Software and Professional Services for a Computer Aided Facilities and Maintenance Management System

Description

With passage of SB1732, the Judicial Council, through the Administrative Office of the Courts (AOC), has new duties to acquire, manage, and operate court facilities for the State of California. The Trial Court Facilities Act of 2002 Implementation Program (Program), supported by this RFP, will provide the AOC with an integrated Computer Aided Facilities Management (CAFM) system to address the following functional areas:

1. Property Portfolio Management: to record key information related to properties by type, group, location, size, etc.
2. Facilities Condition Monitoring: to provide information to the AOC and the courts on the maintenance condition of court properties.
3. Program/Project Management: to facilitate property construction and maintenance.
4. Lease Administration: to provide leasing information for those building leased by and leased to the AOC, trial courts, and appellate courts.
5. Space Management, in conjunction with CAD Integrator: (a) to enable the accurate allocation of space based upon architectural drawings; (b) to define organization occupancies within the AOC, trial courts, and appellate courts; and (c) to allow for space charge-back and other related functionality.
6. Maintenance Management: to manage preventive and demand maintenance in conjunction with Work Request Management.
7. Asset/Equipment Management: to provide a repository of information to enable efficient proactive and reactive maintenance and reporting on property and equipment.
8. Facilities Purchase Requisitioning, Move Management, Facilities Document Management, Operational Reporting and Modeling, Reporting/Data Browsing and Executive Information Systems will also be required.

The AOC plans to build, through a phased, long-term approach, a first-class efficient CAFM system able to manage its property from concept through construction to total maintenance and, eventually, demolition.

The AOC is seeking proposals form prime contractors, which many be software vendors with integration specialist capabilities, integration specialists, and professional services organizations. The project will be performed in three phases: the first phase will consist of testing and implementing a subset of the functional areas listed above, with a few courts; the second phase will consist of implementing the pilot functional areas on a more wide-scale basis; and the third phase will consist of implementing the other functional areas listed above as optional work as authorized via work orders.

Proposals must be received prior to 12 p.m., Tuesday, May 4, 2004. Oral responses will not be accepted. For further information, reference Section 3.1 of the RFP for critical dates pertaining to the procurement schedule and the Transmittal Page for contact instructions.

• Entire RFP
• 7.1 Firm Reference Form [replaced - see Addendum No. 3]
• 7.2 Cost Submission Matrix [replaced - see Addendum No. 3]
• 7.3 Pre-Proposal Conference Agenda and 7.4 Pre-Proposal Conference Question Form
  [replaced - see Addendum No. 2]
• 7.5 Disabled Veterans Business Enterprise Participation Form
• 7.6 Vendor Certification Form [replaced - see Addendum No. 3]
• 8.1 Minimum Terms and Conditions
• 8.2 Functional Requirements Matrix
• Addendum 1
• Addendum 2
• Mandatory Pre-Proposal Attendance List
• Addendum 3
• Addendum 3: 7.2 Cost Submission Matrix
• Software Demonstration Script