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Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9190520 (2)Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 CHANGE ORDER NO. #1 PROJECT TITLE: Consulting Support for Asset Register and Work Order Management CONTRACTOR: Excergy Corporation WORK ORDER NUMBER:CISMAX_2019 PO NUMBER: 9190520 DESCRIPTION: 1. Reason for Change: Add aditional scope to the CISMAX_2019 work order 2. Description of Change: The Broadband project has warehouse materials management needs which requires additional scope be added to the CISMAX_2019 work order for a Maximo Warehouse configuration. 3. Change in Work Order Price: $74,250.00 4. Completion Date (if Changed): ORIGINAL WORK ORDER PRICE $ 202,220.00 TOTAL APPROVED CHANGE ORDER $ 0.00 TOTAL PENDING CHANGE ORDER $ 0.00 TOTAL THIS CHANGE ORDER $ 74,250.00 TOTAL % OF THIS CHANGE ORDER % TOTAL C.O.% OF ORIGINAL WORK ORDER % ADJUSTED WORK ORDER COST $ 276,470.00 CONTRACTOR: Excergy Corporation By: Date: Name: James Ketchledge Title: President Excergy Corporation REVIEWED: Date: Pat Johnson, Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director ACCEPTANCE: Date: Lori Clements, Sr Manager, Customer Support ACCEPTANCE: Date: Kraig Bader, Sr Manager, Elec Engineering DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E 4/18/2019 4/18/2019 4/18/2019 4/18/2019 4/23/2019 Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 REVIEWED: Date: Lisa Rosintoski, Deputy Director, Utilities ACCEPTANCE: Date: Colman Keane, Executive Director, Broadband ACCEPTANCE: Date: Coy Althoff, Utilities Asset Manager ACCEPTANCE: Date: Rick Morford, Project Manager DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E 4/18/2019 4/23/2019 4/23/2019 4/23/2019 Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 Attachment A Excergy Work Order CISMAX_2019: Change Order #1 (Task 2): OSF-Maximo Warehouse Interfaces / Implementation Statement of Work Project Objective: Work Order CISMAX_2019 Task 2 is to expand Excergy’s work assisting The City of Fort Collins / Fort Collins Utilities with a material management solution. The Excergy Team (Excergy) will implement material management interfaces between Oasis-Open Smart Flex (OSF) and Maximo Inventory Storeroom application as well as implement Warehouse inventory functionality to support Broadband materials 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 CIS/OSS “Oasis” Project Team and Utilities Warehouse by: conducting meetings to gather requirements, holding protype 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 and; providing project support to keep various Stakeholders informed of scope of work progress. This support will be executed for the following Maximo implementation activities. Task 1: Configuration / Data Set-up Excergy, upon request from the City of Fort Collins, will coordinate with the City’s Utility Warehouse management and project teams (Subject Matter Expert (SME), Stakeholders, Project Manager and Excergy/Maximo Administrators) to execute the following sub-tasks for this task; validate requirements, set-up data / configure the Maximo Development (DEV01) environment, to meet the validated requirements. The configuration of Maximo shall include but not limited to associated materials management applications / modules (i.e. Financial, Inventory, Purchasing, etc.) needed to support Utility Warehouse operations. Excergy, in collaboration with City of Fort Collins Maximo administrators, will configure / modify the default Maximo software screens and configuration in the City’s Utility Maximo DEV01 instance. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Data Set-up and Configured Modules / Applications in Maximo Development Environment. Excergy Responsibilities • Configuration / Data Set-up in Maximo Development environment to meet validated requirements and support Meetings / Prototype Reviews, UAT and Training. 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. Task 2: Interfaces OSF / Maximo Excergy, upon request from the City of Fort Collins, will coordinate with the City’s OSF and Utility Warehouse project teams (Subject Matter Expert (SME), Stakeholders, Project Manager and Excergy/Maximo Administrators) to gather and validate requirements for OSF material management interfaces. Excergy, in collaboration with the City of Fort Collins Maximo administrators, 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 Truck Current Balance & Restock Issue Inventory transactions needed to support Utility Warehouse operations. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Validated Interface Requirements DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 • OSF Truck Balance Interface DEV01 • OSF Truck Restock Interface DEV01 Excergy Responsibilities • Gather and Capture Requirements. • Configure OSF and Utility Warehouse Material Management Interfaces in Maximo DEV01 Environment. 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. Task 3: Meetings / Prototype Reviews Excergy, upon request from the City of Fort Collins, will hold bi-weekly meetings / prototype reviews to finalize the configured applications / modules in the DEV01 environment with the OSF and Utility Warehouse Teams. Excergy, in collaboration with the City of Fort Collins Maximo administrators, will configure / modify Maximo DEV01 environment to ensure interoperability with the City’s instance of Maximo and its material management business processes. Excergy, in collaboration with the City of Fort Collins Maximo administrators, will set-up finalized configurations to the City’s Utility Maximo Production environment. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Provide Bi-Weekly Prototype Reviews. • Finalize and Lock-down Configurations in DEV01. • Set-up Finalized Configurations Production. Excergy Responsibilities • Lead Bi-weekly Meetings • Provide Prototype Reviews • Track and communicate status on requirements and configuration City Responsibilities • Participate in meetings • Take meeting minutes • Assist with monitoring and tracking of action items. Task 4: User Acceptance Testing (UAT): Excergy, upon request from the City of Fort Collins, 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 Warehouse Utility Project Teams. All issues will be resolved, canceled, or deferred (by City) prior to Go-Live. Excergy will have technical resources available for support. The City will need to have multiple functional testers and technical support personnel available during this phase. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Prepare User Acceptance Testing scripts based on the Finalized Configurations. DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 • Support User Acceptance Testing on-site. • Review “Issues” list with City to determine included Configurations. Excergy Responsibilities • Provide finalized UAT scripts. • Support UAT remotely and on-site. City Responsibilities • Update Maximo QA environment from Production. • Coordinate UAT resources. • Provide necessary UAT hardware. • Execute test scripts. • Collect, review and prioritize UAT “Issues”. Task 5: Training: Excergy, upon request from the City of Fort Collins, is to provide training session(s) as required to support the interfaces implementation. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Provide Training Documentation in support of UAT. • Finalize Training Documentation. • Perform Training for City designated personnel. Excergy Responsibilities • Provide training to designated personnel. • Provide finalized training documentation. City Responsibilities • Update Maximo Training environment from Production. • Coordinate Scheduling of Training room/location. • Provide access to Excergy from a device (desktop, laptop, etc.) to conduct Training. • Distribute Training documentation. Task 6: Deployment and Go-Live Excergy, upon request from the City of Fort Collins, will work collaboratively with the City OSF and Utility Warehouse Project Teams, to 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, in collaboration 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. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Confirm configuration for the Production Environment. • Develop Production Cutover Plan. • Provide Functional and Technical Support on-site / remote. DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 Excergy Responsibilities • Provide Cutover / Migration to Production Plan document. • Support Go-Live activities. City Responsibilities • Coordinate City resources. • Prepare devices for deployment. • Identify users ahead of time for the initial deployment usage. Task 7: Post-Production Excergy, upon request from the City of Fort Collins, will provide on-site / remote technical and functional support to the users for two (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, in collaboration with the City of Fort Collins Maximo administrators, will have technical resources to assist with any issues that may arise. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Provide Functional and Technical Support on-site / remote post Go-Live. Excergy Responsibilities • Provide resources to be on-site / remote after the Initial Go-Live week. • Capture enhancement requests during this period. City Responsibilities • Provide feedback and report issues to the City OSF and Warehouse Utility Project Teams. • Concisely explain any issues encountered so Excergy can effectively and efficiently reproduce and correct the issue. Task 8: Project Support Excergy, upon request from the City of Fort Collins, will provide support in project planning and oversight, task / time reporting, and Excergy resource coordination. The Excergy Project Leads will work closely with the OSF and Maximo Project Managers to ensure a successful outcome. Excergy, upon request from the City of Fort Collins, 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. Estimated hours for this task and sub-tasks are shown in Attachment C. Excergy Deliverables • Written status reports for inclusion in bi-weekly status reporting or otherwise as required by the FCU. Excergy Responsibilities • Provide written status reports. • Provide planning, oversight, and administration to support specified services in this work order. City Responsibilities • Provide feedback on written status reports. • Participate in planning, oversight, and administration support. DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 Attachment B Schedule The schedule start and end dates for implementing the specified services will be tied directly to the Oasis project schedule. The project task durations are as follows: • Tasks 1-6 and 8 = 3 months • Task 7 = 2 months • Total = 5 months Schedule reflects alignment with Oasis Broadband schedule DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 ATTACHMENT C Labor and Costs Compensation: Labor rates are determined by the Professional Services Agreement - 8225 Maximo Consulting Services. Contractual rates in the PSA are shown below. Task and Sub-Task Labor Costs breakdown: Labor costs by role, name, and job title are shown below. Reimbursable Direct Costs: No additional reimbursable direct costs required to support this work order. City of Fort Collins OSF - Maximo Warehouse Interfaces 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 - Configuration / Data Set-up 30 10 - 40 $ 6,400.00 Task 2 - Interfaces OSF / Maximo (Truck Usage / Restock) 10 20 100 130 $ 20,800.00 Task 3 - Meetings / Prototype Reviews 20 - - 20 $ 3,200.00 Task 4 - Solution Testing / User Acceptance Testing (UAT) 20 10 20 50 $ 8,000.00 Task 5 - Training 40 10 - 50 $ 8,000.00 Task 6 - Deployment and Go-Live 30 30 - 60 $ 9,600.00 Task 7 - Post Production 30 10 20 60 $ 9,600.00 Task 8 - Project Support 10 20 10 10 50 $ 8,650.00 Total Hours - - - - 10 200 100 150 460 $ 74,250.00 Total Labor $ - $ - $ - $ - $ 2,250.00 $ 32,000.00 $ 16,000.00 $ 24,000.00 Travel Expense $ - $ - $ - $ - $ - $ - $ 2,834.00 $ - $ - Total Cost to Client $ - $ - $ - $ - $ 2,250.00 $ 32,000.00 $ 18,834.00 $ 24,000.00 $ 74,250.00 DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E Change Order Form (for Work Orders) Official Purchasing Form Last updated 10/2017 Attachment D Workflow BROADBAND FLOW DocuSign Envelope ID: DA97702B-7E86-4154-9FC8-FF3656A8984E