American Water Wrks Assciatin Organizatinal & Technical Strategic Data Management Assessment Request fr Prpsal 08/01/2018
1 Overview 1.1 Abut AWWA The American Water Wrks Assciatin (AWWA) is an internatinal, nnprfit, scientific and educatinal sciety dedicated t the imprvement f water quality and supply. Funded in 1881, AWWA is the largest rganizatin f water supply prfessinals in the wrld. Its nearly 50,000 members represent the full spectrum f the water cmmunity: treatment plant peratrs and managers, scientists, envirnmentalists, manufacturers, cnsultants, academicians, regulatrs, and thers wh hld genuine interest in water supply and public health. Membership includes mre than 4,700 utilities that supply water t rughly 180 millin peple in Nrth America. Yu may btain further infrmatin abut AWWA n ur Web site at www.awwa.rg. 1.2 Overview and backgrund infrmatin: AWWA is issuing this Request fr Prpsal (RFP) t identify interested service prviders and t determine which prvider has the right cmbinatin f pricing, qualificatins, gvernance and ability t service AWWA. There is n expressed r implied bligatin fr AWWA t reimburse respnding cmpanies r individuals hereafter referred t as the respnder fr any expenses incurred in preparing r presenting infrmatin in respnse t this request. During the evaluatin prcess, AWWA reserves the right t request additinal infrmatin r clarificatins frm respnders where it may serve in the Assciatin s best interest. Tp candidates may be asked t make verbal presentatins t the AWWA Prject Team. AWWA reserves the right t retain all prpsals and t use any ideas in a prpsal regardless f whether the prpsal is selected. Submissin f a prpsal indicates acceptance by the respnder f the cnditins cntained in this request fr prfessinal service, unless clearly stated and specifically nted in the submitted prpsal and cnfirmed in the agreement between AWWA and the selected respnder. T make a decisin regarding ur future directin we have prepared this Request fr Prpsal (RFP). We invite yu t respnd t this inquiry in rder t have yur cmpany cnsidered as a pssible services prvider fr ur rganizatin.
2 RFP Administratin 2.1 Timeline This RFP is being issued under the fllwing timeline, which AWWA can revise as necessary: RFP issued 8/1/2018 RFP questins and clarificatins accepted thrugh 9/1/2018 RFP respnses due 9/15/2018 Final decisin 11/1/2018 2.2 RFP crdinatr and requests fr clarificatins All cmmunicatins shuld be directed t: Eric Schempp AWWA 6666 W. Quincy Ave Denver, CO 80235 303.347.6257 eschempp@awwa.rg 2.3 Prpsal Requirements All crrespndence and respnses cncerning this RFP shuld be addressed t: Eric Schempp AWWA 6666 W. Quincy Ave Denver, CO 80235 303.347.6257 eschempp@awwa.rg Questins r inquiries shuld be cmmunicated via email. T be cnsidered, ne (1) PDF frmat f the prpsal shall be prvided by 5:00 p.m. MT n later than 9/15/2018 t eschempp@awwa.rg
All prpsals shall include the fllwing: 1. Transmittal letter n fficial business letterhead including: Name f the respnder submitting the prpsal Name, title, address, telephne number, e-mail address f the individual t cntact fr further infrmatin Name, title, address, telephne number, e-mail address f the individual authrized by the rganizatin t cntractually bligate the respnder s rganizatin Signature f the individual authrized t cntractually bligate the respnder s rganizatin 2. Prject Manager and Staff: Describe the experience f the individuals wh will be assigned t the prject. 3. Organizatin: Prvide a brief descriptin f the respnder rganizatin and indicate hw many years the respnder rganizatin has been prviding services. Als identify the lcatin f the primary ffice that will prvide services t the Assciatin. 4. Scpe f Services: Prvide a descriptin f the rganizatin s understanding f and a willingness t cmply with the scpe f services/statement f services t be prvided. 5. Timeliness: Prvide a statement f assurance that the time deadlines fr deliverables will be met. 6. Fees: Prpsal fees fr the services must be made n a nt t exceed basis. 7. References: We request three (3) custmer references f size and scpe similar t AWWA. Include the cmpany name, cmpany address, cntact persn, cntact infrmatin, length f yur business relatinship and any ther relevant infrmatin. 8. Standard Cntracting Dcuments: Prvide a cpy f respnder s standard cntracting dcuments. 2.4 Evaluatin Criteria The respnder will be evaluated using the fllwing criteria: Service delivery and service assurance Organizatinal structure fr service delivery and service assurance Prven services fferings which match the services/needs f AWWA Prpsal csts & fees, bth initial and nging Feedback frm existing custmers Financial stability f bidding cmpany Qualificatins f prfessinal staff & management team
2.5 Decisin and Cntracting Prcess The prpsals will be evaluated by the AWWA Prject Team. Deciding factrs include, but are nt limited t, cmpleteness, cncept, cst and cmpatibility with AWWA apprach, design strength and cmpliance with this RFP. Shuld AWWA elect t prceed in awarding a cntract, the award will be made t the respnder whse prpsal best satisfies this slicitatin and is mst advantageus t AWWA and its custmers. Price and ther factrs will be cnsidered t determine final award. All respnders will be ntified f AWWA decisin. 2.6 General terms and cnditins The acceptance f a prpsal des nt bligate AWWA t purchase frm any participating vendrs. AWWA reserves the right t reject any r all prpsals, whlly r in part. Receipt f this prpsal cnstitutes acceptance f the AWWA nn-disclsure agreement. All cntent within this dcument and discussed during the RFP prcess is subject t nn-disclsure. AWWA reserves the right t change the RFP and issue an addendum. AWWA reserves the right t cancel r re-issue this RFP at any time withut bligatin f liability. AWWA reserves the right t request clarificatin, mdificatins, r additinal infrmatin. After receipt f the prpsal and prir t signing the cntract, AWWA reserves the right t mdify the system requirements by adding r deleting specific equipment r features. Prpsals submitted may be reviewed and evaluated by any persn(s) cnsidered necessary t the decisin-making prcess fr AWWA. The prpsal must cntain a signature f an authrized fficer r emplyee f the cmpany submitting the prpsal. Prpsals & pricing must be valid fr a minimum f 90 days fllwing the clsing date f this RFP. The prices quted shuld be inclusive f all csts fr prviding the services requested. The selected vendr shall furnish certificates f insurance cvering Wrkman s Cmpensatin and Liability insurance and hld harmless against all claims. The selected vendr shall cmply with all laws, cdes, rules and regulatins f the state f Clrad. If applicable, any permits lawfully required shall be btained and paid fr by the vendr. By submitting a prpsal, the vendr affirms acceptance f the cnditins specified abve. AWWA will negtiate cntract terms upn selectin. All cntracts are subject t review by AWWA legal cunsel.
2.7 Indemnificatin/Insurance Respnder shall indemnify, defend, and hld AWWA harmless frm any lss, cst, expense, r damage claimed by third parties fr prperty damage and/r bdily injury, t the prprtinate extent such lss, cst, expense, r damage arises frm the negligence r willful miscnduct f Respnder in cnnectin with the Cntract r prject. AWWA shall indemnify, defend, and hld Respnder harmless frm any lss, cst, expense, r damage claimed by third parties fr prperty damage and/r bdily injury, t the prprtinate extent such lss, cst, expense, r damage arises frm the negligence r willful miscnduct f AWWA in cnnectin with the Cntract r prject. 3 RFP Scpe Summary, Activities and Expected Deliverables AWWA seeks a partner t help the rganizatin develp a strategy fr managing data t imprve ur analytics, reprting, and business infrmatics capabilities This sectin lists AWWA s requirements and what must be fulfilled by the chsen vendr. Scpe Summary 1) Assess American Water Wrks Assciatin s current technical assets and use this as a basis fr develping cst-effective recmmendatins. 2) Develp a Strategic Data Visin fr American Water Wrks Assciatin that includes: A High-Level Analytics Platfrm Radmap A Future State Visin fr MDM and Perfrmance Management with Recmmendatins An Implementatin Plan fr Achieving Future State Recmmendatins. Researched Best Practices relating t Analytics Platfrms in AWWA s industry fr: MDM Perfrmance management BI Data Visualizatin Data Science Business Reprting Dashbarding & Screcards analytical tlsets Activities: Cnduct Discvery/Requirements Gathering Research Best Practices
Assess Current State Define Future State Visin Cnduct GAP Analysis Create Strategic Analytics Platfrm Plan that analyzes and prvides recmmendatins n: Current System Stabilizatin and transitin t the lng term. Implementatin Strategy Phased Implementatin Schedule Future Architectural State Data Gvernance Training Requirements/Plans Data Warehuse vs. Data Lakes Data Quality Data Mdelling Analytics Surce Systems Create MDM Radmap that includes Scpe Definitin f Financial and Operatinal Systems and Business Prcesses Assessment f Current State Future State Recmmendatins GAP Analysis Implementatin Strategy (Gap Priritizatin, Phased Schedule, Change Management, Cmmunicatin Strategy) Master Data Gvernance (Functinal Prcess Flws, Integrity Cnstraints, Data Flws, Security, Wrkflw and Apprval prcesses) Training Benefits Assessment Prvide Overall Executin Plan fr Radmap Strategies The phased implementatin plan shuld be detailed at a weekly level. The timeline shuld cver the entire time-perid recmmended fr bth implementatin and adptin. The executin plan must be develped in such a way that AWWA has the ptin t: Implement recmmendatins themselves Wrk with a 3 rd party Cntinue wrking with the vendr chsen fr the initial assessment.
Expected Deliverables: Requirements Gathering Dcumentatin Current State Assessment BI Maturity Advisry Future State Architecture Design and Visin Strategic Analytics Platfrm Rad Map with Detailed Implementatin Plan MDM Rad Map with Detailed Implementatin Plan Technical Recmmendatins, including tl recmmendatins Executive Presentatin 4 RFP Respnses Yur RFP respnses t the questins belw are expected t address hw yur rganizatin will execute the activities and prvide deliverables t fulfill the scpe f wrk listed in Sectin 3. If mre space is needed t address the items listed belw, yu can type yur answers in a sperate dcument and attach it with yur prpsal. Item Requirement Vendr Cmments Organizatinal Questins 1a. D yu have the capacity and experience needed t create a High-Level Analytics Platfrm Radmap? Explain yur experience. 1b. Describe in detail hw yu wuld apprach creating the Analytics Platfrm Radmap (i.e. Define the scpe f the prject, assess current state f analytics, define future state visin, cnduct GAP analysis, create phased implementatin schedules, data gvernance, training, etc. 2a. D yu have the capacity and experience needed t create a Future State Visin fr MDM and Perfrmance Management? Explain yur experience. 2b. Describe in detail hw yu wuld apprach creating the Future State Visin fr MDM and Perfrmance
Management (i.e. Define the scpe f the prject, assess current state, develp future state recmmendatins, cnduct GAP assessment, develp an implementatin strategy, master data gvernance, training, etc.) 3a. D yu have the capacity and experience needed t create an Implementatin Plan fr Achieving Future State Recmmendatins? Explain yur experience. 3b. D yu have the capacity and resurces needed t implement yur recmmendatins if AWWA were t want t retain yur services fr implementatin? 4a. Hw lng will it take fr yu t fulfill the activities listed in this RFP? Prvide a timeline and explain in detail. 4b. What is yur anticipated level f effrt fr yur prpsal (brken dwn by psitin) 5. Where are yur headquarters lcated? If utside f Denver, d yu have a representative ffice in the Denver Metr Area? Will travel expenses be allcated t AWWA and in what manner? 6. Hw many hurs des yur cmpany generally schedule and assign resurces t clients each week and d yu have any cnstraints (i.e. nly n-site Mnday thrugh Thursday)? Supprt Questins 7. What is yur apprach t gathering analytical requirements (i.e. Surveys, Wrkshps, ne n ne Meetings, etc.) 8. What prject management methdlgy will yu use t fulfill the requirements f this RFP? 9. AWWA uses PrjectManager.cm t manage prjects. D yu have the awareness, ability, and knwledge f this prgram t facilitate and execute the requirements f this RFP? 10. Hw will yu ensure prpsed timelines are met? 11. Describe the adptin and change management methdlgy yu will use. Financial/Legal Questins 11. Prvide a list f yur review team listing ut their skillsets and fee breakdwn (i.e. change manager, $0.00 per hur).