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Professional Services Agreement - Woolpert, Inc. - CityWorks Work Order Management Pilot Implementation Assistance
1316 C0LJN,ry-Cj,ry BUILDING 227 W. JEFFERSON BOULEVARD Sou-ni BEND. INDIANA 4660�1-1830 CITY OF" SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 21, 2017 Dave Feuer Woolpeit, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112 RE: Professional Services Agreement Dear Mr. Feuer: PHONE, 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on December 21, 2017, approved the above referenced agreement regarding CityWorks works order management pilot implementation assistance in the amount of $40,437.57. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M.'LMartin, Enclosure c: Rene Casiano, Innovation & Technology Dan O'Connor, Innovation & Technology Jeff Weaver, Engineering John Lankowicz, Innovation & Technology GARY A. Gii,o,r SUZANNAKFRITZBERc, E1. 7,A13F,,rjiA,MARADIK JAMEs A. MUEL1,ER THERESE J. DORAIJ ITSTP-Mordw.9-Mr-A m1*• City of South Bend 227 W Jefferson Blvd TO: Board of Public Works, Linda Martin, Catherine Fanello CC: Dan O'Connor, Michael Schmidt, George King, Jennifer Hockenhull, Rene Casiano FROM: Jeff Weaver SUBJECT: CityWorks Work Order Management Pilot Implementation DATE: 11/30/2017 Linda and Members of the Board We are submitting for review and approval for the licensing and implementation of a Pilot program for an enterprise wide work order management system (W'OM). The WOM software selected: will be used to identify, track, and maintain a historical record of maintenance performed on CoSB assets, The Department of Sewers has been selected for the Pilot based on their need, current mobile capabilities, and developed workflow processes. Upon successful implementation of the Sewer WOM system pilot, the same system will be implemented for water, wastewater, VPA, sign and streetlights, streets, business licensing, city permitting, and code enforcement practices. The benefits of implanting a single, holistic WOM system for CoSB includes: a Providing a single location where all maiintenance data : can be accessed • Delivering a single platform where all city activities can be coordinated • Providing CoSB with a live view of current work being performed • Identifying and tracking maintenance history of CoSB assets so that maintenance can be prioritized and Capital funding can be directed where it is most needed • Integration with existing Geographical Information System (GIs) and CRM\311 data • Providing a web based solution for applying for, purchasing, and tracking the status of permits and business licenises issued by CoSB and St. Joseph County • Eliminating current paper processes being used to dispatch work performed within CoSB • Providing live mapped based Operational Dashboard of key performance indicators Thi's Project includes two separate parts: One for the software licensing and one for the professional services needed to hellp in the implementation. Thank you, Jeffrey M. Weaver, LISP t�� anw-- OEM EJCD�C...-.- AGREEMENT BETWEEN OWNER AND ENGINEER FOR PROFESSIONAL SERVICES THIS IS AN AGREEMENT effective as of 1p ("Effective Date") between Board of Public Works, City of South Bend, Indiana ("Owner") and L�' ,p " ("Engineer). Owner's Project, of which Engineer's services under this Agreement are a part, is generally identified as follows: , ("Project"). Engineer's Services under this Agreement are generally identified as follows: Owner and Engineer further agree as follows: 1.01 Basic Agreement and Period oj'&rvice A. Engineer shall provide, or cause to be provided, the services set forth in this Agreement. If authorized by Owner, or if required because of changes in the Project, Engineer shall furnish services in addition to those set forth above. Owner shall pay Engineer for its services as set forth in Paragraphs 7.01 and 7.02. B. Engineer shall co�i lete its services within a reasonable time, or within the following specific time period: C. If the Project includes construction -related professional services, then Engineer's time for completion of services is conditioned on the time for Owner and its contractors to complete construction not exceeding E months. If the actual time to complete construction exceeds the number of months indicated, then Engineer's period of service and its total compensation shall be appropriately adjusted. Page I EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright 0 2008 National society of Professional E rigincers for EJCDC. All rights reserved. 2.01 Payment Procedures A. Invoices: Engineer shall prepare invoices in accordance with its standard invoicing practices and submit the invoices to Owner on a monthly basis. Invoices are due and payable within -3-0 35 days of receipt. if Ownet: fails io make any payment due Engineer for set-�,iees and-e.x-pefises withiii 30 days 0 ,/o per month (ei! the maxipauffi fate ef inter-est peffflit4ed by law, if less) ftem said lhit4ieth day. In addition, Engineer may, after giving seven days written notice to Owner, suspend services under this Agreement until Engineer has been paid in full all amounts due for services, expenses, and other related charges. Owner waives any and all non -disputed claims against Engineer for any such suspension. n , a�f� , .11 be o -edited first t intefest and +1,e t p . ipa1. 3.01 Termination A. The obligation to continue performance under this Agreement may be terminated: 1. For cause, a. By either party upon 30 days written notice in the event of substantial failure by the other party to perform in accordance with the Agreement's terms through no fault of the terminating party. Failure to pay Engineer for its services is a substantial failure to perform and a basis for termination. b. By Engineer: 1) upon seven days written notice if Owner demands that Engineer furnish or perform services contrary to Engineer's responsibilities as a licensed professional; or 2) upon seven days written notice if the Engineer's services for the Project are delayed for more than 90 days for reasons beyond Engineer's control. Engineer shall have no liability to Owner on account of a termination by Engineer under Paragraph 3.01.A.1.b. c. Notwithstanding the foregoing, this Agreement will not terminate as a result of a substantial failure Linder Paragraph 3.01.A,La if the party receiving such notice begins, within seven days of receipt of such notice, to correct its substantial failure to perform and proceeds diligently to cure such failure within no more than 30 days of receipt of notice; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such 30 day period, and if such party has diligently attempted to cure the same and thereafter continues diligently to cure the same, then the cure period provided for herein shall extend up to, but in no case more than, 60 days after the date of receipt of the notice. 2. For convenience, by Owner effective upon Engineer's receipt of written notice from Owner. B. The terminating party under Paragraph 3.01.A may set the effective date of termination at a time Lip to 30 days later than otherwise provided to allow Engineer to complete tasks whose value would otherwise be lost, to prepare notes as to the status of completed and uncompleted tasks, and to assemble Project materials in orderly files. Page 2 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. C. In the event of any termination under Paragraph 3.01, Engineer will be entitled to invoice Owner and to receive full payment for all non -disputed services performed or furnished in accordance with this Agreement and all reimbursable expenses incurred through the effective date of termination. 4.01 Successors, Assigns, and Beneficiaries A. Owner and Engineer are hereby bound and the successors, executors, administrators, and legal representatives of Owner and Engineer (and to the extent perinitted by Paragraph 4.01.13 the assigns of Owner and Engineer) are hereby bound to the other party to this Agreement and to the successors, executors, administrators, and legal representatives (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this Agreement. B. Neither Owner nor Engineer may assign, sublet, or transfer any rights under or interest (including, but without limitation, moneys that are due or may become due) in this Agreement without the written consent of the other, except to the extent that any assignment, subletting, or transfer is mandated or restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. C. Unless expressly provided otherwise, nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Owner or Engineer to any contractor, subcontractor, supplier, other individual or entity, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Owner and Engineer and not for the benefit of any other party. 5.01 General Considerations A. The standard of care for all professional engineering and related services performed or furnished by Engineer under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. Engineer makes no warranties, express or implied, under this Agreement or otherwise, in connection with Engineer's services. Subject to the foregoing standard of care, Engineer and its consultants may use or rely upon design elements and information ordinarily or customarily furnished by others, including, but not limited to, specialty contractors, manufacturers, suppliers, and the publishers of technical standards. B. Engineer shall not at any time supervise, direct, control, or have authority over any contractor's work, nor shall Engineer have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the Project site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. C. This Agreement is to be governed by the law of the state or jurisdiction in which the Project is located. D. Engineer neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform its work in accordance with the contract between Owner Page 3 PJCDC G-500 Agreement between Owner and Engineer for Professional Services Copyright 0 2008 National Society of Professional Engineers for 1 JCDC. All rights reserved. and such contractor. Engineer is not responsible for variations between actual construction bids or costs and Engineer's opinions or estimates regarding construction costs. E. Engineer shall not be responsible for the acts or omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or of any other persons (except Engineer's own employees) at the Project site or otherwise furnishing or performing any construction work; or for any decision made regarding the construction contract requirements, or any application, interpretation, or clarification of the construction contract other than those made by Engineer. F. The general conditions for any construction contract documents prepared hereunder are to be the "Standard General Conditions of the Construction Contract" as prepared by the Engineers Joint Contract Documents Committee (EJCDC C-700, 2007 Edition) unless the parties agree otherwise. G. All documents prepared or furnished by Engineer are instruments of service, and Engineer retains an ownership and property interest (including the copyright and the right of reuse) in such documents, whether or not the Project is completed. Owner shall have a limited license to use the documents on the Project, extensions of the Project, and for related uses of the Owner, subject to receipt by Engineer of full payment for all services relating to preparation of the documents and subject to the following limitations: (1) Owner acknowledges that such documents are not intended or represented to be suitable for use on the Project unless completed by Engineer, or for use or reuse by Owner or others on extensions of the Project, on any other project, or for any other use or purpose, without written verification or adaptation by Engineer; (2) any such use or reuse, or any modification of the documents, without written verification, completion, or adaptation by Engineer, as appropriate for the specific purpose intended, will be at Owner's sole risk and without liability or legal exposure to Engineer or to its officers, directors, members, partners, agents, employees, and consultants; (3) Owner shall indemnify and hold harmless Engineer and its officers, directors, members, partners, agents, employees, and consultants from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from any use, reuse, or modification of the documents without written verification, completion, or adaptation by Engineer; and (4) such limited license to Owner shall not create any rights in third parties. H. To the fullest extent permitted by law, Owner and Engineer (1) waive against each other, and the other's employees, officers, directors, agents, insurers, partners, and consultants, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to the Project, and (2) agree that Engineer's total liability to Owner tinder this Agreement shall be limited toQ'0Qf) or the total amount of compensation received by Engineer, whichever is greater. 1. The patties acknowledge that Engineer's scope of services does not include any services related to a Hazardous Environmental Condition (the presence of asbestos, PCBs, petroleum, hazardous substances or waste as defined by the Comprehensive Environmental Response, Compensation and Liability Act, 42 U.S.C. §§9601 et seq., or radioactive materials). If Engineer or any other party encounters a Hazardous Environmental Condition, Engineer may, at its option and without Iiability for consequential or any other damages, suspend performance of services on the portion of the Project affected thereby until Owner: (1) retains appropriate specialist consultants or contractors to identify and, as appropriate, abate, remediate, or remove the Hazardous Environmental Condition; and (2) warrants that the Site is in full compliance with applicable Laws and Regulations. Page J EJCDC E-500 Agreement Behveen Owner and Engineer for Professional services Copyright ©2008 National society of Professional Engineers for EJCDC. All rights reserved. J. Owner and Engineer agree to negotiate each dispute between them in good faith during the 30 days after notice of dispute. If negotiations are unsuccessful in resolving the dispute, then the dispute shall be mediated. If mediation is unsuccessful, then the parties may exercise their rights at law, 6.01 Total Agreenent A. This Agreement (including any expressly incorporated attachments), constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. 7.01 Basis of Payment —Hourly Rates Plus Reimbursable Expenses A. Using the procedures set forth in Paragraph 2.01, Owner shall pay Engineer as follows: 1. An amount equal to the cumulative hours charged to the Project by each class of Engineer's employees times standard hourly rates for each applicable billing class for all services performed on the Project, plus reimbursable expenses and Engineer's consultants' charges, if any. 2. Engineer's Standard Hourly Rates are attached as Appendix 1. 3. The total compensation for services and reimbursable expenses is estimated to be $40,437.57. [or] 7.02 Additional Services: For additional services of Engineer's employees engaged directly on the Project, Owner shall pay Engineer an amount equal to the cumulative hours charged to the Project by each class of Engineer's employees times standard hourly rates for each applicable billing class; plus reimbursable expenses and Engineer's consultants' charges, if any. Engineer's standard hourly . rates are attached as Appendix 1. Attachments: Appendix 1, Engineer's Standard Hourly Rates Page 5 EJCDC E-500 Agreement Between Owner and Engineer for Professional services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. ITT WITNESS WHEREOF, the parties hereto have executed this Agreement, the Effective bate of which is indicated on page 1. Owner: Engineer: City of South Bend, Indiana Woolpert, Inc. Board of Public Works By:By: Title: Mary A. Gilot, President Title: Dave Feuer, Vice President By: Title: Suzanna M. Fritzberg, Member By: Title: Elizabeth A, Maradik, Member y, Title: Therese— J. Dofau, Member _. By;w, Title: Jam s A. Mueller, Member Attest: ( ,A,.t... ,')X- e(, . 6__, �7/ , i ..�C.. r mm..... Title:I I-LiOdaMartin,Clerk Date: / t t ,F )o f � Date: November 30, 2017 Engineer License or Finn's Certificate No. State of: NA Address for giving notices. Address for giving notices: 227 West Jefferson. Boulevard 116 Inverness Drive East Suite 105 South Bend, Indiana 46601 Englewood, CO 80112 Designated Representative (Paragraph 8.03.A): Designated .Representative (Paragraph 8.03.AA): Jeffrey M. Weaver, GISP. Steve Schwabe, JAM Title: Director of Asset Management I Information Systems Phone Number: (574) 747-7579 Facsimile Number: 574 747-7579 E-Mail Address: Iroove lb fWrhy Title: Program Director Phone Number: 786.999.9460 Facsimile Number: NA NA E-Mail Address: Steve.schwabe(awoolpert.com �...o... Page 6 EJCDC E-soli Agreement Between Owner and Engineer for Professional Services Copyright (0 2008 National Society of Professional Engineers for EJCIIC'. All rights reserved. Attachment A Appendix I, Standard Hourly Rates Schedule EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright 02009 National SociM, of Professional Engineers for 1 JCDC. All rights reserved. Pate I Appendix 1, Standard Hourly Rates Schedule EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright 02009 National Society of Professional Engineers for FJCDC. All rights reserved. Pau 2 mi 11 r1i . . ...... . U I'EACF IT \N1, tiY City of Sou-th, Bend, Indiana November 28, 2017 Prepared by Wo6lpert, Mc. Woolpert.com CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT 1 'k ► City of South Bend, Director Steve Schwabe Woolpert, Program Manager r #' 11/29/2017 Jared Livingston 1.0 Original Draft Date; Late; CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT Table of Contents TECHNICAL SCOPE OF WORK............................................................................ ...4 ................................................................... PhasePM: Project Management.......................................................................................................................................4 Phase1: Implementation Planning... .................................................................................................................................. 5 Phase2: System Configuration...........................................................................................................................................8 Phase3: System Deployment...........................................................................................................................................10 Phase ES: Extended Support (THIS IS NOT INCLUDED IN THE PILOT)...............................................................................14 ProjectFee........................................................................................................................................................................14 3 CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT Woolpert has scoped a pilot Cityworks implementation effort within certain areas of the City of South Bend (City)Ud|i- timsDepartment. For the pilot Woolpert will execute an abbreviated version of our standard project approach. ThefuU project approach is included herein to provide the City with a clear understanding of what a full implementation would entail. The tasks not included in the pilot have been removed from the project schedule, which has been provided as a Microsoft Project file or a representation of the same in a standard format, such as PDF. The work for the pAmtwill be performed on a time and materials basis with expenses billed at actual cost, There will benoprovision |nthe pilot for change orders; the work will be completed as scoped within this document. VVuo|pe/tw/U|motifytheC|ty"spro]ecLman- ager immediately if task will exceed the budgeted hours. For the pilot, VVoo|pertwill work with the Sewer Collections and Stormvvatergroups only, The following text lmthis section provides anoverview mf the project approach for afull Otyvvmrksimp|ementation. Woolpert has developed a five -phased approach to implementing content -rich enterprise asset management solutions. Each of the five technical phases are executed in conjun!ction with continuous Project Management, Knowledge Transfer Quality Control and Change Readiness activities. Deliberate execution of each phase, with continuous client involvement and feedback, enables Woolpert to ensure a successfully p,lanned, designed, configured, and deployed asset manage- ment software solution that is used and useful immediately upon "Go -Live." Each of our five phases are performed in a logical order within strategic overlaps where necessary, Specific phase deliv- erables reqw|redJents|Qn,offondmoceptanom.Thecu|mimationmfeachphaseissoUd0edbyoPhaseAcoeptanceand Close-out process that signifies delivery and acceptance of the Phase Tasks/Sub-Tasks. Each of the five phases, depicted in the following Implementation Phase diagram,mrepreyentedindetai||mthesubse' quent sections of this Statement of Work document. INN =m6m==m6===zA=,. This pilot implementation will not include any time for project management. Proiect activities will be single -threaded through a senior systerns analyst, The Woolpert analyst will manage and execute oil task assigned to Woolpert. Helshe will create all defiverables and participate in 0 meetings or) beholf of Woolpert. The following text in this section defines the Project Management tasks as they would pertain to a full implementation CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT An Enterprise Asset Management system implementation is complex endeavor that presents, a variety of technical and organizational challenges that will need to be identified, analyzed, understood, and continually managed in order to en- sure a successful outcome. Woolpert's Project Management approach provides for the resources and tools needed to successfully manage the project through all phases/processes, including: • Initiation. Project authorizations and expectations. • Planning. Project definitions, objectives, deliverablles, and analysis of alternatives, • Execution. Coordination of resources, quality mainagement, product and service delivery. • Monitoring and Controlling. Monitoring and measuring to identify variances and imitate corrective actions. • Close -Out, Acceptance of project deliverables and results. To fulfill each of these objectives, Woolpert will employ the different project management tools described: ® Task PM.1: Project Administration • Task PM.2: Project Kick -Off Meeting • Task PM.3: Project Schedule Coordination • Task PM.4: Client Status Meetings • Task PM.5: Internal Coordination Meetings •I FIR ffedup The only standard Phase I tasks to be included in the pilot will be the installation of Cityworks (partial) and the Business Process Re- views. The following text represents all tasks general/V included in a Lull ChVworks implementation. Implementation Planning is executed to ensure that both Woollpert and the City fully understand the totality of the EAMS software implementation scope activities. While the RFP is very thorough, a detailed alignment of each re- quested task and Woolpert's proposed deliverables hia,s been provided in, or- der to ensure that Woolpert meets the City's expectations, Woolpert executes the implementation planning phase tasks for the purpose of verifying / establishing and! documenting a clear purpose for, and bounding limits to, the Cityworks Asset Management System (AMS) software imple- mentation. Functional and technical requirements and City -required tasks are reviewed by Woolpert's implementation team and the Client's management and technical team leads in order to align goals and expectations and to es- tablish critical success factors as a means to measure implementation mile- stones. Woolpert's Implementation Planning phase includes the following tasks. Task 1.1- lnstall Cityworks AMS, For the pilot, Woolpert will provide remote assistance to City IT staff for the Installation of the Cityworks software. The following narrative describes this task as part of a full Cityworks implementation. Woolpert will install and configure a working Cityworks environment on the City's existing IT infrastructure. Woolpert will provide specifications necessary for identifying and/or procuring (physical server(s)) or creating (virtual server(s)) on which the Cityworks components and supporting systems will be installed. If requested, Woolpert can work with City IT staff to ensure they understand the Cityworks installation and setup processes and can also demonstrate typical steps in the ongoing care and maintenance of the solution, such as performing upgrades and managing database backups. CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT SUB TASKS (PILOT) 41) CH(,�u I i- new II, �s h I I 0 a I I I"] gLR_19 C�;'&arks /VOS Sio[ o�,a I e k'i 1 n d box F� I, vuii� on I 'tt ((."Ai.�n t ,ts 1,11_11� Ok�,IntLo _1_1 011Iient R(w[:,fl c,,:Pte irfltI a a tion b,,i, D(-?v4flop inent 111,:n1lror 'I I' nent Own,cl 'I 'ask) -ein i'%rdrn4nfst -i dor,s, • 1.1.5: Woolpert to Provide Remote Support to Client Installation ASSUMPTIONS (PILOT) • The City will purchase appropriate Cityworks licenses prior to performing the installation • The City will obtain a license key from Cityworks prior to performing the installation • The City will' set up the appropriate supporting items per the provided Cityworks Pre -Installation Guide prior to the installation. Said items include, but may not be limited to: • Physical or virtual servers for the Cityworks databases and applications • Appropriate GIS services published in a version of ArcGIS Server supported by Cityworks • Cityworks attachment locations • According to Cityworks a minimum lead time of 3 days may be required between the request for a Cityworks, license key and the provision of the same to the requesting agency DELIVERABLES (PILOT) • Woolpert will provide a Pre -Installation Checklist for the version of Cityworks targeted for installation • Woolpert will provide up to four (4) hours of remote installation support CLIENT RESPONSIBILITIES (PILOT) The City will obtain the necessary licensing and license key from Cityworks prior to the installation • The City will identify, obtain or create all server's necessary for the installation of Cityworks for both a Produc- tion and a Test (Sandbox) Cityworks environment • The City will install, enable or configure all pre -requisites an all identified servers prior to the installation of City - works per the Cityworks Pre -installation Checklist Fask 1.2. Software Den'tionstrations (NOT HYCLUDED IN PILO I ), As part of an ongoing change rnanagenient effort, Woolpert will provide a series of brief (approximately 2 hours) demonstrations of the new Cityworks AMS software to City stakeholders, and, preferably, to all future end users. The intent of the demonstrations is to build awareness for the coming project, initiate internal discussions within the City as to why there is a need for a new software solution, andl identify areas within the organizations where the commitment to the new software is less than ideal. The demon- strations will provide City management the opportunity to gain alignment from all groups long before the project is nearing the crucial Deployment phase. Task I-PPD: Pr� T11ainning WscoverV (INOTINCLLIDED lIq PIL() 1). Woolpert will use this task to review and validate the proposed scope of services with each City division that will ultimately use Cityworks. Upon common agreement on the services to be provided, Woolpert will adjust the scope of services developed to support the fixed -fee in this proposal, complete with specific Woolpert deliverables, detailed task -level assumptions and City team responsibilities. Woolpert also routinely provides strategic vision alignment consulting services at the beginning of enterprise asset management software implementation projects. If desired, Woolpert can include these services to identify, validate, and document CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT levels -of -service and key asset management program metrics that must be supported by the software. In those in- stances where the City does, not yet Ihave well-defined performance metrics, Woolpert Subject Matter Experts will pro- vide examples of metrics that the City can start with and/or grow into as use of Cityworks matures over time. Task,13, CondUd Business Process Reviews. Woolpert will use this task to define with the City asset management to -be business processes. The intent of this task is to develop to -be workflows that align with industry standard asset man- agement processes. Woolpert will guide the City toward adopting certain global configuration items that will form the foundation of the to -be workflows across all City divisions. Global configuration standards across the enterprise will reduce the complexity of the final system and enable City divisions to share imetrics which will allow for internal benchmarking. SUB TASKS (PILOT) --- - ------- - • 1.3,1: Round 1 Business Process Review Workshops • 1.3.2: Woolpert to Prepare Business Process Review Technical Memorandum 1.3.3: Woolpert to Submit Technical Memorandum to Client PM ASSUMPTIONS (PILOT) • The City will provide adequate facilities and hardware, to facilitate the workshops ® The City will scheduile with appropriate staff to attend the workshops • The workshops will address the business processes of the Sewer Collections and Stormwater groups only DELIVERABLES (PILOT) Woolpert will facilitate onsite Business Process Review workshops for up to two (2) business days Woolpert will provide a Business Process Review Technical Memorandum based on the findings of the work- shops CLIENT RESPONSIBILITIES (PILOT) The City wifl provide the facilities and hardware to facilitate the workshops The City will schedule with appropriate staff to attend the workshops Identified appropriate staff will attend and participate in the workshops 'irask ]..GADR; Geodatabase and Asset Data Review (NOT 119CILLJDED IN -FiiE PII;.0 I'). Woolpert will use this task to evalu- ate the current state of the asset registry. Woolpert understands that the City requires a GIS schema for all asset types and that the schema should align with the Esd Local Government Information Model (LGIM). Our proposed Cityworks AMS software is the ideal solution to leverage an Esri asset registry because Cityworks does not require that the GIS records be replicated in asset tables within the AS software. Cityworks accesses GIS records directly and does not impose, any EAMS data imodel restrictions. Hence, the City can adopt the LGIM! in its entirety, if desired. Converting exist- Ing GIS features to match newly proposed EAMS/CMMS formats is not necessary. Woolpert will produce a data develop- ment plan that recommends a methodology and processes to collect and develop the proposed GIS asset layers. Woolpert will provide a cost estimate to perform this work but understands that the City reserves the option to contract field data collection activities outside of this EAMS software implementation project. Task 1,,4� Phase 2 Qu iahty Control (NOT INCLUDED IN'rHE MUOT). Woolpert commits that all project deliverables will be held to the high standards defined in our corporate Quality Management Program (LIMP). CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT Task, 13- Phase 2 Acceptance and Ciose (lqO I H40.11,R)ED II14"PHE PRO I ). Following industry best practices in project management, this task is to gain alignment between Woolpert and the City so that the project the deliverables meet expectations and are acceptable to the City project team. Phase 2: System Configuration A LuLl.fityworks implementation generally includes three (3) rounds of configuration workshops, For the pilot Woolper will provide two..L21 rounds of configuration workshops. The &rst will take place dudethesome calendar week as the Business Process Review Workshops, Round 2 of the Con f guration Workshops will take place remotel�. Using the plans developed during the previous phase as our guide, the Woolpert implementation team will lead the City project team through the Cityworks configuration tasks. The end result of this phase will be a fully configured Cityworks AMS solution —deployed to the City's development environment —that is ready to undergo User Acceptance Testing. At the conclusion of this phase, Woolpert provides a thorough, pre -acceptance testing review of the configured solution. The purpose of the review is to ensure that both the City and Woolpert teams believe that the solution is ready to move into formal User Acceptance Testing, Our proposed project plan includes the following tasks: Tasl(2,1Prepare Configuration Docurneraatioin' ' Woolpert will update our standard configuration document with all of the information learned during the Planning phase. This includes information about the GIS assets and the new / modi- fied work processes that the system will support. CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT Task 2.2: Core Cityworks AMS Configuration. Software configuration is both an iterative and highly collaborative pro- cess. Over the course of two (2) rounds of workshops, the joint Woolpert/City team will define andl develop the soft- ware's configuration. The organic knowledge transfer that occurs when our teams work so closely together during this phase pays high dividends when the project moves into the Deployment phase. Our approach fosters ownership of the solution by the City team, which results in a team with a strong desire to succeed. People support what they help to cre- ate, and the City implementation team will champion the solution they worked so hard to develop. SUB TASKS (PILOT) 2.2.1: Round 1 Configuration Workshops • 2.2.2: Round 2 Configuration Workshops . . . . ...... ASSUMPTIONS (PILOT) • Round I Configuration Workshops will be conducted ons,ite during the same calendar week as the Business Pro- cess Review Workshops Round 2 Configuration Workshops, will be conducted remotely via WebEx • The workshops will! address the Cityworks configuration of the Sewer Collections and Stormwater groups only • Only assets types that exist within the GIS at the time of the Cityworks installation will be configured in City - works • Only horizontal assets will be configured in Cityworks. This means the assets must 1) have a geometric compo- nent within the GIS and 2) not exist within another asset such as a pump station, building or other treatment plant structure • Only the core Cityworks AMS application will be deployed and configured for the pilot. No Add-Ons will be de- ployed or configured, including but not limited to Storeroom, Equipment Manager, Paver Interface, CCTV Inter- face, Analytics or Insights • W'ool'pert will perform all configuration in an environment on internal Woolpert servers, and provide database backups and relevant files to the City on, a periodic basis so as to refresh the City's Cityworks environments with the latest configuration • Woolpert will have, via VPN client, SSIL VPN, VDI or another solution remote access to the City's Cityworks envi- ronments on the City's network and have administrative permissions on, said servers for the purpose of perform- ing system changes necessary to support the configuration . ..... . ... ... . ...... DELIVERABLES (PILOT) Woolpert will facilitate onsite Configuration Workshops (Round 1) for, up to two (2) business days Woolpert will facilitate remote Configuration Workshops (Round 2) for up to six (hours) each for the Sewer Col- llectionis andl Stormwater groups Woolpert configure Cityworks per the information gathered during the Configuration Workshops and provided by the City subsequent to the Configuration Workshops CLIENT RESPONSIBILITIES (PILOT) The City will provide the, facilities and hardware to facilitate the workshops • The City will schedule with appropriate staff to attend the workshops • Identified appropriate staff will attend and participate in the workshops • As necessary, workshop attendees or their designees will provide additional information to support the configu- ration subsequent to the Configuration Workshops CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT T�Bk 2.3- Cityworks AMS Software Dernonstrations., This task is undertaken in order for the collective Woollpert/City team to perform a thorough review of the configured solution and the associated documentation. This task is not a re- placement of formal testing and acceptance, The collective Woolpert/City team will review the built environment and review how the documentation supports the configuration. The intent is to be assured that all participants agree that the solution is ready for User Acceptance Testing. 213UMMUM * 2.3.1: Woolpert to Prepare for On -Site Software Demonstrations * 23,2: Woolpert to FacHitate On -Site Software Dernonstrations Software Demonstrations will be performed over the course of eight (8) hours during one (1) business day on - site The Sewer Collections and Stormwater Software Demonstrations will take place over the course of four (4) hours each mlam=�• a Woolpert will facilitate Cityworks AMS Software Demonstrations on -site for up to eight (8) hours • The City will provide the facilities and hardware to facilitate the demonstrations • The City will schedule with appropriate staff to attend the demonstrations • Identified appropriate staff will attend and participate in the demonstrations Task 2.4: Phase 3 QuaRty Control NOT INCI LJDEI3 IIIIIN I"Hiz i4L01)l, Woolpert commits that all project deliverables will be held to the high standards as defined in our corporate Quality Management Program (QMP). Task 2.5: Phase 3 Acceptance and Uose (NOT EKK' ' I kJ M-'�!) I 14 T11 E PIL10 I ). Following industry best practices in project management, this task is to gain alignment between Woolpert and the City that the deliverables to this point in the pro- ject meet expectations and are acceptable to the City project team, Phase 3: System Deployment Once the Core Cityworks AMS system has been configured, there are still a number of critical tasks that must be completed before the solution is placed into a production environment. The joint Woolpert/City implementation team will share responsibilities as they take the system through user acceptance testing, provide end user training and support the go -hive project activities. Woolpert has considered the number of different divisions and end users for which the system will be configured and we believe that it is reasonable to take both City divisions through deployment activities simultaneously. our proposed project plan includes the following tasks: R CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT Task 3.1: Develop (Jser Acceptance Test Plan, For the pilot, the City will develop the User Acceptance Test (UAT) Plan. Once the draft is complete Woolpert will facilitate a remote review of the UAT plan: and the City will update the UAT Plan based on the results of the review and the feedback provided by Woolpert. The City will then submit the finalized UAT Plan to Woolpert. SUB TASKS (PILOT) law 0 3.1.3: Woolpert to, Facilitate Remote Review Meeting with Client Technical Team 3,1-4: Ckent to Updatc.� Draft- UAI"Nan per WmflperL Comrnents ((Aent-0vvre(1 Task) 3.1,5: Task 12. Si,ipport User Acceptance'Testing. Woolpert will remotely support User Acceptance Testing on an as needed basis. The reniaining narradve in tMs, secdon represents the actions, and responsibdides as exec'UtEN.1 in a full Gtyworks in'iplernentation. Woolpert will train the City testing team on how to execute the test plan and record the resuilts. WooIpert will act as a proctor in a testing room to support the testers, and correct configuration issues during the tester training week. Beyond the tester training week, the City testing team is expected to complete all system testing and record their results on the Test Nan documents, Woolpert will provide remote support for the testers and correct all issues at the conclusion of the testing period. Woolpert will support the City's retesting activities remotely via WeblEx. SUB TASKS (PILOT) 0 321: Client I'lesting to Perforn'o User Acceptance restpng (Client -Owned ']"asko a 3.2.2: Woolpert to Provide up to Eight (8) Hours of Remote Testing Support 0 3,23: Woolpert to Update AMS and Related Application Configurations per Testing Results, • The City will provide adequate facilities and hardware to comiplete the User Acceptance Testing • The City will schedule appropriate time and individuals to complete the User Acceptance Testing 1E IDELIVERABLES (PILOT) ° Wool pert will provide up to eight (8) hours of remote User Acceptance Testing support * Woolpert will update the Cityworks configuration and configuration documentation per the results of the testing for uptosix (6)hours CLIENT RESPONSIBILITIES (P|LOT) • The City will complete the User Acceptance Testing (U&T)per the UATPlan • The City will provide the results of the testing to Woolpert Task 33. Prov�de EndKserl'rahmVr�g. |nadvance ofthe End User Training, VVoo|pc/ will prepare training material tube used during and after the training as a reference. once the training material: has been provided, VVoo|pertwU| come onshr for two (Z) consecutive days of End User Training. Two courses will be provided: one eight (8) hour training course for Office Staff and one eight (8) hour course for Field Staff. The renna[ning nmcrahve in this section represents the actions and respmnsi�i|bies an executed in afu|| Cit/m/mrks im�|ernentativn VVon|peUchas developed a wide range oftraining materials for our many clients, Mos often, standard Cityworkstraining guides with a few modifications are more than acceptable to train the end user community. Some organizations desire custom training guides based untheir specific system configurations and business processes, VVoo|pertproposes that training miaterials consist of standard Cityworks training guides. with the appropriate modifications for the City's unique system configurations. Woolpert will develop draft versions of the training materials and submit them, to the City team for review. Woolpert will facilitate a joint review of the materials via WebEx, revise the materials pe,r City feedback, and then submit the final version of the training materials, Woolpert believes that the most cost-effective method of end user training for the City is to employ a train -the -trainer approach. Woolpert will train the system administrators and several core team members who have already gained significant knowledge about the system throughout the callahora- tive configuration workshops and user testing tasks. The City team members who participate inthe VVmm|perL-|ed train- ing will then train the remaining City staff. SUB TASKS (PILOT) 3.3.1: VVoa perttm Prepare Training Materials B�9.2:CUentPKH:oPropare[UentforTra|nin�(C|ient-Owned�dsk) 3.3.9: Wom|per1to P^muide On-SRe End UserTmining The City will provide adequate facilities and hardware to facilitate the End User Training The City will schedule appropriate time and individuals tofacilitate the End User Training The End User Training will take place over two consecutive business days w Woolpert will provide standard training materials for the End User Training m Woolpert will provide up to eight (8) hours of End User Training for Office Staff ~ Woolpert will provide up to eight (8) hours of End User Training for Field Staff The City will provide the facilities and hardware tpfacilitate the training The City will schedule with appropriate staff to attend the training 12 CITY OF SOUTH BEND CITYWORKS IMPLEMENTATION PILOT 0 identified appropriate staff will attend and participate in the training Task: 3,,4, Provide Go -Live Support. Immediately following end user training (the same calendar week) Woolpert will provide up to two (2) days of onsite Go -Live Support, The rer,naiining narrative in ibis sed-Jon represents the actions and responsibilities as exeUlted in a full Cityworks irnp� ernentatlon, After training and before go -live, Woolpert will perform the necessary cutover tasks, such as moving the approved City - works configuration to the Production environment, migrating current work management data from the retiring work management system(s), and establishing any system integrations in the Production Cityworks AIMS environment. Go -Live is the moment that end users begin to use the Cityworks AMS solution in the Production environment. Woolpert will support City users post—godive with onsite and remote Cityworks experts for a period to time. SUB TASKS (PILOT) .IAA: 01ent to iWgratc Ai` S A' .)pHcaflons and I ' )aLabasos U-) Production Envfi,onrnent (Client -Owned Task) •3.4.2: Woolper,t to Two Days of On -Site Go -Live Support (On -Site Task) ASSUMPTIONS (PILOT) .. ... ... . . . ........ . .. • The City will provide adequate facilities and hardware to facilitate the Go -Live Support activities The City will schedule appropriate time and individuals to facilitate the Go -Live Support activities The Go -Live support will take pllace over two consecutive business days • The Go -Live support will take place immediately following and during the same business week as End User Train- ing DELIVERABLES (PILOT) .... ..... . -.1 ........ ..... I - - - - ------------- • Woolpert will provide up to sixteen (16) hours of on -site Go -Live Support ..... ... ..... . CLIENT RESPONSIBILITIES (PILOT) • The City will provide the facilities and hardware to facilitate go -live activities • The City will schedule with appropriate staff to attend the go -five activities 0 identified appropriate staff will attend and participate in the go -live activities I'ask 3.5� Phase 5 Quality Control (NOT114CLUDED IN '11f E PILOT), Woolpert commits that all project deliverables will be held to the high standards as defined in our corporate Quality Management Program (QMP). "task 3.6: Phase 5 Acceptance and Close (IMOT INCLUDEE) IN 1 FIE PILOT). Following industry best practices in project management, this task is to gain alignment between Woolpert and the City that the deliverables to this point in the pro- ject meet expectations and are acceptable to the City project team. 1E CITY OF SOUTH BEND I CITYWORKS IMPLEMENTATION PILOT !fiase ES: Extended Support PflS II II IIASE6 NGT`IINGIAIl llB`4 11 BE MIL OT Woolpert fully expects that the City's system administrators will be capable of performing all of the support requested by the end users. However, there may be the need to have Woolpert provide support to the City beyond the scoped go - live support period. Woolpert offers support via ad -hoc services or via planned post -go -live system check-ups. Tas k 6' ,d 4-foic Support, Woolpert Cityworks experts will be made available to the City on a time and material basis. Woolpert will assist the City's Cityworks administrators in addressing the enhancement requests made by the user com- munity. Woolpert will work onsite or remotely, as requested by the City, to resolve the issues. Task 6.2: Planned 45/90/180 Day Systern Check -Ups, Woolpert Cityworks experts will be, made available for onsite or remote system health check-ups at scheduled intervals post -go -live. Woolpert will review the list of issues and enhance- ment requests maintained by the City system administrators starting with the highest priority and working toward the lowest priority. Woolpert will evaluate the items and recommend solutions. The City can elect to have Woolpert execute the solutions or deliver them with City resources. Health check-ups are typically capped at an agreed -upon number of hours. Woolpert works up to the number of hours to resolve as many issues as possible. The remaining issues will re- main on the list until the City resolves them. Woolpert executes each scheduled check-up similarly, working thorough the issues list starting with the highest priority items. 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W�9 @,@ $ $ CD M . § wC f.f m 0 ( g m;J � & 2 D ( / / / & RJR / co : . .. � � 3 R , � G 3 : � R . 2 3 3 R � , & Date Name BOARD OF PUBLIC WORKS AGENDA ITEM RE, VIEW REQUEST FORM 11/3012017 Department Innovation & Tecftinolo y BPW Date Phone Extension 5897 Required Prior to Submittal to Board Legal Z Attorney Name Clara McDaniels Controller Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Ren6 Casiano 12/21/2017 "' Agreement H Contract L] Proposal F] Addendum Z Professional Services F-1 Resolution El Bid Opening n Bid Award E] Req. to Advertise El Title Sheet F-1 Quote Opening 0 Quote Award [_1 Change Order No. [:] C/O & PGA No. E] PGA n Ease/Encroach. F-1 Traffic Control F-1 Other: Company or Vendor Name Woolpert, Inc New Vendor Z Yes E] No [:1 If Yes, Approved by Purchasing MBE/WBE Contractor EJ MBE F-1 WBE �MBEANBE Contractor Requested n No n Yes Name of Company Project Name CityWorks Works Order Management Pilot Implementation Project Number, Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of F-1 1:1 Innovation Professional Services 279-0672-415-31-,06 $40,437.57 Time and materials Assistance with CityWorks implantation,business processes, and business and technical documentation Z Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verifv, Iran, etc.) increase $ Decrease $ Previous Amount Current Percent of Change: New Amount IN Total Percent of Change: % Dispersal After Approval Copy Original M E] Rene Casiano, Dan O'Connor, Jeff Weaver, John Lankowicz F-1 M Steve Schwabe Steve. Schwa be@woolpe rt - com El F