Facilities Capital Planning and Project Management Technology Solution Assessment

Agency: Multnomah County
State: Oregon
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD12997070433160721
Posted Date: Nov 8, 2019
Due Date: Nov 22, 2019
Solicitation No: RIP-67-2020
Source: Members Only
THIS IS NOT OPEN TO THE PUBLIC
Open
11/8/2019 9:00 AM PST
Close
11/22/2019 5:00 PM PST
Type
RIP
Number
RIP-67-2020
Contact

Attachment Preview

Facilities Capital Planning and Project Management Technology Solution
Assessment
THIS IS NOT OPEN TO THE PUBLIC
Open
Close
11/8/2019 9:00 AM PST
11/22/2019 5:00 PM PST
Type
Number
Currency
Request for Intermediate Proposals
(RIP)
RIP-67-2020
US Dollar
Sealed Until 11/22/2019 5:00 PM PST
Contacts
Ken Scholes
ken.scholes@multco.us
Phone +1 503-988-6138 ext. 86138
Commodity Codes
None Added
Payment
Terms
0% 0, Net 30
Description
08 November 2019
Technology Solution Assessment – Intermediate, Multi-Step Process
Multnomah County is gathering information and exploring Facilities Capital Planning and Project Management
technology solutions with suppliers already providing solutions to the County procured either via prior
competitive sourcing event or under a government cooperative agreement.
This is not an open, competitive sourcing event and no determination will be made by rank or score but by the
assessment of which solution that is available from existing suppliers, if any, best meet the County’s business and
technical requirements. Scores will be informational in nature to assist the County in making a decision.
Multnomah County IT Purchasing uses the MultcoMarketplace to track and store technology solution assessments
as the County’s system of record.
The five solutions under consideration are:
• Novulo's ServiceNow
• SmartSheet's Control Center
• IBM's Tririga
• Oracle's Primavera
• PMWeb
As procurement authority already exists for the County to make a selection via existing agreements, the County
may make its determination at any time in this process. If this assessment does not identify a solution that meets
the County’s needs, other suppliers with existing cooperative agreements in place for government jurisdictions
may be considered, or an open, competitive sourcing event may be released to expand the field of suppliers.
BACKGROUND AND SOLUTION REQUIREMENTS
Facilities and Project Management currently use a variety of tools to manage county 5-year capital planning and
capital construction projects. This project is to identify and implement a software solution to meet the needed
functionality. The solution would ideally be limited to one application or a small suite of applications that can
meet the following requirements:
1. Ability for outside entities to access the system
2. Ability to create/maintain funds and source of funds
3. Ability to track Fund number associated to project
4. Ability to apply multiple funding sources to a project
5. Ability to assign funds to a specific building
6. Each building has only one fund.
7. Each fund can apply to more than one building
8. Ability to report on each project within a fiscal year and for the life of each project.
9. Ability to customize the format/number of Projects
10. Ability to customize the format/number of Project tasks
11. Ability to set the fiscal year
12. Ability to create project budget to actuals for both fiscal year & the life of the project
13. Ability to track project budget actuals for both fiscal year & the life of the project
14. Ability to perform budget projections with versioning. Includes: Original Budget, Current Budget,
Committed Budget, Spend to Date, Contingency $, & Projected Budget
15. Ability to track the project cash flow, all project cost expenditures
16. Ability for users to submit a project request
17. Ability to auto-populate the assigned fund when building number selected when creating a project request
18. Ability to track the determination of a project request - Non-capital, Included, Rejected, etc
19. Ability to apply a scoring system to project requests
20. Ability to create a 5-year plan for each fund & each fund for each year & all funds
08 November 2019
21. Ability to create 5 year capital project plan/schedule: see all years & move projects through various years
and calculating sums (from budget) as projects move in and out of the years
22. Ability to add appointments onto the Google calendar from the project task
23. Ability to create a calendar with project tasks for each project
24. Ability to create Change Requests
25. Ability to generate customized workflow to track the progress of Change Requests through the approval
process
26. Ability to ‘bundle’ Change Requests - linked with a Change Order number from a separate system
27. Ability to report on Change Requests for a project
28. Ability to maintain contact information, including name, title, email, phone, role associated with a project
(including the project manager assigned)
29. Ability to maintain contacts, indicating those no longer active
30. Ability to create/maintain contact Notes/Comments field
31. Ability to convert all project data with activity in the current fiscal year (active and closed) into the system -
this is a minimum.
32. Ability to convert project related documentation into the system
33. Ability to track KPIs for each project
34. Ability to track KPIs for a portfolio of projects
35. Ability to schedule automated backups of data
36. Ability to request a restore of backup data
37. Ability to retain project documentation for at least 10 years
38. Ability to create document ‘types’ so security can be locked down by document ’type’
39. Ability to create shared general document area for commonly used reference documents such as templates,
ADA requirements, RACC, etc
40. Ability to create/maintain project information/documents from multiple sources, including Google emails,
documents, & sheets
41. Ability to upload & download documents in multiple mediums for sharing.
42. Ability to apply version control to documents - for uploads
43. Ability to integrate with Workday to pull project cost expenditures
44. Ability to integrate with Tririga to pull building data management
45. Ability to integrate with Google to add calendar items from project tasks
46. Ability to generate output that can be viewed and edited in Bluebeam.
47. Ability to generate standard logging of changes to the system - date, change, user, etc
48. Examples of logs: Decisions, Issues/Risks
49. Ability to create & customize logs - add fields, edit labels, etc
50. Ability to access the application via mobile devices: iPhone, Android, etc
51. Ability for users to create RFIs & Submittals in the system
52. Ability to process RFIs & Submittals using customized workflows
53. Ability to track RFIs & Submittals in system
54. Ability to generate standard reports for both projects and portfolios of projects
55. Ability to create & customize reports for both projects and portfolios of projects
56. Ability to run reports on demand
57. Ability to schedule generation of reports
58. Ability to obtain the report output in multiple formats (xls, pdf, Word, etc)
59. Ability to distribute schedule generated reports from the system
60. Ability to create project status reports from data entered into the system including a color status indicator
61. Ability to create portfolio status reports including all the projects status
62. Examples of some needed reports: Cost by building, 5 year Capital plan report, project status
63. Ability to create/customize form type reports to use as a submission to create a request for contract
64. Ability to create a schedule & Gantt chart
65. Ability to baseline schedule & Gantt chart
66. Ability to compare baseline to revised schedule & Gantt chart
67. Ability to create versions of a schedule
08 November 2019
68. Ability to track schedule progress
69. Ability to apply security based on roles
70. Ability to have Administrative role applied to the County
71. Ability to create & customize security roles for internal and external users:
72. Lock down specific areas & documents for external users
73. Lock down who can assign funds, projects, resources, lock project activity until released
74. Ability to Lock down access to specific areas and functionality for external users
75. Ability to administer security for internal & external users
76. Roles
77. Logins/passwords
78. Ability to implement single sign-on for internal user authentication
79. Ability to create/customize workflows for: Change Requests, RFIs, Submittals, Internal increase in a budget
request
CONFIDENTIALITY
Multnomah County is required to disclose non-exempt public documents pursuant to ORS 192.410-192.505).
ORS 192.502(4) exempts the County from disclosing information submitted in response to a sourcing event where
the information is such that it “should reasonably be considered confidential.” A respondent who determines that
information within a response meets the statutory requirement and desires that such information remain
confidential shall mark the bottom of the pages containing such information with the word “CONFIDENTIAL.”
If a respondent marks every page of a response as “CONFIDENTIAL”, the statutory requirement is not met; any
response so marked will not be deemed to have been submitted in confidence, and upon request, the entire
response will be disclosed.
The County will keep properly marked information confidential unless ordered to release the information and
materials by the District Attorney pursuant to ORS 192.460.
SUBMITTED MATERIALS PROPERTY OF COUNTY
All materials submitted for any portion of this Technology Solution Assessment shall become the property of the
County, and will not be returned to respondents.
SUBMISSION INSTRUCTIONS
Response must be submitted electronically through this Sourcing Event.
CLARIFICATION
Multnomah County uses the Q & A Board for all incoming and outgoing clarification requests. Suppliers must
use the Q & A Board to submit requests for clarification of the process.
MULTI-STEP PROCESS
The County may use any of the following steps in this process:
• Autoscored solution requirements.
• Panel Questionnaire proposal including budgetary cost proposals.
• Scripted remote demo and oral presentation.
The County reserves the right to re-order the steps, repeat any steps as may be necessary, and to exclude any step
which may not contribute to the County’s determination.
08 November 2019
The first step of this Technology Solution Assessment will be a Panel Questionnaire proposal. Once submissions
are reviewed, the next step will be determined if the County elects to continue the process further.
08 November 2019
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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