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Question
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Under: “System Functionality”, question 9 is “Describe system approach to provide real-time cost estimates.” What do you consider as a real-time cost estimate? How do you do this today? How do you want to do it?
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Answer
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A real-time cost estimate would be considered the ability for the system to provide a cost estimate for an asset automatically when requested by a user. Currently RS Means is used to generate costing information for different assets (a door, handrail, water fountain, etc.). RS Means is embedded in our current CAFM software and automatically generates cost information once specifics on the asset are input. RS Means is updated on an annual basis and can be set to reflect local pricing. Johnson County would like to continue to be able to access cost information for assets quickly and easily. Currently System replacement costs assessed by RS Means are then multiplied, within the software, to include soft costs (construction, consultant, profit fees) into an excel format and inflation calculations are included based on the anticipated year outlook. The preferred method would be to maintain budget information and inflation within the software.
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Submitted
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10/31/2022 09:04:50 AM (CT)
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Question
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Where does your funding come from (e.g., state or federal government), and do you need to report back to funding organizations about the work being done?
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Answer
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Funding comes from county taxes, Johnson County is a taxing authority. Federal grants may be received or funding through a cooperative of governments (City and County or Federal and County, etc). The Facilities Department reports back to the Board of County Commissioners on an annual basis regarding a variety of metrics including completion of projects and spend down of funding. Facilities may be asked for updates on the same items from the County Managers Office, the Department of Financial Management and Administration and the Department of Budget and Financial Planning. We generally do not need to report to any entities outside of the County.
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Submitted
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10/31/2022 09:04:13 AM (CT)
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Question
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[Under] question 8, assuming you have many requests for facilities capital planning – covering off your major intermodal transportation system, two (2) airports, railroad and business park, fourteen libraries, four multi-service centers, a parks and recreation district, mental health and developmental support centers, a community corrections program, a countywide wastewater system, and more – how do you prioritize these and select among them?
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Answer
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Security and Life safety, disruption of operations or issues causing damage to the facility take major priority. Lifecycle, wear and tear, remodeling are secondary. A coordinated monthly review within multiple divisions of Facilities Management is used to assess workload and progress for work managed by Facilities. Workload may be packaged together based on a single facility need or same system type across multiple facilities. Once work is complete, the Project Manager will update the software system to reflect costs and date of completion to the building system - restarting or extending the lifecycle of the updated building system. The Airport, Library and Parks departments are agencies of the County and manage their own funding requests, establishment of project needs, management of projects, etc. The software system in review will be used by Facilities and Libraries at this time. Facilities Management Department reports to the Board of County Commissioners and Public Building Commission.
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Submitted
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10/31/2022 09:03:30 AM (CT)
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Question
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Under: “System Functionality”, question 8 is “Describe the workflow and notification features.”
- Can you please describe your workflow(s) for facilities capital planning?
- Do you have different workflows for different types of capital planning?
- Do you have different governance decision makers for each type?
- How do you decide which workflow to use for each (e.g., size, risk, complexity, etc.)?
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Answer
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Facilities Management Department is responsible for the maintenance and repair of approx. 80 facilities and structures within Johnson County. We essentially have a single workflow that involves 1) annual internal assessment of facility condition, 2) evaluation and prioritization of all needs based on risk impacts, 3) identification of funding source and 4) submittal to the Board of County Commissioners for annual funding. Each year a Facility Condition assessment of each facility is performed by Facilities staff. Building system lifecycles are revised based off of assessed condition to be repaired/replaced. There are multiple funding sources available to support the repair/replacement needs. The funding source selected is based on the definition for projects permitted for each funding source. A Capital Replacement Program (CRP) is proposed annually, to the Board of County Commissioners, with a 5-year outlook to repair/replace facility building systems reaching their lifecycle replacement. Maintenance Operations has an annual budget and generally manages repairs/replacement of items less than $5,000. The Major Asset Replacement Program (MARP) is available to support needs for building systems/components that have a minimum 20-year lifecycle allowing for the possibility to bond the funds. The Energy Efficiency Program requires a Return on Investment of no less than 5 years in energy costs. Departments (not Facilities Management) may obtain funds or use their operational funds for remodels, move management operational upgrades. Capital Improvement Projects (CIP) are standalone funding requests, to address County needs not met by CRPs, MARPS, Energy Efficiency. A coordinated review between Facilities Management Divisions of Planning, Design & Construction and Maintenance is used to assess workload and monthly progress of work being performed or proposed. Workload may be packaged together or reallocated based on a single whole facility need or same system type across multiple facilities.
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Submitted
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10/31/2022 09:02:57 AM (CT)
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Question
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Under: “System Functionality”, question 1 is “Please provide a brief description of your FCPS solution, including a list and description of proposed components or modules. Include up to 10 screenshots of user interfaces, reports, etc.” Any reason that we are limited to 10 screenshots here? Are you okay with us providing more?
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Answer
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Please provide a maximum of 10 screenshots. We would prefer to limit each vendor to providing only 10 screenshots in order to limit the time required for our users to look through these. There may be opportunities in the future to show us more of your system.
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Submitted
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10/31/2022 09:02:07 AM (CT)
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Question
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If we do not reply to your RFI will we still be able to reply to your RFP if you release one at a later date?
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Answer
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Response to the RFI is not mandatory to participate in the RFP, if one is issued at a later date.
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Submitted
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10/19/2022 09:15:00 AM (CT)
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