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City of Baltimore Department of Public Works, Department of Transportation, and Department of General Services PROJECT 1297R DESIGN AND CONSTRUCTION CONTRACT MANAGEMENT APPLICATION REQUEST FOR INFORMATION 1.0 Description 1.1 The Baltimore City (“City”) Department of Public Works (DPW), Department of Transportation (DOT), and Department of General Services (DGS) are seeking software functionality details from highly qualified vendors. The City is seeking a replacement for the current Oracle Primavera Contract Management software (CM-14). The current software system is used to manage the design and construction of the City’s projects. The City is seeking information from vendors regarding the available software that provides management of a large number of capital projects, including but not limited to vendors with experience in providing the replacement software, as well as professional services, such as software implementation, data migration, and training to internal and external users. The information gathered as part of this Request for Information (RFI) may be used to develop a Request for Proposals (RFP) at a future date. 1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the City to contract for any supplies or services whatsoever. Further, the City is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the City will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. 2.0 Background 2.1 CM-14 is used by the City to support design and construction projects as follows: The Department of Public Works (DPW) uses CM-14 to manage design, construction, and warranty/archived projects. For design project and task assignments, the system is aiding in processing payment requests from vendors, tracking and managing cost details and scheduling, and housing project related documents. For construction and archived projects, the system is used to: create Inspectors Daily Reports, create and track monthly estimates, create meeting minutes, house construction related documents, create customized reports, track subcontractors’ payments and participation compliance, and track pay quantities. The Department of Transportation (DOT) uses CM-14 to manage its Construction Contracts. CM-14 is currently used to track all submitted contract bids, contract award including all sub-contracts, contract bid items and associated quantities. The application is also used to track all Inspector Daily Records, Daily Pay Quantities, Labor, Equipment, Weather and other related construction information. DOT also utilizes CM-14 to process Contractors’ Monthly Estimate by using Electronic Approval Process as well as tracking subcontractor participation for contract compliance purposes. Enhancements to the upgrade should include a more comprehensive and robust Document Management Module. The Department of General Services (DGS) uses CM-14 to manage its Design and Construction contract documentation. CM-14 is currently used to track all Consultant agreements, task assignments, cost details, payment details, and progress. For Construction contracts, the lowest responsive bid amounts, contract award including all sub-contracts, contract bid items and associated quantities, Inspector Daily Records (IDR), Daily Pay Quantities, Labor, equipment, weather and other related construction information. DGS also utilizes CM-14 to process Contractors’ Monthly Payment Estimates using electronic approval process, and for Compliance tracking. A more comprehensive and editable Document Management module is desired. 3.0 Responses 3.1 Interested parties are requested to respond to this RFI with a white paper. 3.2 Written submittals are due no later than October 26, 2018, 12:00 p.m. EST. Responses shall be limited to no more than 50 pages (maximum). The original response plus five (5) copies should be submitted to: The Office of Boards and Commissions 4 South Frederick Street, 4th Fl. Baltimore, MD 21202. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To assist the City, please segregate any proprietary information provided. Please be advised that all submissions become City property and will not be returned. If you need to request any additional information please provide inquiries in writing and submit to: Cristina Baltazar 200 Holliday St., Room 307 Baltimore, MD 21202 410-396-4700 Cristina.Baltazar@baltimorecity.gov 3.3. Responses to this RFI should address each item within this questionnaire. Please respond to each question as completely and succinctly as possible. A. Software Vendor Information 1. Company Name 2. Parent Company 3. Mailing Address 4. Contact Name, Telephone, and E-mail address 5. Year Founded 6. Company Website URL 7. Main products/services provided 8. Software name (market name) 9. Number of years on the market 10. Number of customers by type (i.e.: county, municipality) B. Prime Consultant/Joint Venture Information (if different from Software Vendor) 1. Company Name 2. Parent Company 3. Mailing Address 4. Contact Name, Telephone, and E-mail address 5. Year Founded 6. Company Website URL 7. Main products/services provided C. Subconsultant Information (if any) 1. Company Name 2. Parent Company 3. MBE or WBE or DBE Certification 4. Mailing Address 5. Contact Name, Telephone, and E-mail address 6. Year Founded 7. Company Website URL 8. Main products/services provided D. Product Functionality 1. Please describe your solution, and clearly identify the individual software modules, add-ons e.g. utili-ties/tools/report generators, underlying technology, and third-party applications (if any) that you would recommend to meet the City’s requirements. 2. If your solution addresses only a portion of the existing functions and/or processes, describe your other approaches in establishing an integrated solution across the required functions. 3. Describe your solution’s reporting capabilities; including standard reports and ad hoc queries. 4. Describe your solutions’ workflow capabilities (if any). 5. Provide a list of similar agencies in which your proposed product is in use. E. Technical 1. Describe the methods in which your solutions integrate with any other relevant systems or applications for managing capital projects (e.g. Primavera P6, BI Publisher, etc.) 2. Describe your tools and capabilities for integrating with other third-party systems (databases, electronic bidding, and financial systems). 3. Describe any minimum software/hardware requirements associated with your solution. 4. Describe where the software and data will be hosted either on Amazon Web Services (AWS), Microsoft Azure, or another cloud platform 5. Describe if the application can be hosted on City Gov. cloud, either Azure or AWS, on vendor cloud space, or, City managed hosting location etc.) 6. Describe your tools and capabilities for an electronic bidding module as an inclusive system. F. Migration 1. Describe how the existing projects/data will be migrated from the existing CM-14 system to your solution. 2. Have you previously performed this type of data migration for a similar agency? If so, please describe the process. G. Training 1. Describe your plan for training personnel on the proposed solution, 2. Have you previously performed this type of training for a similar agency? If so, please describe the process. H. Schedule and Pricing 1. Please provide information on how the software is priced, including up-front and annual costs. 2. Please provide information on the type of support options which are available 3. Please provide a timeline of your expected milestones to complete the implementation, migration, and training 4.0 Communications 4.1 City representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements. 5.0 Questions 5.1 Questions regarding this RFI shall be submitted in writing to The Office of Boards and Commissions; accordingly, questions shall NOT contain proprietary or classified information. 5.2 The City does not guarantee that questions received less than 24 hours prior to the RFI opening date will be answered. 6.0 Costs 6.1 The costs and expenses associated with the preparation of a response, attendance at any individual interview with City representatives, and preparation of all other information required pursuant to this RFI will be at the sole cost and expense of the respondent. In no event will a respondent have a claim against the City, its staff, or its consultants or agents for reimbursement of any such costs or expenses. 7.0 Summary 7.1 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a replacement for the City’s existing CM-14 system. The information provided in the RFI is subject to change and is not binding on the City. The City has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur a cost for which reimbursement would be required or sought. All submissions become City property and will not be returned. Sincerely Ms. Deena Joyce, Chief Office of Boards and Commissions 5898358 10/12/2018

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