tacoma power utility technology services request...

Form No. SPEC-010C

TACOMA POWER UTILITY TECHNOLOGY SERVICES

REQUEST FOR PROPOSALS

MOBILE WORKFORCE MANAGEMENT

SOLUTION REPLACEMENT

SPECIFICATION NO. PS17-0278F

Form No. SPEC-040C Revised: 01/13/2017

City of Tacoma Tacoma Power / Utility Technology Services

REQUEST FOR PROPOSALS PS17-0278F

Mobile Workforce Management Solution Replacement

Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, August 8, 2017

Submittal Delivery: Sealed submittals will be received as follows:

By Carrier: City of Tacoma Procurement & Payables Division Tacoma Public Utilities 3628 S 35th Street Tacoma, WA 98409

In Person: City of Tacoma Procurement & Payables Division Tacoma Public Utilities Lobby Security Desk Administration Building North – Main Floor 3628 S 35th Street Tacoma, WA 98409

By Mail: City of Tacoma Procurement & Payables Division Tacoma Public Utilities PO Box 11007 Tacoma, WA 98411-0007

Note: This is a change in location for in-person deliveries.

Submittal Opening: Sealed submittals in response to a RFP will be opened by a Purchasing representative and read aloud during a public bid opening held in Conference Room M-1, located on the main floor in the same building. Submittals in response to an RFP or RFQ are recorded as received but are not typically opened and read aloud. After 1:00 p.m. the day of bid opening, the names of vendors submitting proposals are posted to the website for public viewing.

Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.

Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.

Click here to see a list of vendors registered for this solicitation.

Pre-Proposal Meeting: A pre-proposal meeting will not be held.

Project Scope: Mobile Workforce Management Solution replacement implementation and future software licensing and maintenance

Paid Leave and Minimum Wage: Effective February 1, 2016, the City of Tacoma requires all employers to provide paid leave and minimum wages, as set forth in Title 18 of the Tacoma Municipal Code. For more information visit www.cityoftacoma.org/employmentstandards.

Additional Information: Requests for information regarding the specifications may be obtained by contacting Richelle Krienke, senior buyer by email to [email protected].

Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline.

Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.

PS17-0278F Page 1 of 104

Table of Contents Request for Proposals Table of Contents Submittal Checklist SECTION 1 – PROJECT OVERVIEW / CALENDAR / INQUIRIES

1.01 Project Overview and Purpose 1.02 Calendar of RFP Events 1.03 Requests for Clarification 1.04 Acceptance and Responsiveness 1.05 Contract Term 1.06 Pricing 1.07 Respondents Originating From Outside the United States 1.08 Revisions to RFP – Addenda 1.09 City Contact Information

SECTION 2 – PROJECT SCOPE / TECHNICAL PROVISIONS

2.01 Background 2.02 Technical Requirements – see Appendix D 2.03 Desired Qualifications 2.04 Scope of Work 2.05 Insurance

SECTION 3 – SUBMITTAL FORMAT, CONTENT, EVALUATION, AWARD 3.01 Format and Presentation 3.02 Content to be Submitted 3.03 Confidential or Proprietary Information 3.04 Submittal Package Requirements 3.05 Evaluation Criteria 3.06 Interviews / Oral Presentations / Demonstrations 3.07 Award

APPENDIX A

Signature Page Prime Contractor’s Pre-Work Form Price Proposal Form Technical Requirements Response Form

APPENDIX B

Sample Contract Insurance Requirements

APPENDIX C

Standard Terms and Conditions Small Business Enterprise (SBE) Program

APPENDIX D

Technical Requirements

PS17-0278F Page 2 of 104

SUBMITTAL CHECK LIST

A. This checklist identifies items to be included with your submittal. Any

submittal received without these required items may be deemed non-responsive and may not be considered for award.

B. Please do not include this specification document with your submittal. Doing so may render your submittal non-responsive.

C. Sealed submittals must be received by the City of Tacoma Purchasing

Division by the date and time specified in the Request for Proposals page at the front of this Specification or subsequent addenda. See also Section 3.04 Submittal Package Requirements.

D. Respondents are encouraged to use recycled/recyclable products and both

sides of paper for printed and photocopied materials, wherever possible.

The following items, in this order, make up your submittal package:

Other than the forms listed below, please do not include other pages or content from

this RFP document.

1 Title Page (Section 3.02 A)

2 Table of Contents (Section 3.02 B)

3 Confidential information identified and indexed as indicated in Section 3.03

4

City of Tacoma Forms (Section 3.02 C / Appendix A) – No substitutions or alterations – Do not alter these forms or add them to letterhead paper or present cover letters or blank pages ahead of them

a) Signature Page (this form is intended to serve as the first page of your submittal after the Title Page and Table of Contents)

b) Prime Contractor’s Pre-Work Form c) Price Proposal Form d) Technical Requirements Response Form

5 Balance of information Section 3.02 – Content to be Submitted (items D – K)

Provide the following in a sealed envelope or package labeled with the specification number, specification title, and Respondent name and address as indicated in Section 3.04: One original of your complete submittal, arranged as indicated in Sections 3.01 and

3.02. Twelve (12) copies of the complete original submittal. One electronic copy (USB drive, labeled with company name) of the complete

submittal in either Word or PDF format, arranged as indicated in Sections 3.01 and

PS17-0278F Page 3 of 104

3.02. Please provide the electronic copy as a single file rather than multiple individual documents.

One electronic copy of the completed forms in their original format, e.g., the Excel version of the Technical Requirements Response Form and the Excel version of the Price Proposal Form.

Clearly identify original and copies.

DELIVER TO: By Carrier: City of Tacoma Procurement & Payables Division Tacoma Public Utilities 3628 S 35th St Tacoma WA 98409

By U.S. Mail: City of Tacoma Procurement & Payables Division Tacoma Public Utilities PO Box 11007 Tacoma WA 98411-0007

In Person: City of Tacoma Procurement & Payables Division Tacoma Public Utilities Administration Building North – Main Floor or Security Desk 3628 S 35th St Tacoma WA 98409

After award approval, the following documents will be required:

1

Contract (Appendix B)

Selected Respondent(s) required to enter into a Contract incorporating terms and conditions contained herein.

2 Washington business license (Appendix C – See item 1.05 A. of the Standard Terms and Conditions)

3 City of Tacoma business license, if applicable (Appendix C – See item 1.05 B. of the Standard Terms and Conditions)

PS17-0278F Page 4 of 104

REQUEST FOR PROPOSALS PS17-0278F MOBILE WORKFORCE MANAGEMENT SOLUTION REPLACEMENT

SECTION 1 – PROJECT OVERVIEW / CALENDAR / INQUIRIES 1.01 PROJECT OVERVIEW AND PURPOSE

A. The City of Tacoma, Tacoma Public Utilities (TPU) and General Government, are soliciting proposals to establish one or more contracts with qualified vendors to fulfill the City’s needs for a mobile workforce management (MWM) solution replacement implementation and future software licensing and maintenance.

B. The preference is to award a single contract. However, the City reserves the right to split the award, reduce the award, or make no award, if it is in the City’s best interest.

C. Should a contracted vendor fail to meet quality and/or availability requirements

contained in these specifications, the City may move to terminate the Contract.

D. Submittals must comply with these specifications. Failure to comply with all provisions of the RFP may result in disqualification.

E. Note that the provisions found in Section 1, Section 2,and Section 3 prevail over any

conflicting provisions found in the Standard Terms and Conditions (Appendix C) of this Request for Proposals (RFP).

F. This solicitation may be found at www.tacomapurchasing.org: Navigate to Contracting

Opportunities / Services Solicitations, scroll to this RFP and click the word Specification. 1.02 CALENDAR OF RFP EVENTS The anticipated schedule of events concerning this RFP, which are tentative and may be altered at the city’s sole discretion, is as follows:

Questions due, 3:00 p.m., Pacific Time July 13, 2017 Questions and answers posted on or about July 20, 2017 Submittal deadline, 11:00 a.m., Pacific Time August 8, 2017 Interviews/presentations Week of August 28, 2017 Public Utility Board and City Council consideration of award

December 2017

1.03 REQUESTS FOR CLARIFICATION

A. A pre-submittal conference will not be held; however, questions and requests for clarification of these Specifications may be submitted in writing by 3:00 p.m., Pacific Time, July 13, 2017, to Richelle Krienke, Purchasing Division, via email to [email protected]. Questions received after this date and time may not be answered. 1. Please indicate the RFP specification number and title in the email subject line.

PS17-0278F Page 5 of 104

2. Present your questions in MS Word format or directly in the body of the email message. Where applicable, cross reference the specific section of the RFP. Please avoid using tables to format the questions. a. The questions will be copied into a Word template; please keep the formatting

simple (e.g., Arial 11, flush left) by avoiding multiple fonts, multiple formats, and the use of tables, styles, headers, footers, etc.

3. Questions will not be accepted by telephone or fax.

4. Questions marked confidential will not be answered. 5. Questions will be held until the deadline and answered collectively.

6. Individual answers will not be provided directly to Respondents.

7. The City reserves the discretion to group similar questions to provide a single answer

or not to respond when the requested information is confidential. 8. The City will not be responsible for unsuccessful submittal of questions.

B. Written answers to questions will be posted with the Specification on or about

July 20, 2017, on the Purchasing website at www.TacomaPurchasing.org: Navigate to Contracting Opportunities / Services Solicitations, and scroll to this RFP. A notice will not be posted with the Specification if no questions are received.

C. To receive notice of the posted answers, you must register as “bid holder” for this

solicitation. Notices will not be sent if no questions are received.

D. The answers are not typically considered an addendum. (See Section 1.08) 1.04 ACCEPTANCE AND RESPONSIVENESS

A. Respondents agree to provide a minimum of 180 days from the submittal deadline for acceptance by the City.

B. Submittals will be reviewed by the City to determine compliance with the requirements

and instructions specified in this RFP. Respondent is specifically notified that failure to comply with any part of this RFP may result in rejection of the submittal as non-responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed to be immaterial.

1.05 CONTRACT TERM

A. The Contract will be for a two-year implementation period that may include one-year of maintenance and support.

B. Ongoing maintenance and licensing agreements beyond the first year will be per final negotiated Contract terms.

PS17-0278F Page 6 of 104

C. The City reserves the right to cancel the Contract for any reason, by written notice, as stipulated in the Contract.

D. This Contract shall remain open to additional purchases (interlocal, tag-on, and piggyback) by this or other agencies for the full Contract term.

1.06 PRICING

A. Pricing under any Contract resulting from this RFP shall be firm for the Contract period unless an adjustment is mandated by statute.

B. Surcharges of any type will not be paid.

C. The City reserves the right to negotiate all costs/prices submitted.

1.07 RESPONDENTS ORIGINATING FROM OUTSIDE THE UNITED STATES

A. Respondents providing submittals from outside the legal jurisdiction of the United States of America will be subject to Tacoma’s City Attorney’s Office (CAO) opinion as to the viability of possible litigation pursuant to a contract resulting from this Specification. If it is the opinion of the CAO that any possible litigation would be beyond reasonable cost and/or enforcement, the submittal may be excluded from evaluation.

1.08 REVISIONS TO RFP – ADDENDA

A. In the event it becomes necessary to revise any part of this RFP, addenda will be issued to registered bid holders/planholders and posted on the Purchasing website at www.TacomaPurchasing.org: Navigate to Contracting Opportunities / Services Solicitations, and scroll to this RFP. Failure to acknowledge addenda may result in a submittal being deemed non-responsive.

B. Answers in response to RFP inquiries (see Section 1.03 above) are not typically

provided as an addendum. 1.09 CITY CONTACT INFORMATION

A. All communications concerning this solicitation shall be directed via email to the Purchasing contact:

Richelle Krienke / [email protected]

B. Unless authorized by the Purchasing contact, no other City official or City employee is empowered to speak for the City with respect to this solicitation. Any Respondent seeking to obtain information, clarification, or interpretations from any other City official or City employee other than the Purchasing contact is advised that such material is used at the Respondent’s own risk. The City will not be bound by any such information, clarification, or interpretation.

C. Contact by a Respondent regarding this solicitation with a City employee other than the

Purchasing contact or an individual specifically approved in writing by a Purchasing staff member, may be grounds for rejection of the Respondent’s submittal.

PS17-0278F Page 7 of 104

SECTION 2 – PROJECT SCOPE / TECHNICAL PROVISIONS 2.01 BACKGROUND

A. About City of Tacoma - General Government and Tacoma Public Utilities

Tacoma is a mid-sized urban port city in and the county seat of Pierce County, Washington, United States. The city is on Washington's Puget Sound, 32 miles southwest of Seattle, 31 miles northeast of the state capital, Olympia, and 58 miles northwest of Mount Rainier National Park. Tacoma, with a population of approximately 200,000, is the second-largest city in the Puget Sound area and the third largest in the state. Tacoma also serves as the center of business activity for the South Sound region, which has a population of around 1 million people. Normal day-to-day operations of the general government departments are administered by Tacoma's city manager, who is appointed by the city council. The city manager resides over many departments, some of these being the Community and Economic Development, Environmental Services, Finance, Fire, Police, Human Resources, Information Technology, Neighborhood and Community Services, Planning and Development Services, and the Publice Works departments. Additionally, the City of Tacoma’s Charter provides for a Department of Public Utilities governed by a five-member Public Utility Board (Board) whose members are appointed by the City Council and typically serve one five-year term. The department, which is also known as Tacoma Public Utilities (TPU), consists of Tacoma Power, Tacoma Water, Tacoma Rail and other support divisions. The Board appoints the director of utilities who is the chief executive of TPU. TPU has grown to become one of the largest publicly-owned utilities in the Pacific Northwest serving approximately 174,000 electric customers, 100,000 water customers, employing about 1,350 people, and generating annual revenues of nearly $540 million. More information can be found at http://www.mytpu.org/.

B. Current Environment Overview

The current mobile presence at the City of Tacoma (COT) General Government (GG) and Tacoma Public Utilities (TPU) is a single mobile field crew management software, Service Suite by Ventyx (ABB) that is interfaced with SAP. Our current solution has transformed the way our field technicians process work orders. Instead of receiving work orders on paper or over a radio, technicians receive all of their work orders via wireless data transmission on to a mobile device. When a technician signs on at the beginning of a shift, summaries of each of the day’s work orders are readily available. Throughout the day, work order status changes are time stamped and sent to the dispatcher in real-time, and are recorded as the technician processes the work. As an order is completed, the technician fills out a completion form and transmits it back to the mobile solution server which then updates the appropriate data elements in SAP. The mobile solution is interfaced with SAP ECC 6.07 and configuration has been developed to allow the users to perform multiple backend processes to complete notifications, add operations to orders, and/or create new notifications for follow on activities. The SAP ECC 6.07 system is in the process of having its servers refreshed and a database migration from Oracle to HANA.

PS17-0278F Page 8 of 104

The adoption of the current solution is largely departmental with configuration to target specific workgroup needs and progress toward enterprise optimization has been modest at best.

Current additional features include:

Street Level Routing Mobile Mapping AVL Connectivity

Potential Integrations are included on the dataflow diagram below, while the single integration is between the current MWM and SAP, the diagram below shows at a high level the different systems that are generating the work requests within SAP that then get forwarded on to MWM for dispatching and field completion. The current SAP processes allow auto-assignment by plant, location, job code and skill and also allow for assignment of work to a specific crew or technician such that the MWM accepts pre-assigned orders and automatically dispatches the work to the field workforce.

PS17-0278F Page 9 of 104

Figure 1 High-level Integration Data Diagram

Figure 1 represents the high level representation of the City’s technology landscape and data flows state with the current mobile workforce management system.

C. Current Limitations

The desire to optimize the way work is, planned, scheduled, dispatched, executed, and delivered via the adoption of modern mobile workforce management tools. This vision necessitates the need for a digital transformation strategy and approach focused on internal operations. Some of the driving factors behind this direction include:

1. Mobile Technology Consumerization: Opportunities to deploy different mobile

workforce management form factors on devices beyond ruggedized laptops and

PS17-0278F Page 10 of 104

meeting current and future workforce expectations driven from the consumer mobile landscape.

2. Smart Utility Technology Expansion: The further rollout of smart utility devices driven by initiatives such as automated metering infrastructure (AMI) and the work associated with device provisioning, configuration management, communications networks, and security monitoring.

3. Maturing Cloud-Based Delivery Solutions: Potential realization of faster rollout of

new MWM capabilities through cloud-based services. 4. Improved Geospatial Elements: Location is increasingly embedded in utility field

applications and there are growing opportunities to leverage geospatial elements in everyday work.

5. Workforce Performance Optimization: Capturing the value in operational efficiency

gained from shifting more work to mobile platforms including reduction in labor hours, establishing work completion KPIs, and supervisor enablement.

D. Vision and Goals

The Mobile Workforce Management project is critical to the long term success of the City of Tacoma General Government and Tacoma Public Utilities departments. This project will allow the utilities the ability to provide better customer service, increase productivity of our mobile field crews, expand the usage of the Mobile Solution to other areas within utilities, and will allow us to be more competitive and keep up with technology.

2.02 TECHNICAL REQUIREMENTS

A. See Appendix D. 2.03 DESIRED QUALIFICATIONS

A. Thorough understanding and demonstrable products and implementation experience

with:

1. Mobile workforce management and field service mobility solutions for multi commodity municipal utilities (power, water, and public works).

2. Utility short cycle and long cycle work business processes. 3. Experience working with multiple municipal departments while deploying MWM

products with an Agile project implementation approach. 4. A commercial MWM product that meets the requirements in Appendix D or a

roadmap in place that will address these requirements. 5. Proven track record of successfully integrating their MWM product with SAP ECC

6.07 and service orientated architecture platforms.

PS17-0278F Page 11 of 104

6. Financial stability to support the City and TPU for the next 10 years with upgrades and enhancements.

2.04 SCOPE OF WORK

A. The contractor will successfully configure their product modules to implement identified integrations, train the end users, train the system administration users and the technical support staff.

B. The Agile approach will provide each business unit with a full functioning release at the end of its associated Sprint. Initial planning is to run two Sprints in parallel until all business units have been addressed.

C. Participate in user story workshops, configure their product modules and to develop the required integrations based on the priorities and groupings of the user stories into iterations for each Sprint release. The MWM vendor will be expected to provide post go-live critical product support for multiple parallel deployments.

D. The initial count of users for both General Government and TPU will be about 500 field users that will be working in one of these business units:

1. Community & Economic Development Code Compliance 2. Community & Economic Development Neighborhood & Community Services 3. Customer Service Field Investigation 4. Environmental Services AMG (Asset Management Group) 5. Environmental Services Business Operations 6. Environmental Services Multiple Groups 7. Environmental Services Plant Maintenance 8. Environmental Services Plant Operations 9. Environmental Services SE - Metering /Sampling 10. Environmental Services Sewer Transmission 11. Environmental Services Sewer Transmission - Locators 12. Environmental Services Solid Waste -Operations 13. Power Generation Projects 14. Power Transmission & Distribution (T&D) Locators 15. Power T&D Electrical Inspection 16. Power T&D Line Crews 17. Power T&D Meter / Relay 18. Power T&D System Auditors 19. Power T&D Trouble & Service Crews 20. Power T&D Wire Crews 21. Power Utility Technology Services (UTS) Networking, Telecomm & Transport Svcs

(Comm Shop) 22. Power UTS Networking, Telecomm & Transport Svcs (Engineering) 23. Public Works Street Light Locators 24. Water Safety 25. Water Distribution Engineering- Inspectors/Surveyors 26. Water Supervisors 27. Water Distribution - Heavy Equipment Operators (Vactor, Dump Trucks, etc.) 28. Water Distribution Customer Care (1 and 2 Person Crews) 29. Water Distribution Hydrant Crews

PS17-0278F Page 12 of 104

30. Water Distribution Meter Shop 31. Water Distribution-Construction 32. Water Locators 33. Water Quality Maintenance - GRFF (Headworks) 34. Water Quality Maintenance - In Town 35. Water Supply Electrical 36. Water Supply Maintenance 37. Water Supply Operations

E. Task 1: Development of User Stories

COT and TPU would like to follow an agile approach to replacing the existing set of business processes field collection forms as well as to support configuring and deploying additional business processes. Work with GG/TPU project PM and an SI to meet with key stakeholders in various departments across GG and TPU; including Power Transmission & Distribution, Power Generation, Power Utility Technology Services, Fleet Services, Water Distribution Operations, Water Supply, Water Quality, and Customer Services Field Operations, Environmental Services, Information Technology, Code Enforcement, Planning & Development Services, Public Works, and potentially others to:

1. Review current mobile work management system implementation, including key

modules deployed, integration with GIS, SAP, AVL and IVR, and current support structure, and provide feedback and recommendations based on solution’s best practices.

2. Review City and TPU mobile workforce management business processes with emphasis on work planning, scheduling, dispatch, and reporting for both short cycle and long cycle work, and provide feedback and recommendations based on solution’s best practices.

3. Review existing work management metrics and reporting, and provide feedback and recommendations based on solution’s best practices.

4. Review the relevant functionality requirements in Appendix D, and provide feedback and recommendations based on solution’s best practices.

5. Evaluate the complete mobile work management lifecycle from notification to work order creation to close-out for a variety of work types, and provide feedback and recommendations based on solution’s best practices: a. Customer and Meters Services b. Field Assets Maintenance and Inspection c. Plant Facilities Maintenance and Inspection d. Long-Cycle Construction Work e. Damage Assessment, Storm Response f. Joint Pole Use g. Field Engineering Design h. Generation project maintenance i. Fleet Services AVL functionality j. Work Planning, Scheduling, Dispatch, Optimization, and Reporting k. Work Planning, Scheduling, Crew Assignment and Materials Management

(equipment) l. Systems Architecture and Integration

PS17-0278F Page 13 of 104

m. Mobile workforce time entry with equipment and materials usage and interface to SAP CATS timekeeping and SAP IW47 equipment time confirmation

n. Mobile to mobile collaboration with tracking and reporting

6. Participate in user story development and review the user stories and to provide the level of effort required to either configure their product or to develop enhancements to their product to meet all of the user stories in each iteration.

F. Task 2: Implement and Configure MWM Product and Integrations

1. Work on each iteration’s set of user stories and have them ready for testing and to incorporate the testing feedback from GG/TPU during iteration testing into a future iteration before the Sprint can be considered completed.

G. Task 3: Testing of MWM Product Configurations and Integrations

1. Review the project’s test plans and procedures for each iteration and final Sprint acceptance.

2. Participate in regularly scheduled meetings to review the results of each iteration’s testing within TPU test tool and to classify the results as enhancements or software problems. The MWM vendor is expected to provide a schedule for each of the enhancements or software problems. Software problems found during final Sprint acceptance or after acceptance will be entered into TPU test tool and the vendor will fix them based on the agreed to priority grading of the problem.

H. Task 4: Training

1. Provide training in a train-the-trainer scenario for each Sprint’s iteration, and to GG/TPU technical support team that will be responsible for maintaining the solution.

2.05 INSURANCE

1. City of Tacoma standard insurance requirements apply. (See Appendix B.)

PS17-0278F Page 14 of 104

SECTION 3 – SUBMITTAL FORMAT, CONTENT, EVALUATION, AWARD 3.01 FORMAT AND PRESENTATION

A. Submittals should be clear and succinct.

B. The inclusion of standard company brochures or similar marketing materials is allowed but will not be evaluated and may not be used in lieu of providing responses to Section 3.02 Content to be Submitted immediately below.

C. A full and complete response to each of the “content to be submitted” items (Section

3.02) is expected in a single location; do not use hyperlinks to other documents or cross reference to another section of your submittal document in lieu of a full response.

D. Required format:

Page size: 8.5” x 11” (no pages larger or smaller than this size) Margins: 0.75” or greater Font and size: Arial 10 (or equivalent) or larger Numbered pages: Please number all pages in your submittal documents

E. For purposes of review and in the interest of the City's sustainable business practices,

Respondents are encouraged to print/copy on both sides of a single sheet of paper wherever possible. The City encourages the use of materials (e.g., paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable.

F. The City prefers the use of recyclable 3-ring binders to allow reviewers to remove specific pages/sections. Please do not use gum or spiral bindings. The use of materials that cannot be easily recycled such as PVC (vinyl) binders, spiral bindings, and plastic or glossy covers or dividers is discouraged.

G. Color is acceptable, but content should not be lost by black-and-white printing or copying.

3.02 CONTENT TO BE SUBMITTED Provide complete and detailed responses to all items using the numbering format presented below. Organization of the submittal should follow the sequence of contents below so that essential information can be located easily during evaluation. Submittals that are incomplete or conditioned in any way, contain alternatives or items not called for in this RFP, or are not in conformity with law, may be rejected. The City will not accept any submittal containing a substantial deviation from the requirements outlined in this RFP.

A. Title Page

1. The Title Page is to be a single sheet of paper and include the following:

a. RFP number and title

PS17-0278F Page 15 of 104

b. Firm name, address, website address, telephone number, and email address c. Name, title, email address, and telephone number of the person to contact with

questions or issues regarding your proposal/submittal B. Table of Contents

1. Identify information included in your submittal by section as described in Section 3.02.

C. City of Tacoma Forms (Appendix A) Do not alter these forms in any way or add them to letterhead paper or present cover letters or blank pages ahead of them.

1. Signature Page - The Signature Page must be signed by a person authorized to

make proposals and enter into contract negotiations on behalf of your agency. This individual must be at least 18 years of age.

2. Prime Contractor’s Pre-Work Form

3. Price Proposal Form 4. Technical Requirements Response Form

D. Executive Summary

1. Introduction and overview of your submittal/proposal.

2. A description and explanation of your underlying philosophy in fulfilling this scope of

work.

3. A short history and description of your firm, including organizational structure, areas/regions served, number of employees, number of years in business under current and previous names, including DBAs (doing business as), etc.

4. Background information of the parent company, if any.

5. Presence, if any, in Puget Sound/Pacific Northwest region.

6. Location of the office from which this work will be performed.

7. Documentation of corporate status and business licenses. 8. Name, title, email address, and telephone number of the person authorized to

execute a contract on behalf of the Respondent. 9. Name, title, email address, and telephone number of the person who will be

managing this Contract on behalf of the Respondent.

10. Disclose any intention to utilize subcontractors to perform this work, and if so, provide similar information as above for identified subcontractors. Include any certified City of Tacoma Small Business Enterprise and/or minority/woman owned

PS17-0278F Page 16 of 104

firm certified with the Washington State Office of Minority and Women’s Business Enterprises. (See 3.02 I)

11. List any current or known forthcoming business ventures or related transactions such

as proposed sale of company, buy-outs, acquisitions, mergers, new investors, etc., that may impact the business partner relationship with the City of Tacoma.

12. Disclose any affiliations or alliances that are in place with utility companies, software

organizations, or other related firms. 13. Disclose involvement in any business litigation in the past five years, including

whether your firm has, for legal reasons, been removed from a contract or failed to complete a contract as assigned.

E. Qualifications/Experience of Firm

1. Describe your firm’s background, qualifications, and relevant experience as related

to this Scope of work. Include work that involves public agencies.

2. Provide additional information that will enable the City to evaluate the capabilities, track record, and financial stability of your firm.

F. Qualifications of Key Personnel to be Assigned to this Project

The personnel presented must be committed to this project for the expected term of the Contract.

1. List key personnel that will manage and work this project including the relevant

background and experience of each staff member you propose to assign to this project.

a. Include a brief biography or resume outlining the experience of each person that

will be involved in this Contract. b. Indicate the role(s) each individual will be assigned and the relative amounts of

time that will be allocated. For example, clearly identify those that will be directly involved in managing the work vs those who would act as a support resource.

G. Project Approach and Statement of Work (SOW)

1. Describe the approach you would use to prepare for and implement the mobile

solution to meet the Scope of Work requirements of this RFP.

2. Describe the quality assurance procedures used by your firm. For example, factory acceptance testing, functional validation testing, etc.

3. Describe the monthly City resources you require to complete the proposed mobile solution implementation tasks.

4. Provide a proposed schedule for completing the project.

PS17-0278F Page 17 of 104

H. Additional Information to be Submitted

1. List any ongoing software license or subscription fees.

2. Identify and list fee schedule for additional programming.

I. Small Business Enterprise (SBE) / Minority and Women’s Business Enterprises (MWBE)

1. Indicate whether your firm is a certified City of Tacoma Small Business Enterprise.

2. Indicate whether your firm will be partnering with, or subcontracting to, a certified City

of Tacoma Small Business Enterprise. If yes, provide the full legal name of the SBE. 3. Indicate whether your firm is a minority/woman owned firm certified with the

Washington State Office of Minority and Women’s Business Enterprises.

4. Indicate whether your firm will be partnering with, or subcontracting to, a minority/woman owned firm certified with the Washington State Office of Minority and Women’s Business Enterprises. If yes, provide the full legal name of the MWBE.

J. References

1. Provide three or more recent client references able to verify your firm’s overall

expertise for this scope of work. Include public agencies and public utilities, as applicable. The clients should have worked with your firm within the last five years. For each reference provide the following information:

a. Company name and description of primary business b. Website address, if applicable c. Contact person(s) and title d. Address e. Phone number f. Email address g. Project description or description of services provided h. Dates of service

K. Credit Card Acceptance – EFT/ACH Acceptance

1. Credit Card Acceptance

Provide a statement regarding your ability to meet the City’s credit card requirements as well as identifying your reporting capabilities (Level I, II, or III). See item 1.41 of the Standard Terms and Conditions. (Appendix C) This information is not a consideration in the evaluation.

2. Electronic Funds Transfer (EFT) by Automated Clearing House (ACH) Acceptance

Provide a statement regarding your ability to accept payment by electronic funds transfer (EFT) by Automated Clearing House (ACH). See item 1.41 of the Standard

PS17-0278F Page 18 of 104

Terms and Conditions. (Appendix C) This information is not a consideration in the evaluation.

3.03 CONFIDENTIAL OR PROPRIETARY INFORMATION

A. Information that is confidential or proprietary must be clearly marked on each affected page. Further, an index must be provided indicating the affected page number(s) and location(s) of all such identified material. Information not included in said index will not be reviewed for confidentiality or as proprietary before release. See items 1.06 of the Standard Terms and Conditions. (Appendix C)

B. Marking the entire submittal as “confidential” or “proprietary” or “trade secret” is

not acceptable and is grounds to reject such submittal. 3.04 SUBMITTAL PACKAGE REQUIREMENTS Submittals must be sealed in an envelope or package labeled with the specification number, specification title, and Respondent name and address, and received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Proposals page or subsequent addenda. 3.05 EVALUATION CRITERIA

A. A Selection Advisory Committee (SAC) will review and evaluate submittals. After the evaluation, the SAC will conduct presentations/demonstrations with selected Respondents before final selection is made.

B. The SAC may use references to clarify and verify information in submittals and

interviews, if conducted, which may affect the rating. The City reserves the right to contact references other than those included in the submittal.

C. The SAC may select one or more Respondents to provide the required services.

D. The City may award to other than the highest ranked submittal or Respondent if the

price submitted by the Respondent is more than generally accepted industry standards. Also, note that the inclusion of fees and charges as an evaluation factor or a request for hourly rates does not require the City to select the Respondent submitting the lowest cost.

E. Respondents may be asked to provide their most recent audited financial statements

demonstrating the Respondent’s financial ability to meet the requirements of any Contract that may result from this RFP.

F. An incomplete response or no response may result in a score of zero for that criterion.

G. A serious deficiency in any one criterion, including excessive cost, may be grounds for rejection.

H. The final selection, if any, will be that submittal or Respondent which, after review and potential interviews and reference checks, in the sole judgment of the City, best meets the requirements set forth in this RFP.

PS17-0278F Page 19 of 104

I. Submittals will be evaluated on the following criteria: Criteria Weighting1 Price

Price to implement and total cost of ownership of the mobile solution. (Price Proposal Form)

30%

2 Risk Ability to implement, upgrade and maintain product, over the useful life. (Sections 3.02 D, E, F and G)

20%

3 Technical Product’s ability to meet the technical requirements. (Appendix D)

40%

4 Small Business Enterprise (SBE) / Minority and Women’s Business Enterprise (MWBE) (3.02 I)

a) Respondent is a City of Tacoma certified SBE firm. b) Respondent is partnering with a qualified City of Tacoma certified

SBE firm. c) Respondent is a certified state of Washington Minority and

Women’s Business Enterprise. d) Respondent is partnering with a certified state of Washington

Minority and Women’s Business Enterprise.

5%

5 Submittal Quality, Organization, Completeness a) Presentation of information is logical and clear b) Completeness of proposal content c) Adherence to format and layout requirements d) Compliance with Specifications

5%

3.06 INTERVIEWS / ORAL PRESENTATIONS / DEMONSTRATIONS

A. An invitation to interview or present, either in person at a City facility or by conference call or video conference (Skype, Facetime, or similar application), may be extended to selected or short-listed Respondents based on Selection Advisory Committee review of the written submittals.

B. If held, it is anticipated that interviews/presentations/demonstrations would not be longer

than one day. Instructions will be provided to the selected Respondents.

C. The SAC reserves the right to adjust scoring based on additional information and/or clarifications obtained during, or resulting from, interviews. The SAC may determine scoring criteria for the interviews following evaluation of written submittals, including the option to rank (1, 2, 3, etc.) rather than score.

D. The City reserves all rights to begin contract negotiations without conducting interviews.

E. Respondents must be available to interview within three business days’ notice.

PS17-0278F Page 20 of 104

3.07 AWARD

A. After a Respondent(s) is selected by the SAC and prior to award, all Respondents will be notified in writing by the Purchasing Division.

B. Once a finalist (or finalists) has been selected by the Selection Advisory Committee

contract negotiations will begin. If a Contract is successfully negotiated, it will, if required, be submitted for final approval by the Public Utility Board and/or City Council. If an agreement cannot be reached, negotiations will be terminated and negotiations will be conducted with the next highest scored Respondent and so on, until an agreement is reached, or until the City exercises its right to cancel the solicitation.

PS17-0278F Page 21 of 104

APPENDIX A

Signature Page

Prime Contractor’s Pre-Work Form

Price Proposal Form For the electronic copy of this form, use the link posted with this Specification or the link below:

http://cms.cityoftacoma.org/Purchasing/FormalBids/PS17-0278F_PriceProposalForm.xlsx

Technical Requirements Response Form For the electronic copy of this form, use the link posted with this Specification or the link below:

http://cms.cityoftacoma.org/Purchasing/FormalBids/PS17-0278F_TechinicalRequirementsResponseForm.xlsx

PS17-0278F Page 22 of 104

Form No. SPEC-080A Revised: 11/19/11

SIGNATURE PAGE

CITY OF TACOMA TACOMA PUBLIC UTILITIES / UTILITY TECHNOLOGY SERVICES

All submittals must be in ink or typewritten and must be executed by a duly authorized officer or representative of the bidding/proposing entity. If the bidder/proposer is a subsidiary or doing business on behalf of another entity, so state, and provide the firm name under which business is hereby transacted.

Submittals will be received and time stamped only at the City of Tacoma Purchasing Division, located in the Tacoma Public Utilities Administration Building North, Main Floor, at 3628 South 35th Street, Tacoma, WA 98409. See the Request for Proposals page near the beginning of the specification for additional details.

REQUEST FOR PROPOSALS SPECIFICATION NO. PS17-0278F MOBILE WORKFORCE MANAGEMENT SOLUTION REPLACEMENT

The undersigned bidder/proposer hereby agrees to execute the proposed contract and furnish all materials, labor, tools, equipment and all other facilities and services in accordance with these specifications.

The bidder/proposer agrees, by submitting a bid/proposal under these specifications, that in the event any litigation should arise concerning the submission of bids/proposals or the award of contract under this specification, Request for Bids, Request for Proposals or Request for Qualifications, the venue of such action or litigation shall be in the Superior Court of the State of Washington, in and for the County of Pierce.

Non-Collusion Declaration

The undersigned bidder/proposer hereby certifies under penalty of perjury that this bid/proposal is genuine and not a sham or collusive bid/proposal, or made in the interests or on behalf of any person or entity not herein named; and that said bidder/proposer has not directly or indirectly induced or solicited any contractor or supplier on the above work to put in a sham bid/proposal or any person or entity to refrain from submitting a bid/proposal; and that said bidder/proposer has not, in any manner, sought by collusion to secure to itself an advantage over any other contractor(s) or person(s).

Bidder/Proposer’s Registered Name Address City, State, Zip E-Mail Address E.I.No. / Federal Social Security Number Used on Quarterly Federal Tax Return, U.S. Treasury Dept. Form 941

Signature of Person Authorized to Enter Date into Contracts for Bidder/Proposer Printed Name and Title (Area Code) Telephone Number / Fax Number State Business License Number in WA, also known as UBI (Unified Business Identifier) Number State Contractor’s License Number (See Ch. 18.27, R.C.W.)

Addendum acknowledgement #1_____ #2_____ #3_____ #4_____ #5_____

THIS PAGE MUST BE SIGNED AND RETURNED WITH SUBMITTAL.

PS17-0278F Page 23 of 104

City of Tacoma Community & Economic Development Office of Small Business Enterprise 747 Market Street, Room 900 Tacoma, WA 98402 253-591-5224 or 253-573-2435

PRIME CONTRACTOR'S PRE-WORK FORM ______________________________________________________________________________ Company Name Telephone Address/City/State/Zip Code Specification Number Specification Title

JOB CATEGORIES SPECIFY

TOTAL EMPLOYEES

TOTAL MINORITY

EMPLOYEES

BLACK ASIAN or PACIFIC ISLANDER

AMERICAN INDIAN or

ALASKAN NATIVE

HISPANIC

M F M F M F M F M F M F Officer / Managers Supervisors Project Managers Office / Clerical Apprentices Trainees

TOTALS

CONTRACTOR'S PROJECTED WORK FORCE - THIS PROJECT Superintendent Foreman Operators Laborers

Apprentice Trainee

TOTALS

Type or Print Name of Responsible Officer / Title Signature of Responsible Officer Date

CCD/SBE/FORMS revised February 2016 PS17-0278F Page 24 of 104

INSTRUCTIONS FOR COMPLETING PRIME CONTRACTOR’S PRE-WORK FORM

This form only applies to employees who will be working on this specific project.

1. "Heading" the company name and address should reflect the subcontractor actually doing

business with the City of Tacoma. If this address is different from that of the Equal Employment Opportunity Officer that administers the EEO programs of the company, the Equal Employment Opportunity Officer's address should be noted in the "Comments" section at the bottom of the form. "Telephone" should contain the area code, telephone number and extension (if any) for the Equal Employment Officer or the responsible official.

2. "Job Categories" at the extreme left hand column of the form specifying "Job Categories" lists "Officials & Managers." You are to list in addition to Officials & Managers any appropriate job titles such as Sales Workers, Office/Clerical, Professionals, Technical, etc., as they apply to your own company and only as pertains to this specific project.

3. The "M" and "F" headings at the top of each column refer to "Male" and "Female."

4. The "Total Employees" column should list the total number of male employees under "M" and the total female number of female employees under "F" for each job category listed. They should be listed in a similar manner in the "Total" category at the bottom of the form. The "Total Employees" column should include all those employees listed under "Non-Minority" and "Total Minorities." "Non-Minority" should include all employees not listed in the minority columns.

5. "Total Minorities" should include all employees listed under the "Black," "Asian or Pacific Islander” (A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippine Islands, and Samoa.), "American Indian or Alaskan Native," and "Hispanic" columns. These columns should include only employees who are members of that particular minority group. Designation and definitions of ethnic/national origin status follow the instructions and definitions of the Federal EEO-1 Form of the U. S. Equal Employment Opportunity Commission.

6. "Totals" this line should reflect the total of all lines in each of the above columns.

7. The signature of your company's designated responsible official or similar official responsible for equal employment opportunity must appear in the designated space at the bottom of the form. Please PRINT OR TYPE the person's name on the top line across from the signature. This is required since some signatures are difficult to read.

8. "Comments" this section is to be used as needed for explanations to under utilization rate or lack of turnover, proposed expansion or reduction of staff or any other pertinent information you believe will help clarify or explain the data presented on the form. If you need additional space, please explain on a separate sheet of paper.

9. If you need assistance or have questions regarding the completion of this form, please call the SBE Office at 253-591-5224 or 253-573-2435

CCD/SBE/FORMS revised February 2016 PS17-0278F Page 25 of 104

PS17-0278F - Mobile Workforce Management Solution Replacement - Price Proposal Form

Responder: Date

File Name

Please provide the roll up total cost associated with your proposed pricing. Distinguish between what is core/required, and what is optional.

Also distinguish between what is provided directly by you and what is proposed as being sourced by other parties.

The goal here is compiling a fair estimate, completeness, "traceability" to requirements, and ensuring COT/TPU understands required vs. optional items.

Solution provider should modify this sheet as necessary to accommodate the completeness of the description of all proposed costs.

Study Year: 1 2 3 4 5 6 7 8

Year 2011 2012 2013 2014 2015 2016 2017 2018

System Hardware Requirements

Core Bundle (to meet requirements) -$ -$

Optional Items -$ -$

Vendor Pricing: Upfront Licensing Software Products and Capabilities (include any embedded licenses)



Vendor Pricing: Services (except for software maintenance which is below)



Vendor Pricing: Software Maintenance Services

Core Bundle (to meet requirements) -$ -$ -$ -$ -$ -$ -$ -$

Optional Items -$ -$ -$ -$ -$ -$ -$ -$

Vendor Pricing: Other Maintenance, Operations and/or on-going Support Services

Core Bundle (to meet requirements) -$ -$ -$ -$ -$ -$ -$ -$

Optional Items -$ -$ -$ -$ -$ -$ -$ -$

vendor xyz1-Jul-17my file

PS17-0278F Page 26 of 104

PS17‐0278F ‐ Mobile Workforce Management (MWM) Solution Implementation - Technical Requirements Response Form

Workflow Function ID Functional Requirement Description Vendor FIT‐GAP Response CodesVendor Module(s) Required to Fulfill Requirements

Vendor's Notes

General Software 1.0 Describe how your MWM software solution can be installed and managed as a:General Software 1.1 a. Standalone/On‐premise solution;General Software 1.2 b. Web‐based solution – typically known as Cloud‐based or also known as SaaS (Software as a Service);

General Software 1.3 c. Hybrid solution – Combination of Standalone/On‐premise and Cloud‐based/SaaS;

General Software 1.4 d. Describe what reciprocal agreements are in place with subcontractors and service providers;

General Software 1.5 e. If your solution is a Cloud or Hybrid based solution, do you operate in a SAE certified data center?

General Config 2.0 Describe your ability to provide a high degree of flexibility in the MWM system's configuration with:

General Config 2.1 a. Dynamic Forms creation;General Config 2.2 b. Data orchestration, i.e., what data is being pulled from back‐office system applications;

General Config 2.3 c. How are the back office system applications being updated from the mobile field data?

General Config 2.4 d. Can features within your solution be turned on/off depending on workgroup using it? ‐ Please describe.

General Config 2.5 e. What data or types of data are stored on the mobile device, e.g., forms, voltage ratings, temperature readings, as operating view, or pictures/videos, and does mobile devices generally wait until a block of stored data is full before erasing data?

General Security 3.0 The MWM system and applications shall provide group level security at the database object level for Create, Read, Update and Delete of MWM database objects.

General Security 3.1 To what level is your MWM solution ADA compliant?General Security 4.0 The MWM system shall provide group level security for access to MWM applications at the user interface

level.General Security 5.0 The MWM shall allow the user and group security information to be "passed‐through" from the

operating system so that the user is not forced to log‐on multiple times.General Security 6.0 Please describe how you implement security within the solution by answering the following questions:

General Security 6.1 a. Is there encryption with mobile devices, especially for off‐line use and is sensitive information (e.g., customer data) encrypted on the mobile device?

General Security 6.2 b. If a mobile device is lost, or stolen, is the data accessible?General Security 6.3 c. Are you using 2048‐bit SSL (Secure Sockets Layer), 256‐bit encryption, and Transport Layer Security

(TLS) v1.2 or higher protocol; please describe?General Security 6.4 d. If using a cloud‐based solution, is your data encrypted in a safe mode where only your company has

the encryption "key"?

General Security 6.5 Is there a capability for Two‐Factor Authentication (2FA) ‐ often referred to as two‐step verification?

General Security 6.6 What is your practice for routine line scanning for vulnerabilities and for remediation of vulnerabilities?

General Security 6.7 Are your customers allowed to review security audit results and does the auditor's report reflect the customer's organization's risks?

General Security 7.0 How well does your proposed MWM solution work with a typical utility's: General Security 7.1 a. VPN?General Security 7.2 b. Firewall?

PS17-0278F Page 27 of 104

APPENDIX B

Sample Contract

Insurance Requirements

PS17-0278F Page 28 of 104

SAP Contract No._________________

PROFESSIONAL SERVICES CONTRACT THIS CONTRACT, made and entered into effective this day of , 20 (“Effective Date”), by and between the CITY OF TACOMA, a municipal corporation of the State of Washington (hereinafter referred to as the “CITY”), and Insert Name of Contractor, a Insert Business Entity Status, e.g., sole proprietorship, limited liability company, Washington state corporation, etc., (hereinafter referred to as “CONTRACTOR”); In consideration of the mutual promises and obligations hereinafter set forth, the Parties hereto agree as follows: 1. Scope of Services/Work

A. The CONTRACTOR agrees to diligently and completely perform the services and/or

deliverables described in Exhibit(s) ________ attached hereto and incorporated herein. B. Changes To Scope of Work. The CITY shall have the right to make changes within the

general scope of services and/or deliverables upon execution in writing of a change order or amendment hereto. If the changes will result in additional work effort by CONTRACTOR, the CITY will agree to reasonably compensate the CONTRACTOR for such additional effort up to the maximum amount specified herein or as otherwise provided by City Code.

2. Term

A. All services shall be satisfactorily completed on or before __________________, or as otherwise specified in Exhibit ____ and this Contract shall expire on said date unless mutually extended in writing by the Parties.

B. Neither party shall be considered to be in default in the performance of this Contract to the extent such performance is prevented or delayed by any cause which is beyond the reasonable control of the affected party and, in such event, the time for performance shall be extended for a period equal to any time lost as a result thereof. In the event CONTRACTOR is unable to proceed due to a delay solely attributable to CITY, CONTRACTOR shall advise CITY of such delay in writing as soon as is practicable.

3. Compensation and Payment

A. The CITY shall compensate the CONTRACTOR for the services and deliverables

performed under this Contract as follows:

Check ONLY one:

On the basis of Time and Materials according to the rates and charges set forth in Exhibit .

In accordance with Exhibit .

At the rate of $ per hour.

Professional Services Contract Page 1 of 11 Form Date: 04/27/2017 Attorney:

PS17-0278F Page 29 of 104

SAP Contract No._________________

B. The total price to be paid by CITY for CONTRACTOR’S full and complete performance of the Scope of Work hereunder shall not exceed $ without the written consent of the CITY. Said price shall be the total compensation for CONTRACTOR’S performance hereunder including, but not limited to, all work, deliverables, materials, supplies, equipment, subcontractor’s fees, and all reimbursable travel and miscellaneous or incidental expenses to be incurred by CONTRACTOR.

C. The CONTRACTOR shall submit monthly invoices in a format comparable to the invoice

attached hereto and identified as Exhibit ______, for services completed and/or deliverables furnished during the previous month. Upon CITY’S request, CONTRACTOR shall submit necessary and appropriate documentation, as determined by the CITY, for all invoiced services and deliverables.

D. Payment shall be made through the CITY’S ordinary payment process, and shall be considered timely if made within 30 days of receipt of a properly completed invoice.

E. The CITY may withhold payment to the CONTRACTOR for any services or deliverables not performed as required hereunder until such time as the CONTRACTOR modifies such services or deliverables to the satisfaction of the CITY.

F. All payments shall be subject to adjustment for any amounts, upon audit or otherwise, determined to have been improperly invoiced.

G. In the event the CONTRACTOR incurs cost in excess of the sum authorized for service under this Contract, the CONTRACTOR shall pay such excess from its own funds, and the CITY shall not be required to pay any part of such excess, and the CONTRACTOR shall have no claim against the CITY on account thereof.

4. Independent Contractor Status

A. The services and deliverables shall be furnished by the CONTRACTOR as an independent

Contractor, and nothing herein contained shall be construed to create a relationship of employer/employee or master/servant. No payroll or employment taxes of any kind shall be withheld or paid by the CITY with respect to payments to CONTRACTOR. The payroll or employment taxes that are the subject of this paragraph include, but are not limited to, FICA, FUTA, federal income tax, state personal income tax, state disability insurance tax and state unemployment insurance tax. By reason of CONTRACTOR’s status as an independent Contractor hereunder, no workers' compensation insurance has been or will be obtained by the CITY on account of CONTRACTOR. CONTRACTOR may be required to provide the CITY proof of payment of these said taxes and benefits. If the CITY is assessed or deemed liable in any manner for those charges or taxes, the CONTRACTOR agrees to hold the CITY harmless from those costs, including attorney’s fees.

B. The CONTRACTOR shall provide at its sole expense all materials, office space, and other necessities to perform its duties under this Contract, unless otherwise specified in writing herein.

5. Professional Services Warranty

A. The CONTRACTOR warrants that all services performed pursuant to this Contract shall be generally suitable for the use to which CITY intends to use said services and deliverables


PS17-0278F Page 30 of 104

SAP Contract No._________________

as expressed in Exhibit(s) _____. Additional warranties, if any, for incidental product deliverables hereunder are set forth in Exhibit ___ <<or in Section 1.A.(2) above>>.

B. In the performance of services under this Contract, the CONTRACTOR and its employees agree to exercise the degree of skill and care required by customarily accepted good practices and procedures followed by professionals/consultants rendering the same or similar type of service. All obligations and services of the CONTRACTOR hereunder shall be performed diligently and completely according to such professional standards.

C. If the CONTRACTOR intends to rely on information or data supplied by the CITY, other CITY contractor’s or other generally reputable sources without independent verification, such intent shall be brought to the attention of the CITY.

6. Contract Administration and Right to Audit

A. The Insert Dept/Division/Engineer/City Contact for the CITY shall have primary responsibility for contract administration and approval of services to be performed by the CONTRACTOR, and shall coordinate all communications between the CONTRACTOR and the CITY.

B. The CONTRACTOR shall, at such times and in such form as the CITY may reasonably require, furnish the CITY with periodic status reports pertaining to the services undertaken pursuant to this Contract.

C. Upon CITY’s request, the Contractor shall make available to CITY all accounts, records, and documents related to the Scope of Work for CITY’s inspection, auditing, or evaluation during normal business hours as reasonably needed by CITY to assess performance, compliance, and/or quality assurance under this Contract or in satisfaction of CITY’s public disclosure obligations as applicable.

7. Records Retention

The CONTRACTOR shall establish and maintain records in accordance with requirements prescribed by the CITY, with respect to all matters related to the performance of this Contract. Except as otherwise authorized by the CITY, the CONTRACTOR shall retain such records for a period of six (6) years after receipt of the final payment under this Contract or termination of this Contract.

8. Notices

Except for routine operational communications, which may be delivered personally or transmitted by electronic mail or facsimile, all notices required hereunder shall be in writing and shall be deemed to have been duly given if delivered personally or mailed first-class mail, postage prepaid, to the parties at the following addresses:

CITY CONTRACTOR Name and Address Name and Address Phone Phone Facsimile Facsimile E-mail E-mail


PS17-0278F Page 31 of 104

SAP Contract No._________________

9. Termination and Suspension

A. The CITY may terminate this Contract at any time, with or without cause, by giving ten (10) business days written notice to CONTRACTOR. In the event of termination, all finished and unfinished work prepared by the CONTRACTOR pursuant to this Contract shall be provided to the CITY. In the event CITY terminates this Contract due to the CITY’s own reasons and without cause due to the CONTRACTOR’s actions or omissions, the CITY shall pay the CONTRACTOR the amount due for actual work and services necessarily performed under this Contract up to the effective date of termination, not to exceed the total compensation set forth herein.

B. The CITY may suspend this Contract, at its sole discretion, upon seven (7) business days written notice to the CONTRACTOR. Such notice shall indicate the anticipated period of suspension. Any reimbursement for expenses incurred due to the suspension shall be limited to the CONTRACTOR’S reasonable expenses and shall be subject to verification. The CONTRACTOR shall resume performance of services under this Contract without delay when the suspension period ends.

C. Termination or suspension of this Contract by CITY shall not constitute a waiver of any claims or remaining rights the CITY may have against CONTRACTOR relative to performance hereunder.

10. Taxes, Licenses and Permits

A. The CONTRACTOR acknowledges that it is responsible for the payment of all charges and taxes applicable to the services performed under this Contract, and the CONTRACTOR agrees to comply with all applicable laws regarding the reporting of income, maintenance of records, and all other requirements and obligations imposed pursuant to applicable law. If the CITY is assessed, made liable, or responsible in any manner for such charges or taxes, the CONTRACTOR agrees to hold the CITY harmless from such costs, including attorney's fees.

B. In the event the CONTRACTOR fails to pay any taxes, assessments, penalties, or fees imposed by any governmental body, including a court of law, then the CONTRACTOR authorizes the CITY to deduct and withhold or pay over to the appropriate governmental body those unpaid amounts upon demand by the governmental body. It is agreed that this provision shall apply to taxes and fees imposed by City ordinance. Any such payments shall be deducted from the CONTRACTOR’s total compensation.

C. The CONTRACTOR, at its expense, shall obtain and keep in force any and all necessary licenses and permits. The CONTRACTOR shall obtain a business license as required by Tacoma Municipal Code Subtitle 6B.20 and shall pay business and occupation taxes as required by Tacoma Municipal Code Subtitle 6A.30.

11. Indemnification

A. The CONTRACTOR shall indemnify, defend, and hold harmless the CITY, its officials, officers, agents, employees, and volunteers, from any and all claims, demands, damages, lawsuits, liabilities, losses, liens, expenses and costs arising out of the subject matter of this Contract; provided that this provision shall not apply to the extent that damage or injury


PS17-0278F Page 32 of 104

SAP Contract No._________________

results from the fault of the CITY, or its officers, agents, or employees. The term “fault” as used herein shall have the same meaning as set forth in RCW 4.22.015, as that statute may hereafter be amended.

B. The CONTRACTOR specifically assumes potential liability for actions brought by the CONTRACTOR’S own employees against the CITY and, solely for the purpose of this indemnification and defense, the CONTRACTOR specifically waives any immunity under the state industrial insurance law, Title 51 RCW. THE CONTRACTOR RECOGNIZES THAT THIS WAIVER WAS THE SUBJECT OF MUTUAL NEGOTIATION.

C. This indemnification shall extend to and include attorneys’ fees and the cost of establishing the right of indemnification hereunder in favor of the CITY. This indemnification shall survive the termination of this Contract.

12. Insurance

During the course and performance of the services herein specified and for the entire term of the Contract, CONTRACTOR will maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements as is applicable to the services and deliverables provided under this Contract. The City of Tacoma Insurance Requirements document is fully incorporated herein by reference. CONTRACTOR shall not begin work under the Contract until the required insurance has been obtained and approved by CITY. Proof of insurance shall be provided by CONTRACTOR as is specified in the City of Tacoma Insurance Requirements.

13. Nondiscrimination

The CONTRACTOR agrees to take all steps necessary to comply with all federal, state, and City laws and policies regarding non-discrimination and equal employment opportunities. The CONTRACTOR shall not discriminate in any employment action because of race, religion, creed, color, national origin or ancestry, sex, gender identity, sexual orientation, age, marital status, familial status, veteran or military status, the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a disabled person. In the event of non-compliance by the CONTRACTOR with any of the non-discrimination provisions of this Contract, the CITY shall be deemed to have cause to terminate this Contract, in whole or in part.

14. Conflict of Interest

No officer, employee or agent of the CITY, nor any member of the immediate family of any such officer, employee or agent as defined by City ordinance, shall have any personal financial interest, direct or indirect, in this Contract, either in fact or in appearance. The CONTRACTOR shall comply with all federal, state, and City conflict of interest laws, statutes and regulations. The CONTRACTOR represents that the CONTRACTOR presently has no interest and shall not acquire any interest, direct or indirect, in the program to which this Contract pertains which would conflict in any manner or degree with the performance of the CONTRACTOR’S services and obligations hereunder. The CONTRACTOR further covenants that, in performance of this Contract, no person having any such interest shall be employed. The CONTRACTOR also agrees that its violation of the CITY’S Code of Ethics contained in Chapter 1.46 of the Tacoma Municipal Code shall constitute a breach of this Contract subjecting the Contract to termination.


PS17-0278F Page 33 of 104

SAP Contract No._________________

15. City ownership of Work/Rights in Data and Publications:

A. To the extent that CONTRACTOR creates any Work subject to the protections of the Copyright Act (Title 17 U.S.C) in its performance of this Contract, CONTRACTOR agrees to the following: The Work has been specially ordered and commissioned by CITY. CONTRACTOR agrees that the Work is a “work made for hire” for copyright purposes, with all copyrights in the Work owned by CITY. To the extent that the Work does not qualify as a work made for hire under applicable law, and to the extent that the Work includes material subject to copyright, CONTRACTOR hereby assigns to CITY, its successors and assigns, all right, title and interest in and to the Work, including but not limited to, all patent, trade secret, and other proprietary rights and all rights, title and interest in and to any inventions and designs embodied in the Work or developed during the course of CONTRACTOR’S creation of the Work. CONTRACTOR shall execute and deliver such instruments and take such other action as may be required and requested by CITY to carry out the assignment made pursuant to this section. Any documents, magnetically or optically encoded media, or other materials created by CONTRACTOR pursuant to this Contract shall be owned by CITY and subject to the terms of this sub-section. To the maximum extent permitted by law, CONTRACTOR waives all moral rights in the Work. The rights granted hereby to CITY shall survive the expiration or termination of this Contract

B. The CONTRACTOR shall be solely responsible for obtaining releases for the performance, display, recreation, or use of copyrighted materials.

16. Public Disclosure

A. This Contract and documents provided to the CITY by CONTRACTOR hereunder are

deemed public records subject to disclosure under the Washington State Public Records Act, Chapter 42.56 RCW (Public Records Act). Thus, the CITY may be required, upon request, to disclose this Contract and documents related to it unless an exemption under the Public Records Act or other laws applies. In the event CITY receives a request for such disclosure, determines in its legal judgment that no applicable exemption to disclosure applies, and CONTRACTOR has complied with the requirements of sub-section B herein, CITY agrees to provide CONTRACTOR ten (10) days written notice of impending release. Should legal action thereafter be initiated by CONTRACTOR to enjoin or otherwise prevent such release, all expense of any such litigation shall be borne by CONTRACTOR, including any damages, attorneys fees or costs awarded by reason of having opposed disclosure. CITY shall not be liable for any release where notice was provided and CONTRACTOR took no action to oppose the release of information. Notice of any proposed release of information pursuant to Chapter 42.56 RCW, shall be provided to CONTRACTOR according to the “Notices” provision herein.

B. If CONTRACTOR provides the CITY with records that CONTRACTOR considers confidential or proprietary, CONTRACTOR must mark all applicable pages of said record(s) as “Confidential” or “Proprietary.” If CONTRACTOR fails to so mark record(s), then (1) the CITY, upon request, may release said record(s) without the need to satisfy the requirements of subsection A above; and (2) the CONTRACTOR expressly waives its right to allege any kind of civil action or claim against the CITY pertaining to the release of said record(s).

17. Duty of Confidentiality


PS17-0278F Page 34 of 104

SAP Contract No._________________

A. CONTRACTOR acknowledges that unauthorized disclosure of information or documentation concerning the Scope of Work hereunder may cause substantial economic loss or harm to the CITY.

B. Except for disclosure of information and documents to CONTRACTOR’s employees,

agents, or subcontractors who have a substantial need to know such information in connection with CONTRACTOR’s performance of obligations under this Contract, the CONTRACTOR shall not without prior written authorization by the CITY allow the release, dissemination, distribution, sharing, or other publication or disclosure of information or documentation obtained, discovered, shared or produced pursuant to this Contract.

C. The CONTRACTOR shall inform its employees, agents, and subcontractors of the confidentiality obligations under this Contract and instruct them so as to ensure such obligations are met. If so requested by the CITY, the CONTRACTOR further agrees to require all such individuals and entities performing services pursuant to this Contract to execute a Confidentiality and Non-Disclosure Agreement in a form acceptable to CITY.

D. The CONTRACTOR shall not release any information or documentation concerning the work under this Contract or any part thereof for marketing, advertising, or other commercial activities or publication including, but not limited to, news releases or professional articles, without the prior written approval of the CITY. Any and all news releases, professional articles, marketing, advertising, publicity, or other commercial activities that describe or discuss the Scope of Services shall be reviewed and approved by the CITY prior to publication, disclosure and/or distribution. The CONTRACTOR may submit for review and approval a generic abstract describing the component parts of the completed Scope of Services (“Project Abstract”) . After receiving written approval of the Project Abstract from the CITY, the CONTRACTOR may make minor insignificant changes to the Project Abstract and use all or parts of the Project Abstract in proposals.

E. This Section shall survive for six (6) years after the termination or expiration of this Contract.

F. CONTRACTOR shall ensure that the text of this Section is included in each subcontractor's

contract pertaining to the Scope of Services hereunder. 18. Dispute Resolution

In the event of a dispute pertaining to this Contract, the parties agree to attempt to negotiate in good faith an acceptable resolution. If a resolution cannot be negotiated, then the parties agree to submit the dispute to voluntary non-binding mediation before pursuing other remedies. This provision does not limit the CITY’S right to terminate authorized by this Contract.

19. Miscellaneous Provisions A. Governing Law and Venue. Washington law shall govern the interpretation of this

Contract. Pierce County shall be the venue of any mediation, arbitration or litigation arising out of this Contract.

B. Assignment. The CONTRACTOR shall not assign, subcontract, delegate, or transfer any obligation, interest or claim to or under this Contract or for any of the compensation due hereunder without the prior written consent of the CITY.


PS17-0278F Page 35 of 104

SAP Contract No._________________

C. No Third Party Beneficiaries. This Contract shall be for the sole benefit of the parties

hereto, and nothing contained herein shall create a contractual relationship with, or create a cause of action in favor of, a third party against either party hereto.

D. Waiver. A waiver or failure by either party to enforce any provision of this Contract shall not be construed as a continuing waiver of such provisions, nor shall the same constitute a waiver of any other provision of this Contract.

E. Severability and Survival. If any term, condition or provision of this Contract is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Contract, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Contract, shall survive termination of this Contract.

F. Entire Agreement . This Contract and the attached Exhibits, as modified herein, contain the entire agreement between the parties as to the services to be rendered hereunder. All previous and contemporaneous agreements, representations or promises and conditions relating to the subject matter of this Contract are superseded hereby. The Parties hereto mutually acknowledge, understand and agree that the terms and conditions set forth herein shall control and prevail over any conflicting terms and conditions stated in any attachments hereto.

G. Modification. No modification or amendment of this Agreement shall be effective unless set

forth in writing and signed by the Parties.

H. Authority to enter into this Contract. The undersigned Contractor representative, by his/her signature below, represents and warrants that he/she is duly authorized to execute this legally binding Contract for and on behalf of Contractor.

IN WITNESS WHEREOF the parties hereto have accepted and executed this Contract as of the Effective Date first written above. CITY OF TACOMA INSERT NAME OF CONTRACTOR

Printed Name/Title Division Head or Representative

Printed Name:

Title:

Printed Name/Title of additional department/division representative, if applicable

Address:


PS17-0278F Page 36 of 104

SAP Contract No._________________

Director of Finance

Approved as to Form: City/State/Zip

Tax ID:

Deputy City Attorney

Attest:

City Clerk


PS17-0278F Page 37 of 104

SAP Contract No._________________

EXHIBIT “A”

SCOPE OF WORK


PS17-0278F Page 38 of 104

SAP Contract No._________________

EXHIBIT "B"

INVOICE This form is intended to illustrate the information the City of Tacoma needs to process Contract payments. The City of Tacoma prefers that CONTRACTOR use its own standard business invoice forms so long as they include the following information. CONTRACTORS who do not have a standard business invoice form may use this form as their invoice. Your cooperation in providing the information we are requesting will ensure prompt processing of your payments. I HEREBY REQUEST PAYMENT FOR THE FOLLOWING ITEMIZED SERVICES AND/OR PRODUCT DELIVERABLES: Services (Describe): Deliverables (Describe): AS PER CONTRACT No.: AMOUNT DUE : I HEREBY CERTIFY THAT THIS BILL IS CORRECT AND JUST AND THAT PAYMENT FOR THE SERVICES AND/OR DELIVERABLES IDENTIFIED HAS NOT BEEN RECEIVED. BY: DATE SIGNED: SIGNATURE: TITLE: ORGANIZATION NAME: FEDERAL TAX ID No. or SS No.: TELEPHONE NUMBER: PLEASE REMIT PAYMENT TO: (Name and Address of Contractor) I Attest and Certify that all Services and/or Deliverables identified in this Invoice have been performed and/or supplied. Contract Administrator Signature City Dept/Division: Contact Name: Phone: 253- Fax: 253-


PS17-0278F Page 39 of 104

PS17-0278F CITY OF TACOMA INSURANCE REQUIREMENTS

1

I. GENERAL REQUIREMENTS

a) The City of Tacoma (the City) reserves the right to approve or reject the insurance provided based upon the insurer (including financial condition), terms and coverage, the Certificate of Insurance (COI), and/or endorsements. The insurance must be provided by an insurer with a rating of (A-) VII or higher in the A.M. Best's Key Rating Guide (http://www.ambest.com/home/default.aspx), and pursuant to RCW 48, licensed to do business in the State of Washington (or issued as a surplus line by a Washington Surplus Lines broker).

b) The Contractor shall keep this insurance in force during the entire term of the contract

and for thirty (30) calendar days after completion of all work required by the Contract, unless otherwise provided herein.

c) The liability insurance policies required by this section shall:

1. Contain a "severability of insureds," "separation of interest," or "cross liability" provision.

2. Be primary and non-contributory insurance to any insurance coverage or self-insurance program the City may maintain.

3. Contain a Waiver of Subrogation clause in favor of the City. 4. Other than professional liability, reflect coverage on an “occurrence”, not

“claims-made” policy form.

d) The Contractor shall provide the City notice of any cancellation or non-renewal of this required insurance within 30 calendar days.

e) The Contractor shall forward to the City, a full and certified copy of the insurance

policy(s) and endorsements required by this section upon the City’s request.

f) The Contractor shall not begin work under the Contract until the required insurance has been obtained and approved by the City.

g) Failure on the part of the Contractor to obtain and maintain the insurance as required

by this section shall constitute a material breach of the Contract, upon which the City may, after giving five business day notice to the Contractor to correct the breach, immediately terminate the Contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith; with any sums so expended to be repaid to the City by the Contractor upon demand, or at the sole discretion of the City, offset against funds due the Contractor from the City.

h) All costs for insurance shall be incidental to and included in the unit or lump sum

prices of the Contract and no additional payment will be made by the City to the Contractor.

i) For all liability insurance policies required by this Section, the City, including its officers, elected officials, employees, agents, and volunteers, and any other entities as required by the Contract, shall be named as additional insured(s) by amendatory endorsement, EXCEPT Professional Liability (if applicable), Workers Compensation,

PS17-0278F Page 40 of 104


2

Owners and Contractors Protective Liability, and Railroad Protective Liability. II. EVIDENCE OF INSURANCE

The Contractor shall deliver a COI and endorsements for each policy of insurance meeting the requirements set forth herein when the Contractor delivers the signed Contract for the work to the City. The certificate and endorsements must conform to the following requirements:

a) An ACORD certificate or a form determined by the City to be equivalent.

b) Copies of all endorsements showing the policy number and naming the City as an additional insured.

c) The endorsement is to state that the insurance is primary and non-contributory over any City insurance or self-insurance.

d) The endorsement is to extend “Products/Completed Operations” coverage to the City as an additional insured.

e) A statement of additional insured status on an ACORD COI shall not satisfy this requirement.

f) Any other amendatory endorsements to show the coverage required herein.

III. CERTIFICATE REQUIREMENTS SPECIFIC REPRESENTATIONS

The following must be indicated on the COI:

a) The City is named as an additional insured ( "with respect to a specific Contract" or "for any and all work performed with the City" may be included in this statement).

b) "This insurance is primary and non-contributory over any insurance or self-insurance the City may carry" ("with respect to a specific Contract" or "for any and all work performed with the City" may be included in this statement).

c) A Waiver of Subrogation in favor of the City for General Liability and Automobile Liability.

d) Self-Insured Retention and applicable deductible limits must be disclosed on the COI and be no more than $10,000.

e) Contract or Permit number and the City Department. f) All coverage other than professional liability, Cyber/Privacy & Security, and Pollution

Liability must be written on “occurrence” form and not “claims-made” form. g) Reflect the existence and form numbers of all required endorsements.

IV. SUBCONTRACTORS

It is the Contractor's responsibility to ensure that each subcontractor obtain and maintain adequate liability insurance coverage. The Contractor shall provide evidence of such insurance upon the City’s request.

V. CERTIFICATE REQUIREMENTS FOR COVERAGES AND LIMITS

The insurance shall provide the minimum coverages and limits set forth below. Providing coverage in these stated minimum limits shall not be construed to relieve the Contractor from liability in excess of such limits. None of the policies or coverage required by this

PS17-0278F Page 41 of 104


3

section shall be subject to a deductible or self-insured retained limit of more than $10,000 unless first approved in writing by the City Contracting Department.

A. General Liability Insurance

1. Commercial General Liability (CGL) Insurance

The CGL insurance policy must provide limits not less than $1,000,000 each occurrence and $2,000,000 annual aggregate. The CGL policy shall be written on an "occurrence", not "claims-made", basis and shall include the following coverage:

a) Must use (Insurance Services Office (ISO) form CG0001(04-13) or its

equivalent). b) A per project aggregate policy limit. c) Products Hazard/Completed Operations- for a period of one year following

final acceptance of the work. d) Personal/Advertising Injury. e) Contractual Liability. f) Explosion, Collapse, or Underground Property Damage. g) Blasting (only required when the Contractor's work under this Contract

includes exposures to which this specified coverage responds). h) If Contractor is performing work within 50 feet of a railroad right of way,

the General Liability policy shall be endorsed to eliminate the Contractual Liability exclusion pertaining to work within 50 feet of a railroad right of way using ISO form CG2417(10-01) or equivalent.

i) Abuse & Molestation, by a separate coverage part or an endorsement to the CGL, with limits not less than $1,000,000 each occurrence & $2,000,000 aggregate for Contractors working directly with youth under the age of 18. If Abuse & Molestation coverage is provided on a “claims-made” basis, coverage must be maintained for not less than three years following the end of the contract. This may be done by policy renewals or an Extended Reporting Period Endorsement.

j) Include the City as additional insured and: 1. Use ISO forms CG2010(04-13) and CG2037(04-13) or

equivalent for Contractors performing work on behalf of the City and name the City as an additional insured for ongoing and completed operations.

2. Use ISO form CG2012(04-13) or equivalent for Permits and name the City as an additional insured.

3. Use ISO form CG2026(04-13) or equivalent for Facility Use Agreements and name the City as an additional insured.

4. Blanket additional insured provisions within a policy form will be accepted in lieu of the specific additional insured endorsement forms specified herein. However, a blanket additional insured endorsement shall provide the equivalent coverage provided by specific additional insured endorsements specified herein.

PS17-0278F Page 42 of 104


4

B. Commercial Automobile Liability (CAL) Insurance The Contractor shall obtain and keep in force during the term of the Contract, a policy of CAL insurance coverage, providing bodily injury coverage and property damage coverage for owned (if any), non-owned, hired, and leased vehicles. The Contractor must also maintain an MCS 90 endorsement or equivalent and a CA 9948 endorsement or equivalent if “Pollutants” are to be transported. CAL policies must provide limits not less than $1,000,000 each accident for bodily injury and property damage. Must use ISO form CA 0001 or equivalent.

C. Workers' Compensation

1. State of Washington Workers’ Compensation The Contractor shall comply with Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington.

D. Employers’ Liability (EL) (Stop-Gap) Insurance The Contractor shall maintain EL coverage with limits not less than $1,000,000 each employee, $1,000,000 each accident, and $1,000,000 policy limit.

E. Professional Liability Insurance (PLI)

The Contractor and/or its subcontractor shall provide evidence of PLI covering professional errors and omissions. Such policy must provide minimum limits of $1,000,000 per claim and $2,000,000 aggregate. If the scope of such design-related professional services includes work related to pollution conditions, the PLI policy shall include Pollution Liability coverage. If provided on a “claims-made” basis, such coverage shall be maintained by policy renewals or an extended reporting period endorsement for not less than three years following the end of the Contract.

F. Excess or Umbrella Liability (UL) Insurance The Contractor shall provide Excess or UL coverage at limits of not less than $5,000,000 per occurrence and in the aggregate. This Excess or UL coverage shall apply, at a minimum, to the CGL, EL and Automobile Liability forms required herein.

G. Other Insurance

Other insurance as may be deemed appropriate to cover the specified risk and exposure arising from the scope of work or changes to the scope of work required by the City. The costs of such necessary and appropriate insurance coverage shall be borne by the Contractor.

PS17-0278F Page 43 of 104

APPENDIX C

Standard Terms and Conditions

Small Business Enterprise (SBE) Program

PS17-0278F Page 44 of 104

Standard Terms & Conditions, Form No. SPEC-190A Page 1 of 13 Rev.: 05/19/17

CITY OF TACOMA STANDARD TERMS AND CONDITIONS

GOVERNS BOTH GOODS AND SERVICES AS APPLICABLE In the event of an award by the City, these Terms and Conditions stated herein, Additional Contract Documents if issued, Solicitation if issued, Purchase Orders if issued by City, and Supplier's Submittal, if provided, shall constitute the Contract between City and Supplier for the acquisition of goods, including materials, supplies, and equipment or for the provision of services and deliverables. Said documents represent the entire Contract between the parties and supersede any prior oral statements, discussions, or understandings between the parties, and/or subsequent Supplier invoices. No modification of the Contract shall be effective unless mutually agreed in writing. The specific terms and conditions of any Solicitation (Specification, Request for Bids, Request for Proposals, Requests for Qualifications, Requests for Quotations, Request for Information, bid documents, request to enter into negotiations, or other form of solicitation issued by City, including any general, special, or technical provisions associated with such Solicitations) are incorporated herein by reference and supersede these Terms and Conditions where there is conflict or inconsistency. In the event Additional Contract Documents are negotiated and agreed to in writing between Supplier and City, the specific terms of such Additional Contract Documents are incorporated herein by reference and supersede all other terms and conditions where there is conflict or inconsistency. These Terms and Conditions, Additional Contract Documents if issued, Solicitation if issued, City purchase order if issued, are controlling over Supplier’s Submittal if a Submittal is provided. Submittals if provided are incorporated herein by reference.

1.01 SUPPLIER / CONTRACTOR

As used herein, “Supplier” or "Contractor" shall be the Supplier(s) entering a Contract with City, whether designated as a Supplier, Contractor, Vendor, Proposer, Bidder, Respondent, Seller, Merchant, Service Provider, or otherwise.

1.02 SUBMITTAL

Submittal means Bids, Proposals, Quotes, Qualifications or other information, content, records or documents submitted in response to a City Solicitation.

1.03 FORMS OF SUBMITTAL

Unless stated otherwise, all submittals must be in SAP Ariba and submitted exactly as specified or directed, and all required forms must be used.

1.04 COSTS TO PREPARE SUBMITTAL

The City is not liable for any costs incurred by Supplier for the preparation of materials or a Submittal provided in response to a solicitation, conducting presentations to the City, or any other activities related to responding to the City’s Solicitation.

1.05 LICENSES/PERMITS

A. Suppliers must have a Washington state business license at the time of Submittal and throughout the term of the Contract. Failure to include a Washington state business license may be grounds for rejection of the Submittal. Information regarding Washington state business licenses may be obtained at http://bls.dor.wa.gov.

B. Upon award, it is the responsibility of the Supplier to register with the City of Tacoma's Tax and License Division, 733 South Market Street, Room 21, Tacoma, WA 98402-3768, 253-591-5252, https://www.cityoftacoma.org/government/city_departments/finance/tax_and_license/. Supplier shall obtain a business license as is required by Tacoma Municipal Code Subtitle 6C.20.

C. During the term of the Contract, Supplier, at its expense, shall obtain and keep in force any and all necessary licenses and permits.

PS17-0278F Page 45 of 104

http://bls.dor.wa.gov/

https://www.cityoftacoma.org/government/city_departments/finance/tax_and_license/


1.06 PUBLIC DISCLOSURE: PROPRIETARY OR CONFIDENTIAL INFORMATION

A. Supplier Submittals, all documents and records comprising the Contract, and all other documents and records provided to the City by Supplier are deemed public records subject to disclosure under the Washington State Public Records Act, Chapter 42.56 RCW (Public Records Act). Thus, City may be required, upon request, to disclose the Contract and documents or records related to it unless an exemption under the Public Records Act or other laws applies. In the event CITY receives a request for such disclosure, determines in its legal judgment that no applicable exemption to disclosure applies, and Supplier has complied with the requirements to mark records considered confidential or proprietary as such requirements are stated below, City agrees to provide Supplier 10 days written notice of impending release. Should legal action thereafter be initiated by Supplier to enjoin or otherwise prevent such release, all expense of any such litigation shall be borne by Supplier, including any damages, attorneys’ fees or costs awarded by reason of having opposed disclosure. City shall not be liable for any release where notice was provided and Supplier took no action to oppose the release of information.

B. If Supplier provides City with records or information that Supplier considers confidential or proprietary, Supplier must mark all applicable pages or sections of said record(s) as “Confidential” or “Proprietary.” Further, in the case of records or information submitted in response to a Request for Proposals, an index must be provided indicating the affected pages or sections and locations of all such material identified Confidential or Proprietary. Information not included in the required index will not be reviewed for confidentiality or as proprietary before release. If Supplier fails to so mark or index Submittals and related records, then the City, upon request, may release said record(s) without the need to satisfy the requirements of subsection A above; and Supplier expressly waives its right to allege any kind of civil action or claim against the City pertaining to the release of said record(s).

C. Submission of materials in response to City’s Solicitation shall constitute assent by Supplier to the foregoing procedure and Supplier shall have no claim against the City on account of actions taken pursuant to such procedure.

1.07 SUSTAINABILITY

A. The City has interest in measures used by its contractors to ensure sustainable operations with minimal adverse impact on the environment. The City seeks to do business with vendors that value community and environmental stewardship that help us meet our sustainable purchasing goals.

B. The City encourages the use of environmentally preferable products or services that help to minimize the environmental and human health impacts of City operations. Suppliers are encouraged to incorporate environmentally preferable products or services into Submittals wherever possible. "Environmentally preferable" means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service.

C. Environmental Standards. The City seeks to ensure that all purchases comply with current environmental standards and product specifications. Where appropriate, third party independent certifiers such as Green Seal and USEPA Standards shall be a minimum specification for products to the City, unless specified otherwise herein.

D. The City encourages the use of sustainability practices and desires any awarded Suppliers to assist in efforts to address such factors when feasible for:

1. Pollutant releases

2. Toxicity of materials used

3. Waste generation

4. Greenhouse gas emissions, including transportation of materials and services

5. Recycle content

6. Energy consumption

7. Depletion of natural resources

8. Potential impact on human health and the environment

PS17-0278F Page 46 of 104


1.08 ALTERATIONS NOT ALLOWED

Except as otherwise specifically provided in a Solicitation, Submittals that are incomplete or conditioned in any way, contain erasures, alternatives or items not called for, or not in conformity with law, may be rejected as being non-responsive. Any attempt to condition a Submittal by inserting exceptions to the Solicitation or any conditions, qualifications or additions that vary its terms may result in rejection of the Submittal. The City may reject any submittal containing a material deviation from the Solicitation.

1.09 CORRECTION OF AMBIGUITIES AND OBVIOUS ERRORS

A. The City reserves the right to correct obvious errors in Supplier's Submittal. In this regard, if the unit price does not compute to the extended total price, the unit price shall govern.

B. Supplier shall notify the City of Tacoma Procurement and Payables Division in writing of any ambiguity, conflict, discrepancy, omission or other error in a Solicitation no later than five business days prior to the submittal deadline.

1. For solicitations conducted in SAP Ariba, Supplier shall notify the City of Tacoma Procurement and Payables Division on the message board of the event.

2. For all other solicitations, Supplier shall notify the contract person listed in the Solicitation.

C. The City will make necessary modifications by addendum.

D. Supplier is responsible for identifying ambiguities, conflicts, discrepancies, omissions or other errors in the Solicitation prior to providing its Submittal or the ambiguity, conflict, discrepancy, omission, or other error is waived. Any Submittal that includes assumed clarifications and/or corrections without the required authentication of the same is subject to rejection.

1.10 WARRANTIES/GUARANTEE

A. Suppliers warrant that all items, including services, as applicable:

1. Are merchantable.

2. Comply with the City's latest drawings and specifications.

3. Are fit for the City's intended use.

4. Will be performed according to the skill and care required by customarily accepted good practices and procedures followed by service providers rendering the same or similar type of service.

5. Are new and unused unless otherwise stated.

6. Comply with all applicable safety and health standards established for such products by the Occupational Safety and Health Administration (OSHA), Washington Industrial Safety and Health Act (WISHA) and/or Consumer Products Safety Act (CPSA), and all other applicable state and federal laws or agency regulations.

7. Are properly packaged and contain appropriate instructions or warnings, including applicable MSDS sheets.

1.11 PATENTS, TRADEMARKS AND COPYRIGHTS

Suppliers warrant that equipment and/or materials furnished, including software, do not infringe on any patent, trademark or copyright, and agree to indemnify, defend and hold harmless, the City in the event of any infringement or claim thereof.

1.12 DELIVERY OF SUBMITTALS TO THE CITY’S PROCUREMENT AND PAYABLES DIVISION

A. Submittal packages must be received by the City’s Procurement and Payables Division in SAP Ariba (unless another form of delivery is stated), prior to the scheduled time and date stated in the Solicitation.

B. Supplier is solely responsible for timely delivery of its Submittal.

C. Submittals received after the time stated in the solicitation will not be accepted.

D. For purposes of determining whether a Submittal has been timely received in SAP Ariba, the City's Procurement and Payables Division will rely on the submittal clock in SAP Ariba.

PS17-0278F Page 47 of 104


1.13 SUBMITTAL IS NON-COLLUSIVE

Supplier acknowledges that by its delivery of a Submittal to the City in response to a Solicitation, it represents that the prices in such Submittal are neither directly nor indirectly the result of any formal or informal agreement with another Supplier.

1.14 PARTNERSHIPS

The City will allow firms to partner in order to respond to a Solicitation. Multiple suppliers may team under a Prime Supplier’s Submittal in order to provide responses to all sections in a single submission; however, each Supplier’s participation must be clearly delineated by section. The Prime Supplier will be considered the responding vendor and the responsible party at contract award. All contract negotiations will be conducted only with the Prime Supplier. All contract payments will be made only to the Prime Supplier. Any agreements between the Prime Supplier and other companies will not be a part of the Contract between the City and the Prime Supplier. The City reserves the right to select more than one Prime Supplier.

1.15 WITHDRAWAL OF SUBMITTALS

A. Prior to Submittal Deadline. Submittals may be withdrawn (including in SAP Ariba) prior to the scheduled submittal deadline.

B. After Submittal Deadline. No Submittal can be withdrawn after having been opened before the actual award of the contract, unless the award is delayed more than 90 calendar days beyond the date of opening. If a delay of more than 90 calendar days does occur, Supplier must submit written notice to the City purchasing manager that Supplier is withdrawing its submittal.

1.16 ACCEPTANCE OF SUBMITTALS

A. If the solicitation announcement so states, submittals, unless previously withdrawn, will be read aloud, irrespective of any irregularities or informalities in such submittal, at the time and place specified in the solicitation announcement.

B. All submittals must remain open for acceptance by the City for a period of at least 90 calendar days from the submittal deadline.

1.17 RIGHT TO REJECT

A. The City of Tacoma reserves the right to reject any and all submittals, waive minor deviations or informalities, supplement, amend, reduce or otherwise modify the scope of work or cancel the solicitation, and if necessary, call for new submittals.

1.18 RESERVED RIGHTS

A. By providing a submittal in response to a City solicitation, Supplier acknowledges and consents to the below City rights and conditions. With regard to this procurement process, the City reserves, holds without limitation, and may exercise, at its sole discretion, the following rights and conditions:

1. To terminate the procurement process or decide not to award a contract as a result thereof by written notice to the Suppliers for any reason whatsoever with or without substitution of another solicitation.

2. To waive any defect, technicality, or any other minor informality or irregularity in any submittal, or any other response from Suppliers.

3. To issue addenda for any purpose including:

a. To make minor or major changes or alterations to the evaluation, selection and/or performance schedule(s) for any events associated with a procurement.

b. To supplement, amend, reduce, cancel, or otherwise modify a Solicitation, including but not limited to modifications to the description of services and/or products contained in the solicitation, by omitting services/products and/or including services/products.

4. To request clarifications, additional information, and/or revised Submittals from one or more Suppliers.

5. To conduct investigations with respect to the qualifications and experience of Supplier(s), including inspection of facilities and to request additional evidence to support any such information.

PS17-0278F Page 48 of 104


6. To eliminate any Supplier that submits an incomplete or inadequate response, or is non-responsive to the requirements of a Solicitation, or is otherwise deemed to be unqualified during any stage of the procurement process.

7. To select and interview a single finalist or multiple finalists to further the City’s evaluation of Submittals provided in response to a Solicitation. The City may, in its sole and exclusive discretion as to what is in the City’s best interest, elect not to conduct interviews of any or all Suppliers in connection with a solicitation process.

8. Except in the case of Requests for Bids, to negotiate any rate/fee offered by a Supplier. The City shall have the sole right to make the final rate/fee offer during contract negotiations. If the selected Supplier does not accept the City’s final offer, the City may, in its sole discretion discontinue contract negotiations and commence negotiations with another Supplier, except as otherwise provided in Chapter 39.80, RCW.

9. To select and enter into a Contract with one or more Suppliers whose Submittal best satisfies the interests of the City and is most responsive, in the sole judgment of the City, to the requirements of a Solicitation.

10. To award by line item or group of line items.

11. To not award one or more items.

12. To issue additional or subsequent solicitations.

13. To seek partnerships between one or more Suppliers.

14. Request additional related products and services from the selected Supplier(s) as necessary throughout the term of the Contract.

15. Negotiate costs or fees in the event of new legislation or regulatory changes, or issuance of related compliance guidance, technology enhancements, and innovative solutions.

16. In the event the City receives questions concerning a Solicitation from one or more Suppliers prior to the deadline for response, the City reserves the right to provide such questions, and the City’s responses, if any, to all Suppliers.

17. If an award is made and, prior to entering into a contract, subsequent information indicates that such award is not in the best interest of the City, the City may rescind the award without prior notice to Supplier and either award to another Supplier or reject all submittals or cancel this solicitation.

18. To cancel award of a contract at any time before execution of the Contract by both parties if cancellation is deemed to be in the City’s best interest. In providing a submittal, Suppliers agree that the City is not liable for any costs or damages for the cancellation of an award. Supplier assumes the sole risk and responsibility for all expenses connected with the preparation of its submittal.

19. To add additional City departments or divisions to the Contract or develop a separate Contract with the Supplier subject to all terms, conditions and pricing of the original Contract

20. To take any other action affecting a Solicitation or a procurement process that is determined to be in the City’s best interests.

1.19 SUBMITTAL CLARIFICATION

Suppliers may be asked to clarify their Submittal. This action shall not be construed as negotiations or any indication of intentions to award. If called upon, Supplier must respond to such requests within two business days or the timeframe set forth by the City in its request for clarification. Supplier’s failure to respond to such a request may result in rejection of its Submittal.

1.20 EVALUATION OF SUBMITTALS

A. The City of Tacoma reserves the right to award to the lowest and best responsible Supplier(s) delivering a Submittal in compliance with the Solicitation, provided such Submittals are reasonable and are in the best interest of the City to accept. The City may use a number of criteria for determining award, including evaluation factors set forth in Municipal Code Section 1.06.262. Suppliers who are inexperienced or who fail to properly perform other contracts may have their submittal rejected for such cause.

PS17-0278F Page 49 of 104


1. Evaluation Factors. In addition to the factors set forth in Municipal Code Section 1.06.262, the following may be used by the City in determining the lowest and best responsible Submittal:

a. Compliance with a Solicitation and with applicable City requirements, including by not limited to, the City’s Ethics Code and its Small Business Enterprise and Local Employment and Apprenticeship programs.

b. Submittal prices, listed separately if requested, as well as a lump sum total (if the unit price does not compute to the extended total price, the unit price shall govern).

c. The total cost to the City, including all applicable taxes, may be the basis for contract award. d. Time of delivery and/or completion of performance (delivery date(s) offered). e. Warranty terms. f. Quality of performance of previous contracts or services, including safety requirements and

past compliance with the City’s Ethics Code. g. Previous and existing compliance with laws and ordinances relating to contracts or services. h. Sufficiency of financial resources. i. Quality, availability, and adaptability of the supplies or services to the particular use required. j. Ability to provide future maintenance and service on a timely basis. k. Location of nearest factory authorized warranty repair facility or parts dealership. l. Ability, capacity, experience, stability, reputation, integrity, character, judgment, technical

qualifications, and skill to perform the contract or provide the services required.

2. Cash Discount. Payment discount periods of 20 calendar days or more, if offered in the submittal, will be considered in determining the apparent lowest responsible submittal. Discounts will be analyzed in context of their overall cumulative effect.

3. All other elements or factors, whether or not specifically provided for in a Solicitation, which would affect the final cost to, and the benefits to be derived by, the City, may be considered in determining the award of a Contract. The final award decision will be based on the best interests of the City.

1.21 CONTRACT OBLIGATION

A. The Submittal contents of the successful Supplier will become contractual obligations if a Contract ensues.

B. In the event the City of Tacoma determines to award a Contract, the selected Supplier(s) may be requested to execute Additional Contract Documents.

C. Supplier shall register with the City of Tacoma on the SAP Ariba Network and be enabled for transactions upon request by the City.

D. Suppliers may propose amendments to City’s Contract documents or to these Terms and Conditions, but the City retains the right to accept or reject proposed amendments.

E. No costs chargeable for work under the proposed Contract may be incurred before mutual acceptance and execution as directed.

1.22 AWARD

The City reserves the right to award Contracts for any or all items to one or more Suppliers in the best interests of the City.

1.23 SUPPLIER'S REFUSAL TO ENTER INTO CONTRACT

Any Supplier who refuses to enter into a Contract after it has been awarded to the Supplier will be in breach of the agreement to enter the Contract, and Supplier's certified or cashier’s check or bid bond, if any, shall be forfeited.

1.24 LEGAL HOLIDAYS

A. The City of Tacoma observes the following holidays, which shall apply to performance of all contracts: New Year's Day January 1 Martin Luther King's Birthday 3rd Monday in January Washington's Birthday 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September

PS17-0278F Page 50 of 104


Veteran's Day November 11 Thanksgiving Day 4th Thursday of November Day after Thanksgiving 4th Friday of November Christmas Day December 25

B. When any of these holidays occur on Saturday or Sunday, the preceding Friday or the following Monday, respectively, is a legal holiday for the City of Tacoma.

1.25 CONTRACT TERM

All services shall be satisfactorily completed and all deliverables provided by the termination date stated, and the Contract shall expire on said date unless mutually extended in writing by the parties.

1.26 EXTENSION OF CONTRACT

Contracts shall be subject to extension at City’s sole discretion.

1.27 TERMINATION AND SUSPENSION

A. Supplies. The City reserves the right to terminate a Contract at any time upon prior written notice to Supplier. Upon the effective date of termination specified in such notice, and payment by the City, all conforming supplies, materials, or equipment previously furnished hereunder shall become its property.

B. Services. The City may terminate a Contract at any time, with or without cause, by giving 10 business days written notice to Supplier. In the event of termination, all finished and unfinished work prepared by Supplier pursuant to the Contract shall be provided to the City. In the event City terminates the Contract due to the City’s own reasons and without cause due to Supplier’s actions or omissions, the City shall pay Supplier the amount due for actual work and services necessarily performed under the Contract up to the effective date of termination, not to exceed the total compensation set forth in the Contract.

C. Suspension. For either services or supplies, the City may suspend a Contract, at its sole discretion, upon three business days’ written notice to Supplier. Such notice shall indicate the anticipated period of suspension. Any reimbursement for expenses incurred due to the suspension shall be limited to Supplier’s actual expenses and shall be subject to verification. Supplier shall resume performance of services under the Contract without delay when the suspension period ends.

D. Termination or suspension of a Contract by City shall not constitute a waiver of any claims or remaining rights the City may have against Supplier relative to performance under a Contract.

1.28 DEFAULT/BREACH

In the event of material default or breach by Supplier on any of the conditions of a Contract, Supplier agrees that the City may, at its election, procure the goods or services from other sources, and may deduct from the unpaid balance due Supplier, or collect against the bond or security (if any), or may invoice and recover from Supplier all costs paid in excess of the price(s) set forth in the Contract. CHANGES

A. Supplies. The City at any time by written change order or other form of written contract amendment may make reasonable changes in the place of delivery, installation, or inspection, the method of shipment or packing, identification and ancillary matters that Supplier may accommodate without substantial additional expense.

B. Services. The City shall have the right to make changes within the general scope of services and/or deliverables upon execution in writing of a change order or other written form of contract amendment. If the changes will result in additional work effort by Supplier the City agrees to reasonably compensate Supplier for such additional effort up to the maximum amount specified in the Contract or as otherwise provided by Tacoma Municipal Code. Any new services accepted by the City may be added to the Contract and/or substituted for discontinued services. New services shall meet or exceed all requirements of original award.

C. Expansion Clause. A Contract may be further expanded in writing to include other related services or products normally offered by Supplier, as long as the price of such additional services or products have a profit margin equal to or less than that in place at the time of original submittal. Such additions and prices will be established in writing. New items not meeting these criteria will not be added to the Contract. Supplier profit margins are not to increase as a result any such expansion.

1.29 SCOPE OF SERVICES

Supplier agrees to diligently and completely perform the services required by a Contract.

PS17-0278F Page 51 of 104


1.30 SERVICES DO NOT INCLUDE PUBLIC WORK

Unless otherwise stated, the services and/or work contracted for herein exclude public work and improvements as defined in RCW 39.04, as that statute may hereafter be amended.

1.31 PREVAILING WAGES

A. If federal, state, local, or any applicable law requires Supplier to pay prevailing wages in connection with a Contract, and Supplier is so notified by the City, then Supplier shall pay applicable prevailing wages.

B. If applicable, a Schedule of Prevailing Wage Rates for the locality or localities where the Contract will be performed is attached and made of part of the Contract by this reference. If prevailing wages do apply to the Contract, Supplier and its subcontractors shall:

1. Be bound by the provisions of Chapter 39.12 RCW, as amended, relating to prevailing wages and usual fringe benefits,

2. Ensure that no worker, laborer or mechanic employed in the performance of any part of the Contract shall be paid less than the prevailing rate of wage specified on that Schedule, and

3. Immediately upon award of the Contract, contact the Department of Labor and Industries, Prevailing Wages section, Olympia, Washington, to obtain full information, forms and procedures relating to these matters. Per such procedures, a Statement of Intent to Pay Prevailing Wages must be submitted by Contractor and its subcontractors to the City, in the manner requested by the City, prior to any payment by the City hereunder, and an Affidavit of Wages Paid must be received or verified by the City prior to final Contract payment.

1.32 CONTRACT PRICING

A. Submitted prices shall include costs of submittal preparation, servicing of the account, all contractual requirements during contract period such as transportation, permits, insurance costs, bonds, labor, wages, materials, tools, components, equipment, and appurtenances necessary to complete the work, which shall conform to the best practice known to the trade in design, quality, material, and workmanship.

B. Surcharges of any type will not be paid.

C. If applicable, related additional products and corresponding services of benefit to the City not specifically required in a solicitation, but which Supplier offers to provide, may be included with the submittal. Supplier may request to add new products if the City approves them and Supplier can demonstrate the pricing is from the same pricing structure/profit margin.

D. Unless specifically stated otherwise, only firm prices will be accepted and all prices shall remain firm during the term of a Contract.

E. Price increases may at City’s discretion be passed along during a contract period if the increase is mandated by statute.

F. By submitting prices, Supplier warrants prices equal to or better than the equivalent prices, terms, and benefits offered by Supplier to any other government unit or commercial customer.

G. Should Supplier, during the term of a Contract, enter into any other contract, agreement or arrangement that provides lower prices, more favorable terms or greater benefits to any other government unit or commercial customer, the Contract with the City shall thereupon be deemed amended to provide the same price or prices, terms and benefits to the City. This provision applies to comparable products and purchase volumes by the City that are not less than the purchase volumes of the government unit or commercial customer that has received the lower prices, greater benefits, or more favorable terms.

H. If at any time during the term of the Contract, Supplier reduces prices to other buyers purchasing approximately the same quantities stated on the Contract, Supplier will immediately notify the City purchasing manager of such fact, and the price(s) for future orders under the Contract shall be reduced accordingly.

I. The City is entitled to any promotional pricing during the Contract period.

J. Price decreases shall be immediately passed on to the City.

K. The City reserves the right to increase or decrease the quantities of any item awarded pursuant to the Contract and pay according to the unit prices quoted in the submittal with no adjustments for anticipated profit.

PS17-0278F Page 52 of 104


1.33 APPROVED EQUALS WHEN ALTERNATES ARE ALLOWED

A. Unless an item is indicated as "no substitute," special brands, when named, are intended to describe the standard of quality, performance, or use desired. Equal items will be considered by the City, provided that Supplier specifies the brand and model, and provides all descriptive literature, independent test results, specification sheets, schematic drawings, photographs, product samples, local servicing, parts availability, etc., to enable the City to evaluate the proposed equal. Performance testing in the field may be required.

B. The decision of the City as to what items are equal shall be final and conclusive. If the City elects to purchase a brand represented by Supplier to be an "equal," the City's acceptance of the item is conditioned on the City's inspection and testing after receipt. If, in the sole judgment of the City, the item is determined not to be an equal, the item shall be returned at Supplier's expense.

C. When a brand name or level of quality is not stated in Supplier's submittal, it is understood Supplier's submittal shall exactly confirm with those required in the Contract. If more than one brand name is stated in a Solicitation, Supplier(s) must indicate the brand and model/part number to be supplied.

1.34 RISK OF LOSS, SHIPPING AND DELIVERY

A. Shipping. Prices must be quoted FOB destination (the place of destination as defined in RCW 62A.2-319, as that statute may hereafter be amended), with freight prepaid and allowed (shipping costs included in unit prices), and risk of loss remaining with Supplier until delivery is tendered.

B. Delivery. Delivery will be to the designated addresses set forth in a Solicitation or as otherwise stated in the Contract. Deliveries shall be between 9:00 a.m. and 3:30 p.m., Monday through Friday only, except Legal Holidays. Failure to make timely delivery shall be cause for termination of the contract or order and return of all or part of the items at Supplier’s expense except in the case of force majeure.

1.35 DELIVERY OF PRODUCTS AND PROVISION OF SERVICES – IDLING PROHIBITED

A. The City of Tacoma has a commitment to reduction of unnecessary fuel emissions and improving air quality by reducing unnecessary air pollution from idling vehicles. Limiting car and truck idling supports cleaner air, healthier work environments, the efficient use of city resources, the public’s enjoyment of City properties and programs, conservation of natural resources, and good stewardship practices.

B. Vehicles and/or diesel fuel trucks shall not idle at the time and location of the delivery to the City of Tacoma for more than three minutes. The City requires contractors to utilize practices that reduce fuel consumption and emission discharge, including turning off trucks and vehicles during delivery of products to the City. Exceptions to this requirement include when associated power is necessary to make a delivery or provide the service, when the engine is used to provide power to another device, and when a running engine is required for proper warm-up and cool-down of the engine.

1.36 PACKING SLIPS AND INVOICES

A. Each invoice shall show City of Tacoma purchase order number, release number if applicable, quantity, unit of measure, item description, unit price and extended price for each line if applicable, services and deliverables provided if applicable. Line totals shall be summed to give a grand total to which sales tax shall be added, if applicable.

1. For transactions conducted in SAP Ariba, invoices shall be submitted through Ariba. 2. For invoices paid by ACH or by check, unless stated otherwise, invoices shall be electronically

submitted by email with corresponding PO number listed in the subject line to [email protected].

3. For invoices paid by credit card, invoices shall also display the last name of the cardholder and last four digits (only) of the card number (e.g., Jones/6311). Unless stated otherwise, invoices shall be electronically submitted by email with corresponding PO number listed in the subject line to (do not combine different POs into one invoice or charge) to [email protected].

B. Any terms, provisions or language in Supplier’s invoice(s) that conflict with the terms of the Contract are superseded and shall not apply to the Contract unless expressly accepted in writing by the City.

C. Packing slips and shipping notices shall be sent to the specific City Division or Department receiving the item(s) at the address stated in City’s Solicitation or as otherwise stated in the Contract and include complete description of items, contents of items if crated or cased, quantity, shipping point, carrier, bill of lading number and City of Tacoma purchase order.

PS17-0278F Page 53 of 104

mailto:[email protected]

mailto:[email protected]


D. Supplier shall package orders, preferably in environmental friendly packaging such as reduced packaging and recyclable packing materials.

1.37 COOPERATIVE PURCHASING

The Washington State Interlocal Cooperation Act RCW 39.34 provides that other governmental agencies may purchase goods and services based on the Contract with the City in accordance with the terms and prices of the Contract if all parties are agreeable. Each public agency shall formulate a separate contract with Supplier, incorporating the terms and conditions of the Contract with the City of Tacoma. The City shall incur no liability in connection with such contracts or purchases by other public agencies thereunder. It will be Supplier’s responsibility to inform such public agencies of the Contract with the City. Supplier shall invoice such public agencies as separate entities.

1.38 TAXES

A. Unless otherwise stated, applicable federal, state, City, and local taxes shall be included in the submittal and in contract as indicated below. As used herein, the term “taxes” shall include any and all taxes, assessments, fees, charges, interest, penalties, and/or fines imposed by applicable laws and regulations in connection with the procurement of goods and/or services hereunder.

1. Federal Excise Tax. The City of Tacoma is exempt from federal excise tax. The City will furnish a Federal Excise Tax Exemption certificate, if required. If Supplier fails to include any applicable tax in its submittal, then Supplier shall be solely responsible for the payment of said tax.

2. State and Local Sales Tax. The City of Tacoma is subject to Washington state sales tax. It is Supplier's obligation to state the correct sales tax percentage and include the applicable Washington state, city and local sales tax as a separate line item(s) in the submittal.

3. City of Tacoma Business and Occupation Tax. It is Supplier's obligation to include City of Tacoma Business and Occupation tax in the unit and/or lump sum prices submitted; it shall not be shown separately on the submittal. Per Sub-Title 6A of the City of Tacoma Municipal Code, transactions with the City of Tacoma may be subject to the City’s Business and Occupation Tax.

B. Any or All Other Taxes. Any or all other taxes are the responsibility of Supplier unless otherwise required by law. Except for state sales tax, Supplier acknowledges that it is responsible for the payment of all taxes applicable to the Contract and Supplier agrees to comply with all applicable laws regarding the reporting of income, maintenance of records, and all other requirements and obligations imposed pursuant to applicable law.

C. If the City is assessed, made liable, or responsible in any manner for taxes contrary to the provisions of the Contract, Supplier agrees to hold the City harmless from such costs, including attorney's fees. In the event Supplier fails to pay any taxes, assessments, penalties, or fees imposed by any governmental body, including a court of law, other than those taxes the City is required to pay, then Supplier authorizes the City to deduct and withhold or pay over to the appropriate governmental body those unpaid amounts upon demand by the governmental body. It is agreed that this provision shall apply to taxes and fees imposed by City ordinance. Any such payments shall be deducted from Supplier’s total compensation.

1.39 COMPENSATION

A. The City shall compensate Supplier in accordance with the Contract. Said compensation shall be the total compensation for Supplier’s performance hereunder including, but not limited to, all work, services, deliverables, materials, supplies, equipment, subcontractor’s fees and all reimbursable travel and miscellaneous or incidental expenses to be incurred by Supplier. Unless stated otherwise the total stated compensation may not be changed without a written change order or other form of contract amendment.

B. Payment(s) made in accordance with the Contract shall fully compensate Supplier for all risk, loss, damages or expense of whatever nature, and acceptance of payment shall constitute a waiver of all claims submitted by Supplier.

1.40 PAYMENT TERMS

A. Payment shall be made through the City’s ordinary payment process, and shall be considered timely if made within 30 days of receipt of a properly completed invoice. All payments shall be subject to adjustment for any amounts, upon audit or otherwise, determined to have been improperly invoiced. The City may withhold payment to Supplier for any services or deliverables not performed as required hereunder until such time as Supplier modifies such services or deliverables to the satisfaction of the City.

PS17-0278F Page 54 of 104


B. Invoices will not be processed for payment, nor will the period of cash discount commence, until all invoiced items are received and satisfactory performance of the Contract has been attained. Upon CITY’S request, Supplier shall submit necessary and appropriate documentation, as determined by the CITY, for all invoiced services and deliverables. If an adjustment in payment is necessary due to damage or dispute, the cash discount period shall commence on the date final approval for payment is authorized.

1.41 PAYMENT METHOD – CREDIT CARD ACCEPTANCE – EFT/ACH ACCEPTANCE

A. Payment methods include:

1. Credit card. Tacoma’s VISA procurement card program is supported by standard bank credit suppliers and requires that merchants abide by the VISA merchant operating rules.

a. Suppliers must be PCI-DSS compliant (secure credit card data management) and federal FACTA (sensitive card data display) compliant.

b. Suppliers must be set up by their card processing equipment provider (merchant acquirer) as a minimum of a Level II merchant with the ability to pass along tax, shipping and merchant references information.

2. Electronic Funds Transfer (EFT) by Automated Clearing House (ACH).

3. Check or other cash equivalent.

B. The City’s preferred method of payment is by Visa credit card (aka procurement card). Suppliers may be required to have the capability of accepting the City’s authorized procurement card as a method of payment. The City of Tacoma will not accept price changes or pay additional fees when the procurement card is used.

C. The City, in its sole discretion, will determine the method of payment for goods and/or services as part of the Contract.

1.42 NOTICES

Unless otherwise specified, except for routine operational communications, which may be delivered personally or transmitted by electronic mail, all notices required by the Contract shall be in writing and shall be deemed to have been duly given if delivered personally or mailed first-class mail, postage prepaid, to Supplier’s registered agent and to the applicable City department representative.

1.43 INDEPENDENT CONTRACTOR STATUS

A. Supplier is considered an independent contractor who shall at all times perform his/her duties and responsibilities and carry out all services as an independent contractor and shall never represent or construe his/her status to be that of an agent or employee of the City, nor shall Supplier be eligible for any employee benefits. No payroll or employment taxes or contributions of any kind shall be withheld or paid by the City with respect to payments to Supplier. Supplier shall be solely responsible for all said payroll or employment taxes and/or contributions including, but not limited to, FICA, FUTA, federal income tax, state personal income tax, state disability insurance tax and state unemployment insurance tax. If the City is assessed, made liable or responsible in any manner for such taxes or contributions, Supplier agrees to indemnify and hold the City harmless from all costs incurred, including attorney fees.

B. Unless otherwise specified in writing, Supplier shall provide at its sole expense all materials, working space, and other necessities and instruments to perform its duties under the Contract. Supplier, at its sole expense, shall obtain and keep in force any and all applicable licenses, permits and tax certificates necessary to perform the Contract.

1.44 NONDISCRIMINATION

Supplier agrees to take all steps necessary to comply with all federal, state, and City laws and policies regarding non-discrimination and equal employment opportunities. Supplier shall not discriminate in any employment action because of race, religion, color, national origin or ancestry, sex, gender identity, sexual orientation, age, marital status, familial status, or the presence of any sensory, mental, or physical handicap. In the event of non-compliance by Supplier with any of the non-discrimination provisions of the Contract, the City shall be deemed to have cause to terminate the Contract, in whole or in part.

PS17-0278F Page 55 of 104


1.45 FEDERAL, STATE, AND MUNICIPAL LAWS AND REGULATIONS

Supplier shall comply with all federal, state, municipal, and/or local laws and regulations in the performance of all terms and conditions of the Contract. Supplier shall be solely responsible for all violations of the law from any cause in connection with its performance of work under the Contract.

1.46 REPORTS, RIGHT TO AUDIT, PERSONNEL

A. Reports. Supplier shall, at such times and in such form as the City may reasonably require, furnish the City with periodic status reports pertaining to the services undertaken or goods provided pursuant to the Contract.

B. Right to Audit. Upon City’s request, Supplier shall make available to City all accounts, records and documents related to the scope of work for City’s inspection, auditing, or evaluation during normal business hours as reasonably needed by City to assess performance, compliance and/or quality assurance under the Contract or in satisfaction of City’s public disclosure obligations as applicable.

C. Personnel. If before, during, or after the execution of a Contract, Supplier has represented or represents to the City that certain personnel would or will be responsible for performing services pursuant to the Contract, then Supplier is obligated to ensure that said personnel perform said Contract services to the maximum extent permitted by law. Substantial organizational or personnel changes within Supplier’s firm are expected to be communicated to City immediately. Failure to do so could result in termination of the Contract. This provision shall only be waived by written authorization by the City, and on a case-by-case basis.

1.47 INSURANCE

During the course and performance of a Contract, Supplier will provide proof and maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements as is applicable to the services, products, and deliverables provided under the Contract. The City of Tacoma Insurance Requirements document, if issued, is fully incorporated into the Contract by reference.

1.48 INDEMNIFICATION – HOLD HARMLESS

A. Supplier agrees to indemnify, defend, and hold harmless the City of Tacoma, its officers, agents and employees, from and against any and all liability which may accrue to or be sustained by the City of Tacoma for any claim, suit or legal action made or brought against the City for the death of or injury to persons (including Supplier's or subcontractor's employees), or damage to property involving Supplier or subcontractor(s) and their employees or agents, or for any other cause arising out of and in connection with or incident to the performance of the Contract, except for injuries or damages caused by the sole negligence of the City. In this regard, Supplier recognizes it is waiving immunity under Industrial Insurance Law, Title 51 RCW. This indemnification includes attorney's fees and the cost of establishing the right to indemnification hereunder in favor of the City of Tacoma. By Supplier's acceptance of this order, he/she agrees that this subsection has been mutually negotiated.

B. These indemnifications shall survive the termination of a Contract.

1.49 CONFLICT OF INTEREST

No officer, employee, or agent of the City, nor any member of the immediate family of any such officer, employee or agent as defined by City ordinance, shall have any personal financial interest, direct or indirect, in a Contract, either in fact or in appearance. Supplier shall comply with all federal, state, and City conflict of interest laws, statutes, and regulations. Supplier represents that Supplier presently has no interest and shall not acquire any interest, direct or indirect, in the program to which the Contract pertains that would conflict in any manner or degree with the performance of Supplier’s services and obligations hereunder. Supplier further covenants that, in performance of a Contract, no person having any such interest shall be employed. Supplier also agrees that its violation of the City’s Code of Ethics contained in Chapter 1.46 of the Tacoma Municipal Code shall constitute a breach of Contract subjecting the Contract to termination.

1.50 CITY OWNERSHIP OF WORK/RIGHTS IN DATA/PUBLICATIONS

A. To the extent that Supplier creates any work subject to the protections of the Copyright Act (Title 17 U.S.C.) in its performance of a Contract, Supplier agrees to the following: The work has been specially ordered and commissioned by the City. Supplier agrees that the work is a “work made for hire” for copyright purposes, with all copyrights in the work owned by City. To the extent that the work does not qualify as a work made for hire under applicable law, and to the extent that the work includes material subject to copyright, Supplier hereby assigns to City, its successors and assigns, all right, title and interest in and to the work, including but not limited to, all copyrights, patent, trade secret and other

PS17-0278F Page 56 of 104


proprietary rights, and all rights, title and interest in and to any inventions and designs embodied in the work or developed during the course of Supplier’s creation of the work.

B. Supplier shall be solely responsible for obtaining releases and/or licenses for the reproduction, distribution, creation of derivative works, performance, display, or other use of copyrighted materials. Should Supplier fail to obtain said releases and/or licenses, Supplier shall indemnify, defend, and hold harmless the City for any claim resulting there from.

1.51 DUTY OF CONFIDENTIALITY

Supplier acknowledges that unauthorized disclosure of information or documentation concerning the Scope of Work hereunder may cause substantial economic loss or harm to the City. Except for disclosure of information and documents to Supplier’s employees, agents, or subcontractors who have a substantial need to know such information in connection with Supplier’s performance of obligations under the Contract, Supplier shall not without prior written authorization by the City allow the release, dissemination, distribution, sharing, or other publication or disclosure of information or documentation obtained, discovered, shared or produced pursuant to a Contract.

1.52 DISPUTE RESOLUTION

In the event of a dispute pertaining to ta Contract, the parties agree to attempt to negotiate in good faith an acceptable resolution. If a resolution cannot be negotiated, then the parties agree to submit the dispute to voluntary non-binding mediation before pursuing other remedies. This provision does not limit the City’s right to terminate.

1.53 GOVERNING LAW AND VENUE

Washington law shall govern the interpretation of the Contract. The state or federal courts located in Pierce County Washington shall be the sole venue of any mediation, arbitration, or litigation arising out of the Contract.

1.54 ASSIGNMENT

Supplier shall not assign, subcontract, delegate or transfer any obligation, interest or claim to or under the Contract without the prior written consent of the City.

1.55 WAIVER

A waiver or failure by either party to enforce any provision of the contract shall not be construed as a continuing waiver of such provisions, nor shall the same constitute a waiver of any other provision of the Contract.

1.56 SEVERABILITY AND SURVIVAL

If any term, condition or provision herein or incorporated by reference is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of the Contract, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of the Contract, shall survive termination of the Contract.

1.57 NO CITY LIABILITY

Neither the City, its officials, staff, agents, employees, representatives, or consultants will be liable for any claims or damages resulting from any aspect of this procurement process.

1.58 SIGNATURES

A signed copy of Submittals, Contract documents, including but not limited to contract amendments, contract exhibits, task orders, statements of work and other such Contract related documents, delivered by email or other means of electronic transmission including by using a third party service, which service is provided primarily for the electronic execution of electronic records, shall be deemed to have the same legal effect as delivery of an original signed copy.

PS17-0278F Page 57 of 104

PS17-0278F Page 58 of 104

PS17-0278F Page 59 of 104

PS17-0278F Page 60 of 104

PS17-0278F Page 61 of 104

PS17-0278F Page 62 of 104

PS17-0278F Page 63 of 104

PS17-0278F Page 64 of 104

APPENDIX D – Technical Requirements

Functional Requirements Vendor Instruction for Functional Requirements

Tacoma Public Utility’s functional requirements are a baseline list in the set of tables found below. Each requirement must be addressed individually because the proposed cost provided by your proposal team must include implementation of these requirements as a baseline. Please complete your “Vendor Response" to each requirement as well as inserting the applicable “Fit‐Gap Code” response in the appropriate columns below. Where the requirement is not “out of the box”, please provide as much documentation as possible to support how you would implement that requirement.

FIT‐GAP CODES – please insert within the “Fit‐Gap Code” column with the most appropriate Fit‐Gap Code (see below code list) for each functional requirement.

CF Core functionality within the system; functionality will be obtained through configuration of modules without changing, modifying, or writing new code.

TP The Vendor's proposal does not fully provide the solution and another integrated Third‐Party software application is required to meet this requirement. Please identify recommended third‐party software in the "Vendor's Notes" column.

CO Vendor must add custom configuration to the proposed software solution to meet this requirement. Such additions and access to these additional fields do not require changing core source code.

M The Vendor's core source code must be slightly modified to meet this requirement.

UA The Vendor's solution in unable to meet this requirement and the Vendor is not aware of any third‐party solution that will be available to meet this requirement.

Also, as part of your vendor response to each functional requirement, please provide which product module or modules would be used in accordance of answering the requirement in the “Module(s)” column.

I. General – Functional Requirements

Workflow Function ID Functional Requirement Description General Software 1.0 Describe how your MWM software solution can be installed and managed as a:

PS17-0278F Page 65 of 104

Workflow Function ID Functional Requirement Description General Software 1.1 a. Standalone/On‐premise solution; General Software 1.2 b. Web‐based solution – typically known as Cloud‐based or also known as SaaS

(Software as a Service); General Software 1.3 c. Hybrid solution – Combination of Standalone/On‐premise and Cloud‐based/SaaS; General Software 1.4 d. Describe what reciprocal agreements are in place with subcontractors and service

providers; General Software 1.5 e. If your solution is a Cloud or Hybrid based solution, do you operate in a SAE

certified data center? General Config 2.0 Describe your ability to provide a high degree of flexibility in the MWM system's

configuration with: General Config 2.1 a. Dynamic Forms creation; General Config 2.2 b. Data orchestration, i.e., what data is being pulled from back‐office system

applications; General Config 2.3 c. How are the back office system applications being updated from the mobile field

data? General Config 2.4 d. Can features within your solution be turned on/off depending on workgroup using

it? ‐ Please describe. General Config 2.5 e. What data or types of data are stored on the mobile device, e.g., forms, voltage

ratings, temperature readings, as operating view, or pictures/videos, and does mobile devices generally wait until a block of stored data is full before erasing data?

General Security 3.0 The MWM system and applications shall provide group level security at the database object level for Create, Read, Update and Delete of MWM database objects.

General Security 3.1 To what level is your MWM solution ADA compliant? General Security 4.0 The MWM system shall provide group level security for access to MWM applications at

the user interface level. General Security 5.0 The MWM shall allow the user and group security information to be "passed‐through"

from the operating system so that the user is not forced to log‐on multiple times. General Security 6.0 Please describe how you implement security within the solution by answering the

following questions: General Security 6.1 a. Is there encryption with mobile devices, especially for off‐line use and is sensitive

information (e.g., customer data) encrypted on the mobile device? General Security 6.2 b. If a mobile device is lost, or stolen, is the data accessible?

PS17-0278F Page 66 of 104

Workflow Function ID Functional Requirement Description General Security 6.3 c. Are you using 2048‐bit SSL (Secure Sockets Layer), 256‐bit encryption, and

Transport Layer Security (TLS) v1.2 or higher protocol; please describe? General Security 6.4 d. If using a cloud‐based solution, is your data encrypted in a safe mode where only

your company has the encryption "key"? General Security 6.5 Is there a capability for Two‐Factor Authentication (2FA) ‐ often referred to as two‐

step verification? General Security 6.6 What is your practice for routine line scanning for vulnerabilities and for remediation

of vulnerabilities? General Security 6.7 Are your customers allowed to review security audit results and does the auditor's

report reflect the customer's organization's risks? General Security 7.0 How well does your proposed MWM solution work with a typical utility's: General Security 7.1 a. VPN? General Security 7.2 b. Firewall? General Security 7.3 c. IT infrastructure? General Security 7.4 d. Application Delivery Controller? General Security 7.5 e. Virtualized Environment? General Security 8.0 If applicable, can your solution be deployed and managed through IBM MaaS360

Mobile Device Management platform? General Security 9.0 Can you please provide a copy of your service level agreement (SLA)? General Security 10.0 Can you please provide a copy of your technical and user support plan? General Security 11.0 The ability for multiple levels of sign‐in/access authority to the ensure certain data is

protected or non‐editable, e.g., the data used for analysis and reporting employee performance should not be available to all users.

General Integration 12.0 Describe how your MWM solution integrates with the following system applications via an enterprise service bus (ESB) or directly:

General Integration 12.1 a. SAP ERP, ECC 6.07 (e.g., IS‐Utilities, HR, GL, MM, and PM Modules); General Integration 12.2 b. Outage Management System (OMS ‐ currently CGI PragmaLINE); General Integration 12.3 c. GIS (Esri ArcGIS/ArcMap for Water facilities and GE Smallworld for Power facilities); General Integration 12.4 d. IVR (with GPS coordinates capabilities);

PS17-0278F Page 67 of 104

Workflow Function ID Functional Requirement Description General Integration 12.5 e. Please describe your support model including versions supported for mobile smart

phones, laptops, and tablets, e.g., Samsung, BlackBerry, Android, iOS, and Windows devices.

General Integration 12.6 f. Please describe your support model for Internet Explorer and other web browsers (e.g., Foxfire, Google Chrome, Opera, and Safari to name a few).

General Integration 12.7 g. Please describe your support model to work with Microsoft SharePoint Online. General Integration 12.8 h. Does your software have any software or version dependencies? General Integration 12.9 i. Cherwell IT Service Management software (IT service desk). General Workflow

Config 13.0 Workflow is considered to be the orchestration of data, services (via work orders and

tasks), and documents from one step to another. Describe your workflow configuration approach that would allow flexibility and tailoring of the following:

General Workflow Config

13.1 a. What data is to be pulled from back‐office systems;


13.2 b. The blending of the previous data with other data;


13.3 c. How this data is displayed in mobile field forms;


13.4 d. How then is this mobile data inputted back into the various back‐office systems?

General WO/Form 14.0 GG/TPU technicians and/or crews day begins with a work order (WO) and tasks and most of the day is driven by WOs/tasks. The WOs/tasks could workflow through the following steps: planning/forecasting, scheduling, routing, dispatch, mobile, and reporting. Other items that may be associated the work orders and tasks may be approvals, field photos, other documents, redlined markups, and WO/task completion via a "completion form" that align with the specific job codes and processes. Describe your solutions:

General WO/Form 14.1 a. Workflow process configuration and is it static or dynamic. General WO/Form 14.2 b. The ability from the Mobile client to create SAP notifications in the field including

making one from a map (e.g., main segment that may not have an equipment record in SAP).

General WO/Form 14.3 c. The ability from the Mobile client to install and retire technical objects (e.g., equipment/asset devices) in the field and record this via the mobile device.

PS17-0278F Page 68 of 104

Workflow Function ID Functional Requirement Description General WO/Form 14.4 d. The ability from the Mobile client and/or the Desktop (thick client) to modify the

number of parts used, query through parts catalogues, and/or update a Bill of Materials (BOM) if materials purchased weren't on the original Work Order.

General WO/Form 14.5 e. Configuration and use of static forms and dynamic forms, i.e., Smart Forms. From TPU's perspective, smart forms are mobile forms that can have field dependencies depending on what data is entered.

General WO/Form 15.0 Describe how your solution can support the following: General WO/Form 15.1 a. Photo/Image capture and attach them to Work Order, SAP Notification, or technical

object (i.e., equipment and its functional location). General WO/Form 15.2 b. Edit work order completion details, plant data (as‐built documentation), and/or map

data from the field with the use of redline/mark‐up tools. General WO/Form 15.3 c. The ability to create Work Order (WO) and/or Notification by field personnel add

associated with: Measurement Documents, Materials Reservation, as well as Time Reporting confirmations.

General WO/Form 15.4 d. Measurement documents; the ability to set points and measurements associated with SAP equipment and/or functional locations (FLOCs), where users can set recording rules and track those measurements.

General WO/Form 15.5 e. Ability to integrate to the mobile client to SAP Materials Management module to create a materials reservation from the field.

General WO/Form 15.6 f. The ability from the mobile client to perform Time confirmations. General WO/Form 15.7 g. Route re‐optimization: The ability from the dispatcher and/or mobile client user to

re‐optimize an assigned route at any given time for one work order or for multiple work order in a given period of time or for the remainder of the day.

General WO/Form 15.8 h. AVL/GPS tracking (technicians, crews, other users, via their vehicles and/or mobile device) and have this displayed on the map with the associated breadcrumb trail.

General WO/Form 15.9 i. Historical database that provides activity/route analysis (e.g., GPS breadcrumb trail data for reviewing speeding violations, route adherence, and route deviations).

General Offline/Online 16.0 In some instances with TPU field workforce is operating in remote areas where there is little or no wireless connectivity. Please describe if your solution provides the following:

General Offline/Online 16.1 a. Automatic data conflict detection; General Offline/Online 16.2 b. Synchronization and version management in either off‐line or online scenarios;

PS17-0278F Page 69 of 104

Workflow Function ID Functional Requirement Description General Offline/Online 17.0 If your solution does not contain the previous two bulleted features, describe how

your system prevents data from not getting misaligned, outdated, or duplicated. General Mobile

Devices 18.0 Does your MWM solution run on the following device platforms:

General Mobile Devices

18.1 a. MS Windows PCs/MDTs;


18.2 b. Tablets (MS Windows, iOS, and/or Android);


18.3 c. Smart phones (MS Windows, iOS, and/or Android).


19.0 Does your web application run on standard browsers such as:


19.1 a. Internet Explorer;


19.2 b. Firefox;


19.3 c. Google Chrome.

General MWM Apps Gen

20.0 The ability for the user logon the mobile application based on established permissions from a user profile.


21.0 Allow the user to open multiple screen displays within a session, including multiple work order displays, and mobile map display.


22.0 Ability for the user to utilize multiple screen formats and screen sequences depending on work order type.


23.0 Display user help screens both as searchable documentation as well as context sensitive help at the screen/field level.


24.0 Send and receive text messages between dispatcher and mobile device (dispatcher and or supervisor to crew) as well as between mobile devices (crew to crew).


25.0 Send (broadcast) messages to multiple mobile devices/crews at the same time; either as a defined work group or multiple designated recipients.


26.0 Synchronize the mobile field device clock with server upon logon or on next re‐establishment of communications with server.

PS17-0278F Page 70 of 104

Workflow Function ID Functional Requirement Description General MWM Apps

Gen 27.0 Ensure that the system clock in the mobile field device cannot be changed, or if

changed, the change is logged as an event in the MWM system application audit trail. General MWM Apps

Gen 28.0 The ability to accept and/or create work orders and then resource load, schedule,

dispatch, status update, track, and close the work orders. The general set work job/order types include, but not limited to:


28.1 a. Trouble/Emergency investigation orders;


28.2 b. Repair Orders;


28.3 c. Short Cycle type work (high volume/short duration jobs, e.g., Service Orders);


28.4 d. Long Cycle work (Complex work orders with possible predecessor/successor, multi‐staged, multi‐day, multi‐person job relationships);


28.5 e. Maintenance Orders (Preventative (PM) and Corrective (CM) orders/tasks);


28.6 f. Inspection Orders (Inspection Program‐based and General Inspection orders);


28.7 g. Survey Orders (e.g., tree trimming‐by circuit, water leak survey, Poles and Meters surveys);


28.8 h. Follow‐up work requests/notifications.

General System Admin.

Reqmt. Statement

The MWM system's application will need to be configured and managed by an TPU systems database administrator(s) on an ongoing basis to monitor and adapt to changes in the structure of the organization, or the work forces, of areas of responsibility, and to changing business rules. The system's administrator application shall have the ability to:


29.0 Maintain a user directory of valid MWM system application users, along with profile information including dispatch areas authorized, default dispatch area, and permissions.


30.0 Maintain a user directory of valid mobile users, along with profile information including dispatch areas authorized, default dispatch area, and permissions.

PS17-0278F Page 71 of 104

Workflow Function ID Functional Requirement Description General System

Admin. 31.0 Permit users to edit data within their user profile including passwords, preferences.


32.0 Maintain corporate calendar defining weekdays, weekends, holidays.


33.0 Be configured into dispatch areas that represent geographic areas, are managed by designated dispatchers, and have a set of resources allocated to them.


34.0 Maintain the geographic boundaries of dispatch areas within the system, and maintain a geographic location for work sites, crews, orders.


35.0 Be configured to permit dispatch areas by organization and divisional areas.


36.0 Be configurable by dispatch area to allow for independent setting of operational parameters such as auto‐log off, order stagger times, messages, and end of day processing.


37.0 Allow for a set of dispatch areas for each of different organizational units and allow for areas from one unit to overlap areas from other units (i.e. electric outage and gas inspections)


38.0 Configure resource assignment rules by order type.


39.0 Load employee data directly from HR systems.


40.0 Manage external Contract Crews and their resources (i.e., vehicles and equipment) via a Contractor Web Portal.


41.0 Edit and update crew and individual's skills and qualifications.


42.0 Maintain (assign) work order codes individually for each dispatch area.


43.0 Support order types including Restoration, Inspection, Maintenance (PM/CM), Construction, Survey, Switching, Emergency, Investigation, and other miscellaneous order types.


44.0 Configure and maintain skill classification codes for assignment to personnel and crews.

PS17-0278F Page 72 of 104

Workflow Function ID Functional Requirement Description General System

Admin. 45.0 Define field technician and crew labor classifications.


46.0 Maintain shift schedules as required.

General User Interface 47.0 System's graphical user interface (UI) should comply with the Microsoft User Interface or similar Guidelines.

General User Interface 48.0 The UI should make extensive use of user interface ergonomics data quality features including mandatory fields, data formats, pick‐lists, keyboard navigation, right click context menus, radio buttons, check boxes, copy, cut, paste operations, etc.

General User Interface 49.0 The dispatch applications should have the ability to utilize two display monitors on properly configured computers.

General User Interface 50.0 All application software should be capable of operating on desktop computers as well as laptop devices without any differences in functionality.

General MWM Penchants

51.0 Ability to enable customer payment via mobile device (digital cashless payment) and pass this customer "payment" data back to SAP ERP host application for back office processing and payment notification back to the call center representatives.


52.0 Configurable design and flow of MWM and Mobile solution applications with zero vendor coding.


53.0 Provide Mobile Device Management capabilities as part of the overall solution, i.e., deploy, secure, monitor, integrate, and management of all mobile devices.

II. Plan and Forecast – Functional Requirements

Workflow Function ID Functional Requirement Description Plan/Forecast Forecasting 54.0 From the resource forecasting perspective, the ability within the MWM system

Forecast application to create and evaluate scenarios that can balance workload commitments against resource capacity.

Plan/Forecast Forecasting 55.0 The ability to provide an interactive MWM resource planning/forecasting tool that allows users to allocate TPU field resources and project visually on a Gantt Chart the allocated field resource utilization across all projected work orders, segmented by organization/divisional lines.

PS17-0278F Page 73 of 104

Workflow Function ID Functional Requirement Description Plan/Forecast Forecasting 56.0 Ability for the system to provide intelligent allocation/assignment scheduling &

dispatch of jobs, labor, and equipment resources. Plan/Forecast Forecasting 57.0 The ability within the MWM system application to provide an initial resource forecast

that projects the total labor hours required, by job code, for daily, weekly, an monthly resource and workload utilization forecasts.

Plan/Forecast Forecasting 58.0 The ability to see changes to the MWM resource schedule (timeline, additions of work/task, etc.) that ultimately will affect the use of projected resources and therefore also affect the resource forecast.

Plan/Forecast Forecasting 59.0 The ability within the MWM system application to run "what if" scenarios on the possibility of losing (or acquiring) field personnel and its overall impact of the resource forecast.

Plan/Forecast Planned Maintenance

60.0 Planned Maintenance: Preventative Maintenance (PM) & Corrective Maintenance (CM) Planning; the system shall provide a means of assignment of resources such as material, crew, contractors, and tools to a PM/CM order(s), so that a particular maintenance task(s) and be executed without hindrance.


61.0 Preventative Maintenance (PM) & Corrective Maintenance (CM) Scheduling – the ability of the system to automatically evaluate when a PM/CM order(s)can be executed. This is to ensure that there is no bottlenecks with regard to any resources, and so that no further delay results in breakdown of the assets.


62.0 Dispatching PM/CM Resources – the ability of the system to assign a crew or individual to perform a specific task of the scheduled and planned PM/CM orders the downtime of an asset is kept at a minimum.


63.0 Ability for all breakdowns or problems faced during the operations shall be captured as maintenance notifications. These maintenance notifications are used to forecast the maintenance requirements that need planning.


64.0 Within the system, maintenance task lists shall be used to describe task steps that need to be performed to accomplish a maintenance (PM or CM) requirement. Planning activity start by converting maintenance (PM or CM) requirements from maintenance notifications to PM or CM maintenance orders.


65.0 The ability of the system application to recognize the required capacity of the resources and adapting the dates to optimize the use of these resources shall be considered an important step within maintenance scheduling application.

PS17-0278F Page 74 of 104

Workflow Function ID Functional Requirement Description Plan/Forecast Planned

Maintenance 66.0 A prerequisite for PM/CM maintenance MWM planning/forecasting and scheduling

application, is to have a completed list of PM/CM maintenance requirements that may need to be executed in the near future. These PM/CM requirements are normally created in the form of SAP Notifications. Thus, the MWM system shall have an open interface to receive SAP PM/CM maintenance requests from SAP ERP (PM module).


67.0 PM/CM notification shall be assigned to a standard task list if they are available, or can be converted to an PM/ CM order. The step to fulfill PM/CM maintenance requirements can be added manually if needed. On the basis of the PM/CM notifications and/or orders, maintenance planning activities can be started.


68.0 The system shall automatically appropriate the correct work center, so that the PM/CM requirements for crew type can be specified in PM/CM task lists or orders.


69.0 The definition and setup of control keys within the system, as well as PM/CM activity types, shall be essential for the planning of the PM/CM maintenance orders.

III. Schedule – Functional Requirements

Workflow Function ID Functional Requirement Description Schedule Resource

Management Reqmt. Statement

The MWM System's application will manage all resources and crews through the various work lifecycles, i.e. from the creation of work orders through the final closure of the work. This application will be operated by dispatchers, field supervisors, or schedulers for the purpose of allocating assigning, dispatching, and monitoring all resources and crews for Customer Service, Water, Electric, Environmental Services, field crews. The module or application shall have the ability to:

Schedule Resource Management

70.0 Maintain (add, modify, delete) resource information for, but not limited to, field technicians, field crews, other internal TPU personnel, contractors, equipment, and tools.


71.0 Record and update changes to crew makeup, fleet, and/or equipment information at dispatcher's or supervisor's discretion.


72.0 Assign orders to crews based on order type and location, crew skill level and location, order priority, crew time remaining on shift, and crew drive limits.


73.0 The ability to transfer technicians or crews from one dispatch area to another.

PS17-0278F Page 75 of 104

Workflow Function ID Functional Requirement Description Schedule Resource

Management 74.0 The ability to transfer work orders from one dispatch area to another.


75.0 Accept order updates from the host system including due dates, assignments, cancellation, and suspension.


76.0 Require the field crew to acknowledge the assignment and receipt of a work order(s), and have this status change be reflected on the dispatchers' display windows.


77.0 Provide for timeout interval for the acknowledgement of an order by the field crew. Failure of crew to respond within the timeout will raise an alert (visual and/or audible) for the dispatcher. This timeout interval shall be configurable by order type and priority, and can be easily turned on/off by the dispatcher.


78.0 Require mobile users to provide a reason code or explanation for an order not being accepted, or being returned (referred or uncompleted).


79.0 The ability to reassign work orders to new or additional technicians or crews at any point in the work order's life cycle.


80.0 Ability to assign multiple crews to one work order (complex work orders).


81.0 Ability to support resource configurations of crews and of single employees.


82.0 Ability to maintain individual employee information including skill qualification levels.


83.0 Ability to maintain crew information including makeup and skill qualification levels, assigned vehicles, and other equipment.


84.0 Ability to maintain individual crew work schedules for up to 13 months in the future including vacation, training, and holidays.


85.0 Ability to display resource availability by group, crew, or individual, as wells vehicle and equipment availability.


86.0 Ability to maintain resource groups by reassigning crews or individuals to other groups for a specific period of time.


87.0 Ability to modify a resource's availability on an ad‐hoc basis.


88.0 Create and store variable crew work schedules, i.e. standard shifts, split shifts, overtime shifts, staggered shifts with meal breaks at an individual, crew or group level.

PS17-0278F Page 76 of 104

Workflow Function ID Functional Requirement Description Schedule Schedule

Management Reqmt. Statement

The MWM System's application will have a module or application that manages the scheduling work orders through their entire lifecycle including receipt/creation of orders through the final closure of the work. This application will be operated by dispatchers, field supervisors and/or schedulers for the purpose of scheduling and monitoring all field work. The module or application shall have the ability to:

Schedule Schedule Management

89.0 Modify the assignment of an order, to return it to an unassigned state, or to assign it to different crew.


90.0 Automatically schedules orders (configurable by order type, dispatch area, and resource group) with ability to turn the automatic capability on/off by resource or dispatch group.


91.0 Ability to have auto‐scheduler provide a visual display of orders scheduled, not scheduled, not meeting commitments; as well as:


92.0 The ability to visually display resource utilization (labor and/or equipment), highlighting situations were workload exceeds resource availability.


93.0 The ability to have the auto‐scheduler provide alternative schedules to resolve unscheduled orders (new dates, additional resources, overtime).


94.0 The ability to reschedule uncompleted orders either past, present, or future.


95.0 When orders are re‐scheduled, the ability to preserve original schedule information for the order.


96.0 The ability to export a data set of multiple jobs to an external scheduling application (e.g., MS Project, OmniPlan, SmartSheet, or Primavera) consisting of task ID, need date, duration, resource requirements, dependencies; and available resources by type and area.


97.0 The ability to import a data set of multiple jobs from an external scheduling application (see previous examples) with scheduled start and end dates and assigned resource types and merge with existing scheduled work.


98.0 The ability to schedule and assign orders based on configurable set of business priority rules.


99.0 The ability to make a group of orders available to another dispatch area for scheduling and dispatch.

PS17-0278F Page 77 of 104

Workflow Function ID Functional Requirement Description Schedule Schedule

Management 100.0 Provide for a long‐term scheduling horizon of up to 13 months in the future.


101.0 The ability to include a configurable percentage of "fill‐in" work (by order type and area) to be included in the mix of scheduled and dispatched work.


102.0 The ability to create and store variable work schedules, i.e. standard shifts, split shifts, overtime shifts, staggered shifts and meal breaks at an individual, crew, or group level to do what‐if scenario planning.


103.0 Display resource availability by group, crew, or individual, but also by materials availability as applicable.


104.0 Maintain resource groups by reassigning crews or individuals to other groups for a specific period of time.


105.0 Develop predictive scheduling model of orders and hours by type and by area for next "1‐n" months.


106.0 The ability to allocate resources in scheduling tool by area and skill to match predictive model.


107.0 The ability to maintain individual and crew availability schedules up to 13 months in the future to include vacation, training, holidays, etc.


108.0 The ability to manage Job Orders and Tasks in terms of durations, levels of effort by resource type, and dependencies.


109.0 The ability to shift a block or blocks of work (i.e., scheduled work) to the right to in the Gantt view to make room for emergency work related to a weather forecasted "Storm" event.


110.0 The ability to ensure that incomplete and unworked orders are rescheduled for next shift / next day either to the same or different crew based on dispatch area configuration.


111.0 The ability to schedule based off of tools/equipment availability and material availability (e.g., kitted WOs).

Schedule Appointment Booking

112.0 Provide a real time appointment scheduling capability with configurable appointment commitment (or booking) windows, e.g., for AM (in 2‐hr increments), for PM (in 2‐hr increments), All Day appointments, and After Hours appointment bookings.


113.0 Provide for the ability to manually override appointment scheduling to allow for overlapping appointments.

PS17-0278F Page 78 of 104

Workflow Function ID Functional Requirement Description Schedule Appointment

Booking Reqmt. Statement

Ability to automatically provide Appointment Windows upon request to external applications e.g., SAP ERP, e.g., CRM and PM modules as follows:


114.0 SAP ERP (CRM): The MWM shall allow Customer Service Representatives (CSRs) to make appointment commitments (appointment scheduling/booking) immediately with a "customer" based on "bucket of minutes" available related to the requested service type work.


115.0 The "bucket of minutes" for that geographic area(s) will be based on: number of technicians, technician skills, and percentage of time available for appointments.


116.0 The available "bucket of minutes" will be decreased based on the average duration for that specific job type.


117.0 SAP ERP (PM): The MWM shall allow maintenance planners to make planned maintenance and/or scheduled outage appointment commitments (appointment scheduling) immediately with a "customer" based on a "bucket of minutes" available related to planned maintenance/planned outage type work.

IV. Dispatch – General Functional Requirements

Workflow Function ID Functional Requirement Description Dispatch Dispatch

General Reqmt. Statement

The proposed MWM application will be operated by dispatchers and/or field supervisors for the purpose of scheduling, assigning, dispatching, and monitoring all Customer Service, Water, Electric, and Environmental Services field related work. The Dispatch module or application shall have the ability to:

Dispatch Dispatch General

118.0 Require a dispatcher to securely logon, access features of the system, and to logoff when work day or shift is complete.


119.0 Temporarily combine multiple dispatch areas into a single area of responsibility/management (e.g., nights, weekends, or storm conditions).


120.0 Allow a dispatcher to add or remove dispatch areas from his/her responsibility.


121.0 Provide an indication to dispatchers when crews are in and out of communication coverage.


122.0 Provide a geographic map display showing locations of orders, crews, dispatch area boundaries, and facilities.

PS17-0278F Page 79 of 104


General 123.0 Provide a display for the dispatcher showing all current and future work. The display

shall provide the ability to search, display, filter, and sort on dates, order types, order status, dispatch area, work group, work types, assigned crew, priority, time since last status change, and time until due.


124.0 Maintain a display of status of all orders to monitor unassigned orders.


125.0 Highlight or otherwise clearly symbolize orders of different types and priorities (particularly emergency orders).


126.0 Display complete order details including: header information, work/job codes, individual task details, completion information, attached documents, billing information, resource requirements, materials needed and used, Measurement Documents, and event audit trail that include timestamps.


127.0 Permit the dispatcher to edit and update work order information including work codes, priority, assigned crew, due date/time, dispatch area, assignment sequence order and equipment.


128.0 Display number and type of resources available to meet needs of a specified order based in work codes for that order.


129.0 Display crew status information including current order assignments, time allocated, time available, time remaining on shift, time charged in standard and overtime shifts.


130.0 Display availability and location of special equipment identified in an order.


131.0 Provide display of workload against resources by work type, skill, and date/shift.


132.0 Ability to alert the dispatcher when an assignment cannot be completed for reasons such as crew not logged on, crew working on a different dispatch area, or crew is not of the correct skill match.


133.0 Ability to automatically notify the dispatcher (visual and/or other) of a resource conflict on a pre‐assigned order.

Dispatch Dispatch Specific

134.0 The ability to receive switching routines as an attachment from the OMS (CGI PragmaLINE) and associate to the specific SAP ERP applications work order.


135.0 The ability to receive outage work order update information from either OMS (CGI PragmaLINE) and/or SAP ERP application work order.

PS17-0278F Page 80 of 104


Specific 136.0 The ability to receive work orders from OMS (CGI PragmaLINE) and SAP ERP

applications. Dispatch Dispatch

Specific 137.0 The ability to receive employee status (available, unavailable) from ARCOS.


138.0 The ability to receive Employee (skill, pay and availability) update message.


139.0 The ability to send order status update information received from the mobile device or the Dispatch application.


140.0 The ability to send compatible units (CUs) used from a pick list and/or any materials used (i.e., a super BOM) on the mobile device and process to SAP ERP applications.


141.0 The ability to send time used per task ID captured automatically from the start and finish times off the mobile device. Note: SAP's "Cross‐Application Time Sheet" (or CATS) time processing allows the supervisor or time administrator to review and approve the employee’s time. CATS requires hours, but has been configured so that a crew cannot log time for exactly 8 hours within an 8‐hour shift.


142.0 The ability to send daily (single employee or crew) time sheet data based on time stamps the mobile device collected throughout the day.


143.0 The ability to send information required by SAP ERP applications to create a follow‐up work request.


144.0 The ability to send work order completion details.


145.0 The ability to send material requisition as a free text field.


146.0 The ability to send GPS crew location coordinates to back office applications.


147.0 The ability to send suggested crew assignment as a result of a request from either OMS (CGI PragmaLINE) and/or SAP ERP work orders and tasks.


148.0 The ability to send a message to SAP ERP applications with the data to create a follow‐up work request.


149.0 The ability to send order completion data with the data required by SAP ERP applications or OMS (CGI PragmaLINE) to complete a work order and/or task.

PS17-0278F Page 81 of 104


Specific 150.0 The ability to send a work order number request to SAP ERP applications.


151.0 The ability to send an information request to OMS (CGI PragmaLINE) and/or SAP ERP applications.


152.0 The ability to send a failed device/asset and reason codes to OMS (CGI PragmaLINE) and SAP ERP PM application (asset failure details).


153.0 The ability to send a request for a document contained within a document repository.

Dispatch Dispatch Mgmt.

General Statement

The MWM Systems will have a mobile component/device operated by field crews and individuals that provides the complementary functionality to the dispatch module. The application shall have the ability to:


154.0 Require a prompt for the field user to securely login to access features of the MWM system, and to also logout when work day or shift is complete. Crew login information may include crew makeup, vehicle(s) assigned, and equipment based on skills.


155.0 Automatically log the field user off if the MWM application is closed down, windows logout is initiated, or system shut down is initiated.


156.0 Perform normal functions whether or not the unit is within communication coverage (log on, accept order, status change, record completion information). These functions are to be automatically completed when connectivity is re‐established.


157.0 Have user knowledge receipt of a system generated text message if prompted by the system.


158.0 Notify user visually of the arrival of new orders, and visually highlight high priority and emergency orders.


159.0 Generate an audible alarm upon receipt of an order, configurable by order type and priority.


160.0 Be configured to page field personnel when order is dispatched (by order type, by person, by coverage status).


161.0 Have user acknowledge acceptance of new work.


162.0 Force acknowledgement of certain order types and/or priorities.

PS17-0278F Page 82 of 104


Mgmt. 163.0 Provide for a timeout period for the acknowledgement of receipt of order.


164.0 Request additional work and/or next order, or orders of a specific type (e.g., fill‐in work).


165.0 Record completion details including notes, comments, red‐line markups from the mobile device.


166.0 Record information from the field, via mobile device, into predefined "Smart Forms" that validate input at time of entry using combinations of required fields, field formats, pick lists, or validation rules.


167.0 Smart Forms is a term used to describe an electronic form with capabilities such as electronic completion, dynamic sections, database calls and electronic submission. With a " smart form" available on the mobile user's computer/device screen, they shall be allowed to enter and process work completion information in a simple and logical format.


168.0 Record work performed in terms of compatible units (CUs), i.e., predefined units of work, as well as actual time, special tools used, and materials used. Note: this will require that TPU work is designed and estimated using standard units/CUs for that work.


169.0 The ability to record asset information for new, removed, modified or replacement equipment/assets.


170.0 The ability to complete individual orders, or a group of orders at the same time.


171.0 Display elapsed time since last status change on the mobile device.


172.0 Perform host inquiries, through the MWM dispatch application and/or Mobile client, to query external system(s) for information such as premise information, customer information, asset information, outage history information, etc.)


173.0 The ability from the mobile device to request immediate assistance of the dispatcher ,e.g., Safety/assistance/emergency alert.


174.0 Provide confirmation of receipt of request for assistance (see previous requirement).

PS17-0278F Page 83 of 104


Mgmt. 175.0 Create a work order in the field and have it submitted to the dispatch application for

validation and processing. Dispatch Dispatch

Mgmt. 176.0 The ability to create a work request in the field and have it forwarded to the

appropriate host system [SAP ERP and OMS (CGI PragmaLINE)] based on request type. Dispatch Dispatch

Mgmt. 177.0 Record GPS coordinates (X/Y and/or LAT/LON) and include it in the completion

information of the order, or associate it with an equipment record associated with the order. Note: this would require that the Mobile GPS device/chip software must be within "n" feet of the asset/equipment needing GPS coordinates at the time of order completion.


178.0 Include current GPS location in order status update message from mobile device to Dispatch.


179.0 Record discrepancies to facilities and operating maps as red‐lines to be entered into enterprise map discrepancy web application.


180.0 Electronically capture/record a [customer's] signature via mobile device, then include as completion information of the order.


181.0 Electronically process to the SAP host system a field collection payment via the mobile device.


182.0 Barcode capture 1: The ability to scan Barcodes/QR codes with a mobile device and app and have the information automatically fill several fields in the mobile work order completion form. If set up properly, this will automatically populate the item name, description, and serial number for each material. All the user has to do then is type in the quantity they actually used, note any damage, and indicate additional quantity needed to complete the work order and process this back to the host system.


183.0 Barcode capture 2: The ability to use barcode scanning and list functionalities to take a quick daily inventory of what is still on the user's truck at the end of the day. Once they have scanned all the items and quantities in, the system will automatically send the information to the warehouse so they know what to load up before the start of the next day.

PS17-0278F Page 84 of 104


Mgmt. 184.0 Barcode capture 3: The ability to keep track of employee and crew time by having ID

cards with standard barcodes on them, and have the ability to scan those IDs and prepopulate key pieces of information like employee name, date of birth, rate of pay, etc. From there, the crew foreman/lead can enter their crew's time in/out and submit via the mobile device.


185.0 Barcode capture 4: Pre‐/post vehicle inspections: by using barcode scanning the vehicle driver will have the ability to scan the VIN and perform the inspection. Driver can take photos, fill out a form checklist, and have this information processed to the host system.


186.0 Print a formatted representation of the complete order to a network or mobile printer.


187.0 Display for the mobile user a list and counts of orders assigned (complete, in progress, open).


188.0 Display job details, including individual tasks, time allotted, and materials to be used.

Dispatch W.O. Mgmt. Reqmt. Statement

The MWM System's application will have a module or application that manages and status updates work orders through their entire lifecycle including receipt/creation of orders through the final closure of the work. The module or application shall have the ability to:

Dispatch W.O. Mgmt. 189.0 Download an order to the mobile device either in real‐time as the order is assigned/dispatched, or as a batch as part of its initialization for the day's work (possibly through a docking station or high speed wireless network).

Dispatch W.O. Mgmt. 190.0 The ability for real‐time tracking and monitoring that includes map‐based live tracking a field workforce and job status.

Dispatch W.O. Mgmt. 191.0 Record order status changes as initiated by mobile device user (Received, Refused, Acknowledged, En Route, Arrived, Work Started, Work Complete, Work Suspended, Work Closed, ETA update, and/or ETR Update).

Dispatch W.O. Mgmt. 192.0 Forward order status changes received from mobile application to originating host system, as applicable. The subset of status changes to be forwarded to the host system should be configurable by order type.

PS17-0278F Page 85 of 104

Workflow Function ID Functional Requirement Description Dispatch W.O. Mgmt. 193.0 Similar to the previous, the ability to create a new SAP Notification or SAP follow‐up

work order from the mobile device or directly from the MWM dispatch application and have it automatically processed via the ESB to the host system (SAP ERP) for work order creation and then automatically passed back to the MWM for scheduling and dispatch.

Dispatch W.O. Mgmt. 194.0 Suspend an order and resume it at a later time or later shift, with the same or different crew.

Dispatch W.O. Mgmt. 195.0 Accept orders from multiple host systems. Dispatch W.O. Mgmt. 196.0 Accept multiple order types from each host system. Dispatch W.O. Mgmt. 197.0 Ability to create work orders and assign unique numbers, maintaining the work order/

work request number from an originating system as referenced, e.g., SAP ERP and OMS (CGI PragmaLINE).

Dispatch W.O. Mgmt. 198.0 Accept orders from the enterprise SAP ERP system application with embedded accounting code blocks at the task level, and return time and materials associated the accounting code blocks upon order completion.

Dispatch W.O. Mgmt. 199.0 Provide for multiple work / task codes to be associated with each order type to describe the work to be done. This supports multiple skill classifications for multiple field organizations and detailed work instructions.

Dispatch W.O. Mgmt. 200.0 Validate host orders with appropriate acknowledgment to the host system as to whether the order was accepted or not by the MWM dispatch application. Orders not accepted by the dispatching application will be put on an error queue, and a message will be sent to the dispatcher and/or system administrator.

Dispatch W.O. Mgmt. 201.0 The ability within the MWM system application to combine two (or more) orders into one, with the ability then to change order type.

Dispatch W.O. Mgmt. 202.0 The ability for the MWM system to detect multiple orders to the same site (e.g., by equipment ID, address, and/or location coordinates) and either combine or assign and dispatch together.

Dispatch W.O. Mgmt. 203.0 The ability to detect orders that operate on or refer to the same piece of equipment (example: meter, transformer, and switch cabinet), and schedule them together with the same resource.

Dispatch W.O. Mgmt. 204.0 The ability to cancel any order for which has not reached a state of work in progress (or WIP).

PS17-0278F Page 86 of 104

Workflow Function ID Functional Requirement Description Dispatch W.O. Mgmt. 205.0 The ability to configure work order and SAP Notification priorities by order / notification

type and by organization. Dispatch W.O. Mgmt. 206.0 The ability to include a configurable percentage of fill in work (by order type and area)

to be included in the mix of scheduled and dispatched work. Dispatch W.O. Mgmt. 207.0 The ability to accept orders with pre‐assigned resources. The system should update the

resource availability if there is no conflict. Dispatch W.O. Mgmt. 208.0 The ability to perform both automated and manual dispatching of orders and

Operations based on order type, priority, geographic location (travel time), skill match, based on a configurable set of business priority rules.

Dispatch W.O. Mgmt. 209.0 The ability to automatically schedule and dispatch orders (configurable by planning plant, work center, order type, etc.), with ability to turn the automatic capability on/off.

Dispatch W.O. Mgmt. 210.0 The ability to identify orders that have not met scheduled or committed completion date/time. This indicator is to be visible on the dispatchers' display windows as well as on the crew's mobile devices. In addition, send a notification to originating SAP host system that requested work is in jeopardy.

Dispatch W.O. Mgmt. 211.0 The ability to create an audit trail by time‐stamping and recording transactions occurring in the mobile device as well as the dispatching application including receipt of orders and responses to SAP host systems.

Dispatch Routing/Optimization

Reqmt. Statement

The MWM System will provide capabilities for the routing of crews to multiple locations within dispatch areas in TPU’s service territory. This functionality is required for the dispatch application to sequence assignments to crews to optimize drive times, as well as to assist dispatchers in determining routes and crew travel times. Essentially the same functionality is required within the mobile device to provide routing, driving instructions and travel times for crews in planning and sequencing their own work. The module shall provide the ability to:


212.0 Update local street routing database with periodic updates to improve Street Level Routing (SLR).


213.0 Calculate routes using SLR between multiple locations. By default the starting point is the current GPS location of a designated technician/crew, and subsequent locations are the sequenced orders assigned to the technician/crew defined by street address, intersection or equipment ID.

PS17-0278F Page 87 of 104

Workflow Function ID Functional Requirement Description Dispatch Routing/Opti

mization 214.0 Route is displayed on GIS map display, including calculated distance and time to

destination. Dispatch Routing/Opti

mization 215.0 Display and/or audibly provide turn‐by‐turn driving directions, at the request of the

user, for a specific route. Dispatch Routing/Opti

mization 216.0 Automatically consider posted speed limits when assigning and routing assignments.


217.0 Automatically consider one‐way streets and no U‐turn driving restrictions when scheduling.


218.0 Calculate routes using SLR from a crew's current location to its next work location defined by street address, intersection or equipment ID. Route is displayed on GIS map display, including estimated distance and time to destination. Display turn by turn instructions at the request of the user.


219.0 Optimize route (order selection and order sequencing based on SLR) across multiple crews and multiple orders including unscheduled or fill‐in work.


220.0 The ability for the system to utilize a set of highly advanced algorithms for best route and auto‐routing of jobs that can include the prioritizing of existing work orders notifications, rescheduling existing work, and adjusting any new ad hoc work orders and notifications. .


221.0 The ability to provide drip feed of work for scheduling and dispatch including any on‐demand work orders and/or notifications dispatch to the closest, available, and skilled field worker/technician or crew.


222.0 Compute and store travel times for an order and to adjust travel times for time of day and time of year based on historical data.


223.0 Maintain standard travel times within dispatch areas as well as between dispatch areas to be used when a travel time cannot be computed for a route for an order.


224.0 Geocode a street address, i.e. convert textual street address to latitude/longitude and/or X/Y grid coordinate and display location on the map display.


225.0 Automatically route resource assignments according to real‐road travel time, i.e., make temporary changes to the street routing database to indicate road closures, accidents, heavy traffic.


226.0 Correct errors in the street routing database and distribute these to all copies of the database on an incremental basis.

PS17-0278F Page 88 of 104

Workflow Function ID Functional Requirement Description Dispatch AVL/GPS Reqmt.

Statement The MWM system shall include an interface to TPU's Automated Vehicle Locating (AVL) capability coupled to all Global Positioning System (GPS) receivers (device chip).

Dispatch AVL/GPS 227.0 Continually provide to the dispatchers the crew location through mobile GPS/AVL capability. Update interval is to be configurable by time and/or distance traveled.

Dispatch AVL/GPS 228.0 Display location of all technicians/crews and all order locations on user request. Dispatch AVL/GPS 229.0 Provide a moving map display for dispatchers and supervisors of vehicle(s) location

based on real time GPS coordinates. Dispatch AVL/GPS 230.0 List all GPS formats your system application supports. Dispatch Document

Mgmt. Reqmt. Statement

The MWM system application will need to be configured and managed to support document browsing of host systems. The required functionality shall have the ability to:

Dispatch Document Mgmt.

231.0 Document browsing locally, with synchronization, to legacy Document Repository(s).


232.0 Browse corporate document folders on LAN / MWM wireless transport so that field personnel can access folders such as Procedures, Work Practices, Standards, Policies, etc. from their mobile device.


233.0 Print any screen or attached document on the mobile device to a local printer.


234.0 Receive a request for a specific document contained in the repository.


235.0 Send the requested document to a queue to wait for the mobile device to be within a "high speed" transfer area (i.e. 802.11x, docking station or LAN connection).


236.0 Ability to print document from a mobile printing device and/or network printer.


237.00 The ability to receive work prints as an attachment or URL document link related to a specific work order from SAP ERP or other type Document Library or Document Management System.


238.0 The ability to send/receive field photos or other imagery and attach them to the associated work order or automatically store these to legacy "Document Repository(s) as an attachment or URL image link.

PS17-0278F Page 89 of 104

V. Mobile – Functional Requirements

Workflow Function ID Functional Requirement Description Mobile Time

Reporting Reqmt. Statement

The MWM system applications shall provide daily time recording capabilities for field technicians, crews, and other individuals by providing complementary functionality to existing TPUs ERP timekeeping system. The application shall have the ability to:

Mobile Time Reporting

239.0 Have user record within their desktop and/or mobile device record the actual time spent on an order and/or associated tasks.


240.0 The ability of the system to automatically populate the field technician's or crew's actual time spent on an order and/or associated tasks (time‐stamped) based on status triggers with the MWM system applications.


241.0 Have user record within their desktop and/or mobile device record non‐productive including: meals, breaks, training, and travel time.


242.0 The ability of the system automatically populate (time‐stamped) non‐productive time for the filed technician or crew including meals, breaks, training, equipment downtime, and travel time.


243.0 Summarize time data as recorded by status changes from the mobile device to produce timesheet data suitable for transmission to the enterprise Timekeeping system.


244.0 Ability for authorized users to access and enter timesheet data (past or present) via the desktop and/or mobile device.


245.0 Ability to automatically produce timesheet entries (time‐stamped) when the job order details are intermittently updated in the field by the technician or crew.


246.0 Ability to validate entered timesheet data against user‐defined criteria.

Mobile Map Displays Reqmt. Statement

The MWM System will provide capabilities to display GIS facilities data, maps, records, and related searching, querying, and analysis. This functionality is primarily required in the mobile devices, but the same capabilities should be available to dispatchers in the back office. The mobile GIS Map application shall provide the ability to:

Mobile Map Displays 247.0 Graphically display facilities and landbase data from enterprise GIS (currently two: TPU Water ‐ ESRI/ TPU Power ‐ GE Smallworld).

Mobile Map Displays 248.0 Graphically map display outage data from enterprise OMS (CGI PragmaLINE). Mobile Map Displays 249.0 Graphically display and/or open URL link of AutoDesk AutoCAD design files (e.g.,

preliminary/as‐designed and the again as‐built) on the MWM application desktop and mobile map displays (as a map layer).

PS17-0278F Page 90 of 104

Workflow Function ID Functional Requirement Description Mobile Map Displays 250.0 The ability to search facilities and landbase data to display data based on service areas,

operations centers, facility ID (e.g., pole number, transformer number, switch number, circuit number, substation name/number, valve number), street address, landmark name (shopping centers, building names), and points of interest (POIs).

Mobile Map Displays 251.0 The ability for the MWM application to compress GIS spatial and attribute data to minimize storage size and transmission time ‐ RFP Responder to specify compression ratio.

Mobile Map Displays 252.0 The ability to store and update the water/power facilities and landbase for an entire service territory and make available on the desktop and mobile devices.

Mobile Map Displays 253.0 Maintain the same or similar layering schemes as the source system to be able to control the display of features.

Mobile Map Displays 254.0 Zoom to any arbitrary scale, automatically controlling the visibility of features at scale thresholds.

Mobile Map Displays 255.0 Perform basic navigation functions including pan, zoom in, zoom out, zoom to new extent, previous view, and full extent.

Mobile Map Displays 256.0 The ability to trace from the MWM dispatch application an electrical circuit from any arbitrary starting points to defined stop points (recloser, switch, transformer, or similar device).

Mobile Map Displays 257.0 The ability to trace Water main systems from any arbitrary starting points to defined stop points (e.g. shut‐off valve, break or leak).

Mobile Map Displays 258.0 The ability from the MWM to utilize a GIS‐based service to geocode a street address, convert textual street address to projected LAT/LON coordinates and/or X/Y grid coordinates and display the derived location on MWM map display.

Mobile Map Displays 259.0 Perform various simple measurements including distance, direction, area, cumulative distance, and length with tools within the map application.

Mobile Map Displays 260.0 Extract land and facilities data from TPU's Power T&D *GIS (GE Smallworld) / TPU's Water GIS (Esri) and have the ability for both full extracts and incremental extracts since some previous time (depends on host GIS system capabilities) for MWM (Water & *Power) and OMS (CGI PragmaLINE) (*Power only) facility map displays.

Mobile Map Displays 261.0 The ability to include "proposed" view as well as "as‐built" view of the two GIS databases ‐ Water (Esri ArcGIS) / Power (GE Smallworld).

PS17-0278F Page 91 of 104

Workflow Function ID Functional Requirement Description Mobile Map Displays 262.0 The ability to load full database or incremental updates of the GIS (Esri/Smallworld),

AutoCAD (Water and Power), and other document sets. Mobile Map Displays 263.0 Track downloads and updates by individual user/mobile device so that MWM system

and data administrators know the update status of all mobile GIS databases. Mobile Map Displays 264.0 Provide GIS map and document red‐lining map application tools to allow dispatches,

supervisors, field technicians or crews to markup GIS map views with notes, text, sketches, and to attach digital images.

Mobile Map Displays 265.0 Permit various location descriptions for work orders including street address, GPS (Lat/Long) location, Equipment number, Asset ID Number, or approximate location (intersection, or distance and direction from intersection or other landmark) via the mobile device.

Mobile Map Displays 266.0 Display for the mobile user the location of assigned orders on a their mobile device map display.

Mobile Map Displays 267.0 The ability to select and open an order and its details from a system Icon/Pin within the map display. Conversely, exiting the map display will automatically close the displayed order.

Mobile Map Displays 268.0 Update web‐based Mapping Discrepancy Reporting system with potential errors and omissions described by the red‐lines. Note: This is not done today, but this is a value added requirement if the Vendor's solution can support this.

Mobile Mobile Work Mgmt

269.0 The ability to receive order "status" updates based on field collected data or other information.


270.0 The ability to receive the compatible units (CUs) used that were installed or removed in the field from work order picklist (or similar) via the MWM mobile or desktop device. Note 1: This is not done today by TPU, but SAP does support the use of compatible units. Note 2: This is a value added requirement if the Vendor's solution can support this.


271.0 The ability to send/receive and logged daily timesheet information via the mobile device ‐ this shall include both employee and equipment time.


272.0 The ability to receive a follow‐up work request and pass to SAP ERP applications and/or OMS (CGI PragmaLINE).


273.0 The ability to receive completion details to pass to SAP ERP applications and/or to OMS (CGI PragmaLINE).

PS17-0278F Page 92 of 104

Workflow Function ID Functional Requirement Description Mobile Mobile Work

Mgmt 274.0 The ability to receive current location details from the crew/truck to update the MWM

dispatch application and OMS (CGI PragmaLINE). Mobile Mobile Work

Mgmt 275.0 Ability to provide a material requisition (in a free text format or otherwise) that gets

pass to SAP ERP applications for fulfillment. Mobile Mobile Work

Mgmt 276.0 Ability for the MWM system to automatically receive GPS field technician/crew location

data (breadcrumb trail) at a specified and configurable frequency. Mobile Mobile Work

Mgmt 277.0 The ability of the MWM and legacy systems to receive order completion data from the

mobile device. Mobile Mobile Work

Mgmt 278.0 The ability to send or receive information on a failed device with a reason code.


279.0 The ability to send/receive a request for a miscellaneous document(s) from a specified document repository.


280.0 The ability to send/receive work order details to/from the mobile device.

Mobile MWM Data 281.0 The MWM shall maintain accurate descriptions of the following data: Mobile MWM Data 281.1 a. Jobs/Orders: by job/order type, duration, and required skills. Mobile MWM Data 281.2 b. Technicians by: skill sets, work areas, and shifts. Mobile MWM Data 281.3 c. Shift times: start/end times, break periods, lunch periods, holidays, and blackout

dates. Mobile MWM Data 282.0 The MWM shall dynamically manage the composite technician/crew skills based on the

individual technicians as well as assigned or unassigned members within in a crew. Mobile MWM Data

Conversion 283.0 The MWM system shall have the ability to accept area assignment polygons from an

external systems (e.g., ESRI, GE Smallworld, CAD). Mobile MWM Data

Conversion 284.0 The MWM system shall have the ability to accept technician/crew information from an

external systems (e.g., SAP ERP HR application) Mobile MWM Data

Conversion 285.0 The MWM system shall have the ability to accept historical and any pending orders from

external systems (e.g., SAP ERP (CRM and PM) applications, Legacy MWM ODB and Legacy MWM HDB) .

Mobile MWM Data Conversion

286.0 The MWM system shall have the ability to accept historical MWM related data from legacy MWM Operational Database (ODB) and Historical Database (HDB).

PS17-0278F Page 93 of 104

VI. Reporting – Functional Requirements

Workflow Function ID Functional Requirement Description Reporting Reports

General 287.0 The ability to store operational data in a separate data historian and/or DataMart for

archiving, reporting, and analysis purposes. Reporting Reports

General 288.0 The ability to provide a data historian/DataMart to correlate work activity (e.g. labor

hours, numbers of orders, by order type by area) against parameters such as day of week, day of month, month of year, etc. for analysis.

Reporting Reports General

289.0 The ability to generate pre‐defined and ad‐hoc reports from the operational database or historical DataMart utilizing an end‐user friendly reporting tool/engine. Available information needs to include:


290.0 The ability to monitor actual vs. estimate performance metrics.


291.0 The ability to archive appointment bookings history.


292.0 The ability to report on numerical availability in each time slot by area and work category.


293.0 The ability to create a "snapshot" of available jobs based on a variety of input criteria: date range, work category, work area, etc.


294.0 The ability to provide individually requested performance reports.


295.0 The ability to provide individual/group (crew) productivity reports


296.0 The ability to provide the number of incomplete jobs and reason, as well as over committed resources areas.


297.0 The ability to group and summarize reports by organization, geographic area, dispatch area, and crews.

Reporting Dashboard/ KPI

298.0 The MWM solution shall provide a Performance/KPI "Dashboard" type solution that demonstrates how effectively TPU's field operation organizations are achieving key business objectives. The application shall allow each department to use different configurable KPI types to measure success based on specific business goals and targets. Dashboard features shall include data visualizations such as: a. Tables – used organize data into columns and rows. Tables may contain other graphical elements such as bullet charts.

PS17-0278F Page 94 of 104

Workflow Function ID Functional Requirement Description b. Line charts – used applied values on a chart to show trends over time. These line charts may have multiple series to allow for comparisons. c. Bar charts – used to plot values on a chart to show comparisons within the same category. Bar charts can also be stacked to show how similar data sets relate. d. Gauges – used to show progress towards an objective. Gauge colors can be used to denote a target being achieved or not achieved. e. Analytic Heat Maps that provides real‐time analytics to help management and supervision understand in seconds which are their best performing contents and which are less than optimal.


299.0 As the TPU teams use their dashboards, the software shall provide a mechanism to allow user driven feedback that allows TPU to make the dashboard as effective as possible and address the specific objectives of the organization.


300.0 Dashboard examples shall include, but not limited to: a. Executive dashboards that provide business/operational information in a way that is accessible, easy‐to‐understand, and accurate. b. Call Center (or similar) dashboards that provide metrics and KPIs to monitor call volume and deliver the highest quality of service to customers. c. Operational dashboards – similar to executive dashboards, these provide specific business operations management teams the data they need to help make day‐to‐day operational and field employee performance decisions.


301.0 The Dashboard/KPI solution shall provide both operational dashboards and analytical dashboards or a combination of both operational and analytical depending on the type of problems TPU is trying to solve and the audience.


Reqmt. Statement

The vendor shall define the main types of Dashboard software available for TPU including if the software is:


302.1 a. On premise – software is installed directly on computer or network and are managed locally by TPUs Utility Technology Services.


302.2 b. Cloud/SaaS – Software is accessible on any computerized device with an Internet connection. The Dashboards are built in design using a web browser, and can be published across multiple devices.

PS17-0278F Page 95 of 104

Workflow Function ID Functional Requirement Description Reporting Dashboard/

KPI 302.3 c. Mobile – software successful on any mobile device such as a MDT, tablet, or smart

phone (operating system agnostic). Dashboards may be based on native application or be pushed out from a cloud environment.


303.0 The Dashboard/KPI solution shall provide the ability to easily filter by function group, for example: a. Customer Services; b. Environmental Services; c. Water & Sewage & Stormwater; d. Power ‐ Transmission & Distribution; e. Production & Generation; f. Solid Waste.


304.0 The Dashboard solution shall provide the ability to easily filter by KPI type, for example: a. Service; b. Productivity; c. Quality; d. Cost; e. Volume; f. Organizational; g. Revenue.


305.0 The ability of Dashboard/KPI solution to store a library of TPU metrics, KPI definitions, as well as associated analytic formulas/calculations that can be changed/updated dynamically as needed.


306.0 The ability of Dashboard/KPI solution to provide access to the right data, that is accessed quickly, to allow for KPI analysis drilldown into the data to identify root cause to help make the right decisions.


307.0 The ability of Dashboard/KPI solution to provide users with a clear and accurate view of short‐term KPI performance and long‐term trends.


308.0 The ability of Dashboard/KPI solution to provide a range of multidimensional KPI scheduled reports that can be produced to relieve the burden of report collation and distribution, as well as analysis of business/operations financial and statistical data.


309.0 The ability for the user to deliver real‐time reports to multiple users and distribute the KPI reports in PDF, Word, or Excel formats.

PS17-0278F Page 96 of 104

Workflow Function ID Functional Requirement Description Reporting Dashboard/

KPI 310.0 KPI reporting – The ability to provide both a summary and detailed view of KPI

performance with the ability to modify all aspects of KPI structure such as frequency, user, group, and time.


311.0 KPI data entry – the ability for managers and supervisors to use a data entry screen to access their user's entry sheets, make corrections, or change targets.


312.0 Manual entry – the ability for users to upload their KPI data using spreadsheets.


313.0 Training: The system shall come with videos covering the main aspects of the system such as data entry, dashboards, reports, and integrations – all of these videos can be accessed from within the system by going into a clicking on Training tab, icon selection, or by accessing a knowledge/support web‐portal.

VII. Advanced Metering Infrastructure (AMI) Functional Requirements

Workflow Function ID Functional Requirement Description AMI AMI

Interface AMI.1 An envisioned Meter Data Management System (MDMS) with analytical tools will

enable interaction, i.e., an interface, with the MWM system and its wireless Mobile application to perform validation, editing, and estimation (VEE) on the AMI data to ensure that despite disruptions in the communications network or at customer premises, the data flowing between the two systems is complete and accurate.

AMI AMI Interface

AMI.2 MWM will be integrated with the existing SAP ERP system applications (e.g., Billing System, CIS, as well as OMS and DMS/ADMS), giving back office staff real‐time access to live AMI data.

AMI AMI Interface

AMI.3 The MWM system/Mobile application shall have two‐way communications with SAP ERP that establishes communications with customers Water and/or Power loads and provides time stamped system information.

AMI AMI Implementation

AMI.4 MWM system and Mobile application provides the ability to create, receive, schedule, dispatch, and execute AMI work orders and Notifications and the ability to:

AMI AMI Electric Meters

AMI.5 Install/Exchange/Inspect/Remove Meter with its associated data elements.

PS17-0278F Page 97 of 104

Workflow Function ID Functional Requirement Description AMI AMI Electric

Meters AMI.6 Install/Exchange/Remove Socket Access Point with its associated data elements.


AMI.7 Inspect Current Transformers (CTs) and Potential Transformers (PTs) with its associated data elements.


AMI.8 Record Meter Turn On/Off with its associated data elements.

AMI AMI Water Meters

AMI.9 Install/Exchange/Test/Remove Meter with its associated data elements.


AMI.10 Exchange Module with its associated data elements.


AMI.11 Record Meter Turn On/Off with its associated data elements.


AMI.12 Install/Exchange/Inspect/Remove Volume Corrector with its associated data elements.

AMI AMI Meters General

AMI.13 The ability to shows on a MWM desktop client or Mobile client map of the TPU service territory, including an overlay of all AMI work orders in a given area and the current status of each order.

AMI AMI Meters General

AMI.14 The ability to oversee both the AMI contractors and TPU AMI technicians and/or crews to manage the meter installation process quickly, safely and efficiently.

AMI AMI General AMI.15 The ability to distribute work assignment tasks by complete routes, day routes, or by individual customers.

AMI AMI General AMI.16 The ability to use route tracking functions that uses “breadcrumbs” to retrace the route taken by a field metering technician for Electric and Water operations management purposes, such as detecting inefficiencies.

AMI AMI General AMI.17 The ability to show shows the real‐time location of each field metering technician. AMI AMI General AMI.18 The ability to enable field metering technicians to report a problem that prevents the

completion of a work order or notification. AMI AMI General AMI.19 The MWM System will provide security administration, which is driven by AMI role‐

based features that associates each user with a role. AMI AMI General AMI.20 The ability of the MWM System to restrict access to only those screens and features

required to perform tasks specific to the associated role.

PS17-0278F Page 98 of 104

Workflow Function ID Functional Requirement Description AMI AMI General AMI.21 The ability for field staff to use a mobile device to generate incident reports (including

photos), which are instantly sent to a server for processing and escalation per TPU policy, regulations and meter standards.

AMI AMI General AMI.22 TPU Customer Services and AMI staff can automatically book AMI appointments, allocate filed resources, as well as generate and dispatch AMI work orders and Notifications to field metering technicians via their mobile devices.

AMI AMI General AMI.23 The ability of the MWM system to reduce lost time due to AMI installation challenges. AMI AMI General AMI.24 The ability of the MWM system to simplify AMI meter installation and meter software

programming processes via the Mobile application. AMI AMI General AMI.25 The ability for the MWM vendor to utilize straightforward workflows and in‐field

validation tools to eliminate errors in AMI data capture.

PS17-0278F Page 99 of 104

Non‐functional Requirements Vendor Instruction for Non‐functional Requirements As part of the vendor’s written response, please provide a system architecture diagram showing all of the modules that support the mandatory and optional functional requirements. Clearly annotate the diagram to indicate which modules support the mandatory requirements and which support the optional requirements. Additionally, please include typical server and workstation configurations used to support an operating center with a highly available server configuration, and a business continuity configuration that includes both a remote data center and a remote operating center. Please include recommended system architecture diagrams for both a development and test environment in addition to the production environment.

RFP Req No. MWM Nonfunctional Requirement Description

NFR1.0 Please provide a system architecture diagram showing all of the modules that support the mandatory and optional requirements. Clearly annotate the diagram to indicate which modules support the mandatory requirements and which support the optional requirements. Please include typical server and workstation configurations used to support an operating center with a highly available server configuration, and a business continuity configuration that includes both a remote data center and a remote operating center. Please include recommended system architecture diagrams for both a development and test environment in addition to the production environment.

NFR2.0 Describe the development platforms used to create your product. NFR3.0 Describe your product architecture. For each module/component/product please list:

NFR3.1 a. Product Name NFR3.2 b. Current Version NFR3.3 c. Product Functionality and where it resides: desktop, server, or field NFR3.4 d. OS Name & Version NFR3.5 e. Memory Requirements NFR3.6 f. Recommended CPU processor speed or SPECrate_int rating NFR3.7 g. Modules required to meet the mandatory functional requirements specified above NFR3.8 h. Required 3rd party products

PS17-0278F Page 100 of 104


NFR4.0 Describe your product architecture dependencies on 3rd party RDBMS products in detail. Please highlight the level of support your architecture can make use of Oracle RDBMS as both the RDBMS for operational system and as the RDBMS for your data mart and reporting module(s).

NFR5.0 Describe your product’s architecture affinity to run on a private cloud consisting of Intel x86 servers running VMWare clusters

NFR6.0 Describe your product’s architecture affinity to run on servers running Microsoft Windows 2012 operating system.

NFR7.0 Describe your product’s architecture affinity to make use of Microsoft’s clustering or Red Hat’s HPC technology as both a redundant local node/high availability solution and a redundant remote node/business continuity solution.

NFR8.0 Describe your company’s history in deploying your system using Storage Area Network (SAN) technology in general and specifically in using EMC's VNX Storage.

NFR9.0 Describe your product’s architecture use of the operating system's HA technology and SAN technology to support high availability configurations that deal with a hardware server failure and allow the operations center to continue to work within five minutes of a hardware server failure.

NFR10.0 Describe your product’s architecture use of SAN replication technology to support a redundant data center for business continuity that would support a backup operations center to be up and working within thirty minutes after the first operations center was declared unfit for operations.

NFR11.0 Describe your product’s affinity for running in a virtual server configuration. NFR12.0 Describe your product’s architecture affinity to make use of Enterprise Architecture Integration (EAI) and

Enterprise Service Bus (ESB) integrations tools such as message‐orientated middleware, message brokers and/or web services. List the suite of adapters, catalog of message types and catalog of web services that are currently provided by for both CA WebMethods and IBM WebSphere ESB technologies.

NFR13.0 Describe your history of using SAP's Business Connector 4.8.Describe your history of using SAP's Business Connector 4.8.

NFR14.0 Describe your product’s ability to use CA's WebMethods enterprise service bus (ESB) technology as an interfacing option.

NFR15.0 Describe the use of XML or one of its derivatives to support: system interfaces, data transfers, user interface configurations, interactive QA/QC checks, data collection form definitions.

NFR16.0 Define the planned major releases of your product over the next 3 years. NFR17.0 Describe your standard update release cycle and delivery mechanism.

PS17-0278F Page 101 of 104


NFR18.0 Describe your standard support of Microsoft’s operating system service patch releases. Specifically address how long it takes you to regression test your system with each service patch release and major operating system revision release and your company’s commitment to support the latest releases from Microsoft and Red Hat. How much lead time do you give your clients when releasing a service patch?

NFR19.0 Describe your company’s product upgrade methodology pertaining to preserving client configurations NFR20.0 Describe your product’s architecture direction with respect to the .NET architectural framework and to the J2EE

architectural framework NFR21.0 Provide hardware specifications and expected performance metrics to be able to schedule: currently 1320

created jobs/day, (2x) 2640 created orders/day, (3x) 3960 created orders/day. Additionally, 1230 completed orders/day, (2x) 2460 completed jobs/day, (3x) 3690 completed orders/day.

NFR22.0 Describe your product's functionality to schedule 300 jobs/day to a single resource NFR23.0 Provide performance and sizing metrics for dispatching a day’s worth of orders to 100 crews and 500 crews. List

reference sites that dispatch and manage daily workloads for 500 or more crews. NFR24.0 Provide performance and sizing metrics for scheduling and resource planning 2 months worth of orders (79,200

to 237,600 work orders) to 100 and 500 crews. List reference sites that plan and manage the future workloads of 500 or more crews.

NFR25.0 Provide bandwidth and throughput metrics and bandwidth recommendations for the following type of connections: LAN, WAN, MI‐FI and wireless; for these types of work load scenarios:

NFR25.1 a. The download of a day’s set of work orders NFR25.2 b. The interactive timing metrics of field entered estimated percent complete update status changes NFR25.3 c. The upload of a day’s worth of orders to be re‐dispatched for crews who are getting emergency work orders NFR25.4 d .The upload of a day’s worth of work order completion details NFR25.5 e. The upload message traffic of your AVL component NFR25.6 f. The traffic required to support field user on demand queries for detailed customer information or work order

information NFR26.0 Provide the set of wireless mediums and protocols supported by the dispatching and field components. NFR27.0 Provide experience deploying your product using the Verizon network NFR28.0 Describe the data dictionary type of on‐line documentation available to end‐users and report developers to use

to develop their queries and reports against your operational database and your historical data mart. NFR29.0 The system shall support single sign on via integration with Microsoft's Active Directory NFR30.0 The system shall allow anti‐virus software such as McAfee Enterprise to be running on the same machines NFR31.0 The system shall be compliant with WCAG 2.0 Level a. Is your system WCAG 2.0 Level aa compliant?

PS17-0278F Page 102 of 104


NFR32.0 "The Responder shall include diagram(s) of its integration architecture along with the detailed answers to the questions below.

NFR33.0 The system shall provide bulk import functionality to populate the historical data from the existing Business Objects/SQL Server data mart

NFR34.0 The system shall provide a bulk export functionality to populate the existing Business Objects/SQL Server data mart

NFR35.0 The system shall provide bulk import functionality to populate employee data from SAP’s HR system. Describe your import mechanism.

NFR36.0 Describe in detail your experience integrating with SAP’s HR/Payroll system. NFR37.0 Describe in detail your experience integrating with SAP’s CSS system. List your SAP CSS integration experience

and indicate the integration mechanisms used and peak service order appointments benchmarked at the client’s site.

NFR38.0 Describe in detail your experience integrating with SAP’s PM system. NFR39.0 Describe in detail your experience integrating with MS Access database based systems as part of your job

completion process. NFR40.0 The system shall be able to page, or send emails and text messages to any or all internal City and TPU system

users and any external users (e.g., builder/developers) when a work request’s target date is set and for each change in the scheduled date that varies by more than a user configurable number of days and at a minimum include:

NFR40.1 a. Work request NFR40.2 b. Target Date NFR40.3 c. Scheduled start date NFR40.4 d. Development NFR40.5 e. Developer NFR40.6 f. Free text dispatcher notes

NFR41.0 List mobile hardware platforms supported. Include Operating System supported, basic system requirements required and which components/modules/products of your solution are required for the following hardware types:

NFR41.1 a. Laptop Computer NFR41.2 b. Tablet PC

NFR42.0 Please list any limitations of using Cisco's AnyConnect VPN software on mobile tablet with your mobile component

PS17-0278F Page 103 of 104


NFR43.0 The system shall send job location information to Esri mobile runtime SDK built GIS viewer so it can center the current graphical display on the selected job. Describe your available integration mechanisms for a mobile GIS application such as an application built with Esri's Mobile Runtime SDK.

NFR44.0 The system shall be able to receive information from an Esri mobile runtime SDK built GIS app so the user can highlight objects on the map to fill out location and facility attribution. Describe your available integration mechanisms for a mobile GIS application such as an application built with Esri's Mobile Runtime SDK.

NFR45.0 Please describe your mobile component's ability to integrate with the native mobile device's GPS functionality and an external GPS device either connected to the mobile device or mounted in the vehicle

PS17-0278F Page 104 of 104