In a request for proposals (RFP) released Friday, the Judicial Council of California’s (JCC) Facility Services Office (FSO) called on vendors to submit applications to provide a new Integrated Workplace Management System (IWMS) Project. The entities’ needs include automation, legacy data migration – and “the ability to integrate with other applications.” Among the takeaways:
• The FSO, which handles “operational needs” for more than 475 court judicial branch facilities plus site selection and acquisition for new capital projects, is seeking a new system to replace its current Computer Aided Facilities Management (CAFM) system. The JCC wants responses that meet its business and technical requirements.
The JCC seeks a Software-as-a-Service (SaaS) solution plus related implementation, support and training services for the IWMS project. The solution should address areas including maintenance, real estate, asset, energy, environmental health & safety, quality assurance/compliance, and project management; boost collaboration and communication among JCC, courts and third-party providers; and migrate legacy data including portfolio, document and lease data — plus seven years of transactional data — off existing systems.
• Operational objectives include maintenance management for state courthouses and other facilities; automating work order routing and processing; and real estate and portfolio management for owned and leased property — through a full “lifecycle of transactions including acquisition to disposition.”
“A particular need is leasing functionality given that 94 court facilities are leased,” according to the RFP.
JCC and FSO also seek asset management for building systems and vehicles, including tracking permits, fines and preliminary orders; energy and resource management for utility costs, usage and reporting; environmental health and safety management for incident tracking, regulatory compliance and risk management; and quality assurance and compliance for plan review, permitting and inspections management.
• The CAFM application, the Judicial Branch’s existing primary system, had its first implementation in 2004-2005 using TRIRIGA 8.4 software. Its current implementation happened from 2008-2011 with TRIRIGA 9, and in 2013, the agency upgraded to TRIRIGA 10. CAFM now has 908 registered users, and with it, FSO processes an average of 6,110 service work orders a month from courts and third-party providers.
But according to the RFP, FSO’s extensive changes and enhancements to the original CAFM, to meet business needs, have “hindered its ability to take advantage of new technological advancements with application upgrades.”
“Instead of a single integrated system, the FSO currently uses approximately 30 spreadsheets, databases, and separate software systems in conjunction with CAFM to meet its business needs,” JCC said in the RFP. The FSO seeks a solution that will “minimize redundancy by consolidating functionality into a single system” for real estate and lease, facilities, maintenance, project, environmental compliance and energy/resource management.
• The contract’s estimated value isn’t specified. However, JCC expects to award the successful vendor a five-year initial contract with the option of two additional extensions totaling another five years. Responses are due by 5 p.m. March 6, and a notice of intent to award is expected April 14. It’s estimated that contract negotiations will begin April 22 and that the actual contract may begin July 1.
