25K - AGMT ASSET MGMT SOFTWARE LIC

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CITY OF SANTA ANA RFP NO.: 17-101 ENTERPRISE ASSET MANAGEMENT SOFTWARE SELECTION AND IMPLEMENTATION SERVICES • Ann -Order — citizen engagement phone application for graffiti tracking, utility maintenance requests, city sign inventory and maintenance requests, illegal dumping, and other service requests. The Public Works Agency desires to integrate the results of these efforts into one solution, starting with the assets that are not currently managed and then eventually progressing to the migration of all assets into one unified system. Description of Work SCOPE OF SERVICES Using the findings from the City's recently completed Enterprise GIS and Asset Management Implementation Plan project, the City has established a base level of requirements for the CMMS/EAMS. Using these requirements the City will select a CMMS/EAMS solution from the results of this RFP. The City intends to enter into an agreement to purchase software licenses from the selected Vendor. Software requirements The City desires an integrated "off-the-shelf' solution that will meet its core requirements out of the box with minimal modifications, but the City is not opposed to customization if it is required. The goal of this strategy is to optimize system utilization for all users, improve response times, reduce errors, reduce manual efforts, improve analytical capabilities, and improve customer service. The City intends to minimize its total cost of ownership without any degradation in performance and level of service, and to implement a system in which it can remain on the system's upgrade path with minimal cost and business impact. • The City is looking for the most cost-effective approach to license acquisition. This could be either an enterprise license for all users of the City at one annual cost or it could be concurrent, user -based licenses purchased in set quantities as the user base increases over time. • If possible, the City desires to acquire the licenses incrementally and gradually purchase software licenses as GIS/Asset data is made available and modules are ready for implementation. • The City desires a licensing model that does not restrict use by named user and allows the City to have maximum flexibility during implementation. • The Vendor may offer multiple proposals for license acquisition and the City will choose the proposal that best fits its needs. For the purpose of uniform response, the City has prepared a response matrix so the proposals can be easily compared. The uniform response matrix is available as a digital file via the City website or by e -mailing the project manager listed on the front page of the RFP. Uniform Response Matrix Instructions: • For each numbered line, input a brief response in the Vendor Response column: Y Functionality is supported by current release of the software. 3P Supported by third party software (i.e. — software not provided as a part of this proposal). C Customization is required to meet this requirement. 25K-19