The URL can be used to link to this page

Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9190520WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND EXCERGY CORPORATION WORK ORDER NUMBER: CISMAX_2019 PROJECT TITLE: Interfaces between Oasis-Open Smart Flex and Maximo Work / Asset Management Applications ORIGINAL BID/RFP NUMBER & NAME: 8225 Maximo Consulting Services MASTER AGREEMENT EFFECTIVE DATE: March 28, 2016 OWNER’S REPRESENTATIVE: Rick Morford WORK ORDER COMMENCEMENT DATE: February 15 , 2019 WORK ORDER COMPLETION DATE: November 29, 2019 MAXIMUM FEE: (time and reimbursable direct costs): $202,220.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: The Excergy consulting group (Excergy) is being tasked with creating / implementing Interfaces between Oasis-Open Smart Flex (OSF) and Maximo Work / Asset Management applications to support the CIS replacement project. Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of 5 pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: Excergy Corporation By: Date: Name: __James Ketchledge Title: CEO & President OWNER’S ACCEPTANCE & EXECUTION: This Work Order and the attached Contract Documents are hereby accepted and incorporated herein by this reference. REVIEWED: Date: Pat Johnson, Senior Buyer REVIEWED: Date: Lori Clements, Sr Manager, Customer Support ACCEPTANCE: Date: Coy Althoff, Utilities Asset Manager DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F 2/25/2019 2/26/2019 2/27/2019 2/27/2019 ACCEPTANCE: Date: Rick Morford, Project Manager ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F 2/27/2019 2/27/2019 Excergy Oasis / Maximo Interface Work Order CISMAX_2019 Attachment A: Project Objective: The Excergy Team (Excergy) will implement work / asset management Interfaces between Oasis-Open Smart Flex (OSF) and Maximo applications for the City of Fort Collins (City). Excergy will perform configuration of Maximo to support the transfer of data between Maximo and the OSF applications. Excergy will work closely with the Subject Matter Experts (SMEs) from the City’s Oasis and Utility Maximo Project Teams: conducting meetings to gather requirements, holding prototype sessions to gather end user feedback, conducting User Acceptance Testing (UAT), performing end user training, deployment to production and supporting Go-Live activities, production support after Go-Live, providing project support to keep various Stakeholders informed of scope of work progress and, ensuring adherence to the OASIS project plan / schedule (currently at version 27). 1. Configuration / Data Set-up Excergy will coordinate with the City’s Oasis and Utility Maximo project teams (Subject Matter Expert (SME), Stakeholders, Project Managers and Excergy/Maximo Administrators) to validate requirements. Excergy will set-up data / configure the Maximo Development (DEV01) environment, to meet the validated requirements. The configuration of Maximo is expected to include but not limited to associated work / asset management applications / modules (i.e. Asset, Self Service, Service Requests, Work Management, etc.) needed to support City Utility work / asset operations. Excergy will configure / modify the default Maximo software screens and configuration in the City’s Utility Maximo DEV01 instance. Deliverables: Data Set-up and Configured Modules / Applications in Maximo Development Environment. Vendor Responsibilities: Configuration / Data Set-up in Maximo Development environment to meet validated requirements and support Meetings / Prototype Reviews, UAT and Training. The City Responsibilities: Provide as-is processes / requirements and current data to support data set-up and configuration in Maximo DEV01 environment. Provide access to the necessary systems required for Excergy. 2. Interfaces OSF/Maximo Excergy will coordinate with the City’s Oasis and Utility Maximo project teams (Subject Matter Expert (SME), Stakeholders, Project Manager and Excergy/Maximo Administrators) to gather and validate requirements for two OSF work / asset management interfaces (Service Request & Work History). Excergy will configure the Maximo DEV01 environment, to meet the validated requirements. The configuration of Maximo is expected to include but not limited to associated Integration applications / modules needed to support the City’s OSF Work Orders / Asset Work History. Deliverables: Validated Interface Requirements (2) OSF Work Management Interfaces DEV01 (Service Request & Work History) Vendor Responsibilities: Gather Requirements, Configure OSF Work / Asset Management Interfaces in Maximo DEV01 Environment. The City Responsibilities: Provide as-is and current processes / requirements to support integration configuration in Maximo DEV01 environment. Provide access to the necessary systems required for Excergy. DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F 3. Meetings / Prototype Reviews Excergy will hold bi-weekly meetings / prototype reviews to finalize the configured applications / modules in the DEV01 environment with the City’s Oasis and Utility Maximo Teams. Excergy will configure / modify Maximo DEV01 environment to ensure interoperability with the City’s instance of Maximo and its work / asset management business processes. Excergy will set-up finalized configurations to the City’s Utility Maximo Production environment. Deliverables: Bi-Weekly Prototype Reviews Finalized and Locked-Down Configurations DEV01 Set-up Finalized Configurations Production Vendor Responsibilities: Lead Bi-weekly Meetings / Prototype Reviews and Set-up Finalized Configurations. The City Responsibilities: Participate in meetings, take meeting minutes and record / track action items. 4. Solution Testing / User Acceptance Testing (UAT) Excergy will coordinate on-site and remote with the City’s Oasis and Utility Maximo project teams to test and support solution testing of the OSF work / asset management interfaces. Excergy will provide support and guidance as required during UAT. Excergy will be on-site at the designated City location. Problems identified during UAT will be recorded as “Issues” with the City’s OSF and Maximo Project Teams. All issues will be resolved, canceled, or deferred (by City) prior to Go-Live. Excergy will have technical resources available for support. City will need to have multiple functional testers and technical support personnel during this phase. Deliverables: Support Solution Testing on-site / remote Prepare User Acceptance Testing scripts based on the Finalized Configurations Support User Acceptance Testing on-site Review “Issues” list with City to determine included Configurations Vendor Responsibilities: Provide finalized UAT scripts, support UAT remotely and on-site. The City Responsibilities: Update Maximo QA environment from Production. Coordinate UAT resources, provide necessary UAT hardware, execute test scripts and, collect, review and prioritize UAT “Issues”. 5. Training Excergy to provide Training session(s) as required. Deliverables: Provide Training Documentation in support of UAT Finalize Training Documentation Perform Training for City designated personnel Vendor Responsibilities: Provide training to designated personnel. Provide finalized training documentation. The City Responsibilities: Update Maximo Training environment from Production. Coordinate Utility Training room, provide access to Excergy from a device (desktop, laptop, etc.) to conduct Training and distribute Training documentation. DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F 6. Deployment and Go-Live Excergy, working collaboratively with the City Oasis and Utility Maximo Project Teams, will plan and perform the cutover / migration to the Production environment. The cutover planning will detail required Go-Live activities, timing, and responsibilities. During Go-Live, Excergy, along with key stakeholders, will perform a test of the Production environment using the UAT scripts to confirm the success of the migration. Excergy will provide on-site / remote technical and functional support to the users during the first week of production. Deliverables: Confirmed Production Environment Production Cutover Plan Functional and Technical Support on-site / remote Vendor Responsibilities: Provide Cutover / Migration to Production Plan document and support Go-Live activities. The City Responsibilities: Coordinate City resources, prepare devices for deployment, identify users ahead of time for the initial use. 7. Post Production Excergy will provide on-site / remote technical and functional support to the users for 2 months after Go-Live. This period of post-implementation support will provide a level of comfort to the team and enable quick responses to end user questions and training needs. During this period, Excergy will have technical resources to assist with any issues that may arise. Deliverables: Functional and Technical Support on-site / remote Vendor Responsibilities: Provide resources to be on-site / remote after the Initial Go-Live week. Capture enhancement requests during this period. The City Responsibilities: Provide feedback and report issues to the City’s Oasis and Utility Maximo Project Teams. Concisely explain the issue so Excergy can effectively and efficiently reproduce and correct the issue. 8. Project Support Excergy provides support in project planning and oversight, task / time reporting, and Excergy resource coordination. The Excergy Project Leads will work closely with the City’s Oasis and Utility Maximo Project Managers to ensure a successful outcome. Excergy will participate in project status meetings as scheduled by the City. Verbal status reports are delivered during the status meetings. Additionally, written status reports are provided as required. Deliverables: Written status reports as required Participate in Status meetings as designated Vendor Responsibilities: Provide written status reports and participate in status meetings. The City Responsibilities: Coordinate status meetings and written status reports as requested. DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F Assumptions: Excergy will maintain flexibility in deliverable dates based on changes to the Oasis Project Plan. Vendor Shipping Files will be loaded into OSF. Asset Data will be transferred to Maximo via GIS. 9. Travel Excergy will coordinate travel and on-site availability in support of the Oasis Project Plan. Excergy Oasis / Maximo Interface Work Order CISMAX_2019 Attachment B: ESTIMATED PROJECT SCHEDULE DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F Excergy Oasis / Maximo Work Order CISMAX_2019 Attachment C: ESTIMATED HOURS / TRIPS BREAKDOWN Reimbursable direct costs take the form of travel related costs. Total travel costs for the period of performance as defined by Work Order CISMAX_2019 are shown in the Estimated Hours / Trips breakdown above and are estimated at $10,800.00 Labor Direct Costs Total Not to Exceed (NTE) $191,420.00 $10,800.00 $202,220.00 DocuSign Envelope ID: 2319B637-275F-4C32-89E0-E9808B26BA4F