Description

Amendment 1 - Change closing date and questions 4.1.2, 5.1.1, 5.1.2, 5.1.3 and P1.1This is a Request For Proposals (RFP) used when County expenditure will be more than $150,000 for the initial term of the resulting contract.PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event.INTRODUCTION AND BACKGROUND:Multnomah County IT is seeking a project management software solution for both the Facilities and Transportation Divisions.  While the County sees value in a single solution, it anticipates that multiple solutions may be selected for the management of projects and capital planning of both divisions. This effort will transform multiple disparate processes or systems through process redesign, and system integrations with existing County systems of record with the identified software solution(s). The identified system or systems will enable Multnomah County to improve processes related to the County’s management of its facilities capital investments and projects as well as transportation-related activities involving bridge and county road projects including maintenance, upgrades, and repairs.  CURRENT SERVICES/SOLUTION:Facilities are currently using FM Data Tracker, an Access database application whose rights were purchased from the developer over 10 years ago and has since been maintained by the County. Capital improvements and asset management are found in Pulse, a system that is past its end of life and has not been updated in two years. Transportation had purchased and installed PMWeb five years prior. The implementation and subsequent use and functionality are not meeting Transportation’s needs. Projects are largely managed outside of PMWeb, with PMWeb serving the role of invoice processing and project document repository. MULTNOMAH COUNTY TECHNICAL ENVIRONMENT A copy of Multnomah County’s technical environment is included in the Buyer Attachments of this Sourcing Event.FUNDINGAdequate funding has been budgeted for the purchase of these services. SOLUTION REQUIREMENTS/SCOPE OF WORK Multnomah County is seeking a solution or solutions that will meet the following needs: Construction Management solution that includes Accounting Integration, Budget Tracking/Job Costing, Change Orders, Contract Management, Contractor and Subcontractor Management, Equipment Tracking, RFI and Submittal Management.  Cost Management including integrations with Workday, tracking accounts payable and receivable that are project-specific.  Billing and invoicing, budgeting including budget forecasting.  Construction breakdowns on contract bid items, overrun projections, project and budget authorizations, tracking of funding resources. Scheduling including Change Orders, Project Scheduling, Project Rescheduling, Calendar integration, and task management. Cloud-based solution (SaaS), web-enabled (Safari, Chrome, Firefox, Edge, IE) Can scale across multiple projects, up to 150 active projects of various sizes. Punch Lists including collaborating ability, comments, notes, drawing  and photo integration, issue tracking, and quality control checklists. Mobile accessible, available on multiple form factors including smartphones (Android and iPhone), tablets (Android and Apple), laptops (Windows), desktop (Windows) County and Vendor accessible both on the County network and available through secure login to outside vendors, contractors, and suppliers.  Has automated business and process workflow that can be modified or added by the County System Administrators.  Manages full project and asset planning life cycles.  Has native reporting capabilities with standard report templates for portfolio and project reports including dashboards.  Includes audit capability including date and time stamp for user login, any data changes, as well as system failures or alerts. 5-Year Capital Planning. Multnomah County anticipates purchasing multiple solutions unless a single solution can meet or exceed both Division’s requirements.  Suppliers may propose on both or opt N/A for the Division whose needs they cannot meet or exceed. Any third party solutions necessary for the full integration of your solution must also be included in your offer. Facilities Requirements: Through this sourcing event, Multnomah County intends to identify, purchase, and implement (to include training) a solution for facilities capital planning and project management to transform multiple disparate processes or systems used in the management of Facilities construction projects. The resulting system and process improvements will allow the County to manage its capital facilities investments. This project is funded with One Time Only dollars.The County is most interested in a facilities solution or solutions that meet the following requirements: Cloud-based solution (SaaS), web-enabled (Safari, Chrome, Firefox, Edge, IE) Mobile accessible, available on multiple form factors including smartphones (Android and iPhone), tablets (Android and Apple), laptops (Windows), desktop (Windows) Ability to easily convert all project data,  activity, and associated or attached documentation in the current fiscal year (active and closed) from the legacy system into the new solution. Industry-standard automated workflows for system processes that can be modified or created by County System Administrators. These workflows for system processes include, but are not limited to, RFI’s, submittals, notifications, approvals, acknowledgments, and electronic signatures at the Program, Project, and Phase levels. Access by the County on the County network and available through secure login to outside vendors, contractors, and suppliers. Ability to manage full project and asset life cycles. Standard 5-year capital planning with standard capital planning reports.  Ability to create and track RFIs & Submittals for the related project. Ability to customize the format & number of Projects & Project Tasks Ability to apply a rule based scoring matrix to project requests Cost Management including integrations with Workday, tracking accounts payable and receivable that are project-specific. Proprietary connectors to Workday, Jaggaer, and IBM TRIRIGA or programmable APIs capable of connecting to Workday, Jaggaer, and IBM TRIRIGA.  Budget and Job Costing tracking at the program, project, and phase levels including Original, Current, and Committed Budget Projections, Contingency and Budget Spend to Date, Planned and Earned Value, and Actual Cost, Cost Overruns as well as tracking against various funding sources. Construction Project scheduling with automated workflows that can be modified or created through County System Administrative rights. Project scheduling at both the Portfolio and Project level including subtasks, Change Orders, Project Rescheduling, Calendar integration, and task management. Can scale across multiple projects, up to 150 active projects of various sizes. Audit Capability including date and time stamp for user login, any data changes, as well as system failures or alerts. Native reporting and analytics with standard report templates for portfolio and project reports including dashboards. Native reporting and dashboards with the ability to roll-up to a Portfolio or division level and drill-down to the project phase and WBS Project reports for the life of the project as well as for each fiscal year. Ability for users and/or County System Administrators to customize standard reports and the ability to create new reports.  Ability to create customized ‘forms/form type reports’ that auto-populate with the associated project data to use as a submission to create a request for contract Ability to customize or configure system forms, such as a project request form/screen Ability to create meeting minutes, and logs, to record decisions, issues, risks, and other projects/program related project information.  Single Sign-on integration and role-based security. Automated backups that can be scheduled to meet County requirements including disaster recovery. Ability to upload and store multiple media formats such as photos and documents. Ability to create/maintain project information/documents from multiple sources and types with version control and the ability for to search for documents using keywords Ability to maintain and associated contact information to projects. Ability to maintain contacts and contact attributes including notes for both active or inactive contact Transportation Requirements: This project is to identify, purchase, install and provide training for new software solutions for the Transportation Division's management of projects.  The effort will include the design and development of processes, potential integrations with existing County systems, and change management planning. This project is funded by the Burnside Bridge capital program, and the software solution(s) are to be operational, including staff training, and systems integrations by Fall 2021 in order to support the management of the program's design phase.The Transportation Division is seeking a solution or solutions that meet the following requirements: Cloud-based solution (SaaS), web-enabled (Safari, Chrome, Firefox, Edge, IE) Mobile accessible, available on multiple form factors including smartphones (Android and iPhone), tablets (Android and Apple), laptops (Windows), desktop (Windows) Access by the County on the County network and available through secure login to outside vendors, contractors, and suppliers. Provide tools and features that support the management of County transportation projects in the planning, design,  construction, right-of-way, and closeout phases of a project. Industry-standard automated workflows for system processes that can be modified or created by County System Administrators. These workflows for system processes include, but are not limited to, notifications, approvals, acknowledgments, and electronic signatures at the Program, Project, and Phase levels. Project scheduling at both the Portfolio and Project level including subtasks, Change Orders, Project Rescheduling, Calendar integration, and task management.  The ability to track project Milestones.  The ability to easily scale the number of users and size of projects. Standard 5-year capital planning with capital planning reports.  Native reporting, analytics, and dashboards with standard report templates. Portfolio and project reports for the life of the project, including the fiscal year. Dashboards with the ability for users and/or County System Administrator to customize standard templates and create new reports and templates. Native reporting and dashboards with the ability to roll-up to a Portfolio or division level and drill-down to the project phase and WBS. Proprietary connectors to Workday and Jaggaer, or programmable APIs capable of connecting to Workday or Jaggaer. Budget and Job Costing tracking including Original, Current, and Committed Budget Projections, Contingency and Budget Spend to Date, Planned and Earned Value, and Actual Cost, Cost Overruns as well as tracking against various funding sources.  Proprietary connectors to Oracle Primavera P6, and MS Project, or programmable APIs capable of connecting to with a minimum to pull information. The ability to create forecasts that account for cost, budget, and schedule that can accommodate what-if scenarios at the Program, Project, and Phase level.  Change Order capability including Change Event, Premium/Dollar, Time Horizon (Start/End Date), Scope and anticipated changes.  The ability to manage different contract types.  Ability to capture contractor disputes, meeting minutes and correspondence.  Ability to receive and respond to construction RFIs and project submittals.  The system should be able to natively open multiple types of documents, drawings, and pictures without the need to download and view externally.  The solution should have capabilities found in most tools such as drag and drop capability to include or attach a variety of documents, including photos.  The solution should have the ability to integrate with AutoCAD/Civil 3D, BIM or other drafting software. In addition to drawing integration, the solution should provide the ability to view, comment, approve or mark up large-format drawings.  The solution should also be able to track issues and provide quality control through photos in reports, punch list issue tracking, and Quality Control Checklists.  The solution should have the ability to manage contractors and subcontractors with the ability to generate invoices and construction invoices for contractor progress payments from pay notes/installation sheets.  The solution should have the ability to track cost estimates, itemized list of bid items and calculated quantities (included lump sum and units).  The ability to create project authorizations based on the approved budget and budget revisions for each project or phase based upon native or customized workflow.  The ability to produce Gantt Charts representing Milestones, Tasks, Dependencies, Summary Task, Subtasks, with the ability to link from the Chart to any of the represented information such as tasks in a collaborative manner with file sharing.  The ability to integrate with calendars, such as Google, so that projects are managed out of one tool to coordinate schedules and tasks both into and from the vendor’s project management solution.  The solution should enable us to onboard new or additional users quickly and efficiently through a variety of training solutions such as web-based tutorials and training, documentation including quick reference guides and how-to reference guides.  PRE-AWARD RISK ASSESSMENTSuccessful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County.MINIMUM PROPOSAL SUBMITTAL REQUIREMENTSTimely submission of responsive, responsible offers is the only minimum requirement for this sourcing event.FISCAL REQUIREMENTS AND REPORTING Not applicable to this sourcing event.PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Not applicable to this sourcing event CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached.  Multnomah County reserves the right to score the acceptance of its standard contract terms and conditions as a part of this sourcing event.CONTRACT AWARD The County anticipates awarding one or more contract through this sourcing event.  The award(s), as determined by the County, will be made to the responsible Supplier(s) whose Proposal(s) the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this sourcing event.  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The contract term will be negotiated at the time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules.COMPENSATION AND METHOD OF PAYMENT Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed the cap.Compensation methods for ongoing services, software maintenance, and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier.INSURANCE REQUIREMENTSThe Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000 $2,000,000 Commercial General Liability $1,000,000 $2,000,000 Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000 Workers Compensation Required  MULTI-STAGE SOURCING EVENT SUMMARYMultnomah County will follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal: Panel Questionnaire Solution and Supplier Research (Unscored)  Auto scored Supplier Qualification based on Solution Requirements Scripted Remote Demo Site Visit(s) Panel Questionnaire Proposal Solution Requirements Panel Questionnaire Proposal Doing Business with Multnomah County Oral Evaluation Pricing Evaluation Best and Final Offer (BAFO) The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process.  The first stage for this Sourcing Event will be an auto-scored qualification based on solution and county requirements. The follow-on stages will be determined based on the results of the first stage.Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. EVALUATION PROCESS AND CRITERIAProposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage.  Scores of each stage will be added together for a total score for all stages excluding BAFO.  If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on the evaluation of Best and Final Offers. Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost that is deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars. DETERMINATION OF COMPETITIVE RANGEMultnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer.   County will use the score of the Facilities Requirements Page and Transportation Requirements Page in each response section of each stage to determine competitive range and move suppliers forward whose solution or solutions are most likely to meet or exceed the County’s needs for each department respectively. Award will be based on a total aggregate score of all stages used other than BAFO if that stage is needed.  At the conclusion of each stage, all proposers will receive notification of which Proposers have been determined to comprise Competitive Range.  Proposers determined to be within the Competitive Range will continue to the next stage unless the County chooses to make an award.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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