Enterprise Asset Management System

Agency: Larimer County
State: Colorado
Type of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
Posted: Dec 18, 2020
Due: Jan 29, 2021
Solicitation No: P20-28
Publication URL: To access bid details, please log in.
due date number title documents contact
2021-01-29 P20-28 Enterprise Asset Management System
Les Brown, Purchasing Agent
brownxld@larimer.org
970-498-5954

Attachment Preview

LARIMER COUNTY | PURCHASING DEPARTMENT
P.O. Box 1190, Fort Collins, Colorado 80522-1190, 970.498.5955, Larimer.org
REQUEST FOR PROPOSAL (RFP)
PROPOSAL NUMBER:
DESCRIPTION:
RECORDING DATE:
RECORDING TIME:
P20-28
Enterprise Asset Management System
1/29/2021
2:00 p.m.
The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via
the Rocky Mountain E-Purchasing System ("RMEPS") portal, at www.bidnetdirect.com/colorado, up to
2:00 P.M. (MT), on Friday, January 29, 2021 at which time they will be recorded, but not publicly opened, to
implement an Enterprise Asset Management System (EAMS) that will improve the business processes and
support information systems that will enable management of assets across all levels of the County’s
organization, locations, and facilities. Prices and terms shall remain in effect until a contract has been
executed.
RFP documents are available online at Rocky Mountain e-Purchasing at www.bidnetdirect.com/colorado, and
on the Larimer County Purchasing’s Bids and Proposals web site at www.larimer.org/bids.
QUESTIONS:
All questions regarding this proposal must be emailed to Les Brown, Purchasing Agent, at
brownxld@larimer.org. Questions are due no later than 10:00 a.m. (our clock) January 15, 2021. No
questions will be accepted after the date and time referenced above.
All questions received will be answered via Addendum only. Addenda will be published at both Rocky
Mountain e-Purchasing at www.bidnetdirect.com/colorado and on the Larimer County Purchasing’s Bids and
Proposals web site at www.larimer.org/bids.
NOTE: Unauthorized contact with a County employee other than the Purchasing Agent regarding this RFP
may result in disqualification of your Proposal.
INSTRUCTIONS TO PROPOSERS:
Starting March 30, 2020 Larimer County only accepts Proposals submitted via the Rocky Mountain E-
Purchasing System (RMEPS). Proposals submitted by any other means will not be accepted. Proposers
must be registered with RMEPS in advance in order to submit a proposal; registration is free. Larimer County
strongly recommends Proposers register with RMEPS well in advance of the submittal deadline to ensure they
have adequate time to upload and submit their proposals.
Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated
with this RFP, and it is the sole responsibility of the Proposer to ensure all required documents are submitted
through RMEPS by the submission deadline. Proposals will be time-stamped by RMEPS upon receipt;
RMEPS does not allow for uploading or submitting documents after the Proposal due date and time has
passed, so please allow adequate time to upload and submit your Proposal prior to the deadline. After
uploading proposal documents, Proposers must click the SUBMIT button. Larimer County will not
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accept uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted
successfully, Proposers may contact RMEPS Support or verify, via the Proposal Management tab in the
Proposer’s account, that the documents are not in “Draft” status.
Larimer County does not have access to, or control of, the Vendor side of RMEPS. Please contact RMEPS at
1-800-835-4603 for vendor support.
Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be
combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are
not acceptable and your proposal may be rejected. Proposers may choose to also provide one (1)
redacted .pdf proposal (as one single file), excluding any information that is not subject to disclosure under
the Colorado Open Records Act (“CORA”). Statements that the entire proposal is confidential will not be
honored. After the Notice of Award has been issued, all information submitted in response to this request for
proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy
will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic copy will
have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to
keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of
CORA or Order of Court.
By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date
and time identified in the RFP or as modified by addendum. No delivery shall become due or be accepted until
an agreement has been completed either in the form of a formal executed contract, or a purchase order issued
by the Purchasing Director of Larimer County.
Proposals must be furnished exclusive of any Federal, State, or Local taxes.
No work shall commence nor shall any invoices be paid before the contracted vendor provides the requested
proof of insurance as outlined in the “Insurance Requirements”, and before such verification is approved by
Larimer County Risk Management.
Unless otherwise specified by contract, payment for work performed or goods sold to Larimer County can be
expected within 30 days after receipt of the invoice and satisfactory acceptance from the department receiving
the service or goods.
As of August 7, 2006, state and local government agencies are prohibited from purchasing services from any
contractor that knowingly employs illegal immigrants to help carry out publicly funded work. Pursuant to the
provisions of Colo. Rev. Stat. §8-17.5-102, contractors must certify that they are using the E-Verify Program or
Department Program to verify the employment eligibility of new employees. If a contractor awarded a contract
violates any requirement of Colo. Rev. Stat. §8-17.5-102 et seq., the state or local government agency may
terminate the contract and the contractor will be liable for damages to such agency. These requirements are
not applicable to foreign companies without employees working in the United States under this contract, or to
agreements relating to the offer, issuance, or sale of securities; investment advisory services or fund
management services; sponsored projects; intergovernmental agreements; or information technology services
or products and services.
Proposer certifies, warrants, and agrees that (he) (she) (it) has knowledge of the “Keep Jobs in Colorado Act”
codified at § 8-17-101, et seq. of the Colorado Revised Statutes and that Colorado labor shall be employed to
perform at least eighty percent (80%) of the work. See https://www.colorado.gov/pacific/flash drivele/kjica for
more information regarding this Act, which applies to Public Works projects. The definition of Public
Works is found under the “Keep Jobs in Colorado Act Rules”, which is listed in the website listed above.
Frequently Asked Questions” about this Act may be found at:
https://www.colorado.gov/pacific/sites/default/files/KJICA%20FAQs_1.pdf
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Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or
qualified proposers and to waive informalities and irregularities in proposals received, and to accept any
portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment
of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract
to companies located in Larimer County, however this is not applicable in the case that Federal funds are
used.
Larimer County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42
US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notified all proposers that it will affirmatively ensure
that any contract entered into pursuant to this advertisement, disadvantaged business enterprises (including
minority-owned or women-owned) will be afforded full and fair opportunity to submit a proposal in response to
this Request for Proposal and will not be discriminated against on the grounds of race, color, religion or
religious affiliation, sex, familial status, age, genetics, disability, or national origin in consideration for an award.
All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the
Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read
the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.
No vendor awarded a solicitation shall be federally debarred. The proposer certifies that by signing the
contract, neither the proposer nor subcontractors, the organization nor its principals are suspended or
debarred or otherwise excluded from procurement by the Federal government. Such debarment shall be
checked through the System for Award Management, at www.sam.gov.
Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is
amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The
entity shall deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,
contracting and disputes, invoicing, and payment. Larimer County shall not be held liable or responsible for
any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor
or any government entity relating to such use.
PROJECT OVERVIEW:
Larimer County is seeking to implement an Enterprise Asset Management System (EAMS) that will improve
the business processes and support information systems that will enable management of assets across all
levels of the County’s organization, locations, and facilities. This EAMS is for the Engineering and Road and
Bridge departments within the Community Planning, Infrastructure, and Resources (CPIR) division.
An effective EAMS will help Larimer County maximize value of its physical assets, improve utilization and
performance, reduce capital and operating costs, and extend asset life. The implemented system will assist
CPIR management with the ability to make informed data-driven decisions for forecasting, planning, and
budgeting in the administration of CPIR’s physical assets.
This project will be the implementation of Commercial Off-The-Shelf (COTS) solution or Software as a Service
(SaaS), data conversion and migration, training, and maintenance and support.
BACKGROUND:
Larimer County is located in Fort Collins, CO and is home to nearly 335,000 residents making it the sixth
largest county in Colorado. It is located in the north-central part of the state and consists of two cities and six
towns, in addition to several unincorporated communities. There are five incorporated municipalities located
exclusively in Larimer County: Estes Park, Fort Collins, Loveland, Timnath, and Wellington. Berthoud,
Johnstown, and Windsor are all partially located in the County. Larimer County is governed by ten elected
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officials that oversee different functions of county government. This includes a three-member Board of County
Commissioners.
The County extends to the Continental Divide and includes several mountain communities and a portion of
Rocky Mountain National Park. The County encompasses 2,640 square miles that include some of the finest
irrigated farmland in the state, as well as vast stretches of scenic ranch lands, forests, and high mountain
peaks. Over 50% of Larimer County is publicly owned, most of which is land within Roosevelt National Forest
and Rocky Mountain National Park. In addition to these federal lands, Colorado State Parks and Recreation,
and Larimer County Parks and Open Spaces combine to provide a wide spectrum of recreational opportunities
that are enjoyed by both residents and visitors.
Larimer County’s Engineering Department is responsible for civil engineering, planning and design work for the
Community Planning, Infrastructure and Resources services at Larimer County. They support the following
initiatives:
Roadway and bridge design and improvements
Natural Resource projects and improvements
Solid Waste Projects
Surveying
Construction management
Lands, easements & rights-of-way
Traffic and transportation planning
Floodplain program oversight
Stormwater management and permitting (MS4)
Administration of Public Improvement Districts
Management of roadway infrastructure assets
Review and enforcement of Engineering standards
Permit issuance and oversight for Right of Way (Utility), Special Transport and Access Permits
Larimer County Road and Bridge Department is responsible for the operation and maintenance of the County’s
road network. Included in this network are bridges, minor structures, culverts, signs, and additional associated
assets. The Road and Bridge mill levy (2019) is 0.937%. By the numbers, Road and Bridge supports the
following:
Over 900 miles of paved, non-paved and subdivision roads
o The Larimer County CPIR division supports 384 miles of paved roads, 419 miles of unpaved
roads, and 101 miles of subdivision roads.
217 major structures (greater than 20 feet in length)
481 minor structures
Over 4,000 culverts
Over 10,000 signs and 11,000 sign panels
Provide snow and ice control with over 700 miles of roadway plowed
o Snow and ice control consist of 686 mainline miles plowed, 89 subdivisions with 86 miles
plowed and 4,697 tons of ice and traction control material utilized.
4,900 tons of ice and traction control material utilized
Maintains and inventories approximately 13,000 signs
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In 1999, Larimer County procured and implemented the Highways by Exor system (HWY) to manage its
roadway asset data. After 21 years and because of the variety of assets being managed, the aging
technologies used to manage those assets and the need to make data-driven decisions, Larimer County is
exploring asset management technologies available today.
The current system is no longer meeting the division’s needs for the following reasons:
The system is extremely complex to use and maintain due to severe shortcomings of the platform
Because of this complexity, CPIR has one ‘system administrator’ who has been responsible for mining
data out of the system
The system has never been fully implemented and functional, meaning modules were purchased that
were never implemented or were implemented and failed to function
Poor vendor support
The system is running on outdated hardware and software platforms
Evolving departmental/division needs since the original implementation that the current system does
not offer or support
QUALIFICATION REQUIREMENTS:
Qualifications, at a minimum, include the following and must be documented explicitly in your proposal (see
PROPOSAL SUBMITTALS REQUIREMENTS):
1. The EAMS solution must be COTS solution or SaaS solution.
2. Contractor must have been in business for a minimum of five (5) years.
3. Contractor must have an established presence in the asset management industry, specifically for
engineering and road and bridge applications.
4. Contractor must have successfully implemented the proposed solution at a minimum of one (1) county
and/or city of similar size and complexity as Larimer County withing the last three (3) years.
5. Contractor must be familiar with Colorado State Laws and Regulations.
6. Contractor must have Professional Engineers on staff for this project.
7. Contractor must have Professional GIS specialists on staff for this project.
SCOPE OF WORK:
The County seeks a complete Enterprise Asset Management solution that encompasses industry-standard and
specific features detailed in the Functional Requirements (Attachment E Scope of Work Functional
Requirements.xlsx)
INSURANCE REQUIREMENTS:
Prior to commencement of any work, contractor shall forward Certificates of Insurance to Larimer County Risk
Management, 200 W. Oak St., #4000, Fort Collins, Colorado 80521 or Risk@larimer.org. The insurance
required shall be procured and maintained in full force and effect for the duration of the Contract and shall be
written for not less than the following amounts, or greater if required by law. Certificate Holder should be
Larimer County at the above address.
1. Workers' Compensation and Employers' Liability (waived if there are no employees)
1.1. State of Colorado:
Statutory
1.2. Applicable Federal:
Statutory
1.3. Employer's Liability:
$100,000 Each Accident
$500,000 Disease-Policy Limit
$100,000 Disease-Each Employee
1.4. Waiver of Subrogation
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