SHIFT Project Status - March, 2022

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 involved the collaboration of facilities groups across campus for the first time.

Significant milestones reached to date include:

Financial items reviewed by procurement and next steps identified (November 2021)
Financial clarifications sent to and received from vendors (November 2021)
Draft review of 2nd best and final offer (BAFO) (December 2021)
Vendor selected for negotiations (January 2022)

Negotiations, Procurement, and Implementation Timeline

The vendor negotiations timeline has been extended due to the complexity and length of the Scope of Work. The Office of Procurement & Business Services and the negotiation team feel it is important to ensure all of our needs are considered before finalizing the contract. Depending on the final value of the contract, it may need to go before the Board of Public Works, which may also extend our timeline. The negotiation team has received a sample schedule from the vendor which will be updated and shared with you upon conclusion of the procurement phase.

Transition Teams (previously Turtle Teams)

Staff from each stakeholder organization who will use the system have been selected to participate on Transition Teams. The primary role of these Teams is one of discovery as we bridge the gap between our SHIFT Procurement and Implementation phases.

Teams will:

Meet, learn about and build trust with facilities professionals from across campus as we become interconnected through technology
Develop an understanding of commonalities in our current business processes
Appreciate the unique work flows and processes that each team brings to the partnership
Understand challenges faced in current state processes by all facilities professionals
Lay the groundwork for collaborative idea generation
Think about opportunities to improve collaboration and work flows in the future

Key upcoming project milestones:

Transition Team meetings (Winter/Spring 2022)
Negotiations conclude (Spring 2022)
Notification of Intent to Award (Spring 2022)
Approval of award (Spring 2022)

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

Serve on Transition Teams
Visit the SHIFT website
Share your thoughts with us at the SHIFT email address.

Thank you for taking the time to contribute to SHIFT!