Transcription
REQUEST FOR QUALIFICATIONSfor the implementation of aPROGRAM, PROJECT AND DOCUMENTMANAGEMENT SYSTEM – INTEGRATORMPA A308-S3Request for Proposals Issued: 08/04/2016Deadline for Submittal of Proposals: 09/29/2016Page 1 of 30
I.Scope OverviewThe Massport Capital Programs and Environmental Affairs Department is seeking a qualifiedfirm who can provide the Department with software set-up, configuration, implementation, andtraining. The software will serve as a Capital Program, Project and Document Managementsoftware to manage and track capital projects. This software must meet the requirements set forthin this RFP, must be identified in the Department’s short listed vendors (refer to Exhibit A titled“Approved Software Vendors”) and must be flexible and scalable in order to meet theDepartment’s future financial planning, implementation and reporting needs with regard toconstruction projects and capital improvement programs. The Department is seeking a team of anexpert integrator firm and a software vendor that will provide both the software licenses andimplementation services it to support the real-time business activity for planning, controlling andmonitoring of capital construction projects.To control the overall implementation cost of the system, the Department will make everyreasonable attempt to use the software as proposed without modification. However, the proposalmust discuss configuration and/or modification options based on experience with othercustomers to effectively achieve the necessary Department’s requirements. The requirementscontained in this RFP represent the Department’s vision of a capital program, project anddocument management system. As such, we realize that the requirements may exceed theofferings currently available in the marketplace. For this reason proposals will be evaluated intheir entirety with attention to the approach to the implementation and creativity in providingsolutions.Proposals should clearly delineate how the software system can best satisfy the statedrequirements and how the implementation approach will minimize the risk of delayedimplementation. The Department expects the proposals to include recommendations forhardware to satisfy stated performance requirements. However, the Department may choose toacquire hardware through a separate process.II.Department OverviewThe Capital Programs and Environment Affairs Department is responsible for the developmentof capital projects at all Massport facilities. The Department’s mission encompasses four mainfunctions described below: Capital Programming - Responsible for the development of the shortand long term Capital Program for the Authority. The Capital Program is a prioritized list ofinfrastructure projects selected to optimize Massport’s infrastructure investments while allowingour operating departments to remain efficient in their delivery of services. The Capital Programis currently approximately 400M per year.Project Delivery - Responsible for the delivery of the infrastructure projects approved as part ofthe Capital Program. This is accomplished through a mix of Massport developed projects andprivately developed projects. In the case of Massport developed projects, our project teams areresponsible for development of the project scope, designer selection, design management, publicbidding, construction management, commissioning, and asset maintenance management. In thecase of privately developed infrastructure, our teams are responsible for development of thePage 2 of 30
request for qualifications, request for proposals, management of the selection process, andoversight of the design and construction phases.Technical Expertise - Provide numerous technical functions to all Massport facilities such asfacility inspections, infrastructure record keeping, emergency troubleshooting, environmentalcompliance, safety management, and utilities purchasing and billing management.Other Related Services - Provide to all Capital projects the following support efforts, asnecessary: project controls, survey, construction management, resident inspection, environmentalservices relating to project permitting and soil/groundwater management, safety inspections andaudits, asset maintenance management and energy management systems, and utilitiesmanagement to include procurement, metering, budgeting, and billing. These services are alsoprovided on an operational basis to Aviation and Maritime Departments. Additionally, theCapital Programs and Environmental Affairs Department manages the review, approval, andconstruction oversight of tenant design and construction projects.III.Background and Current System UtilizationIn January 2014, MPA’s Capital Program Department conducted an assessment of theDepartment’s information technology portfolio with respect to the Department’s current andfuture needs, and developed a roadmap of technology initiatives. The major purpose of thisassessment was to eventually acquire and implement a comprehensive project managementsystem.The objectives of the assessment were to: Maximize the technology investments made by the Department.Eliminate redundancy and duplication of systems.Integrate of systems within and outside the Department providing staff and management.The ability to review and analyze Department data to make informed decisions.The following table lists the numerous applications and functions for the various systemscurrently used by Capital Programs.No.1Application NameOracle PrimaveraContract Manager2Oracle PrimaveraP63Adept 2013Application FunctionUtilized to capture and maintain information relating to executedcontracts including funding, budgets, commitments, expenditures,amendments, change orders and forecasts. The system is also used tocapture procurement opportunities. This system is hosted internally.Utilized for developing and tracking schedules for all Capital Programprojects. The database includes summary level executive templates aswell as detailed schedules from designers/contractors/constructionmanagers for large scale projects. This system is hosted externally withLoadspring Solutions.Adept is a legacy application used for drawings and documentmanagement. It’s a desktop and web-based application containingapproximately 150,000 as-built drawings comprised of digitized blueprints and base plans.Page 3 of 30
No.456789101213141516Application NameACES –AutomatedContractExecution SystemApplication FunctionACES is an authority wide application utilized by all departments tocentrally record the execution of contracts. The application is used tosupport the business process from award stage until the contractexecution stage. The system is also used to approve consultantamendments but not construction change orders.Oracle PeopleSoftPeopleSoft is the Authority’s overall accounting system.Oracle HyperionHyperion budgeting is used for preparing the 5-year rollingCapital Program as well as annual operating budgets.CalanceThis customized middleware integrates the transfer of data (Invoices andMiddlewareRequisitions) from Contract Manager to PeopleSoft, as well as paymentinformation and internal charges from PeopleSoft to Contract Manager.This integration also allows for the transfer of the Capital Program fromHyperion to Contract ManagerIBM MaximoIBM Maximo is currently being implemented as the primary system formaintenance Work Order Management at various locations at LoganAirport. Asset data is populated for Logan locations including attributespertaining to Asset ID, Asset Clarification, and Asset Type. The intent isto expand the utilization of this system as a true Enterprise AssetManagement System serving the functions of Asset Management andReliability Centered Maintenance throughout all Massport locationsB2GB2G tracks M/WBE Goals and Participation. Designers, contractors andconstruction managers are required to input data into the system. Thisapplication is externally hosted.LCP TrackerLCP Tracker tracks certified payrolls and prevailing wages. Contractorsand construction managers are required to input data into the system. Thisapplication is externally hosted.MGP – Massport MGP was developed to provide real time spatial information to allGeographicauthorized users. The system shares and spatially renders data from otherPortalsystems such as Common Lease Management System (CLMS) andUtility Management System (UMS).DBo2 (Predictive DBO2's system is an analysis and safety inspection software program thatSolutions)helps predict and prevent worker injuries while improving quality andproductivity. The system serves as a "net of prevention" by identifyinghazards and unsafe trends before they become accidents.FRED – Utility FRED is a utility billing system that tracks usage and bills tenants,provides financial interfaces to PeopleSoft (FARS) for Accounts Payable,BillingAccounts Receivable and General Ledger, and provides energy EEM Suitemanagement reporting. It consists of multiple software programs and Multi-Vendorhardware, including handheld meter reading devices (ITRON FC300) andReadingfield installed cell signal devices – electronic radio transmitters. Software(MVRS) Endpoint Link PervasiveDDMS – Digital DDMS allows users to search and retrieve information pertaining toDrawingfacilities, systems and assets using various parametersManagementSystemBluebeamBluebeam provides the ability to create, markup, and edit PDFs.Additionally, it allows for collaboration and a paperless workflowPage 4 of 30
No.Application Name17BIM ApplicationsApplication Functionthrough Bluebeam Studio, assisting teams with management of projectsand real time PDF work.Autodesk RevitAutodesk NavisworksAutoCADBIM 360 ProductsOpen SessionMassport will host an all-day informational session on Friday August 12th 2016 to have the fourshortlisted systems presented to interested integrators and MPA staff in addition to having existingsystems currently being utilized by Massport presented to all.The agenda for that day will be as follows:9:00 – 10:0010:00 – 11:0011:00 – 12:0012:00 – 1:001:00 – 2:002:00 – 4:00e-Builder PresentationOracle Primavera Unifier PresentationPMWeb PresentationLunchTririga PresentationMPA Presentations of Systems to include:ACES, Hyperion, Contract Manager, Adept, PeopleSoft, B2G, Maximoand LCP TrackerThe presentations will address the following: Document Exchange between team membersSystem Search CapabilitiesDrawing Management to include pdf, dwg and rvt filesRFI Process – how a contractor initiates an RFI and how the A/E distributes to subs and responds(high level)Finance and Cost Codes – how to create finance and cost codes and assign to a transactionWork Order Contracts – how to create an upset Contract Amount and input individual WorkOrder authorizationsChange Management Process – how a contractor initiates a Change Order Request and howA/E/MPA review and approveInvoices – how to build a simple work flow processOnline BiddingDashboardsReportsFuture System UtilizationThe following table lists the numerous applications various systems currently used by CapitalPrograms and Massport’s intent to maintain, replace, or integrate the current system with theselected software application.Page 5 of 30
No.1Application Comments2Oracle PrimaveraContract ManagerOracle Primavera P63Adept 201345ACES – AutomatedContract ExecutionSystemOracle PeopleSoft6Oracle Hyperion78Calance MiddlewareIBM MaximoYesNoYesMedium9B2GNoYesMedium10LCP TrackerNoYesMedium11MGP – MassportGeographic ngDDMS – DigitalDrawingManagement SystemBluebeamBIM ApplicationsNo--Bi-direction transfer of cost informationincluding: completed payments, approvedpayment requisitions, internal Massportstaff costs, and other cost information.Bi-directional transfer of cost related dataincluding forecasts, contract amounts, andproject details.Transfer of data upon project completionto support asset management. Includingsubmittals, drawings and other assetrelated information.Transfer of MWBE related informationfrom B2G to selected systemTransfer of certified payroll informationfrom LCP tracker to selected 141516IV.Bi-directional transfer project scheduledataTransfer of design, record, and as-builtdocument sets upon approval.-The Department realizes that therequirements may exceed the offeringscurrently available in the marketplace. Forthis reason BIM integration is open to theproposer’s suggestions.Scope of WorkThe Department is seeking an integrator firm with experienced professionals in the procurement,set-up, implementation and training of a comprehensive capital project and program managementsoftware that can meet its current and future information system needs and service requirements.Page 6 of 30
Based on the requirements identified in this section, identify the approach for implementationand provide examples where applicable based on prior experience with the system proposed andother public sector agency experience in or out of the Commonwealth of Massachusetts.System and Environment Provide a description of the proposed system architecture for the software of choice (webbased, non-web based or hybrid) available for the platform.Identify the platform’s compatibility with Web Browsers and any loss of functionality ifspecific browsers are used.Provide a description of any plug-ins required or proposed to utilize any of the system’sfunctionalities.Methodology and approach to provide User Acceptance Tests and Conference RoomPilots in addition to training.General RequirementsDescribe the proposed use of the system and its capabilities, in terms of: Setting up global processes that include steps that occur in more than one project.Setting up project specific processes.Customizing email notifications in terms of subject, content, and format.Integration with Outlook or other email system in terms of starting a workflow,responding to workflows, taking action on forms or action items, and otherfunctionalities.Setting up the easy view of Action Items on Dashboard or Home PageCustomizing the Home Page view per type of userCustomizing the Dashboard view, in terms of charts, colors, logos, data, and otherdashboard functionalities.Configuring the software to send notifications for overdue items or ball-in-court itemsConfiguring dashboards with the ability to drill down to lower level of details from thedashboard, home page or module pages.Assigning Role Based Security for accessing and/or approving project and costInformationCreating and configuring workflows for routing documents between project participantsfor review and approval.Provide examples of the following: One (1) example of a standard Home Page view, and one (1) example of a customizedHome Page view to suit the needs of a large capital program.One (1) example of a Dashboard containing multiple chart types.One (1) example of a standard email notification, and one (1) example of a customizedemail notificationProgram PlanningPage 7 of 30
Describe the approach to setting up the system to perform the following: Portfolio planning, and management of multi-year Capital Plans in terms of both cost andschedule.Integrating the portfolio planning with project specific cost information.Document Management Describe the different approaches to maintaining a centralized document repository tostore and manage project documents within the PM system. Describe how the documentrepository within the PM system integrates with any local or shared file storage on theuser’s computer or mobile device.Describe the proposed use of the system and its capabilities, in terms of: The ability to email and print documents from systemThe ability to view project specific email history and store project email correspondenceIdentify the file types that can be viewed natively in the application through the browserand compatibility with mobile devicesThe ability to view document access history and controls permissionsThe ability to search by document names, types, meta data and content and the differentfile formats supportedThe integration with MS Office applicationsThe desire for having universal document, CAD and BIM viewersEngineering Management:Describe the proposed use and capabilities of the system, in terms of customizing field names,types and content, providing an audit trail, setting up workflows to manage the routing ofdocuments and information. Provide examples of both simple and complex workflow set up forthree (3) of the following engineering management processes: RFIsSubmittalsTransmittalsDaily ReportsPunch ListsBulletins / DirectivesSafetyNon ComplianceQA/QC and Environmental Construction TestingMinority and Women Business TrackingCertified Payroll TrackingDesign Review ManagementPage 8 of 30
Describe the general approach to utilizing the system for design review management. Provideexamples of the proposed use of the system and its capabilities, in terms of: Controlling document versionsTracking of design review workflow and comments (including revisions)Collaborative reviews among users. Ability to accommodate multiple reviewers addingcomments simultaneouslyAccessibility to necessary viewers (either licensed users or non-licensed users)Reviewer workflow managementAutomated review reportingDrag and drop pre-set stamps, comments or redlines directly from the applicationArchival function for all project submittalsConsultants/Contractors Management:Describe and provide examples of the proposed use of the system and its capabilities, for: Maintaining a master list of consultants, sub-consultants, contractors and subcontractors.Managing and setting-up controls for a master task order contract and multiple task orwork orders under different projects.Managing multiple contract types such as unit price, guaranteed maximum price, andlump sum.Evaluating and reporting on the amounts paid to each consultant/contactors by type ofproject, contract work order and any other breakdown as needed.Given the example provided in Exhibit B titled ‘ACES Sample Workflow’, provide a descriptionof your approach to setting up a contract approval workflow in the proposed software.Bid ManagementDescribe the proposed use of the system and its capabilities, in terms of: Providing an online forum to extend bid invitations and receive bids electronically.Comparing and leveling bids received through the system.Budget - Cost ManagementDescribe and provide examples of the proposed use of the system and its capabilities, in termsof: Creating and managing both cost and finance codes at a project and program levelApproach to accommodating different cost code structure for each project depending onthe project size and contract typeManaging funding sources and budgets, as well as commitments.Managing, tracking and approving change ordersTracking expenditures by both cost and finance codes at a project and program levelGenerating forecasts by both cost and finance codes at a project and program levelPage 9 of 30
Tracking payments to vendors including minority/women-owned enterprisesCreating cash flows using distribution curvesDeveloping custom fields and forms for cost managementSchedule ManagementDescribe and provide examples of the proposed use of the system and its capabilities, in termsof: Ability to manage both project and program schedules with key milestones and tasks.The ability to integrate with external scheduling tools mainly Primavera P6, MS Project.Describe the method of integration.Resource planning for internal personnelCollaborative schedule development with contractors, designers, MPA (i.e. Pull Plans)Communication / CollaborationDescribe the proposed use of the system and its capabilities, in terms of: Utilizing the system for mass communication and notification (via mas
1 Oracle Primavera Contract Manager Utilized to capture and maintain information relating to executed contracts including funding, budgets, commitments, expenditures, amendments, change orders and forecasts. The system is also used to capture procurement opportunities. This system is
