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