City of Tacoma Environmental Services Department. QUESTIONS and ANSWERS

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1 City of Tacoma Environmental Services Department Pretreatment Information Management System RFP Specification ES F QUESTIONS and ANSWERS All interested parties had the opportunity to submit questions in writing to Jessica Tonka by 1:00 PM PST, June 20, The answers to the questions received are provided below and posted to the City s website at This information IS NOT considered an addendum. Respondents should consider this information when submitting their proposals. Question 1: Answer 1: Question 2: Answer 2: Question 3: Answer 3: Question 4: Answer 4: Question 5: Answer 5: Question 6: Answer 6: Question 7: Answer 7: Question 8: Do you have the approved budgeted this project? What is your budget for this RFP? $175, is listed in the RFP, is that for Phase 1 or for total allocated budget for this project? $175,000 is a cost estimate. The project costs should include all software licensing for the first year, project planning & coordination, any required system configuration, training, testing and implementation. This cost estimate does not include any maintenance agreements or ongoing service/licensing contracts. Is a GSA (Government Services Agreement) required for this project? A sample of the City s contract form is provided in Appendix F of the specification. Do you have an approved vendor list for this RFP? What is your planned start date for beginning the new document management deployment? What is your anticipated date to actually rollout and begin using the new document management system? The planned start date for this work is August/September Based on this start date we anticipate to begin using the application in March/April How many employees work in the Environmental Service Department? This application will be specifically for the Environmental Compliance Group within the Environmental Services Department. There are fifteen employees that we anticipate would be utilizing this application. Has The city of Tacoma used a consultant or another company to develop the RFP requirements? If so, will that consultant or other company be responding to this RFP? For the past several years the City has been researching pretreatment applications and has met with several vendors for presentations. Has The city of Tacoma had meetings, discussions, and/or demonstrations with any other vendors prior to the release of this RFP? Yes. For the past several years the City has been researching pretreatment applications and has met with several vendors for presentations. Does the City have a target date for the new PIMS to go live? Answer 8: March/April 2018 Question 9: Requirement 1.6: Ability to create custom reports What is the City s preferred reporting tool? Crystal Report, SSRS, or other? Answer 9: SSRS Question 10: Requirement 1.9: Ability to integration with LIMS (Promium Element) Requirement 1.10: Ability to connect with ESRI Page 1 of 5

2 Requirement 1.17: Ability to connect with SAP through web services Answer 10: Please elaborate the interface requirements for each of listed systems. Are LIMS, ESRI, and SAP interface the mandatory requirements? Should the interface be one-directional or bi-direction? What data set is the City expecting to flow to/from PIMS? Does each external system provide web services API to support system interface? Or will the integration be defined via other methods, such as database-to-database or Flat File (TXT, CSV, or Excel)? o If flat file, can you please provide an example file format? For LIMS interface, o Will City schedule the sampling event from the PIMS system? Or ESRI o o Schedule the event from LIMS? Will the City be OK with the TO-BE process that sampling event scheduling be completed inside the PIMS system, and let the PIMS to send the sampling events, bottle data to LIMS automatically for testing? Is ESRI interface a mandatory requirement? o A map element should exist and should be ESRI based Should the interface be one-directional or bi-direction? o One-directional is acceptable What data set is the City expecting to flow to/from PIMS? o Location related data to related software elements, Data stored with PIMS(example: last inspection, inspector, etc ) to ESRI map to support displays Does each external system provide web services API to support system interface? Or will the integration be defined via other methods, such as database-to-database or Flat File (TXT, CSV, or Excel)? o ESRI uses REST services, the software should be able to receive a unique value and know where to navigate within the software. SQL based data views or webbased service interfaces to pull data from PIMS is desired o ES is unsure what is meant by database to database method. o It is highly preferred that the interface is through an API or SQL views but if flat file is the only method then we will need a way to schedule a dump of data. o All ES ESRI spatial data is stored in SQL. If flat file, can you please provide an example file format? o The output formats listed are acceptable as they can be converted to SQL although flat file is not preferred. SAP Is SAP interface a mandatory requirement? o No, although preferred Should the interface be one-directional or bi-direction? o One-directional What data set is the City expecting to flow to/from PIMS? Page 2 of 5

3 Question 11: Answer 11: Question 12: Answer 12: Question 14: Answer 14: Question 15: o Billing data from SAP to PIMS, Water Usage data from SAP to PIMS. Does each external system provide web services API to support system interface? Or will the integration be defined via other methods, such as database-to-database or Flat File (TXT, CSV, or Excel)? o We currently utilize SAPpi for SAP. o Software should be able to display billing and water usage data within the software o ES is unsure what is meant by database to database method. If flat file, can you please provide an example file format? o The output formats listed are acceptable as they can be converted to SQL although flat file is not preferred. o The lab would like to be able to schedule within LIMS. The Laboratory would prefer to track bottle data within Promium LIMS and to utilize electronic COC compatible for upload to LIMS. Promium provides a web-interface electronic COC that is 100% compatible with the LIMS. Requirement 1.11: Ability to interact with mobile devices, such as smart phones, tablets, GPS units Does the City have a pre-existing software solution for onsite inspection and sampling? Or should vendor provide a mobile solution with the proposal? Will the mobile solution be a mandatory requirement? Or an optional requirement? A mobile solution is highly desired although not required. If available the vendor should describe their mobile solution. Requirement 1.12: Provide data migration support For cost estimate, can the vendor assume the data migration scope be: one SQL Server database? Other than SQL Server database, does the City have any other sources of data migration? Does the City plan to do its own data migration? Or is the vendor expected to migrate data for the City? Yes, one SQL Server database with no other sources. The City would like the vendors to describe any services they provide for data migration support. Requirement : In reference to please describe the ability to view data in this application from other sources (GIS, LIMS) Can you please clarify this requirement? Is the purpose to identify if vendor s software can integrate with other systems for data exchange? Should vendors be providing FUNCTIONALITY Response for this requirement? Currently, it is marked as N/A. Yes, vendor s should identify their software can integrate with other systems for data exchange. The box that has an N/A in it does not require a response although submitter should respond with comments/details in the adjacent box. Requirement 2.2.9: Ability to create a pre-defined analyte list for each sample point Is this pre-defined list for City s sampling events? or for the SMRs Page 3 of 5

4 Answer 15: Question 16: Answer 16: Question 17: Answer 17: Question 18: Answer 18: Question 19: Answer 19: Question 20: Answer 20: Question 21: Answer 21: Question 22: Answer 22: Question 23: Answer 23: Question 24: to be conducted by the IU? LIMS has the ability to create pre-defined analyte lists for each sampling point Requirement : Ability to track monitoring dates for each sample point In addition to track the monitoring dates for each sample point. Does the City seek for data import capability? If yes, please provide an example file format, such as via Flat File (TXT, CSV, or Excel)? The City is unsure what is being asked. Requirement : Please describe the ability to view requirements described in section 2.2 from LIMS rather than storing in the application Can you please clarify the requirement? Should vendors be providing FUNCTIONALITY Response for this requirement? Currently, it is marked as N/A. We are asking for a description of how the proposed database the vendor can provide will have the ability to complete the requirements described in ( ) what kind of interface will the program have. Basically summarize 2.2. Requirement 3.10: Ability to assign different costs to each material being hauled at each particular receiving facility Is cost rate per material configured for all facilities (i.e. same rate applies to all facilities) or per facility (i.e. different rate per material per facility)? The same rate would apply to all facilities. Requirement 3.13: Ability to track whether or not an invoice has been paid Will the payment be entered in PIMS first? Or to SAP? Will users be manually updating invoice status in PIMS? Or does the City require that invoice payment status is imported from SAP? The invoice will be entered into SAP. The PIMS would just need to be notified that payment was received. This could be done manually if needed. In addition to completing the Cost Form table, could the vendor include a breakdown of the cost for each deliverable and will be all inclusive (i.e. product, services, and expenses)? Should the optional requirements be included in the Cost Form? Dental program? FOG program? MAXIMUM ALLOWABLE HEADWORKS LOADING? If yes, how should they be presented? If these are optional components to the off the shelf application please provide additional costs for implementation. If included please complete these sections of the functional requirement checklist. Should the cost be included with the technical proposal? Or be provided under a separate sealed envelope? Respondents are to provide a proposal with complete responses to all items as outlined in section N. Proposal Content to be Submitted. Would the City please consider to extend the Submittal due date to July 12, 2017? Whether companies from Outside USA can apply for this? (like, from India or Canada) Yes, companies from outside of the US can apply. Whether we need to come over there for meetings? Page 4 of 5

5 Answer 24: Question 25: Answer 25: Question 26: Answer 26: Question 27: Answer 27: Question 28: Answer 29: Question 30: Answer 31: Question 32: Answer 32: Question 33: Answer 33: The City would require on-site discussions for development, implementation and training. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Yes, but the City would require on-site discussions for development, implementation and training. Can we submit the proposals via ? 1.3 Must have a web-based interface that is published on the City s internal web server Please clarify the desired functionality provided by the above architecture Is the above architecture a requirement for a valid response or will alternatives be considered? The City desires to have a system which houses the data on City of Tacoma Servers. The City also desires that the system be web-based or interface similarly. Alternatives will be considered. What sort of interaction is required with mobile devices? (E.g. access to full database, inspection work etc.) The City desires to perform inspections and tasks from a mobile device and view data Provide data migration support Please provide a sample data set in order to assess the level of effort for data migration Is all data in the SQL Server database that is currently being used or are there other data sources? Please list other sources and provide sample data sets. This data is unavailable within the time frame of these responses; submitters should expect the data in SQL format. Submitters should provide their fee structure and services available. There is data on paper and within excel but those sources are outside the scope of this requirement Ability to connect with SAP through web services. Please describe previous experience. Please be specific as to the data elements that would be exported to SAP and any data elements imported to the PIMS from SAP Please specify the desired use and/or outcome of this integration Customer (company) information including flow, unique ID and billing information from SAP to PIMS. It is desired that users within PIMS could view the Customer (company) information including flow, unique ID and billing information Ability to assign action levels (separate from the limits) to each sample point Please provide a scenario or examples to illustrate what types of action levels are required. This could be part of a compliance schedule and could be set from LIMS if needed. Page 5 of 5