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Home My WebLink AboutCORRESPONDENCE - RFP - 8225 MAXIMO CONSULTING SERVICES (9)WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND EXCERGY CORPORATION WORK ORDER NUMBER: LPO_DBREVIEW PROJECT TITLE: Consulting Support for Asset Register and Work Order Management System 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: March 11, 2019 WORK ORDER COMPLETION DATE: April 4, 2019 MAXIMUM FEE: (time and reimbursable direct costs): $39,898.00 PROJECT DESCRIPTION/SCOPE OF SERVICES: In preparation for the LPO Data Conversion/Migration to Maximo Excergy is being asked to assess and review designated LPO Microsoft Access data. 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 4 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 ACCEPTANCE: Date: _ Tim McCollough, Deputy Director, Utilities ACCEPTANCE: Date: _ Coy Althoff, Utilities Asset Manager ACCEPTANCE: Date: DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 3/15/2019 3/18/2019 3/18/2019 3/18/2019 Gerry Paul, Purchasing Director (if greater than $60,000) ACCEPTANCE: Date: Rick Morford, Project Manager DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 3/18/2019 Attachment A Work Order LPO_DBREVIEW, Excergy LPO Access Data Assessment Scope of Work LPO Data Project Objective: Work Order LPO_DBREVIEW is to cover Excergy’s work assisting Fort Collins with an LPO data assessment of designated Access Data to include but not limited to: Structures, ADMIRE, Serialized Equipment and Switch Point Inspections. This support will be executed to cover the LPO Access Data Assessment for a period of time not to exceed 4 weeks; a week will be defined as 5, 8-hour days. Task 1: Project Support Excergy, upon request from City of Fort Collins, will provide assistance in the following areas of Project Management: planning and oversight, maintenance of schedule, reporting of issues which may include risk management. Excergy will provide a consulting team labor/task invoice report broken down by individual Excergy resource and time spent per task. The City of Fort Collins will provide the lead project management resource as a central point of contact. Excergy project team members will participate as needed in ad-hoc or scheduled meetings organized by the City of Fort Collins. Verbal status reports may be required during any ad-hoc or scheduled status meetings. In addition to verbal reports, work order updates shall be included as part of the weekly project status meeting report authorized by Work Order LPO_DBREVIEW. Hours for this support are shown in the labor hours and cost breakdown table below (Appendix C). Excergy Deliverables for this task • Provide assistance/support for steps required to complete all tasks listed in this work order • Maintain communications (email/voice/other) • Review, edit, or provide feedback following completion of each task listed in this work order • Participate in/support ad-hoc or scheduled meetings as needed, which may include teleconferences or online with appropriate staff as needed • Manage consulting team in performance of tasks and activities including time reporting • Work order updates Utility Deliverables for this task • Provide a Utilities PM as a central point of contact • Work with City of Fort Collins Utilities and Excergy Teams to complete all tasks in this work order • Participate in/support scheduled meetings, which may include teleconferences or online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support as needed • Maintain communications (email/voice/other) DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 • Review, edit, or provide feedback as necessary to finalize task deliverables • Support/Manage Utility Teams in the performance of, or activities required to complete, tasks listed in this work order Task 2: Bi-Weekly Meetings The Excergy team together with the City of Fort Collins staff will participate in two (2) bi-weekly meetings in support of Work Order LPO_DBREVIEW tasks. Excergy, upon request from the City of Fort Collins, will provide agendas for scheduled bi-weekly support meetings. Excergy upon request may be asked to facilitate Work Order LPO_DBREVIEW support meetings, as well at times Excergy may be tasked with developing presentations for support meetings. The City of Fort Collins will be responsible for scheduling all Work Order LPO_DBREVIEW bi-weekly support meetings. Documenting all Work Order LPO_DBREVIEW bi-weekly support meetings and distribution of meeting notes/documentation to all City of Fort Collins staff and Excergy team members participating in these support meetings will be the responsibility of the City Project Manager. Hours for this support are shown in the labor hours and cost breakdown table below (Appendix C). Excergy Deliverables for this task • Facilitate two bi-weekly meetings to status on findings • Upon request develop support meeting agendas • As needed, develop support meeting presentations • Participate in support meetings as requested, which may include teleconferences or online with appropriate staff as needed • Maintain communications (email/voice/other) • Execute consulting tasks and activities as required Utility Deliverables for this task • Participate in support meetings, which may include teleconferences or online with appropriate utility personnel • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Record and document all support meetings • Distribute all support meeting documentation to City of Fort Collins Utilities staff and Excergy team members participating in support meetings Task 3: Data Implementation Assessment Excergy, with Fort Collin’s assistance, will review designated LPO Access data in preparation for a future migration into Maximo; this data review will be to determine effort required for a subsequent data migration. After a thorough data review by Fort Collins a copy of the designated LPO Access data will be provided to Excergy for an assessment and review. Following the data review by Fort Collins staff and the follow-up data review by DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 Excergy, findings status will be shared with Fort Collins to clarify questions identified during the review and to confirm next steps needed to correct any issues which might impede migrating LPO Access data into Maximo at a later date. Hours for this support are shown in the labor hours and cost breakdown table below (Appendix C). Excergy Deliverables for this task • Provide assistance/support for Data review tasks as requested by Fort Collins • Maintain communications (email/voice/other) • Review, edit, or provide feedback following data review • Support scheduled meetings, which may include teleconferences or online with appropriate staff as needed • Execute consulting tasks and activities as required Utility Deliverables for this task • Provide the LPO Access data to Excergy for review • Participate in/support scheduled meetings, which may include teleconferences or online with appropriate utility personnel as needed • Maintain communications (email/voice/other) • Review, edit, or provide feedback as necessary to finalize task deliverables • Execute utility tasks and activities as needed Task 4 Organization Change Management - Stakeholder Matrix and Timeline Excergy will assist in identifying the impacts of the LPO database migration to LPO staff and will also consider impacts from other FCU high priority projects. A stakeholder matrix will be developed showing LPO staff that will be impacted by the LPO database migrations and by other FCU projects such as GIS/ADMS and the Oasis/OSF projects. A second dimension will identify stakeholder impact over time to help identify the timing for when various high priority projects will be deployed. The outputs from these deliverables will identify who is impacted by the Maximo and other high priority project initiatives and when they are being impacted. Hours for this support are shown in the labor hours and cost breakdown table below (Appendix C). Excergy Deliverables for this task • Compile stakeholder by technology (LPO database, system, application) matrix • Compile stakeholder by high priority project timeline Utility Deliverables for this task • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Review, edit, or provide feedback as necessary to finalize deliverables in a timely manner Attachment B Work Order LPO_DBREVIEW, Excergy LPO Access Data Assessment Schedule DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 Figure 1 LPO Preliminary Data Assessment Schedule This Project schedule will be reviewed and updated during the bi-weekly Project Status meeting. The period of performance for this work order is March 11, 2019 to April 5, 2019. If changes in work order scope or a deviation from the attached schedule are required during the performance of this work order a change order will be executed. DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32 Attachment C Work Order LPO_DBREVIEW, Excergy LPO Access Data Assessment Pricing Figure 2 Labor & Costs Breakdown Reimbursable Direct Costs: Reimbursable direct costs take the form of travel related costs. Total travel costs for the period of performance as defined by Work Order LPO_DBREVIEW are estimated at $2,122.00. Labor Direct Costs Total Not to Exceed (NTE) $37,776 $ 2,122 $ 39,898 Project Director Communication s/Change Management Specialist Communication s/Change Management Specialist Business Process Specialist Project Manager Functional Maximo Specialist Tier 2 Functional Maximo Specialist Tier 2 Functional Maximo Specialist Tier 2 Jim Ketchledge Lynn Adams Rebecca Shiflea Mark Hatfield Patrick Noonan Rick Crory Andrew Tan Emmanuel Okekeocha $ 247.00 $ 247.00 $ 247.00 $ 247.00 $ 225.00 $ 160.00 $ 160.00 $ 160.00 Total Hours Amount Task 1 - Project Support Project Support 1 8 8 4 21 $ 3,967.00 Subtotal 1 - - - 8 8 4 - 21 $ 3,967.00 Task 2 - Project Communications Bi-Weekly Meetings 6 6 12 $ 2,310.00 Subtotal - - - - 6 6 - - 12 $ 2,310.00 Task 3 - Data Implementation Assessment Conduct Data Review 8 40 80 128 $ 21,000.00 Review Feedback 2 3 3 8 $ 1,410.00 Subtotal - - - - 10 43 84 - 137 $ 22,570.00 Task 4 - OCM - Stakeholder Matrix and Timeline Stakeholder by technology matrix 1 3 18 22 $ 5,038.00 Stakeholder by high priority project timeline 1 2 14 17 $ 3,891.00 Subtotal - 2 5 - 32 - - - 39 $ 8,929.00 Total Hours 1 2 5 - 56 57 88 - 209 $ 37,776.00 Total Labor $ 247.00 $ 494.00 $ 1,235.00 $ - $ 12,600.00 $ 9,120.00 $ 14,080.00 $ - Travel Expense $ - $ - $ - $ - $ 668.00 $ 1,454.00 $ - $ - $ 2,122.00 Total Cost to Client $ 247.00 $ 494.00 $ 1,235.00 $ - $ 13,268.00 $ 10,574.00 $ 14,080.00 $ - $ 39,898.00 DocuSign Envelope ID: AE56C546-8934-415D-AEDF-14DD3B905E32