SOLICITATION ADDENDUM
/ CITY OF PHOENIXWater Services Department
200 W. Washington Street
9th Floor
Phoenix, AZ 85003
Phone: (602) 256-3343
Solicitation Number: 84-17-043-RFP (SFB) Addendum #1
Page 4 of 5
Solicitation Due Date: June 30, 2017, 2:00 p.m. Phoenix, Arizona Time
I. SOLICITATION ADDENDUM
1. Section V – Submittal, Pricing Schedule, Item 4.0
“Services – Prototype Stage Configuration” to be replaced with “Services – Full Implementation”.
II. Questions and answers from emails and the preproposal conference
1. Is participation in the pre-proposal conference mandatory for all bidders?
This meeting is not mandatory. Any questions and answers that are presented will be provided by addendum and posted to our website. https://www.phoenix.gov/solicitations/1098
2. Under 17. MINIMUM REQUIREMENTS, the RFP states that offerors "shall be lawfully authorized to conduct business in Arizona or shall have no impediments to conduct business in Arizona" and that " Offeror should be registered with the Arizona Corporation Commission." Does this mean that the City of Phoenix will not accept bids from Offerors whose offices are located outside the State of Arizona?
Offers outside of Arizona will be accepted. This requirement is only to make sure that a business can legally conduct business with the City of Phoenix and has not been debarred or prohibited from conducting business.
3. The PRICING SCHEDULE Section 3.0 and Section 4.0 are both titled "Services - Prototype Stage Configuration". I believe this is an error. Please confirm the correct title for Section 4.0 in this schedule.
The correct title for Section 4.0 of the Pricing Schedule is “Services – Full Implementation”. Addendum 1 modified the Pricing Schedule to incorporate this change.
4. Who was invited to participate in the RFP? I know it is an open posting but was there a list of vendors specifically invited to participate that you can share?
More than 5,000 email notifications went out to all of the vendors registered under the applicable commodity codes on the City of Phoenix’s vendor list in ProcurePHX and the State of Arizona’s vendor list in ProcureAZ. An Excel document is included on the city’s website https://www.phoenix.gov/solicitations/1098 listing all of the companies that received the email notification.
5. Will the City be publishing a list of bidders?
Yes, after the proposal due date.
6. Who attended the pre-bid conference in Phoenix on June 1st?
The list of attendees is posted to the website at https://www.phoenix.gov/solicitations/1098
7. Was a consultant or other vendor involved in helping write the requirements, or were they developed internally? If the former, who helped develop the requirements?
The RFP requirements were developed internally by city staff based on examples and input from other utilities that have similar views about asset management and asset end of life forecasting comparable to the Phoenix Water Services Department’s requirements.
8. Regarding questions, will the City answer questions as they are submitted or will all answers be provided after the question due date? (The concern is that if we need to wait until after the 22nd to get answers, it only gives us a few days to finalize our proposal before shipping hardcopies to the City).
Every effort will be made to answer questions by issuing addendums and posting them to the website as we receive them. It is important to check the website periodically to ensure you have seen all addendums, as they need to be signed and submitted with proposals.
9. Are there any options for submitting bids electronically, or is a hardcopy submission the only option?
The City of Phoenix does not accept electronic bids or proposals at this time. Refer to Section I – Solicitation Instructions, Section 13.D Submittal Format for specific instructions on how to submit a proposal.
10. Has the Phoenix Water Services Department (WSD) developed and implemented a written asset management plan? If yes, it would benefit us to see a copy (or samples) for representative asset types (I.e. sewer main, water main, lift station) and associated asset management equations targeted for the prototype phase.
Yes. It outlines the entire asset management program. However, it doesn’t provide any more depth to the asset end of life concept than what is already described in the RFP. The City is continuing to develop the concept with more details and formulas.
11. At one point (2008-2012) the Phoenix WSD used Riva Modeling software for forecasting asset end of life and budget planning.
a. Is the software still being used?
b. Is there any relevant data or decision trees that could be used in this project?
A. The software has not been in used since 2010.
B. There is no relevant data to share for this proposal because that prior model is not what we are requiring for this current model. However, the two concepts have many similarities.
12. What asset lifecycle forecasting solutions have been demonstrated to the City of Phoenix WSD in the past 18 months?
As part of the asset management program development, the City was interested in learning about the various asset management and asset life forecasting tools. Specifically, we wanted to see a sample of various software features, and were interested in seeing how other utilities are software to perform asset management program and asset end of life forecasting. Three products were viewed from PowerPlan, Innovyze, and Copperleaf due to knowledge of their products or from experience from our partners in water and wastewater utilities.
13. Is there specific software you would like to learn more about in addition to the three mentioned.
We have opened competition and are interested in a solution that will meet the requirements listed in the RFP.
14. Has funding been approved for this project?
Yes, funding has been approved.
15. Elaborate and clarify from Section 4.2 Objective (p 42) The City will establish the mathematical formulas and schema to calculate and forecast the asset’s end of life replacement and/or rehabilitation and associated estimated costs. How does WSD do this today?
City staff continue to work on the concept and formulas internally but it isn’t complete yet. Current city practice is strictly a manual process where various staff attempt to make judgements as to when certain assets will reach end of useful life.
16. There was a reference made to arc GIS Pro. Is the City moving toward that? What is the time frame?
ArcGIS Pro is a desktop application and is used more for data visualization. It is a new 64-bit processor application that can handle 3-d data for analysis. We have ArcGIS PRO 1.4 now through our enterprise license with ESRI and can use it with our GIS data. It will most likely replace our ArcGIS Desktop environment in the next 5 years however it’s new and does not currently have functionality.
If a vendor uses ArcGIS Pro, we have the product and can work with them to set up the tools assuming it will be more of a desktop application that a few people in the office use and not the field staff.
WaterNET is our custom GIS web application. We are in the process of changing to the new WebApp Builder javascript API from the FLEX API which is no longer supported by our vendor ESRI. We are pushing out a new WaterNET 4.0 version to Water Services Department that uses the new javascript API. It does not have the WAM widgets included so our WAM users will still use the current WaterNET FLEX API version for now.
ArcGIS Pro will not replace WaterNET. It is a different product.
17. What is SAP being used for? Can we get a list of modules in SAP that you use for integration purposes?
SAP is the City’s enterprise procurement and financial transaction tool. Specifically related to asset management, SAP is used to track materials and inventory, and it tracks information for inventory quantity, cost, and vendor names. It is also used for any contracted services not performed by city staff.
18. There is a reference to Load balance, what is that about?
It is an enterprise software tool to manage online traffic and workload for the Work and Asset Management application.
19. For the on-site interviews, will the city provide sample data and formulas or should vendors use their own data and formulas?
Assuming that there will be an interview process, the city will not provide sample data and formulas and vendors should use their own data and formulas; however, the city will request specific features of the software to be demonstrated and may ask follow up question based on what will be demonstrated. The city will also specify a time limit for the demonstration.
20. Are the Interview dates being set aside or can they shift?
The dates are tentative and can change.
21. How do you evaluate the price differently than that of the other evaluation criteria?
The procurement officer evaluates pricing, and then includes the scores in with the scores of the remaining evaluation criteria.
22. Regarding the contract term, there is five years mentioned, then other dates and lengths are mentioned.
This contract will be for a five-year term, unless cancelled or terminated in accordance with the terms and conditions.
23. Section V – Submittal, Questionnaire, Section C.3.a.3 of the RFP requires support for 150 asset types/classes. Can you please provide a list of the 150 asset types/classes? Are these 150 asset types/classes all unique or do they include asset classes/types where one characteristic of the asset is varied. For example, is a 2” steel pipe and a 4” steel pipe one or two asset types/classes?
Following is the list of current asset types as of June 2017. Occasionally or upon request, city staff evaluates and refines all asset attributes, including asset type, and on occasion can add new asset type to replace existing type:
ACTUATOR / BREAKER / CONTROLLER / FIRE EXTINGUISHER / METER / REMOTE FACILITIES SITE AREAS / STEEL WATER STORAGE TANK / VACUUM REGULATING CHECK UNIT
AIR CONDITIONING UNIT / BUILDING / CONVEYOR / FIRE HYDRANT / MIXER / ROOF / STORAGE SITE / WATER CONDITIONER
AERATOR / CABINET / CRANE / FLAME ARRESTER / MOTOR / ROUTER / STRAINER / WATER SOFTENER
AIR COMPRESSOR / CALIBRATION COLUMN / CHLORINE DETECTION INSTRUMENT / FLARE / MOTOR STARTER / REMOTE TELEMETRY UNIT / STRUCTURE / WELL
MOTORIZED AIR DAMPENER / CATHODIC PROTECTION ANODE / DIFFUSER / FLUSHING DEVICE / MULTI STATION SITE / RUPTURE DISC / ELECTRICAL SUBSTATIONS / WELL CASING
AIR RELEASE VACUUM VALVE / CATHODE / DIGESTER / FORCE MAIN PIPE / ODOR CONTROL SYSTEM / RECLAIMED WATER BOOSTER SITE / SUMP / WELL SITE
ALARM / CATHODIC PROTECTION RECTIFIER / DISINFECTION SYSTEM / GAUGE / OPERATOR / RECLAIMED WATER FIRE HYDRANT / SURGE PROTECTION DEVICES / WATER QUALITY SAMPLING STATION
ANALYZER / CATHODIC PROTECTION TEST STATION / POWER DISTRIBUTION BOARD / GENERATOR / PANEL / RECLAIMED WATER PIPE / SURGE TANK / WATER TREATMENT PLANT
AREA / CATHODIC PROTECTION SYSTEM / ROLL UP DOOR / GRAVITY PIPE / PARENT / RECLAIMED WATER PIPE / SWITCH / WASTEWATER TREATMENT PLANT
ARSENIC / CLOSE CURCUIT TELEVISION / DRIVE SHAFT / GRINDER / PROGRAMMABLE LOGIC CONTROLLER / RECLAIMED WATER SERVICE LINE / SWITCH GEAR / TRANSFORMER
ASSEMBLY / CENTRIFUGE / DRIVE UNIT / HEATER / POWER / RECLAIMED WATER SYSTEM VALVE / SYSTEM VALVE / TRANSMITTER
AUTOMATIC TRANSFER SWITCH / CHEMICAL FEEDER / EVAPORATIVE COOLING UNIT / HEAT EXCHANGER / PROCESS PIPE / SAMPLER / SYSTEM
BACKFLOW PREVENTER / CHLORINE EVAPORATOR / EJECTOR / HOPPER / PRESSURE REDUCING VALVE / SCALE / TANK
BARSCREEN / CHLORINE GENERATOR / ELECTRICAL / INSTRUMENTATION / HYDRAULIC POWER UNIT / PRESSURE REDUCING VALVE SITE / SCRUBBER / LATERAL TAP
BASIN / CHLORINATOR / ELEVATOR / LIFT STATION / PULSATION DAMPENER / SENSOR / TEMP ASSET TYPE
BIOFILTER SYSTEM / CHUTE / EMERGENCY EYEWASH / SHOWER / LIGHT / PUMP / SEPARATOR / TRANSFER SWITCH
BIOFILTER SPRINKLER / CLEAN OUT / EQUIPMENT / LIME SLAKER / PUMP CAN / SERVICE LINE / CHLORINE CONTAINER STORAGE
BLOWER / COLLECTOR / FACILITY / MANHOLE / POTABLE WATER PIPE / SERVER / UNINTERRUPTED POWER SUPPLY
BOILER / COMPUTER / FAN / MANIFOLD / REGULATOR / SITE VALVE / VAULT OR PROCESS MANHOLE
BOOSTER SITE / CONTACTOR / FILTER / MOTOR CONTROL CENTER / WATER STORAGE RESERVOIR / STATION / VARIABLE SPEED DRIVE UNIT
24. Section IV – Scope of Work, page 44 of the RFP states “WSD staff will develop the mathematical equations that will calculate results based on the input data above”. Approximately how many mathematical equations are the WSD staff intending to provide? From the RFP, it appears that these mathematical equations will span asset condition (b.1), rehabilitation dates & costs (b.2, b.4, b.6, b.12), replacement dates & costs (b.1, b.3, b.5, b.6, b.12), maintenance cost projections (b.11), risks (c.3) & Levels of Service (d.3). Are any of the mathematical equations similar between the 150 asset classes/types?
City staff are currently developing and refining the forecasting models. As of June 2017, there are approximately 64 unique equations. Yes, many asset types use the same or similar equations.
25. Can you please provide some examples of the mathematical equations for each asset class/type?
Following are some equations that are associated with vertical assets typically found at treatment plants:
· Default Replacement Year = Installed Year + Max. Potential Life Years
· % Asset Life = -0.0056*(condition value)^3+0.0423*(condition value)^2+0.1796*(Condition Value)-0.2163
· Condition value = 1 – 5 where 1 is new and 5 is failure.
· Physical Life = % Asset Life * Max. Potential Life
· Remaining useful Life in years = Max. Potential Life – Physical Life
· Replacement Year = Current Year + Remaining Life in years
· Forecasted Replacement $ =C*(1+r/n)^(n*rL)
· C = original asset acquisition cost
· r = interest rate
· n = # of times rate is compounded per year
· rL = Asset remaining useful life
· Risk = (9 – asset criticality) * Asset Condition value
26. If some or all of these mathematical equations already exist, have they been subject to a trial in any software packages (internally developed or commercially available)? If so, can you name the software that was used?