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Home My WebLink AboutWORK ORDER - BID - 7019 ASSET MANAGEMENT PLAN DEVELOPMENT & IMPLEMENTATION (3)EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND MWH Americas, Inc. DATED: May 8, 2012 Work Order Number. Purchase Order Number: Project Title: Asset Management Program Work Planning — Phase 4 Commencement Date: May 8, 2012 Completion Date: December 31", 2012 Maximum Fee: (tune and reimbursable direct costs): $300.000 See attached Exhibit "C" for a schedule of fees associated with each task within Work Order No. 4. Project Description: 2012 Asset Management Planning Efforts Scope of Services: See attached exhibit B Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached fortes) the Professional Services Agreement shall control. The attached fortes consisting of Exhibit B, 3 consisting of six (6) pages, are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. cc: Purchasing Professional/al By: Date:IB mo_" Roix City of Fort Collins Submitted By: (,�P of er Date: Z_ Reviewed by: L.." � oaf Strategic Financial Planning Ma aggr, Date: � I, 12- Approved by: Utilities Executive Director Date: Approved b c_ EQ Director,of rchasin & Risk Management (if over $60,00 1 Date: C9 final scopes, deliverables and budget estimates. Work for as -needed services shall be approved based on an email authorization from Christopher Parton, or other named representative of the UTILITY. MWH shall update the fee schedule to reflect the as - needed services. As -Needed Task A - CMMS Support If Assist UTILITY staff by providing implementation guidance, management, and support to promote successful implementation of the CMMS. CMMS Initial Schedule Support • Develop a detailed pilot implementation plan that identifies the existing FCU systems and functionality that will be replaced by the new CMMS, systems that will require integration to CMMS via UTILITY system integration strategy, existing FCU systems and functionality that will remain in production, and timeline for migrating existing functionality and data into the new CMMS. Site Visit Support • MWH to assist FCU in visiting up to three (3) similar utilities with Maximo implementations. Similar utilities should have a customer base similar to FCU and manage water, wastewater and electric operations. Maximo implementations should include Maximo Linear and Maximo Spatial, with one implementation performed by Aquitas Solutions. Site visit assumptions include 2 "local" utilities located within 150 miles of Denver, CO and one remote visit within a two hour flight distance from Denver, CO. Contract Negotiation Support • MWH to assist FCU in negotiating the final contract dollars and scope with Aquitas Solutions to protect FCU's interests with regards to scope to be delivered and fee to be paid. Pilot Implementation Support • Assist UTILITY and CMMS vendor with oversight and assistance during pilot implementation of the selected CMMS system at the UTILITY Water Production Facility and selected linear assets. Goal is to show that the CMMS system implementation will effectively support the specked business processes and KPIs. • UTILITY will arrange for its business and information systems experts to work with CONSULTANT to identify key system needs and improvement opportunities. I I i • l'A§siif with designland deploymentl'of'comrriunicationland d'utreach efforts to UTILITY and City staff to promote ongoing communications, support, and buy -in to the asset management program enhancement efforts. • Review and refine the three to five specific CMMS-based business processes used to measure success of the pilot implementation. Exhibit B City of Fort Collins Utilities Department Asset Management Plan Development and Implementation Task 1 — Project Management The purpose of this task is to provide project management services in accordance with industry standards in order to promote coordinated, comprehensive, and cost-effective planning, management, and delivery of the asset management program implementation efforts. Key CONSULTANT steps to assist with the delivery of this task are expected to include: • Project Execution Plan development, including baseline schedule development and outlining key roles, responsibilities, communication channels, milestones, and deliverables necessary to meet the contract scope of services • Project Monitoring, Cost Controls, and Coordination to promote high quality deliverables, submitted on schedule, and in accordance with the project budget • Project Communications and Administration including a monthly status meeting and progress reports, meeting scheduling and coordination, weekly coordination calls among key project staff, and subconsultant management, as appropriate • Quality Management including workshop feedback evaluations and quality reviews of deliverables • Monthly Invoices • File Management and Recordkeeping in accordance with standard project management practices Task 1 Key Assumptions • Planned level of effort for this task assumes execution of similar nature and extent of project management efforts and activities as conducted for Phase 3 • Planned level of effort assumes a project duration of nine months (until the end of December, 2012) Task 1 Deliverables • Baseline project schedule and monthly schedule revisions as appropriate • Schedule of project workshops • Monthly status coordination calls • Workshop meeting notes and evaluation summaries • Monthly invoices Task 2 — CMMS Support I The purpose of this task is to provide support regarding upfront budgeting, and to quantify FCU's potential return on investment with regard to the upcoming IBM Maximo CMMS implementation. Additional support for the CMMS project), should it move forward, can be found below under as -needed services. Key CONSULTANT steps to assist with the delivery of this task include: CMMS Budgeting Support • MWH will liaise with Aquitas Solutions to verify scope items proposed to FCU in the RFP response, collect scope additions with estimated fees, and assemble a comprehensive listing of Aquitas pricing. MWH will collect hardware requirements to run the proposed CMMS system, meet with members of the Fort Collins City IT department to determine hardware compatibility with the current City of Fort Collins IT infrastructure and identify upcoming hardware costs to FCU Develop CMMS RO/ Model • To assist FCU in demonstrating projected Return On Investment (ROI) of the IBM Maximo Computerized Maintenance Management System, MWH will produce an ROI calculator leveraging industry standard savings levels realized with the implementation of a CMMS. Working alongside of FCU, MWH will adjust the industry standard benchmarks to reflect the benefit expected at FCU Task 2 Key Assumptions • Pricing received from Aquitas Solutions will be accurate • The IT infrastructure at the City of Fort Collins will remain consistent • FCU will perform a full implementation of the CMMS with a full user migration to the new system Task 2 Deliverables • Interactive ROI calculation model • Spreadsheet outlining 2012 — 2014 CMMS related budget items As -Needed Services for Implementation of Asset Management Program The purpose of the following tasks is to provide as -needed implementation guidance, training, and support to promote successful implementation of the various asset management program (AMP) elements designed and implemented during Phases 1-3 of the AMP. Such assistance could pertain to: performance management using levels of service targets and KPIs; risk -scoring and risk -based financial planning; data collection, migration and management in accordance with the revised data framework; life cycle management plan development and implementation; business process enhancement and/or related services. The tasks listed below provide a starting point for potential services which may be authorized. Upon the request from UTILITY for as -needed services, MWH shall provide