MPA CONTRACT NO. A308-S3 PROGRAM, PROJECT AND DOCUMENT MANAGEMENT SYSTEM INTEGRATOR. ADDENDA & RESPONSES TO QUESTIONS September 02, 2016

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1 MPA CONTRACT NO. A308-S3 PROGRAM, PROJECT AND DOCUMENT MANAGEMENT SYSTEM INTEGRATOR. ADDENDA & RESPONSES TO QUESTIONS September 02, 2016 The attention of consultants submitting proposals for the RFI is called to the following Addenda & Responses to Questions to the subject RFI. The items set forth herein, whether of omission, addition, substitution, or clarifications are all to be included in and form a part of the proposal submitted. Addenda: 1. Please refer to attached pricing template to be submitted with RFQ Responses to Questions: 1. Should a consultant be awarded the subject contract, would they be precluded from other future work with MassPort in any capacity (Design, Consulting, Advisory, CM,etc)? No. 2. Can Massport please provide the list of functional/business requirements for Adept Requirements include drawing lookup, markup, download, and distribution/transmittal of documents, support of multiple file formats including both CAD and BIM files, drawing and model viewer, as well as version control for all documents. Search functionality through library card and includes filters. 3. In the materials and discussion last week Massport requested the P6 integration be a bidirectional data transfer. From the discussion, the schedule is going to be managed in P6 and needs to push data to the PMIS system for reporting purposes. As Massport identified this as bi-directional, what data does Massport envision being managed in the PMIS system and sent back to P6? Or, does the data transfer really only need to be from P6 to the PMIS system? The desire is to have the P6 integration be a bidirectional data transfer. P6 data will be pushed to the PMIS system for reporting while cost data will need to be pushed from the PMIS system to P6 to generate cash flows.

2 4. Does Adept 2013 have an API? Yes. Please note Massport is currently using Adept Can Massport please provide a sample of the data entered into B2G. Please see attached for LCP & B2G form data. 6. Can Massport please provide the MS Excel spreadsheet templates used for import into Hyperion Capital? Please refer to attached Capital Plan Components Presentation 7. How many years of project data does Massport want migrated from Contract Manager? N/A no documents are attached in Contract Manager 8. Can Massport please provide samples of the Infomaker reports you want duplicated within the new PMIS system? Please see attached for sample InfoMaker Reports. 9. Are you looking to have the Integrator/Program Manager be the lead on the response or the Software vendor? There are a number of questions regarding the company profile, size, revenue, experience, etc. Is this to be the Integrator information or the software vendor company information and ultimately, who should the final RFP come from. Massport s preference is to have the Integrator be the lead for this solicitation but will also accept submissions lead by the software vendor. Information regarding the company profile applies to whoever the lead is. 10. When it comes to licensing the software is it your expectation that the actual license agreement T s & C s etc. would be between Massport and the software vendor or through the integrator. The contract with the integrator will be structured whereby the license agreements will be between Massport and the software vendor. 2

3 11. How many users from MASSPORT and external (Non MASSPORT employees) users are expected? Please refer to attached pricing spreadsheet. 12. Can you please provide an example of a current Program Level p6 schedule and is the schedule resource loaded (cost and or man power)? Please see attached for Schedule Toolkit Narrative. 13. What are the primary reports from each system and what is the frequency of each report and data date methodology? a. PCM/InfoMaker Capital Reports library (run as desktop executables, some with real time data, some with date criteria entered by users when prompted): Overview Report; PM Cost Report; Invoice Report; Requisition Report; Advertised Opportunity Report; EAC Report; WO Summary Report; Planholders Report. b. PCM/InfoMaker Quarterly Reports: Rolled up financial summaries by facility; financial summaries broken out by facility and grouped by program and project number; construction and consultant awards; construction contract change orders and consultant contract amendments; Designer Selection Panel (DSP) activity; Construction awards with M/W/DBE participation (Minimum % and intended %); CM@Risk Project Status Report. c. ACES Daily Reports: Active Contracts (Executed) for Capital Projects --shows all contracts executed that are charged to capital projects. Work Flow - In Process -- shows all of the project controls contract administrator s contracts that are currently in the ACES workflow, sent to project controls contract administrator. Weekly Reports: Cycle Time Report for Capital Programs -- shows all Capital Programs originated contracts and the time required to cycle through the ACES workflow. All Active Contracts for Capital Programs -- Contracts Originated in Capital Programs, or funding charged to Capital Programs, or charged to a Capital Project, sent to Project Controls. Weekly All Active Contracts (executed) for Capital Programs Department -- shows all Capital Programs executed in the previous 4 weeks, sent to Project Controls. 3

4 On Demand: IT Contracts with Capital Project Funding -- shows all in-process contracts originated in IT that are charged to a capital project, Project Controls as needed. Adept None DDMS None Hyperion Board approved Capital Program: Project controls related cost and schedule updates: what is the update and reporting schedule? Schedule updates and reporting are performed monthly. Cost updates are continuous but reported monthly. 15. Is Single Sign On / SSO a requirement? TBD 16. Are there any security requirements specifically around data transfers between systems? Please refer to Exhibit C Information System Security General Standards and Questionnaire in the A308-S3 Request for Qualifications - Supplemental Information document. 17. What features and functions are required in order to consider replacements for ADEPT? Requirements for the replacement of Adept must include the following: drawing lookup, markup, download, and distribution/transmittal of documents, support of multiple file formats including both CAD and BIM files, drawing and model viewer, as well as version control for all documents. A replacement system should also be able to handle all existing files. Search functionality should include filters. The ability to overlay documents to view changes would also be a preferred. The system must also have password protection for SSI and for tracking drawing access. Should this information be made available to Massport Consultants or project teams, it will require various permissions are in place. 18. What is the approximate (or exact) number of Active and Completed projects that will be migrated in Contract Manager? N/A no documents are attached in Contract Manager 4

5 19. What is the volume of transactions that will be migrated from Contract Manager (per project and aggregate) N/A no documents are attached in Contract Manager 20. Can you please provide a list of the finance codes from PeopleSoft and cost codes used in any other system and how they relate? Finance Code Structure Cost Code Structure 5

6 21. Can you please provide a description or explanation of the finance code structure (PeopleSoft) and how it is used in each system (i.e. broken out by segment)? Please see responsee to question Do any forms exist related to the ACES Contract Approval process? If so can sampless be provided? Please refer to workflows provided under Exhibit B of RFQ 23. What are the KPI s and Start Centers in Maximo that MASSPORT wants to see in a PMIS? None 6

7 24. Can you provide a sample of the format and level of detail of data to transfer from Contract Manager? a. Project Information Contacts Module b. Communication Notepads Module (custom report codes only) c. Contract Information Cost Worksheet, Contracts-Budgeted, Contracts-Committed, Contracts-Funding, Purchase Orders, Trends, Requisitions, Procurement, Change Orders, Proposed Change Orders (M/W/DBE Reporting only) d. Logs Submittals (not Submittal Packages) 25. Can you please provide information about the API capabilities of LCP Tracker and B2G? Please contact LCP Tracker and B2Gnow directly for this information 26. Is there a requirement or criteria for what capital asset information needs to be transferred from PMIS to Maximo? Yes. Assuming PMIS will be used for Cx, the data collected on assets will be needed for Maximo. Also, links to O&M manuals will be required for Maximo. 27. Which departments are using Hyperion for planning? Hyperion Capital Planning is used by Capital Programs and Administration & Finance (A&F). 28. Can you confirm that your standard terms and conditions are here: Contract-3-.pdf Confirmed 29. Is there an M/D/WBE Requirement? If so please provide the contract requirements. Though there are no M/WBE requirements for this solicitation, Massport encourages teams to include M/WBE firms as part of their team. 7

8 30. Which current applications will require master data/legacy data to be migrated from the old to the new systems? How many records and what level of detail will be required for each application? N/A no documents are attached in Contract Manager 31. Will Massport be providing any staff to migrate data or will the Integrator be expected to complete this work? It might be more feasible for MPA to provide staff to assist with the migration of data. This will be determined upon review of the RFQs 32. What is the criteria for determining the completion of the Implementation/Integration? N/A 33. Should the Integrator assume adoption and deployment at Logan only or all MPA facilities? All MPA Facilities 34. What level of involvement have the various MPA system owners/departments committed to? How many FTE s and what percentage of availability can be expected? MPA staff will be made available as required by the agreed upon implementation schedule 35. Will only Massport employees be trained or will contractor training be included with the implementation? Please refer to attached pricing spreadsheet. 36. What is information / data fields are stored in DDMS? The following fields are in DDMS; Facility, Project Number, Filename, Project Type, Sheet Type, Project Name, Sheet Description, Building Name, Building Number, Geographic Location, MPA Project Manager, Consultant Name, Geographical Grid Location, Contractor, Project year, tenant name, and file type. DDMS stores metadata for each drawing sheet (160,000 to date). This database is also linked to our Utility Management System (UMS) which stores Water, Drain, Sewer, and Gas utilities information for Logan Airport. 8

9 37. Should an electronic user/training guide be included in the pricing? Yes. 38. Which current software applications have API s? Oracle PCM, Oracle P6, Oracle Hyperion Please contact Oracle for API information on these application. 39. Where is each current software system hosted (internal/external)? PCM, ACES internal Hyperion, P6, LCP Tracker, B2G--external 40. Will the system administrator be an internal Massport employee during implementation or should one be provided? System administrator will be an internal Massport employee 41. What are the intended next steps in the process following the 9/29 submission date? Massport will review the RFQ submissions and may elect to conduct interviews. Upon the selection of an integrator/software vendor, a kickoff meeting will be held to discuss scope, expectations, schedule, and contract structure. 42. Will there be follow up interviews with Systems Integrators or a down-selection process? Massport will review the RFQ submissions and may elect to conduct interviews. 43. Does Massport have a preference for an on premise or Cloud deployment? Massport s preference is for cloud deployment 44. What is the target date for Massport s final decision? Massport will review the RFQ submissions and may elect to conduct interviews. 45. Approximately how many users does Massport anticipate across the department? Are contractors included in this scope? If so, approximately how many? Can you provide a sense of the types of users included in this scope? (i.e. Executive, Power Users, etc.) 9

10 Please refer to attached pricing spreadsheet. 46. Does the data transfer from existing systems section speak to data integration (ongoing) or data migration (one time)? Some of the systems listed in the data transfer section don t appear to be on the list of potential replacements while others appear to have the potential for replacement. Please refer to attached pricing spreadsheet. 47. For the Tenant Alteration Application (TAA) program, is this a possible point of integration with an existing system, or is the expectation that the proposed solution/software completely delivers these requirements. This will be determined during the discovery phase of the project. 48. In the future state, does the P6 environment remain in a hosted environment with Loadspring Solutions? It is Massport s intent to have P6 remain hosted with Loadspring, however if the integrator can demonstrate a compelling case for hosting P6 on their own cloud, Massport will entertain the option How many P6 instances and/or databases are currently being utilized? Currently one (1) database is being utilized 49. Does Massport currently have an Enterprise Scheduling Management model? Does Massport have project schedule templates? If so, are you able to elaborate? Does Massport currently resource load schedules? Please see attached for the MPA P6 EPS and Schedule Toolkit Narrative. 50. What modules in CM is Massport currently using? a. Project Information Contacts Module b. Communication Notepads Module (custom report codes only) c. Contract Information Cost Worksheet, Contracts-Budgeted, Contracts-Committed, Contracts-Funding, Purchase Orders, Trends, Requisitions, Procurement, Change Orders, Proposed Change Orders (M/W/DBE Reporting only) d. Logs Submittals (not Submittal Packages) 10

11 51. Are you able to provide copies of your customized Primavera Contract Management reports? Please see attached for sample InfoMaker Reports. 52. Are you able to provide a complete list of functionality currently being leveraged in Adept? Are there areas that are available to you today that you are not using? See question 18. Yes, Adept has features we are not currently utilizing. See their website for more information: Is there an expected start date and/or project time frame for this work? Massport will review the RFQ submissions and may elect to conduct interviews. Please refer to attached pricing spreadsheet. 54. How many Users are estimated to require access to the new PM System (full and guest)? Please refer to attached pricing spreadsheet. 55. Roughly how many Users currently have access to: PCM-20 users ACES-325 users Hyperion,-Capital Planning application only-8 users Adept users DDMS-5 users 56. Has Massport set any guidelines / criteria on what data will be migrated into the new System? If so, what criteria has been set (ie. Only active data, only new projects, etc)? And is there a rough estimate on how much project data will be migrated into the new System? Please refer to attached pricing spreadsheet. 57. Currently, in what System and how are Projects initiated? Projects are managed in PCM but initiated in Hyperion. 11

12 58. Currently, where do Project budgets reside? RFP clearly states POs and Payments are in PeopleSoft and Contracts and Amendments are stored in PCM. Project budget information is stored in Hyperion, PCM and P Is there a preference between Fixed Cost or T&M proposals? No preference 60. Is there a preference for On Prem or Cloud Hosted solutions? Massport s preference is for cloud deployment 61. Can Massport confirm the requirement to submit 25 hard copies and 1 electronic copy by mail to Massport. Confirmed 62. The Cover sheets reference this procurement as a Request for Qualifications. Please clarify that this is a Request for Proposals, as costs are requested as part of the response and are part of the evaluation criteria. Cover sheet is accurate this is a Request for Qualifications with a request for pricing. Pricing represents one of the selection criteria. 63. Are standard forms required (SF330, MBE/WBE forms, Insurance, etc.) in the response? No 64. RFQ pages 3-5 Table of Applications: The table of applications included on Pages 3-5 of 30, appears to be missing item 11. Please confirm there is no item 11. Confirmed - Item 11 does not exist. P. 6 Scope of Work: 65. For non-reseller integrators, what is your preferred approach to the software procurement: o Massport executes contract/software license agreement with the shortlisted vendor, and separate contract with integrator o Integrator executes contract/software license agreement with the shortlisted vendor; Massport executes contract with integrator 12

13 When would Massport want to take assignment of the contract/software license agreement in this case? o Other The contract with the integrator will be structured whereby the license agreements will be between Massport and the software vendor 66. Can short-listed software vendors submit without an integrator team member? Yes 67. With respect to the B2G system, can the form data be made available? Please see attached for LCP & B2G form data. 68. With respected to P6, which data points will be tracked? What data will need to be passed from the PMIS to P6? Please refer to question #3 for answer. 69. For the systems to be replaced, will the replacement occur through the new selected PMIS or through an additional third party software package? Replacement will occur through the new selected PMIS 70. On p. 7, the RFQ says, Based on the requirements identified in this section, identify the approach for implementation and provide examples where applicable based on prior experience with the system proposed and other public sector agency experience in or out of the Commonwealth of Massachusetts. There follow six (6) pages of requirements. Where should our responses be included in the Proposal Contents described on pages 14 16? Under Section G Technical Requirements 71. P. 7 System and Environment: What does a Conference Room Pilot entail and how long is its duration? This will be part of the testing phase. 72. P. 13 Describe what architecture will be used to integrate with details on designed latencies for each system integration. What is meant by designed latencies? 13

14 It is referring to the latencies (lags) that are considered in the architecture for data flow between different systems. For example if data transfer is designed to be run as a scheduled job, what is the frequency of the job or if there is an API connection, how frequent is it designed to be updated. Overall, a system architecture e that provides the required integration with minimal latency will be preferred since data in systems of interest are synced nearer to real-time. P. 15 H. Integration: 73. MPA representatives mentioned during the Open Session on August 12 that, although Financial Coding and Cost Coding are different, MPA was able to derive one from the other. Please explain and provide the structure/components of the Cost Codes. Please refer to Question 21 Please explain and provide the structure/components of the Finance Codes Please refer to Question 21 Please explain and provide an example of how you derivee one from the other. Cost codes and finance codes are independent MPA can derive elements of finance codes from other finance code fields. For example: Class can imply Fund due to 1:M relationship Final Funding code can imply Final Funding Category due to 1:M relationship Best-practice e is typicallyy to treat 1: M as levels within the hierarchy versus splitting out to a separatee field; only reason to split to a separate field is to support reporting/extracts 14

15 74. Adept What version and modules of Adept is Massport using? 2014 SP3 Version Does this version of Adept have an API? Yes Does Adept have a means of batch uploading drawings and their library card information? Yes Does Adept have a means of batch downloading drawings and their library card information? Yes Please provide metadata (library card information) that is associated with drawings and that Massport currently uses. Please indicate which metadata fields are not used by Massport. Massport currently uses the following: Project number, year, name, and type (design or as-built), file name, file type, created by, creation date, file date, revision date, building name, building number(s), retired building number(s), building floor(s), geographic location, multiple location and additional location, MPA project number, tenant name, consultant name, contractor name, sheet type, first sheet in set, SSI, AutoCAD files, construction specs, sheet description. The fields on the library card are customizable and therefore the metadata fields not used can be infinite. On p. 3, the RFQ states that there are 150,000 d r a w i n g s stored in Adept. On p. 11 it states that there are 150,000 projects currently stored in Adept. Please clarify. There are 150,000 drawings, not projects. 75. Maximo: o Please provide a listing of asset types to be tracked and the information (e.g., manufacturer, model) to be captured for each type Please see attached. Attributes are in a state of development and are not included in this response. o Is Massport planning to use Maximo to manage documents such as warranty certificates? Yes o Is Massport planning to associate/link such documents with Maximo records? Yes o Is Massport planning to manage any service contracts through the Project and Document Management System, or will these be managed in Maximo? 15

16 We anticipate having both Term Construction Contracts and Maintenance Service Agreements will be managed through Maximo 76. B2G: Does B2G have an API? Please contact B2Gnow directly for this information. Is Massport aware of any methods that allow bulk uploading of contracts, subcontractors, payments, etc, into B2G? Please describe. No Is Massport aware of any methods that allow bulk downloading of sub payments from B2G? No o If yes, what format is provided.pdf,.xls,.doc, other? 77. LCP Tracker Does LCP Tracker have an API? Please contact LCP Tracker directly for this information What information from LCP Tracker does Massport use? Capital Programs uses LCP Tracker to verify and manage prevailing wage certified payrolls. o How does Massport access that information: Go to LCP site to check? Yes How frequently does Massport check? Capital Programs checks on an as needed basis. Who is responsible for checking (one person in Compliance, each Project Manager, etc.)? In Capital Programs, Project Controls has access (2 people). Two controls consultants also have LCP Tracker access, but only for their respective projects. Does Massport download any information from LCP Tracker? o If yes, in what format (.pdf,.xls,.doc, prints out hardcopy) is the information delivered? Capital Programs downloads certain reports on as needed basis. Primarily these reports are extracted in either.pdf or.xls format. Does LCP provide reports? Not automatically. Reports can be generated How frequently? On as needed basis. In what format (.pdf,.xls,.doc, etc.) The reports can be ran as.pdf,.doc, and.xls How is the report delivered , other? If report is generated as.doc or.xls a pop-up window prompts you to save the file. If the report is generated as a.pdf it will open in a web based pdf viewer. Who receives the report(s) (one person in Compliance, each Project Manager, etc.)? Whoever runs the report. 16

17 Please provide a sample of the report(s) Reports typically run, contain security sensitive information. 78. PCM: o What project information is currently tracked in PCM (data fields)? o How much data? PCM Database is SQL; size of database is 3.5GB. o How many projects? Approximately 3,000 projects o Any documents linked? No Is there a standardized project template or does each project do it differently? Yes, Massport Default Project Template in PCM. o If standardized, please provide a copy N/A Is it correct that, currently, data transfers into PCM from Hyperion and PeopleSoft and from PCM to PeopleSoft are all handled via spreadsheet? No. Invoice and construction requisition transactions are handled via Dimension Integration Manager without files. The once-per-year capital program integration from Hyperion to PCM is a file-based integration. o Please provide samples of these spreadsheets Please see attached Is project schedule data currently transferred to/from P6? No o If so, how? N/A How many reports will need to be recreated? Exact number will be determined in the discovery phase of the project. o Please provide samples of each Please see attached Does Massport have a perpetual license(s) for PCM? Yes Is PCM installed on Massport-owned hardware? Yes What is Massport s retention schedule for electronic documents related to project costs? Massport follows the state guidelines for record retention 79. ACES: What are the data fields associated with contracts in ACES? Please refer to workflows provided under Exhibit B of RFQ Are contracts stored as documents? Yes Within the ACES system? Yes Linked to folder structure on network? No o How is Customer and Vendor information transferred from PeopleSoft to ACES (file, API, other?) N/A to this scope What are the data fields passed? If a file transfer, please provide an example of the format o How many reports will need to be recreated? There are probably about 10 to 12 reports that will have to be created 17

18 Please provide sample of each Reports typically run, contain security sensitive information. 80. Hyperion: What data (field names and expected contents) is currently exported from Hyperion to PCM? Please see attached Hyperion to PCM extract example o Is this data transferred via spreadsheet? Yes Is any information currently transferred from PCM to Hyperion? No o If yes, how is this data transferred? N/A o If file based, please provide an example of the format N/A 81. P V.I. Cost: Should the cost proposal be included in a separate envelope? No. P. 16 M. Litigation and Legal Proceedings: Does Massport want litigation proceedings for all team members or only the prime? Just the prime Exhibit B: Exhibit B contains workflow for the ACES systems. Are workflows available for all applications, processes, and systems that are addressed in this RFP? Workflows will be provided upon the selection of an integrator. 82. Could you provide the number of users both internally and externally you would envision being users on the system. Please refer to attached pricing spreadsheet. 83. Could you provide the expected average annual capital project spend per year over the next 3 years. Our Capital Program anticipates Capital expenditures between $400 and $450 million annually