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HomeMy WebLinkAboutWORK ORDER - SOLE SOURCE - VANIR CONSTRUCTION MANAGEMENT INCWORK ORDER FORM PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND VANIR CONSTRUCTION MANAGEMENT WORK ORDER NUMBER: 1 PROJECT TITLE: Accela Improvement Projects – Phase 2 ORIGINAL BID/RFP NUMBER & NAME: N/A MASTER AGREEMENT EFFECTIVE DATE: May 15, 2019 WORK ORDER COMMENCEMENT DATE: May 15, 2019 WORK ORDER COMPLETION DATE: December 31, 2019 MAXIMUM FEE: (time and reimbursable direct costs): $58,500 PROJECT DESCRIPTION/SCOPE OF SERVICES: See attached Scope of Services 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 three (3) 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: Date: Steven Whitehead, President ACCEPTANCE: Date: Clint Andrews, Project Manager REVIEWED: Date: Name, Buyer or Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 203376F8-392F-4D2B-8433-F5E6C2433B38 5/15/2019 5/20/2019 5/22/2019 Scope of Services Project Purpose This phase of the Accela Improvements Project will build on the successes and lessons learned from the Phase 1 effort to deliver better workflows and user experiences in the area of the building permitting application for Accela. Given the urgency of the City to make its planning and permitting processes more streamlined and transparent, this project focuses on a key set of improvements that will engage a number of stakeholders and demonstrate the City’s commitment to improving the experiences of its development partners and customers. Project Outcomes The anticipated outcomes from this project include: ● Work flows for the building permitting step that reflect the desired best practice of the City and as composed under the FC Lean initiative which includes the following: ○ Effective utilization of the systems time tracking, notifications and alerting systems, and status conditions within the building permit work flow process; ○ Improved user experience for internal and external users to track work progress and understand permitting status; ○ Incorporate the proper alignment of external agency review processes into permitting process based on the type of project(s) to be permitted; and ● Greater simplicity and clarity in the contractor licensing interactions of the system. Opportunistically, any Incidental improvements that are logically related to the above objectives will be included as time is available. Measures of Success The City of Fort Collins will use the following measures of success for the project: ● City staff involved in the building permitting process have clearly identified work flow actions, timelines, reminders/alerts to support timely task execution, status conditions, escalation capabilities, and an easy to use interface to navigate through their work flow activities. ● External users can access information about their projects that include information about where their project sits in the permitting process, which entity “owns” the next step, anticipated timeframe for completion or at least next step, and the status of the permitting process (on hold, awarded, canceled, etc). ● Contractor licensing time frames and user support levels are substantially reduced. ● User training is supported from within the Accela application for the building permitting and contractor licensing portions of the application (a model for future improvements). DocuSign Envelope ID: 203376F8-392F-4D2B-8433-F5E6C2433B38 Initial Scope / Deliverables In providing project management support for the Accela Phase 2 Improvements Project, the Vanir team will support the efforts of the City and its Accela software consultant team to deliver the scoped improvements to the Accela application. To this end, the following tasks will be performed: Task 1. Project initiation and Lessons Learned Workshop. Key project team members and stakeholders will be assembled to review the scope of improvements identified for the Accela Phase 2 Improvements Project. The objective of the meeting will be to obtain alignment on the project’s scope and to share the lessons learned from the Phase 1 project. The outcome of this Workshop will be a deeper definition of the anticipated improvements to Accela in the Phase 2 project and identification of risks likely to be encountered based on the lessons learned. Task 2. Accela Development Team Scoping and Work Plan Development. The technical development team will meet to determine the development process, release approach, schedules, and resource allocations. The project management team will support this effort and develop an Accela Phase 2 Improvement Project Plan that includes a master schedule, roles and responsibilities matrix, risk management and incident log, and communication plan. Task 3. Accela Phase 2 Development and Release Work Plan Review Meeting. The project team members and stakeholders involved in the Project Initiation and Lessons Learned Workshop will reassemble to discuss and review the Accela Phase 2 Improvements Project Plan. The objective of this meeting will be to improve coordination in key tasks among stakeholders, set expectations for the project’s deliverables and “go live” events, and lock down the scope of development for the project. Task 4. Phase 2 Improvements Release Management. Depending on the development release process recommended by the technical team (i.e., the City and its Accela software consultant team), one or more releases of Accela improvements may occur in the course of the project. The project management team will coordinate these events with City stakeholders, external stakeholders as appropriate, and the development team. We will support the City in tracking system behaviors, identifying problems or concerns, and developing an action plan for release response initiatives. Task 5. Phase 2 Improvements Lessons Learned. At the completion of all releases for the Accela Phase 2 Improvements Project, the project management team will facilitate a Lessons Learned session with the City’s team and stakeholders to gather the successes, challenges, and failures of the effort. This will be vital to assure on-going efforts can proceed with the best insights into driving success that are available. DocuSign Envelope ID: 203376F8-392F-4D2B-8433-F5E6C2433B38 Schedule Task Date 1. Project Initiation and Lessons Learned Workshop 06/07/2019 2. Accela Development Team Scoping and Work Plan Development 07/19/2019 3. Accela Phase 2 Development Release and Work Plan Review Meeting 07/31/2019 4. Accela Phase 2 Release Management 11/30/2019 5. Phase 2 Improvements Lessons Learned 12/31/2019 Budget The Project Manager, Cheryl Humann, will lead the project management team. Her hourly billing rate is $130/hour for this project. Approximately 450 hours of labor are expected to deliver project management services for a not-to-exceed budget of $58,500. DocuSign Envelope ID: 203376F8-392F-4D2B-8433-F5E6C2433B38