REPLACEMENT OF A CAFM SYSTEM IN THE VIENNA …

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BUILDINGS MANAGEMENT SERVICES

TERMS OF REFERENCES

REPLACEMENT OF A CAFM SYSTEM IN THE

VIENNA INTERNATIONAL CENTRE

VIENNA INTERNATIONAL CENTRE, WAGRAMERSTRASSE 5, 1220 WIEN

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1 Contents 1 Contents .................................................................................................................................. 2

2 Introduction .......................................................................................................................... 14

2.1 Background information ................................................................................................ 14

2.1.1 Vienna International Centre (VIC) ........................................................................... 14

2.1.2 Buildings Management Services Division (BMS) .................................................... 15

3 Scope ..................................................................................................................................... 16

4 Proposal Response Requirements ........................................................................................ 17

4.1 Confidentiality and Non-Disclosure Agreement: ........................................................... 17

4.2 Required attachments and form of the offer: ............................................................... 17

4.3 Additional information ................................................................................................... 18

5 Current CAFM system ........................................................................................................... 19

5.1 Allplan 2016 .................................................................................................................... 19

5.2 Allplan Allfa 2016 ........................................................................................................... 19

5.3 IBM Maximo 7.6 ............................................................................................................. 20

5.3.1 Service requests (tickets) ........................................................................................ 20

5.3.2 Work order management ....................................................................................... 20

5.3.3 Preventive Maintenance ......................................................................................... 20

5.4 Other Software in BMS................................................................................................... 20

5.4.1 SAP .......................................................................................................................... 20

5.4.2 Eplan........................................................................................................................ 20

5.4.3 OpenText ................................................................................................................. 20

5.4.4 Cable management system (CMS) .......................................................................... 20

5.4.5 Topdesk ................................................................................................................... 21

5.4.6 Others: .................................................................................................................... 21

6 General requirements for a CAFM - Software ...................................................................... 22

6.1 Licenses .......................................................................................................................... 22

6.2 User Permissions ............................................................................................................ 23

6.3 Simultaneous access ...................................................................................................... 23

6.4 Authentication of external and internal users ............................................................... 23

6.5 User Interface ................................................................................................................. 23

6.5.1 Welcome screen (Dashboard) ................................................................................ 23

6.5.2 Navigation ............................................................................................................... 23

6.5.3 List view................................................................................................................... 24

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6.5.4 Detailed view .......................................................................................................... 24

6.5.5 Work center ............................................................................................................ 24

6.5.6 Print forms .............................................................................................................. 24

6.5.7 SQL .......................................................................................................................... 24

6.5.8 KPI and diagrams ..................................................................................................... 24

6.5.9 Calendar, validity dates and reminders .................................................................. 24

6.5.10 Search and filter functionality ................................................................................ 25

6.5.11 Multiscreen – multi window support ..................................................................... 25

6.5.12 Comment functionality ........................................................................................... 25

6.6 Web graphics .................................................................................................................. 25

6.7 Interfaces to other software .......................................................................................... 25

6.7.1 Interface to other ticketing software ..................................................................... 26

6.8 Data manipulation and mass update ............................................................................. 26

6.9 Connectivity to a CAD/ virtual building model ............................................................... 26

6.10 Barcode and RFID ....................................................................................................... 26

6.11 Reporting .................................................................................................................... 26

6.12 Attributes .................................................................................................................... 26

6.13 Catalogues .................................................................................................................. 26

6.14 Address database ....................................................................................................... 27

6.15 Client software (only if required) ............................................................................... 27

6.16 Audit information ....................................................................................................... 27

6.17 Licenses - Concurrent users ........................................................................................ 27

7 IT Infrastructure .................................................................................................................... 28

7.1 Network architecture ..................................................................................................... 28

7.2 Availability and redundancy ........................................................................................... 29

7.3 Data Safety and Security ................................................................................................ 30

7.3.1 Network accessibility .............................................................................................. 30

7.3.2 Firewalls .................................................................................................................. 30

7.3.3 User Authentication ................................................................................................ 30

7.3.4 Encryption ............................................................................................................... 30

7.4 Access for maintenance ................................................................................................. 31

7.5 Virtual Server Hardware ................................................................................................. 31

7.6 Web services .................................................................................................................. 32

7.7 Database ......................................................................................................................... 32

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7.8 Client work stations ........................................................................................................ 32

7.9 Additional client licenses ................................................................................................ 32

7.10 Test environment ....................................................................................................... 32

7.11 Backup and restore ..................................................................................................... 32

8 Description of user roles ....................................................................................................... 34

8.1 VIC All users .................................................................................................................... 34

8.2 VIC authenticated users ................................................................................................. 34

8.3 VBO General Services (GS) ............................................................................................. 34

8.4 BMS Help Desk ............................................................................................................... 34

8.5 BMS Chief ....................................................................................................................... 34

8.6 BMS focal points ............................................................................................................. 34

8.7 BMS Supervisors ............................................................................................................. 34

8.8 BMS Foreman ................................................................................................................. 35

8.9 BMS teams (workshops) ................................................................................................. 35

8.10 BMS procurement ...................................................................................................... 35

8.11 BMS Central store ....................................................................................................... 35

8.12 External companies e.g. external (cleaning) contractor ............................................ 35

8.13 CAFM Data Entry ........................................................................................................ 36

8.14 CAFM viewer ............................................................................................................... 36

8.15 CAFM Maintenance .................................................................................................... 36

8.16 CAFM Administrator ................................................................................................... 36

8.17 CAFM Vendor .............................................................................................................. 36

9 CAFM Components overview ............................................................................................... 37

10 Personal information ............................................................................................................ 38

10.1 Objective ..................................................................................................................... 38

10.1.1 Task assignment ...................................................................................................... 38

10.1.2 Invoicing .................................................................................................................. 38

10.1.3 Identification ........................................................................................................... 38

10.1.4 Contact information ................................................................................................ 38

10.1.5 Notifications ............................................................................................................ 38

10.2 Attributes .................................................................................................................... 39

10.3 LDAP Interface ............................................................................................................ 39

10.3.1 Architecture ............................................................................................................ 39

10.3.2 Manual addition of external staff ........................................................................... 40

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10.3.3 Conflicts................................................................................................................... 40

10.4 Work flows .................................................................................................................. 40

10.4.1 Personal data changes ............................................................................................ 40

10.4.2 Organizational unit changes ................................................................................... 40

10.5 BMS staff, groups and workshops (Craft) ................................................................... 41

10.6 Link to user authentication ......................................................................................... 41

10.7 Personal data in CAD .................................................................................................. 41

10.8 Data migration ............................................................................................................ 41

10.9 Number of concurrent users ...................................................................................... 41

11 Organizational structure ....................................................................................................... 42


12 Budget structure ................................................................................................................... 44

12.1 View allocated objects ................................................................................................ 44

12.2 Data entry ................................................................................................................... 44

12.3 Budget structure ......................................................................................................... 44

12.4 Budget overview ......................................................................................................... 44

12.5 Data migration ............................................................................................................ 44


13 Area information ................................................................................................................... 46

13.1 Objective ..................................................................................................................... 47

13.2 Required attributes..................................................................................................... 47

13.3 Software Architecture ................................................................................................ 48

13.4 Spatial hierarchy – building model ............................................................................. 49

13.5 Room numbers ........................................................................................................... 49

13.6 Workflow examples .................................................................................................... 49

13.6.1 Room assignment changes ..................................................................................... 50

13.6.2 Room geometry changes ........................................................................................ 51

13.6.3 Assigned Organizational unit changes .................................................................... 51

13.7 Required views ........................................................................................................... 52

13.8 Address information ................................................................................................... 52

13.9 History ......................................................................................................................... 52

13.10 Space allocation reports ............................................................................................. 52

13.10.1 Space attribution report ...................................................................................... 53

13.10.2 Space allocation and identification report .......................................................... 54

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13.10.3 Differences to the previous year ......................................................................... 56

13.10.4 Other Room utilisation reports ........................................................................... 56

13.11 Data restrictions ......................................................................................................... 56

13.12 Barcode handling ........................................................................................................ 56

13.13 Data migration ............................................................................................................ 56


14 Equipment management ...................................................................................................... 57

14.1 Objective ..................................................................................................................... 57

14.1.1 Statistics .................................................................................................................. 57

14.1.2 Documentation of (mandatory) maintenance........................................................ 57

14.1.3 Localisation of equipment ...................................................................................... 57

14.1.4 Barcode and RFID .................................................................................................... 57

14.2 Required Attributes .................................................................................................... 58

14.2.1 Common attributes: ................................................................................................ 58

14.2.2 Individual attributes ................................................................................................ 58

14.3 Equipment templates ................................................................................................. 58

14.4 Equipment classes ...................................................................................................... 59

14.5 Grouping of equipment .............................................................................................. 59

14.6 Equipment in graphics (web, CAD / virtual building model) ...................................... 59

14.7 Maintenance and tickets ............................................................................................ 60

14.8 Preventive maintenance ............................................................................................. 60

14.9 List of spare parts ....................................................................................................... 60

14.10 Equipment and SAP Assets ......................................................................................... 60

14.11 Support for moves and wall modification .................................................................. 60

14.12 Telephony and network cabling – interface to KMS .................................................. 60

14.13 Interface to Eplan ....................................................................................................... 61

14.14 Warranty management .............................................................................................. 61

14.15 Failure management ................................................................................................... 61

14.16 Views and reports on equipment ............................................................................... 61

14.17 Data migration ............................................................................................................ 61


15 Vendor information .............................................................................................................. 62

15.1 Objective ..................................................................................................................... 62

15.2 Required Attributes .................................................................................................... 62

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15.3 Data Migration ............................................................................................................ 62


16 Contract management .......................................................................................................... 63

16.1 Objective ..................................................................................................................... 63

16.2 Required attributes..................................................................................................... 63

16.3 Data Migration ............................................................................................................ 63


17 Articles and goods - Central store ......................................................................................... 64

17.1 Objective ..................................................................................................................... 64

17.2 Attributes .................................................................................................................... 65

17.3 Articles, goods and services ........................................................................................ 65

17.4 Contract assignment ................................................................................................... 65

17.5 Stock value - prices ..................................................................................................... 65

17.6 Work flows .................................................................................................................. 66

17.6.1 Material Reception ................................................................................................. 66

17.6.2 Production order (“Kommissionierung”) ................................................................ 66

17.6.3 Goods issuing - on demand ..................................................................................... 66

17.6.4 Moving of materials ................................................................................................ 66

17.6.5 Stock Inventory ....................................................................................................... 66

17.6.6 Material ordering .................................................................................................... 66

17.7 Import interface .......................................................................................................... 67

17.8 Required adoptions in SAP ......................................................................................... 67

17.9 Reports for Central store ............................................................................................ 67

17.10 Data migration ............................................................................................................ 67


18 Work management (Ticketing, Help desk and Work order functionality) ........................... 68

18.1 Objective ..................................................................................................................... 68

18.1.1 Documentation ....................................................................................................... 68

18.1.2 Resource planning and monitoring ......................................................................... 69

18.1.3 Statistics .................................................................................................................. 69

18.1.4 Invoicing .................................................................................................................. 69

18.1.5 Planning and documentation of (mandatory) maintenance .................................. 69

18.1.6 Documentation ....................................................................................................... 69

18.1.7 Linking of tasks and work orders ............................................................................ 69

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18.1.8 Failure classification ................................................................................................ 70

18.2 Work flows .................................................................................................................. 70

18.2.1 Stages of Service requests and Work orders .......................................................... 70

18.2.2 Example: move request .......................................................................................... 71

18.3 Record request (Ticketing) ......................................................................................... 72

18.3.1 BMS Help desk ........................................................................................................ 72

18.3.2 Email functionality .................................................................................................. 73

18.4 Catalogue of services/works ....................................................................................... 73

18.5 Mandatory, Regular and preventive maintenance .................................................... 73

18.5.1 Maintenance plans.................................................................................................. 73

18.5.2 Mandatory maintenance ........................................................................................ 73

18.5.3 Recurring and preventive maintenance ................................................................. 74

18.6 Approve requests ....................................................................................................... 74

18.6.1 No approval required .............................................................................................. 74

18.6.2 Approval of BMS Helpdesk required....................................................................... 74

18.6.3 Approval of a focal point or supervisor is required ................................................ 74

18.6.4 Approval of the VBOs General Service is required ................................................. 74

18.6.5 Approval of the VBOs General Service and Chief BMS is required......................... 74

18.6.6 Others: .................................................................................................................... 74

18.7 Plan requests and assign tasks ................................................................................... 75

18.7.1 Resource planning ................................................................................................... 75

18.7.2 Work plans .............................................................................................................. 75

18.7.3 Interface to stock .................................................................................................... 75

18.7.4 Calendar .................................................................................................................. 75

18.8 Create Work Order (task) ........................................................................................... 75

18.9 Execute tasks .............................................................................................................. 76

18.9.1 Printout of Work Order ........................................................................................... 76

18.9.2 Material issuing central store ................................................................................. 76

18.9.3 Logs to a work order ............................................................................................... 76

18.9.4 Time recording ........................................................................................................ 77

18.9.5 External contractors/companies ............................................................................ 77

18.10 Evaluate request ......................................................................................................... 77

18.10.1 Material monitoring ............................................................................................ 77

18.10.2 Labour cost monitoring ....................................................................................... 77

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18.10.3 Other cost evaluation .......................................................................................... 77

18.10.4 Invoicing .............................................................................................................. 77

18.10.5 Close request / task ............................................................................................. 77

18.11 Communication platform ........................................................................................... 78

18.12 Reports........................................................................................................................ 78

18.12.1 Work order details .............................................................................................. 79

18.12.2 Work order bill .................................................................................................... 80

18.12.3 Work order statistics ........................................................................................... 80

18.13 Data migration ............................................................................................................ 83


19 Project management ............................................................................................................ 84

19.1 Objective ..................................................................................................................... 84

19.2 Attributes .................................................................................................................... 84

19.3 Tasks and views .......................................................................................................... 85

19.3.1 Process view ............................................................................................................ 85

19.3.2 Task view ................................................................................................................. 85

19.3.3 Budgetary view ....................................................................................................... 85

19.3.4 Other Views............................................................................................................. 85

19.4 Structured projects ..................................................................................................... 86

19.5 Assignment of efforts ................................................................................................. 86

19.6 Monitoring functionality............................................................................................. 86

19.7 KPIs ............................................................................................................................. 86

19.8 Reports........................................................................................................................ 87

19.9 Data migration ............................................................................................................ 88


20 Document management ....................................................................................................... 89

20.1 Data migration ............................................................................................................ 89


21 Administration Tool .............................................................................................................. 90


22 Upgrade of the current graphical building model (CAD) ...................................................... 91

22.1 Objective ..................................................................................................................... 91

22.2 General requirements ................................................................................................ 92

22.3 Terms definition ......................................................................................................... 92

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22.4 Data migration or upgrade of current data model..................................................... 92

22.4.1 Update of the current CAD building model ............................................................ 93

22.4.2 Data migration ........................................................................................................ 93

22.4.3 User defined coordinate system ............................................................................. 93

22.5 Interface ...................................................................................................................... 93

22.6 Reporting and statistics .............................................................................................. 93

22.7 Equipment in CAD ....................................................................................................... 94

22.8 Exchange format definition for data delivery ............................................................ 94

22.9 Layer structure ............................................................................................................ 94

22.10 Project planning (moves, wall modification) .............................................................. 95

22.11 Plans ............................................................................................................................ 95

22.12 Standard templates .................................................................................................... 95

22.13 Printing and plotting ................................................................................................... 95

22.14 Lidar ............................................................................................................................ 95


23 CAFM Implementation .......................................................................................................... 97

23.1 Project management .................................................................................................. 97

23.2 Detailed Work flow ..................................................................................................... 97

23.3 Test system ................................................................................................................. 97

23.4 Documentation ........................................................................................................... 97

23.5 Data migration ............................................................................................................ 97

23.6 Installation .................................................................................................................. 98

23.6.1 Customisations ........................................................................................................ 98

23.6.2 Permissions ............................................................................................................. 98

23.6.3 Client installation packages .................................................................................... 98

23.7 External security audit ................................................................................................ 98

24 Training ................................................................................................................................. 99

24.1 BMS Basic training ...................................................................................................... 99

24.2 BMS Advanced training .............................................................................................. 99

24.3 CAD training ................................................................................................................ 99

24.4 Admin training .......................................................................................................... 100

24.5 On Site training ......................................................................................................... 100

25 Option I –Web access outside UNIDO Domain ................................................................... 101

25.1 Network architecture ............................................................................................... 101

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25.1.1 Availability and redundancy ................................................................................. 102

25.1.2 Additional hardware requirements ...................................................................... 103

25.2 Area management .................................................................................................... 103

25.2.1 Number of concurrent users ................................................................................. 103

25.3 Work management ................................................................................................... 103

25.3.1 Self-service ............................................................................................................ 103

25.3.2 Approval processes for Tickets and work orders etc. ........................................... 105

25.3.3 External contractors/companies .......................................................................... 106

25.3.4 Client feedback ..................................................................................................... 106

25.3.5 CAFM Maintenance .............................................................................................. 106


25.4 Project management ................................................................................................ 106


25.5 Implementation of the above ................................................................................... 106

25.6 Training ..................................................................................................................... 106

25.6.1 Internal Training .................................................................................................... 106

25.6.2 Training for external staff (VBOs, connected affiliates) ....................................... 107

26 Option II – Mobile access for defined external clients ....................................................... 108


26.1.1 Availability and redundancy ................................................................................. 109

26.1.2 Additional hardware requirements ...................................................................... 109

26.1.3 Mobile application server ..................................................................................... 110

26.1.4 Mobile Web graphics ............................................................................................ 110

26.2 Area information ...................................................................................................... 110

26.3 Work management ................................................................................................... 110

26.3.1 Mobile recording of service requests ................................................................... 110

26.3.2 Mobile approval of service requests .................................................................... 111

26.3.3 Mobile issuing and assigning of tasks ................................................................... 111

26.3.4 Mobile functionality to assist in executing tasks. ................................................. 111


26.4 Central store ............................................................................................................. 112


26.5 Implementation of the above ................................................................................... 112

26.6 Training ..................................................................................................................... 112

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26.6.1 Training ................................................................................................................. 112

26.6.2 Training for external staff (VBOs, connected affiliates) ....................................... 112

27 Option III (combination of Option I and II) ......................................................................... 113


28 Further Optional Components: ........................................................................................... 115

28.1 SAP Interface ............................................................................................................ 115

28.2 Move management .................................................................................................. 115

28.3 Safety and hazard management ............................................................................... 115

28.4 Meter reading ........................................................................................................... 115

29 Maintenance and support .................................................................................................. 116

29.1 User support and Help line ....................................................................................... 116

29.2 Regular maintenance ................................................................................................ 116

29.2.1 Daily ...................................................................................................................... 116

29.2.2 Monthly ................................................................................................................. 116

29.2.3 Yearly ..................................................................................................................... 117

29.3 License updates ........................................................................................................ 117

29.4 Upgrade installation ................................................................................................. 117

29.5 Additional Maintenance for Option I ....................................................................... 117

29.6 Additional Maintenance for Option II ...................................................................... 117

30 Consultancy services for additional needs ......................................................................... 118

31 Time line .............................................................................................................................. 119

32 Additional information on UNIDO Software ....................................................................... 120

32.1 SAP ............................................................................................................................ 120

32.2 KMS Cable management system .............................................................................. 120

32.3 AVASys ...................................................................................................................... 120

32.4 Eplan ......................................................................................................................... 120

32.5 Enterprise information management system .......................................................... 121

32.6 Avaya ........................................................................................................................ 121

32.7 IFC Capability ............................................................................................................ 121

33 Glossary ............................................................................................................................... 122

34 Annexes to this Terms of References ................................................................................. 123

35 Use case to be demonstrated - if opted - during evaluation .............................................. 124

35.1 Report on room usage .............................................................................................. 124

35.2 Work flow: Modification of room geometry ............................................................ 124

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35.3 Administrative tasks: ................................................................................................ 124

35.4 Option II .................................................................................................................... 125

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2 Introduction The Buildings Management Services Division (BMS) at UNIDO is in charge of repair and maintenance of the whole Vienna International Centre (VIC) , in all its facets and areas. There are seven distinctive areas of operations, namely:

Civil and construction works - Engineering services Telecommunication Electronics and Conference services Heating ventilation and cooling (HVAC), Electrical installations Staff relocation and moves Administrative services and work order handling

BMS is looking to replace the current Computer Assisted Facility Management (CAFM) software and other software tools used in the context of a vivid office and conference environment in an international organisation as large at the Vienna International Centre.

The solution sought should be able to connect to other information systems currently used at four different organizations hosted by the Vienna International Centre. It shall facilitate an overview of the usage of all resources in order to raise efficiency and streamline workflows. It should enable all clients and users of the system to obtain the individually relevant information in time. This shall be granted by role definitions and user based information interfaces.

It also shall increase the customer satisfaction.

The CAFM software shall be a basis for all facility relevant services within VIC.

2.1 Background information 2.1.1 Vienna International Centre (VIC)

The Vienna International Centre was planned and built starting 1974 and finalized in 1979 by the Republic of Austria. The building was operational in October 1979. Currently, four International Organizations are mainly occupying the VIC. These are:

o CTBTO Comprehensive Nuclear-Test-Ban Treaty Organization o IAEA International Atomic Energy Agency o UNIDO United Nations Industrial Development Organization o UNOV United Nations Office at Vienna (housing other international

organizations)

The VIC consists of various office and conference buildings and has a gross area of approximately 380,000 m². The building complex is comprised of 8 main buildings and two park decks as well as some small annexed buildings. It hosts major & minor conferences on a yearly basis, some 50,000 visitors annually and accommodates around 4000-8000 employees and visitors on a daily basis. The complex provides office space as well as scientific areas (laboratories) common support facilities (e.g. library, cafeteria, medical, etc.).

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2.1.2 Buildings Management Services Division (BMS) BMS is responsible for the facility management in the Vienna international Centre (VIC) according to its mandate on behalf of all UN organisations based in Vienna VBO (CTBTO, IAEA, UNIDO and UNOV). This includes:

o Repair, maintenance and troubleshooting in technical systems of various buildings (e.g. HVAC and electrical installations, conference equipment, electronic installations, etc.)

o Maintenance of the building (civil engineering and construction) o Staff Relocation and Furniture Move Management o Wall moves o Managing external contractors (e.g. Cleaning, winter services, etc.) o Technical and logistical Conference services o Waste management o Gardening o Small and large scale refurbishments (Project management) o Documentation (e.g. technical installations, authorities approvals; safety relevant

issues; o Calculation of space allocation costs based on various parameters for internal clients o Implementation and management of various of technical projects o Management of various technical Workshops o Management of a Central Store for spare parts and materials o Associated administrative works (including financial control and decentralized

procurement)

BMS Division is under the organizational Chart of the Operational Support Services Department of UNIDO BMS has currently around 120 employees in different groups and workshops.

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3 Scope UNIDO/BMS requests interested companies to offer a modern and flexible CAFM system. The software platform has to serve the needs to the environment indicated above.

The project includes the delivery and configuration of software, programmes (including migration of the existing data into upgraded system), establishing the links to external databases (i.e. interfaces), documentation, training and maintenance services.

The goal is to replace the current system with a flexible, modern and extendable one. Onsite and remote support is required and therefore should also be considered in the offered prices.

The offer is split into data classes including necessary functionalities and different options of accessing the system (Access internal clients only, web access for external clients, and access for mobile clients). The components shall be offered in modules, depending to the involvement of clients.

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4 Proposal Response Requirements 4.1 Confidentiality and Non-Disclosure Agreement:

Bidders having carried out the mandatory site visit (on-site or via video conference or similar) and who have confirmed their participation in the tender exercise via duly signed Acknowledgment Form (Appendix III) will be provided with an electronic plan data export (via download link), when having returned to UNIDO Procurement Service Division a duly signed ‘Confidentiality and Non-Disclosure Agreement’.

4.2 Required attachments and form of the offer: All reference documents, annexes etc. attached to the proposal must strictly follow the structure of the Bid Form (please refer to attached “BidForm.xls”.

Furthermore the proposal has to contain all documents to allow verification of the qualification and evaluation criteria and requirements of the Terms of Reference/Technical Specifications including but not limited to: (if main documents are missing, the offer will risks to be disqualified):

• Cover letter signed by authorized representative • Attached Bid form “Bidform.xls”, renamed to the bidder’s

name both in hard copy (pdf) signed and stamped plus in electronic version • Detailed company description • GEMFA 444 certificate – if any • Certificate of a notified quality management system (e.g. ISO 9001) • At least 3 project references for projects of similar size and contact person details • Organizational Chart which shows site manager and responsible key personnel • Curriculum Vitae (CVs) of site manager and key personnel • System description • Vendor price list • Hardware and software requirements for client’s work stations and the hosting servers • Architectural software overview (graphically) • Information flow diagrams where requested (general

overview, Area information, Articles and goods – central store, work management) • Description of interaction CAFM to a Virtual building model (CAD) • Signed confidentiality and non-disclosure agreement • The bid form shall be duly filled in with summary information plus reference to detailed

attachments, remarks, prices (for main components and options INCLUDING all customising required for the specified functionality). Any deviation (i.e. other format, structure) will lead to the disqualification of the offer.

• Alternative solutions, if any – MUST but clearly marked as such under ‘Remarks’ of the Bid Form • Price list of available modules the bidder could offer in addition to the indicated requirements • Hardware and software requirements for client’s work stations and the hosting servers • List of any additional (external) software that is required (e.g. AutoCAD, MS Access)

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4.3 Additional information During the evaluation process, if deemed required, may request bidders for a free of charge presentation of their offer and use cases (only bidders fulfilling the qualification requirements as stated in Appendix II will be considered for eventual offer presentation).

In addition UNIDO reserves the right to conduct telephone interviews with project reference contact details as well as proposed site manager and/or key personnel.

In line with paragraph “No commitment” of the Request for Proposal Letter’s instruction to bidders, UNIDO reserves the right to not contract all components of this Request for Proposal (RFP). Individual component (module, functionality) may be contracted separately or on call-off basis or differently according to final demand and/or the availability of funds.

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5 Current CAFM system Below, please find information on the current CAFM Solution that is currently used within UNIDO BMS.

5.1 Allplan 2016 Allplan is used to show and maintain the CAD Data and documentation of the building.

The digital 2D building model was set up in 2000 based on the “as built plans” of various buildings. It contains the floor plans including the following information:

• Architecture • Room assignment and space allocation (use of room, etc.) • Civil engineering (Doors, Windows, partition walls) • Electrical engineering and cooling devices • HVAC components • Telecommunication equipment • Electronics and conference equipment

The information in Allplan is split in “file sets” and “layers”.

In addition to the graphical (geometrical) CAD information, other item-related information (i.e. attributes) is stored.

The software is also used to plan future moves of mobile wall elements, since the rooms in VIC are separated by mobile wall elements. They can be moved to modify offices and rooms easily to the need of teams in different units. The newly arranged room plans are then updated in the Allplan and reflect the actual space/size of each accordingly.

5.2 Allplan Allfa 2016 Allfa is a database system that maintains and synchronizes information from different sources bi-directionally to the CAD model and to a separate work order management system (Maximo) via interface.

All rooms, items and staff information is centrally stored there. The communication between Allplan and Allfa is bi-directional through replication. It is also replicating the information to Maximo software currently used by BMS (rooms, equipment and staff information).

Additionally:

• It creates a personnel list deriving from 4 different LDAP servers • It creates telecom equipment based on information coming from a separate cable management

system • It creates links to the documentation of the distribution panels (created in a separate software

solution Eplan) Allfa is also used for reporting purposes. The system is used to evaluate various parameters and attributes and provides customized and detailed reports.

A major requirement is to facilitate the calculation of space allocation costs based on various parameters and internal clients. Various detailed reports with predefined layouts are necessary.

The support for Allplan Allfa will be discontinued by the vendor by the end of 2021.

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5.3 IBM Maximo 7.6 The customized IBM Maximo is used for the following areas:

• Electronic work order management including the management of the internal workflows; • Email based ticketing system ; • Preventive maintenance; • Detailed reporting used for various purposes (e.g. statistics and invoicing). It has a web based

interface showing all necessary information according to each task a user has (dashboard, start centre).

The following components of Maximo are used:

5.3.1 Service requests (tickets) Any service or repair request will be recorded and despatched by BMS Helpdesk to the appropriate workshop (work order).

5.3.2 Work order management All work orders have a defined approval requirement. The status will change according to a workflow. At the end of the work, the actual resources used (e.g. hours) are entered manually. There is also an interface to SAP MM, where all material issuances related to a work order is transferred to Maximo. (This interface can’t be used in future). It is also possible to link work orders (m:n) to facilitate a tracking and invoicing of connected works – e. g. in a project.

5.3.3 Preventive Maintenance Preventive maintenance is currently used in a test phase. It is used for regular maintenance. (E.g. to trigger a Work Order automatically when certain maintenance services are due).

5.4 Other Software in BMS 5.4.1 SAP

UNIDO SAP (SAP ERP 6.0 EHP8 on MaxDB, Migration to HANA platform in the foreseeable future) serves all human resources, procurement (SRM), financial and central store management (module MM).

5.4.2 Eplan Documentation of electronical and electrical systems, e.g. distribution panels, central clocks, switchboards, etc. (Eplan is not subject to this project, however integration and interface between the systems are necessary).

5.4.3 OpenText Open text content server serves as one Document management system within UNIDO. BMS archives all scans of paper plans in this system. Currently there are no links between OT and the CAFM System.

5.4.4 Cable management system (CMS) Documentation of the structured cabling including network and telephony (KMS Quattro: Version 4.2.0; Data base Sybase version 15.0.3)

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5.4.5 Topdesk UNIDO General and IT services are using a cloud version of Topdesk for ticketing. (Cloud solutions are prohibited for BMS)

5.4.6 Others: Software for other purposes with a limited amount of licenses:

o MS Access o AutoCAD (incl. spec. Toolsets) for projects o ORCA TAI Software o Johnson control for buildings automation (Offline) o AVASys (fire detection system)

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6 General requirements for a CAFM - Software The offered CAFM solution has to comply with the following general requirements:

All modules integrate using a single database schema in a relational data format in a relational database (e.g. Oracle / MS SQL).

User interface web based except for CAD All modules have the same look and feel and were developed and integrated by the vendor. Third parties are only allowed for reporting and CAD. Anyhow those tools need to be integrated

in the offered software. Object orientated structure Functionality split in an extendable, modular and open structure Standard and user defined attributes for all CAFM objects possible Functionalities shall be extendable for later The product has be compliant with all legal requirements, relevant norms and standards in

Facility management in Austria. Where no Austrian standard exists any relevant ISO and DIN will apply.

The software has to be in English, any multi-language support will be highly welcome Three tier architecture, backend has to be a LTS database, preferably MSSQL or Oracle Any Data relationship has to reflect the work flow directly in time. Data– replications shall only

be used in exceptions. All changes in forms, reports and minor customization (workflows, escalations, interfaces)

should be possible also for trained staff in house. All documentation has to be available in English and German Documentation has to also be provided on the customized software The vendor has to offer a help line A certificate according to GEMFA 444 is an advantage and shall be indicated Send and receive emails

NOTE: the described functionalities and modules state a proposal to achieve a certain goal. The provider is free to offer a different method to receive the same result. Any deviation has to then be described in the offer.

The modules described in this TOR do not necessarily correspond to the modularity of the bidder’s software. The bidder has then to offer and describe how this functionality is achieved via its software/modularity but thereby confirming that despite using different modality/solution/module combination the respective UNIDO functionality is fully met (i.e. confirm full compliance with the respective UNIDO functionality).

6.1 Licenses The bidder is requested to offer those licenses that are required in a number sufficient to serve the requirements below.

The offer has to include all necessary software and database licenses as required. The license evaluation needs to be software based, any hardware based software protection (dongle) is NOT allowed.

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6.2 User Permissions The software has to include a system to restrict user interactions (read, write, modify, etc.) to data.

• It must offer a user authentication. • It shall be possible to create user groups and permission groups. • Role-based data restrictions (up to attribute level) have to be possible (e.g. access to service

requests, where requestors are in a special department).

6.3 Simultaneous access The system has to prevent simultaneous access to a data set. It has to guarantee the consistency of data. This is of great importance particularly for interfaces to other software or data (e.g. LDAP).

6.4 Authentication of external and internal users The offered system shall support different approaches of user authentication at the same time.

It has to be considered, that also external users (who are not member of any established authentication services) have to be authenticated. An authentication directly in the CAFM needs to be possible as well (username, password).

6.5 User Interface The main functionality of the software has to be provided through a web interface. Only for manipulation or maintenance of geometric data client software and CAD can be used (if this is not possible via web interface). The information visible has to be restricted to the permission level a user may have.

All reports have to be accessible via web interface. This should also include graphical information like rooms or other user role related information. Reports shall be available in a print preview before printing.

6.5.1 Welcome screen (Dashboard) As a main element of the web interface, a dashboard (start centre) has to be available. This shall present all relevant information on one sight preferably at login. The content of the dashboard shall be user and roles dependent, as well as depend on the way of accessing the system (via either mobile app, Desktop PC or tablet). This content may be:

o All my work orders (task list) o All pending tasks of a group o Any alerts o Approval requirements o Statistics and charts o Etc.

A special dashboard has to be provided to be displayed on a monitor near the BMS helpdesks office. It needs to show the actual status and works of BMS to all clients who are interested.

6.5.2 Navigation The offered software shall support different ways of navigation to find and identify data sets easily. This shall include list views, grouped and filtered tree views for locations, selectable attributes etc. It shall be possible to store these queries and views user based for later use (“favourites”). For easy finding, also recently modified / viewed data shall be available.

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6.5.3 List view The interface has to provide detailed lists, depending on the topic. These lists need to provide user and role-based content including the following configurations – depending on user permission and user role:

o For all (list) views grouping, filter and sorting have to be available. o Definable shown attributes o The system has to also provide filters (based on SQL) for individual purposes o This has also to support subqueries (e.g. include data from another table) o List views and its properties have to be storable user based for a later use

6.5.4 Detailed view For any object, a detailed view has to be available. The system has to support a dynamic form layout in order to reduce the visible fields only to mandatory ones in the entry mask – depending on the user roll. This means only relevant or mandatory fields are shown to the user. The detailed view shall also include information on communication and documents.

6.5.5 Work center If not solved in the other UI components, the system shall offer a work centre, where role specific information (views), reports and functions/functionalities are available. All approval processes shall be managed in those work centres. The offer has to include at least one work centre for each role described in chapter 8.

6.5.6 Print forms To printout data easily modifiable print forms shall be available. These also shall be exportable to structured PDFs.

6.5.7 SQL The system has to offer an SQL Editor system (e.g. Benthic Golden, 1 license to be included, read only) in order to create more detailed queries and evaluations also via ODBC. A documentation on tables and fields shall be available.

6.5.8 KPI and diagrams The system shall be capable of integrating KPIs and diagrams in the web interface to show the current status in BMS. The content of the KPIs and diagrams will have to correspond to the user’s role and the permission in the system. KPIs shall also be available for reporting (printable) The offer has to include 50 of KPIs or diagrams to be implemented in different topics (modules – i.e. User management, Personal information, Organizational structure, Budget, Area information, Equipment management, Central store, Work management, project management, document management, CAD). This needs to cover the queries and the design of the diagrams or KPI.

6.5.9 Calendar, validity dates and reminders The offered software has to offer a calendar functionality and views in order to show time lines for tasks, maintenance, projects etc. in different aspects - e.g. a team calendar. This also shall be printable. The CAFM software has to be capable of sending reminders (e.g. Tickets) for selected/triggered events, like the end of a warranty period, recurrent maintenance etc.

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The software has to support validity dates for all relevant CAFM objects (e.g. for budget codes, end of life for critical components, room layout etc.).

6.5.10 Search and filter functionality The system has to offer an in depth search functionality throughout the whole system. It has to offer a centralised search form to find any object within the system regardless of its class. The system also has to offer customisable filters, whereas the filter criteria has to be storable for later private or public use. This also has to include detailed (date) sorting and filtering.

6.5.11 Multiscreen – multi window support The software shall offer to show different information in more than one window (e.g. tabbed browsing) and on split screens.

6.5.12 Comment functionality For all CAFM Objects a comment functionality shall be available. This has to include the time stamp and the user information.

6.6 Web graphics The system has to offer the functionality to show floor plans in the web frontend (e.g. browser HTML5) without using a CAD licence. This also has to include attribute information depending on the permission level of the user / group.

To visualize different topologies, it has to be possible to colour rooms depending on attribute criteria e.g. number of staff assigned to a room, current tenant or organisation etc. and show attribute values. The level of detail and the content of the label has to depend on the target group and the permission of the user.

These graphics has to be printable to standard formats in standard layouts (Frame, header, legend).

The functionality has to be restricted via user/group permission to attribute level (this means one user has to be able to see attribute information on his organisation only e.g. all room attribute data of those rooms that are rented by the organisation the user belongs to).

Any possibility to show equipment (e.g. furniture, fire extinguishers etc.) of a room as well is highly appreciated. Any simple functionality to create sketches and layouts using high lining and comment in plans without using CAD (i.e. web view) would be highly appreciated.

6.7 Interfaces to other software All software components will need to export and import data to other appropriate software (e.g. MS Office, AutoCAD and ODBC). This can be (not exhaustive):

• Text (txt, csv) • Office (xlsx, docx) • Drawing formats (dwg, dxf...) • ODBC to database • Export to PDF (reports) • Bidirectional connection to a CAD System • GIS System (SHP) • BIM – Link, Import and Export of IFC and COBe data • XML • SAP (RFC/BAPI/IDoc)

For the import of data, it should support Excel or CSV files. The tool has to support attribute mapping.

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6.7.1 Interface to other ticketing software The offered software shall be capable of integrating also other ticketing software solutions.

6.8 Data manipulation and mass update The system has to provide a possibility of changing data to a selected (filtered) set of data. This has to include e.g. the update of the status of a ticket, the revision date of a set of fire detectors etc.

This has to be restricted to the limits of the user access permissions.

6.9 Connectivity to a CAD/ virtual building model The software shall offer a bidirectional interface or link to a CAD/virtual Building model. Additional license cost other than Allplan or AutoCAD has to be indicated in the offer.

A transfer of room (area, space) data [room number and m²] to ensure data integrity and consistency is mandatory. This shall guarantee the same data on both sides – CAFM and CAD.

6.10 Barcode and RFID The CAFM system has to support any kind of barcode (i.e. Code 128, EAN 13, QR code) printing and reading, for mobile devices (app) it has to support RFID (NFC) reading additionally. It has to support all common codes. Any fee to print the above (library, licenses) has to be included in the offer.

6.11 Reporting The offered system has to include a tool for reporting. It can be an integrated or a third party tool.

The tool has to support different kinds of reporting on all specified topics (e.g. lists, diagrams, item attributes and plan graphics). Reports have to be modifiable, also for trained staff. A detailed documentation of the reporting tool has to be available.

For non-standard reports, it should be possible to access the system via ODBC or data export (Queries, views).

All reports shall be also exportable to standard formats e.g. pdf, xlsx, docx etc.

A set of standard reports has to be included in the offer, the description and the examples will be found in each chapter.

6.12 Attributes The solution shall offer to add user defined attributes to all CAFM objects. All attribute definitions need to offer the following settings:

• Data type • Predefined values (lists) • rules on data validity • Display format • system relevant information • Triggers and constraints

6.13 Catalogues The system shall contain basic FM catalogues according to DIN and Austrian Standards. These shall be available e.g. for room classification according to ÖNORM, etc. It shall support an autosuggest function to reduce typing effort. The catalogues should be available in English - any support for multilingual entries is highly appreciated.

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All Modules data (e.g. Personal data, project list etc.) also shall be available as a catalogue to other modules.

The software shall also support any other user defined catalogues and assignment to attributes (Drop down, tree view etc.).

6.14 Address database The system shall offer a generic address database to store contact data esp. for external partners.

6.15 Client software (only if required) Only if necessary, client software can be used. This shall be applicable for a few power users. An unattended installation package (MSI, batch procedure) has to be provided. The client can provide additional features to the web interface. The user group that is using client software will also use CAD features.

6.16 Audit information For all CAFM objects audit information on modifications have to be available. This needs to include time stamp, user information. This also applies to CAD information.

6.17 Licenses - Concurrent users For each module the number of licenses of concurrent users using this function/module has to be offered as stated in the commercial part,-if the bidders license model allows. This is related to a real user. If any other service like an interface etc. requires a separate license, this has to be considered and included separately. If the bidder uses any other licensing model, it is up to the bidder to ensure that the number of concurrent users specified will be able to access the system in a reasonable time. (Page rendering for standard applications below 5 seconds)

IT is up to UNIDO to extend or reduce the number of licenses or users according to the offered prices without any price adjustment.

The CAFM software in the main project (without options) will be used by around 60 concurrent users in different modules and 150 users in total.

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7 IT Infrastructure The offer needs to include all Software components required as well as the software relevant maintenance for three years (s. chapter 29 – price for maintenance to be added there).

The system itself will be hosted within UNIDO domain on UNIDO’s hardware. For safety and data security reasons, no data must be stored anywhere else than at UNIDO’s network.

Cloud services are not allowed.

The offered system shall work as a three - tier multilayer architecture.

Further, the system has to comply with the following:

All communication between the software’s components has to be encrypted. Servers are virtualized. Servers in UNIDO usually run Windows OS. The software has to be updated regularly by the bidder (ongoing support and maintenance). Any patch or update has to be tested in the test environment for a defined period before

applying to the production system. Only 64 bit operating systems are allowed (server, client) UNIDO’s Workstations run Microsoft Windows OS. Support of the most recent browser software (at least: Google chrome and/ or Microsoft Edge) Communication, Data and file encryption (to attribute level – staff data) All components need to be placed in one or multiple DMZs The successful bidder will be responsible for all operation, certificates, backup and restore of

database/application layer The bidder has to comply with UNIDO’s ITS Policy. This will be made available to the successful

bidder after contract award.

7.1 Network architecture For the basic system the following network architecture is proposed.

In any case UNIDO’s existing firewalls will be used. These are maintained by UNIDO Information technology services (ITS) . All rules applying will be implemented by UNIDO ITS.

It is up to the bidder to offer alternative solutions – a detailed description and a diagram has to be added to the offer. Alternative solutions nevertheless need to be accepted by UNIDO ITS (Information technology services). Any offer may be refused, if the safety and security requirements are not met.

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7.2 Availability and redundancy To maintain the system availability during updates and maintenance, all servers shall be redundant (factor 2).

Web-based user interfaces provided by the application(s) have to be made available to users outside UNIDO’s Network through a load balancer/security gateway appliance.

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CAFM

Firewall Firewall

Web Services

Web Services

Load balancing (e.g. Kemp)

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The UNIDO standard for such appliance is the KEMP LoadMaster product line. The vendor is required to include a suitable virtual appliance license (Enterprise support level), e.g. the Virtual LoadMaster 500 Enterprise and has to include all required configuration tasks in their offer.

7.3 Data Safety and Security The bidder has to comply with UNIDO’s ITS policy.

The bidder has to also comply with the protection of personal data as published under the legal service of the Republic of Austria “Bundesgesetz zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten” in the current version. (https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10001597)

7.3.1 Network accessibility The access to the system has to be restricted to the VIC and assigned external services. All front end servers need to be placed in a DMZ and will only communicate through a firewall to inside/backend servers. In the main project (no options contracted), only local access within UNIDO Domain will be allowed to enter the system.

7.3.2 Firewalls All firewall rules will be implemented by UNIDO’s IT services. A security concept has to be provided. In the implementation phase a formal request with the firewall ruleset needs to be provided by the successful bidder.

7.3.3 User Authentication Any user interaction to the system has to be tracked in a specified level of detail. Every user has to be authenticated at the entry of the system. The offered system has to authenticate users in different ways at the same time:

o Authentication of internal users via active directory in UNIDO o Separate username (email address) – password authentication for external users

(complete work flow for assigning passwords, forgot password etc. and its work flows flow to be included in the offer, should allow password complexity checks, enforce regular password changes etc.)

o Support ADFS Identity Provider (IdP) which will handle the sign-in process and will eventually provide the authentication credentials

o support Single Sign On (SSO) an authentication method that allows users to authenticate themselves against an external Identity Provider (IdP)

o will work as a Service Provider (SP) through SAML (Secure Assertion Markup Language) allowing you to provide Single Sign On (SSO) services for your end-users

o Support Azure AD Authentication o Support Multifactor authentication o Strictly no anonymous login – Also services will need authentication o Verification of user table vs. LDAP import (if a user is not in one of the VBOs LDAPs,

the user account will be instantly blocked)

The software has to provide a single point of maintenance to grant and revoke permissions to access the system. The CAFM System has to offer the possibility to assign permissions, views and interfaces role based, group wise and in person.

7.3.4 Encryption

https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10001597

https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10001597

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All confidential data has to be stored encrypted to prevent unauthorized access. This refers to passwords, HR related data (if any). Any communication to the system has to be encrypted (Minimum: TLS 1.2) - also in the LAN. The annual fee for necessary certificates - issued by a publicly trusted Certificate Authority - shall be included in the offer. UNIDO may refuse any Certificate Authority that may be unsafe. Any certificate monitoring and certificate replacement shall be done by the supplier and has to be included in the maintenance cost.

7.4 Access for maintenance The contractor will have to assign staff to access UNIDO networks for installation, maintenance and troubleshooting. They will get a virtual desktop (VMware VDI) based access to the system. All login attempts, any manipulation will be documented and tracked.

The assigned staff of the contractor will need to comply with all ICT and security relevant rules and regulations of the VIC.

7.5 Virtual Server Hardware The Virtual Machines will be hosted on UNIDO’s infrastructure. Depending on the system resources of the new setup (CPU, RAM and Disk) required, the infrastructure will be extended accordingly. There will be two VMware ESXi hosts used to host all the required virtual servers for the whole CAFM system.

The bidder shall include a detailed description of the virtual hardware requirements including the minimum requirements and the recommended virtual hardware. This detailed list should include a list of Virtual Machines, each with required CPU cores, amount of Memory (RAM) and required disk space for the whole setup for the next 5 years. The bidder has to guarantee a site rendering (page loading time) for standard views and applications of below 5 sec.

To compare offers this will be evaluated via virtual hardware costs.

If the successful bidder uses Microsoft Windows OS:

• A standard server OS (Windows 2019) will be installed to each VM. The successful bidder will get Remote Desktop access to that VM.

• Licenses for Windows Server Datacentre 2019 for at least two of the VMware ESXi hosts will have to be included in the offer.

If the successful bidder needs a different setup or OS

• The external company will take over at the vCenter-level to install server OS. All license cost needs to be included in the offer.

• vCenter-level access to the VMs in question will be granted selectively where needed for the duration of the need

Additionally the following points apply:

• UNIDO ITS will maintain users, credentials within UNIDO domain • The maintenance of the hardware up to VM level (Installing BIOS, Firmware Updates, installing

VMware ESXi Updates etc.) will be done by UNIDO. • UNIDO ITS will do a full backup of the VMs with VMware Veeam • UNIDO will provide and manage the offsite backup of those backups • The bidder needs to include all backup tasks necessary to restore on Tier level (i.e. data

consistency) • All virtual servers will then be available to the successful bidder at the OS level (Windows RDP,

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Linux SSH) with local admin privileges. • The successful bidder must not offer any physical hardware servers, everything must be hosted

within the existing UNIDO VMWare vCenter / ESXi environment. This cluster may be extended by UNIDO and BMS, depending on the hardware requirements stated by the bidder.

• The bidder is responsible for running the system starting at the Operating System Level. OS Updates and patches, including e.g. Windows Updates and Linux Updates will be done by the bidder. Updates of the application itself of course as well. All related cost needs to be added in the Maintenance.

7.6 Web services A commonly implemented web server software has to be used in order to receive patches and security updates in time.

The web service has to be installed to a separate server instance. The vendor has to install all bug fixes and patches at least once month. Any security related fix has to be installed instantly (s. maintenance chapter 29).

The system has to comply with the HTML 5 standard.

JRE and Flash are not supported within UNIDO and must not be used.

7.7 Database The vendor has to implement a long term support (LTS, minimum life span 5 years) database (DBMS) solution in the latest version available. This may be either MS SQL or Oracle or any other commonly used DBMS. The offer has to include all necessary licenses, configuration works and customizing.

The contractor will have to install updates and patches regularly, at least once a month (maintenance, protocol to be developed).

7.8 Client work stations All workstations will use Windows 10OS 64bit. The standard browser is Google chrome.

7.9 Additional client licenses Any other client software other than MS Office, Allplan or AutoCAD required has to be included in the offer.

7.10 Test environment The offer has to include a permanent test environment. This has to be available for testing purposes and be updated regularly (s. restore procedure). All costs and efforts have to be covered by the offered price.

7.11 Backup and restore A daily backup of all data is mandatory. This also has to include all user defined settings, database data and documents (document management). The backup scheme (full, incremental, differential; day week, month, year) is up to the bidder – anyhow a backup of data shall be possible for a time span for at least a year (365d). Each year there shall be a full annual backup (to be included in annual maintenance) to a defined storage.

A backup log shall be created each time. On errors the CAFM Admin and the help line of the bidder has to be notified instantly for attendance.

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The restore procedure has to be tested regularly – a backup has to be restored once a month to the test environment (s. Maintenance).

The software has also to provide a function to restore single data sets only. (E.g. restore database dump to another schema and compare differences to the live schema, undo button in the history).

Backups need also to be stored in an offsite location. The configuration and effort to backup to an offsite location on a weekly basis has to be included in the offer.

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8 Description of user roles This is a description of the individual user groups in VIC. As workflows will change, this is a subject to change. This description includes also those groups necessary for implementing option I and II.

Additions and modifications of user roles and permissions have to be done centralised in an administrative tool. (See also 21).

8.1 VIC All users All people within VIC regardless to their relationship to any of the Vienna based organisations – e.g. employee, conference participant or contractor.

8.2 VIC authenticated users Like 8.1, but on regular basis and will have username and password or authentication vs. Active Directory. It is important to manage credentials (user name and password) and permissions of people who are not in any of the LDAP of UNIDO.

8.3 VBO General Services (GS) Every Vienna based organisation (VBO) has a separate Division to deal with its General Services. This is a focal point for each organisation for any (facility) related requirement (e.g. office furniture, space distribution, inventory etc.). It is also responsible to approve requests from their respective staff to BMS (facility services). The approval process can have more than one step.

Staff of these departments therefore has a special role in the system as they are basically managing a lot of incoming requests. Some VBO have created their own ticketing system in order to track all requests. It is a task to this bidding to transfer this information into the BMS CAFM system (automatized XML Data transfer interface or similar).

8.4 BMS Help Desk BMS Help Desk is a role who is the central position of incoming service requests. The person is available for calls, email and personal contact and will enter and classify each request in the system. The staff will also assign and forward requests (e.g. via a work order) to the executive staff, BMS focal points or BMS supervisors.

It is planned to reduce the effort of this role by pre-categorizing in the user self-service (s.25.3.1). It is also required to import and parse incoming mails automatically (e.g. eMail import from MSExchange or access via IMAPS).

8.5 BMS Chief For budgetary and liability reasons for certain requests the approval from Chief BMS is required. The system has to record all those approvals/denials.

8.6 BMS focal points BMS focal points are task orientated Organizational units that are established to follow a single point of service policy. This means clients will have just one person/department to deal with even the task is interdisciplinary. This has to include the following:

• Wall moves (office modification) • Cleaning

8.7 BMS Supervisors

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BMS supervisors are the disciplinary managers of each group. A group consists of one or more teams. These currently are: (in brackets names of the workshops)

• Administrative support group (BMS procurement, documentation and CAD, BMS Helpdesk) • Buildings maintenance group (upholstery, carpentry, painter and masonry, building safety,

metal and locksmith, wall modification, ground maintenance and waste management, central store)

• Engineering Project management group (large scale refurbishments) • Electrical and cooling group (Electromechanical and equipment, electro installation, cooling

(AC)) • Electronics and conference services team (electronics, conference services) • Buildings automation and HVAC maintenance group (Buildings automation and control group,

HVAC Maintenance, Sanitary) • Staff relocation group (Staff relocation) • Telecommunication group (telecommunication, network cabling)

Supervisors manage the timely, accurate and monetary completion of work orders. They will also approve all resources used for performing works.

8.8 BMS Foreman BMS foreman will assist BMS Supervisors and will assign the works to the respective staff. Each BMS team (workshop) has a foreman.

8.9 BMS teams (workshops) BMS teams (workshops) are disciplinary structures within the groups. These are the operational units.

8.10 BMS procurement BMS procurement is split into small (Decentralised) and large-scale procurement (centralised).

For small-scale procurement, there is a team within BMS. For large-scale procurement, UNIDO’s central procurement is involved. All procurement action is done within SAP SRM or SAP MM.

8.11 BMS Central store BMS central store is a specialized team to manage all stored items and special tools in BMS. All material management is currently done in SAP MM.

8.12 External companies e.g. external (cleaning) contractor To have an overview and full documentation it is important also to include special external companies, who will perform works on behalf of BMS. This mainly affects the cleaning of the VIC, but also maintenance contracts and regular works. For each company it has to be possible to have restricted access to the system. The system also has to support access permissions for a limited period of time – e.g. a contract period. (Only if Option I or II is contracted)

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8.13 CAFM Data Entry Around 10 specially trained people has to use more detailed applications (Clients - if required) and around five will use CAD on regular basis. They will update all as built documentation (“Bestandsdokumentation”), room and equipment data.

They will also have a more in depth training.

8.14 CAFM viewer The user role of the CAFM viewer is a role of a person who is allowed to view data and graphics. (Extent is to be defined).

8.15 CAFM Maintenance The user role of the CAFM Maintenance is merely a role of a person who adds and removes user, resets passwords and has minor administrative privileges (to be defined).

8.16 CAFM Administrator This role is used for major administrative purposes – changes in user/group permissions, work flows, queries and reports etc. This role will be assigned to a specific admin user within the UNIDO domain. Nobody will be logged in this role on regular basis.

8.17 CAFM Vendor This role is used for to all CAFM maintenance relevant tasks. It shall group all administrative staff of the successful bidder.

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9 CAFM Components overview The CAFM software could have a similar structure as follows. The bidder shall attach a diagram showing components and relationships for the offered solution.

CAD (e.g. Allplan)

SAP MM, SRM

Cost shared report

Other reports

Personal information

Organisation information

Area information

Equipment information

Tickets (Requests and work orders,

projects)

Central Store information

KMS

CAFM

Budget information

4x LDAP

manual data transfer

Manual data input/import

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10 Personal information The software has to offer a tool to handle personal data.

10.1 Objective The module is necessary to have information of all people working in the VIC. The personal data will be received from an LDAP interface (described below) and shall be imported to the CAFM system. The information then shall be available in different forms and views, e.g. aggregated in form of a tree diagram whereby each individual is assigned to the respective Organization. Example:

This has the following objectives:

10.1.1 Task assignment For work management, approval processes and addressing tasks it is necessary to assign users to specific roles e.g. focal point, generals services, a BMS Team etc.

10.1.2 Invoicing For invoicing (space allocation report – see 13.10), it is necessary to know which room/area is occupied by which Person, organisation and department.

10.1.3 Identification It is necessary to identify people who request services. Therefore it is necessary to link the user authentication to the person.

10.1.4 Contact information It is necessary to have all contact data of every requestor of services. These will be imported from LDAP.

10.1.5 Notifications It has to be possible to notify all people, who are affected by works e.g. renovation works. Therefore it is necessary to identify those people. It shall be possible to send emails out of the CAFM system (e.g. to all in a wing of the VIC) and log the event.

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10.2 Attributes The personal information has to include:

• Title (e.g. Mr/Ms.) • Last Name • First Name • Grade • LDAP ID e.g. Login name (if available) • Room No (key to link to room table) • Extension 1, 2 • Mobile phone • Organization (VBO) • Organizational unit short name (Division, Section, group, maintained in the LDAP) • Organizational unit long name (Division, Section, group, maintained in the LDAP) • DSSU (number or characters, if available, maintained in the LDAP) • E-mail (unique per organisation/VBO) • Last import date • Last modification date • Other use defined attributes

10.3 LDAP Interface All necessary staff data of the VBOs will be available in 4 different LDAP directories. (Different, completely independent Active Directory Domain Forests – not necessarily Microsoft). An interface needs to be set up and included in the offer. It has to import or update personal information (Names, staff number, email address, extension, Organizational unit short, long, DSSU) regularly.

The system shall consider the international environment (Unicode).

10.3.1 Architecture

Personal Different LDAPS

Organizational structure

Automatic interface

CAFM External

Data update (Org. unit)

Manual inputs & corrections

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10.3.2 Manual addition of external staff The solution has to consider people in the system, who are employees of external companies or employees in a VBO but not working in the VIC. This could be solved with a flag for “external” – those data will be maintained manually and not interfered by the automatic interface.

The system has to be capable of linking or importing user data from other sources. An xlsx import has to be possible. The system has to ensure consistency; imports from other sources shall be marked as imported so it can be filtered (trigger to fill lastImportDate).

10.3.3 Conflicts The system shall provide a view and a functionality to show and mange conflicts in the work centre of the CAFM maintenance group. This shall allow to view and solve conflicts manually.

10.4 Work flows 10.4.1 Personal data changes

The following flowchart represents a process where a person starts working in VIC, ends working in VIC or the following contact data changes:

o Extension o Room number

10.4.2 Organizational unit changes The following diagram shows the workflow if the Organizational unit for one or more persons change. This happens if:

o A person is shifted to another unit within the VBO o The Organizational structure of the whole organisation (VBO) changes (Restructuring

process)

Person new Person deleted

Contact data altered

CAFM External

Data entry, modification in respective LDAP

LDAP Other table

Personal

Add dataset Flag as Deleted

Data update Duplicate removal

Manual addition of

external staff (special table)

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10.5 BMS staff, groups and workshops (Craft) The software has to offer a tool to add data to BMS staff. This has to include additional information, such as groups and workshops (substructure of the Organizational unit – but not kept in AD), focal points, supervisor relationships, shifts, skill levels, etc. This information usually is not stored in the LDAP and has to be entered additionally (e.g. separate table and link information). The system also may use another table than “personal” (e.g. table of labour and skills).

It is necessary to provide a hierarchical structure (e.g. supervisor…) also in order to provide approval work flows.

10.6 Link to user authentication Any user (Authenticating via username and password or AD) needs to be connected to a user in the personal table. This is to allow the direct link to contact data (e.g. if the user logs on to the system and opens a ticket – the form has to be filled with the contact data of the current user)

10.7 Personal data in CAD The bidirectional interface to CAD shall show personal data in CAD, i.e. all staff assigned to a room. The preferable solution is to click a room in CAD or web view and show the query result in another window.

10.8 Data migration The current personal data will not be migrated. The data will be provided via the LDAP Interface. Anyway it has to be included in the offer to verify all data imports.

10.9 Number of concurrent users To view data (R) this module will be used by maximum 10 concurrent users To maintain (R/W) this module will be used by maximum 2 concurrent users

Organizational structure modified

CAFM External

Data updated in the LDAP of respective

Organisation

LDAP of 4 VBOs

Personal

Regular Data update

Regular Data update

Organizational structure

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11 Organizational structure The Organizational information has to reflect the hierarchical and Organizational structure of all VBOs. The structure shall also be available in a tree view.

From the field organisation and division/section/description short in the Organizational unit (s.10.3), it is possible to parse the Organizational structure of each organisation (distinct division, section and group)

Depending on the organisation (VBO) there are different levels of structure, also the punctuation (split characters) may vary.

This Organizational structure is of relevance to the reporting of space allocation (s. reporting 13.10) and to provide approval work flows (e.g. approval by supervisor, different department, focal points).

It has to be considered, that the Organizational structure within an organisation will change regularly – depending on a changing mandate for an organisation / VBO.

Therefore the Organizational structure has to have a validity date also to show changes during a year. A regular update from LDAP or a bulk update on all reference data has to be available – if necessary.

Example in tree view:

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Additionally to the above, external companies having offices in the VIC shall be handled in the same way manually (e.g. import of an excel template). The level of detail will be less.

For each department a focal point shall be assigned. This is a person who is to be contacted, if a department is affected. This has to consider the hierarchical structure.


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12 Budget structure The CAFM System should be able to support the selection of the correct budget code or its subsidiary for proper cost allocation. BMS uses several different budgetary allocations in UNIDO. For a more detailed cost analysis – also different types of budget codes should be possible at the same time.

Those codes have to be available for all relevant CAFM objects in the system. This has to include:

Tickets (Service requests) Work orders Projects Equipment Locations (e.g. conference rooms) Organizational units

12.1 View allocated objects The user interface has to provide views to filter and sum cost according to budget code, project manager, projects, tickets, groups and workshops etc.

Standardized reports shall allow printing in different variations.

12.2 Data entry The budget codes will be entered manually into the system (CAFM Admin). Each budged code shall have a validity date, whereas after this date it can’t be selected anymore. (CAFM Admin should have the right to override this validity date, if required.)

To import budget lines (values, sums) a data import interface shall be included (XLS, XML). In a later stage (optional component) the data from SAP shall be reflected.

12.3 Budget structure The account code structure has to consider five different levels. These are:

• Funding • Funding centre • Functional area • Commitment item • Year

Each of these need to have predefined drop down values in order to avoid errors.

12.4 Budget overview The software has to provide a view and reports on the balances of the budget lines at a given point of time. The system shall subtract all related efforts and cost from work management system.

This will need to have a possibility also to enter all related additional expenses (e.g. for a project).

12.5 Data migration The migration of the current data has to be included.

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13 Area information BMS is responsible for collecting area information and evaluate the area assignment in different reports. The CAFM software has to assist in reporting on space usage, room assignment and space allocation. It has to collect information from different sources to one report.

The CAFM software has to include:

Logical Description of the Building model (Spatial hierarchy: Site - Building – floors – wing - rooms - workspace) including its dependencies, example here in a tree structure:

For garages and outdoor areas the classification should be different (Visual) documentation of the status quo (“Bestand”) of all areas and spaces in the building and

outdoor areas in different levels Manage and evaluate user defined attributes

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Adding occupant’s information to room from Staff list (all personal information, unique room numbers)

Allocating the Organizational structure derived from the occupants of a room Manual allocation of the Organizational structure if no resident is assigned to a room Bidirectional interface to the CAD software to show attributes in CAD – or an option to link to

such – e.g. function to call referring dataset out of CAD in a web browser Reporting on space allocation according to attributes (assignment, space allocation, various

user defined space codes) in different variations and predefined layouts (s.13.10) Report on differences and modifications to the previous year All kinds of space have to be addressable (e.g. room, outdoor areas, air space, etc.) in different

levels. A data history shall be available

13.1 Objective Due to the complex geometry of the building and the individual room layout, all room data and its shape is currently kept in Allplans room functionality. Allplan defines and calculates net area [m²] considering also the deduction of the area of columns, insula’s, walls etc. (multi polygon). For this functionality the following issues have to be considered:

• Space information and room arrangements will constantly change • Currently the focal point for Wall moves maintains the room geometry and room attributes in

the CAD model – the new solution has to offer something similar. • CAFM has to import and verify the uniqueness of the room numbers • CAFM has to import and verify the area of a room [m²] • CAD or CAFM has to validate data (list of attributes) • If a web graphic is available, in which attributes of a room can be modified, all room attributes -

except the area / room geometry- should be kept within CAFM. This also applies for solutions that offer an integrated CAD solution.

• The area information, the related attributes (e.g. area codes) and its distribution between all Vienna based organisations are essential for all BMS activities and budget issues.

• The software has to ensure the documentation of the ownership (or rental status) based on the information from the personal table

• If two rooms are merged, one room numbers will vanish (validity expires) • If a rooms is split, a room number will be assigned. CAFM will need to verify that this is unique

in the present data model. • Room numbers are unique in the present status but not in history.

13.2 Required attributes The following room and space attributes have to be available to area objects:

• Room number (Compound Key Building – floor – room) • Organisation (based on the staff table1 the system shall suggest to change attributes in the work

centre of the focal point for wall moves) • Organizational unit (DDSU - based on the staff table or manual input) • Gothainer Code (this is the area code that is used to group area types and reporting on costs) • Area code (old)

1 In the import of LDAP Data the organization and the unit will be assigned to each staff member. As each staff member is assigned to a room, also the room can be assigned to an organization and unit.

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• Occupied space (Y/N) • Space type (usable, not usable for office or other area type, used for grouping) • Relevant to cost sharing (Y/N, meaning all “N” will not be used for Cost shared reporting) • Flooring • Wing (1-6,Z) • Building modules (meaning the number of standardized segments of the building) • Work spaces (m:n) • Occupants of a room (m:n relationship, relevant also for contact information and CAD attributes)

All of those have a list of standard values with short and long name

13.3 Software Architecture The Information flow of the CAFM system could look similar to the following diagram. The bidder shall add a diagram to show the work flow to the offer.

CAD Room polygon

Room information

(Incl. organizational assignment)

Import and add room data

Personal information (incl.

Room number)

Space allocation

reports Historic data

Equipment information

KMS

Organisation information

Move and Space

modification view

Staff functional occupancy

Manual modification

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13.4 Spatial hierarchy – building model The CAFM must use a hierarchic building structure for areas and spaces. Some of the structure elements haven’t been used in the current system, those have to be added. The following structure is currently considered, any other solution shall lead to a similar result.

• Site • Structure (Main compound, gates, park deck etc. – new structure element) • Building • Substructure 1 (wing – new structure element) • Floor • Substructure 2 (zone – new structure element) • Room • Work space (new structure element)

13.5 Room numbers Room numbers are usually built up in the following scheme: Building (abbreviation1 to 3 digits), floor (level including minus values, 2digits) and room number (depending on the wing of the building). Sometimes there are also indexes added (up to 3 digits) e.g.: G-135A2.

Please note that some building abbreviations have up to 3 letters. It is considered to implement a separating character to all room numbers for internal use (not to be visible for end users, effort to be included in the offer). Room number will then be formatted like: CP1.01.03 or G.0E.66.

Therefor the bidder has to include in the offer a function to translate current room numbers according to the number structure. This function shall also be available in the database to be addressed from different software components (reports, views, ODBC, interfaces).

13.6 Workflow examples The following workflows are examples for situations where Room (space) data has to be modified. It shows different start scenarios.

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13.6.1 Room assignment changes This means that the area code (Gothainer code) of a room is modified. (The diagram shows the work flow without considering Option I. If option I is contracted, the request (ticket) including the external approval process would be done in CAFM)

Room is assigned to another area group

CAFM External

Request (ticket) including external approval process

Area

Internal Approval process Data modification

(Focal point for wall moves)

Space allocation reports

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13.6.2 Room geometry changes This workflow shows a situation, where a room is modified and the area [m²] is has changed. This also includes room splitting or room merging. (The diagram shows the work flow without considering Option I. If option I is contracted, the request (ticket) including the external approval process would be done in CAFM)

13.6.3 Assigned Organizational unit changes Depending on the majority of staff registered to a room (room number in the personal table), the system has to assign the space / room to an organisation and an Organizational unit. Rooms where no staff is assigned, this information will be updated manually or is empty.

The system needs to ensure integrity. Any conflicts shall be shown in the work space (dashboard) of the CAFM Maintenance group ant the respective focal points.

There the software has to offer work flows to solve conflicts on bulk basis.

Room geometry has to be modified

CAFM External

Request (ticket) including external approval process

Area

Internal Approval process Data modification

(Focal point for wall moves)

Space allocation reports

CAD Room polygon

Automatic data transfer (area [m²], new room number)

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13.7 Required views To assist the focal point for wall moves, the CAFM has to offer different views and reports based on one or more room numbers to see the room assigned objects like the following:

• List of all staff assigned to a room • Equipment and articles (blocks) assigned to a room • telephones and network ports (import/view to KMS system) • flooring • department/organisation

Depending on this information, it should assist in issuing tickets from this point in workflow. To modify equipment information (move of all equipment of a room to another) a bulk modification or automatic function (spatial intersection) has to be available.

A room modification view (map/plan) in the web viewer is highly appreciated, for CAD mandatory.

13.8 Address information The room information has to be available for other components of the CAFM, esp. for the ticketing system to easily localize faults and allow troubleshooting quickly. This also has to include outdoor premises, which currently have no ID/ address (areas to be developed and integrated during implementation phase).

13.9 History A history of modifications have to be kept if the attribute “Organisation”, “Gothainer code” or the area was modified (e.g. via validity date) to allow reporting (report on modified areas)

13.10 Space allocation reports The space allocation reports (Also called: Cost-sharing reports) on the usage of the building have to calculate how costs are distributed /shared amongst the organisations and departments within VIC. These reports are absolutely essential to the distribution of costs and therefore are mandatory without any deviation.

The cost shared reports are based on the area /spaces in VIC according to:

• custom room attributes (Gothainer Code, Space attribution report) • or Organizational unit information (Organizational structure of each VBO; space allocation

report) • Not all areas in the building/premises will be part of the cost shared reports – a flag will be

needed (“Y” for “Relevant to cost sharing”). • Some buildings need to be split. (Building M was built on top of Parkdeck 2, therefor two reports

are necessary) The offer has to contain all relevant reports on space allocation, including the formatting to be print or exported to different formats i.e. Excel and Pdf.

The reports shall be available on demand and in time.

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13.10.1 Space attribution report The space attribution report will show the room area per building and two user defined attributes (Gothainer code, usability) and it’s summary.

o The Gothainer code is a VIC internal room classification. o The usability shows if areas are usable for office use (OS), for special purposes (OSSP)

and areas not usable for offices (SNU e.g. corridors).

There is one report available for each building of the VIC (A-G, J, K, M, P, P2 and Gates 1-6) and one summary for the whole compound. Example of the summary, the report for each building the report looks the same:

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The excel export of the report has to create a register for each building plus the summary. The excel version would look like that (Area code = Gothainer):

13.10.2 Space allocation and identification report This is the detailed report on each room/space in the VIC (having the attribute “Y” for “Relevant to cost sharing”). It has to be grouped on buildings and contain the following information: Room number, room name, assigned Organizational unit and its DSSU, staff assigned to a room (if any) incl. telephone extension, staff grade and staff ID Below an example of building G.

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The above reports have to also be grouped by other attributes like organisation, Organizational unit (selectable on demand). Also this report shall be exportable to Excel, grouping and filtering shall be available.

13.10.3 Differences to the previous year This report has to show all changes of the room assignment (Gothainer code) or room geometry (Room splitting or merging) in the past year (Period selectable). It has to list the room number, Assignment old (incl. description), Assignment new, Organisation old, organisation new, service requests and tickets connected to this room (Type “wall move”, “move”)

13.10.4 Other Room utilisation reports The software shall also offer other reporting like on flooring, cleaning etc.

13.11 Data restrictions It has to be possible to restrict user access (depending on the user role and users organizational unit) attribute based to the information of certain rooms, e.g. only to those of the own organisation.

13.12 Barcode handling The offered solution has to be capable of printing room plates (report on room occupancy) including a barcode identifying the room number.

13.13 Data migration Room data has to be transferred including all user defined attributes. This could be done via an e.g. IFC export from Allplan. It is up to the bidder to use this possibility or to propose any other solution.

13.14 Number of concurrent users To view data (R) this module will be used by maximum 30 concurrent users. To maintain data (R/W) this module will be used by maximum 5 concurrent users.

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14 Equipment management The CAFM software has to handle equipment2 information and manage the required maintenance.

This has to include:

User defined attributes, depending on the equipment class Import/ export data (e.g. Smoke detectors)- attribute mapping Modifiable library for standard equipment to add more equipment’s in one go Distinction between various equipment’s (e.g. relevant for maintenance or not) It also has to link to data in other systems (like cable management system) Cover all maintenance relevant components Support maintenance planning and the associated documentation Linked to the work management module Support the planning of moves and room modification Assignment of equipment to locations, Persons and organisational units

Equipment data will be handled either in CAFM or in CAD. A bidirectional interface shall make information for selected equipment available to both sides. This is also relevant for viewing and labelling the respective objects in CAD.

The bidder has to include a statement, how this will work in the offered solution.

14.1 Objective The functionality is necessary to have documentation on maintenance or safety relevant equipment within the VIC at hand. This has the following objectives:

14.1.1 Statistics The solution has to facilitate different kinds of statistics on usage, malfunction etc. of equipment. This shall enable management to arrange replacement, repairs and long term budget planning.

14.1.2 Documentation of (mandatory) maintenance The solution has to offer a functionality to attach maintenance information to equipment. It also shall be possible to store structured information on (safety related) inspections. For proper reporting on equipment (e.g. next maintenance date), appropriate reports should be made available.

14.1.3 Localisation of equipment The solution shall link equipment to one or more locations (m:n, work space, room, floor or building) in order to address the equipment.

14.1.4 Barcode and RFID The offered solution has to also be capable of identifying equipment by NFC, QR or Barcode reading (scanning - mobile app if Option II is contracted). Label printing for Equipment has to be supported (barcode, QR)

2 To avoid confusion with SAP assets, assets relevant for CAFM are called equipment.

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14.2 Required Attributes The offered solution needs to have different attribution, standard values and catalogues for equipment. It has to be possible to define drop down menus, predefined attribute values and validity checks for attributes.

14.2.1 Common attributes: The following common attributes shall be available for all equipment (not exhaustive):

o ID/ barcode o Trade o Equipment type/class o Location o Coordinates o Vendor o Different date information e.g. Year of construction/implementation/installation o SAP ID o Responsible department/staff o Owner o Etc.

14.2.2 Individual attributes Each equipment will have attributes depending on the type, example: Light

o Type of light (fluorescent, LED, conventional) o Number of light emitters o Voltage (high/low) o Circuit breaker no.

Example Fire detector:

o Type (Smoke, heat, combined etc.) o Line o Number o Check on uniqueness of (Line & number)

14.3 Equipment templates For easy data entry handling the solution has to offer templates for equipment (property sets) per class, in which attributes are filled by default values, i.e. a standard toilet has always the same vendor and model.

For all equipment a template has to be created. This template has to contain:

• Required attributes (mandatory to be filled) • Non required attributes (additional information) • Standard values • allowed values for attributes • assigned catalogues • CAD information – if any (block name, Block size etc.)

On changes of the templates, all existing equipment shall be updated. A bulk modification has to be available.

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14.4 Equipment classes It has to be possible to maintain different equipment classes in the system. Depending on the class, there are different attributes applicable. Example for equipment classes in a tree view:

14.5 Grouping of equipment The software shall offer a possibility to group single equipment to an equipment group e.g. a surveillance camera (main equipment - having an equipment ID) consisting of a flag post, mounting device, the camera body, a lens, switch box etc. (sub equipment all having different equipment IDs). For an easy handling the software shall support a tree view of all components. The level of detail of sub equipment shall be arbitrary.

For all equipment a trade (“Leistungsgruppe”) shall be assignable.

14.6 Equipment in graphics (web, CAD / virtual building model) Equipment information (attributes) currently maintained in CAD will remain in CAD.

It is planned to link certain equipment and its information between CAD and the CAFM solution (e.g. Fire and smoke detectors, Fire doors). This is needed to create theme plans. It shall be possible to scale, colour and label equipment in plans depending on its attributes and properties. This also can be solved in the web viewer.

The data link from CAFM to CAD or the other way round has also to depend on the equipment class.

The bidder is to state, how the offered solution is capable of doing so.

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14.7 Maintenance and tickets Each equipment in the system has to have a history of all works performed (related maintenance, tickets and requests).

14.8 Preventive maintenance For each equipment or equipment class, it has to be possible to attach maintenance plans including estimated efforts in labour, material and external services. The CAFM tool has to be capable of supporting checklists on mobile devices i.e. electronic checklist if Option II is contracted.

14.9 List of spare parts For each equipment or equipment class is has to be possible to attach required spare parts (Central store, just in time etc. preventive maintenance).

14.10 Equipment and SAP Assets Some of the equipment is also available in SAP MM. The software shall offer the possibility to identify a CAFM Equipment with an Asset number of SAP (m:n). SAP assets have an inventory number (incl. barcode sticker/RFID on the item).

14.11 Support for moves and wall modification The CAFM tool has to offer a functionality to support moves of equipment. For those processes, the focal point for moves will enter the affected rooms; the tool shall report on all affected equipment and offer a modification of the attributes of those equipment (e.g. room number, owner…).

This function has to be available in the web form as well as on reporting basis.

It also has to be possible to create a ticket to these equipment (e.g. moving it to another room).

14.12 Telephony and network cabling – interface to KMS All network data (ports) and phones in a room are currently maintained in a Cable Management System. In order to plan moves and wall modifications, it is necessary for the focal point for wall moves to know, if those components are affected. If so, the system shall offer to issue a work order to move a phone, relink a port, change cabling etc.

The bidder shall offer an interface to KMS Quattro. This interface shall be able to import data from a Sybase database (view) on a regular basis (e.g. daily) or preferably link in a 1:1 relationship.

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14.13 Interface to Eplan The documentation of electrical switchboards and distribution panels shall be linked to the referring equipment.

An automatized job in Eplan creates a complete set of plans (both in PDF and Eplan format) for each distribution panel in the building overnight in Pdf to a special folder. These plans shall then be linked or imported then to the respective equipment in the database (Equipment name = filename, hyperlink; document management)

14.14 Warranty management The CAFM tool has to offer warranty management. It has to issue a reminder (ticket), if the end of warranty period will be reached in a defined period.

14.15 Failure management It shall be possible to assign failures and failure descriptions to an equipment (mobile and desktop app) s.18.1.8.

14.16 Views and reports on equipment The system shall provide views and reports for equipment, equipment classes and equipment groups. This should allow statistics, e.g. Cost / equipment, costs/equipment class, etc. The offer has to include at least 10 standard reports.

14.17 Data migration It is a task of the current bidding to migrate all existing equipment from Maximo to the new CAFM tool. From Allfa only maintenance relevant equipment will be migrated. This could be done via Excel export or import of a database query.


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15 Vendor information The software has to offer a solution to store vendor (contractors) information.

15.1 Objective The offered software shall support to assign vendor information to different CAFM objects (i.e. projects, tickets and workorders).

The module shall support the assignment of department and focal points information to vendors (e.g sales or finance department). This then shall be linked to a contact person – including their contact data (i.e. Phone number, eMail).

Initially the data will be maintained manually and shall then be connected to SAP in a later extension. (s. optional SAP interface). An import – export interface for all relevant tables shall be available for the CAFM admin.

It shall be possible to issue Work orders and send it to a contact address (eMail) i.e. a call off of an LTA to the sales department of a company

15.2 Required Attributes Standard attributes have to be available depending on the data class and responding table.

15.3 Data Migration In the implementation phase vendor data will be provided in an SAP export and has to be imported to the CAFM system via the Import- interface.


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16 Contract management The CAFM shall also have all contract information available. This has to include esp. expiry dates of contracts. (Expiring contracts shall trigger a work order / ticket for renewal)

It has to be possible to link equipment, work orders and articles to contracts. It has to contain its price lists, delivery lead time, discounts, budget line, contract total amount, available funds on the contract, balances etc.

The vendor information shall also include detailed address and contact information – down to staff level.

The company may wish to suggest its best option in this regard. At a later stage an interface to SAP SRM/MM shall be integrated (s. optional components 28.1)

16.1 Objective The offered software shall support to assign Contract data to different CAFM objects (i.e. projects, tickets and workorders). It also is necessary to facilitate and trigger procurement action for Central store. It shall support also to monitor contract expiry dates and financial contract limits (i.e. expiry date, not to exceed amounts)

The offered software shall monitor time line, budget and financial balances and provide statistics for different CAFM objects. It shall warn if contract limits are reached.

Initially the data will be filled manually and shall then be connected to SAP in a later extension. In the initial stage, an Excel import interface shall be available.

16.2 Required attributes The Contract management will need following attributes amongst others:

• Contract number • Name • Assigned Vendor • Contract number in SAP • SAP – Rfx Number • Budgetary ceiling (maximum contract amount – not to be exceeded) • Responsible department / workshop / staff • List of items/positions/articles • Contract document (scan, document management) • Budget code • Contract Begin and end date • Warranty period

16.3 Data Migration In the implementation phase contract data will be provided in an SAP export and has to be imported to the CAFM system via the Import- interface – all related works to be included in the offer).

16.4 Number of concurrent users • To maintain data (R/W) this module will be used by maximum 5 concurrent users. • To view data (R) this module will be used by maximum 10 concurrent users.

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17 Articles and goods - Central store The central store (CS; warehouse) is responsible for keeping common materials and spare parts on stock. Currently Central store uses SAP MM to manage material transactions and procurement contracts for Central store. The stock value is calculated in MM is then used for finance (annual financial statement). The current solution is not very flexible (No interaction to SAP SRM, FIN, mobile APP Fiory not available, only SAP netweaver GUI available).

17.1 Objective The software solution shall replace the current SAP MM central store process including goods reception, inventory, goods issuing and reordering initiation. It has to show all materials issued to a Workorder including movement of items, items still available as well as contingency planning in terms of reordering. The company may wish to suggest its best option in this regard.

Also an integration of the current SAP Data would be an option.

The bidder has to offer a solution that ensures a proper inventory of goods including its detailed value. All procurement, accounting and financial activities and procedures will remain in SAP.

Frequently required articles are kept on stock in the central store (“Zentrallager”). All information on articles (number on stock, reserved items, delivery times) has to be available in CAFM

At the end of the financial year (after the physical inventory), the software shall issue a report on the inventory valuation (“Lagerbewertung”). This will then be forwarded to UNIDO Finance for further attendance.

The bidder has to add a detailed description of the system to the offer.

In a later stage, information on services and goods delivered just in time or articles of frame contracts (LTEs) shall be integrated.

The CAFM Software has to provide the following:

• Integration of article and vendor data • Managing Article master data • Reflect all central store relevant work flows • Material consumption statistics for tickets/work orders, projects, equipment (cost) • Initiate decentralised procurement (notification/automated ticket for the group procurement to

initiate reordering process) • Identification of articles for Long term procurement contracts (LTA) • Overview of delivery contracts • Budgeting and Calculation • Stock Inventory in different stock locations • Annual Central Store Inventory (reporting etc.) • Automatic Calculation of stock value according to definable criteria (e.g. article group) • Calculation of item / stock value based on a moving average or FIFO • Live Information on items on stock for Work orders, journey man (app) etc. • Reservation of articles on stock for work orders and maintenance works • Live information on available LTA Positions, prices, available funds and account balance – mainly

on mobile devices.

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17.2 Attributes Articles will need the following attributes amongst others. It is up to the bidder to distribute the information in as many relationships as required – a distinction between internal and external article shall be possible.

• Internal ID number • Global Trade Item Number GTIN (EAN, Barcode) • Article short name • Detailed description (Long name) • Vendor information • Procurement contract number • Shopping cart, Purchase order information (1:n) – Later extension (SAP) • Account code • Availability • Delivery times • replenishment limit (min/max stock levels, replacement at a specific stock level quantity, or only

on request) • replenishment limit (contingency, “Bestellgrenze”) • article group • article type (On Stock, Just in time, on demand, service, other) • assignment of equipment (m:n relationship), equipment class, list of trades • Contract information • Vendor • any other relevant attribute • attached documents • Picture

17.3 Articles, goods and services The software shall be able to maintain also lists of Items, spare parts and services - even if not kept in Central Store.

It shall keep positions of all LTAs (containing services and goods). These lists shall then be also available for work orders and projects (Mobile access). All of these articles shall be assignable to an equipment or equipment class.

• The offered system needs to provide a live information on items available on stock (number).

17.4 Contract assignment It has to be possible to link article information to contracts, its current price, delivery lead time, discounts, budget line, contract total amount, still available funds on the contract etc.

17.5 Stock value - prices At the end of each financial year a report shall be issued on all articles on stock, loss or damage of items including vales, details and sums. This report needs to be exported also to PDF and Excel format in order to process further. At a late stage, a direct interface to SAP shall be established.

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The offered software needs to support different ways to determine the single price of single articles and the stock value. This shall include, but not limited to:

• Moving average • FIFO (First In First Out) • Fixed price (with added validity date)

The approach of determining the item value has also to be applied to the calculation of cost assigned to CAFM objects (e.g. work orders, projects etc.).

17.6 Work flows The following functionalities shall be included in the offer:

• Material reception (“Wareneingang”) • Production order (“Kommissionierung”) • Material issuance (including Ticket, project and staff information) • Inventory • Initiation of Reordering process (“Bestellgrenze”, creation of a work order to order material) • Labelling of items, storages and locations (barcode printing of the ID)

17.6.1 Material Reception The system shall offer a functionality to identify incoming goods and putting it on stock. This will need to identify articles via Barcode (EAN etc.) The functionality shall also integrate the recalculation of item prices and stock value.

17.6.2 Production order (“Kommissionierung”) Assigned and reserved items shall be shown in the app for preparation on the date specified in 18.7.1 Resource planning. This can be handled as a subtask to the main task. A calendar view shall assist staff in attending those orders on time.

17.6.3 Goods issuing - on demand The tool shall offer a work flow to issue items also on demand. Those shall then be connected to a work order in the system. The name of the staff receiving goods needs to be recorded (select value, autosuggest functionality). The system shall offer also a procedure to return items to stock.

17.6.4 Moving of materials The offered software shall contain a tool to move one or more stock items to another storage location (bulk modification)

17.6.5 Stock Inventory The tool shall offer a work flow to do a manual stock inventory. The software shall issue an excel report on stock items including number and shall be able to reimport an excel file to correct the stock. If Option II is contracted, the work flow will be done on a mobile device.

17.6.6 Material ordering If a stock level (actual number of items minus reserved) is below the order limit (minimum stock) the system shall automatically issue a work order/task to the respective staff for reorder (automated replenishment method). The system shall collect all articles and issue tickets vendor wise. A work flow to call off from an LTA Contract shall be included.

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17.7 Import interface An excel import of article data is mandatory. This shall support attribute assignment and import related syntax modification (e.g. all “.” will be replaced by a “,”) and support to store import routines.

For easy handling import interface for suppliers catalogues (i.e. Datanorm, OCI, and cXML), would be an asset. This shall be capable of importing and updating article master data including discounts for different vendors at the same time.

Further an interface to common AVA formats (GAEB, ONORM A2063) would be an asset.

The bidder shall indicate in his offer, which import interfaces would be available.

17.8 Required adoptions in SAP The bid shall include a SAP MM specialist, who is able to transfer or integrate all relevant data from SAP MM. The company may wish to suggest its best option in this regard.

17.9 Reports for Central store The software shall include standard reports. These shall be available as view, printable and exportable:

• total stock value (for a selectable date) based on the moving average value of all articles on stock • articles to be reordered grouped by article group, vendor or contract, user specific filters • consumption reports for work orders, budget code, equipment groups and equipment,

workshops in different selectable groups and filters • statistics on material usage, storage duration (“Lagerdauer”) • also diagrams and KPIs shall be available • Labels for articles (barcode labelling on GoDEX EZ2350i)

17.10 Data migration All current stock data currently in SAP needs to be migrated to CAFM – if not SAP will be used and integrated.


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18 Work management (Ticketing, Help desk and Work order functionality)

This application affects all occupants of the building. It has to record all requests of all people working in VIC. The software has to support an electronic work order and ticketing system to ensure that client needs and requests for services and support are managed timely and completely.

The system has to preferably split into service requests (client point of view) and work orders (executive point of view). It has to be considered, that a service request could raise more than one work order and the other way round.

The system has to also be capable on creating tickets or tasks triggered by time (regular maintenance), meter based or any legal requirements (“Betreiberverantwortung”) in order also to keep records of all legally required maintenance of the building.

It therefore has also to include all documentation on communication (email) and taken actions.

All tickets and work orders has to follow a workflow of approval(s) and record the progress status. These can be different - depending on attributes (e.g. the kind of service requested)

Creating child objects should be supported. (Linking of tickets or work orders) It has to be possible to create escalations automatically, e.g. to send emails. It has to be possible to attach files to a ticket or a task. There has to be a kind of a dashboard, where user and role-based information are shown. This

has to also include statistics and diagrams like KPIs. It has to be possible to send and receive emails out of the system to be documented in this

procedure Any ticket or work order has to be addressed either to a room, an equipment or a person or a

combination Any ticket or work order has to be trackable to a request Any ticket or work order has to be assigned to one or more BMS teams for settlement It has to be possible to categorize tickets or work orders in order to trigger different work flows,

different mandatory fields etc. All tickets has to have a unique number, starting with two digits stating the year of the creation

of the ticket/work order e.g. 19 00 01 being the first ticket in 2019. It has to be possible to classify tickets and work orders in different ways for reporting and

controlling All changes and interactions in the system has to be trackable e.g. approval of a ticket, duration

etc.

18.1 Objective 18.1.1 Documentation

The tool has to include all service and repair requests in order to guarantee a proper operation of the building. It has to assist all staff in VIC to address and track demands and requests in a single point of service approach. It also has to help to plan regular, preventive and predictive maintenance.

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18.1.2 Resource planning and monitoring The tool shall support all staff to plan and monitor all resources (staff, financial and material effort) to ensure a functional environment to serve the needs of all Vienna based organisations.

18.1.3 Statistics The solution shall ensure a timely and complete settlement of a request. Different statistics shall enable management to verify capacity and resource issues.

18.1.4 Invoicing The solution has to include a functionality to sum up all efforts connected to one or more requests in order to invoice services that are not included in the service level agreement.

18.1.5 Planning and documentation of (mandatory) maintenance The solution has to offer a functionality to manage all required and mandatory maintenance and test cycles systematically. It has to track all works and summarize all efforts. For auditing, it has to be possible to follow up the status in time.

18.1.6 Documentation A log shall be available for all tickets and requests. This is to document any information that might be useful for documentation. The log has to contain at least the following information: Date, name of the person entering the information

18.1.7 Linking of tasks and work orders The software shall link connected works hierarchically. This means for each request (ticket) one or more connected tasks shall be issuable (m:n). This also applies for tasks and projects. The tool shall show the structure in a tree view. E.g.:

Request I

Request II

Task

Sub Task

Sub Task

Sub Task

External Task

Labor, Material and external Cost

Summary („invoice“)

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18.1.8 Failure classification The tool has to offer a user defined failure classification. This shall offer a list of failure classes according to equipment or equipment type. The software shall offer an exportable view or report showing statistics on failures per equipment and class.

18.2 Work flows The following workflows are examples for solutions the software has to offer. Workflows need to be flexible and modifiable, preferably in a graphical tool. All necessary trainings and tools have to be included (s. Training, administrative tool)

It has to consider the following processes:

18.2.1 Stages of Service requests and Work orders The following diagram shows a possible solution for Service request (Ticket) and work order in a time line. Depending on the system the bidder offers this may vary. However, the result has to be the same. Any status change has to be reversible – depending on the permissions – and have to be logged. A reason for reversing the status has to be given (List of values, list of comments)

record request

approve request

plan request assign tasks

execute tasks

evaluate request

New Waiting f. approval

Approved

Reject

In Progress Completed Closed

Reopened

Serv

ice

requ

est

Wor

k O

rder

m:n

New Waiting f. approval Approved In Progress Completed Closed

Reject

On Hold

Waiting for material

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18.2.2 Example: move request The shown workflow is an example for a move request entered by a client via the self-service portal (Available if option I is contracted). There are different approval processes applicable, depending on the VBO or company the client is employed at The following diagram would show a workflow that covers one whole approval process till the beginning of works.

Department has a move request

Web / mobile access

Open Request Choose category

Add picture

Category Move Web form information

Relevant for Moves Who, from, where to

Which VBO? A;C,D

B

Automatic issuance of work

orders:

End

Other approval process

Web –client Chief General

Service Approve/ disapprove

Disapprove

Reject all relevant tickets,

inform client (email)

End

Approve

Furniture move Telephone

move Change of area

code

BMS Moving team

Manual issuance of

work orders:

Any other service required

Works preparation, task

execution, evaluation, invoice if required

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18.3 Record request (Ticketing) The service request (ticket) has to record the client’s needs. Depending on classification, origin and other parameters there are different approval workflows as well as different mandatory attributes applicable.

The service request has to contain (depending on the request)

• Status (New, waiting for approval, approved, Reject, in progress, completed, REOPENED, closed) • Classification on predefined works • Name and contact information of the person sending the request (not necessarily the requestor) • Name and contact information of the requestor (optional, if sender is the requestor) • Contact data of organizational unit • Location (app: Barcode; more than 1 location can be concerned!) • Equipment (Barcode or RFID) if applicable • Classification • Date of the request • System issuing the request (App, Web page, client) • Subject • Description • Attachment (Picture, etc.) • Related work orders • Organisation (VBO) requesting • Budget code • Communication (email log) done through the system

18.3.1 BMS Help desk The software has to assist BMS Help Desk (service dispatch) in managing requests. The BMS Help Desk is the central point for receiving requests (without classification) and for services directed to BMS via telephone, e-mail or printed and signed service request forms. BMS Helpdesk also coordinates requests that have more than one work order. Helpdesk also needs to identify double entries.

The Helpdesk will then create tasks for the appropriate workshops (m:n relationship) to solve the request. The software has to offer a process, where a ticket can be easily transferred to a work order e.g. a button that creates the work order including the transfer of all relevant information.

The system has also to consider double requests and offer an appropriate solution (e.g. merging tickets).

The system has to include the following approaches:

• E-mail listener functionality should be made available to receive service requests and to track communication from and to external clients. This means, it shall be possible to forward an email to the software via IMAPS (or any other email protocol).

• Interface to the Avaya software phone solution (filling a service request automatically - extension be connected to the requestor field) – if available

• Classification for requests whereas different approval work flows will apply. • view for double entries (e.g. all requests within the last week showing the same room number

and category) • A rejection of a request shall be documented and requires a reason (drop down)

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18.3.2 Email functionality The software shall offer an email interface. It has to be possible to forward a request that is received per email, to the system. A conversion HTML to text needs to be supported. Any attachment of the email shall be attached to the request (document management). Email functionality as described needs also to support the parsing of template emails to a request. For each template, a configuration setting shall be available. The software shall offer the possibility to copy and modify such templates and its parsing configuration (CAFM Admin). The offer has to include 1 template and the respective configuration (email forwarding to CAFM – parsing of subject, long text).

18.4 Catalogue of services/works It is intended to build up a catalogue of standardised services. This will help to streamline processes and raise the efficiency of the organisation. The CAFM software has to assist to identify those services and integrate them in the process chain.

18.5 Mandatory, Regular and preventive maintenance The system has to offer functionality for regular or preventive maintenance. The system has to offer time or meter based frequencies. On a defined period before due date, the system has to issue a work order automatically. The system has to consider also maintenance done by external companies (email notification or access to the system –if opted). The tool shall offer different maintenance types.

All works done have to be linked to a maintenance plan, so the works and related costs are documented.

According to the maintenance plan, the system shall issue work orders. This shall be done in six different ways:

• Creation of one work order for one or more locations (multi location) • Creation of more work orders – one per location (if multiple locations are affected) • Creation of one work order for one or more equipment (multi equipment) • Creation of more work orders – one per equipment (if multiple equipment are affected) • Creation of one work order for one or more staff (multi staff) • Creation of more work orders – one per staff (if more than one team is affected)

The created work orders shall then follow the necessary approval and planning process.

18.5.1 Maintenance plans The system has to offer different maintenance plans for each equipment e.g. annual inspection, 5 year inspection, visual control etc.). The next due date shall be calculated automatically. The system shall also support a versioning of maintenance plans.

18.5.2 Mandatory maintenance This maintenance type usually refers to a regulation by law or norm. Those maintenance works will have elevated requirements on documentation and proof. Therefore the software needs to provide a system to register, group all mandatory inspections etc. per requesting law / norm. For some equipment (fire detectors – external contractor), it is necessary to retrieve live maintenance data (legal issue, monthly invoicing).

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18.5.3 Recurring and preventive maintenance This maintenance type refers to maintenance to cover vendor instructions or maintenance to enhance the lifetime of equipment and machinery. It also could cover a cleaning plan for a building etc. It shall support fixed date, fixed interval, meter based intervals and trigger work flows accordingly.

18.6 Approve requests Depending on the type (classification) of the request and its origin (which VBO), there will be different approval processes.

The selection of the work flow will depend on the way of entering it into the system.

The service request shall be classified by the client or by the help desk staff. Depending on this (sub) classification, different work flows will be triggered. The CAFM Admin shall be able to change those triggers.

It also shall be possible to assign additional approval requests to a ticket, e.g. BMS helpdesk clarifies a request and needs additional approval by VBO General Services – e.g. for special funding.

All approval processes have to be tracked in detail (Who, when, from where, device ID) and need to be reportable – The ticket shall be printable with audit information.

The offer shall include 5 different approval processes:

18.6.1 No approval required E.g.: report a defective light, defective toilet, adjustment of room temperature etc. The requestor will issue a request in the self-service portal and classify it as applicable. Depending on the classification, it will then be automatically assigned to the appropriate BMS team.

18.6.2 Approval of BMS Helpdesk required E.g. other request, concerning BMS

18.6.3 Approval of a focal point or supervisor is required E.g. procurement action or resource planning required

18.6.4 Approval of the VBOs General Service is required (Only if Option I contracted) E.g. any request where special funding is required (e.g. extra cleaning, conference services, etc.)

18.6.5 Approval of the VBOs General Service and Chief BMS is required (Only if Option I contracted) Any modification of the building – e.g. Wall moves, projects

18.6.6 Others: It has to be part of the admin training to implement any other approval workflow. This has also to include creating and modifying escalation settings (e.g. email notification etc.) that might be applicable.

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18.7 Plan requests and assign tasks If necessary, a request or a maintenance work will need planning. For those works, the service request shall have a responsible supervisor or BMS focal point. Depending on the category of the request, the standard focal point is the BMS Helpdesk. The responsible person is to solve the issue and plan and check all tasks on completion.

On completion of planning, the tool shall generate and assign all master and child work orders automatically.

18.7.1 Resource planning The system has to offer a resource-planning tool for the planning of staff and material use. All available staff and available materials (Stock) has to be at hand to plan works ahead. The system also has to consider shift planning.

18.7.2 Work plans The tool has to support templates for standardised works e.g. annual maintenance of a cooling device. This has to include the documentation of works that have been done– e.g. offer checkboxes in a checklist. The templates have to be maintained in a hierarchical structure. This shall also be available for external companies e.g. cleaning.

18.7.3 Interface to stock The system shall have an interface to CAFM Store management (s. 17) to see the availability of the materials on stock and its prizes. The software shall offer the reservation of items in central store (including a ticket to prepare material “Kommissionierung” for a special date) or trigger a call of an LTA / frame contract.

18.7.4 Calendar The system should have a solution to plan works in a calendar view.

18.8 Create Work Order (task) Depending on the class of the request, assigned workflow and the responding planning, electronic work orders (Tasks) will be generated and assigned to one or more BMS service team or workshops. The CAFM tool has to offer a simple method to issue one or more work orders out of a service request. Work orders will be issued by the assigned focal point in the service request.

A work order has to contain a location, equipment or personal information. For standard requests (e.g. changing a broken light) the assignment to a workshop shall be done automatically.

It has to be possible to create one or more tasks out of a ticket – if more than one workshop is affected - or assign a task to more than one workshop. All relevant information has to be transferred to the work order (task).

At the end work orders has to have all relevant information, including actual labour effort required and material consumption. A report has to show the collected effort for a work order.

The work order has to consider the following attributes:

• Work order ID (Starting with two digits of the year plus 5 more digits, also available as barcode) • Status (New, waiting for approval, approved, Reject, On Hold, in procurement, waiting for

material , in progress, completed, closed process status of a Work Order) • Origin (ticket, maintenance, project…)

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• Date issued, date of last change, due date, actual date etc. • Location or equipment or both • Data about external requisition number or special budget codes • Funding information (dropdown of predefined values – s. 12) • Account code • Central store ID (dropdown of predefined values) • Subject and description of the task • Alternatively a work plan or checklist • Requesting organisation • Responsible team, Supervisor to the team and Responsible staff (all could be more than one) • Type of request, error code • Service type • Failure classification • Requestor /contact information • Any information on related tickets or work orders • Attachments a ticket or work order may have

Depending on the classification and the status of the Work Order different attributes will become mandatory.

The status has to be changeable depending on the user permissions. It also has to be possible to reopen a Work order and set the status from finished Work Order back to an earlier status (CAFM Admin).

In addition, external Companies has to be included in the workflow. This mainly affects companies, where a long-term contract is established – e.g. cleaning, waste etc. External companies have then to be treated as if they were an internal group.

The system has to also help to identify double entries/requests and offer to link two tickets to one.

18.9 Execute tasks The system has to support all executive operational staff in performing their job. This shall be either on- or offline, digital or analogue – depending on the preferences of the user.

18.9.1 Printout of Work Order The system have to support the printout of tasks in a specific format (s. reporting) the functionality shall be available via a direct print button.

18.9.2 Material issuing central store When works start, a list of items and materials required shall be selectable (out of a work plan or by supervisor, foreman or team member) and sent in the system to Central store for commissioning/preparation. It also has to be possible to select required items directly in central store.

18.9.3 Logs to a work order The system has to provide the functionality to add logs and comments to a ticket or work order. These offer a more detailed documentation on failures or specialised information for documentation purposes. It shall be possible also to attach pictures or other files to a log. (Pictures shall be printed in the reports)

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18.9.4 Time recording The system has to support time recording on a work order. The effort (hours worked – split in normal, overtime and special overtime) will be entered in a form on a mobile device (app if contracted) or manually in the web frontend. Depending on the permission status of a user, it has to also be possible to enter or view data of other staff members (e.g. per work shop, per ticket etc.) Each staff member needs to have a view to see and edit all recorded works for a (selected) day or a selected ticket or work order (tree view).

18.9.5 External contractors/companies It shall be possible to integrate external companies in the work flow via email. Any work order for an external company should trigger an email, referring to a contract number or LTA. Any answer to this email shall be stored in the system and trigger an information to the responsible internal staff.

18.10 Evaluate request Following the finalisation of all tasks connected to a request, the CAFM software has to support the following features:

18.10.1 Material monitoring As specified in chapter 17, material issuances shall be assigned to work orders (tasks). On completion of the work order the cost including all material consumption shall be available.

18.10.2 Labour cost monitoring As specified in 18.9.4 labour efforts (time) has to be recorded and assigned to each work order. On completion of the work order the total cost including overtime and special overtimes shall be available. Staff cost (i.e. hourly cost) shall be assignable group wise (e.g. for a department), based on criteria (e.g. based on grade of the staff) or depending on the client requesting services. Also different types of hourly cost (e.g. normal time, overtime, special overtime) shall be available.

18.10.3 Other cost evaluation The system shall offer the possibility to assign other cost to a Work order. This could be external services, cost for energy, material externally bought or not kept in the system etc.

18.10.4 Invoicing The system has to provide a solution for an internal invoicing (report - e.g. to another VBO, for special budget codes). It also has to be possible to link work orders (via a common attribute e.g. a project number, a service request etc.) to report into one invoice.

18.10.5 Close request / task The system has to provide a solution:

o To close work orders and tickets, ensuring that all connected tickets and work orders are also solved and closed.

o It shall not be possible to close a request, ticket, where pending sub tickets are still open.

o The software shall provide a functionality to show the complete tree of depending projects, requests and work orders and close them in a bulk.

o It also shall be possible to close a whole bunch of Work orders in a bulk procedure.

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18.11 Communication platform The CAFM software should offer a centralized communication platform to track any relevant interaction.

It has to offer an email functionality to send or receive messages directly into the system (listener). This means all emails sent to this account containing a tag in the subject field will be recorded and assigned to the ticket. It also has to be possible to send emails from a ticket. This has to not only document all communication to the client but also to external companies etc. so it will be used for tickets as well as work orders.

18.12 Reports The following reports have to be part of the offer. It is important, that also the layout is similar to those currently in use. All reports also have to be exportable to Excel, PDF and other suitable formats.

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18.12.1 Work order details To distribute tasks manually it is necessary to printout tickets (work orders) with detailed information.

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It has to have empty lines to add information manually for those staff not using the app / computer:

This data then will be entered by the team leader.

18.12.2 Work order bill In a similar report, all efforts on Material, works and other relate costs (external services/ goods) has to be listed and summarized (“invoice”). It has to be possible to link work orders or tickets to one invoice. It has to offer the possibility also to add log entries incl. pictures to the invoice.

18.12.3 Work order statistics The following statistics has to be available:

o Work Order Analysis (Pie Chart): No. of Work Orders According to Organizations/Entities

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o Work Order Analysis (Pie Chart): Total Hours According to Organizations/Entities

o Work Order Analysis (Bar Chart): Total Hours/No. Work Orders according to

Organizations/Entities

o Work Order Analysis (Table): Total Hours/No. Work Orders according to

Organizations/Entities

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o Work Order Analysis (Bar Chart): No. of Work Orders According to Service Type

o Work Order Analysis (Table): Total Hours/No. Work Orders according to Service Type

o Work Order Analysis (Bar Chart): Total Hours/No. Work Orders According to BMS

Teams

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o Work Order Analysis (Table): Total Hours/No. Work Orders According to BMS Teams

All statistics have to have parameters to filter the statistics to certain periods (from - to) or supervisors or Teams – if applicable. The data, charts and tables should be exportable to pdf, excel and other suitable formats.

18.13 Data migration The data of the current system will NOT be migrated to the new system. It is intended to have parallel operation of the old and the new system for two month. At the end of this period, all open tickets will be transferred manually.


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19 Project management Projects are mainly bigger refurbishments or investments. It also can be a long-term agreement (LTA “Rahmenvertrag”).

19.1 Objective The system could use the same logic as service request and Work Order but has to consider budgetary and time planning aspects more in depth. Projects will trigger different workflows and tasks (internal and external work orders).

The system has to support subprojects. Each project has to also have the referring request and all work orders assigned. Also procurement actions have to be involved, e.g. shopping carts, contracts, purchase orders, deliveries and invoices (handled in SAP – manual transfer on demand).

The system has to support an overall view of keys data of all projects that allows using this tool in a status meeting (beamer) to upgrade or discuss issues.

The tool shall offer a functionality to add cost information (invoices) manually or per excel import to projects to calculate balances. This shall be included in the offer.

The tool has to facilitate an overview and support planning and controlling for projects. It shall offer to issue and assign sub projects on the touch of a button.

The company may wish to suggest its best option to solve the requirements.

19.2 Attributes The project management table has to consider the following attributes:

• Project ID (Starting with 2 digits of the year when the project was started) • Project title • Description • Project manager • Project status (New, waiting for approval, approved, planning, procuring, preparation, in

progress, checking invoice, shortcomings, warranty, finalized) • Progress (percentage) of each status • Overall percentage • Affected building/room/floor or equipment (could be more than 1) • Requestor (request number) • Priority internal and external • Funding and budget • Cost estimates and subprojects • Offers / purchase orders including amount • Invoices including amount already released • Contractors (could be more than 1) • Comments • Agreed commencement and completion date in the signed contract • Start of works • Planned end of works • Warranty begin date, warranty duration • Subprojects, processes, tasks and work orders (m:n) • Pictures and documents

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19.3 Tasks and views The following shall be available as a view as well as a report in printable formats.

19.3.1 Process view Each project will have different stages of implementation. These are usually in a process order like planning, tendering, initialisation, execution, invoicing, finalisation and shortcomings, warranty and final acceptance. These processes can be more or less detailed depending on the extent of the projects. All processes have a start and an end date. This is relevant to the calendar view of a project.

19.3.2 Task view Each project process may consist of different sub-processes (tasks). This may be internal or external works, deliveries or services that are combined in trades (e.g. masonry, plumber etc.). This is relevant for coordination, tender and order processing. It also is the nucleus of detailed project management. Tasks also have a beginning and an end date, a budget and invoices. It has to be possible to assign one or more trades to one process. Internal and external tasks have to be issued as work orders with assigned budget code, internal and external efforts etc. To create trade specific project specifications, a view has to be available to show all works grouped by trades (Gantt chart).

19.3.3 Budgetary view Each project has a budget (amount) and one or more budget codes. Also processes and tasks can have (different) budget codes. A view has to be available, where projects, processes and tasks (work orders) are grouped by budget code including sums of planned budget, costs, balances and project manager.

19.3.4 Other Views The CAFM tool has to offer other customisable views with different groupings and statistical functions, e.g.:

o Structured view (projects and subprojects- tree view) o Calendar view o Planned cost vs. offered cost vs. real cost (invoices) o Track changes (history)

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19.4 Structured projects The software shall offer to structure and link projects (like in 18.1.7). Example: structured project:

19.5 Assignment of efforts The offered has to offer cost estimation, calculation and budget monitoring. This has to include (projected) cost of all work orders assigned to a project, external cost, material cost, labour cost, other expenses (e.g. external services) and contingencies.

For all there has to be an estimation and actual cost and an in time comparison of estimation and actual situation.

The tool shall offer a simple tool to create cost estimations for projects (planned cost, similar to Work order planning).

19.6 Monitoring functionality The software has to include a monitoring functionality and escalation management if a project exceeds definable limits – either in priority, budgetary, cost or time aspect. A freely definable work flow shall to apply. (E.g. depending on the on the internal and external priority, total estimated cost, time related dependencies – e.g. season).

Depending the criteria the tool shall offer different kinds and stages of escalation. The project manager and the lead of the project team shall have this information (graphically, KPI) on the start screen or in the work centre of his working environment. (Efforts to be included in the offer)

19.7 KPIs A statistical overview shall be available for all project managers and the head of projects department. This has to include KPIs to overview the current status of projects, to be grouped and filtered. Also for VBOs special KPIs shall be available. The offer has to include at least 10 KPIs incl. configuration in the work centre

Project Request I

Sub - Project

Sub Project

Internal Task

external Task

external contract

Labor, Material and external Cost

Summary („invoice“)

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19.8 Reports For distribution, the report of projects should look similar to the following, additionally a version has to be provided for structured projects (i.e. projects with subprojects):

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19.9 Data migration As this is a new functionality, no data is to be migrated.


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20 Document management The software shall offer to assign documents to any CAFM object, regardless its type. All documents need to be stored in a format that allows versioning and easy backup and restore procedures.

Each and every document shall be attributable in different categories, e.g. trades, system, document type etc. Documents shall also have validity dates.

The system shall offer different views in order to group documents according to those attributes. This shall also include grouping according to different attribute levels. Here is an example for Electrical circuit diagrams in VIC switchboards:

For standard file types (i.e. pictures) a viewer shall be integrated in the software.

It is up to the bidder also to use UNIDO’s enterprise information management system (OpenText Content Server 16.2.10 (2019-09), build 938). All cost has to be included in the offer.

20.1 Data migration A data migration of documents will be necessary for all documents currently assigned to equipment.


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21 Administration Tool To manage the system a graphical administrative tool has to be provided. This has to allow the following for authorized users:

Adding and removal of users, groups Setting of permissions Tool to modify workflows - Workflow management –e.g. for an approval process design and modify reports design and modify forms (add field, hide field, add validation criteria and drop down values) Adding of procedures, templates etc. create views, standard queries (SQL) Creating functions, views and tables Modify styles, objects and attributes Modify layouts, general print settings API for integration of workflows and interaction to other software (e.g. MS Office) Creating rules and triggers e.g. to send an email based on certain factors Basic library for CAFM software functions (e.g. to send an email based on certain factors) Basic library of standard reports and report components Library of functions and form fields, field control elements (e.g. assigning a catalogue to an

attribute field, standard selection APIs like tree view, quick search, calendar etc.)

The training to use this tool shall be included in the admin training (s.24.4).

21.1 Number of concurrent users No read license required To maintain (R/W) this module will be used by maximum 1 concurrent users

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22 Upgrade of the current graphical building model (CAD) The current CAD model of the VIC is a 2D graphic in Nemetschek Allplan. It includes mainly all architectural components of the building (Walls, ceilings, windows, doors) as well as HVAC (Pipes, air ducts… 2D), Electrical equipment (switches, lights, plugs…), Telecom (phones, network cabling) etc.

Some of these components have user defined attributes that are available in CAD and in the database of Allplan Allfa.

22.1 Objective The new CAFM software has to either interact to - or provide a CAD / virtual building model. It is part of the current bidding either to upgrade and use the current Building model or to establish a new one without the loss of information.

The building model shall store and show graphical (spatial) building information. Out of the building model, it has to be possible to create different kinds of plans, layouts and shall assist in area related queries, reports on all different topologies and trades of the building.

During project implementation it has to be clarified, where, how and which information is stored and which information is needed in which systems. The goal is to reduce redundancy as much as possible and provide a single tool for data entry and data view.

The solution also has to consider three-dimensional topics for certain topologies (e.g. air ducts, sewage system) at a later stage.

The new software has either to (all costs to be included in the offer):

• communicate to the existing Allplan CAD building model, including upgrade of the current building model

• or communicate to another common CAD system (preferably Brixcad or AutoCAD; Open Source software for CAD is not allowed)

• or interact with a to-be created new building Model (e.g. Revit, Allplan) • or a combination of the above • or offer a system to store geometry in the database and present data in a viewer (preferred

solution, e.g. Oracle or MS SQL spatial, viewer AutoCAD MAP, Geograt, ARCGis, QGis, HTML etc.) at a later stage

Offers have to include cost for (not exhaustive):

• BMS currently has four licenses for AutoCAD in different vertical versions (e.g. ADT, MEP and MAP) and 15 licenses for Allplan 2019.

• All additional Licenses necessary, excluding AutoCAD or Allplan (monthly fee for 5 years at the current prices of UNIDO will be added to the sum offered to compare offers fairly)

• All consultancy services necessary to upgrade the current data model to the offered solution • Creating a building data model including creating respective structure, permissions and

connected works • Data migration (graphics, objects, blocks, Macros, text and dimensions, hatches, etc.) from

Allplan 2019 to the offered solution • Training for staff in different levels (beginner, advanced, admin level) • Any other required services and software to migrate to the offered solution

A detailed description on the functionality the software may have has to be added to the offer.

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The bidder has to state, if some of the requirements are covered by the web view functionality.

22.2 General requirements Following topics are mandatory for any solution offered.

• The system has to offer a permission system to prevent unauthorized data access or manipulation. It has to also be possible to restrict access, based on various roles, to certain information (e.g. layer or topology based). It should be possible to restrict access (confidential data) or lock layers for certain users (data security)

• The system has to grant multiuser based access • The system shall support versioning and history • The system has to lock a plan when a user is editing it, at the same time all other users have to

have at least read permissions • The system has to support various labelling of objects regardless where data is stored (CAFM or

Building model). The level of detail and the content of the label shall depend on the target group, the permission of the user and the scale of the plan

• The system has to also support to show and store layouts of the same area in different plan types without changing the CAD model.

• The system has to offer standard symbol libraries (according to appropriate DIN/ÖNORM standards, where applicable)

• The system has to support the import and export to AutoCAD (dwg) files including blocks and attribute information (mapping, user defined data, geometrical data e.g. coordinates, scaling etc.)

• The system should support either dynamic blocks or any other solution to reduce the number of symbols (i.e. doors, windows)

• It is planned to upgrade CAD information to topologies • The system has to support graphical and non-graphical elements • Database information on CAD elements shall be accessibly directly in CAD • The solution has to grant the validity of object attribute values. A validity check (dropdown of

relevant/valid attribute values, catalogue) have to be available • Anyway it is preferred to reduce the use of CAD and use the web view as much as possible. • Any of the following may be solved in CAD.

22.3 Terms definition • Tool / solution: any software the bidder may offer to solve the requirements • Topology: connected system of polylines, points or multipolygons in a systematic classification,

e.g. Rooms, sewage system (shafts, pipes – point and lines), fire detection (point); a list of topologies can be found in Annex.

• Trade: systematic classification for linking topologies to a field of expertise (“Gewerk”) or to a “Leistungsgruppe” according to the standardised terms for buildings and HVAC in Austria (“Standardisierte Leistungsbeschreibung Hochbau bzw. Haustechnik”)

22.4 Data migration or upgrade of current data model There will be two options for the bidder- either to

• use the current CAD System (Allplan) and update the model to the needs as specified herein • or to migrate the current CAD data to another CAD software

The offer has to include all adoption works (e.g. layer and format modification…) templates, layouts etc. of the current or the future CAD environment. The bidder has to include cost for CAD /buildings model specialists to be available for the whole project implementation into the offer.

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22.4.1 Update of the current CAD building model All works necessary to accomplish the CAD - CAFM interaction as specified have to be included. The bidder will have access to one demonstration floor plan during (virtual) site visit. The following services have to be included in the offer:

• All CAD Plans have to be scaled to unit Meters (currently in cm) based on the VIC reference point. • New Layer structure, layers will have to be renamed, objects will need to be moved to other

layers • Data validation and macro update (attributes, layer, polylines, hatches, names) to the necessary

format (depending on the CAFM system requirements) • If economically reasonable the door / window functionality of Allplan may be used.

22.4.2 Data migration If necessary to move from the current Allplan architecture to any other, the offer has to include to change basic settings including all necessary works and the following additionally to 22.4.1 – if applicable:

• Migration of all user defined objects (library, blocks, macros etc. incl. Attribute definition) • Migration of room multi-polygons including room information (attributes) to the necessary

format (geometry type room or space, multi polygon) • All elements have to be set to “ByLayer” • Establishment of layer filters • Upgrade to a virtual building model – only if necessary • Creating a building data model including creating respective structure, permissions and

connected works • Data validation and geometry update (polylines, dimensioning, hatches) to the necessary format

(depending on the CAD system required) • Any other works that may be necessary to migrate all data without the loss of information.

22.4.3 User defined coordinate system The documentation of the VIC is currently set up in a user-defined Coordinate system.

The system shall support different coordinate systems. A transformation to an official geodetical format should be supported. (E.g. current user defined coordinate system will become a user defined coordinate system, World system will be the official survey network - EPSG: 31256 “Amtliches Vermessungsnetz Gauß Krüger M34”)

22.5 Interface The offer has to include the interface to and from the CAD/ virtual building model to CAFM in order to facilitate all requirements – if applicable.

The system has to be capable also to include CAFM data in drawings or plans (e.g. staff assigned to a room in the room labelling etc.) It has to be possible to adjust the direction of data synchronisation - depending on the class of the object.

22.6 Reporting and statistics The solution has to support the creation of reports on CAD / virtual building elements, e.g. filtered block export incl. attributes.

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22.7 Equipment in CAD To manage equipment (Blocks, topologies) it is necessary to maintain some of them in the building model (CAD) including their attributes. This mainly affects equipment where the location is relevant (e.g. fire doors) or if plans are needed to show the location (e.g. fire and smoke detectors).

Currently the following equipment is part of the CAD documentation:

• Doors • Windows • Sanitary equipment • Mobile partition walls • Distribution panels • Air condition plants • Heating and cooling devices • Central vacuum cleaner • Conveyors • Elevators • Lamps • Kitchenettes • Power outlets and sockets • Switches • Alarm and surveillance equipment • Clock system • Conference equipment • Multimedia equipment • Fire alarm system (incl. fire and smoke detectors) • Public address system • Telephones • Structured cabling (Network ports)

The offered building model has to support this functionality including a possibility to layout elements according to an attribute value (dynamic blocks, theme plan). Also object labelling (attribute values) has to be possible.

It has to be possible to assign room numbers to Equipment on query basis. This is relevant for equipment that are moved between rooms (e.g. furniture)

22.8 Exchange format definition for data delivery BMS has a definition for external companies delivering the as built data (“Bestandspläne”) “Guidelines for the CAD-data exchange with BMS” (see Appendix).

The offer has to include the creation of such guidelines like the attached. The Autodesk dwg format shall be basis for exchanging data to external companies and partners. The creation of an AutoCAD template containing all relevant blocks, layers etc. has to be included in the offer.

22.9 Layer structure A new layer structure has to be implemented, this could be according to Austrian Norms - ÖNorm A6240 or a user defined version (the bidder shall propose a solution). It also could be a mix of both (suggestion is the list of topologies as attached).

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22.10 Project planning (moves, wall modification) The solution has to support project planning to modify walls and room layouts (furniture) – status: existing, planned, removed. It has to be possible to create plans and designs for construction works without any changes of the as built documentation (“Bestandsdokumentation”). It has to be possible to display existing construction parts and planned parts e.g. in a different colour.

This feature has to offer standardised workflows and layouts if done in CAD (template). On finishing a project, it shall be possible to import the projected status to the current (as built) status.

This requirement may also be solved by simple CAD techniques.

It shall be possible to attach electronic plans (pdf) to a ticket or a work order directly.

22.11 Plans The solution has to support a (semi)automatized procedure to create layouts and as built plans on paper. This has to include sets of floor plans for selected floors and the VIC compound, graphical overviews and details in selectable scales. Plans have to include Borders/frames and headers, reflecting relevant information of the respective drawings.

It is necessary to create different styles for plan components in order to display different kinds of information e.g. a room plan of one office floor, a fire hazard plan, a plan of all sanitary installation etc.

A standard solution to bulk export room plans, Emergency evacuation plans and fire brigade plans of selectable multiple floors of the building compound to PDF should be available and part of the offer. If this is not feasible, the bidder shall state this in the offer.

22.12 Standard templates The solution should support templates in order to produce plans and layouts quickly. This has to consider templates for different styles, including:

• Layouts (ISO formats A0-A5, user defined formats) including header, borders, text fields, folding marks

• Different Styles and colours for lines, areas (hatch) and objects (Block symbols) • Fire safety plans • Emergency plans • Wall move plans

22.13 Printing and plotting The system has to provide a simple solution to create layouts to be printed to standard formats. This can be done by cad tools.

22.14 Lidar The system has to be able to support laser/LIDAR scan data (Point clouds). Third party tools like Autodesk Recap also can cover this requirement – the bidder has to state the offered solution. Any training, documentation shall be included in the offer.

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22.15 Number of concurrent users Depending on the solution the bidder offers, the number of licenses will vary. To compare offers, it is up to the bidder to enter the appropriate number of licenses for the CAFM Web view tool or CAD software (excluding free of charge CAD Viewers e.g. Autodesk dwg TrueView)

To view plans and data (R) this module (Web view, CAD viewer) will be used by maximum 40 concurrent users

To modify attribute data of rooms or equipment, the system will be used by maximum 20 concurrent users

To modify geometrical information or the building model (Plans, CAD) the system will be used by maximum 10 concurrent users

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23 CAFM Implementation Prices and cost for the individual and optional modules need to contain all customizing works necessary to meet the required specifications. This has to include the following:

23.1 Project management The bidder has to coordinate all necessary works and resources to fulfil all requirements. This has to include all internal and external efforts, budget review and administrative works.

The bidder has to provide all relevant experts (e.g. CAD etc.) and include all costs into the offer.

23.2 Detailed Work flow The offer has to contain a series of workshops at the beginning of the project. There a precise definition of the workflow has to be developed based on the software abilities and functions.

For each module a working group will be formed. At the end, the bidder has to present a detailed specification for approval.

23.3 Test system The installation has to contain a permanent test environment. The test system will be used for the initial test phase until the acceptance of the works. It then has to be copied into the production system. The test system will remain in operation and the data has to be updated regularly by restoring the backup of the production system (monthly). The test environment may include a full mirror of the setup, including dedicated DMZs for the environment, dedicated IP-Address spaces, a dedicated Load Balancer instances and dedicated Firewall rules.

23.4 Documentation All software relevant documentation including all customisation has to be documented and handed over to UNIDO BMS at the end of each project / module. The documentation has to be structured like the modules of the offered software.

All license keys, installation media and similar has to be handed over to UNIDO BMS. Please note, that there will be no invoice clearance without a final approval of the documentation.

The documentation of the customised system shall be provided in English (German if available).

The documentation has to include:

• User guideline • CAD guideline • CAFM maintenance guideline • Admin guideline • List of all relevant database tables, their function and fields • List of all system users including password documentation

23.5 Data migration It will be necessary to transfer existing data. The extent and the data is described in each of the chapters.

During the mandatory site visit the bidder will have access to the current Data (CAD and database). The bidder has to evaluate the data quality and any necessary works to transfer the data to the offered system without any loss of data. Data has to be verified and compared to the existing system. All efforts have to be included in the offer - no additional claims will be accepted.

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23.6 Installation The bidder has to implement the software. This can be done remotely or on site - as required. All efforts (also travel cost) connected to this has to be included in the offer.

The offer has to also include the installation and the configuration of the DBMS.

The bidder will get limited access to install the components remotely. The vendor is responsible for a safe and certified environment for accessing UNIDO’s facilities (s. also Data safety and security). Any effort related to that has to be included in the offer.

23.6.1 Customisations It is up to the bidder to modify the software’s standard configuration to meet the requirements of UNIDO BMS. If any requested functionality can’t be provided by the standard functionality of the software, the bidder has to include an appropriate solution in the offer.

23.6.2 Permissions At the beginning all user roles have to be established and appropriate permissions have to be set.

23.6.3 Client installation packages For a client installation (if necessary, also CAD needs to be included here), the bidder has to provide an unattended software installation package. This will be necessary not only for a new installation, but also has to consider upgrades and updates for existing client installations.

23.7 External security audit The new CAFM software solution will need to pass a security audit by an external, independent instance. This will be an external institute directly contracted by UNIDO BMS. Any safety and security issue has to be fixed and solved within a given time at the bidders cost.

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24 Training The offer has to include onsite and offsite training. Each staff has to be trained according to the user role. UNIDO BMS will provide the room (beamer and network access) for 4 or 10 people. For each training appropriate handouts have to be provided by the contractor.

The prices for the initial year is fixed and may then increase year by year by the official yearly inflation rate as published by the annual inflation rate (VPI) as published by the official statistics institute in Austria (Statistik Austria).

The offer needs to include the following set of trainings for each user role as defined in 8. The prices offered shall refer to online training. For onsite trainings an additional fee for journey and housing may be charged per training.

24.1 BMS Basic training This shall be training for around 80 standard users. This has to include a detailed description of:

• Web User interface • Entry of data • Applicable Workflows (depending on workshop) • Opening standard reports and layouts • Printing • Use of the mobile device and app – if applicable • Minimum 16 hrs

24.2 BMS Advanced training The training has to contain the basic and advanced trainings for 30 advanced users. This has to include a detailed description of:

• Basic data model • Software Client if necessary • Advanced data model • Advanced data analysis • Cad view and plan printing • Minimum 24 hrs additionally to the basic training.

24.3 CAD training The training has to contain the basic and advanced trainings for 10 CAD users. This has to include a detailed description of:

• CAD model • Interface CAFM-CAD • Detailed information on data entry • Queries and analysis of data • Creation of special plans (e.g. emergency plan, sanitary plan) and styling • Printing and plotting • Automatized bulk publication of plans • Transfer cad plans to web graphics (if applicable) • Minimum 38 hrs additionally to the basic training.

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24.4 Admin training A special training has to be included for 3 CAFM admins in BMS. It has to include -but not limited to - the following:

• Software architecture • Import and export of data • Installation of client software – if required • Backup and restore • Individual user settings • Train the trainer • Permission settings for users and groups • Adoption and modification of workflows (permission requirements, etc.) • Modification of web forms and client forms • Adding of attributes (including definition of predefined content) • Scripting for recurrent procedures • Interfaces and attribute mapping • API for the integration in external tools (E.g. external reporting, data collection, SQL – depending

on the options of the offered software.) • Minimum 40 hrs

24.5 On Site training For onsite trainings a fee for travel expenses and housing may be charged per day, considering the following agreements:

• Each onsite training consist of: travel lump sum per trainer per journey • For each week only one travel lump sum per person can be charged. • For each day a housing lump sum can be charged per trainer • The number of housing is the total of training days minus one. • Each training needs to be authorized by the focal point in BMS.

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25 Option I –Web access outside UNIDO Domain The following option describes additional requirements and functionalities if the CAFM software will be extended to external users (outside UNIDO Domain). The offer has to include detailed technical description/solution as well as all additional costs to the main requirements (Pos. 6-24) as specified above.

All functionalities, views and reports will depend on the permission level of the user. This requires permission settings to attribute level (e.g. read access only to data sets where the organisation in the data is the same as the organisation of the user). The software needs to support restrictions on query and subquery (SQL) level.

The number of additional concurrent users for option I in total will be 200 (self-service portal, external contractors). If the bidder decides to use hardware based licenses, it is up to the bidder to ensure a proper performance.

25.1 Network architecture The following modified network architecture shall be included in the offer. Any deviation shall be stated in the offer.

Only local LAN and authorized public WAN and VIC WLAN addresses will be allowed to enter the system. All components of the system have to be restricted to these (firewall settings, routing).

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25.1.1 Availability and redundancy To maintain the system availability during updates and maintenance, all front end servers shall be redundant (factor 2). Web-based user interfaces provided by the application(s) that must be enabled for users outside the UNIDO network will be made available to outside networks through a load balancer/security gateway appliance. The UNIDO standard for such appliance is the KEMP LoadMaster product line. The vendor is required to include a suitable virtual appliance license (Enterprise support level), e.g. the Virtual LoadMaster 500 Enterprise, and all required configuration tasks, in their offer.

CAFM W

WW

5G,4

G

GSM

Unknown external networks

DBMS

WAN Defined public IP

range

External Network

User Authentication: Username/Password;

Use

r Aut

hent

icat

ion:

AD

End

to E

nd d

ata

encr

yptio

n

CAFM

Firewall

DMZ

Web Service

s Web

Services


LAN

Internal Network


Special tasks

(Client Software)

CAD

CAFM

Firewall Firewall

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25.1.2 Additional hardware requirements Any additional hardware requirement for this option has to be stated in the offer.

25.2 Area management For each VBO the respective General Service shall have access to the area information and the web graphics for their specific organisation (group permission). The system shall allow printing of room lists including staff information according to different filters and grouping. Also web graphic shall be available depending on permission level. This shall enable General Services also to printout floor plans to the level of detail specified in the permissions.

25.2.1 Number of concurrent users To enter, maintain and view data, a number of concurrent users in different classes will use this module additionally to the mandatory component:

a. To view data (R) this module will be used additionally by maximum 10 concurrent users

b. To maintain (R/W) this module will be used additionally by maximum 5 concurrent users

25.3 Work management 25.3.1 Self-service

The system shall be available to anybody in the VIC using a computer or a mobile device (app). This will be the central point where BMS clients shall enter their needs (service requests) in a “single point of service” approach. The web form shall be capable of being integrated also to intranet sites of other VBOs and systems. It has to offer all users to classify and enter requests. Depending on the classification and the organisation the requestor comes from, different workflows will apply. This shall reduce the number of requests for the BMS Help Desk; improve speed and efficiency of the process as well as the data quality. Example:

My pending requests:

others

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Each category of request will have different mandatory information fields (to be defined). (E.g. cleaning request will need the room information, a tick box for “Wet cleaning required”, etc.) The Requestor information has to be prefilled from the current user ID as far as existent in the system (personal information). The following information shall be available:

o Requestor including contact information o Additional point of contact (optional) o Depending on the request: Affected area, equipment or room o Table on certain pending request (only for those that are handled within CAFM

system - filter)

The system shall support BMS Helpdesk in identifying duplicate requests. The shown workflow is an example for a cleaning request entered by a client via the self-service portal. There are different focal points for cleaning, depending on the VBO or company the client is employed.

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Example work flow:

25.3.2 Approval processes for Tickets and work orders etc. The system shall support different approval processes depending on the VBO in order to track service requests and the approvals process in the system. (Full electronic approval process)

Client has a demand

Web access Open Request

Choose category Add picture

Add file Following workflow

Depending on Category Category Cleaning

Web form information Relevant for cleaning

Client from certain VBO / company

Yes

No

Send email to special focal point cleaning & client Remove entry in the system (flag)

End

Create ticket for contractor cleaning

Web access Solve issue

Resolve ticket

Close all relevant tickets and

requests, email notification to the

client

End

Annual report for invoice

control

Annual report for invoice

control

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25.3.3 External contractors/companies Also external companies shall be included into the system. This shall include access to the work management according to permission level. It shall be possible to integrate an external journeyman in the same way as an internal. External supervisors and dispatcher shall have access to distribute tickets like internal – according to the set permission.

25.3.4 Client feedback The offered software shall provide a tool / functionality to allow feedback from clients.

25.3.5 CAFM Maintenance Also the maintenance and client request management, SLA tracking, invoicing concerning the offered CAFM software shall be handled in the offered CAFM tool. The bidder will then be in the role of an external contractor.


a. 20 concurrent users creating, viewing and modifying requests (VIC all) b. 10 concurrent users creating, viewing and modifying work orders (external

contractors)

25.4 Project management The interface shall provide views and reports on projects according to permission.

The offered system shall provide list, reports and detailed views on projects including filter functionality for VBOs according to permission level.


a. 10 concurrent users viewing Project data (VIC all)

25.5 Implementation of the above The bidder shall include all costs for the implementation according to chapter 23 for this option in the modules offered.

25.6 Training The offer has to include onsite training additionally to the basic part. The travel fee for onsite trainings will be charged as above.

25.6.1 Internal Training The offer has to include onsite training additionally to the above.

o BMS Basic training Minimum 2 hrs o BMS Advanced training Minimum 8 hrs o Admin training minimum 20 hrs

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25.6.2 Training for external staff (VBOs, connected affiliates) A special training has to be included external staff using the CAFM for at least 8 hours. It has to include -but not limited to - the following:

o Basic software architecture o Connecting to the portal, user authentication o Role based training to the forms relevant o How to retrieve and filter data o Printing o Customising according to user role

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26 Option II – Mobile access for defined external clients The following option describes additional requirements and functionalities if the CAFM software will be extended also to mobile devices (In House - App). The offer has to include detailed technical description/solution as well as all additional costs to the main requirements (Pos. 6-24) as specified above.

The application for mobile devices (app) shall be available for Android and Apple devices.

The Bidder may also offer a web page that is streamlined for mobile access – esp. concerning readability and format.

All functionalities, views and reports will depend on the permission level of the user. This requires permission settings to attribute level (e.g. read access only to data sets where the organisation in the data is the same as the organisation of the user). The software needs to support restrictions on query and subquery (SQL) level.

All functionalities will be offered role based, this means that e.g. as journeyman will have different functionalities than a supervisor.

The offered solution has to be capable of identifying locations, equipment etc. by QR- or Barcode reading.

26.1 Network architecture The following modified network architecture shall be included in the offer. Any deviation shall be stated in the offer. Only local LAN and authorized public WAN and VIC WLAN addresses will be allowed to enter the system. All components of the system – also in the mobile app (customized in-house App) have to be restricted to these (firewall settings, routing). It has to be possible to restrict access down to the device ID.

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26.1.1 Availability and redundancy The mobile app service will not be redundant.

26.1.2 Additional hardware requirements Any additional hardware requirement for this option has to be stated in the offer.

Firewall B

CAFM W

WW

5G,4

G

GSM


DBMS

Use

r Aut

hent

icat

ion:

AD

End

to E

nd d

ata

encr

yptio

n

CAFM

App Services

LAN

Internal Network


VIC WLAN Defined public IP

range

Mobile Access via VIC WLANs

User Authentication: LDAP/AD or

Username/Password

Special tasks

(Client Software)

CAD

CAFM

Firewall B Firewall A

Web Services

Web Services


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26.1.3 Mobile application server If necessary the bidder has to provide a mobile application server to be installed on premises. All costs, licenses, configuration and setup have to be included in the offer. For safety, the following conditions apply to mobile devices:

o Any mobile device must be registered and authorised in the system before accessing (MAC address, IMEI)

o Either data must not be stored on the mobile device o Or any local data needs to be encrypted and deleted regularly every 12 hours without

connection to the central server. o Using the app shall only be possible for authenticated users (password or pin code

authentication)

26.1.4 Mobile Web graphics The bidder shall indicate, if floor plans will be available in the mobile device.

26.2 Area information The app shall deliver area based contact information (Via Barcode scan) to show area information, including occupancy, extension, Email etc.

To view data (R) this module will be used by maximum 5 concurrent users To maintain (R/W) this module will be used by maximum 2 concurrent users

26.3 Work management 26.3.1 Mobile recording of service requests

The system shall offer an app functionality to record / document incidents or defects directly to the work management system. Dedicated staff will report any found deficiency of the building directly to the system. The software has to offer the issuance of tickets on a mobile device. It shall be available to anybody in the VIC authorised to using the app on an authorized device. The app has to offer entering and classifying requests as described in 25.3.1 on mobile devices and support using the built-in mobile features to:

o RFID/barcode identification (room, equipment) o taking pictures, picture compression and attaching to a request o add identification information (e.g. Reported by)

The feature shall be available for special VBO staff (security) and authorized external companies. The app shall offer a list and a detailed view of active requests entered by the requestor. The software needs to consider the loss of connectivity (WLAN) to the system and allow offline synchronisation. The following work flow shall be considered:

identify problem

start app, open request

form

classify, create description

Identify room -offer barcode

scanningtake picture send

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26.3.2 Mobile approval of service requests The system shall offer an app functionality to approve service request according to the work flow applicable. The approval shall than be indicated as “done from a mobile device” in the approval tracking tool. However it is necessary to limit approvals for certain request types to work station only. The system shall include this functionality.

26.3.3 Mobile issuing and assigning of tasks The system shall offer an app functionality to issue and assign tasks (work orders) e.g. for supervisors, team leader and foreman. The tool therefore shall offer a view to distribute tasks, see pending and active tasks of team members etc.

26.3.4 Mobile functionality to assist in executing tasks. The system has to offer an App functionality for all journeymen to support them in their work. It shall offer them information at hand i.e.:

o Overview open and pending tickets o reassigning tickets / Adding of other required staff o Issuance of additional tickets (shall be linked to the initial request/task) o Information on availability of material in Central store o Material request / reservation in Central Store o Later: access to LTAs and maintenance contracts, direct issuance of work orders to

external companies o Identify rooms and equipment via barcode/RFID o Provide access to manuals and spare part information o Later: Availability of special tools (Tool pooling) o Electronic Check lists o Contact information o Take pictures o Record time and efforts o Record failure class/type o Meter reading/recording o Access to attached documents o Web view functionality

This functionality has to be available also for external contractors at a later stage, depending on the setting of permissions.

26.3.5 Number of concurrent users To enter, maintain and view data, a number of concurrent users in different classes will use this module:

a. 30 concurrent users creating, viewing and modifying requests and tasks App based (mobile client)

b. 10 concurrent users planning, approving requests and tasks on any client

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26.4 Central store The system has to offer an App functionality for all staff in central store. It has to offer all functionalities as described in 17, including the following work flows on the mobile device:

• Barcode reading - identifying items and articles, work orders • Views and lists for preparing orders • Goods receipts • Production order (“Kommissionierung”) • Calendar view • Goods issuing for work orders • Stock Inventory

26.4.1 Number of concurrent users To enter, maintain and view data, a number of concurrent users in different classes will use this module:

a. To maintain (R/W) this module will be used by maximum 5 concurrent users

26.5 Implementation of the above The bidder shall include all costs for the implementation according to chapter 23 for this option.

26.6 Training 26.6.1 Training

The offer has to include onsite training additionally to the above.

o BMS Basic training Minimum 4 hrs o Admin training minimum 16 hrs

26.6.2 Training for external staff (VBOs, connected affiliates) A special training has to be included external staff using the CAFM for at least 8 hours. It has to include -but not limited to - the following:

o Basic software architecture o Connecting to the portal, user authentication o Role based training to the forms relevant o How to retrieve and filter data o Printing o Customising according to user role

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27 Option III (combination of Option I and II) The following option describes additional requirements and functionalities if the CAFM software will be extended to external access as well as to mobile devices (Combination of Option I and II). The costs will be a sum of the main requirements (Pos. 6-24) and all functionalities as specified in 25 Option I as well as 26 Option II.

27.1 Network architecture The following modified network architecture shall be included in the offer. Any deviation shall be stated in the offer. Only local LAN and authorized public WAN and VIC WLAN addresses will be allowed to enter the system. All components of the system – also in the mobile app (customized in-house App) have to be restricted to these (firewall settings, routing). It has to be possible to restrict access down to the device ID.

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Firewall B

CAFM W

WW

5G,4

G

GSM


DBMS

WAN Defined public IP

range

External Network

User Authentication: Username/Password; LDAP

Use

r Aut

hent

icat

ion:

AD

End

to E

nd d

ata

encr

yptio

n

CAFM

App Services

LAN

Internal Network


VIC WLAN Defined public IP

range

Mobile Access via VIC WLANs

User Authentication: LDAP/AD or

Username/Password

Special tasks

(Client Software)

CAD

CAFM

Web Services

Web Services


Firewall B Firewall A

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28 Further Optional Components: The CAFM Software has to offer the following optional functionalities. As indicated earlier, UNIDO reserves the right to contract separately. The bidder has to confirm, that the offered software is capable to fulfil the following requirements.

28.1 SAP Interface The offered software needs to be capable to interact directly to SAP SRM and MM. Any CAFM relevant data, central store material moves will be covered within CAFM, all financial and procurement action shall remain in SAP.

The CAFM system shall be enabled to receive live information from SAP for the following data classes:

• Vendor data • Contracts and contract data including budget, balance • Budget and budget balances • Procurement activities (i.e. Shopping carts, Requests for quotation, purchase orders PO,

payments, balances) • Transfer (Central store) inventory to SAP

The software has to offer all necessary technics to integrate SAP processes into CAFM. By handing in a bid, the bidder assures to have the relevant expertise and functionalities in the offered software.

Additionally, the software has to support:

• central interface monitoring • SAP access control • all relevant SAP Standards and APIs (BAPI, RFC, IDoc, ABAP etc)

28.2 Move management A request is usually done by the respective General Service of each organization and sent to the BMS help desk. Therefore the request through the CAFM should be able to link the request received from the respective office. The company may wish to provide its options for managing this, if available.

28.3 Safety and hazard management The system has to offer the functionality to add safety and hazard information to areas and equipment.

28.4 Meter reading The system has to offer the functionality to handle meters and meter data to areas and equipment. This shall be done via the mobile app.

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29 Maintenance and support The maintenance has to start with the formal takeover (Certificate of Acceptance to be signed by UNIDO and the Contractor) of the functional software. The maintenance then has to be provided for an initial period of 3 years with possible further extension of 2 more years. The price for the initial first year is fixed and may then be increase once a year on a yearly basis by the official yearly inflation rate as published by the official statistics institute in Austria (Statistik Austria https://www.statistik.at/web_de/statistiken/wirtschaft/preise/ verbraucherpreisindex_vpi_hvpi/022832.html).

Maintenance will be paid once at the end of the maintenance period (i.e. yearly) upon receipt of dully filled in/signed maintenance report accepted by UNIDO.

The maintenance shall include managed services for all modules. This has to include (but is not limited to) all components, customised functionalities and contracted components including server OS, etc.

29.1 User support and Help line User support and Help line has to cover all user requests may they be via telephone, mail or any other system in the time frame Mon-Fri 8:00-17:00. The vendor also may provide a tool to enter and classify requests according the following priorities:

• Severe Response time 4 hrs Solution within 24 hrs • Middle Response time 8 hrs Solution within 36 hrs • Low priority Response time 24 hrs Solution within 48 hrs

Any reclassification has to be done in accordance with the BMS CAFM administrator.

29.2 Regular maintenance The bidder shall include all works necessary to guarantee constant and reliable system functionality.

This include all components of the offered software and the server OS on all VMs used.

29.2.1 Daily The daily regular maintenance has to cover the time frame Mon-Fri 8:00-17:00.

o Any fatal error reported in this period has to trigger a message to the contractor and to the BMS CAFM admin. The contractor has to provide a solution within 24hs.

o Any known malfunction following an OS Update has to be reported instantly to BMS. o All known safety and vulnerability patches (including server OS, databases) have to

be implemented on instant basis.

29.2.2 Monthly The monthly maintenance has to cover the check of all logs and records.

o All errors at warning level have to be attended. o The restore procedure of the most recent backup have to be restored to the test

environment and checked. Any error have to be patched instantly. o All updates and patches (including Sever OS) have to be installed.

For invoicing a standardised checklist of all works performed will need to be handed in.

https://www.statistik.at/web_de/statistiken/wirtschaft/preise/

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29.2.3 Yearly Additionally to the monthly maintenance the yearly maintenance will need additionally:

o Annual Backup to a special location o Provision incl. fee for any certificate update (if required) o Installation of version upgrade (if any) including the update all customisations o Provide updates /upgrades of clients as an msi/unattended installation.

29.3 License updates The offered maintenance contract shall cover all license fees and license upgrades for any component of the software. This also has to include the database DBMS.

29.4 Upgrade installation The maintenance contract to cover any software upgrade to the software version available. This will be done once a year. The migration of all customisations has to be included.

29.5 Additional Maintenance for Option I The bidder shall include all additional cost for maintenance of Option I according to chapter 29.1-4 for this option.

29.6 Additional Maintenance for Option II The bidder shall include all additional cost for maintenance of Option II according to chapter 29.1-4 for this option.

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30 Consultancy services for additional needs Consultancy works shall be foreseen to cover additional requirements which might be required on an ad-hoc basis due to an unforeseen requirement. For all contingency works an approved order form by the UNIDO project responsible Focal Point as well as a report documenting the carried out consultancy services (depending on the services requested) will be necessary.

Consultancy will be split in different qualification requirements to serve the required services. For onsite consultancy a travel lump sum per a person and day has to be offered.

Consultancy has to include (but not limited to):

Additional reports Implementation of best practises Programming and modification of the offered software additionally to the described

functionalities SAP consulting and programming if required (ABAP, Bapi, etc.) Software and App development in order to meet additional or modified requirements Any other software service required

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31 Time line The project will be split into phases. During project implementation exact time line will be agreed upon between the successful bidder/Contractor and UNIDO BMS. At the end of each phase, there will be a formal take over.

The project shall preferably be finished 1 year after contract award. If option I and/or II is contracted, the period shall be extended for an additional approximate period of 6 month.

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32 Additional information on UNIDO Software 32.1 SAP

UNIDO runs SAP ERP 6.0 EHP8 on MaxDB: SAP_APPL 618 0009 SAPK-61809INSAPAPPL Logistics and Accounting. A migration to HANA platform is planned in the foreseeable future.

The SAP Environment:

32.2 KMS Cable management system UNIDO BMS uses KMS Quattro:

• Version 4.2.0 Build 350 • Server OS Linux • Backend database: Sybase 15.0.3

32.3 AVASys UNIDO BMS has the following AVASYS in use: v5.4.16.3

32.4 Eplan Current version of Eplan: 2.8

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32.5 Enterprise information management system Unido uses OpenText Content Server 16.2.10 (2019-09), build 938

32.6 Avaya The Software telephone uses the following client: Avaya Equinox 3.6.0

32.7 IFC Capability The current Allplan version supports IFC 2x3, IFC2x3 xml or IFC 4 and IFC4 xml.

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33 Glossary

BMS Buildings Management Services, responsible for facility management in the VIC CAFM Computer Assisted Facility Management ITS Unido’s Information Technology Services Division LTA Long term agreement ("Rahmenvertrag") requests A request is not limited to the need of a client, it also can mean the requirement for

maintenance, a legal requirement etc. RFP Request for Proposal TOR Terms of references/Technical Specifications VBOs All UN Organisations in Vienna VIC Vienna International Centre CS Report Report on cost sharing, Basis for annual budget

To avoid misinterpretation: The terms “MUST”, "REQUIRED" or "SHALL", mean that the definition is an absolute mandatory requirement of the specification.

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34 Annexes to this Terms of References 1. Bid form spread sheet (QualReq.xlsx) sheet containing Qualification requirement and

evaluation criteria 2. Bid form spread sheet (BidForm.xlsx) sheet containing commercial evaluation and offer 3. Current guidelines for the CAD Data exchange with BMS (English, German) 4. Overview VIC (Compound, floor matrix) 5. Sample data CAD file – will be handed over at the site visit 6. Sample for Plan borders and header 7. BMS General Terms

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35 Use case to be demonstrated - if opted - during evaluation Bidders fulfilling all other qualification requirements, may be invited for a demonstration of the use cases as specified below. This has to be done on a Computer in the UNIDO Domain. For demonstration purposes, also an access to a cloud solution would be acceptable. Anyway the demonstration shall show the abilities to meet UNIDO’s requirements stated in Terms of References of this bidding. If any of the use cases require customization, the bidder shall describe a way to solve this and attach to the offer. Basis for this demonstration will be the floor plan handed to the bidder during mandatory (virtual) site visit.

35.1 Report on room usage Report according to area code or a standard category (e.g. ÖNORM B1800) of the demonstration floor plan received at the site visit. The report shall show all data relevant as specified in TOR chapter 13.11

35.2 Work flow: Modification of room geometry Splitting of a room: in the demonstration floor plan a room shall be split into two rooms by inserting a mobile wall. The bidder shall demonstrate the work flow starting at the request received via email at the helpdesk.

Additionally the following shall be demonstrated based on the demonstration floor plan:

o Data modification – data display in CAD viewer and CAD (Staff assigned to a room) o Organizational structure: Room assignment, Tree view o Tracking of modification of tickets

35.3 Administrative tasks: The following administrative tasks shall be demonstrated:

• Creation of user account: adding a user, group assignment, setting of permissions • Work flow designer: Design of a simple approval work flow for a standard ticket

1. recordthe request

2. Approve request

3. plan wall move and issue 5

work orders

•Mount wall (Team A)•Modify eletrical

intallations (Team B)•Move telephones

(Team C)•Clean office (external

contractor) •Move people in (Team

D)

4. issue material for one of the

work order (central store):

5. perform works and record time for team A

6. activate modified room number and

geometry, Equipment affected shall show new room number

7.evaluate cost (Report on the request)

8. show modified room reports, modified

organisational assignment

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35.4 Option II For Option II (Mobile Access) the following shall be demonstrated:

o Entry of a ticket from a mobile device. o Assigning ticket from a mobile device o assigning actual working time to a work order o Issuing material from central store (identify article via barcode, assign to ticket, work order,

person; material evaluation – i.e. cost of a ticket)

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