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Appendix ATTACHMENT 1 SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR ASSET MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 16 -013 Introduction and Background: The City of Santa Ana is requesting proposals from experienced consulting firms to conduct a comprehensive Enterprise Asset Management System (EAMS) Needs Assessment and a detailed Implementation Plan. In an effort to maintain an unbiased process, proposals will only be accepted from consulting firms where the primary source of revenue does not come from the sales and support of commercial EAMS software products. In order to ensure the highest quality of the Proposer's responses and to facilitate the fair and objective assessment of those responses, this document provides specific guidance to all of the Proposers regarding the City's strategic vision for its EAMS, the scope and requirements for a EAMS Needs Assessment, and the format and content requirements for vendor proposal submissions. In order to align with the goals of the City's overall strategic plan, the City would like to develop a complete inventory of all assets to determine the scope of improvements needed to sustain the City's current infrastructure investment. Currently, the City of Santa Ana does not have an Enterprise Asset Management System. This has led to a mixture of software solutions, data silos, and inconsistent data collection standards across the City's various agencies. The City's assets are potentially spread across ten agencies, which are as follows: Parks and Recreation, Personnel Services, Planning and Building, Community Development, Police Department, Finance and Management Services, City Attorney, City Manager, Clerk of the Council, and Public Works. The Public Works Agency (PWA) is spearheading this project and seeks to evaluate two (2) proposal options. • Option l: A comprehensive EAMS Needs Assessment and Implementation. Plan exclusively focused on the assets of the Public Works Agency, which will include detailed estimated costs. • Option 2: A comprehensive EAMS Needs Assessment that examines ALL of the agencies of the City. The Implementation Plan for this proposal option shall present a phased approach that begins with PWA and then expands to include the remaining City agencies. The estimated costs of implementation should be clearly detailed in phases, and PWA should be identified as Phase I. The aim of the two separate proposals is to provide the City and PWA with options for selecting the best method for the ultimate procurement of a comprehensive EAMS that will enhance and support the City's ability to collect, analyze and disseminate information regarding its assets. The goal of the EAMS Needs Assessment and Implementation Plan are as follows: Needs Assessment — Conduct an unbiased and objective review of the City's /PWA's current asset inventory capabilities and properly define all "assets," based on industry best practices. Identify inventory data collection, functionality and potential workflows of the agencies, individual divisions, and sections. Stricture and analyze the collected information, in order to provide a recommendation for the procurement of an EAMS that specifically fits the needs of the City /PWA. City of Santa Ana RFP 261glt