HomeMy WebLinkAbout307089 AZTECA SYSTEMS - CONTRACT - RFP - P874 INVENTORY ASSET WORK MANAGEMENT SYSTEMPROFESSIONAL SERVICES AGREEMENT
CityWorks
THIS AGREEMENT made and entered into the day and year set forth below, by and between THE
CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and AZTECA SYSTEMS, Inc., hereinafter referred to as "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1.0 Scope of Services
The Professional agrees to provide software and software implementation services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of eight (8) pages, and
incorporated herein by this reference.
2.0 Time of Commencement and Completion of Services
The services to be performed pursuant to this Agreement shall be initiated within fifteen (15) days
following execution of this Agreement. Services shall be completed no later than 120 days after
services are initiated. Time is of the essence. Any extensions of the time limit set forth above must
be agreed upon in writing by the parties hereto.
3.0 Early Termination by City
Notwithstanding the time periods contained herein, the City may terminate this Agreement at any
time without cause by providing written notice of termination to the Professional. Such notice shall
be delivered at least fifteen (15) days prior to the termination date contained in said notice unless
otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
City: Professional:
City of Fort Collins Purchasing Azteca Systems
PO Box 580 11075 South State Street, Suite 24
Fort Collins, CO 80522 Sandy, Utah 84070
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
4.0 Design, Project, Indemnity and Insurance Responsibility
The Professional shall be responsible for the professional quality, technical accuracy, timely
completion and the coordination of all services rendered by the Professional, including but not
limited to designs, plans, reports, specifications, and drawings and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The
Professional shall indemnify, save and hold harmless the City, its officers and employees in
accordance with Colorado law, from all damages whatsoever claimed by third parties against the
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This model design will allow for and indicate how Cityworks can best integrate with existing
applications (JD Edwards, the GPS field data collection and maintenance application, and GIS)
and potential future applications (additional JD Edwards modules such as Inventory, Material
Planning, Labor Planning, etc.). This task is a prerequisite for completing the Cityworks
implementation.
FCDOT and the City GIS staff have requested that Woolpert provide, in this scope of work, skill
sets and time estimates required for completing the GeoDatabase design. This information will
be used to determine whether Woolpert or City GIS staff will complete the GeoDatabase design
tasks. It is important to note, that regardless of whether the City or Woolpert completes this
task, this task MUST be completed for the successful implementation of Cityworks.
The GeoDatabase design for this type of project typically requires 80 to 100 hours of effort from
a person reasonably familiar with doing GeoDatabase design and implementation. For persons
never having done GeoDatabase design and implementation this time estimate can double,
sometimes triple. In terms of technical skills required, the following are typically required for
successful GeoDatabase design and implementation:
Familiarity with core GIS terms and concepts including data layers, projections/coordinate
systems, general data types, etc.
Familiarity and comfort with the ArcGIS Desktop suite of applications; especially ArcCatalog
Familiarity with core GeoDatabase concepts such as feature classes, object classes,
relationship classes, domains and subtypes
Familiarity with the core business processes the GeoDatabase design and Cityworks system
must support. Le., pavement management, sign inventory and management, etc.
Familiarity and comfort with using Microsoft Visio for creating UML class diagrams.
At a minimum, Woolpert will complete a GeoDatabase design workshop. A one (1) day, on -site
GeoDatabase design workshop will be held to coordinate with the city the exact data
requirements of the GeoDatabase. Woolpert will meet with the major stakeholders to review the
needs for integration with the existing information systems. The design of the GeoDatabase will
done using the following steps:
Inventory existing data, storage type (coverages, shape files, GeoDatabase, etc.).
Review data integrity, history, and completeness.
Identify essential tables, fields and relationships needed for FCDOT operations.
Discuss and decide on draft modifications to the Azteca ArcFM data model.
Modify the Azteca ArcFM data model to integrate with JD Edwards Payroll and Billing Module
Assist FCDOT Implement those changes to the model using Visio 2000 Enterprise.
The following information will be discussed with regards to the GeoDatabase design:
Databases
Key data tables
Feature descriptions
Related attributes
Attribute descriptions
Data relationships
Domain values
Domain tables
Data types
Default values
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Annotation
Data sources
Following the completion of the GeoDatabase design workshop, FCDOT will determine whether
the GeoDatabase design will be completed by City GIS staff or by Woolpert. It is important to
note that, regardless of who completes the GeoDatabase design, it must be completed.
Completion of the remaining tasks in this scope is not possible without a finished GeoDatabase
design.
Task 3.3: Software Installation, Configuration and On -call Consulting
Woolpert has implemented Cityworks for several municipalities and can provide FCDOT with
local implementation assistance when required. This task will be for on -call consulting. Woolpert
has dedicated a block of 40 hours to assist with the implementation. Services for this task could
include, but are not limited to:
Installation
Database configuration
Data migration and loading
Custom Reports
General Implementation issues:
Work order or request types
Work tasks for each work order type
Employees and labor classifications in that department
Inventory (material) types
Major equipment types
Existing datasets used or slated to be used in the work order or request process
Samples of service request and work order printout forms
Login, concepts, data model, viewing, tracing
Creating and managing call center activities
Advanced aspects of call center
Creating and managing problem hierarchy
System Administration
General Configuration Issues
Should FCDOT determine that additional assistance from Woolpert is required, FCDOT may
purchase additional assistance as an addendum to this agreement. This assistance can be
purchased in blocks of 40 hours at the same Woolpert bill rates used in this scope of work.
Task 3.4: Baseline JD Edwards Interface Implementation
Woolpert will develop interfaces between Cityworks and FCDOT's existing JD Edwards
OneWorld ERP system. Initial interface development will focus on integrating those modules
and functions identified as highest priority in Phase 2: JD Edwards Interface Requirements.
Woolpert will integrate, at FCDOT's request and approval, as many modules and functions as
time and expenses allow under this Time and Materials contract. Additional integration above
and beyond the time and expenses in this contract, while possible, are out of the scope of this
contract. At FCDOT's request, Woolpert will provide cost estimates for additional integration of
other modules and functions and can perform that integration through change orders or under
an additional contract.
At a minimum, the following integration of information between JDE and Cityworks will be
performed:
Employee Name
Employee Address Number
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Job Code
Business Unit
FTE
Salary information
Personal information
Account distribution with validation
Work order numbering
Vendor number
Address book information
Integration of Work Order/Invoice Information from Cityworks into JD Edwards - specifics to be
agreed upon during workshop
Additional integration agreed upon in requirements workshop up to allowable contract time and
expenses
Client Responsibilities
Provide Woolpert with existing sign inventory data and other data pertinent to the Cityworks and
GIS databases
Schedule, provide facilities for and participate in coordination meeting(s) with City GIS staff
Schedule, provide facilities for and participate in one (1) day GeoDatabase design workshop
Determination of responsible party for completion of GeoDatabase design (City GIS staff or
Woolpert)
OPTIONAL — Completed GeoDatabase design (based on FCDOT's decision to have City GIS
staff complete the GeoDatabase design)
Schedule, provide appropriate IT staff for and participate in software installation and
configuration
Request, review and approval of each JD Edwards OneWorld module integration up to allowable
contract time and expenses
Deliverables
Coordination meeting(s) with City GIS staff
One (1) day GeoDatabase design workshop
OPTIONAL — Completed GeoDatabase design (based on FCDOT's decision to have Woolpert
complete the GeoDatabase design)
40 hours of software installation and configuration support
Completion of agreed upon JD Edwards module integration with Cityworks up to allowable
contract time and expenses (minimum integration requirements listed above)
City Project Manager
Sandy Aragon — The Project Manager (PM) is responsible for approving intermediate payments
based on deliveries of software or services. The PM will provide initial acceptance for the
completed project and final acceptance, as appropriate. "Final Acceptance" shall mean approval, in
writing, of the completed installation after allowing what the PM deems to be sufficient operating
time in a production environment to allow the PM to determine that such installation and
implementation complies with the Scope of Work and/or Specifications relevant to the project.
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City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the
Professional's negligent performance of any of the services furnished under this Agreement. The
Professional shall maintain commercial general liability insurance in the amount of $500,000
combined single limits.
5.0 Compensation
In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay
Professional on a time and reimbursable direct cost basis according to the following schedule:
Software costs: $60,395.00
Implementation & Training: $40,001.60
Reimbursable direct costs: $ 201.60
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed One Hundred Thousand, Three Hundred Ninety Six Dollars ($100,396.60). Monthly partial
payments based upon the Professional's billings and itemized statements of reimbursable direct
costs are permissible. The amounts of all such partial payments shall be based upon the
Professional's City -verified progress in completing the services to be performed pursuant hereto and
upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs, plans, reports,
specifications, drawings and other services rendered by the Professional shall become the sole
property of the City.
6.0 City Representative
The City will designate, prior to commencement of work, its project representative who shall make,
within the scope of his or her authority, all necessary and proper decisions with reference to the
project. All requests for contract interpretations, change orders, and other clarification or instruction
shall be directed to the City Representative.
7.0 Monthly Report
Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days
thereafter, Professional is required to provide the City Representative with a written report of the
status of the work with respect to the Scope of Services, Work Schedule, and other material
information. Failure to provide any required monthly report may, at the option of the City, suspend
the processing of any partial payment request.
8.0 Independent Contractor
The services to be performed by Professional are those of an independent contractor and not of an
employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of
Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other
taxes or benefits or for any other purpose.
9.0 Personal Services
It is understood that the City enters into this Agreement based on the special abilities of the
Professional and that this Agreement shall be considered as an agreement for personal services.
Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising
under this Agreement without the prior written consent of the City.
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10.0 Acceptance Not Waiver
The City's approval of drawings, designs, plans, specifications, reports, and incidental work or
materials furnished hereunder shall not in any way relieve the Professional of responsibility for the
quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any
of the services shall not be construed to operate as a waiver of any rights or benefits provided to the
City under this Agreement.
11.0 Default
Each and every term and condition hereof shall be deemed to be a material element of this
Agreement. In the event either party should fail or refuse to perform according to the terms of this
agreement, such party may be declared in default.
12.0 Remedies
In the event a party has been declared in default, such defaulting party shall be allowed a period of
ten (10) days within which to cure said default. In the event the default remains uncorrected, the
party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the
Agreement as continuing and require specific performance; or (c) avail himself of any other remedy
at law or equity. If the non -defaulting party commences legal or equitable actions against the
defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting
parry's reasonable attorney fees and costs incurred because of the default.
13.0 Binding Effect
This writing, together with the exhibits hereto, constitutes the entire agreement between the parties
and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure
to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of
said parties.
14.0 Law/Severability
The laws of the State of Colorado shall govern the construction, interpretation, execution and
enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid
or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision of this Agreement.
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THE CITY 0 FIT COLLINS, COLORADO
By:
John F CitaC�
By:
James 'Neill II, CPPO
Director of Purchasing & Risk Management
Date: 4 /�,
� T.
City Clerk`
' APP OEMO FORM:
Assistant City Attorney
AZTECA SYSTEMS, Inc.
By:
Brian Haslam, President
Date: I Z -Z pU
ATTEST:
orate Secretary
(Corporate Seal))
` CI�V
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Exhibit A: SCOPE OF WORK
Pricing and Implementation
Cost Summary
Description
Total
Software
$ 60,395.00
Implementation & Training
$ 40,001.60
TOTAL
$100,396.60
Software:
16 — Fixed Seats (Client) User Licenses of Cityworks 4.1 Enterprise GIS- 7420
based Asset and Maintenance Management (Office)
Includes: See Option 2, above.
5 — Fixed Seats (Client) User Licenses of Cityworks 4.1:: Service Request 15,975
ONLY
2 — Fixed Seat User Licenses of Cityworks Storeroom 14,000
Price does not include sales tax, if
Estimated Annual Update and Support
Option 3: 16 — Fixed Seats (Client) User Licenses of Cityworks
First Year software Update & Support (included)
Annual renewable rate beginning second year 1
$13, 225
Update and support is annually renewable beginning in year 2 at —22% of the software standard
price.
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Implementation and Training Services
WOOLPERT (Implementation Services)
Tasks Costs
1.1 Software Requirements Spec. 4 32 0 4,600.00
I Thls Pro ect
$4,600.0
1.2
COTS Software Evaluation
(OPTIONAL)***
4
24
0
3,600.00
1.3
Application Protot in (OPTIONAL)"
2
32
0
4,300.00
1.4
Application Development (OPTIONAL)"
4
80
0
10,600.00
1.5
Testin /De to ment (OPTIONAL)"
4
140
10
1 5,600.00
2.1 Interface Requirements Workshop 4 24 10 3,600.00
3,600.0
Interface Requirements
2.2 Doc/Prioritization 2 8 0 1,300.00
1,300.0
3.1
Data Review & City GIS Coordination
12
40
16
6,500.00
6,500.0
3.2a
GeoDatabase Design Workshop
4
80
0
2,300.00
2,300.0
3.2b
GeoDatabase Design (OPTIONAL)***
4
80
0
8,300.00
3.3
Installation, Config & Assistance
2
40
0
5,300.00
5,300.0
3.4
Baseline JDE Integration
8
120
0
16,200.00
16,200.0
Total
$72,200.001
$39,800.001
** Time estimates for optional tasks are estimates and may potentially change based on
completion of the SRS and COTS evaluation
*** Completion of this task is based on FCDOT's decision to have Woolpert complete
the GeoDatabase design task.
9ileage ($.36/mile,
60 mile round trip'
TOTALS
Payment Schedule:
.O]
- When agreement is signed: 30%
- Upon completion of meetings and reviews set forth in Tasks 1.1, 2.1, 2.2, 3.1 & 3.2,
and delivery and acceptance of documents related to those Tasks: 20%
- Upon initial acceptance of Cityworks software, installed, configured
and operational for testing: 30%
- Upon initial acceptance of JD Edwards/Cityworks interfaces: 10%
- Upon final acceptance of Cityworks software and interfaces: 10%
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Project Vision
The Ft. Collins Department of Transportation (FCDOT) has decided to move forward with
implementing Azteca Systems Cityworks Computer Maintenance Management System (CMMS)
for their streets, traffic, and pavement maintenance and work order processing. FCDOT intends
to perform the bulk of the software implementation themselves, but is looking to Woolpert LLP (a
named sub -consultant in Azteca System's proposal) to assist with integrating the Cityworks
software with their Geographic Information System (GIS), Global Position System (GPS), and JD
Edwards Financial System.
Task Details
Following are the proposed consulting services tasks for the Cityworks Implementation project
Phases and tasks are listed in time sequential order to allow for a more comprehensive
understanding of the implementation process.
Phase 1: Data Collection/Maintenance Field Application
FCDOT has already completed a GPS inventory of the City's signs and is looking to undertake a
GPS inventory of their traffic signals and pavement markings. The existing ESRI ArcPad
software does not meet the needs of FCDOT. Before undertaking the Cityworks
implementation, it is recommended that the user requirements for a field data collection and
maintenance application be determined to ensure that any necessary information in the
Cityworks database is present and available for that eventual application. Following
determination of user requirements, Woolpert will work with FCDOT to evaluate commercial off
the shelf (COTS) applications that will best meet those requirements. If there is no application
that meets those requirements, FCDOT can optionally choose for Woolpert to develop this
application and integrate it into the Cityworks environment.
Task 1.1: Software Requirements Specification
Woolpert will conduct a half (1/2) day requirements workshop with FCDOT personnel to
determine the exact requirements of the data collection and maintenance field application.
Following completion of the workshop, Woolpert will document those requirements in a Software
Requirements Specification (SRS) document.
The SRS will include the following sections
GIS architecture/technical specifications, including business logic and data access.
User specifications.
Prototype look and feel of the application.
This document will help guide Woolpert and FCDOT in both the GeoDatabase design portion of
this project (to ensure that required hooks into the Cityworks system are present) and in the
evaluation and recommendation of commercial off the shelf field data collection and
maintenance applications.
Task 1.2: Existing Software Evaluation & Recommendations (OPTIONAL)
Following determination of user and functional requirements, Woolpert will work with FCDOT to
evaluate existing commercial off the shelf (COTS) applications that will meet the data collection
and maintenance needs of FCDOT field staff. Following evaluation, Woolpert will prepare a
short recommendations document on a recommended solution. Upon delivery of the
recommendations document, Woolpert will hold a conference call to discuss the costs versus
benefits of the evaluated applications versus custom development. If the recommended solution
will require customization to meet FCDOT's needs, Woolpert will provide a time and cost
estimate for making those customizations.
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Note: Time and costs estimates for the following optional tasks are estimates and may
potentially change based on the results of the SRS and COTS evaluation tasks.
Task 1.3: Application Prototyping (OPTIONAL)
Should the COTS application evaluation determine that there are no readily available
applications that meet FCDOT's needs, and if FCDOT wishes to proceed with the Data
Collection/Maintenance Field Application phase of the project, Woolpert will develop a prototype
application that adheres to the pre -determined user and functional requirements specifications.
Woolpert will review this prototype with FCDOT staff in a half (1/2) day prototype review
workshop to ensure it meets those specifications and, upon acceptance, develop the application
for FCDOT use.
Task 1.4: Application Development (OPTIONAL)
Upon acceptance of the prototype application, Woolpert will develop a fully usable and
deployable field data collection and maintenance application that adheres to the user and
functional requirements specifications and changes agreed upon in the prototype review.
Task 1.5: Application Testing/Deployment (OPTIONAL)
Following application development, Woolpert will conduct on -site application testing with FCDOT
field personnel. Following acceptance of the testing results by FCDOT staff, Woolpert will
provide on -call deployment assistance for up to 20 hours.
Client Responsibilities
Schedule, provide facilities for and staff participation in field data collection and maintenance
application requirements workshop.
Review, provide comments on and approve final SRS document.
OPTIONAL — Review, provide comments on and approve final COTS applications evaluation
document.
OPTIONAL — Schedule, provide facilities for and staff participation in prototype review
workshop.
OPTIONAL — Schedule, provide staff for and participate in and provide feedback for application
testing.
OPTIONAL — Final approval and acceptance of field data collection and maintenance
application.
Deliverables
Half (1/2) day user and functional requirements workshop.
Draft and final versions of SRS document.
OPTIONAL — COTS applications evaluations and recommendations document.
OPTIONAL — Field data collection and maintenance application prototype review workshop.
OPTIONAL — Fully functional field data collection and maintenance application that meets
application testing requirements.
OPTIONAL — On -call deployment assistance up to 20 hrs.
Phase 2: JD Edwards Interface Requirements
A City requirement for the Cityworks implementation is integration with the City's existing ERP
(Enterprise Resource Planning) application; JD Edwards OneWorld product suite. Woolpert will
work the FCDOT and City Finance department to identify and prioritize what level of integration
is required for successful implementation.
Task 2.1: Interface Requirements Workshop
Woolpert will conduct a half (1/2) day interface requirements workshop to ascertain the exact
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integration requirements prior to Cityworks implementation. The workshop will be attended by
relevant parties from FCDOT, the IT Department and Finance Department. A portion of the
workshop will be devoted to presenting the core features and functions of Cityworks to IT and
Finance staff to allow them to better understand and provide feedback on integration points
between the two systems.
Task 2.2: Interface Requirements Documentation and Prioritization
Following completion of the interface requirements workshop, Woolpert will develop and deliver
a document reporting on the agreed upon points of integration between the two systems and the
priority for implementing each point of integration. These items will directly result from the
interface requirements workshop.
Client Responsibilities
Schedule, provide facilities for and participate in interface requirements workshop
Deliverables
Half (1/2) day interface requirements workshop
Interface Requirements and Prioritization document
Phase 3: Cityworks Implementation
Following determination of field application requirements and JD Edwards integration
requirements, enough information will be available to begin the Cityworks implementation.
Task 3.1: Existing Data Inventory/Review & City GIS Coordination
FCDOT has currently completed a sign inventory of sign assets within the City. During the
Cityworks implementation, this data will need to be migrated to the Cityworks GeoDatabase.
Currently this data is available in shapefile format but is somewhat flat and non -normalized in
nature. FCDOT will provide this data to Woolpert and Woolpert will review the data and
determine the best available data migration path for migrating this data to the Cityworks
GeoDatabase.
During this task, Woolpert will also coordinate with FCDOT and City GIS staff for determining the
location of FCDOT GIS data. Alternatives for data location include the City's ArcSDE enterprise
GeoDatabase or a personal GeoDatabase located on an FCDOT server. Ideally, it would make
the most sense from a management standpoint to house the small amount of FCDOT data in the
City ArcSDE GeoDatabase. However, it is understood that there are logistical issues in terms of
data access and availability that will need to be coordinated with the City GIS department before
a final determination on location is made.
Additionally, there is one data layer in particular that is maintained by City GIS staff that FCDOT
will require access and, dependent upon coordination with City GIS staff, modifications to the
existing data structure. FCDOT will require use of the street centerline layer for pavement
management purposes within Cityworks. This will require, at some level, addition of the
Cityworks required fields to the data layer. Whether this is done on the actual street centerline
layer maintained in the ArcSDE GeoDatabase or on a copy of that data on FCDOT servers will
need to be coordinated with City GIS staff.
Task 3.2: GeoDatabase Design
The next step toward implementing FCDOT's integrated Cityworks environment is to develop a
foundation, or structure, for storing the GIS data and Cityworks information. This structure is
called a GeoDatabase. The GeoDatabase will provide the database design for FCDOT's signs,
signals and pavement GIS systems. In this task, Woolpert will develop a GeoDatabase design.
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