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SHIFT Project Status - December, 2021

The SHIFT project will purchase and implement a system that supports all facilities management operations on campus including the Division of Student Affairs (Department of Residential Facilities, Dining Services, RecWell and STAMP) and the department of Facilities Management. SHIFT represents a unique and innovative project that involves the collaboration of facilities groups across campus.

 

This past month was extremely productive as we are rounding the corner to finalize the procurement of a new IWMS.  Diligence on the part of the procurement office meant reaching out to our two finalist vendors to obtain clarification on their pricing proposals.  While this creates a slight delay in our timeline, we continue to move forward.  The added step gives us better information about pricing so we can make a well informed decision with full transparency and vendor accountability.  Additionally, the business analyst team has finished documenting our current work processes and started working more closely with facilities staff to understand process flow and how best to use the new system.  

 

Significant milestones reached during the past month include:

  • Financial items reviewed by procurement and next steps identified (11/12)
  • Financial clarifications sent to vendors (11/22)
  • Financial clarification responses received from vendors (11/30)
  • Draft review of 2nd Best and Final Offer (BAFO) to be sent to vendors (12/1)

 

During the next month, the SHIFT team will be engaged with Technical Evaluation Committee (TEC) responsibilities as they finalize the financial review.  At the same time, the team will continue to do their work on process development activities and determining how best to align with the Elevate project. Key upcoming project milestones include:

  • 2nd BAFO return from vendors (12/10)
  • 2nd Final Consensus Meeting - Final Financial Ranking (12/15)
  • Notification of Intent to Award (02/11)
  • Approval of reward  (02/11)

 

The SHIFT project continues to offer opportunities for stakeholders to be engaged in the process. Upcoming opportunities include: 

  • Participate in sessions to discuss work processes and how the new system can work best to support your work
  • Share a problem with us that you need to solve

 

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