham WRF

61 wastewater lift stations throughout collection system

DWM Mist Lake Facility, 1600 Mist Lake Drive

City of Durham closed landfill facility

Currently, DWM does not utilize a CMMS for these assets, but uses a Microsoft Access

database to document limited information about asset-related work and for warehouse

inventory transactions. As a part of this project, DWM will implement a CMMS for these

asset groups to improve its maintenance processes and overall level of service.

The new CMMS will run as a web-based application using MS SQL Server for the database

engine. Users will access the CMMS from Windows workstations operating on the City ofDurham Local Area Network (LAN) as well as mobile devices operating throughout the

service area and connected to the LAN via cellular telephone networks.

DWM intends to contract with a Vendor/Implementer (CMMS Vendor) to furnish software

and services to fully implement the new CMMS. CMMS Vendors that wish to be considered


3/37



II. SUBMITTAL PROCEDURES

A.

CONTACT PERSON FOR QUESTIONSAll questions related to this RFP are to be submitted to the following contact person. To

assure consistent information is disseminated to all proposers, questions related to this RFP

are to be asked to members of City staff only with the knowledge and consent of the contact

person named below.

The contact person for questions is:

C. Jeff Adkins, P.E. 919-424-1445 (phone)

Brown and Caldwell 919-233-0144(fax)

5430 Wade Park Boulevard, Suite 200 [email protected]

Raleigh, North Carolina 27607

B. RFP SCHEDULE

The following timeline contains the tentative dates of major milestones related to this RFP

and the subsequent process required for City Council approval of the master agreement

contract.

Table 2-1. Activities and Due Dates

Activity Due Date

Issue Request for Proposal June 18, 2012

Proposal Submittals Due July 26, 2012

Software Demonstrations for

Shortlisted VendorsApproximately August 25, 2012

Preferred CMMS Vendor Selected Approximately September 10, 2012

Contract Award / Notice to Proceed January 2, 2013 (Estimated)

Based on the SOQs submitted, the City will notify the short-listed CMMS vendors with an

invitation to perform a CMMS demonstration.

C. PRE-SUBMITTAL CONFERENCE

CMMS Vendor firms that are interested in submitting a Proposal are strongly encouraged to


4/37



D. NUMBER OF SUBMITTALS AND COVER LETTERProposer should submit ten (10) copies of their Proposal. The Proposal should contain a

cover letter, signed by a principal in the firm, indicating title and should contain the followingstatements:

The undersigned has the authority to submit this Proposal on behalf of

_____________________ in response to the Request for Proposals, dated June 18,

2012, of the City of Durham, and if applicable, and addenda numbers _____. This

Proposal is not an offer, and the Proposer retains the right to refuse to enter into a

contract with the City for this project.

I, _______________________________ affirm that I have not engaged in collusion with

any City employee(s), other person, corporations or firms relating to this bid, proposals or

quotations. I understand collusive bidding is a violation of state and federal law and can

result in fines, prison sentences and civil damage awards.

Signature: ______________________________

Proposers shall also submit one scanned copy of the signed proposal on a CD in PDF

format.

E. DEADLINE FOR SUBMITTALS

Submittal should be received on or before 4:00 p.m., July 26, 2012, at the following address:

City of Durham

Department of Water Management

1600 Mist Lake Drive

Durham, North Carolina 27704

Attention: Simon Lobdell, PE

F. SOFTWARE DEMONSTRATIONSFollowing evaluation of the proposals, the City will select the top two or three scored CMMS

Vendors (shortlist) to perform a required, in-person demonstration of their proposed solution.

The location for the demonstration is at the administrative offices of DWM, 1600 Mist Lake

Drive. CMMS Vendors will be notified approximately two weeks prior to the date of

demonstrations. Subject to the Citys approval, the CMMS Vendor may request an alternate


5/37



desired functionality. Specific demonstration scenario instructions will be provided to short-

listed vendors upon notice of shortlisting.

Following the demonstration, CMMS Vendors may be requested to provide additional

information regarding the proposed products or services. Vendors may request up to one

week to respond to such requests for additional information.

F. DISCRETION OF THE CITY

The City of Durham reserves the right to reject any or all Proposals. NOTWITHSTANDING

anything to the contrary in this document or in any addenda to this document, unless the

provision refers specifically to this provision, the City reserves the right (i) to negotiatechanges of any nature with any firm proposing to do the work with respect to any term,

condition, or provision in this document and/or in any Proposal, whether or not something is

stated to be mandatory and whether or not it is said that a Proposal will be rejected if certain

information or documentation is not submitted with it, and (ii) to enter into an agreement for

the work with one or more firms that do not submit Proposal. All deadlines are for the

administrative convenience or needs of the City and may be waived by the City in its

discretion.

G. PROHIBITED CONTACT

Proposer and proposer staff members are prohibited from contacting any member of the City

of Durhams staff regarding this proposal. All questions or requests for clarification of the

project scope shall be submitted in writing to the Contact person listed above. All questions

regarding Department of Equal Opportunity/Equity Assurance (EO/EA) matters shall be

submitted to the EO/EA Department directly at the address and contact provided in the Equal

Business Opportunity Programdocumentation.

III. SUBMITTAL CONTENT REQUIREMENTS

The submitted proposal should be a maximum of 45 pages in length, 12 point font (excluding

cover, title sheets, dividers, EO/EA submittal documentation, general product literature as

defined in paragraph III.G, etc.) The 45-page limit for the submitted proposal includes

resumes for individual project team members as defined in paragraph III.D, which shall not

exceed three (3) pages each. The proposal shall provide the following information and be in

the format listed below.

A. SOFTWARE TECHNICAL SOLUTION

The Proposer shall describe how CMMS Vendors system meets the requirements as set forth

in Section IV (Software Functional Requirements Integration Requirements Existing


6/37



Installation and Configuration

Data Loading

Training

Testing

Startup Assistance

CMMS Vendors approach must identify all major tasks, project deliverables, start and end

dates (in days from project start), planned meetings and reviews of work products, and any

other information that will assist in planning and tracking this project successfully.

Include a proposed detailed schedule with task and milestones, addressing all of the service

elements listed in Section IV. Describe any scope of work assumptions made, such as

maximum quantities (e.g., number of trainees), maximum level of effort (e.g., limited man-

hours for a task), or maximum time frame (e.g., up to a week of effort on a task). The

approach must specifically identify the assumed involvement and resources from City staff.

Also include discussion of proposed post-implementation support as defined in Section IV

(Support Services Requirements).

C. VENDOR BUSINESS INFORMATION

The Proposer shall furnish information about the CMMS Vendor, including:

Employee count each year for the past 5 years

Breakdown of employees by: product development, sales, and support

Primary locations (both sales and support, if different) Annual & net revenue for each of the past 5 years derived from sales and support of the

product.

Revenue derived from the sale of other products not directly related to the product in

question not to be included.

Number of new customers* each year for past 5 years

Current number of total customers*

Current number of water utility and/or wastewater utility customers*

Acquisition or merger activity during the past 5 years

*Customers are defined as independent businesses currently using specified product (not

including customers using another product offered by the vendor)

f f d h b d i l d i f i h d d f i h


7/37



D. PROJECT TEAM

The Proposer shall provide an organizational chart indicating roles and reporting

relationships for key personnel on the team. It is preferred that the vendor clearly indicate theProject Manager who will have day-to-day responsibilities for the duration of the contract.

Describe how the team will interact and communicate with DWM staff.

Provide resumes, with home office location, for all members of the team as described above.

Indicate if any of the proposed team members were associated with the reference projects

provided, and specifically what their responsibility was on each of those projects. Each

resume should be limited to no more than three (3) pages per person and be organized

according to the following:

Name and Title

Professional Background

Current and Past Relevant Experience

Relevant Training

Include two (2) references for each key personnel member on similar projects.

Include the role and responsibilities each key team member will perform on this project.

All proposed key personnel shall have at least three (3) years work experience with CMMS

implementation projects similar to the proposed work.Provide a brief summary of current

and future workload for the proposed Project Team members.

E. REFERENCES

The Proposer shall furnish at least three references of customers who are using the software

(same version is preferred) as proposed for DWM. Provide a description of the project,contact information for individual in the customer organization responsible for the project,

and start and live dates of installations. DWM requires the references provided be

vendors active water or wastewater utility customers, preferably in the eastern United States.

F. BUDGET ESTIMATE

The Proposer shall furnish a budget estimate that fully reflects the vendors understanding of

the project requirements as described in this RFP by providing answers in the appropriate

designated areas in Appendix A Budget Estimate. All items in Appendix A must be

completed. The annual maintenance agreement will commence upon acceptance of the

CMMS by DWM.

G. GENERAL PRODUCT LITERATURE

As a separate document to vendors proposal the Proposer shall furnish general information


8/37



H. SMALL DISADVANTAGED BUSINESS ENTERPRISE (SDBE)

The completed SDBE forms as specified in the Equal Business Opportunity Program portions

of this RFQ. SDBE Forms included in the submitted proposal are not counted toward 45page maximum.

IV. SCOPE OF SERVICES

In the context of this project, the primary users of the CMMS will be Water Reclamation,

Plant Engineering and Maintenance, and Water Supply and Treatment. The expected number

of users is approximately 66, itemized by functional group in Table IV-1.

Table IV-1. CMMS System User Counts

Category Functional Group # Primary Users

Plant Engineering & MaintenanceAdministration and Managers,

including Planner/Scheduler6

Plant Engineering & Maintenance Supervisors 7

Plant Engineering & Maintenance Plant Maintenance Crews, CrewLeaders

25

Plant Engineering & MaintenancePump Station Maintenance Crews,

Crew Leaders6

Plant Engineering & Maintenance Warehouse 2

Plant Engineering & Maintenance Subtotal 46

Water Supply and Treatment Operations 7

Wastewater Treatment Operations 6

Utility Engineering Engineering 3

Technical Solutions IT Support 1

Administration Administration and Support Staff 3

Total Primary Users 66

Note: All cited numbers are approximate.

A. TECHNICAL REQUIREMENTS

DWM will require a web-based solution with mobile computing options The Citys


9/37



Integrate with Microsoft Office Tools

Simultaneous, multi-user access, with record locking

Proposals shall identify the versions of the software supported by the CMMS Vendors

product.

Software Licensing and Hardware Requirements

The estimated use of the CMMS is outlined in Table IV-1. If CMMS seat licensing is

available, Vendors proposal shall address cost per seat license. Concurrent or site licensing

options are preferred. A 12-month minimum warranty for software and services shall be

provided. Annual service maintenance fee shall include the cost of CMMS software

upgrades.

The selected vendor shall provide all software required for complete system implementation.

Costs for all required software licenses shall be included in the cost estimate. The submittal

must include:

The name(s) of all software proposed to use, and core functionality

The number of server(s) required and the purpose of the server

The hardware platform and operating system the client software runs on

For each server, vendor shall provide a recommended hardware specification.

DWM plans to include a limited field use trial of up to 4 mobile computing devices

compatible with the vendors CMMS product in the initial project phase. Vendor shall

provide manufacturer/model of three platforms supported by their CMMS product. City will

provide the mobile computing devices for installation of Vendor mobile-capable product.

B. FUNCTIONAL REQUIREMENTS

Table IV-2 provides general functional requirements.

Table IV-2. CMMS Functional Requirements

FunctionalArea Requirements for CMMS Functionality

User-friendly screen/menu layout; straightforward data entry for end users

User interface configurable to users individual profile

Appropriate security safeguards including required usernames and


10/37


11/37




FunctionalArea

Requirements for CMMS Functionality

Inventory

Management

Able to reserve and issue stock parts and materials to maintenance crews

Track materials and tools used by DWM maintenance crews on work orders

Monitor stock levels and support for periodic physical counts, including

audit trail for inventory adjustments

Able to prompt warehouse staff action when stock quantities reach minimum

levels established individually for each stock item

Support for multiple storage locations and mobile inventory

Able to produce vendor/contractor performance reports

Data/Records

Management

Supports data reporting and analysis through standard and custom

queries/reports

Assets can be linked to electronic files of O&M documentation, as-built

drawings, photographs and video to the asset through CMMS for reference

Supports tracking of DWM staff training and certification records

Able to import data from ASCII/Excel, and export data to ASCII/Excel

In new asset setup, able to copy asset descriptions from existing asset

Asset

Management

Able to create and maintain a register of DWM assets and track theirassociated work order history

Track critical asset attributes such as asset types, locations, nameplate data,

condition, criticality installation date, cost and expected service life

Adjusting and reporting effective service life in CMMS based on field

observations and condition ratings

Creating user specific reports from CMMS

Level Of Service

Support tracking of data needed to measure key performance indicators

(KPIs) representative of established levels of service

Supporting periodic review of levels of service versus targets


12/37




FunctionalArea

Requirements for CMMS Functionality

Cost Control

Capable of documenting and maintaining accurate inventory counts and

value in warehouses and other parts-storage locations

Uses asset replacement value cost method for parts valuation

Supports estimated average labor requirements for work orders by type to be

maintained in CMMS

Populates cost-related fields of CMMS work orders

Capable of supporting Disaster Recovery Institute procedures and FEMA

reimbursement protocols

Able to track multiple asset warranty information and claims for each asset

System

Integration

Utilizes and encourages ongoing development of applications protocol

interfaces (APIs) between CMMS and other software applications used by

DWM

Supports long-range goals for linkage between CMMS and other

applications

Able to utilize GIS locator in inventory management and work management

CMMS Work Management functionality fully accessible through mobile

computing interface

Supports bar-code readers to populate data fields

C. REPORTING

Standard Reports

The CMMS shall provide an interface for creating, storing and selecting from a set of

standard reports. At a minimum, the functionality defined in Table IV-3 should be addressed

by the reporting capabilities of the CMMS, either as standard reports or as custom reports

developed by the CMMS Vendor as part of the scope of this project. These reports should be

able to be viewed on screen, sent to a printer, or exported to a PDF format file.


13/37



The CMMS provide for end users, who may have no prior database experience, to create,

store, and recall custom queries and present the results through a simple-to-use interface and

have the ability to produce custom reports.

Data Extract

Custom queries should be able to be configured as a data extract process. This data extract

process should provide the option of selecting from several standard extract formats such as

CSV, delimited text, Microsoft Excel spreadsheet, or Microsoft Access database.

Table IV-3. CMMS Report Table

Report Description Frequency Report Objective Users

Work Activity by

Maintenance Crew

Weekly,

Quarterly,

Annual

General understanding of work performed by

crewsSupervisors

Incomplete Work OrdersWeekly,

Quarterly

Raise profile of incomplete work, to

encourage prompt completionSupervisors

Work Backlog Report MonthlyDocument average response time from newwork order creation to work-in-progress

Supervisors

Total work performed (by

asset type, problem/activity

code, facility)

Monthly General understanding of work performed Managers

Work order cost detail (by

facility)Monthly To raise profile of cost to maintain assets Supervisors

Asset maintenance cost (by

asset)Monthly

To raise profile of assets with high cost to

maintain

Supervisors,

Engineers

Work order frequency by

asset

Quarterly,

Annual

Determine assets with chronic maintenance

problems

Supervisors,

Engineers

Work order frequency by

Problem Code

Quarterly,

AnnualDetermine chronic maintenance problem types

Supervisors,

Engineers

Mean time between assetfailure

Quarterly,Annual

Monitor trends with assets whose timebetween failures is decreasing

Supervisors,Engineers

Treatment Plant work

orders by system

Quarterly,

Annual

Monitor trends of treatment plant maintenance

issues by system

Supervisors,

Engineers

Lift Station work orders by Quarterly, Monitor trends of wastewater lift station Supervisors,


14/37



D. INTERFACES

The initial project phase does not require interface between the following other City-operated

systems, but the vendor shall demonstrate its CMMS product is capable of future interfaceswith the systems indicated below with an asterisk (*). For each potential future interface

listed below, vendor shall provide evidence of the number of previously-completed, operating

interfaces, along with the following: name and contact information for a reference where the

interface was provided; and how the interface is achieved.

Customer Information System (MUNIS)*

SCADA*

GIS* Document management system

E. IMPLEMENTATION SERVICES

The vendor will be required to provide a turnkey installation of software and services. It will

be the selected vendors responsibility to monitor, pay and resolve any issues with regards to

any subconsultants or vendors that are part of their team.

Project ManagementThe vendor will define, in a written plan, the tasks, milestones, schedule, deliverables,

communication, and staffing/management of the CMMS implementation project. The plan

should include an appropriate implementation strategy for the CMMS during development

and production. Monthly electronic progress reports will be submitted by the vendors

project manager to document progress and track time and costs versus budget.

Software Installation and Configuration

The vendor will assist DWM in establishing a team comprised of management, technical, anduser resources to be involved in the installation and implementation of the CMMS. The

vendor will install any packaged or developed application software on servers provided by

DWM/TS. The vendor will make provisions for separate development, testing and production

environments. DWM/TS will provide a VPN connection to the servers to facilitate remote

access by the vendor.

Software Installation The vendor will install the application software on the servers

provided by DWM. The vendor will install and configure the end-user concurrent licenses ofthe application software on CMMS user workstations (ref. Table 3-1).

Software Configuration The vendor will modify screens, menus and reports, and generally

configure the software wherever necessary to meet DWM functional requirements.

Configuration of the system will not include any custom programming unless pre-approved in

writing by DWM


15/37



Access files based on the format provided by the vendor. The vendor is responsible for

providing the file definition, importing the data into the new CMMS, and verifying the data

loading as been completed.

Legacy Data Migration

DWM currently maintains separate Access databases for warehouse inventory and limited

work history on assets. The vendor will work with DWM to identify the inventory and work

history data to be migrated to the CMMS. For purposes of this RFP, it can be assumed that

no more than 10,000 records will need to be migrated.

Testing and TrainingTesting - The vendor will develop a system acceptance testing plan based on the functional

requirements defined in the eventual contract. This plan must be approved in writing by the

DWM project manager. Acceptance of the system will be based on the successful

completion and subsequent written signoff by DWM. Final acceptance of the system

installation is expected to take place within 2 months after go-live.

Training - The vendor will conduct training on-site for City staff that will administer and use

the CMMS. The vendor shall include in their proposal a training plan, including user grouplevels, course duration, course description, and any course pre-requisites. Proposed training

costs shall include costs of on-site training with a maximum class size of 10 students for

hands-on classes. DWM will provide the training facilities, including requisite PCs and

projection capabilities.

The training should offer separate classes for a minimum of four types of users: system

administrators, maintenance supervisors and managers, maintenance and operations staff, and

planner/schedulers. System administrator training should encompass application software

administration, software configuration, performance optimization, and application

programming interfaces/scripts. Supervisor training should encompass workflow

management, asset creation, service requests/work order creation, and standard/custom

reports and queries. Staff level training should encompass workflow management, asset

creation, service requests/work order creation, mobile application of the CMMS, and

standard reports. Planner/scheduler training should encompass workflow management, asset

creation, service request creation, and standard/custom reports and queries.

Estimated required user training student counts are:

System administrators 3

Supervisors and managers 12

Maintenance and operations staff:


16/37



Go-Live Support

The vendor will provide support services to DWM during and after the deployment of the

CMMS. At the time of moving the system into a production, live environment, the vendormust deploy at least one project team member to be onsite for a mutually-agreed period of

time. The person(s) onsite must have had significant involvement throughout the project and

a thorough understanding of the system configuration. The vendor must provide ongoing

maintenance support in the form of help desk support, system patches and regular system

upgrades based on a defined ongoing maintenance agreement.

V. EVALUATION CRITERIA

Selection of the CMMS Vendor will be based on the following:

General approach to carrying out the scope of work;

Past experience with and record of performance on similar projects, includingCMMS software functionality, implementation services, customization, training,

quality of work and ability to meet schedules;

Qualifications of the proposed project team, which includes education,background, credentials, work experience, specialized experience and technical

competence of all key team personnel;

CMMS Vendor business information;

Best interests of the City

The Evaluation Criteria are intended to be used to make a recommendation to the CityManager or City Council who will award the contract, but who is not bound to use these

criteria or to award to a firm on the basis of the recommendation. Further, the City reserves

the right to vary from this procedure as it determines to be in the Citys best interest.

VI. LICENSURE

The City may reject proposals from persons, firms, or corporations that lack a privilege

license for proposed services. This project does not require State required licensure for

Engineering, Architecture or Land Surveying.

VII. EQUAL BUSINESS OPPORTUNITY PROGRAM


17/37



The goals for this project are 0% M/SDBE and 0% W/SDBE. In accordance with the

Ordinance, all contractors are required to provide with their submitted proposals the

information requested in the SDBE Professional Services Forms package (Appendix B).Proposals that do not contain the appropriate, completed Professional Services Forms will

be deemed non-responsive and ineligible for consideration. The Declaration of

Performance, Participation Documentation, Managerial Profile, Equal Employment

Opportunity Statement and the Employee Breakdown documents are required of all

contractors. In lieu of the Employee Breakdown, contractors may submit a copy of the

current EEO-1 form (corporate basis). The Letter of Intent to Perform as a Sub-

consultant/Subcontractor must be completed for SDBEs proposed to perform on a contract.

This form must be submitted with the proposal. The SDBE Goals Not Met/Documentationof Good Faith Efforts form must be submitted if the goals are not met. The Post Proposal

Submission SDBE Deviation form is not applicable at this time.

The Department of Equal Opportunity/Equity Assurance is responsible for the Equal

Business Opportunity Program. All questions about SDBE Professional Services Forms

should be referred to Deborah Giles or other department staff at (919) 560- 4180.


18/37


City of Durham, Department of Water Management

APPENDIX A BUDGET ESTIMATE WORKSHEET


19/37



Appendix A

Budget Estimate

Part 1 - Initial Costs (non labor)Description Dollars Comments

Software License Costs

Additional (3rd

Party) Software

License CostsExpense Cost (travel, lodging, per

diem)

Markup on Expenses

Subconsultant 1 Costs

Subconsultant 2 Costs

Markup on Subconsultants

Other Costs 1

Other Costs 2

Total:

Part 2 - Initial Costs (labor)

Description Dollars CommentsProject Management and Project

Plan Development

Installation and Configuration

Data Loading/Migration

Training (complete part 4-Training)

Testing

Startup Assistance

Other Costs 1

Other Costs 2


20/37


21/37



APPENDIX B EQUAL BUSINESS OPPORTUNITY

PROGRAM


22/37



EEO PROVISIONS

During the performance of this Contract the Contractor agrees as follows:

a. The Contractor shall not discriminate against any employee or applicant foremployment because of race, color, religion, sex, national origin, political affiliation

or belief, age, or handicap. The Contractor shall take affirmative action to insure that

applicants are employed and that employees are treated equally during employment,

without regard to race, color, religion, sex, national origin, political affiliation or

belief, age, or handicap. Such action shall include but not be limited to the following:employment, upgrading, demotion, transfer, recruitment or advertising, layoff or

termination, rates of pay or other forms of compensation, and selection for training,

including apprenticeship. The Contractor shall post in conspicuous places, available

to employees and applicants for employment, notices setting forth these provisions.

b. The Contractor shall in all solicitations or advertisements for employees placed by oron behalf of the Contractor, state that all qualified applicants will receive

consideration for employment without regard to race, color, religion, sex, national

origin, political affiliation or belief, age, or handicap.

c. The Contractor shall send a copy of the EEO provisions to each labor union orrepresentative of workers with which it has a collective bargaining agreement or other

contract or understanding.

d. In the event of the Contractor's noncompliance with these EEO provisions, the Citymay cancel, terminate, or suspend this contract, in whole or in part, and the City may

declare the Contractor ineligible for further City contracts.

e. Unless exempted by the City Council of the City of Durham, the Contractor shallinclude these EEO provisions in every purchase order for goods to be used in

performing this contract and in every subcontract related to this contract so that these

EEO provisions will be binding upon such subcontractors and vendors.

NONDISCRIMINATION PROVISION

"The City of Durham opposes discrimination on the basis of race and sex and urges all of its

contractors to provide a fair opportunity for minorities and women to participate in their work


23/37


24/37



CITY OF DURHAM EQUAL BUSINESS OPPORTUNITY PROGRAM

Policy Statement

It is the policy of the City to provide equal opportunities for City contracting to small firms owned bysocially and economically disadvantaged persons doing business in the Citys Contracting Marketplace. It

is further the policy of the City to prohibit discrimination against any firm in pursuit of these opportunities,

to conduct its contracting activities so as to prevent such discrimination, to correct the present effects of

past discrimination and to resolve complaints of discrimination.

Goals

To increase the dollar value of all City contracts for goods and services awarded to small disadvantagedbusiness enterprises, it is a desire of the City that the contractor will voluntarily undertake efforts to

increase the participation of socially and economically disadvantaged individuals at higher skill and

responsibility levels within non-minority firms engaged in contracting and subcontracting with the City.

The Equal Opportunity/Equity Assurance Director shall establish project specific goals for each project or

contract based upon the availability of small disadvantaged business enterprises (SDBEs) within the

defined scope of work, delineated into percentages of the total value of the work.


25/37



Equal Business Opportunity Ordinance

SDBE Participation Documentation

If applicable information is not submitted with your proposal, your proposal will be deemed non-

responsive.

Declaration of Performance must be completed and submitted with your proposal.

SDBE Participation Documentationmust be used to document participation of Small DisadvantagedBusiness Enterprise (SDBE) on Professional Services projects. All SDBEs must be certified by the City ofDurhams Equal Opportunity/Equity Assurance Department prior to submission date. If a business listedhas not been certified, the amount of participation will be reduced from the total utilization.

Managerial Profilemust be used to list the managerial persons in your workforce who will be participatingin this project.

Equal Employment Opportunity Statementfor your company must be completed and submitted withyour proposal.

Employee Breakdownmust be completed and submitted for the location providing theservice/commodity. If the parent company will be involved in providing the service/commodity on the City

contract, a consolidated employment breakdown must be submitted.

Letter of Intent to Perform as a Sub-consultant/Subcontractormust be completed for SDBEsproposed to perform on a contract. This form must be submitted with the proposal.

Post Proposal Submission SDBE DeviationPost proposal submission SDBE deviation participation documentation must be used to report anddeviation from SDBE participation either prior to or subsequent to startup of the project. The EqualOpportunity/Equity Assurance Department must be notified if the proposed sub-consultant/subcontractor

is unable to perform and for what reasons. Substitutions of sub-consultants/subcontractor, both prior toand after awarding of a contract, are subject to City approval.

SDBE Goals Not Met/Documentation of Good Faith EffortsIt is the responsibility of consultants/contractors to make good faith efforts. Good Faith Efforts means thesum total of efforts by a particular business to provide equitable participation of socially and economicallydisadvantaged employees and sub-consultants/subcontractors.Whenever contract alternatives, amendments or extra work orders are made individually or in theaggregate, which increase the total value of the original contract, the consultant must make a good faitheffort to increase SDBE participation such that the amounts subcontracted are consistent with theestablished goals.


26/37



SELECTION OF CONSULTANTS/CONTRACTORS

FOR ARCHITECTURAL/ENGINEERING

AND OTHER PROFESSIONAL SERVICES

Goal

The purpose is to provide Small Disadvantaged Businesses equal opportunities for participation onCity of Durham contracts.

Definition of the Scope of the Selection Policy

The Equal Opportunity/Equity Assurance Director shall establish SDBE participation goals for

each contract to be awarded by the City. Project specific goals for each project or contract will bebased upon the availability of small disadvantaged business enterprises (SDBEs) within the definedscope of work, delineated into percentages of the total value of the work.

In addition to SDBEs specifically certified by the City and listed in a database maintained bythe EO/EA Department, the City of Durham may consider a formal certification of another entity todetermine whether an applicant meets requirements of the Equal Business Opportunity Program,provided that the City Manager or designee determines that the certification standards of such entityare comparable to those of the City. The City of Durham has determined that the followingcertifications are comparable to its own and may be used by bidders/proposers: North Carolina

Department of Transportation (N.C. DOT), United States Small Business Administration (U.S. SBA)and Raleigh-Durham Airport Authority (RDU).

In lieu of SDBEs listed in its SDBE System, the City of Durham will accept women andminority firms certified by N.C. DOT, U.S. SBA and RDU as meeting its SDBE goal requirementsprovided the bidder/proposer submits evidence that the firm is currently certified by one of the statedentities at the time of bid/proposal. Failure to provide evidence of certification may disqualify thefirms participation for the purpose of meeting SDBE goals.

Any firm submitted in this manner will be contacted and urged to complete an abbreviatedcertification process with the City of Durham. For purposes of this document and associated forms,

any reference to a City Certified SDBE, an SDBE certified by the City or similar reference shallinclude reference to a qualified women or minority owned firm certified and approved in accordancewith the above paragraphs, even where specific reference is made to the City SDBE database.

Small Disadvantaged Business Proposal RequirementsThe prime consultant/contractor shall submit a proposal in accordance with the City of Durhamsrequest for Proposal. In addition, the prime consultant/contractor must submit all requiredProfessional Services SDBE Forms.

Selection Committee for Professional ServicesA selection committee shall be established to be composed of the following: City Manager or adesignated representative of this office; Director of Finance or a designated representative of thisoffice; department head responsible for the project; City Engineer if engineering services are involved;the Equal Opportunity/Equity Assurance Director and Purchasing Manager. Other representativesshall be called upon as needed based on their areas of expertise.

R f P l f C i d M i M S


27/37



9. Fees that have been charged for recent comparable projects;10. References;11. SDBE Participation; and

12. Documentation of Good Faith efforts.

After ranking the firms presenting proposals based on the above criteria, interviews will be conductedby the selection committee with the top ranked firms (3-5). The contracting department will make thefinal recommendation, prepare contracts for review by the City Attorney, and prepare therecommendation for the City Council including the following:1. Description and scope of the project;2. Recommended firm;3. Contract cost;

4. Time limits;5. Basis for selection;6. Source for funding;7. Equal Business Opportunity Ordinance compliance; and8. Recommendation that the contract be approved by the City Council.

Contract Award

A provision must be written in each contract with an architect or engineer requiring them to work withEqual Opportunity/Equity Assurance Department in creating and identifying separate work.

Project Evaluation

An evaluation shall be made of each contract after its completion to be used in consideration of futureprofessional services contracts. The evaluation shall cover appropriate items from the check list forranking applicants. A copy of the evaluation shall be given to the consultant, and any commenthe/she cares to make shall be included in the files.

R t f P l f C t i d M i t M t S t


28/37



DECLARATION OF PERFORMANCE BY CONSULTANT/CONTRACTOR

Briefly address each of the following items:

1. A brief synopsis of the company and the products/services it provides:

2. Describe the normal procedure used on a bid of this type, giving the flow of purchase fromthe company to the ultimate purchaser:

3. List anyone outside of your company with whom you will contract on this bid:

The undersigned consultant/contractor certifies that: (check appropriate box)

a) _____ It is the normal business practice of the consultant/contractor to perform allelements of the contract with its own workforce without the use of subcontractors/vendors;and

b) _____ That the above documentation demonstrates this firms capabilities to perform allelements of the contract with its own work force or without the use ofsubcontractors/vendors.

c) _____ The vendor/contractor will use a subconsultant(s) in the fulfillment of this scope ofwork.

Date Authorized Signature



29/37



PARTICIPATION DOCUMENTATION(TO BE COMPLETED BY PRIME CONSULTANT/CONTRACTOR ONLY)

Names of all firms

Project (including

prime and SDBE Nature

subconsultants/sub- Firm of % of Project

contractors) Location Yes/No Participation Work

TOTAL _________________

_______________________________________________________________

Name - Authorized Officer of Prime Consultant/Contractor Firm (Print/Type)



30/37



Managerial Profile

Name of Firm: ______________________________________

Contact Person: ______________________________________

Title: ______________________________________

Address: ______________________________________

Telephone No.: ______________________________________

Date: ______________________________________

List the managerial persons in your work force who will be participating in this project, including name, position, andwhether the individuals are minority or woman within the definition* of the City of Durhams Equal BusinessOpportunity Ordinance.

Managerial Employees

NAME POSITION

SOCIALLY/ECONOMICALLYDISADVANTAGED*

(YES/NO)

_____________________ ________________________ ______________________

_____________________ _______________________ ______________________

_____________________ ________________________ ______________________

_____________________ ________________________ ______________________

_____________________ ________________________ ______________________

_____________________ ________________________ ______________________



31/37



EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

(You may submit your organizations EEO policy in lieu of this sheet)



32/37

q p p g y


EMPLOYEE BREAKDOWNPart A Employee statistics for the primary location.

Males Females

Employment

category

Total

employees

Total

males

Total

females

White Black Hispanic Asian or

PacificIslander

Indian or

AlaskanNative

White Black Hispanic Asian or

PacificIslander

Indian

orAlaskanNative

Projectmanager

Professional

Technical

Clerical

Labor

Totals

Part B Employee statistics for the consolidated company. (See instructions for this form on whether

this part is required.)

Males Females

Employmentcategory

Totalemployees

Totalmales

Totalfemales

White Black Hispanic Asian orPacificIslander

Indian orAlaskanNative

White Black Hispanic Asian orPacificIslander

IndianorAlaskanNative

Projectmanager

Professional

Technical



33/37


Letter of Intent to Perform as a Sub-Consultant

The undersigned intends to perform work in connection with the above project as a SDBE:

Minority (African American) Woman Hispanic

American Indian Asian American Handicapped

The SDBE status of the undersigned is certified by the City of Durham as identified by the attached copy of

certification or the attached SDBE Contractor Identification List supplied by the EO/EA Department.

The undersigned is prepared to perform the following described work in connection with the above project (specify

in detail particular work items or parts thereof to be performed):

You have projected the following commencement date for such work, and the undersigned is projecting completion

of such work as follows:

ITEMS PROJECTED COMMENCEMENT

DATE

PROJECTED

COMPLETION

DATE

The undersigned will subcontract __________% of the dollar value of this contract to a SDBEsubconsultant/subcontractor and/or non-SDBE subconsultant/subcontractor.

The undersigned will enter into a formal agreement in the amount of $________________________for the above work with you, conditioned upon your execution of a contract with the City of Durham.

Name___________________________________Title___________________________

Company________________________________Telephone______________________

Address________________________________________________________________

Signature_______________________________________________________________



34/37


REQUEST TO CHANGE SDBE PARTICIPATION

Project: ______________________________________________________________________

Name of bidder or consultant:_____________________________________________________

Name and title of representative bidder or consultant: __________________________________

Address (including zip code): _____________________________________________________

Telephone number: _________________________ Fax number: _______________________

Email address: _______________________________________Total amount of original contract, before any change orders or amendments: ________________

Total amount of the contract, including all approved change orders and amendments to date, but

not counting the changes proposed in this form: _______________________________________

Dollar amount of changes proposed in this form: ______________________________________

The proposed change (check one) increases decreases the dollar amount of the

bidders/consultants contract with the City.

Does the proposed change decrease the SDBE participation? (check one) yes noIf the answer is yes, complete the following:BOX A. For the subcontract proposed to be changed (increased, reduced, or eliminated):

Name of subconsultant: ________________________________________________________

Goods and services to be provided before this proposed change: _______________________

___________________________________________________________________________

Is it proposed to eliminate this subcontract? yes no

If the subcontract is to be increased or reduced, describe the nature of the change (such as adding $5,000

in environmental work and deleting $7,000 in architectural): _____________________________

___________________________________________________________________________

Dollar amount of this subcontract before this proposed change: __________________________

Dollar amount of this subcontract after this proposed change: ___________________________This subconsultant is (check one):

1. City-certified Black-owned SDBE

2. City-certified Women-owned SDBE

3. City-certified SDBE that is neither Black-owned nor women owned, but to be credited as

3(a) Black-owned SDBE 3(b) Women-owned SDBE4. not a City-certified SDBE

BOX B. Proposed subcontracts other than the subcontract described in Box A aboveName of subcontractor for the new work: ____________________________________________

Goods and services to be provided by this proposed subcontract: ________________________


Cit f D h D t t f W t M t


35/37


SDBE GOALS NOT HAVING BEEN MET. The following information must be presented by theconsultant concerning good faith efforts taken.

It is the responsibility of consultants to make good faith efforts. Any act or omission by the City shall notrelieve them of this responsibility. For future efforts, it shall be comprised of such efforts which are

proposed to allow equitable participation of socially and economically disadvantaged employees and sub-

consultants/subcontractors. The City Manager shall apply the following criteria, with due consideration of

the quality, quantity, intensity and timeliness of efforts of consultants/contractors, in determining good

faith efforts to engage SDBEs along with other criteria that the City Manager deems proper:

Name ofBidder: ______________________________________________________________________

If you find it helpful, feel free to attach pages to explain your answers. How many pages is

your firm attaching to this questionnaire? ____________ (Dont count the 2 pages of this

questionnaire.)If a yes or no answer is not appropriate, please explain the facts. All of the answers to these questions relate only

to the time before your firm submitted its bid or proposal to the City. In other words, actions that your firm took

after it submitted the bid or proposal to the City cannot be mentioned or used in any answers.

1. SOLICITING SDBEs.

(a) Did your firm solicit, through all reasonable and available means, the interest of all SDBEs certified

(that is, in the Citys database) in the scopeof work of the contract? yes no(b) In such soliciting, did your firm advertise? yes no Are you attaching copies to this

questionnaire, indicating the dates and names of newspaper or other publication for each ad if that

information is not already on the ads? yes no

(c) In such soliciting, did your firm send written (including electronic) notices or letters? Are you

attaching one or more sample notices or letters? yes no

(d) Did your firm attend the pre-bid conference? yes no

(e) Did your firm provide interested SDBEs with timely, adequate information about the plans,

specifications, and requirements of the contract? yes no

(f) Did your firm follow up with SDBEs that showed interest? yes no

(g) With reference to the SDBEs that your firm notified of the type of work to be subcontracted, did

your firm tell them:

(i) the specific work your firm was considering for subcontracting? yes no(ii) that their interest in the contract is being solicited? yes no(iii) how to obtain and inspect the applicable plans and specifications and descriptions of items

to be purchased? yes no

2. BREAKING DOWN THE WORK.


City of Durham Department of Water Management


36/37


(b) Describe the information that you provided to the SDBEs regarding the plans and specifications for

the work selected for potential subcontracting. ANSWER:

(c) Why could your firm not reach agreements with the SDBEs that your firm made contact with? Bespecific. ANSWER:

4. ASSISTANCE TO SDBEs ON BONDING, CREDIT, AND INSURANCE.

(a) Did your firm or the City require any subcontractors to have bonds, lines of credit, or insurance?

yes no (Note: In most projects, the City has no such requirement forsubcontractors.)

(b) If the answer to (a) is yes, did your firm make efforts to assist SDBEs to obtain bonds, lines of credit,

or insurance? yes no If yes, describe your firms efforts. ANSWER:

(c) Did your firm provide alternatives to bonding or insurance for potential subcontractors?

yes no If yes, describe. ANSWER:

5. GOODS AND SERVICES. What efforts did your firm make to help interested SDBEs to obtain goods

or services relevant to the proposed subcontracting work? ANSWER:

6. USING OTHER SERVICES.

(a) Did your firm use the services of the City to help solicit SDBEs for the work? yes noPlease explain. ANSWER:

(b) Did your firm use the services of available minority/women community organizations, minority and

women contractors' groups, government-sponsored minority/women business assistance agencies,

and other appropriate organizations to help solicit SDBEs for the work? yes noPlease explain. ANSWER:


City of Durham Department of Water Management


37/37


DRAFT for review purposes only. Use of contents on this sheet is subject to the limitations specified at the end of this document.

DWM CMMS RFP revFinal 061412.docx

computerized maintenance management system

Documents