Maximo-based DEEP Repository for Infrastructure

1. PROJECT OBJECTIVE DEEP is seeking a consultant with a strong working knowledge of the IBM Maximo software to support, enhance and evolve the Maximo-based DEEP Repository for Infrastructure, Vehicles and Equipment, (DRIVE), asset management program, as defined in the proceeding scope of work. DEEP will look to expand on the existing asset inventory and embark on integration of several different business processes that relate to asset tracking and management. The scope also includes the implementation of a mobile application for staff to utilize in the field. 2. SCOPE OF WORK Task 1: Evaluate, Pilot and Deploy Mobile Solution During previous phases of the project, the support consultant helped facilitate a high-level, preliminary review of a mobile solution for use with the DEEP Maximo 7.6 system. As part of this current project phase, DEEP would like to evaluate and deploy a mobile application using Interpro Solutions, EZMaxMobile. The selection of the EZMaxMobile application was based on positive user testimony from the National Park Service and other companies, aesthetics, and user- friendly appeal, customization flexibility and the ability to meet our current agency need to conduct various inspections, manage our vast building, vehicle, and equipment inventory, and associated preventative maintenance. The selected Phase IV consultant will work with DEEP to facilitate an EZMaxMobile product evaluation. The evaluation will start with a detailed review of DEEP's desired "mobile" use cases and will define the required functionality in order to support the use cases. Additionally, the selected consultant will collaborate with BITS to ensure all technical and infrastructure requirements are clearly understood and articulated to the application vendor. As part of the evaluation, the selected consultant will work with the product vendor to install and configure evaluation copies of the mobile solution within the current DEEP Maximo development and test system. This will provide DEEP with a "pilot" or test period to evaluate and work with the application using familiar data. Following a limited "pilot' and evaluation period, DEEP will select and procure the mobile application. Following the procurement of the mobile application, the selected consultant will develop a mobile implementation, deployment, and training plan in order to successfully transition from Exhibit A Page 2 of 5 "pilot" and evaluation mode to operational use. The consultant will be responsible for installing, configuring, and deploying the mobile solution for production use. Task 1 Scope The scope includes: 1. Review and document the use cases, functional and technical requirements, and business practices for a mobile solution to support end users. a) Rapid visual assessment (RVA) inspections b) Maintenance inspections c) Underground storage tank (UST) inspections d) Fire safety inspections e) Health and Safety inspections f) Emergency Response inspections and damage assessments g) Service requests and work orders h) Electronic mileage sheet submittals 2. Coordinate with DEEP DRIVE Implementation Team to evaluate the EZMaxMobile product and ensure it meets the requirements of DEEP current and future business practices. 3. Install prospective mobile solutions into the DEEP development and test environment. 4. Provide support and assistance to DEEP while evaluating the mobile application. 5. Consolidate solution reviews and evaluation results to help create a justification for product procurement. 6. Develop mobile implementation, deployment, and training plan. 7. Install and configure and deploy the mobile solution for production use. Task 2: Maximo Enhancements to Include Additional Infrastructure and Asset Data The selected consultant shall provide all technical, execution, and project management support to deliver the following system enhancements to the existing DEEP Maximo system for improved infrastructure, equipment, and asset management. Task 2 Scope The scope includes: 1) Upload additional infrastructure and equipment asset data a) Bridges (to include RVA's) b) Trails c) Roads d) Boardwalks e) Dams f) Boats and PWC's g) Trailers h) Equipment (UTV's, ATV's, mowers, construction equipment, etc.) i) Water Systems Task 3: Maximo Enhancements to Support Infrastructure and Business Practices Exhibit A Page 3 of 5 The selected consultant shall provide all technical, execution, and project management support to deliver the following system enhancements to the existing DEEP Maximo system for improved infrastructure and asset management. Task 3 Scope The scope includes: 1) Project Request Business Process Enhancements a) New process implementation based on existing business process b) Track approvals and signatures c) Add new tab to projects app to include project scoring d) Add work and costs associated with "blanket" project requests e) Determine and implement project status and closeouts on legacy projects f) Determine and implement project funding accounting process and tracking g) Update project request formatting to reflect new changes on agency Project Request Form. 2) Service Request and Workorder Process and Tracking a) Design and implement a Small-Scale District Projects (less than BR5,000 with no permitting, Project Request or NDDB requirements) tracking process and associate work with existing assets. Mechanics, plumbers, electricians, and carpenters work and costs (chargebacks) b) Track maintenance and costs on vehicles and boats which currently only exist through the Chargeback Access DB. Upload legacy data as applicable 3) Demolition Program a) New process implementation b) Track associated tasks and provide progress reports 4) Scheduled Operational Activities a) Custodial b) Pest control c) Drinking water sampling d) Safety inspections 5) Enhance Infrastructure Records/Reporting and Analysis a) Apps Maximo Application Suite including IBM Maximo Safety b) Reports Data analysis add-on options (Power BI, Tableau, etc.). c) GIS Rectify current decimal issue in GPS coordinate extraction. Coordinate with GIS staff 6) Make Updates, Changes, and Improvements to Dashboards Task 4: Maximo Enhancements to Support Fleet The selected consultant shall provide additional requested changes and enhancements to the existing DEEP Maximo system for improved fleet management should they arise. All enhancements will be closely aligned with existing business processes. Exhibit A Page 4 of 5 Task 5: Training The selected consultant will provide DEEP personnel and stakeholders with the following training and training related deliverables. Task 5 Scope The scope includes: 1) Advanced training for Maximo administrator staff 2) Trainings for all users as new applications are implemented 3) General asset management training 4) Training on building systems/management Task 6: Provide Operational Support for Maximo The selected consultant will provide remote support for the Maximo system currently installed and used by DEEP. The types of support are: General functional questions about the system, "How do I " questions. Technical Help desk support to resolve an identified trouble. Requested changes and enhancements to the system (outside of those specific to the current statement of work). Support is provided on-demand and DEEP will only be charged for hours expended to provide agreed upon support or resolve a reported trouble or assist a user with a functional system question. The consultant shall recognize that DEEP receives software maintenance and support as part of the annual maintenance agreement with IBM. The consultant will work with DEEP to maximize the utilization of IBM support. Task 7: Consolidation of DEEP Maximo Applications DEEP has maintained two separate Maximo applications from initial implementation and installation - one for buildings and the second for vehicles. DEEP desires to consolidate these two applications into one housing and maintaining buildings, vehicles, equipment, and other infrastructure throughout the agency (See Task 2). Task 7 Scope The scope includes: 1) Consolidation of data and applications 2) Review of user access and capabilities 4. TIMELINE/IMPLEMENTATION SCHEDULE: KICK OFF MEETING LANGUAGE, status requirements, meeting frequency Contractor shall provide all services necessary to accomplish the project objectives and deliver a fully functional, DEEP-approved database within 12 months of initiation of the project, as described above. Contractor shall describe in detail how it would meet all the requirements set forth within this statement of work. The proposal must include a one-year warranty and must specify all related terms and conditions. Exhibit A Page 5 of 5 5. PRICE SUMMARY Pricing structure to be identified by the prospective vendors. 6. ASSUMPTIONS The vendor will have the required knowledge, skills, and abilities to design, build, and support the platform described herein. The vendor will have demonstrated experience building platforms for government environmental programs. The vendor will have a strong working knowledge of Maximo requirements and a demonstrated history of building Maximo platforms. Acknowledgement of Support Limitations Remote Access: The selected consultant will assume remote access to the Maximo system and will require this access to continue to provide technical support. With remote access to the system, the consultant will be able to resolve most issues and provide end users with functional support. Screen sharing utilities shall be utilized when appropriate to facilitate support. In rare situations, not all issues will be able to be resolved remotely. The selected consultant will collaborate with the customer to determine if a site visit is required to address and resolve the issue. Infrastructure and Hardware: Support is not provided for the infrastructure and hardware upon which the Maximo system is installed. This includes networks, servers, desktop computers, laptops, virtual machines, database servers, security software, firewalls, etc. Configurations specific to hardware and local operating systems are the responsibility of DEEP's IT organization. The selected consultant is not responsible for the backup and recovery of the Maximo system that is operating within the DEEP/BITS IT infrastructure. Trouble Resolution Procedure 1. Identify Trouble: Client contacts the selected consultant to report a trouble, ask a question, or make a request for enhancement or change to the system. 2. Diagnosis: Based on description by Client, discussion with client via telephone, the selected consultant performs discovery to determine cause or prepare a web session to demonstrate Exhibit A Page 6 of 5 and/or assist with a functional question. The consultant provides client with corrective plan of action. 3. Apply Resolution: The selected consultant works with the Client to apply the resolution or answer the functional question, using a web meeting and screen sharing if applicable. 4. Recover & End Trouble: After resolution is applied & completed, Client confirms trouble is resolved. Trouble is closed out. Response Times & Escalation The selected consultant shall be committed to resolving issues quickly and with minimal impact to client operations. In order to ensure total focus on the issue resolution process, the consultant shall provide an escalation procedure. This procedure is based on issue resolution, not simply start of action. If the issue is not resolved within the time period indicated additional resources will be assigned as appropriate and determined by the VP of Service Delivery. Support Request Example Service Hours Initial Response Time Escalation Critical system issue, Maximo system is offline and inaccessible for all users. System is down and local IT department cannot restore. Normal Business Hours Less than 2 hours To VP of Service Delivery after 4 hrs. Critical error message that Client cannot correct through the Maximo applications or resolve with a work-around process. Normal Business Hours Less than 2 hours To VP of Service Delivery after 24 hrs. Request for application support. Client has a "How do I" question. Normal Business Hours Less than 1 business day To VP of Service Delivery after 72 hrs. Reported trouble or issue does not affect all users. System is operational and continues to function with minimal disruption. Viable work-around is available while issue is unresolved. Normal Business Hours Less than 1 business day To VP of Service Delivery after 72 hrs. Requested enhancement or customization. Examples are making changes to the Maximo system (add new fields, add new field, and screen functionality, create a new workflow, create a custom report, etc.) Normal Business Hours Less than 1 business day Prioritized on case- by-case basis Normal Business Hours Exhibit A Page 7 of 5 The selected consultant shall maintain the Normal Business Hours for support are Monday - Friday, 8am - 5 pm, EST (excluding holidays) Not to Exceed Provision: Reported Troubles The selected consultant and DEEP will agree to a Not to Exceed number of hours to resolve an identified trouble. If the consultant is unable to resolve the trouble (see acknowledged support limitations above), successful resolution may require an on-site visit. If the trouble looks to be best solved via on-site visit, the consultant will make this recommendation within the first 2 hours of working the issue, thus, conserving hours and limiting client expense. Not to Exceed Provision: Requested Changes Prior to starting any work to make requested changes to the Maximo system (or guiding the client to make the changes), the consultant will provide the client with an estimated level of effort. This will be provided in the form of an hourly estimate to accomplish the work. The consultant will not proceed with the work until client approves the estimated level of effort. If estimate exceeds established monthly Not to Exceed the consultant will require client to authorize working past the not to exceed limit. Recommended Level of Support Support Minimums There are no support minimum costs. Support is provided on-demand, when requested by the Client. A 12-month agreement shall be established with the following level of support. The following hours represent the suggested monthly ceiling (not to exceed). Hours are expended on- demand when Client initiates a support request. During Phase IV of the project, we have anticipated 360 hours of support. Number Name Deliverables Description Start Date End Date 1 1 TBD TBD - Can be defined by the supplier 02/12/2024 02/29/2024 Location Requirements Candidate must be local or willing to commute or relocate. Candidate Must Be Local Additional Location Details (City, State) : Background Verification Minimum Verification Requirements Please complete the following verifications with Infocubic upon candidate's selection. Additional verifications may be identified by the agency. This is the CT DAS package: Global Monitor Check Social Security Address Search Federal Criminal History State Criminal History County Criminal History Civil Upper Court History Employment Verification (7 years include current employer) Education Verification (highest degree completed) National Sex Offender Registry Professional License: Does this position require a professional license validation? (Suppliers Only) To order, click on the link to the right: Order CT DAS Background Verification