HomeMy WebLinkAbout189591 TRAPEZE SOFTWARE GROUP - CONTRACT - AGREEMENT MISC - TRAPEZE SOFTWARE GROUPPage 1
Contract Amendment
THIS AMENDMENT is made effective this 3rd day of June 2014 between:
1. Trapeze Software Group, Inc. with its place of business at 8360 East Via de Ventura, Scottsdale,
Arizona 85258, (“Trapeze”); and
2. City of Fort Collins with its place of business at 6570 Portner Road, Colorado, USA, 80526,
(“Licensee” or “Transfort”).
WHEREAS Trapeze and Licensee intend to amend the Software License Agreement dated January 20th,
2000, Amendment dated January 24th, 2006, Amendment dated August 15th 2007, Amendment dated
September 18th, 2007, Amendment dated November 21st, 2007, Amendment dated November 28th, 2007,
Amendment dated April 3rd, 2008, Amendment dated April 3rd, 2008, and Amendment dated March 15,
2013 (collectively; the “Agreement”), in order to add the Trapeze EAM Software, MobileFocus Software
to the Software licensed under the Agreement, and third party Crystal XI Reports Server OEM-Throttled
licensed product.
NOW THEREFORE Trapeze and Licensee agree as follows:
1. Amendment to Agreement
a) The parties agree to add the Trapeze EAM Software, MobileFocus Software, and third party
Crystal XI Reports Server OEM Throttled licensed product to the scope of the Agreement.
Exhibit A-9, attached hereto, is therefore added to and incorporated within the terms of the
original Agreement.
b) The parties agree that all license fees related implementation costs for the Trapeze EAM
Software, MobileFocus Software, and third party Crystal XI Reports Server OEM-Throttled
licensed product shall be invoiced according to the pricing as identified under Exhibit B-9,
attached hereto.
c) The parties agree that the Trapeze EAM Software, Trapeze MobileFocus Software, and third
party Crystal XI Reports Server OEM-Throttled licensed product will be implemented by Trapeze
in accordance with the terms of Exhibit C-9, Statement of Work, attached hereto.
d) The parties agree to the addition of the following Software acceptance provision (“Software
Acceptance”) which shall govern acceptance of the Trapeze EAM Software, Trapeze
MobileFocus Software, third party Crystal XI Reports Server OEM-Throttled licensed product
under the Agreement:
Upon completing the delivery, installation, and testing of the individual Software module and
third party licensed product, Trapeze will notify Licensee in writing. Licensee shall then have
twenty (20) business days in which to conduct acceptance tests in order to ensure that the
individual Software module and third party license product operates in all material respects as
specified in the Documentation, third party license product documentation, and Statement of
Work (Exhibit C-9). At the end of this period, for the purposes of payment as required under
paragraph 1(b), and Exhibit B-9, the Licensee will be deemed to accept the individual Software
module and third party licensed product, except in the event Licensee has identified Software
Defects as defined below. In the event Licensee identifies a defect which prevents the Software
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or third party licensed product from going into operational and functional use, within the time
frame as identified above, Licensee shall provide Trapeze written notice outlining the nature of
the identified defects in the Software (“Defects”). Trapeze shall correct the Defects at no cost to
Licensee and notify the Licensee in writing once the correction is complete, at which time the
acceptance test will restart again, for a period of no more than ten (10) business days. For clarity,
the testing will restart when Trapeze notifies the Licensee in writing that the Defects have been
resolved. The acceptance test will be repeated and starts again as necessary until all Defects are
resolved.
Notwithstanding the above, for purposes of payment as required under paragraph 1(b), warranty
under paragraph 1 (e), and Exhibit B-9, the Licensee will be deemed to have accepted the
individual Software module and third party licensed product upon operational and functional use
of the individual Software module and third party licensed product. The individual Software
module and third party licensed product will be deemed to be in operational and functional use
when the Licensee first uses the individual Software module or third party licensed product to
support its then current operations.
e) The parties agree the following provisions shall replace the first paragraph of Section 4 of the
Agreement for the Trapeze EAM Software, Trapeze MobileFocus Software, and third party
Crystal XI Reports Server OEM-Throttled licensed product as follows:
Trapeze warrants the Software to operate in all material respects as specified in the
Documentation and Statement of Work for a period of ninety (90) days from the date of
individual Software Acceptance of the Trapeze Software module and third party Crystal XI
Reports Server OEM-Throttled licensed product. For any breach of this warranty, Licensee’s
sole and exclusive remedy and Trapeze’s entire obligation hereunder shall be to either repair or
replace the defective Software. This warranty does not apply to any Software damaged as a
result of any accident, negligence, use in any application for which it was not designed or
intended, or modification without the prior written consent of Trapeze. No warranty is provided
by Trapeze with respect to any third party licensed products. Separate warranties may be
available from the developer, distributor, or publisher of the licensed products.
f) The Agreement is subject to the requirements of the Colorado Open Records Act and all State and
Federal laws regarding public records involving local government purchasing and procurement.
The parties hereby agree that Trapeze detailed line-item level pricing will not be disclosed to any
third party.
g) All remaining terms, conditions, and covenants of the Agreement remain unchanged.
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IN WITNESS WHEREOF, the parties have caused this Contract Amendment to be signed by their duly
authorized representatives as of the date above.
TRAPEZE SOFTWARE GROUP, INC. LICENSEE
By: By:
Name: Name:
Title: Title:
ATTEST
City Clerk
APPROVED AS TO FORM
Assistant City Attorney
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VP Finance
Nathan Partington Gerry Paul
6/6/2014
Director of Purchasing & Risk Management
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EXHIBIT A-9
Item Licensed Product Configuration Gross License
Fee
License Date
1
2
Trapeze EAM (Unlimited
Facilities and Stationary
Assets) (Includes Web
Reporting module, Shop
Activity module,
Customer Access module,
KPI/Dashboards Module,
Notifications module,
PMM (Performance
Measures and Metrics
module, ActionMap GIS
Visualization module,
Capital Planning/State of
Good Repair module,
Incident Management
module, MAXQueue
Integration Platform
module)
Mobile Focus
Base Station
Base Station
$21,480.00
$9,600.00
Effective date
of this
Amendment
for EAM and
Mobile Focus
Software
Notes:
1) Licenses are provided up to twenty (20) nonrevenue fleet assets, up to sixty (60) bus vehicles
(maintenance outsourced), inclusive of above identified Software modules, and up to ten (10) devices
for Trapeze MobileFocus Software.
2) Gross Year 2014 license fees are identified above for information purposes only to reflect the license
fees for Year 2014 which correspond to the licensed metrics of use as identified in Note 1 above.
Payable net license fees are identified in Exhibit B-9 of this Agreement.
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EXHIBIT B-9
PRICING AND PAYMENT MILESTONES
Pricing Category Quantity Price Each ($) Extended Price
($)
Software -Net License Fee-Third Party (Site License Cost if Applicable)
Net Third Party Crystal XI Reports Server OEM – Throttled (1) 1 $2,900 $2,900.00
Software – Net License Fees EAM
Nonrevenue fleet assets 20 $48.75 $975.00
Bus vehicles (maintenance outsourced) 60 $73.25 $4,395.00
MobileFocus Software 10 $240.00 $2,400.00
Transit Asset Management (Unlimited Facilities and Stationary Assets)† Included above
Web Reporting Module† Included above
Shop Activity Module† Included above
Customer Access Module† Included above
KPI/Dashboards Module† Included above
Notifications Module† Included above
PMM (Performance Measures & Metrics)† Included above
ActionMap GIS Visualization† Included above
Capital Planning/State of Good Repair† Included above
Incident Management† Included above
MAXQueue Integration Platform† Included above
Software - Development & Integration
Interface Development Services 130.5 $ 1,400 $42,700.00
Software - Integration
Data Conversion Services 5.5 $ 1,400 $7,700.00
Project Management
Project Management 28 $ 1,400 $39,200.00
System Setup Consulting Services 11.5 $ 1,400 $16,100.00
System Testing Services 11 $ 1,400 $15,400.00
Software Installation Services 2 $ 1,400 $2,800.00
Roll-out Services 5 $ 1,400 $7,000.00
Training
Training Delivery Services 7.5 $ 1,400 $10,500.00
Travel – Not to Exceed Estimate 9 $ 2,800 $25,200.00
$177,270.00
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EXHIBIT B-9
PRICING AND PAYMENT MILESTONES
Notes:
1. Pricing expires June 30, 2014.
2. Applicable taxes will be assessed at time of invoicing.
3. All hardware responsibility of Licensee.
4. The pricing above reflects the net payable licenses fees for the licensed Software with operational metrics of
licensed use as identified in Exhibit A-9 and the services to be provided by Trapeze pursuant to Exhibit C-9
Statement of Work of this Contract Amendment.
5. The pricing below is firm, except Travel is a not-to-exceed reasonable cost. Quantities listed below for services
are for informational purposes only and the extended price is firm. Increase to current operational metrics of
licensed use as described in Exhibit A-9 or additional services outside the scope of Statement of Work, attached
hereto as Exhibit C-9, and shall be subject to additional fees to be mutually agreed upon by the parties.
Payment Milestones
Item Description Payable
1 100 % of Software licenses due upon execution of this Amendment $10,670.00
2 12.5 % of services and expenses due upon receipt of operational review document $20,825.00
3 12.5 % of services and expenses due upon completion of system setup consulting services $20,825.00
4 25% of services and expenses due upon Software installation. $41,650.00
5 25% of services and expenses due upon completion of training $41,650.00
6 25% of services and expenses due upon Software Acceptance $41,650.00
Total $177,270.00
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EXHIBIT C-9
Statement of Work
The Trapeze Statement of Work for EAM Implementation dated May 12, 2014, attached hereto and made a part of
this Contract Amendment.
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STATEMENT OF WORK
City of Fort Collins,
Transfort Implementation
Trapeze Enterprise Asset Management (EAM)
May 12, 2014
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Contents
Contents .................................................................................................................................................................. 2
A. EAM Implementation .......................................................................................................................................... 3
WBS A.1 Project Kick-off and Planning Services .................................................................................................... 3
WBS A.2 Project Management Services ................................................................................................................ 4
WBS A.3 Operational Review ................................................................................................................................ 5
WBS A.4 Hardware Procurement and Installation ................................................................................................. 6
WBS A.5 Software Installation Services ................................................................................................................. 9
WBS A.6 System Set-up Consulting Services........................................................................................................ 10
WBS A.7 Data Conversion Services...................................................................................................................... 12
WBS A.8 Interface Development Services ........................................................................................................... 15
WBS A.9 System Testing Services ........................................................................................................................ 20
WBS A.10 Training Delivery Services ................................................................................................................... 21
WBS A.11 Support Live Operations ..................................................................................................................... 24
WBS B.1 Work Order History Data Conversion .................................................................................................... 25
WBS B.2 Enhanced System Design Services......................................................................................................... 26
WBS B.3 Additional Interface Development Services - Automated Add/Update of Master Asset/Equipment
Records .............................................................................................................................................................. 27
Preliminary Schedule for EAM Implementation .................................................................................................... 28
Assumptions .......................................................................................................................................................... 28
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A. EAM Implementation
WBS A.1 Project Kick-off and Planning Services
Project Start-up
Trapeze will conduct a kick-off conference call with the Transfort department’s project leaders to
introduce project stakeholders, review team roles, review project tasks and finalize the project schedule.
After the meeting, Trapeze will revise the project tasks and schedule as necessary. Trapeze will provide
the revised schedule to the Transfort project manager.
Trapeze recommends the department appoint a core project team with representatives from all
functional or operational areas of the maintenance operation. This core group must have the authority
and charter to make appropriate decisions regarding the implementation. The core group
representatives should have complete knowledge and familiarity with Transfort’s operations and
objectives, and will form the majority of the roll-out team later in the project. The Transfort project
team will define their roles and responsibilities and establish project standards and controls.
The Transfort department will appoint a project manager, a maintenance project lead, and supporting
personnel from the designated functional and operational areas. Transfort’s project manager will lead
the Transfort project team and be responsible for their personnel and resources on the project. The
maintenance project lead will be responsible for the configuration and implementation of EAM and for
facilitating decisions among the core maintenance group.
Trapeze Deliverable for Project Kick-off and Planning Services
Participation in the project kick-off meeting;
Revision of project plan and schedule.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.2 Project Management Services
Project management and oversight
Trapeze will provide project management and oversight services to execute the project plan. The
Trapeze project manager will coordinate Trapeze project activities. Trapeze will provide the following
project management services:
Coordination of project resources and work so that milestones are met in an efficient manner;
Follow-up on action items and issues;
Work with Transfort to manage risks throughout the project;
Serve as the main point of contact for Transfort’s maintenance lead and project manager;
Provide updates every month to the work plan and project budget.
The Trapeze project manager will ensure that sufficient resources are available to implement the system
in accordance with the project requirements. The Trapeze project manager will monitor the project
resources to ensure quality delivery of services and that the deliverables are completed in accordance
with the project requirements.
Trapeze will assign a professional services manager and senior-level program manager to provide
additional subject matter expertise, monitor the project resources and budget, and ensure quality
delivery of services. The professional services manager is Transfort’s first escalation point for any issues
arising during the project while the program manager will provide executive level communication and
support.
Trapeze Deliverable for Project Management Services
Status meetings and update to relevant status reports;
o At Transfort’s request, status meetings will occur weekly during the beginning and the
end of the project. The project managers will determine the frequency of meetings
during the middle of the project but monthly meetings may suffice.
Management of action items, issues and risks.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.3 Operational Review
In lieu of conducting a system orientation, Trapeze will prepare and lead an operational review with
Transfort’s key staff and stakeholders. The primary purpose of the review is to ensure Trapeze has an
accurate understanding of Transfort’s operational and technical requirements so the following goals can
be accomplished:
Identify what features of the out of the box EAM system will be implemented;
Identify any customizations to the out of the box EAM software that will be required to satisfy
Transfort’s operational requirements.
Identify and define system interface requirements;
Identify the scope of the EAM implementation.
Information for this review will be gathered using the following techniques:
Interviews with key staff/stakeholders on-site at Transfort’s facility;
Collection of technical and operational documentation
Collection of existing source documents and reports.
Possible site tour.
Trapeze Deliverable for Project Team Orientation
Preparation and delivery of operational review interviews;
Delivery of completed operational review report.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.4 Hardware Procurement and Installation
Trapeze recommends the following hardware configuration and hardware specifications to provide
reasonable performance, capacity, and response for Transfort’s EAM implementation. For optimal
performance, Trapeze recommends Transfort take advantage of EAM’s n-tiered architecture. EAM runs
in the following tiers:
EAM Web: the browser-based user interface
GUI: the presentation layer (graphical user interface)
APP: the application
database: the database
For this implementation, Trapeze recommends Oracle™ or Microsoft SQL Server™ as the Relational
Database Management System (RDBMS). Trapeze recommends the following specifications, based on
the number of Transfort’s equipment units, concurrent users, and integration requirements. For this
implementation, Trapeze recommends a Windows-based operating system on the servers.
Database Server
The requirements for a database server depend primarily on the size of the EAM database and the
maximum number of concurrent users. Memory on the database server is a major factor affecting EAM
performance; Trapeze recommends always allowing for future expandability. For a database server
dedicated to EAM, Trapeze recommends:
Processors: 4
Processor Speed: 2.0+ GHz
Hard Drives: 4 (RAID-5)
Size: 36.2 GB each
RAM: 4 GB
Application Server
The requirements for the application server(s) depend primarily on the maximum number of concurrent
EAM users. Trapeze recommends machines that meet the following specifications:
Processors: 4
Processor Speed: 2.0+ GHz
Hard Drives: 2 (RAID-1)
Size: 36.2 GB each
RAM: 4 GB
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Web and Reporting Server
The requirements for a web and reporting server depend primarily on the maximum number of
concurrent EAM users. Trapeze recommends machines that meet the following specifications:
Processors: 2
Processor Speed: 2.0+ GHz
Hard Drives: 2 (RAID-1)
Size: 36.2 GB each
RAM: 4 GB
Interface Server
The requirements for a server depend primarily on the interface processing load. Trapeze recommends
machines that meet the following specifications:
Processors: 2
Processor Speed: 2.0+ GHz
Hard Drives: 2 (RAID-1)
Size: 36.2 GB each
RAM: 4 GB
Workstation Specifications
For all configurations, client workstations should be at least 200 MHz Pentium-based computers running
Windows 2000/XP. We recommend at least 128 MB of RAM. The EAM GUI and EAM Web require a
minimum display resolution of 1024 x 768 for proper viewing. Trapeze recommends a machine that
meets the following specifications:
256MB RAM
10GB HDD
Mouse and Keyboard
17" Monitor
Windows 98/2000/XP
10/100 Ethernet NIC
Mobile PDA Specifications
Trapeze MobileFocus software is only certified for Symbol hardware units which must have Microsoft
Windows Mobile OS. Trapeze recommends handheld devices with color screens with an integrated bar
code scanner.
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Additional Requirements for Any Configuration
In addition to the above, Trapeze also recommends Transfort procure the following:
An appropriate number of printers;
An appropriately sized backup subsystem;
A standby power supply to protect the application server and the database server from power
problems.
Modems and Remote Management software to support remote diagnostic communications
with Trapeze;
Trapeze recommends 17” monitors in order to take better advantage of the EAM screen and
window capabilities;
Provision for disaster recovery.
Trapeze will not be responsible for any site preparation or construction or communications or cabling
infrastructure. Trapeze will not install any servers at any site. Trapeze will not provide any operating
system or Relational Database Management System (RDBMS) software for the servers.
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WBS A.5 Software Installation Services
Install operating system and RDBMS on server
Transfort will install RDBMS software on the database server. Trapeze assumes that Transfort will install
the server and assist with any network configuration issues that arise as a result of the server operating
system installation (in order to connect the server to Transfort’s wide area network).
Transfort will provide the required RDBMS and operating software (including licenses, media, and
documentation) for this installation task. Trapeze will not be responsible for any construction or
communications infrastructure.
Create EAM database and install applications
Trapeze will assist in creating the test and production EAM databases. Trapeze requires remote
connectivity for this installation and recommends it to support Trapeze’s troubleshooting efforts
throughout the project.
Trapeze will work with Transfort to install the application on the server. Trapeze will install the Mobile
software, if licensed, on up to three devices (Transfort will install the software on any remaining
workstations). Transfort is responsible for installing client-side software, if necessary, after the first site.
Transfort is responsible for setting up the web server and for connectivity over the Internet and
Intranet. Trapeze assumes Transfort will provide technical support (for the web server, etc.) for this
installation. The Web server must use Microsoft IIS and have Microsoft Windows as the operating
system.
System Testing Services
Trapeze will perform testing services as part of the installation tasks to confirm that all tiers of the
solution are communicating properly. In addition, Trapeze will create an initial user and system
administrator user group in the test instance for Transfort’s project team to gain access. Trapeze will
confirm that this initial user has access to the areas necessary to proceed with system setup activities.
Document upgrade and software distribution process
Transfort should devise a procedure to upgrade EAM when Trapeze makes new releases available. It is
recommended that Transfort document the procedure for making new versions of the application
available to all locations. Transfort should install the application so that each user runs it from a local
LAN segment or from the local workstation. Trapeze recommends the former for ease of support.
Trapeze Deliverable for Software Installation Services
Installation of Trapeze software in a test and production environment.
Test communication among solution tiers.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.6 System Set-up Consulting Services
System Setup Consulting
Trapeze recommends Transfort appoint a project lead and a small project team to complete this project.
Transfort should involve every department, and each department should participate and provide input
on these critical implementation decisions. Decisions made during this phase of the project will have a
direct effect on the work flow in the roll-out of EAM.
This group must have the authority and charter to make appropriate decisions regarding the EAM
implementation. The group representatives should have complete knowledge and familiarity with the
operation, including maintenance, engineering, parts inventory, and procurement. The group members
should be familiar with the current processes and systems.
Trapeze will lead multiple on-site sessions for each functional business unit to complete the coding
conventions for equipment numbering, equipment classes, repair codes, PM schedules, PM parameters,
PM checklists, and other items. We will also finalize the work flow for all job functions, including work
order management and parts inventory management. System setup consulting is very much a dialogue
and exchange of information where the Transfort project team will plan the overall integration of EAM
into their operation under the guidance of Trapeze’s application experts.
Transfort’s preparation for this engagement includes the assimilation and distribution of relevant
inventory, purchasing, operations, and maintenance data prior to the meeting. The goal for these
meetings is to achieve at least 90% of the standard coding schemes and business practices required for
system rollout.
Finalize data definition, and processes
Transfort will take action items from the system setup consulting sessions to finalize the definition of all
relevant EAM data elements and work processes, including maintenance, parts management,
procurement and other job functions. Transfort’s deliverable for this task is complete documentation of
Transfort’s definitions for all applicable EAM data elements. This deliverable is a critical prerequisite to
the development of the training material for the roll-out. Trapeze will work with Transfort to prepare
this documentation.
Trapeze will work with the team to configure EAM per the discussed work flow. This configuration will
build on the setup defined with Transfort’s core team and will focus on specific decisions, such as
location options, department settings, etc. This task will occur as soon as possible after the system setup
consulting engagement.
Configure Modules
Trapeze will provide an orientation on the configuration of the following EAM modules:
Shop Activity (Role-based portals/screens for Supervisor, Technician, and Storekeepers)
Enterprise Purchasing
Service Requests
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Enterprise Portal (All back office EAM screens in a zero-client)
Reporting (Powered by Crystal Reports)
Ad Hoc Query
Dashboards/KPIs
Notifications (Module for creating customizable, real-time alters such as email notifications to
management if staff overrun on job labor/hours)
State of Good Repair module
ActionMap
Reporting Configuration Services
Trapeze EAM includes over 200 out of the box Crystal Reports. Among the standard reports are over ten
National Transit Database (NTD) reports. Trapeze will install these standard reports in Transfort’s
environment. Trapeze will hold a workshop to review these reports with Transfort. The purpose of the
workshop will be to determine which of these reports meet Transfort’s NTD reporting needs out of box,
and which might require customization. For those that meet Transfort’s needs, Trapeze will work with
Transfort to configure them.
Trapeze will work with Transfort to identify and prioritize any custom reporting needs that are
identified; however, Trapeze has not included custom report development in this proposal as an option.
In addition, Trapeze will consult with Transfort to configure the modules to facilitate the workflows for
the shop floor and back office functions. Configuration includes, but is not limited to:
Assigning user groups for specific shop floor and back office functions
Creating automatic report schedules and distribution lists
Assisting with Dashboard layout and design
Create custom, reusable ad hoc queries
Creating custom menus for specific user groups
Trapeze Deliverable for System Configuration Services
Coding structure and data definition workshop(s);
Consulting services;
Configured modules;
Delivery of system setup consulting guide with configuration decision spreadsheet;
Installed standard reports;
Configured standard Trapeze NTD reports.
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WBS A.7 Data Conversion Services
The objective of these data conversion services is to process extracted data from the applicable
Transfort legacy systems and map extracted data into EAM. Transfort will provide a sample of the legacy
data as soon as possible. Using this sample, the team will define exactly what data will be converted
from the current system and define a mapping of data into EAM. Trapeze will help Transfort finalize the
data mapping and identify the specific sources for each data element. Trapeze and Transfort will define
which information will be loaded into EAM.
Data Conversion Process and Assumptions
Trapeze will determine the necessary data required to make the system operational (e.g., asset data,
current inventory levels, etc.) and then identify, in conjunction with Transfort staff, what data will be
available from current systems, and what data Transfort may have to develop. Once the data conversion
specifications are completed, Transfort will extract the data from its current systems. Transfort staff will
be will be responsible for populating EAM with approved and “clean” Transfort data, using Trapeze’s
batch loading tool, which they will be trained to use.
Format of Converted Data
Trapeze assumes that all Transfort data files are formatted to facilitate uniform electronic conversion.
Given that Transfort is the owner (and expert) of the current maintenance system and its data, Trapeze
assumes that Transfort’s will be responsible for the export of the existing data from its current legacy
system(s). Trapeze requires that Transfort supply all conversion data in text documents (flat file ASCII
format, according to Trapeze specifications) with appropriate documentation.
Trapeze will assist Transfort staff in creating Microsoft Excel templates to assist in loading data into
EAM. Only data elements that can be entered on an EAM screen are part of this conversion.
Transfort will provide the data in the properly formatted files (per Trapeze specification) for loading into
EAM. Trapeze makes the following assumptions about the data from the legacy system(s):
Transfort will use default values for any data element that EAM requires that is not in the data
file;
Transfort will provide each test data file and each production data file in exactly the same
format.
Trapeze will not be responsible for “scrubbing” or “cleansing” legacy Transfort data;
Transfort will provide a single ASCII file from each legacy application included in the scope.
Trapeze will not be responsible for converting or keying hard copy data records.
Conversion of Specific Data
Trapeze and Transfort will jointly resolve issues arising out of the data translation, including codes (if
any) to be changed. Trapeze will help Transfort finalize the data mapping and identify the sources for
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each data element. Transfort will be responsible for mapping old codes into new codes (i.e., translating)
within the data set to be converted.
Data Conversion Testing and Validation
After Trapeze and Transfort have jointly documented the data mapping and data load process, Transfort
will test the results from Transfort’s data extractions. These tests will validate the data migration
strategy that the team defined in earlier stages. This process will require involvement from Transfort
Information Technology personnel supporting the existing systems.
Data will be converted into the development environment and validated before being converted into
the production environment.
Data Conversion Scope
Trapeze makes the following assumptions about the scope of data migration from the legacy system(s):
The data files for equipment, stationary and linear master records will be text-based flat files with
one row of data per asset.
The data files for parts master records will be text-based flat files with one row of data per part.
The data files for employee master records will be text-based flat files with one row of data per
employee.
The data files for active vendor master records will be text-based flat files with one row of data per
vendor.
The data files for active account master records will be text-based flat files with one row of data per
account.
Summary Cost History: As an optional service (WBS B.1), Trapeze will convert up to two years of
summary work order cost history data. The data files for cost summary records will be text-based flat
files with one row of data for each equipment per month/year cost roll up by type (parts, labor,
commercial).
Upon completion of conversion to the development environment, Trapeze will test the conversion
process once by working with Transfort project team to move the data (dry run) into the EAM database.
Data validation will occur, followed by one live conversion of data into the production environment.
Batch Processing
Trapeze will provide a one-day (8 hour) training session to Transfort administrators on EAM’s batch
processing utility. Transfort staff will use batch processing to load required data into EAM. Users with a
solid understanding of Microsoft Excel will likely be able to grasp this tool and process very quickly.
Trapeze Deliverable for Data Conversion Services
Trapeze will provide the following deliverables:
Batch process training;
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Data load sequence guide;
Data mapping assistance for fleet equipment, stationary asset, linear asset and part master
data.
Data conversion assistance for fleet equipment, stationary asset, linear asset and parts master
data.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.8 Interface Development Services
Interface Development Preparation
Trapeze standard procedures for developing an interface include the following tasks:
Create a preliminary specification/interface design plan;
Transfort project team reviews the preliminary specification/interface design plan;
Trapeze reworks the specification/interface design plan as required.
Transfort project team provides final approval of the specification/interface design plan;
Trapeze builds interface and incorporates into the development environment;
Trapeze and Transfort test interface.
Trapeze provides documentation;
Transfort gives acceptance of interface.
Trapeze will provide interface planning services to develop a roadmap for the integration between EAM
and Transfort’s other systems, as described below. The project team will discuss and specify the data
elements required, the time of the exchange, and the method of data exchange.
Trapeze and the project team will develop a mutually acceptable plan and schedule for the work to be
completed and identify the resources and timeframe required for the efforts. Trapeze assumes Transfort
will involve the appropriate staff to reach consensus and decisions on all interface specifications during
the discussion and according to the proposed timeline.
Trapeze has proposed several interfaces to Transfort’s existing (legacy) system. For each of the following
scenarios, Trapeze has provided the proposed work flow or interface. These recommendations are
based on our review of Transfort RFP, our experience, and best practices for maintenance system
integration.
Trapeze is willing to discuss alternative, more extensive integration options and designs with Transfort
to ensure the optimum design. However, for the basis of this SOW, the following assumptions and
designs have been incorporated as the basis for the quotes provided. The project team will define a
detailed specification for each interface before any work begins.
Fleet System Integration (Faster to EAM)
The Fleet department’s Faster system is the system of record for fleet maintenance records. Trapeze will
build an interface to consume the Faster maintenance data, including parts, labor, and commercial
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(vendor) and fuel charges from a staging table into EAM in near real-time. This is a one-way interface
with information provided by Faster flowing into EAM via the use of a staging table.
Facilities System Integration (TMA to EAM)
The Facilities department’s TMA system is the system of record for facilities maintenance records.
Trapeze will build an interface to pass this maintenance data, including parts, labor and commercial
(vendor) charges from TMA into EAM in near real-time. This is a one-way interface with information
provided by TMA flowing into EAM via the use of a staging table.
Configure Trapeze Enterprise Integrations
As part of this proposal, Trapeze will provide the services to configure the full set of standard, real-time
integrations between the EAM system and any of the Trapeze “back office” products for which your
agency is licensed (Ops, etc.). Because these integrations are pre-built, only configuration and testing
services are needed to get them fully operational in your environment (no custom development is
required).
Configure OPS Integrations
Trapeze will provide the services to configure the standard integration between the Trapeze EAM and
OPS systems, which are identified below. Trapeze will work with Transfort to decide which of these out-
of-box integrations Transfort wants to enable.
Service Requests
Trapeze will configure the standard EAM-OPS interface to accept service requests from OPS that are
logged by operators (via mobile data terminals) or reported via radio to the communications center and
logged by a dispatcher manually into OPS. Within the Trapeze suite, defects reported during the Vehicle
Inspection Reporting process, or entered manually in the Trapeze-OPS Yard Management Module, will
result in the creation of a service request:
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Trouble codes
EAM Trapeze OPS
Create service request
for equipment unit
Real-time
integration
Update service request Update record
Real-time
integration
OPS will send trouble codes, which will result in the creation of Service Requests in EAM. These entries
will include the information EAM requires to create service requests: vehicle number and a pre-defined
trouble code (trouble codes will map to symptom codes in EAM). When the service request is updated in
EAM, the integration will send that update to OPS so the two systems remain in sync. OPS will display
updates to service requests (i.e., assigned, unassigned, canceled, completed) by calling a web service.
OPS will provide filter criteria to display the correct maintenance information.
Vehicle Pull-out Requirements
Trapeze will configure the standard interface to send vehicle pull-out requirement data from OPS to
EAM.
Vehicle pull-out
requirements
Update vehicle
requirements in SLA
module
Real-time
integration
EAM Trapeze OPS
OPS will send vehicle pull out requirement data to EAM. EAM will process this information to update the
EAM Service Level Agreements module, which gives maintenance a view of the service requirements
including number of vehicles needed to make service (by type), the number of spares available, etc.
Vehicle Availability
Trapeze will configure the standard interface to send vehicle service status changes from EAM OPS,
which will determine vehicle availability.
Update vehicle
availability
Service Status
(Availability)
Real-time
integration
EAM Trapeze OPS
EAM will send changes in service status, with the bus identification number to OPS. OPS will process this
information to update availability.
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Once the information has been processed in OPS, it will follow the currently-defined business process.
This description does not include any design to re-define, tailor, adjust, or configure OPS business
processes.
Interface Error Handling
MAXQueue is the integration application that processes all transactions between EAM and Transfort’s
legacy systems. Any interface errors that occur on the MAXQueue-side of the interface are captured in
the Trapeze ErrorViewer. During the Technical Design stage of the project, the specific details of each
interface will be documented. Generally speaking, however, errors occurring on the MAXQueue side are
handled as follows:
1. Transfort’s interface code will load Transfort legacy system (Faster, TMA, etc.) data into the interface
staging table.
2. EAM’s MAXQueue integration application will import the transactions from the staging table and
validate the data. This means that any standard EAM application errors (the same ones the end-users
see on screen) could be produced. Possible examples:
Equipment ID XYZ does not exist or is not defined in the database;
Employee ID XYZ (Operator) is not defined in the database;
Symptom ID XYZ is not defined in the database;
Location XYZ is not defined in the database.
3. If a record is found to have an error, MAXQueue will write it to the MAXQueue Errorhandler table
(named MAXQ_ErrorHandler).
4. Errors can be monitored using either the MAXQueue ErrorViewer graphical user interface or the
ErrorViewer web application. A Transfort administrator will use the ErrorViewer to view all error
messages, edit data, and correct & and/or reprocess or delete the record (from the error table).
Manually reprocessed data will continue to error out until all validation issues have been addressed.
5. If a record does not have an error, MAXQueue will remove it from the staging table (to keep the table
size manageable) then import it into (or update if existing) the appropriate EAM application tables.
Integration Assumptions
The Trapeze and Transfort development teams will mutually agree on the data elements and
formats of the transactions.
Transfort’s development team will provide for storing EAM unique identifiers in Transfort legacy
systems where necessary.
Once any transaction has been processed into Transfort legacy system, the work flow will follow
the current business process. This Statement of Work does not include any effort to re-define,
tailor, adjust, or configure Transfort business processes downstream from the entry into
Transfort legacy systems. EAM will “feed” Transfort legacy systems process already defined and
implemented at Transfort.
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These interfaces will be configured using only out-of-the-box application capabilities. No
development effort or tailoring of the base application is included in this statement of work.
Transfort will monitor, review, and re-process all interface errors using the Trapeze ErrorViewer
application (as described above).
A record of all MAXQueue interface transactions will be logged in log files (incoming and
outgoing events) provided that MAXQueue “logging mode” is enabled. The log files display the
transaction type as well as the date/time stamp associated with each transaction.
Pricing for an optional Fleet equipment insert/update interface has been included for Transfort’s
consideration. This will automate the creation of fleet equipment units in EAM to support the
entry of transaction data. If this option is not utilized, Transfort staff will need to enter
equipment unit numbers in EAM manually.
Pricing for an optional Facilities asset insert/update interface has been included for Transfort’s
consideration. This will automate the creation of stationary assets in EAM to support the entry
of transaction data. If this option is not utilized, Transfort staff will need to enter stationary
asset numbers in EAM manually.
Trapeze Deliverable for Interface Development Services
Technical design specifications;
Build and testing services for interfaces;
Production ready interfaces;
Installation of interfaces in test and production environments.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.9 System Testing Services
Prepare System Test Plan
Trapeze will prepare a System Test Plan for the EAM solution. The testing will consist of the following
functional and data validation tests:
Verify the security and access control functions for several user groups;
Add and modify equipment primary information;
Add and modify parts primary information;
Open a repair order and a PM order for an equipment unit.
Charge labor to the work orders and verify the charges/credits of hours and costs;
Charge inventory parts to the work orders and verify the charges/credits of quantity and cost as
well as proper inventory relief;
Charge commercial charges to the work orders and verify the charges of labor and parts;
Close the repair and PM orders.
Execute test result functionality;
Verify work order charges;
Adjust parts inventory both upward and downward;
Generate a sampling of standard reports.
Verify a sample of asset master records and vehicle maintenance history;
Verify interfaces are working as designed.
Participate in Testing
Testing should focus on validating the functions of the application as well as end-to-end testing of the
business processes and interfaces. The goal of testing is to confirm the entire solution is production
ready, including verifying that the interfaces are transferring data as designed. Trapeze will work with
Transfort staff to prepare for testing, will facilitate the on-site testing sessions and document and
provide the test results.
Deliverable for System Testing Services
Trapeze will provide the following deliverables:
System test plan
Provide test scenario scripts;
Facilitate test plan execution on-site.
Transfort is responsible for all deliverables not specifically included above.
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WBS A.10 Training Delivery Services
The Trapeze project team will develop and deliver a training program to provide training for various
types of Transfort EAM users. The training will be role-based and will differ for trainees from the various
organizational and functional areas. Each Transfort trainee will have the basic skills in the overall use of
EAM and strong knowledge of how to use the application in his or her specific job function or area of
expertise. The deliverables will not include remedial training for computer skills or any computer-based
training.
Develop Training Plan
Transfort will be responsible for developing a training plan that describes the required training to ensure
a successful implementation and operation of the new system.
Develop Training Materials
Once Transfort prepares the training plan, Trapeze will provide standard training materials and begin
scheduling and planning for the training. Trapeze training materials assume all users are familiar with a
Windows environment; the Trapeze training will not include any Windows or remedial computer
training.
Trapeze will provide a master electronic version for Transfort project manager. Transfort will produce
and provide copies of the final training materials for use during the training sessions. Transfort will be
authorized to reproduce and use any training materials for ongoing training within Transfort.
Training Delivery
Trapeze will provide training in a class room environment. Trapeze will provide training to designated
Transfort staff for the roll-out of EAM. Trapeze recommends that Transfort also appoint super users who
will be responsible for training all Transfort end users in the use of EAM on an ongoing basis (new hires,
promotions, new functionality, etc.).
The topics and work flows included in the training will be those finalized by Transfort team during the
project. Any deviations in the defined and agreed upon work flow may cause delays and added costs to
the training.
System Administrator/MAXQueue Training
Trapeze will provide system administrator/MAXQueue training for up to ten users (assuming Transfort’s
training facility has a sufficient number of workstations for this training). These trainees will be
responsible for supporting the EAM application from a technical or “back office” perspective. The
training will cover the following areas of EAM:
IT/System Administrator 8 hour class ( up to ten people)
System login Setup options
Application logging and troubleshooting Mobile device hardware and software
Batch processing Ad Hoc query tool
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Notifications/Dashboard configuration End of Period processing/Table management
Application security settings User and user group maintenance
Application installation and upgrades Interface troubleshooting
End User Training Support
Transfort will provide operational training to the following end users. The topics and work flows
included in the training will be those finalized by Transfort team during the system setup and follow-up
tasks. Transfort should remain especially sensitive to necessary last-minute procedural changes or
clarifications based on end user feedback.
Maintenance (Technicians)
Maintenance (Mobile Technicians)
6 hour class ( up to fifteen people)
6 hour class (up to 10 people/based on number of devices)
System login Work order look-up functions
Labor and time entry Materials and parts request functions for technicians
Use of selected standard reports Basic troubleshooting
Maintenance Supervisor 12 hour class ( up to ten people)
System login Work order management functions
Labor and time entry and management Materials and parts request functions for managers
Use of selected standard reports Basic troubleshooting
Purchasing/Inventory Management 12 hour class ( up to ten people)
System login Part requests
Part primary records and cross-references Enterprise purchasing
Use of selected standard reports Other purchasing/inventory management features
Fleet/Asset Administrator 4 hour class ( up to ten people)
System login Capital planning/State of Good Repair
Multi-unit projects and campaigns Class/Task information and PM planning
Subsystems/Properties Equipment primary information management
Use of selected standard and Ad Hoc reports Basic troubleshooting
The Transfort team will identify a few “super user” in the shop or parts location to closely support the
cutover, particularly after the training concludes. This individual will be responsible for answering initial
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end user questions and, most importantly, implementing subsequent changes or alterations to the
documented procedures.
Trapeze Deliverable for Training Services
Training materials
End user training delivery
Transfort is responsible for all deliverables not specifically included above.
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WBS A.11 Support Live Operations
Prepare for Cut-over
Trapeze will provide services to stage and prepare for the system roll-out/cutover. This time includes
final data conversions, site testing of hardware and system readiness and review of procedures with
user personnel.
Cutover support
When Transfort commences live operations using EAM, Trapeze will be on-site to provide “go live”
assistance for Transfort maintenance management operations. This step is critical to success. The
Trapeze and Transfort team will provide refresher training and help on the shop floors and offices to
make sure the transition is as smooth as possible. This on-site support could include data imports, report
development, hands-on help for the users, etc.
Transfort is responsible for all deliverables not specifically included above.
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WBS B.1 Work Order History Data Conversion
Trapeze has this optional service to convert up to five years of summary work order cost history data for
Transfort. The data files for cost summary records will be text-based flat files with one row of data for
each equipment per month/year cost roll up by type (parts, labor, commercial). Transfort will provide
this data in Trapeze’s data load template spreadsheet format.
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WBS B.2 Enhanced System Design Services
In response to Transfort’s requirements, Trapeze has included optional services for design and
configuration control which encompasses design principles and reviews, operational review, preliminary
design review and final design review. These design sessions are not included in the standard EAM
implementation methodology as the EAM product is a commercial off-the-shelf product.
Trapeze Deliverable Enhanced System Design Services
On-site design review meetings
Delivery of design review package;
On-site operational review interviews;
Submission of operational review package;
On-site preliminary design review meetings;
Preparation of preliminary design review deliverable
On-site final design review sessions;
Delivery of the final design review package.
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WBS B.3 Additional Interface Development Services - Automated Add/Update of
Master Asset/Equipment Records
In order to fully automate the integrated solution between Faster and EAM and TMA and EAM, Trapeze
has provided pricing for an optional service to automate the creation and/or update of equipment
records from Faster into EAM and facilities assets from TMA into EAM.
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Preliminary Schedule for EAM Implementation
Trapeze proposes the following schedule to accomplish the EAM implementation tasks described below.
Schedule is subject to change and will be finalized once project begins.
Assumptions
The following general assumptions apply to this proposal:
General
1. The services described in this Statement of Work will be delivered on a Fixed Fee basis.
2. Trapeze consulting estimates do not include installation and/or configuration of any computer
hardware and peripheral equipment. The end user will be responsible for installing and configuring
computer hardware and peripheral equipment such as printers and bar code equipment (if
applicable).
3. Transfort will purchase all hardware and software necessary for implementation.
4. Transfort will have the necessary and appropriate personnel at all of the meetings for the purpose of
setting up the system.
5. Transfort is responsible for TCP/IP connectivity from all client workstations to the EAM servers.
6. Transfort will appoint a single point of contact for the duration of the project. This person should
have project management responsibilities and decision-making authority. This person will be the
focal point of contact for Trapeze Customer Support department.
7. Transfort will make appropriate technical resources available to Trapeze consultants.
8. All training sessions will use materials based on standard application training materials.
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9. Transfort will implement this solution using a single production EAM database.
10. Trapeze will provide on-site training to Transfort (as outlined above) in a classroom environment
suitable for training. Transfort will be responsible for providing and preparing the training facility.
11. This proposal does not include any interfaces between EAM and other systems, other than those
specifically described. Trapeze will provide estimates for interfaces as may be required on an as-
needed basis.
12. This proposal does not include any data conversion services.
13. There is no custom reporting effort included in these estimates. Transfort will receive all standard
EAM reports at no additional cost. Trapeze can provide report writing services for a fee.
14. This Statement of Work includes implementation support for only those optional modules listed in
the task list.
15. Transfort will be responsible for deploying access to EAM (including FA Web) and providing all
supporting software, hardware, and connectivity for the Web server. The Web server will use
Microsoft IIS and have Microsoft Windows as the operating system.
16. This Statement of Work does not include any costs associated with 3rd party vendors or software
that may be needed to complete the implementation.
17. Transfort is responsible for all manual data entry.
18. Transfort has decided to remove the linear asset implementation from this scoppe of services.
Trapeze will provide an esitmate to implement linear assets upon Transfor’ts request.
Project Management and Risk Factors
19. Transfort project manager will be responsible for obtaining any required authorizations, approvals
and/or signoffs by Transfort related to project deliverables and project progression in a timeframe in
alignment with the project work plan. Delays to this process as well as any Transfort tasks not
completed within the work plan timeframe will be subject to the Change Order Management
process, delayed deadlines and increased services fees.
20. This Statement of Work does not include the expenses associated with Transfort or Transfort
resources assigned to the project.
21. Transfort remains responsible for all integration effort not described in this Statement of Work.
22. The project schedule is contingent upon the timely attainment of several external milestones that
are outside the control of Trapeze. Examples include but are not limited to: the acquisition of the
requisite software licenses and hardware; the approval of requisite capital appropriation requests as
required; and the ability of Transfort core team to make prompt decisions related to system setup
and configuration.
23. Circumstances may necessitate changes to the tasks and/or time estimates, at which time Trapeze
and Transfort will discuss these changes in good faith at their earliest opportunity.
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Infrastructure
24. Transfort will provide a project work area and infrastructure at the centralized implementation
location appropriate for the size of the combined Transfort/Trapeze project team. This
infrastructure should include desks, chairs, telephones, and workstations with network access to
printers and to the applications and implementation databases.
25. System, server, and workstation backups are the responsibility of Transfort. This includes the
development and execution of the system backups and recovery programs.
26. Transfort personnel assume the responsibility for applying software patches.
27. Acquisition, installation, testing, support, and tuning of any additional required application software,
hardware, RDBMS, other software, peripherals and communications infrastructure will be the
responsibility of Transfort.
28. Transfort will be responsible for deploying access to the EAM system and for providing all
supporting software, hardware, and connectivity for the servers. The Web server must use
Microsoft IIS.
29. The following information technology services are not included in this Statement of Work: network
connections; telecommunications network(s); operating system, network and database
administration; disaster recovery planning; the acquisition, installation, testing and tuning of any
required hardware, operating software, peripherals and communications infrastructure.
Transfort Resources
30. Assumes all key Transfort project team resources will be committed to the project as of the project
start date.
31. Assumes Transfort will provide the following resources to insure a successful implementation of the
products.
o Executive Steering Committee – Without proper vision and guidance from a company’s
executives, many projects fail to reach their desired goals and objectives. The role of the
Executive Steering Committee will be to participate in setting the goals and scope of the project
and to participate in periodic status meetings with the project team.
o Project Manager - A Project Manager will be assigned with appropriate decision-making
authority.
o Subject Matter Experts - These resources will be considered part of the core project team and
will participate in tasks including Project Team training. Often these experts consist of
Functional Leads in their respective areas of expertise (e.g., Bus Maintenance), as well as other
supporting personnel from the various departments. The resources designated for these roles
should have a good working knowledge of how Transfort processes are performed and
understand the reasons for the current processes.
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o Technical Experts – A team of Technical Experts will be involved in the technical duties that
come with a Trapeze implementation. Examples include a Technical Lead for system
administration, database administration, web administration, printer administration, software
patches, etc.
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