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506424 EXCERGY CORPORATION - CONTRACT - RFP - 8225 MAXIMO CONSULTING SERVICES
PROFESSIONAL SERVICES AGREEMENT WORK ORDER THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and EXCERGY CORPORATION, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with any project Work Orders for RFP 8225 Maximo Consulting Services issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. A general scope of services is attached hereto as Exhibit “B”, consisting of two (2) pages and is incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence March 28, 2016, and shall continue in full force and effect until March 27, 2017, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Professional and mailed no later than thirty (30) days prior to contract end. 5. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: PSA WO - 8225 Maximo Consulting Services Page 1 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Professional: City: Copy to: Excergy Corporation Attn: James Ketchledge 3773 Cherry Creek Drive North, Suite 575 Denver, CO 80209 City of Fort Collins Attn: Dennis Sumner PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 6. Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorney’s fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit D, consisting of one (1) page, attached hereto and incorporated herein. 7. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis in accordance with Exhibit “C”, consisting of three (3) pages, attached hereto and incorporated herein. Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 8. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the PSA WO - 8225 Maximo Consulting Services Page 2 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this Agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non- defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire Agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision PSA WO - 8225 Maximo Consulting Services Page 3 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. PSA WO - 8225 Maximo Consulting Services Page 4 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Red Flags Rules. Professional must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Professional must take appropriate steps to mitigate identity theft if it occurs with one or more of the City’s covered accounts and must as expeditiously as possible notify the City in writing of significant breeches of security or Red Flags to the Utilities or the Privacy Committee. 19. CONTRACT DEFINED: This Contract incorporates the terms and conditions of the following documents, attached hereto and incorporated herein by this reference, If there is a conflict among the documents, their terms and conditions shall prevail in the following order: a. Exhibit A: Work Order Form to be completed for each specific project(work order) Sample form is Exhibit A; b. Exhibit B: Agreement Scope of Work, consisting of two (2) pages; c. Exhibit C: Pricing & Job Descriptions consisting of three (3) pages; d. Exhibit D: Insurance Requirements, consisting of one (1) page; e. Exhibit E: Non-Disclosure, consisting of four (4) pages; f. Exhibit F: Fort Collins Expense Guidelines, consisting of two (2) pages; g. Exhibit G: Addenda to RFP h. Exhibit H: RFP 8225 Maximo Consulting Services, issued January 12, 2016 and consisting of thirty-five (35) pages; i. Exhibit I: Professional’s Interview Presentation and Best and Final Offer, dated February 24, 2016, consisting of forty-five (45) pages; j. Exhibit J: Professional’s response to post interview questions, dated March 2, 2016; k. Exhibit K: Professional’s response to short-list questions, dated February 24, 2016, consisting of twelve (12) pages; l. Exhibit L: Awarded Professional’s Response dated February 2, 2016 and consisting of fifty-nine pages. PSA WO - 8225 Maximo Consulting Services Page 5 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Senior Assistant City Attorney EXCERGY CORPORATION By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: PSA WO - 8225 Maximo Consulting Services Page 6 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 3/31/2016 CEO & President James A. Ketchledge 4/1/2016 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Original Bid/RFP Project Number & Name: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this Work Order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of ( ) page(s) are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. PROFESSIONAL By:_______________________________ Date:_____________________________ CITY OF FORT COLLINS Submitted By: _________________________ Project Manager Date: _________________________ Reviewed by: _________________________ Senior Utility Engineer Date: _________________________ Approved by: _________________________ Water Engineering & Field Services Operations Manager Date: ________________________ Approved by: _________________________ Utilities General Manager (over $1,000,000) Date: ________________________ Approved by: _________________________ Purchasing Director (if over $60,000) Date: _______________________ PSA WO - 8225 Maximo Consulting Services Page 7 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT B SCOPE OF SERVICES Professional will provide broad and comprehensive services as related to the implementation and operation of an enterprise asset register and work order management system for use by the City of Fort Collins Utilities and other affected City organizations in the operation and management of utility services and related assets. Specific services to be provided will include providing professional guidance, input, and varying degrees of detailed support as related to: 1. Identify and support development as determined appropriate of supporting technology and integrations with the goal to sustain the Utility well into the future so as to avoid premature obsolescence. 2. Troubleshoot, identify recommendations, and support related effort as required for IT, business processes, etc. systems integrations required for successful implementation and operation of Maximo. 3. Support, guide, and provide other services as needed for modification, design and implementation of spatial and mapping applications as may be required to support operational needs of the Maximo system and other impacted Utility/City systems. 4. Support, guide, and provide other services as needed for selection, operational implementation/integration and long term successful use of a mobile solution(s) to support use and operation of Maximo for field, plant and other applications as may be required in the field. 5. Support, guide, and provide other services as needed for developing and implementing strategies as may be required with respect to “connected” and ”disconnected” operation and use of the Maximo system. 6. Provide guidance and support as needed in the evaluation and use of Maximo applications such as, but not limited to: IBM Maximo Spatial, IBM Maximo Linear, IBM Maximo Transmission & Distribution and IBM Maximo Calibration add-ons. 7. Implementation/integration guidance and support as required for the successful operation and use of the IBM Maximo enterprise asset register and work order management system. 8. Provide in-depth and comprehensive Project Management support to include: Definition and adherence to project’s scope, quality, schedule, and cost Development of detailed Project Plan and management of structured formal process to ensure adherence and tracking as related to that project plan, Support management of project resources as required for project implementation and operation, Critical path time line planning and execution. PSA WO - 8225 Maximo Consulting Services Page 8 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Systems Architectural Engineering. End to end technical Integration/Systems Engineering Leadership. Implementation Execution. Test Engineering. Regular and Thorough Project Progress reporting. Executive presentation support Issue management Risk management Vendor management Other systems, technologies, equipment, etc. as may be required for the successful implementation and operation of the Fort Collins asset register and work order management system. 9. Provide in-depth and comprehensive professional Change Management & Business Process Transformation support and services as required for project implementation and operation to include, but not limited to: Documentation and modification of use cases, business processes, etc. and requirements as applicable for implementation of Maximo asset management system for asset lifecycle and maintenance management. Review of requirements documents and ability to perform Fit/Gap Analysis, for migration to Maximo. Building internal (employee) “grass roots” understanding, commitment, momentum, and “buy-in” to facilitate implementation and subsequent day-to-day operation of Maximo system. Building and maintaining executive understanding and commitment to elements of Change Management & Business Process Transformation that is required for both implementation and on-going maintenance, as a critical success factor to the ongoing operation of Maximo at the Fort Collins Utilities. Supporting the creation of communications materials, oral, written, video, etc. as may be appropriate for implementation, operation, training, etc. for the short and long term operational success of Maximo at the City of Fort Collins Utilities. Training on specific software functionality, work flows, and best practices PSA WO - 8225 Maximo Consulting Services Page 9 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT C PRICING & JOB DESCRIPTIONS 8225 Maximo Consulting Services Hourly Billing Rates: Title 2016 Hourly Billing Rate: Functional Maximo Specialist Tier 1 $328.00 Project Director $233.00 Communications/Change Management Specialist $233.00 Business Process Specialist $233.00 Executive Consultant $233.00 Solution Architect $212.00 Principal Consultant $212.00 Test Director $212.00 Senior Consultant $190.00 Consultant $170.00 Functional Maximo Specialist Tier 2 $150.00 Associate Consultant $150.00 Junior Analyst $140.00 Travel expenses will be invoiced monthly, at cost per the Fort Collin’s Expense Guidelines. Excergy Team Resource 2016 2017 2018 2019 2020 2021 Functional Maximo Specialist Tier 1 $328.00 $328.00 $338.00 $348.00 $358.00 $369.00 Project Director $233.00 $233.00 $240.00 $247.00 $254.00 $262.00 Communications/Change Management Specialist $233.00 $233.00 $240.00 $247.00 $254.00 $262.00 Business Process Specialist $233.00 $233.00 $240.00 $247.00 $254.00 $262.00 Executive Consultant $233.00 $233.00 $240.00 $247.00 $254.00 $262.00 Solution Architect $212.00 $212.00 $218.00 $225.00 $232.00 $239.00 Principal Consultant $212.00 $212.00 $218.00 $225.00 $232.00 $239.00 Test Director $212.00 $212.00 $218.00 $225.00 $232.00 $239.00 Senior Consultant $190.00 $190.00 $196.00 $202.00 $208.00 $214.00 Consultant $170.00 $170.00 $175.00 $180.00 $185.00 $191.00 Functional Maximo Specialist Tier 2 $150.00 $150.00 $155.00 $160.00 $165.00 $170.00 PSA WO - 8225 Maximo Consulting Services Page 10 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Associate Consultant $150.00 $150.00 $155.00 $160.00 $165.00 $170.00 Junior Analyst $140.00 $140.00 $144.00 $148.00 $152.00 $157.00 Title Job Description Project Director Senior Executive with ultimate authority for large scale or turn key projects reporting to senior executive sponsors. Industry known expert in utility project management. Industry known expert in Project Director or Project Manager role. Project Manager Planning and administration of day to day project activities, monitoring execution of project schedules, routine status reporting, communicating risk and issues. Solution Architect/ Developer Technical expertise for business process analysis re-engineering and integration analysis and implementation for enterprise systems integration. Engineering expertise for ensuring the proposer integration of related utility operational systems such as CIS, OMS, GIS, ERP, JDE, and SCADA. At least one reference each in GIS and Maximo implementation projects serving in the Solution Architect role. Ability to support critical GIS decisions and projects. Functional Maximo Specialist – Tier 2 Implementation, configuration and operational knowledge and experience with Maximo applications in multi-utility governmental organizations, implementation and operational knowledge of a mobile platform that delivers IBM Maximo functionality and implementation and operational knowledge of Maximo Spatial. Including User Interface, Database Attributes, Start Centers, KPIs, Work Flows and Reporting. Create existing Legacy reports into BIRT/COGNOS reports as needed. Update existing reports, QBR etc. Functional Maximo Specialist – Tier 1 Implementation, configuration and operational knowledge and experience with Maximo applications in multi-utility governmental organizations, implementation and operational knowledge of a mobile platform that delivers IBM Maximo functionality, and implementation and operational knowledge of Maximo Spatial. Change Management Specialist Change Management guidance and structure to help insure effective training and long term organizational understanding and engagement for successful operation of Maximo system. Communications Specialist Change Management and support of overall project communications efforts. High degree of knowledge of Fort Collins Utilities customers and communications approach. Business Process Specialist Develop Maximo business processes and use cases. Executive Consultant The executive consultant provides expertise on various subjects as required by the Maximo project. Senior person with broad knowledge of industry best practices including strategy, structure, management and operations of an PSA WO - 8225 Maximo Consulting Services Page 11 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Title Job Description organization as well as technical expertise in the utility environment. Identify options for the organization and suggest recommendations for change, as well as advising on additional resources to implement solutions to the most senior levels. Must be capable of supervising and leading a team and be a recognized expert in one or more vertical functions or technologies. Principal Consultant The principal consultant provides expertise on various subjects as required by the Maximo project. Deep expertise and knowledge of specific technology, processes, and people aspects or functions required for the project. Can identify options for the organization and suggest recommendations for change, as well as advising on additional resources to implement solutions. Includes analyzing client processes, understanding client’s business landscape, defining requirements, and then expertly delivering solutions and strategies. Test Director Develop the test plan for the tasks, dependencies and participants required to mitigate the risks to system quality. Arranges the Hardware and software requirement for the Test Setup. Assign tasks to all Testing Team members and ensure that all of them have sufficient work in the project. Ensures content and structure of all Testing documents / artifacts is documented and maintained. Documents, implements, monitors, and enforces all processes for testing as per standards defined by the organization. Organizes the status meetings and sends the Status Report (Daily, Weekly etc.) to the Client. Attends the regular client call and discusses the weekly status with the client. Tracks and prepares the report of testing activities like test testing results, test case coverage, required resources, defects discovered and their status, performance baselines etc. Senior Consultant Expert on one or more technology or service areas required for successful execution of the project. Consultant Provides expertise on a technology or service area required for successful execution of the project. Supervised by a more experienced consultant. Associate Consultant Supports and enables the consulting team in the different phases of the project including problem definition, effort estimation, diagnosis, solution generation, design, deployment, and test. Junior Analyst Provides back ground analysis or development required for a project deliverable under supervision of a more experienced team member. PSA WO - 8225 Maximo Consulting Services Page 12 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT D INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this Agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. PSA WO - 8225 Maximo Consulting Services Page 13 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 No new insurance required EXHIBIT E NON-DISCLOSURE AGREEMENT THIS NON-DISCLOSURE AGREEMENT (Agreement) made and entered into by and between the CITY OF FORT COLLINS, a municipal corporation (“City”) and EXCERGY CORPORATION (Professional) (collectively, the “Parties”). WITNESSETH WHEREAS, the parties desire to assure the confidential and/or proprietary status of the information which may be disclosed to each other in connection with their discussions relating to RFP 8225. NOW, THEREFORE, in consideration of terms and covenants contained herein, the Parties agree as follows: 1. Confidential Information. Confidential Information controlled by this Agreement refers to information which is confidential and/or proprietary and includes by way of example, but without limitation, City customer information, location information, network security system, business plans, formulae, processes, intellectual property, trade secrets, designs, photographs, plans, drawings, schematics, methods, specifications, samples, reports, mechanical and electronic design drawings, customer lists, financial information, studies, findings, inventions, and ideas. To the extent practical, Confidential Information shall be marked "Confidential" or "Proprietary". In the case of disclosure in non-documentary form made orally or by visual inspection, the Discloser shall have the right, or, if requested by the Recipient, the obligation to confirm in writing the fact and general nature of each disclosure within a reasonable time after it is made in order that it is treated as Confidential Information. Any information disclosed to the other party prior to the execution of this Agreement shall be considered in the same manner and be subject to the same treatment as the information disclosed after the execution of this Agreement. 2. Use of Confidential Information. Recipient hereby agrees that it shall use the Confidential Information solely for the purpose of performing its obligations under this Agreement and not in any way detrimental to Discloser. Recipient agrees to use the same degree of care Recipient uses with respect to its own proprietary or confidential information, which in any event shall result in a reasonable standard of care to prevent unauthorized use or disclosure of the Confidential Information. Except as otherwise provided herein, Recipient shall keep confidential and not disclose the Confidential Information. The City and Contractor shall cause each of their directors, officers, employees, agents, representatives, Subcontractors to become familiar with, and abide by, the terms of this section. 3. Exclusions from Definition. The term “Confidential Information” as used herein does not include any data or information which is already known to the receiving party or which before being divulged by the receiving party (1) was generally known to the public through no wrongful act of the receiving party; (2) has been rightfully received by the receiving party from a third party without restriction on disclosure and without, to the knowledge of the receiving party, a breach of an obligation of confidentiality; (3) has been approved for release by a written authorization by the other party hereto; or (4) has been disclosed pursuant to a requirement of a governmental agency or by operation of law. PSA WO - 8225 Maximo Consulting Services Page 14 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 4. Required Disclosure. If the receiving party is required (by oral questions, interrogatories, requests for information or documents, subpoena, civil investigative demand or similar process, or by federal, state, or local law, including without limitation, the Colorado Open Records Act) to disclose any Confidential Information, the parties agree that the receiving party will provide the disclosing party with prompt notice of such request, so that the disclosing party may seek an appropriate protective order or waive the receiving party’s compliance with the provisions of this Agreement. The parties further agree that if, in the absence of a protective order or the receipt of a waiver hereunder, the receiving party is nonetheless, in the opinion of its legal counsel, compelled by law to disclose Confidential Information to any person, entity or tribunal, the receiving party may disclose such Confidential Information to such person, entity or tribunal without any liability under this Agreement. 5. Professional shall not, disclose any such Confidential Information to any person, directly or indirectly, nor use it in any way, except as required or authorized by the City. 6. Confidential Information is not to be stored on any local workstation, laptop, or media such as CD/DVD, USB drives, external hard drives or other similar portable devices unless Vendor can ensure security for the Confidential Information so stored. Work stations or laptops to be used in the Work will be required to have personal firewalls on each, as well as have current, active anti-virus definitions. 7. The agreement not to disclose Confidential Information as set forth in this document shall apply during the term of the project and at any time thereafter unless specifically authorized by the City in writing. 8. Professional shall make no copies of any Confidential Information obtained. 9. If Professional breaches this Agreement, the City may immediately terminate this Agreement and withdraw Professional’s right to access Confidential Information. 10. Notwithstanding any other provision of this Agreement, all material, i.e., various physical forms of media in which Confidential Information is contained, including but not limited to writings, drawings, tapes, diskettes, prototypes or products, shall remain the sole property of the Discloser and, upon request, shall be promptly returned, together with all copies thereof to the Discloser. All digital and electronic data should be deleted in a non-restorable way by which it is no longer available to the Recipient. Written verification of the deletion (including date of deletion) is to be provided to the Discloser within ten (10) days after completion of engagement, whether it be via termination, completion or otherwise. 11. Professional acknowledges that the City will, based upon the representations made in this Agreement, disclose security information that is critical to the continued success of the City’s business. Accordingly, Professional agrees that the City does not have an adequate remedy at law for breach of this Agreement and therefore, the City shall be entitled, as a non- exclusive remedy, and in addition to an action for damages, to seek and obtain an injunction or decree of specific performance or any other remedy, from a court of competent jurisdiction to enjoin or remedy any violation of this Agreement. 12. No act of omission or commission of either the City or Professional, including without limitation, any failure to exercise any right, remedy, or recourse, shall be deemed to be a PSA WO - 8225 Maximo Consulting Services Page 15 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 waiver, release, or modification of the same. Such a waiver, release, or modification is to be effected only through a written modification to this Agreement. 13. Neither party shall assign any of its rights, privileges or obligations under this Agreement to any third party without prior written consent of the other party. 14. This Agreement is to be construed in accordance with the laws of the State of Colorado. Venue and jurisdiction for any cause of action or claim asserted by either party hereto shall be in the District Court of Larimer County, Colorado. PSA WO - 8225 Maximo Consulting Services Page 16 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT F Fort Collins Expense Guidelines: Lodging, Per Diem Meals and Incidentals and Other expenses: January 1, 2016 Fort Collins Policy: Lodging: Hotels will be reimbursed at $109/day provided the government rate is available. If the government rate is not available, the best available rate shall be used and a printout of the available rates at the time of the reservation provided as documentation. Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes. Receipts are to be provided. Actual expense will apply Meals and Incidentals: In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines. Daily rate: $59 Travel Days rate: 75% of $59 = $44.25 Vehicle Expenses: All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed. The standard for vehicle size is mid-size to lower. If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most direct route is the standard for determining total mileage. Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2016 is $0.54. Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins. Extra Ordinary Cost Prior authorization required. Expenses Not Allowed Liquor, movies, or entertainment (including in-room movies); Sporting events; Laundry, dry-cleaning or shoe repair; Personal phone calls, including connection and long-distance fees; Computer connections (unless required for City business); Other personal expenses not directly related to City business; Convenience charges; Rescheduling Airline Charges not related to City requirements. Excessive meal tip amounts generally over 20%; Delivery fees shall not exceed 10% of the total bill, if not already included; Hotel Cleaning Tips; Extra Baggage for one day trips; Air Travel (when local); PSA WO - 8225 Maximo Consulting Services Page 17 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Items that are supplied by the City. Time Frame for Reporting Per contract (every 30 days). Reference: The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 for meals and incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses , and 2) transportation between places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item. The M&IE is further broken down by: Breakfast: $13 Lunch: $15 Dinner: $26 Incidentals: $5 Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for Fort Collins. PSA WO - 8225 Maximo Consulting Services Page 18 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT G ADDENDA TO RFP PSA WO - 8225 Maximo Consulting Services Page 19 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 1 of 6 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8225: Maximo Consulting Services OPENING DATE: 3:00 PM (Our Clock) February 2, 2016 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Pat Johnson, CPPB, Senior Buyer at (970) 221-6816 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing PSA WO - 8225 Maximo Consulting Services Page 20 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 2 of 6 EXHIBIT 1 - QUESTIONS & ANSWERS Q1. Please provide a description of water and electric use cases developed to date, any in progress, and any planned/future use cases. A1. The only Use Cases that have been developed are for non-standard, approximately 65. Standard, core Maximo Use Cases have not been documented, this is the majority that is yet to be done. Q2. Page 4 (B): It appears that QA and PROD have not been updated to Maximo version 7.6. Is one of the tasks for the Professional to perform the upgrade? It is not spelled out within the RFP as a task. A2. No, it is anticipated Fort Collins will do this upgrade and consultant will provide support as requested. Q3. Page 4 (B): It is stated as “WE are migrating 3 separate, similar legacy systems…” Is this migration of the 3 systems part of the tasks performed by the Professional? A3. No, migration of Data is not anticipated to be part of Professional’s scope. Q4. Page 4 (B): If included, what are the 3 Legacy systems and their function? A4. Data migration is not included. Q5. Page 4 (B): Is the Maximo side of the GIS Sync part of the tasks to be performed by the Professional? A5. To be determined Q6. Page 4 (B): is the 2 planned integrations part of the tasks to be performed by the Professional? A6. Integrations to GNET - no; Inventory to JDE – yes; GIS/ESRI – TBD Q7. Page 6 (VI.A.2): Is past performance in Water/Wastewater a discriminator for selection? (i.e. will be considered non-responsive if lacking). A7. Minimum Compliance Requirements are as stated. Q8. Page 8 (VI.H): As a privately held company, the disclosure of financial details is held close. However, a Dunns and Bradstreet (D&B) report can be pulled for this information by Ft. Collins. The NDA provided in Exhibit E is not mutually protective. Would Ft. Collins be open to a mutual NDA or would City be open to holding the financial discussion if firm is downward selected rather than providing with submission? A8. The City prefers the information be sent as requested in the RFP. It can be sent as a separate confidential file. It will only be reviewed by the Senior Buyer, the Purchasing Director and the Project Manager. Q9. Page 10 (VII.E): Should a travel estimate be provided for Ft. Collins planning purposes? A9. Yes. PSA WO - 8225 Maximo Consulting Services Page 21 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 3 of 6 Q10. Page 11 (VII.F.3 and 4): Questions 3 and 4 ask about Professionals past relationship with Ft. Collins. Is Ft. Collins essentially stating that they prefer a company that has a current or previous relationship as this is not detailed in VII.B on Page 12/13? A10. Fort Collins seeks to obtain the best value for Fort Collins in this selection process. Being aware of and understanding Professional’s past and present work with Fort Collins is a part of gaining insight into that aspect of Professional’s experience. Q11. Attachment 2: Ft. Collins does not provide enough details in Attachment 2 to adequately provide a NTE amount or determine hours. It is stated that “certain level of implementation has been completed” and “substantially more remains to be completed.” Please provide additional information where possible. A11. An NTE is not required at this point. Professional is being asked to submit their best expectation as to level of effort and related costs to complete requested work based on the limited information provided. Q12. Ft. Collins desires optional year pricing for outlying years, however the Scope of Work Order #1 doesn’t really lend itself to years other than year one or what the future tasks would be. Please explain the intention and tasks for years beyond year one. A12. It is anticipated future Work Orders will be created in outlying years. The purpose of this question is for Fort Collins to understand and document applicable rates for Professional for those outlying years. Q13. Does Ft. Collins have an anticipated number of hours that the tasks in Work Order #1 are anticipated to need? A13. No. Q14. Can you share current work process, and where are you on your path toward achieving your goal of maintenance and reliability excellence? A14. It is understood the information provided in the RFP is limited, please rely on that level of detail in responding to RFP. Q15. # of Assets, and current system or state they are in, i.e. documented, bar coded, cataloged A15. 7,000 assets are operational in Maximo for Treatment Plants at this time. Approximately 250,000 are anticipated for Water Field Operations. A migration plan has been developed for these. An estimate of 350,000 is offered for Electric Field Operations. These are in legacy systems and no work has been done toward migration. Q16. # of Customizations? A16. None, aside from integrations Q17. # of Automation Scripts A17. Currently less than 12 PSA WO - 8225 Maximo Consulting Services Page 22 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 4 of 6 Q18. Data base type and version A18. Oracle, 11G, planning upgrade to 12C within approximately 6 months Q19. Number and types of reports A19. To be determined Q20. Number and types of metrics A20. To be determined Q21. All Maximo modules or add – ones that are expected to be deployed A21. Core plus Utilities, T&D, Spatial, Calibration Q22. Method used for integrations, both current and planned A22. Currently, GL and CIS use one-way, into Maximo, Integration Tables. Planned, ESRI, two-way via third-party product, or Maximo Spatial. Inventory via customer JDE Z1 file format. GNET TBD. Q23. Do you have a MDM platform for mobile devices? A23. AirWatch is our City Wide MDM. Q24. Example and numbers for Hierarchy a. Sites: three i. Locations 1. Assets ii. Virtual Locations A24. a. Sites: three i. Locations: anticipated 500, multi-tier 1.Assets: 600,000 plus ii. Virtual Locations: None Q25. Current state / System for meter calibration and what is plan for archiving? A25. Current State: not being used. Plan is TBD. Q26. User counts, by current group – Planner/scheduler – supervisor, Field Supv, Field tech A26. Operational at this time: Planner/scheduler: 0, supervisor: 0, Field Supv: 5, Field tech: 12 Q27. Can you give a brief overview by each group of your current workflow from Asset Creation through disposition? A27. Engineering: Capital Project Asset Creation Field Supervisors/GIS: Replacement Asset Creation PSA WO - 8225 Maximo Consulting Services Page 23 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 5 of 6 Operations, Labs, Supervisors: Service Requests Field Supervisors: Service Request Approval / Work Order Creation Field Supervisors: Work Order Planning and Assignment Field Supervisors and Field Techs: Work Order Performance Field Supervisors: Work Order Review & Close Field Supervisors: Asset Decommission Q28. Are there any significant complexities that Fort Collins has identified, that are considered to require customization? A28. Fort Collins hopes to avoid or limit customizations. Q29. Can you describe the culture at Fort Collins, are they more likely to change process or adapt software to current process? A29. A mixed response is anticipated. Q30. Representative Examples and counts of a. PM’s 1046 operational b. Routes 301 operational c. Job Plans 997 operational A30. Includes plant operations only and does not include Water Field Operations (WFO) or Electric Field Operations (EFO) which are TBD. a. PM’s 1046 operational b. Routes 301 operational c. Job Plans 997 operational Q31. Is there a Mobile Device Management architecture or strategy in place, or have other point solutions been adopted? A31. No. Q32. Is the objective to take the device to point of work, or more leave in vehicle state? A32. At plants; point of Work. Field operations: TBD. Q33. What is expected to be on mobile device re A33. Do not understand, question is not complete. Q34. Will mobile be in a “disconnected” or always connected state? A34. Unknown at this time, some level of disconnected functionality and use is anticipated. Q35. Is there any requirement for devices to be intrinsically safe? A35. Safety is a high priority for our organization. PSA WO - 8225 Maximo Consulting Services Page 24 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Addendum 1 – 8225 Maximo Consulting Services Page 6 of 6 Q36. Have devices been selected or operating system for mobile devices? A36. No. Q37. Has budget been set aside for mobile device infrastructure and development? A37. Only a preliminary estimate exists at this time. Q38. What transactions do you want available as a mobile solution? A38. Work Order performance, map interaction and Inventory Management. Q39. What are the security requirements for mobile devices and mobile capabilities? A39. Accepted good practice Q40. Have all regulatory PM’s been established? A40. No. Q41. What Versions are the systems being integrated and are there any customizations to those systems that could impact the integrations? A41. ESRI: 10.2, no customizations, JDE and CIS: N/A, Q42. Has an evaluation of 7.6 features been done and will any of those be implemented as part of this project? A42. We are upgrading to 7.6 and plan to take advantage of all features therein. Q43. Our preferred method is to work with the client providing guidance and leadership in order for the client to develop the long term skills required to continue to roll out, enhance and further drive benefit from Maximo. What is the current makeup of the existing Fort Collins team and how much time will be available for this project? A43. Fort Collins has staff that is experienced with current deployment. Staffing is limited and the balance between workloads that can be accomplished by Fort Collins staff versus professional is yet to be resolved. Q44. What system of change control and document management is in place? A44. This is to be proposed and mutually determined as a part of Professional’s Project Management services PSA WO - 8225 Maximo Consulting Services Page 25 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT H RFP 8225 MAXIMO CONSULTING SERVICES PSA WO - 8225 Maximo Consulting Services Page 26 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 REQUEST FOR PROPOSAL 8225 MAXIMO CONSULTING SERVICES Technical Consultant, Project Management, Change Management and Related Services The City of Fort Collins Utilities is seeking support for its continued implementation of a comprehensive Maximo asset management system for asset lifecycle, work order, and maintenance management. The Utility is specifically seeking the professional services of a technical consulting firm to provide general support services including (1) Maximo best practice implementation from an IT Technical and Business Process perspective, (2) Professional project management for the implementation of Maximo and (3) related corporate and employee workflow, process and human response change management guidance and support services for a combined municipal water, wastewater, stormwater and electric distribution utility operation. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, seven (7) copies will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), February 2, 2016 and referenced as Proposal No. 8225. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Questions concerning the project should be directed to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com in written format. Please format your e-mail to include: RFP 8225 MAXIMO CONSULTING SERVICES in the subject line. The deadline for question submittal is January 21, 2016 at 3:00 pm. A copy of the Proposal may be obtained at www.rockymountainbidsystem.com The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. Firms are allowed to submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the firm will redact all text and/or data that it wishes to be considered confidential and denote the information as “proprietary” or “confidential”. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Fort Collins, CO 80522 8225 RFP Maximo Consulting Services 1 PSA WO - 8225 Maximo Consulting Services Page 27 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision- making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Director of Purchasing 8225 RFP Maximo Consulting Services 2 PSA WO - 8225 Maximo Consulting Services Page 28 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 TABLE OF CONTENTS Page I. OBJECTIVE, BACKGROUND AND GOALS 4 II. INSTRUCTIONS TO PROFESSIONALS 6 III. PROPOSAL FORMAT 9 IV. REVIEW AND ASSESSMENT 12 ATTACHMENTS ATTACHMENT 1 - PROPOSAL ACKNOWLEDGEMENT 16 ATTACHMENT 2 - WORK ORDER #1 17 ATTACHMENT 3 - KEY RESOURCES 19 ATTACHMENT 4 – SAMPLE PROFESSIONAL SERVICES AGREEMENT, WORK ORDER TYPE 21 Exhibit A: Sample Work Order Form 27 Exhibit B: Insurance Requirements 28 Exhibit C: Confidentiality 29 Exhibit D: Fort Collins Expense Guidelines 30 Exhibit E: Non-Disclosure 32 Exhibit F: Additional Contract Documents 35 8225 RFP Maximo Consulting Services 3 PSA WO - 8225 Maximo Consulting Services Page 29 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 REQUEST FOR PROPOSAL 8225 MAXIMO CONSULTING SERVICES Technical Consultant, Project Management and Change Management and Related Services V. OBJECTIVE, BACKGROUND AND GOALS A. OBJECTIVE The City of Fort Collins Utilities is seeking support for its continued implementation of a comprehensive Maximo asset management system for asset lifecycle, work order, and maintenance management. The Utility is specifically seeking the professional services of a technical consulting firm to provide general support services including (1) Maximo best practice implementation from an IT Technical and Business Process perspective, (2) Professional project management for the implementation of Maximo and (3) related corporate and employee workflow, process and human response change management guidance and support services for a combined municipal water, wastewater, stormwater and electric distribution utility operation. B. BACKGROUND Maximo Project Status Description Ft Collins Utilities, has 3 Maximo Environments, Development (DEV), Quality Assurance (QA), Production (PROD) with QA and PROD using LDAP (Lightweight Directory Access Protocol), for single sign on and security. Current version is Max 7.5.04, using Multi-Site configuration, with PROD and QA using a Clustered design. Presently Fort Collins is in the process of migrating DEV to Max 7.6. We have Maximo deployed at our Water Treatment Plants. This was a minimal deployment, and new applications, classifications, locations, job plans, etc. are being added. Fort Collins is in the process of reviewing Requirements Use Cases and validating our first Legacy System Data Migration, ported into Maximo via a GIS Feature Class Sync process. This is for our Water Field Operations groups. We are migrating 3 separate, similar legacy systems into one Maximo Site. Presently Fort Collins is planning an upgrade of GIS/ESRI to Maximo Integration Architecture, to include 2 way sync, instead of one way sync. The City has in-house expertise in modifying the Maximo DB (database) schema, modifying applications via User Interface(UI) and configuration, Start Centers, Key Performance Indicator’s (KPI’s), Data loading via the MIF (Maximo Integration Framework), basic MBO (Maximo Business Object) and ROS (Report Object Structures) knowledge and some BIRT (BIRT Report Writer) and Crystal Reports expertise. The City can also refresh environments from PROD as needed, not using Migration Manager at the moment. There are 4 Maximo External systems integrations, 2 are operational, and 2 are planned; JDE (ERP), CIS (Customer information) all one way integrations, via MIF Integration tables. GNET (Cues GraniteNet) ESRI integration planned and Maximo Inventory to JDE (ERP) one way Issues/Returns transactions designed and partially developed. 8225 RFP Maximo Consulting Services 4 PSA WO - 8225 Maximo Consulting Services Page 30 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 C. GOALS 1. Capability and Experience the City desires to procure under this RFP include: a. Successful IBM Maximo implementation and operation experience and Best Practices, including: 1) On-going operation of IBM Maximo systems in similar municipal applications specifically including services for a combined municipal water, wastewater, stormwater and electric distribution utility operation. 2) Mobile solutions that delivers IBM Maximo system functionality for use by Field Operations. 3) IBM Maximo Spatial, IBM Maximo Linear, IBM Maximo Transmission & Distribution and IBM Maximo Calibration add-ons. b. Successful experience implementing Maximo Spatial (or similar functionality) into Maximo configuration decisions, Maximo work flow processes, Maximo use case implementations, data verification, data analysis and ESRI Map integration, including: 1) GIS Feature Class design and integration to Maximo, with or with Maximo Spatial. 2) GIS to Maximo Synchronization, processes and software. 3) Mobile Applications Software Vendor RFP selection including support for Maps, both online and offline. c. Successful experience with rigorous Program/Project Management, including: 1) Critical path time line planning and execution. 2) Systems Architectural Engineering. 3) End to end technical Integration/Systems Engineering Leadership. 4) Implementation Execution. 5) Test Engineering. 6) Regular and Thorough Project Progress reporting. d. Successful experience with Change Management & Business Process Transformation, including: 1) Documentation and modification of use cases, business processes, etc. and requirements as applicable for implementation of Maximo asset management system for asset lifecycle and maintenance management. 2) Review of requirements documents and ability to perform Fit/Gap Analysis, for migration to Maximo. 3) Building internal (employee) “grass roots” understanding, commitment, momentum, and “buy-in” to facilitate implementation and subsequent day-to-day operation of Maximo system. 4) Building and maintaining executive understanding and commitment to elements of Change Management & Business Process Transformation that is required for both implementation and on-going maintenance, as a critical success factor to the ongoing operation of Maximo at the Fort Collins Utilities. 5) Supporting the creation of communications materials, oral, written, video, etc. as may be appropriate for implementation, operation, training, etc. for the short and long term operational success of Maximo at the City of Fort Collins Utilities. 2. Services to be performed. Provide professional services to effectively guide Fort Collins through successful Maximo project implementation to successful long term operation with capability, knowledge and experience that include: 8225 RFP Maximo Consulting Services 5 PSA WO - 8225 Maximo Consulting Services Page 31 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 a. Knowledge and experience related to other Utility and governmental organizations lessons learned about what to avoid, what to address, etc. for successful implementation and operation. b. Maximo configuration to support reporting and operation for long term success and efficient operations. c. Project Management to include definition and adherence to project’s scope, schedule, quality, and cost and supporting related communications with all levels within the Utilities and City organization. d. Identifying and supporting technology and integrations that will sustain the Utility well into the future and not become prematurely obsolete. e. Troubleshooting and recommendations for any IT, business processes, etc. systems integrations required for successful implementation and operation of Maximo. f. Identifying and supporting implementation of mobile solutions compatible with Maximo for use by Field Operations crews. g. Although Spatial and mapping implementation is being addressed as a separate project, Spatial integrations, coordination and timing are critical to successful implementation and operation of Maximo most specifically as related to water and electric field operations. Keen attention, understanding and coordination with the Spatial mapping project is a requirement and is critical to the success of this Maximo project. This will require close coordination and understanding of the Utilities Mapping project which is a critical path dependency for the Maximo implementation. Focus and attention shall include field use best practices with respect to mobile application, Spatial and mapping operational integration, etc. VI. INSTRUCTIONS TO PROFESSIONALS A. Minimum Compliance Requirements: Professional’s proposal will be reviewed to determine if it meets Minimum Compliance Requirements for further consideration. If it is concluded by Fort Collins Utilities that Professional’s proposal does not meet the Minimum Compliance Requirements, the proposal will be considered non-responsive and will not receive any further consideration. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review shall be final. Professional is advised that they shall not have the opportunity to address any deficiencies after their proposal has been submitted. Proposal should be complete and clearly include the required information described below. 1. Must have clearly demonstrated successful implementation and operational experience with similar governmental utilities including Maximo version 7.5 and familiarity with 7.6 applications. Must demonstrate experience in a majority of the following operational areas: water distribution, wastewater collection, storm water, electric power distribution, water production, water reclamation, supply chain, fleet management and facilities management. 2. Demonstrated experience in working with local government organizations to understand local government, values and goals. 3. Demonstrated success in implementing mobile solutions for Maximo for utility field operations applications. 8225 RFP Maximo Consulting Services 6 PSA WO - 8225 Maximo Consulting Services Page 32 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 4. Demonstrated capability and skill to present varied aspects of the Maximo project to various parties who are interested and impacted by this project. This audience at the City of Fort Collins includes Utility employees such as Field Operations personnel and managers, executives in the organization and citizen boards/committees. 5. Demonstrated/verifiable successful experience implementing Maximo Spatial (or similar functionality) into Maximo configuration decisions, Maximo work flow processes, Maximo use case implementations, data verification, data analysis and reporting. 6. Key Resources identified in Attachment 3, Key Resources, are substantive to consideration and selection of Professional. Professional shall contractually commit specific individuals’ availability and continuity to the Fort Collins project. Likewise, Fort Collins reserves the right to actively participate in changes to key resources, such as removing key resource staff from the Fort Collins project when Fort Collins, at its sole opinion, concludes the given consulting resource does not provide the maximum project benefits for Fort Collins; and selection of any new Key Resources staff that Professional desires to bring to the Fort Collins project. B. FEES, TRAVEL & EXPENSES 1. Consultant shall include a current fee schedule. A fee schedule for sub-consultants, if used, shall be included. 2. Consultants are to provide a list of fees for reimbursable expenses. Reasonable expenses will be reimbursable as per the attached Attachment 4, Exhibit D Fort Collins Expense Guidelines and as negotiated. C. RFP FOR ADDITIONAL SERVICES TO COMPLETE THE MAXIMO PROJECT In the event that the selected firm writes any applicable RFPs for related work under this agreement, the firm will not be able to respond to those RFPs or provide the work being requested through said RFPs. D. USE OF SUB-CONSULTANTS/PARTNERS There may be areas for use of sub-consultants or partners from the award of this RFP. Consultants will be responsible for identifying the sub-consultants necessary during the scope of work negotiation. Please keep in mind that the City will contract solely with the Consultant, therefore sub- consultants/partners remain the sole responsibility of the Consultant. E. RFP SCHEDULE The expected schedule for the RFP is as shown below. Milestone Date Issuance of RFP January 12, 2016 RFP Questions due January 21, 2016, Final Addendum Issued January 25, 2016 RFP Proposals Due February 2, 2016 Interviews/Present Proposals February 22-24,2016 (Tentative) 8225 RFP Maximo Consulting Services 7 PSA WO - 8225 Maximo Consulting Services Page 33 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 F. PERIOD OF AWARD The period of performance for the Maximo Consulting Services Agreement is from contract award approximately March 2016 for an initial period of one year. The contract will include the option, at the sole discretion of Fort Collins, to renew the contract for up to four (4) additional one (1) year terms. G. KEY RESOURCES Personal resumes shall be provided for candidates in the roles described in Attachment 3. H. FINANCIAL STATEMENT (CONFIDENTIAL) Firms are to submit the following information in a separate file for review by the Director of Purchasing. Documents listed here will be kept confidential. Provide a recent financial statement (audited if possible) including balance sheet and income statement showing: 1. Current assets 2. Other assets 3. Current liabilities 4. Other liabilities 5. Fixed assets and equipment 6. Banking Reference (Provide name, address and phone number) I. CONFLICT OF INTEREST DISCLOSURE The Utility is committed to objectivity, full disclosure and protection of propriety information in all its procurement practices. Accordingly, bidders shall: NOTE: If a project team made up of individuals from more than one organization is being proposed, address the following questions in the context of each separate organization/staffing resource included in the collective team proposal. 1. Disclose any current or recent (within the last two years) contractual relationship with any supplier of Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. 2. Explain any “partnering” relationships with any Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. 3. For the current company personnel only, cite their Maximo, Mobile applications, Spatial and Mapping applications experience. 4. Cite experience in the investor owned/public power sector and familiarity with Maximo projects by other utilities. 5. Cite experience in the public sector with Maximo projects by other public entities. 6. Describe other current Maximo project commitments and demonstrate that ample expert personnel are available to meet Utility’s needs. 8225 RFP Maximo Consulting Services 8 PSA WO - 8225 Maximo Consulting Services Page 34 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 7. Provide a company/project organization chart and list. Discuss any recent gains or losses of technical, engineering, or management personnel involved in Maximo implementation and operational support in the previous 18 months. 8. If a project team made up of individuals from more than one organization is being proposed, provide a project organization chart clearly identifying separate individuals being proposed and related organizational affiliation of each. 9. Discuss the impacts or changes associated with acquiring or being acquired by any other firm within the past 3 years 10. Discuss experience with investor owned/municipal utilities of a size equal to or larger than the City of Fort Collins Utilities. 11. Disclose any current or past litigation, contractual disputes or early terminations as related to over payment or performance. J. AGREEMENT A sample copy of the Agreement the City will use to contract for the services specified in this RFP is included for your review. The attached contract is only a sample and is not to be completed as part of the proposal. It is the intent of the City to incorporate the RFP documents, RFP Response and BFO in the Agreement. Please note in your proposal any exceptions to the contract. Any material exceptions to the contract may be grounds for considering a proposal non-responsive. VII. PROPOSAL FORMAT For this section, consultants are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what consultants propose to provide and shall be incorporated in the contract award as deemed appropriate by Utilities. A proposal that does not include all of the information required may be deemed incomplete and may be subject to rejection. Limit the total length of your proposal to a maximum of 50 pages (8.5 x 11” only) (excluding covers, table of contents, dividers, sustainability response and proposal acknowledgement form). The Fee Schedule may be 11 x 17” if necessary (2 pages). The Director of Purchasing may reject proposals received that are longer than 50 pages in length. If choosing to submit hardcopy Proposals, Professional shall use recycled paper wherever possible. A. CONSULTANT INFORMATION AND EXPERIENCE The Consultant should provide the following information: 1. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). 2. Describe the Company’s business and background, including the size, location, capacity, type of firm, details about ownership and year established. 3. Describe the company’s structure, including an organizational chart, which illustrates leadership and roles. 4. Complete the Proposal Acknowledgement form. 8225 RFP Maximo Consulting Services 9 PSA WO - 8225 Maximo Consulting Services Page 35 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 B. MINIMUM COMPLIANCE REQUIREMENTS Clearly state in this section or clearly identify where in the proposal Professional believes they have fulfilled each and all of the Minimum Compliance Requirements as listed above. Please note: If it is concluded by Fort Collins Utilities that Professional’s proposal does not meet the Minimum Compliance Requirements the proposal will be considered non-responsive and will not receive any further consideration. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review by Fort Collins shall be final. C. CONFLICT OF INTEREST DISCLOSURE Address each specific items listed under the Conflict of Interest Disclosure above. D. SCOPE OF PROPOSAL 1. Provide a detailed narrative of the services your firm proposes to provide if awarded the contract. The narrative should include any options that may be beneficial for Utilities to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. 3. Describe the methods and timeline of communication of project status your firm will use with the City’s Project Manager and other members of the Project team. 4. Detail recent experience your firm and proposed team has related to the scope of work as described in this RFP. 5. For Work Order #1, Attachment 2, provide a work plan, level of effort and related fees for the Work Order #1 as described herein. Describe your recommended approach to the project and estimated hours for each proposed task. Detail risk factors to be considered, major issues and significant dependencies to be considered. E. COST AND WORK HOURS Provide labor rates per the job descriptions included in Attachment 3 and any other applicable resources. Include annual price escalator if any for 2016 through 2021. Price increases, if necessary, will only be added on an annual basis at time of renewal. Further, please include any reimbursable expenses and applicable mark-ups that would apply to this contract. The City of Fort Collins desires time and material pricing for the services described herein for a potential five (5) year contract term. Proposer should submit multi-year (2016-17, 2017-18, 2018-19, 2019-20 and 2020-21) rates of resources that meet this RFP’s requirements as outlined herein. For Work Order #1, provide us with a breakdown by employee name and job title, hourly rate for each, estimated number of hours per milestone task, and estimates for any reimbursables and a total not to exceed cost. Work order #1 is very close to the actual Scope of Work (SOW) that will be executed with the awarded Consultant. The final SOW and pricing will be negotiated with the awarded Consultant based on the pricing included in the RFP response and other factors. Provide sub-consultant information as well, following the instructions above. 8225 RFP Maximo Consulting Services 10 PSA WO - 8225 Maximo Consulting Services Page 36 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 F. ASSIGNED PERSONNEL/FIRM CAPABILITY Identify key personnel who will execute the project and duties as identified in Attachment 3. 1. Include resumes (limited to 2 pages each) for each project participant. 2. Provide a description of similar relevant work performed and contact person information. Ideal references will include services for (1) Maximo implementation and operation, (2) Maximo implementation and operation project management and (3) related change management support services. It will be Fort Collin’s discretion to contact all, some, or none of these references. In addition to those listed in the proposal, additional work references may be contacted as Fort Collins determines may be helpful for evaluation purposes. Include the following information for three (3) or more recent references : a. Name of firm b. Name and title of contact, phone number and email address c. Relevant services provided d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs e. Original schedule and actual completion time for each change order 3. What experience does your firm have with the relevant legacy operational systems at Fort Collins? 4. What additional relevant experience with Fort Collins operations, staff, etc. does Professional’s proposal include? 5. If sub-consultants are proposed to perform a portion of these services, describe the sub- consultants that you have working relationships with and that you propose to use under this award. Detail projects where you have worked with the sub-consultants previously. 6. If you are including a sub-consultant as part of your team, please provide answers as related to these sub-consultants to questions 1-5 in this section as well. 7. Provide details on your firm’s commitment to quality and attention to detail. Explain the processes your team will use to assure delivery of a high quality finished product. G. AVAILABILITY 1. How will Proposer’s team seamlessly engage with current project activities and tasks at Fort Collins? 2. Describe the availability of project personnel to participate in this project in the context of the consultant firm’s other commitments. H. SUSTAINABILITY/TBL METHODOLOGY In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc.. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace, see below in Section IV: Review and Assessment for additional information. 8225 RFP Maximo Consulting Services 11 PSA WO - 8225 Maximo Consulting Services Page 37 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 I. ADDITIONAL INFORMATION Provide any information that distinguishes Consultant from its competition and any additional information applicable to this RFP that might be valuable in assessing Consultant’s proposal. VIII. REVIEW AND ASSESSMENT A. Selection Process The evaluation process is anticipated to be a multistep process that will lead to a narrowing of Professionals in each step for final consideration and selection. Depending upon number of qualified proposals and results of evaluations, individual steps described below may be combined or modified as Fort Collins determines is in the best interest of the Fort Collins selection process. Anticipated steps in the selection process are: 1. Evaluation based on Professional’s written proposal. 2. Evaluation based on Professional Interviews and BFO offer. 3. Evaluation based on Reference calls. B. Evaluation Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals, the Best and Final Offer (BFO), the interview session and the optional reference calls. At the discretion of the City, interviews of the top rated firms may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review by Fort Collins shall be final. WEIGHTING FACTOR EVALUATION CRITERIA STANDARD 2.0 Scope of Proposal Does the proposal follow proposal format directions, adequately address all topics and show an understanding of the project objectives, methodology to be used and results that are desired from the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 8225 RFP Maximo Consulting Services 12 PSA WO - 8225 Maximo Consulting Services Page 38 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 3.0 Assigned Personnel/Firm Capabilities Do the persons who will be working on the project have the necessary skills, knowledge and abilities? Are sufficient people of the requisite skills assigned to the project? Do the assigned personnel have past experience in the Maximo system for Utilities and its on-going use, project management, change management in guiding other similar programs and projects to successful implementation and operation? What has been their demonstrated success rate in delivering quality results in prior engagements? Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on-time and in-budget? Do the firm’s personnel have past experience in implementing and operational support of other similar programs and projects to successful completion? What has been the success rate in delivering quality results in prior engagements? Do the firm’s personnel have professional Maximo, Project Management, and Change Management experience and credentials? Does the firm have broad and deep relevant technical skills? 1.0 Availability Can resources start on the project immediately? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? Is indicated availability supported by others experience with firm? 8225 RFP Maximo Consulting Services 13 PSA WO - 8225 Maximo Consulting Services Page 39 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 2.0 Cost and Work Hours Do the proposed hourly billing rates and expenses compare favorably with the project Manager's estimate? How do the cost and work hours compare among proposals as related to level of effort (hours) required and demonstrate understanding of work effort required? Are work hours presented adequate and reasonable for the effort required in each project task or phase? Does the proposal included detailed cost break-down for each cost element as applicable and are the line-item costs competitive? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 8225 RFP Maximo Consulting Services 14 PSA WO - 8225 Maximo Consulting Services Page 40 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 C. Best and Final Offer At the time of interviews, Professionals will have the opportunity to improve the value of the proposal for services being submitted to the City. Examples of such enhancements that may be offered would include additions to professional team offered in proposal, enhancements that might improve any of the Evaluation Criteria considerations described above. D. Reference evaluation (Top Ranked Firm) The City Utilities’ Project Manager and the Senior Buyer will check references using the following criteria. The evaluation rankings will be labeled Satisfactory and Unsatisfactory. QUALIFICATION STANDARD Performance to scope How well did Professional perform in meeting scope as initially defined? Were change orders or other in process modifications required to meet initially defined scope? Assigned Personnel Did people working on project consistently demonstrate knowledge, skills and abilities to deliver desired project results? Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Availability Was professional able to meet all target start, delivery and completion dates? Were there any issues of scheduling conflicts or availability that created problems for the project? Cost and Work Hours Did Professional meet cost and work hour estimates provided on work tasks? Were there cost and/or work hour overruns? If so, what was the cause, lack of Professional’s ability to provide good estimates, overruns beyond Professionals ability to anticipate? Did Professional demonstrate understanding and planning for “normal” cost and scope over run factors? Firm Capability Did Professional consistently demonstrate organizational capability to support assigned personal, your organization and your project? Overall Performance Would you hire this Professional again? Did consistently show the capability and skills required by this project? Was their team good to work with? Could they adjust and effectively support the varying needs, style and concerns of the diversity of people from your organization? 8225 RFP Maximo Consulting Services 15 PSA WO - 8225 Maximo Consulting Services Page 41 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ATTACHMENT 1 PROPOSAL ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, the Consultant hereby makes the following representations to Utilities: a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief. b. The Consultant has obtained all necessary authorizations and approvals that will enable the Consultant to commit to the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof. d. I further agree that the method of award is acceptable to my company. e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30 days of notice of award. f. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. g. I acknowledge receipt of addenda. Consultant Firm Name: Physical Address: Remit to Address: Phone: Authorized Agent of Firm Name: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: 16 PSA WO - 8225 Maximo Consulting Services Page 42 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ATTACHMENT 2 8225 Maximo Consulting Services Technical Consultant, Project Management, Change Management and Related Services WORK ORDER #1: I. Task Summary 1. Fort Collins Utilities’ project for the implementation of a Maximo asset management/worker order system for asset lifecycle and maintenance management has lacked an adequately detailed Project Management Plan. The first task to be supported by selected Professional will be to assist Fort Collins in developing this detailed Project Management Plan. 2. As described in the Background discussion included in this RFP a certain level of implementation has been completed and substantially more remains to be completed. Implementation work yet to be completed includes final Maximo implementation for Water Field Operations, selection and implementation of mobile application to support water and electric field operations, integration of Maximo with Utilities Spatial strategy (a separate project from this Maximo project) that requires a high level of coordination, understanding, and scheduling integration with this Maximo project, implementation of Maximo for Utilities Materials Management (warehousing operations), and implementation of Maximo for Light and Power Field Operations. 3. Work Order #1 is for the development of a detailed Project Management Plan to complete the implementation of a Maximo assets management system for asset lifecycle and maintenance management for Fort Collins Utilities. This detailed Project Management Plan shall include scope (deliverables), schedule and cost baselines, requirements management plan, configuration management plan, change management plan, communication plan, and process improvement plan. Significant dependencies and risks shall also be identified. 4. Include in this scope of work any additional tasks and reporting that Professional believes would be helpful for Fort Collins Utilities management and staff to track and refine project implementation performance for successful implementation of Maximo assets management system for asset lifecycle and maintenance management for Fort Collins Utilities. II. Schedule The period of performance for Work Order #1 is from TBD (anticipated to begin March 1, 2016.) III. Project Execution Provide a task-by-task description of how each phase of Work Order #1 will be developed and completed. Include proposed approach, tools, methods etc. to successfully complete each task. IV. Project Timeline Provide a project timeline, to complete Work Order 1 with significant milestones based on a start date of March 15, 2016. V. Utilities Staff Identify key utilities personnel or functional responsibilities that will be required to help insure successful execution of Work Order #1. Briefly identify their duties and responsibilities as well as estimated level of effort required for planning purposes. VI. Professional Staff PSA WO - 8225 Maximo Consulting Services Page 43 of 195 17 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Identify key personnel who will execute the Work Order and briefly identify their duties and responsibilities. VII. Estimated Professional Staff Effort (to be completed by professional as a part of response to RFP) For the specific tasks and activities of Work Order #1, estimated hours by task for the period of performance of Section IV. Task Resource To be completed in proposal by Professional To be completed in proposal by Professional VIII. Compensation (to be completed by professional as a part of response to RFP) Professional Services Resource Hours Compensation: 2016 To be completed in proposal by Professional To be completed in proposal by Professional To be completed in proposal by Professional Attached itemized list and cost breakdown for all reimbursable direct costs. Reimbursable direct costs (refer to Professional Services Agreement): $_________ MAXIMUM estimated compensation for both Professional’s time and reimbursable direct costs: $___________ PSA WO - 8225 Maximo Consulting Services Page 44 of 195 18 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ATTACHMENT 3 KEY RESOURCES Professional should modify titles and or job descriptions to correspond to Professional’s terminology and for any proposed resources. Title Job Description Project Director Senior Executive with ultimate authority for large scale or turn key projects reporting to senior executive sponsors. Industry known expert in utility project management. Industry known expert in Project Director or Project Manager role. Project Manager Planning and administration of day to day project activities, monitoring execution of project schedules, routine status reporting, communicating risk and issues. Solution Architect/Developer Technical expertise for business process analysis re-engineering and integration analysis and implementation for enterprise systems integration. Engineering expertise for ensuring the proposer integration of related utility operational systems such as CIS, OMS, GIS, ERP, JDE, and SCADA. At least one reference each in GIS and Maximo implementation projects serving in the Solution Architect role. Functional Maximo Specialist Implementation, configuration and operational knowledge and experience with Maximo applications in multi-utility governmental organizations, implementation and operational knowledge of a mobile platform that delivers IBM Maximo functionality and implementation and operational knowledge of Maximo Spatial. Including User Interface, Database Attributes, Start Centers, KPI’s, Work Flows, and Reporting. Create existing Legacy reports into BIRT/COGNOS reports as needed. Update existing reports, QBR etc. PSA WO - 8225 Maximo Consulting Services Page 45 of 195 19 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Change Management Specialist Change Management guidance and structure to help insure effective training and long term organizational understanding and engagement for successful operation of Maximo system.. Communications Specialist Change Management and support of overall project communications efforts. High degree of knowledge of Fort Collins Utilities customers and communications approach. Others as may be proposed by Professional. Include Title and Job Description 20 PSA WO - 8225 Maximo Consulting Services Page 46 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ATTACHMENT 4 SAMPLE PROFESSIONAL SERVICES AGREEMENT WORK ORDER THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with any project Work Orders for RFP issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. No Work Order shall exceed $ . The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. A general scope of services is attached hereto as Exhibit “B”, consisting of ( ) page and is incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Professional and mailed no later than thirty (30) days prior to contract end. 5. Contract. This Agreement is a Contract, representing the entire and integrated agreement between the parties and supersedes any prior negotiations, written or oral representations and agreements. The Agreement incorporates the following Contract Documents. In resolving inconsistencies between two or more of the Contract Documents, they shall take precedence in the order enumerated, with the first listed Contract Document having highest precedence. 21 PSA WO - 8225 Maximo Consulting Services Page 47 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 The Contract Documents, except for Modifications issued after execution of this Agreement, are: a. This Agreement b. Addenda, if any c. Request for Proposals, containing ( ) pages, dated . d. Best and Final Offer e. Consultant's Proposal, containing ( ) pages, dated . 6. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 4. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorney’s fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit , consisting of one (1) page, attached hereto and incorporated herein. 7. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees 22 PSA WO - 8225 Maximo Consulting Services Page 48 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 and costs shall not exceed ($ ), in accordance with Exhibit “ ”, consisting of ( ) page , attached hereto and incorporated herein. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 8. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis in accordance with Exhibit “ ”, consisting of ( ) page , attached hereto and incorporated herein, with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 9. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 10. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable Mylar base material using a non-fading process to provide for long storage and high quality reproduction. "CD" disc of the as-built drawings shall also be submitted to the City in an AutoCAD version no older then the established city standard. 11. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 12. Independent Contractor. The services to be performed by Professional are those of an 23 PSA WO - 8225 Maximo Consulting Services Page 49 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 13. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 14. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 15. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this Agreement, such party may be declared in default. 16. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non- defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 17. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire Agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 18. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 24 PSA WO - 8225 Maximo Consulting Services Page 50 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this 25 PSA WO - 8225 Maximo Consulting Services Page 51 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 provision of this Agreement and the City terminates the Agreement for such breach. 20. Red Flags Rules. Professional must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Professional must take appropriate steps to mitigate identity theft if it occurs with one or more of the City’s covered accounts and must as expeditiously as possible notify the City in writing of significant breeches of security or Red Flags to the Utilities or the Privacy Committee. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit “ “ - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Senior Assistant City Attorney PROFESSIONAL'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: 26 PSA WO - 8225 Maximo Consulting Services Page 52 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Original Bid/RFP Project Number & Name: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this Work Order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of ( ) page(s) are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. PROFESSIONAL By:_______________________________ Date:_____________________________ CITY OF FORT COLLINS Submitted By: _________________________ Project Manager Date: _________________________ Reviewed by: _________________________ Senior Utility Engineer Date: _________________________ Approved by: _________________________ Water Engineering & Field Services Operations Manager Date: ________________________ Approved by: _________________________ Utilities General Manager (over $1,000,000) Date: ________________________ Approved by: _________________________ Purchasing Director (if over $60,000) Date: _______________________ 27 PSA WO - 8225 Maximo Consulting Services Page 53 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT B INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this Agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. 28 PSA WO - 8225 Maximo Consulting Services Page 54 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT C CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. 29 PSA WO - 8225 Maximo Consulting Services Page 55 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT D Fort Collins Expense Guidelines: Lodging, Per Diem Meals and Incidentals and Other expenses: January 1, 2016 Fort Collins Policy: Lodging: • Hotels will be reimbursed at $109/day provided the government rate is available. If the government rate is not available, the best available rate shall be used and a printout of the available rates at the time of the reservation provided as documentation. • Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes. • Receipts are to be provided. • Actual expense will apply Meals and Incidentals: In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines. • Daily rate: $59 • Travel Days rate: 75% of $59 = $44.25 Vehicle Expenses: • All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed. The standard for vehicle size is mid-size to lower. • If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most direct route is the standard for determining total mileage. • Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2016 is $0.54. • Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins. Extra Ordinary Cost • Prior authorization required. Expenses Not Allowed • Liquor, movies, or entertainment (including in-room movies); • Sporting events; • Laundry, dry-cleaning or shoe repair; • Personal phone calls, including connection and long-distance fees; • Computer connections (unless required for City business); • Other personal expenses not directly related to City business; • Convenience charges; • Rescheduling Airline Charges not related to City requirements. • Excessive meal tip amounts generally over 20%; • Delivery fees shall not exceed 10% of the total bill, if not already included; • Hotel Cleaning Tips; • Extra Baggage for one day trips; • Air Travel (when local); 30 PSA WO - 8225 Maximo Consulting Services Page 56 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 • Items that are supplied by the City. Time Frame for Reporting • Per contract (every 30 days). Reference: The Federal GSA guidelines for Fort Collins are $98/day for hotel and $56 for meals and incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses , and 2) transportation between places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item. The M&IE is further broken down by: • Breakfast: $13 • Lunch: $15 • Dinner: $26 • Incidentals: $5 Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for Fort Collins. 31 PSA WO - 8225 Maximo Consulting Services Page 57 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT E NON-DISCLOSURE AGREEMENT THIS NON-DISCLOSURE AGREEMENT (Agreement) made and entered into this day of 2015, by and between the City of Fort Collins, a municipal corporation (“City”) and (Professional) (collectively, the “Parties”). WITNESSETH WHEREAS, the parties desire to assure the confidential and/or proprietary status of the information which may be disclosed to each other in connection with their discussions relating to RFP . NOW, THEREFORE, in consideration of terms and covenants contained herein, the Parties agree as follows: 1. Confidential Information. Confidential Information controlled by this Agreement refers to information which is confidential and/or proprietary and includes by way of example, but without limitation, City customer information, location information, network security system, business plans, formulae, processes, intellectual property, trade secrets, designs, photographs, plans, drawings, schematics, methods, specifications, samples, reports, mechanical and electronic design drawings, customer lists, financial information, studies, findings, inventions, and ideas. To the extent practical, Confidential Information shall be marked "Confidential" or "Proprietary". In the case of disclosure in non-documentary form made orally or by visual inspection, the Discloser shall have the right, or, if requested by the Recipient, the obligation to confirm in writing the fact and general nature of each disclosure within a reasonable time after it is made in order that it is treated as Confidential Information. Any information disclosed to the other party prior to the execution of this Agreement shall be considered in the same manner and be subject to the same treatment as the information disclosed after the execution of this Agreement. 2. Use of Confidential Information. Recipient hereby agrees that it shall use the Confidential Information solely for the purpose of performing its obligations under this Agreement and not in any way detrimental to Discloser. Recipient agrees to use the same degree of care Recipient uses with respect to its own proprietary or confidential information, which in any event shall result in a reasonable standard of care to prevent unauthorized use or disclosure of the Confidential Information. Except as otherwise provided herein, Recipient shall keep confidential and not disclose the Confidential Information. The City and Contractor shall cause each of their directors, officers, employees, agents, representatives, Subcontractors to become familiar with, and abide by, the terms of this section. 3. Exclusions from Definition. The term “Confidential Information” as used herein does not include any data or information which is already known to the receiving party or which before being divulged by the receiving party (1) was generally known to the public through no wrongful act of the receiving party; (2) has been rightfully received by the receiving party from a third party without restriction on disclosure and without, to the knowledge of the receiving party, a breach of an obligation of confidentiality; (3) has been approved for release by a written authorization by the other party hereto; or (4) has been disclosed pursuant to a requirement of a governmental agency or by operation of law. 32 PSA WO - 8225 Maximo Consulting Services Page 58 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 4. Required Disclosure. If the receiving party is required (by oral questions, interrogatories, requests for information or documents, subpoena, civil investigative demand or similar process, or by federal, state, or local law, including without limitation, the Colorado Open Records Act) to disclose any Confidential Information, the parties agree that the receiving party will provide the disclosing party with prompt notice of such request, so that the disclosing party may seek an appropriate protective order or waive the receiving party’s compliance with the provisions of this Agreement. The parties further agree that if, in the absence of a protective order or the receipt of a waiver hereunder, the receiving party is nonetheless, in the opinion of its legal counsel, compelled by law to disclose Confidential Information to any person, entity or tribunal, the receiving party may disclose such Confidential Information to such person, entity or tribunal without any liability under this Agreement. 5. Professional shall not, disclose any such Confidential Information to any person, directly or indirectly, nor use it in any way, except as required or authorized by the City. 6. Confidential Information is not to be stored on any local workstation, laptop, or media such as CD/DVD, USB drives, external hard drives or other similar portable devices unless Vendor can ensure security for the Confidential Information so stored. Work stations or laptops to be used in the Work will be required to have personal firewalls on each, as well as have current, active anti-virus definitions. 7. The agreement not to disclose Confidential Information as set forth in this document shall apply during the term of the project and at any time thereafter unless specifically authorized by the City in writing. 8. Professional shall make no copies of any Confidential Information obtained. 9. If Professional breaches this Agreement, the City may immediately terminate this Agreement and withdraw Professional’s right to access Confidential Information. 10. Notwithstanding any other provision of this Agreement, all material, i.e., various physical forms of media in which Confidential Information is contained, including but not limited to writings, drawings, tapes, diskettes, prototypes or products, shall remain the sole property of the Discloser and, upon request, shall be promptly returned, together with all copies thereof to the Discloser. All digital and electronic data should be deleted in a non-restorable way by which it is no longer available to the Recipient. Written verification of the deletion (including date of deletion) is to be provided to the Discloser within ten (10) days after completion of engagement, whether it be via termination, completion or otherwise. 11. Professional acknowledges that the City will, based upon the representations made in this Agreement, disclose security information that is critical to the continued success of the City’s business. Accordingly, Professional agrees that the City does not have an adequate remedy at law for breach of this Agreement and therefore, the City shall be entitled, as a non- exclusive remedy, and in addition to an action for damages, to seek and obtain an injunction or decree of specific performance or any other remedy, from a court of competent jurisdiction to enjoin or remedy any violation of this Agreement. 12. No act of omission or commission of either the City or Professional, including without limitation, any failure to exercise any right, remedy, or recourse, shall be deemed to be a 33 PSA WO - 8225 Maximo Consulting Services Page 59 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 waiver, release, or modification of the same. Such a waiver, release, or modification is to be effected only through a written modification to this Agreement. 13. Neither party shall assign any of its rights, privileges or obligations under this Agreement to any third party without prior written consent of the other party. 14. This Agreement is to be construed in accordance with the laws of the State of Colorado. Venue and jurisdiction for any cause of action or claim asserted by either party hereto shall be in the District Court of Larimer County, Colorado. 34 PSA WO - 8225 Maximo Consulting Services Page 60 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT F ADDITIONAL CONTRACT DOCUMENTS Best and Final Offer (BFO) Addenda to RFP RFP 8225 Awarded Professional’s Response 35 PSA WO - 8225 Maximo Consulting Services Page 61 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT I PROFESSIONAL’S INTERVIEW PRESENTATION AND BEST AND FINAL OFFER PSA WO - 8225 Maximo Consulting Services Page 62 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Maximo Consulting Services February 24, 2016 PSA WO - 8225 Maximo Consulting Services Page 63 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Topic: Topic: Fort Collins Excergy Team 8:55 – 9:00 Excergy set-up time 9:00 – 9:15 Introductions and Agenda Review Pat Johnson, Fort Collins 9:15 – 10:40 Consultant Overview and Responses to Questions Provided Fort Collins Team Jim Ketchledge Rick Crory Lynn Adams 10:40 – 10:55 Q&A to Above Fort Collins Team MC: Jim Ketchledge Consultant Team 10:55 – 11:40 Impromptu questions from Fort Collins Team Fort Collins Team MC: Jim Ketchledge Consultant Team 11:40 – Noon Best and Final Offer & Closing Comments Jim Ketchledge Agenda PSA WO - 8225 Maximo Consulting Services Page 64 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy’s Synergy with Staff • The Right Team of Focused Experts • Deep Maximo Credentials & Experience • Proven Delivery Methodology & Project Re-Focus • Change/Communications & Business Process Transformation PSA WO - 8225 Maximo Consulting Services Page 65 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Corporation • Excergy is a Colorado based, nationally recognized consulting and system implementation firm for energy & water utilities – Public power and municipal utilities focused – Formed in 2012 by energy and utility experts formerly of Enspiria Solutions & R.W. Beck – Highly experienced in all utility aspects • Staff averages 20+ years of experience • Understanding of not just technologies, but also business, consumer, implementation, and integration elements • Scrupulously vendor independent • We believe that by putting the client first in all things, our business will prosper and grow PSA WO - 8225 Maximo Consulting Services Page 66 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Jim Ketchledge Lynn Adams Adam Tonkin Mark Hatfield Rick Crory Andrew Tan Kevin Wiley Glenn Fawcett John Guilfoyle Our Team • Depth to cover any conceivable future work orders needed for implementation after the re-planning exercise of work order #1 • Deep technical expertise in Maximo • Skills necessary for successful & efficient implementation – Project Management – Integration and System Architecture – Organizational Change Management – Business Process/Workflow • Leveraging past work at Fort Collins and similar work at Colorado Springs Utilities City of Fort Collins Staff PSA WO - 8225 Maximo Consulting Services Page 67 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Fort Collins Understanding • Excergy team has extensive, recent, and comprehensive knowledge of the legacy operational systems at Fort Collins, both at Utilities and the City, gained through performance on projects over the past 5 ½ years • Crory & Associates and Hawksley Consulting know the current Maximo work • Extensive knowledge of Utilities culture, operating environment, and personnel – High degree of awareness, relationships and credibility with executives in the broader City government • Many projects over 15 years of service, including internal/external communications, foundational strategy development, grant acquisition, rate support, market research, project management, stakeholder engagement, and change management work • Excergy team members bring an unparalleled degree of depth and workplace familiarity that will enable rapid ramp up and effective project completion PSA WO - 8225 Maximo Consulting Services Page 68 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 PROVEN DELIVERY METHODOLOGY & PROJECT RE- FOCUS PSA WO - 8225 Maximo Consulting Services Page 69 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential IDM promotes on-time, on-schedule, high-quality project execution Integrated Delivery Methodology Benefits • Excergy’s proven IDM drives efficient development and execution • Enables Fort Collins to attain more success, less waste and achieve greater results • Based on decades of implementation success at hundreds of successful projects • Holistic process blends state of the art project management, technology expertise, business savvy, and personnel motivation to create a high performing project • Can be flexibly tailored to specific client needs and goals; supports and supplements utility staff 8 PSA WO - 8225 Maximo Consulting Services Page 70 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential IDM Elements • Project Management. Based on a combination of industry best practices including Project Management Institute and Agile approaches, and tempered through decades of successful project experience • Systems Engineering: An interdisciplinary approach which focuses on defining customer needs and required functionality early in the development cycle, proceeding with design synthesis, and system test validation of the complete solution and “system of systems” • Business Process Re-engineering: Leverages the strength of the Maximo product, legacy technologies, and labor force capacity to transform how operations are performed • Organizational Change Management: Facilitates the realization of benefits by managing the people element to align teams, break down barriers, and create a culture of high achievement • Technology Expertise: Experts on Maximo, how to maximize strengths and minimize weaknesses, & how to effectively integrate new and legacy systems into a cohesive whole Track record of recovering/re-focus troubled projects PSA WO - 8225 Maximo Consulting Services Page 71 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 DEEP MAXIMO CREDENTIALS & EXPERIENCE PSA WO - 8225 Maximo Consulting Services Page 72 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Maximo Planning & Implementation Experts • 30+ years of experience successfully implementing Maximo (including version 7.5 for 20 clients as well as Utilities with 7.6) • 10+ years of experience implementing Maximo-specific mobile utility field operations applications for inventory and work management for 8 clients • 15+ years of experience implementing Maximo spatial into Maximo configurations for 6 clients, including Utilities. PSA WO - 8225 Maximo Consulting Services Page 73 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CHANGE/COMMUNICATIONS & BUSINESS PROCESS TRANSFORMATION PSA WO - 8225 Maximo Consulting Services Page 74 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Lessons Learned: Organizational Change Management • Tune to Values & Culture – Cultural Values Assessment – Q14 Survey • Understand Current State & Build Alignment through a Data- driven Process • Integrate with Other Initiatives • Recognize Criticality • Resource Adequately Group Behavior Individual Behavior Attitudes Knowledge WIIFM? • Recognize Personal Interest as the Primary Motivator • Engage in Consistent & Calibrated Approach • Start Early; Continue Beyond Implementation PSA WO - 8225 Maximo Consulting Services Page 75 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Change Management Goal: Move Stakeholders from Initial Understanding to High Performance in the New Environment 1. Understand… The drivers, rationale and timeline for change 2. Prefer… To engage and show willingness to support the change 3. Learn… New methods, skills and behaviors required to implement the change 4. Apply… Learned skills to fulfill my job duties and advance career 5. Demonstrate… Mastery & aligned performance, and seek additional support when needed Coalition Building Practical Application PSA WO - 8225 Maximo Consulting Services Page 76 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Three Root Causes of Resistance to Change Ineffective Levels of Participation & Insufficient Shared Case for Action Incomplete Current State Understanding and Lack of Endorsed Path Forward Lack of Clarity & Insufficient Alignment PSA WO - 8225 Maximo Consulting Services Page 77 of 195 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential MeasureMaximizeMaintain Auto- Assemble Resolve Misalignment Resolve Misalignment Generate Conclusions Quantify Alignment Remove Constraints Clarify Objectives Prioritize Misalignment Confirm Key Assumptions Sequence Actions Draw Conclusions Share Opinions Gather Opinions Provide Reasoning Alignment Optimization Maximizes Planning Effectiveness and Successful Implementation Conduct the 3-step ‘Virtual Dialogue’ Visualize Alignment - Path to success - Root cause to failure Pinpoint the valuable conversations Acknowledge alignment Resolve misalignment Confirm shared goals Reconcile misaligned goals Validate and mitigate causes for concern Endorse the time- phased actions Monitor Drift Surface change in alignment DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy’s Approach to OCM Results in an Actionable Plan and Measurable Outcomes • Strategy – Size and Scope of Change – Team Structure, Roles and Responsibilities – Schedule for Change • Communications Plan – Change Agent Network • Sponsorship Plan • Training Plan • Resistance Mgmt Plan • Reinforcement Plan – Accountability & recognition “We each think this” to “We all agree to do that” to “We did it!” DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Business Process • Transformation Happens at the Intersection of Business Process Modeling & Effective OCM – Business process work drives OCM • Business process modeling informs design, organizational change & training • Process definition begins with the use cases • Process models communicate process steps, organization, people & technology DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential The Excergy Team Will Be a Competent, Reliable, and High Performing Partner to Fort Collins Utilities • Comprehensive Maximo implementation experience with industry leading insights, vision, and best practices • Best in class change/communications management and business transformation enabled by Maximo • Proven & successful project management and implementation approach ensures project goals are met or exceeded and minimizes risks • Vendor independent and expert services free of bias to software products • Thorough understanding of Utility’s people, process, technologies, and integrations Excergy Corporation Proprietary and Confidential We are excited to partner for your success! DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 RESPONSES TO QUESTIONS PROVIDED DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 1a Explain how you will deliver successful Organizational Change Management & Business Process Transformation as related to documentation and modification of use cases, business processes, etc. and requirements as applicable for implementation of Maximo asset management system for asset lifecycle and maintenance management. • Use cases – For existing – review them internally. Then meet with you to clarify any questions we have and review any comments/suggestions. These are for your approval. – For new – We will suggest a list of additional use cases needed and a plan for completing them. We will review this list with you for approval. – For each new use case, we will bring a draft to the team to start discussion and we edit it as directed by Fort Collins. – Both existing and new use cases, will be used to identify implementation and integration requirements for the project. – The requirements will be documented separately. • For business processes, we see two different types of process diagrams – For processes that are owned entirely within Maximo, the configuration team will own the process for completing those process diagrams. – For processes that involve multiple systems, we will add a higher level process model to show the interaction among systems and possibly different organizations. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 1b Explain how you will deliver successful Organizational Change Management & Business Process Transformation as related to building internal (employee, supervisory and management) understanding, commitment, momentum, and “buy-in” to facilitate implementation and subsequent day-to-day operation of Maximo system. This is a substantive concern for us due to earlier deployment shortcomings. • Excergy’s Approach to OCM is Driven by Three Principles – Best Practices in OCM Form the Foundation • Focus on actionable plans – from commitment and building momentum to buy-in for actions that support day-to-day operations – and incorporating all stakeholders – Alignment Optimization Elevates Traditional OCM Practices by Adding Quantitative Analysis to the Qualitative Process • Traditional OCM practices are valuable but incomplete; AO fills the gap – Background Provides Critical Context • Experience in the municipal utility environment and with Fort Collins Utilities specifically provides the depth of understanding which enhances OCM efficiency and effectiveness DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2a Explain how you will deliver successful Project Management, including critical path time line planning and execution • Our Project Manager (PM) works very closely with the utility project manager and uses proven process, methodologies, and templates to produce a robust, flexible implementation approach – We are very experienced and successful in helping a multiple party team execute successfully to the project baseline – Excergy teaches utility project management courses, and we have helped manage projects that won industry awards for performance, collaboration, and innovation – Excergy’s proven IDM drives efficient development and execution of the Maximo project • One of the deliverables of work order #1 is a Microsoft project schedule with scope, timelines, constraints, and dependencies clearly noted to establish the baseline. • The critical path is derived from the MS Project schedule and is reviewed weekly with a “Two Week Lookahead” view – We also maintain a close watch on secondary critical paths as focusing aggressively on the critical path can create a new critical path DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2b Explain how you will deliver successful Project Management, including systems architectural engineering • Systems Architectural Engineering is a critical component of any successful technology implementation – Supports delivery of functional, integration and non-functional (performance, reliability, availability, etc.) requirements – Positions Ft Collins to better operate, maintain, scale and expand the solution in future – Since Asset Management represents a ‘foundational’ component of any Utility, great Systems Architectural Engineering is even more crucial • Excergy will conduct a Systems Architectural Engineering assessment (documented in a Solution Architecture document) – Comprehensive view of not only the existing CMMS solution and proposed expansions to CMMS, but also all related systems and programs that may directly (and /or indirectly) impact this project – Informed by schedule goals, stakeholder input, Ft Collins IT standards (including integration technologies, RDBMS technologies, security policies and protocols), existing (and proposed) infrastructure, and other areas that may impact or influence not only architectural decisions, but also address technical risk • Excergy will conduct a series or workshops to capture all of the above areas – Serves as a ‘blueprint’ with which to support the target architecture – Enables facilitation of discussion around any proposed ‘phasing’ in of system components and/or integrations – Input into the overall project schedule for any external related tasks or dependencies DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2c Explain how you will deliver successful Project Management, including end-to- end technical Integration/Systems Engineering Leadership. • A vital component of a successful technology implementation is not only to conduct the upfront System Architectural engineering described in 2b, but to provide overall technical and Systems Engineering leadership throughout the program. • Beyond simply providing technical guidance, oversight, and monitoring of technical related tasks, this role serves as a conduit to the overall Project Management of the project, both communicating technical risks and impacts to stakeholders, and also adapting the architecture and/or technical direction to the inevitable changes which are likely be forced on the project during delivery. • Excergy will provide technical leadership throughout the project, supervising the delivery of the solution, facilitating decisions where required, and supporting Ft Collins ‘top-to-bottom’ in all technical areas of the project. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2d Explain how you will deliver successful Project Management, including Implementation Execution • There is both a science and an art to successful implementation execution – Science involves quantitative elements such as scope, schedule, quality and cost management tools and techniques – Art involves leadership, vision, team morale, communications, and collaboration approaches • Excergy has encapsulated this knowledge into our Integrated Delivery Methodology (IDM) – Based on decades of implementation success at hundreds of successful projects – Blends state of the art project management, technology expertise, business savvy, and personnel motivation to create a high performing project • Can be flexibly tailored to specific Fort Collins needs and goals & supports and supplements utility staff • Driven by our “client interests come first in everything we do” philosophy DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2e Explain how you will deliver successful Project Management, including Testing Plan (process validation, system testing, user acceptance testing). • Constructing a graduated, thorough, and robust test program is mandatory for any project as integrated and complicated as Asset Management • Two core principles – Vendors are responsible for their product or system, but Fort Collins with Excergy help has to take all these systems a build a test program that tests multiple data flows through multiple systems and puts the system test in the context of business process – The testing process should test the most requirements and integrations at the lowest level possible, and build test up into more complex elements as each lower level is checked off DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 2f Explain how you will deliver successful Project Management, including regular and thorough project progress reporting • It is important to establish a regular cadence in which progress towards the plan, performance status, risk management, items of concern, and open action items are managed regularly and consistently • Recommend a weekly PMO meeting that is run by Fort Collins, with the Excergy team as the consultant facilitating and assisting • The PMO meeting assesses the overall health of the project and directs actions as needed • If an action item or PMO direction affects the scope of the project (technical baseline, schedule, or cost), a separate Change Control Board (CCB) meeting takes place. The CCB process is documented in the Configuration Management Plan deliverable DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 3 Describe your strategy and expertise for integration of a complex geospatial asset data base with Maximo • Flesh out and fully understand the business needs for spatial assets including but not limited to: – System of Record (Maximo / ESRI) – Asset Management data synchronization (creation / updates / approval) between systems – Work Management – Field / Mobile requirements (General Question 4) – Supportability (Internal / External) • Our team is highly experienced in doing this for multiple clients – SASD, SCWA, Sacramento County DWR, SCVWD, FCU DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 4 Explain how you will help us determine and implement a strategy for providing geospatial and Maximo capability for field crew use in a disconnected operational configuration. This should include assisting in writing a scope of work for the mobility software RFP, providing advice for product selection, configuration and implementation • Flesh out and fully understand the business needs for Field / Mobile including but not limited to: – Existing Use Cases, Current Capabilities, Work Management, Supportability (Internal / External) • Mobile RFP Questions (> 150) – Vendor, Licensing, Support, Hardware, Network, Integration, Operation Systems, Training, Asset Management, Material Management, Work Management • Mobile Deployments (12 Projects) – 1 to > 300 users, Energy, Facilities, Manufacturing, Oil and Gas, Utilities • In addition, we are highly experienced in writing vendor RFP’s and protecting Fort Collin’s interests in the process DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 5a & 5b Given that Fort Collins has limited dedicated staff availability, explain what you are expecting of Fort Collins Utilities staff for successful completion of Work Order #1, including (5a) Duties and responsibilities and (5b) staff time Utilities Role Tentative Assignment Description Estimated Hours CMMS Re-Plan Manager Dennis Sumner Manager responsible for assessing and re-planning existing CMMS effort. Guidance and approval of WO #1 plans, execution, and deliverables. Attendance at planning meetings and deliverables review. Review and approval of cost and schedule baselines. Review and input on projects risks, risk mitigation, and issues. 80 CMMS PM Chris Parton Project Manager for the existing CMMS effort. Guidance and knowledge of current Maximo implementation status, plans, and deliverables. Attendance at planning meetings and deliverables review. 40 Applications IT Manager Mary Evans Manager responsible for Utilities IT Systems. Guidance and input on legacy applications and integrations for Maximo. Attendance at planning meetings and deliverables review. Review of requirements management and configuration management plans and activities. 40 Senior Database Analyst Brad Burke IT SME with knowledge of Utilities IT Systems Guidance and input on legacy applications and integrations for Maximo. Attendance at planning meetings and deliverables review. Review of requirements management and configuration management plans and activities. 40 Internal Communications Diane Royvale Lisa Rosintowski Managers responsible for reviewing and approving communications materials planned for internal Utilities and City staff 40 total Change Management TBD Internal lead to assist, review, and approve change management plans. Experience in change management and thorough knowledge of Utilities staff. 40 Fort Collins Operations Managers John Haukass Tim McCollough Lance Smith Others TBD Guidance and attendance at planning meetings and deliverables review. Review and approval of cost and schedule baselines. Review and input on projects risks, risk mitigation, and issues. Business process input and review. 40 total SMEs TBD Utility subject matter experts as needed. 40 total DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 6 Explain who in your proposal, by name and function, is being proposed as Key Resources for this project and Work Order #1 Resource Duties and Responsibilities Jim Ketchledge Overall project director and lead author of system implementation plans. Primary responsibility for project management aspects of the PMP, as well as management of the Work Order #1 activities. Adam Tonkin Solution architect responsible for ensuring integrity of proposed Maximo solution with legacy systems and integrations. Primary responsibility for IT elements. Lynn Adams Communications specialist, responsible for both communications and change management elements of the PMP. Mark Hatfield Business process expert responsible for overall business processes and integrity of new processes with legacy system processes. Rick Crory Lead Maximo SME contributing to all aspects of the PMP development. Glenn Fawcett Maximo and business transformation SME responsible for planning, contributing, and reviewing PMP elements. John Guilfoyle EAM and utility systems SME responsible for planning, contributing, and reviewing PMP elements. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 7 Does your firm agree to comply with item #6 on page 7 of the RFP, Minimum Compliance Requirements, concerning Fort Collins rights as related to Key Staff resources for this project? • Yes, we fully agree • Excergy always places the interests of the client foremost in everything we do, and we acknowledge your right to actively participate and drive any required changes or additions to key resources • We purposely have proposed a team that is broader and deeper than required for work order #1 to allow the best resources from three companies to be applied to any future work orders • We anticipate that for any work order, we will propose who we believe is best given the defined scope. We will then engage Fort Collins in a dialogue and seek approval for that team, and make any changes necessary • Excergy has extensive experience managing teams comprised of different companies in an effective and collaborative manner DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential General Question 8 Has your firm reviewed the sample Professional Services Agreement, Work Order Type that was included in the RFP? Will your firm be able to sign this document without change? • Yes, we will be able to sign this, however previous contracts with the City also included clauses on Methodology (IP) and Limitation of Liability • If possible, we’d like to discuss adding those as well – Not a show stopper however DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 1 How will the cost savings related to work for Colorado Springs Utilities, mentioned on page 4 manifest itself to benefit Fort Collins? • Hawksley Consulting is currently assisting Colorado Springs Utilities with a similar Maximo project • It will provide lessons learned in the latest technology nuances of the Maximo stack, and also lend efficiencies when it comes to understanding how to best leverage Maximo’s work and maintenance management capabilities to a multi-service utility’s formal enterprise asset management program • Many of the change and performance management approaches Hawksley employs on large-scale Maximo deployments will be further refined at the Springs, for use at Fort Collins if appropriate • These benefits reduced the total number of hours required for Work Order #1 in our estimate, and will reduce hours in future tasks DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 2 Describe how you plan to deliver as a cohesive unit given that you come from three independent organizations (Excergy, Crory and Associates and Hawksley)? • Excergy is very experienced and successful in helping a multiple party team execute successfully to the project baseline • Excergy is the prime contractor responsible for the overall delivery • Excellent project management techniques will be central to delivery – Status reporting, communications, executive relationships • This team was developed with the best interests of Fort Collins at heart • CEO of Excergy, President of Crory & Associates, and Directors at Hawksley are on this team and personally committed to prioritizing Fort Collins and your success DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 3 What work did Crory & Associates do for City of Roseville and when was it done? What is the state of your current work with them? • Crory & Associates was involved with a Material Management Assessment project at the City of Roseville – This project was performed in 2012 • Current involvement is through the Northern California Maximo Users Group (NorCalMUG) DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 4 Please clarify the added capability and value Hawksley Consulting brings in comparison to Crory & Associates for the comparatively high added costs? • Where Crory & Associates bring exception technical and functional skills with regarding to setting up, configuring, and using the Maximo platform, Hawksley Consulting’s focus is on the business impact of the project – determining which features and functions will drive the most effective change, the best user adoption, and the most executive buy-in in order to make the project an overall success – It is not anticipated that Hawksley staff will be heavily relied upon for the high-volume of hours required for configuring the software, but rather in the strategic and tactical planning sessions needed to successfully navigate the common pitfalls of work management system deployments • Team is broader and deeper than required for work order #1 - a means for the best resources to be applied to any future work orders without a new RFP • Crory & Associates has the majority of Maximo SME work in Work Order #1 – Hawksley has a relatively small role (~9% of total hours in work order #1) to leverage the Colorado Springs Utilities work and provide general input and review • We anticipate that Crory & Associates will continue to perform the majority of technical work, but the added value and experience of Hawksley can be very cost effective for Fort Collins depending on the specifics of the scope identified in the future DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 5 Define what a Functional Maximo Specialist on your team is responsible for. How does your firm choose which Specialist will be proposed for specific future work orders? • It is not anticipated that Hawksley staff will be heavily relied upon for the high-volume of hours required for configuring the software, but rather in the strategic and tactical planning sessions needed to successfully navigate the common pitfalls of work management system deployments – lack of stakeholder engagement, executive support, and a poor understanding of true requirements. Functional Maximo Specialist – Crory & Associates Exceptional technical and functional skills with regarding to setting up, configuring, and using the Maximo platform Functional Maximo Specialist – Hawksley Consulting Focus is on the business impact of the project – determining which features and functions will drive the most effective change, the best user adoption, and the most executive buy-in in order to make the project an overall success DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 6 Rick Crory is identified as a key contributor for the work in Work Order #1. How can you guarantee there won’t be roadblocks with his availability? • Crory & Associates is committed to prioritizing Fort Collins work • Other current commitments include work at Colorado Springs (which benefits Fort Collins) and Santa Clara Valley Water District – Anticipate no issues delivering a project plan for Fort Collins • Only near term time that he can’t travel are the weeks of 3/21 and 4/11 – We anticipate easily working around this DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Excergy Specific Question 7 Please speak about experience and demonstrated success with mobile systems other than Data Splice. • Extensive experience / familiarization with mobile systems other than Data Splice – Everywhere Pilot (Greenleaf 1 / 2), Sedaru (SCVWD), Syclo (SCVWD, SASD), ArcPad (SASD), CUES (SASD), TracerPlus (CWorks), Custom (Access / SQL Express), CAMS (dBase / Clipper) – AnyPlace, EzMaxMobile, Mobile Informer, Akwire – MIF • Vendor and software independent – no conflicts of interest DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Impromptu Q&A DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 BAFO & CLOSING COMMENTS DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential Best and Final Offer • The Excergy team is committed to a successful project • We financially demonstrate this commitment as follows: – Holding 2016 rates through all of 2017 • Effectively a 3% discount starting 1/1/2017 – Reducing labor price on Work Order #1 Tasks 1-8 to $130,822 excluding expenses • $3,000 reduction DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Excergy Corporation Proprietary and Confidential The Excergy Team Will Be a Competent, Reliable, and High Performing Partner to Fort Collins Utilities • Comprehensive Maximo implementation experience with industry leading insights, vision, and best practices • Best in class change/communications management and business transformation enabled by Maximo • Proven & successful project management and implementation approach ensures project goals are met or exceeded and minimizes risks • Vendor independent and expert services free of bias to software products • Thorough understanding of Utility’s people, process, technologies, and integrations Excergy Corporation Proprietary and Confidential We are excited to partner for your success! DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT J PROFESSIONAL’S RESPONSE TO POST INTERVIEW QUESTIONS DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 1 MAXIMO CONSULTING SERVICES RESPONSE TO POST INTERVIEW QUESTIONS March 2, 2016 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 March 2, 2016 City of Fort Collins Purchasing Division 215 North Mason Street, 2nd Floor Fort Collins, Colorado 80524 via email at: pjohnson@fcgov.com Dear Ms. Johnson and Selection Committee: Excergy Corporation (Excergy) is pleased to respond to your Post Interview Questions for RFP NO. 8225 for Maximo Consulting Services. Thank you for the opportunity to submit our answers for your consideration. Sincerely, James A. Ketchledge CEO & President Project Management Question 1a ................................................................................................. 2 Project Management Question 1b ................................................................................................. 3 Project Management Question 1c ................................................................................................. 3 Change Management Question 2a ................................................................................................ 5 Change Management Question 2b ................................................................................................ 8 Change Management Question 2c .............................................................................................. 11 Crory & Associates Question 3 .................................................................................................... 11 Summary of Post Interview Questions ......................................................................................... 13 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 2 Project Management Question 1a After having met with the Fort Collins staff today please clarify who Excergy is proposing for the Fort Collins Project Manager? Please understand that Fort Collins is seeking a fairly high level of engagement and support from the consultant’s PM. While the Fort Collins PM will be dedicated to this project, the majority of his focus and effort will be directed towards Fort Collins internal related tasks, issues, staffing and support. The consultant’s PM will be responsible for all scheduling, tracking critical dependencies, monitoring and helping the Fort Collins PM keep aware of project risks and changes there to, all project reporting and generally providing “heads-up” reminders and notifications to the Fort Collins PM to help insure Fort Collins keeps on track, etc. Your PM will be responsible for delivering most if not all PM processes and activities. Further specific details as may be desired will be clarified when appropriate. Excergy Response to PM Question 1a: Excergy understands the importance of outstanding project management services for the Maximo project. We also understand the scope of project management services required for the project that you state in the question, and the role our project manager has in relation to supporting the utility project manager. We have performed a similar project management scope for Fort Collins on past projects in a productive and collaborative manner. Typical project management activities that we perform that encompass all aspects of project management are described in the table below. Our proposed project manager, Jim Ketchledge, a certified PMP, is one of the most experienced and successful utility project managers in the industry. He has built a career around successfully delivering highly complex and multidimensional projects ranging from space satellite systems to multiple technology utility projects. With more than 30 years of experience, Jim has helped dozens of clients from the early stages of projects through to “go-live”, as well as refocused troubled projects. He has melded project management skills, deep technical and engineering expertise, along with people and DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 3 change management skills to manage all aspects of intricate implementations. He holds Masters and Bachelor degrees in electrical engineering. Jim is also based in Denver, CO and is readily accessible. Jim is the Excergy CEO and also engages as a project manager with projects that are strategic for the company. We have identified the Fort Collins Maximo project as the highest priority for the firm, and therefore Jim has cleared his work calendar for the Fort Collins Maximo project. He estimates that he will have up to 75% availability for the project, which based on our experience on similar projects is more than adequate for the role and responsibilities. Based on Jim’s experience, one hour of his time is much more effective than a typical project manager. An additional benefit to Fort Collins is that Jim directs the priority and tasking of the firm, and you have his personal commitment to make sure that the Maximo project has whatever resources needed and the priority of the entire staff to make the project a success. Project Management Question 1b Does this PM have PMI certification? Excergy Response to PM Question 1b: Yes, Jim is a certified PMP, and has taught utility project management courses at several industry conferences and to Fortune 100 firms over the past decade. In 2015, Pennwell Publishing released his book that features both the art and science of project management applied to utility projects. Independent studies have found that implementation success for utility projects is much more difficult to achieve than just technology installation/configuration success, and should be the focus of a utility embarking on a Maximo project. Consistently in our industry, project success is not a given. Studies show that as many as 80% of projects fail to meet their technical, cost, or schedule objectives. Some 30% of projects are cancelled and approximately 50% exceed their original cost estimates. Excergy’s proven project management and Integrated Delivery Methodology (IDM) approach has delivered hundreds of successful project implementations for our utility clients that have met scope, quality, cost, and schedule goals. Project Management Question 1c Provide a representative weekly project progress report that would be used to keep management and other interested parties advised of project status. Excergy Response to Question 1b: The Excergy PM will manage the weekly project status cycle for Fort Collins. On a project as large and complex as this, it is important to establish a regular cadence in which progress towards the plan, performance status, risk management, items of concern, and open action items are managed regularly and consistently. The status cycle is initiated with written project status reports, a template of which is shown on the next page. On large projects, this report can run 10 pages or more to keep the project monitored and controlled effectively. In a typical status cadence, Excergy compiles status from all parties into the consolidated status report, updates project action items and risks, and prepares for a weekly Fort Collins team meeting to manage the project. Typically, the weekly meeting is run by Fort Collins, with Excergy as the consultant facilitating and assisting. Vendor PMs or experts are only needed if deeper examination of status or DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 4 important issues is on the agenda. The meeting assesses the overall health of the project and directs actions as needed. If an action item or meeting direction affects the scope of the project (technical baseline, schedule, or cost), a separate Change Control Board (CCB) meeting takes place. The CCB process is documented in the Configuration Management Plan deliverable in Work Order #1. We note also that we have standard IDM templates for all the document deliverables identified in Work Order #1. In addition to the status template above, Excergy in the past has created one page executive reports for the Fort Collins Utilities Director, an example of which is shown on the next page: DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 5 Change Management Question 2a With respect to Change Management, please list and describe support functions that you will be able to provide to address user training: developing training content, people you would offer to run training sessions, etc. Excergy Response to CM Question 2a: Training is a cornerstone element of the Understand – Prefer – Learn – Apply – Demonstrate change cycle. Excergy will employ a best practices approach to training based on the development process outlined in Figure 2-1. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 6 Figure 2-1 Training Plan Development Training plan development starts with identifying precisely those functions and individuals who need training, and what level of training is appropriate. Figures 2-2 and 2-3 provide an example of the training build. Figure 2-2 Training Build DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 7 Figure 2-3 Training Type/Module Detail Personnel we would use to run training courses include Rick Crory, Andrew Tan and other SMEs. Using a Train-the-Trainer approach, we would train internal Super Users, knowing that individuals respond better when trained by their peers who are connected to their daily work realities, plus it facilitates the development of deeper internal expertise, faster. Excergy believes that “out of the box” training is not as effective as tailored training that is customized to your Maximo configuration. Like other aspects of change management, our approach is to build training that is customized every step of the way to maximize Fort Collins benefits and acceptance. Lynn Adams would work with the entire team to develop the process and outline content of the training program, with Lynn focused on process and SME’s focused on content. Training sessions would be grounded in the process mapping and then progress to more specific details of software use. Depending on Utilities’ needs and internal staff availability and assignments, Excergy can provide guidance or a more hands-on management approach to training implementation; these details would be refined during the planning phase. Closing the accountability loop in training is the essential final step. A tracking tool, such as the example shown in Figure 2-4 will be used for this purpose. Figure 2-4 Training - Summary Tracking DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 8 Change Management Question 2b With respect to Change Management, please list and describe support functions that you will be able to provide to address: b. To help Fort Collins clarify the vision of this project, state what processes and tools you would bring to Engaging/Coaching/Educating Senior managers to: i. Understand the capability of Maximo ii. Understand how Maximo integrates with Enterprise Asset Management iii. Understand the work management use of Maximo Excergy Response to CM Question 2b: As identified during our presentation, given the background on the Maximo project and associated challenges, integrating senior management is a critical component of successful organizational change. During the initial planning phase of the work, we would design the details of the process to bring the expectations and perspectives of the senior team into alignment for Maximo capabilities, integration with Enterprise Asset Management, its use in work management, and functionality options, among others which may be identified. Enterprise Asset Management in general incorporates three major processes: • Asset Management (Life Cycle including Create, Operate/Maintain • Modify/Repair and Dispose), Work Management (Initiate, Plan, Schedule, Assign, Perform, Close) • Material Management (Request, Requisition, Quote, Order, Receive, Issue/Return, Invoice). In addition, Safety is another function/process impacting all areas Asset, Work and Material Management. We assume senior managers include operational managers, senior staff, and managers of groups whose business workflow will be significantly affected by the Maximo implementation. Based on the effect that these major process areas have on senior manager responsibility (identified in the business process development track), both high level and specific group impacts and benefits will be used as the content to drive alignment with senior managers. Excergy believes that change management is an essential element of project success and has built a best-in-class practice that provides the optimal balance of a high-tech/high-touch approach. The result is alignment of culture, process, governance, workforce and direction into an outcomes-based solution that delivers transformational change. In addition, our deep contextual knowledge and understanding of the Fort Collins Utilities work environment – and existing/long-term relationships with senior managers and others – will enhance our effectiveness from day one. Our approach starts with years of experience with traditional change management approaches and a change management toolkit (e.g, change management model, impact and readiness assessment, training development methodology). Although most firms stop here, we combine mastery of facilitation techniques, team dynamics and cultural awareness. Moreover, Excergy is a licensed SchellingPoint partner, which means that we bring asset based consulting software into the mix. This robust approach – which tells us how best to apply the various tools and techniques – results in change management for the new millennium, and stands in contrast to firms that approach this critical area of work the same way they have since the 1980’s, or at best leverage discrete tools, which drive only limited results. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 9 The fundamental challenge for change management is how to achieve vertical and horizontal alignment of the organization throughout the project lifecycle. We would use a host of traditional change management interactive processes, combined with SchellingPoint Alignment Optimization software, to combine both qualitative and quantitative analysis to address the stated need of engaging, understanding and aligning around Maximo. Traditional tools will include dialog and facilitated, agenda- driven workshops at specific project intervals, with a heavy emphasis at the outset to set vision and project direction. In addition to such traditional change management best practices, Excergy also plans to apply technology-enabled analysis via Alignment Optimization (AO) – an asset based consulting tool that allows input from a broader cross section of the organization and a rigorous gap identification, prioritization and endorsement sequence. This allows for the organization to achieve the necessary alignment around precisely those elements listed in (i) – (iv) above. We not only talk about alignment, we know how to map it and achieve it. More importantly, it allows us to pinpoint the necessary conversations and actions, and drive alignment related to the requested outcomes at a deep and detailed level, thus resulting in a more effective implementation approach. Other tools we may consider include games, such as the manufacturing game or various strategy games. Although a discrete event and not effective at driving alignment and comprehensive change, sometimes a gaming exercise is useful. Part of our initial work will include an assessment regarding if such “one-off” tools and techniques are indicated, again in the context of an overall plan that addresses change management from a holistic perspective. Using AO, Figure 2-5 below shows the four basic pillars of alignment – Goals, Unintended Consequences, Barriers, and Assumptions – which are identified, measured and then aligned. Figure 2-5 Elements Assessed to Achieve Alignment DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 10 This model is used to gather inputs from diverse stakeholders – typically starting with senior managers – and then qualitatively assessing the degree of alignment around a given topic across the four parameters; sample output included in Figure 2-6 1 . Figure 2-6 Sample Alignment Analysis This analysis can also be cross tabulated by pre-set demographics in order to identify precise areas of alignment and gaps. In this way, specific and tailored measures can be taken to address needs. In addition, running alignment cycles periodically monitors drift and keeps the organization aligned over the long project lifecycle. In the end, use of the Alignment Optimization will efficiently transform opinions of the various Maximo stakeholders into more valuable, viable, endorsed, and actionable OCM plans, as illustrated in Figure 2- 7. Figure 2-7 Broad Inputs & Analysis Result in an Aligned Path Forward 1 In Figure 2-6, Schelling Points are points of agreement, based on the field of interdependent decision making by Professor Thomas Schelling. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 11 Change Management Question 2c Other organizational change management functions you have found useful or believe might be useful in a Maximo deployment. Excergy Response to CM Question 2c The goal of Organizational Change Management (OCM) is to move people from the current state (business processes and tools) to the high performance in the desired future state (business processes and tools) as quickly and efficiently as possible. Building on the Alignment Optimization detailed above, the following elements will be useful in Maximo deployment: • Strategy – Defines the vision, objectives, direction, scope and schedule of the change • Internal Communications – Provides timely, truthful, transparent information about the project, schedule, expectations and outcomes • Sponsorship & Engagement – Outlines how the organization vertically aligns to support Maximo • Training – Addresses a critical component of change related to providing people with the skills and resources they need to be successful • Resistance Management Plan – Identifies the gaps and develop mitigation plans at the department, group and/or individual level • Reinforcement Plan – Closes the accountability loop both formally (e.g., performance management) and informally; also provides recognition for achievement to reinforce new behaviors and application of new skills In addition to elements addressed in preceding questions (e.g., training), other examples of specific functions, which have proven to be useful change management techniques include: • Change Management Lead – This person would serve as the track lead on the project team and work closely with the Maximo project manager and consulting lead • Change Agents Network – This team is comprised of staff people connected throughout the organization, who act as ambassadors providing two-way communications and insights. Often identified as a key success factor by utilities implementing technology programs, this team would be identified and engaged early in the process and continue throughout. • Clear Sponsorship – This element details the roles and responsibilities of the critical sponsorship function, which cascades throughout the impacted organizations; this is another key success factor identified on technology program implementation Crory & Associates Question 3 Fort Collins is anticipating that we will rely heavily on Crory and Associates for Maximo support. While we generally understand the capability of Rick Crory, we do not have a good understanding of the capability and roles provided by the two associates included in Crory and Associates team. Please provide more detail on the capability and experience for these two additional resources. If for any reason, Rick Crory is not able to perform; could either or both of these people step in and fill his role? Excergy Response to Crory Question 3: The two associates included in the proposal in addition to Rick Crory are Andrew Tan and Kevin Wiley. The Crory Team has worked together successfully on contracts with many organizations including but not limited to the Bay Area Rapid Transit , Greenleaf Energy Units 1 /2, Lawrence Berkeley National Laboratory, California Department of General Services, City of Roseville, Santa Clara Valley Water DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 12 District , Metropolitan Sewer District of Greater Cincinnati, County of Sacramento Department of Water Resources, Sacramento County Water Agency, Sacramento Area Sewer District, Sacramento Regional County Sanitation District, San Francisco Public Utilities Commission, and the Freeport Regional Water Authority (Joint effort of East Bay Municipal Utility District and the Sacramento County Water Agency) in the capacity of Project, Functional, Technical and BI/Reporting Support for Maximo. Andrew Tan Andrew Tan has worked with Rick Crory as the Functional and Technical Lead to provide Maximo Support Services since May of 2010. He is an IBM Certified Deployment Professional, IBM Certified Solution Designer and IBM Certified Solution Advisor. Andrew will provide functional and technical support for the project. With more than 12 years of asset management experience, more than 12 years of experience in CMMS, and more than 12 years of experience specifically supporting Maximo systems, Andrew is highly qualified to support Fort Collins with industry best practices and in alignment with your business strategies. Andrew will also be involved in Maximo orientation, business process analysis, technical assessment, upgrade and implementation options and plans, Maximo installation and configuration, Maximo functional and technical testing, Maximo functional and technical training, Maximo cut-over and transition, Maximo roadmap and providing Maximo technical services. Andrew Tan will additionally perform as the primary backup for Rick Crory and could step in and fill his role if required. Rick does reiterate his personal commitment to Fort Collins and desire to assist the team with implementing a successful project. Kevin Wiley Kevin Wiley has worked with Rick Crory as the Senior Technical developer to provide Maximo Support Services since April of 2011. Kevin will provide support as a senior technical developer for the project. With more than 13 years of utilities experience, more than 11 years CMMS experience, and experience specifically supporting Maximo systems, Kevin is highly qualified to support and maintain the FCU Maximo system. Kevin will be involved in technical assessments, upgrade and implementation options and plans, Maximo installation and configuration, Maximo functional and technical testing, Maximo cut- over and transition, and providing Maximo technical services. Maximo Support Considerations Excergy has access to many talented Maximo Subject Matter Experts, but we’d also like to emphasize that the history of Enterprise Asset Management projects is that focusing too much on just the technology leads to implementation failure. Our Integrated Delivery Methodology process melds our Maximo expertise with project management, change management, business process reengineering, and systems engineering skills to ensure a successful project outcome and that the Maximo technology DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 13 functions cohesively in the organization with all other utility technologies (such as GIS) and that the utility’s business and personnel efficiently and effectively utilize it. Summary of Post Interview Questions In reviewing your post interview questions, we would like to address related points and benefits that the Excergy team brings to Fort Collins for the Maximo project. • Our project management skills are world class and will enable us to quickly organize, re-focus, and execute a successful implementation • Excergy’s knowledge of existing Fort Collins systems is comprehensive and will enable us to architect a Maximo solution that is effectively integrated across the enterprise. This is important because we treat Maximo as part of the “system of systems” in a holistic approach that prevents silos and breakage across the utility. • Our Maximo expertise is deep and broad and can address any current or foreseen aspect of the technology configuration and development • Our personnel have worked for 15 years with both the City and Utilities in crafting change management and stakeholder engagement programs and we know what works and what doesn't with the Fort Collin’s culture • We are predominantly Denver based and the low travel costs add up to significant cost savings over a multi-year project. In addition, we are readily accessible and flexible being a short drive away. • Our team members have support elements of the CMMS project at Fort Collins and we know the current state and what needs to be done going forward • We are a known quantity to Fort Collins and you have visibility beyond marketing material to know how we will actually perform for you. You have our CEO’s personal commitment to make exemplary execution on your Maximo project our firm’s highest priority. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT K PROFESSIONAL’S RESPONSE TO SHORT-LIST QUESTIONS DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 1 MAXIMO CONSULTING SERVICES RESPONSE TO SHORTLIST QUESTIONS February 24, 2016 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Number Question Answer 1a Explain how you will deliver successful Organizational Change Management & Business Process Transformation as related to: a. Documentation and modification of use cases, business processes, etc. and requirements as applicable for implementation of Maximo asset management system for asset lifecycle and maintenance management. For existing use cases, we will review your existing use cases internally so we understand what Fort Collins has completed to date and how you want to approach use cases. We will then meet with the Fort Collins team to clarify any questions we have on the use cases. We will also review with you any comments/suggestions we have for improving this process going forward. These are for your approval. For new use cases, we will suggest a list of additional use cases needed and a plan for completing them. We will review this list with you for approval. For each new individual use case, we will bring a draft to the team to start discussion and we edit it as directed by Fort Collins. Both existing and new use cases, will be used to identify implementation and integration requirements for the project. The requirements will be documented separately. For business processes, we see two different types of process diagrams. For processes that are owned entirely within Maximo, the configuration team will own the process for completing those process diagrams. For processes that involve multiple systems, we will add a higher level process model to show the interaction among systems and possibly different organizations. Both type of diagrams will be reviewed with the project team and finalized. 1b Explain how you will deliver successful Organizational Change Management & Business Process Transformation as related to: b. Building internal (employee, supervisory and management) understanding, commitment, momentum, and “buy-in” to facilitate implementation and subsequent day-to-day operation of Maximo system. This is a substantive concern for us due to earlier deployment shortcomings Excergy’s Approach to Effective OCM is Built on Three Primary Principles 1. Best Practices in OCM Form the Foundation • Excergy’s expertise in OCM is based on educational background and Change Leadership certification, as well as familiarity with multiple OCM systems (e.g., Prosci, Linkage). We deliver – and help implement if desired – actionable plans from commitment and building momentum to buy-in for actions that support day-to-day operations. • OCM Assessments and Engagement Plans incorporate all impacted parties – as indicated by business process mapping and other inputs – and include specific roles & responsibilities, processes and tactical actions necessary to impact change. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 2 Number Question Answer 2. Alignment Optimization Elevates Traditional OCM Practices by Adding Quantitative Analysis to the Qualitative Process • Traditional OCM practices are valuable, but incomplete. By using AO, we can move groups from “We all think this” through “We all agree to do that” to “We did it” by developing a repeatable and measurable competency. • Based in the fields of decision theory and action science, and by employing a rigorous, data-driven methodology, the Excergy approach takes traditional OCM to a higher level of involvement and ability to align perspectives for optimal plans and, therefore,. This results in more positive outcomes. • Enables groups to surface more complete sets of opinions encompassing employees, supervisors and management – leading to more valuable, viable and endorsed plans. • Business leaders understand that alignment is an important need, yet struggle to quantify the inputs and outcomes necessary to drive efficient movement from understanding to high performance in the new environment. Using AO results in more efficient, effective and actionable plans. 3. Background Provides Critical Context • Excergy’s familiarity with the municipal utility environment and Fort Collins Utilities in particular provides invaluable context for the important internal organizational change work – and remediation from past shortcomings – which must be accomplished. • Building on existing relationships, trust and respect is particularly important in the human factors work of OCM. • Experience with OCM methods and practices across multiple types of projects provides a significant depth of understanding, which enhances OCM efficiency and effectiveness. 2a Explain how you will deliver successful Project Management, including: a. Critical path time line planning and execution. Our Project Manager (PM) works very closely with the utility project manager and uses proven process, methodologies, and templates to produce a robust, flexible implementation approach – We are very experienced and successful in helping a multiple party team execute successfully to the project baseline – Excergy teaches utility project management courses, and we have helped manage projects that won industry awards for performance, collaboration, and innovation DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 3 Number Question Answer – Excergy’s proven IDM drives efficient development and execution of the Maximo project • One of the deliverables of work order #1 is a Microsoft project schedule with scope, timelines, constraints, and dependencies clearly noted to establish the baseline. • The critical path is derived from the MS Project schedule and is reviewed weekly with a “Two Week Lookahead” view – We also maintain a close watch on secondary critical paths as focusing aggressively on the critical path can create a new critical path 2b Explain how you will deliver successful Project Management, including: b. Systems Architectural Engineering. Excergy views Systems Architectural Engineering as a critical component of any successful technology implementation, not only to support delivery of original project specific functional, integration and non-functional (performance, reliability, availability, etc.) requirements, but also to position Fort Collins to better operate, maintain, scale and expand the solution in future. As Asset Management represents a foundational component of any utility, one which touches on nearly every aspect of business operations, these components of Systems Architectural Engineering are even more crucial. A comprehensive Systems Architectural Engineering assessment (documented in a Solution Architecture document) should provide a comprehensive view of not only the existing CMMS solution and proposed expansions to CMMS, but also all related systems and programs that may directly (and /or indirectly) impact this project. The architecture should be informed by schedule goals, stakeholder input, Fort Collins IT standards (including integration technologies, RDBMS technologies, security policies and protocols), existing (and proposed) infrastructure, and other areas that may impact or influence not only architectural decisions, but also address technical risk. Excergy will conduct a series or workshops to capture all of the above areas. Not only will this serve as a ‘blueprint’ with which to support the target architecture, it will also enable facilitation of discussion around any proposed ‘phasing’ in of system components and/or integrations. Finally, in conducting these discussions and documenting the output, Excergy will also be DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 4 Number Question Answer providing input into the overall project schedule for any related tasks or dependencies external to the delivery of CMMS project, which if not monitored, could impact the project. 2c Explain how you will deliver successful Project Management, including: c. End to end technical Integration/Systems Engineering Leadership. A vital component of a successful technology implementation is not only to conduct the upfront System Architectural engineering described above, but to provide overall technical and Systems Engineering leadership throughout the program. Beyond simply providing technical guidance, oversight, and monitoring of technical related tasks, this role serves as a conduit to the overall Project Management of the project, both communicating technical risks and impacts to stakeholders, and also adapting the architecture and/or technical direction to the inevitable changes which are likely be forced on the project during delivery. Excergy will provide technical leadership throughout the project, supervising the delivery of the solution, facilitating decisions where required, and supporting Fort Collins ‘top-to-bottom’ in all technical areas of the project. 2d Explain how you will deliver successful Project Management, including: d. Implementation Execution. Effective implementation execution relies on superior project management approaches, techniques, and skills. An asset management project is one of the biggest technology project a utility undertakes. For projects which have achieved success, there is both a science and an art to implementation execution. Science involves quantitative elements such as scope, schedule, quality and cost management tools and techniques. Art involves leadership, vision, team morale, communications, and collaboration approaches Excergy has encapsulated this knowledge into our Integrated Delivery Methodology (IDM) that is based on decades of implementation success at hundreds of successful projects. IDM blends state of the art project management, technology expertise, business savvy, and personnel motivation to create a high performing project. It can be flexibly tailored to specific Fort Collins needs and goals, and supports and supplements utility staff. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 5 Number Question Answer 2e Explain how you will deliver successful Project Management, including: e. Testing Plan (process validation, system testing, user acceptance testing). Constructing a graduated, thorough, and robust test program is mandatory for any project as integrated and complicated as Asset Management. The first important concept in testing is that vendors are responsible for their product or system, but Fort Collins with Excergy help has to take all these systems a build a test program that tests multiple data flows through multiple systems and puts the system test in the context of business process. The second important concept is that the testing process should test the most requirements and integrations at the lowest level possible, and build test up into more complex elements as each lower level is checked off. Ultimately the quality of this test program will be one of the most significant factors in achieving implementation success on the project. 2f Explain how you will deliver successful Project Management, including: f. Regular and thorough project progress reporting The Excergy PM will manage the weekly project status cycle for Fort Collins. On a project as large and complex as this, it is important to establish a regular cadence in which progress towards the plan, performance status, risk management, items of concern, and open action items are managed regularly and consistently. The status cycle is initiated with written project status reports, and vendors and key project organizations complete a report. Excergy then compiles individual reports to ensure that the status is consistent and understood, updates project action items and risks, and prepares for the weekly Fort Collins PMO meeting to manage the project. Typically, the PMO meeting is run by Fort Collins, with Excergy as the consultant facilitating and assisting. Vendor PMs or experts are only needed if deeper examination of status or important issues is on the agenda. The PMO meeting assesses the overall health of the project and directs actions as needed. If an action item or PMO direction affects the scope of the project (technical baseline, schedule, or cost), a separate Change Control Board (CCB) meeting takes place. The CCB process is documented in the Configuration Management Plan deliverable. 3 Describe your strategy and expertise for integration of a complex geospatial asset data base with Maximo. Excergy’s first priority for the integration of a complex geospatial asset data base with Maximo is to flesh out and fully understand the business needs for spatial assets including but not limited to: • System of Record (Maximo / ESRI) DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 6 Number Question Answer • Asset Management data synchronization (creation / updates / approval) between systems • Work Management • Field / Mobile requirements (General Question 4) • Supportability (Internal / External) Our team is highly experienced in doing this for multiple clients such as SASD, SCWA, Sacramento County DWR, SCVWD. Crory & Associates has been helping Fort Collins with this recently under a separate contract. 4 Explain how you will help us determine and implement a strategy for providing geospatial and Maximo capability for field crew use in a disconnected operational configuration. This should include assisting in writing a scope of work for the mobility software RFP, providing advice for product selection, configuration and implementation. We understand the need for the solution to provide geospatial and Maximo capability for field crew use in a disconnected operational configuration, and have helped select vendors that do this as well as support the execution and go-live of the product. The first step is to flesh out and fully understand the business needs for Field / Mobile including but not limited existing use cases, current capabilities, work management, and supportability (both internal and external). We have templates for the mobile requirements and RFP questions that include aspects such as vendor specific aspects, licensing, support, hardware, network, integration, operation systems, training, asset management, material management, and work management. We have supported clients that have mobile deployments (12 Projects) and range from 1 to over 300 users in the Energy, Facilities, Manufacturing, Oil and Gas, and Utilities sectors. In addition, we are highly experienced in the entire procurement process including writing vendor RFP’s and protecting Fort Collin’s interests in the process . 5a Given that Fort Collins has limited dedicated staff availability, explain what you are expecting of Fort Collins Utilities staff for successful completion of Work Order #1, including: a. Duties and responsibilities Excergy provided a table of anticipated staff duties, responsibilities, and estimated hours in the proposal under draft work order section V. The table is also provided in the PowerPoint deck but is too big to reproduce here. Note that the estimates are a rough draft and need to be reviewed and finalized with Fort Collins. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 7 Number Question Answer 5b Given that Fort Collins has limited dedicated staff availability, explain what you are expecting of Fort Collins Utilities staff for successful completion of Work Order #1, including: b. Staff time Excergy provided a table of anticipated staff duties, responsibilities, and estimated hours in the proposal under draft work order section V. The table is also provided in the PowerPoint deck but is too big to reproduce here. Note that the estimates are a rough draft and need to be reviewed and finalized with Fort Collins. 6 Explain who in your proposal, by name and function, is being proposed as Key Resources for this project and Work Order #1. Excergy provided a table of anticipated staff duties, responsibilities, and estimated hours in the proposal under draft work order section VI. The information is repeated here: Jim Ketchledge - Overall project director and lead author of system implementation plans. Primary responsibility for project management aspects of the PMP, as well as management of the Work Order #1 activities. Adam Tonkin - Solution architect responsible for ensuring integrity of proposed Maximo solution with legacy systems and integrations. Primary responsibility for IT elements. Lynn Adams - Communications specialist, responsible for both communications and change management elements of the PMP. Mark Hatfield - Business process expert responsible for overall business processes and integrity of new processes with legacy system processes. Rick Crory - Lead Maximo SME contributing to all aspects of the PMP development. Glenn Fawcett - Maximo and business transformation SME responsible for planning, contributing, and reviewing PMP elements. John Guilfoyle - EAM and utility systems SME responsible for planning, contributing, and reviewing PMP elements. 7 Does your firm agree to comply with item #6 on page 7 of the RFP, Minimum Compliance Requirements, concerning Yes, we agree. Excergy always places the interests of the client foremost in everything we do, and we acknowledge your right to actively participate and drive any required changes or additions to key resources. We purposely have proposed a team that is broader and deeper than DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 8 Number Question Answer Fort Collins rights as related to Key Staff resources for this project? required for work order #1 to allow the best resources from three companies to be applied to any future work orders. We anticipate that for any work order, we will propose who we believe is best given the defined scope. We will then engage Fort Collins in a dialogue and seek approval for that team, and make any changes necessary. Excergy has extensive experience managing teams comprised of different companies in an effective and collaborative manner. 8 Has your firm reviewed the sample Professional Services Agreement, Work Order Type that was included in the RFP? Will your firm be able to sign this document without change? Yes, we will be able to sign this, however previous contracts with the City also included clauses on Methodology (IP) and Limitation of Liability If possible, we’d like to discuss adding those as well, however these items are not a show stopper. 1 How will the cost savings related to work for Colorado Springs Utilities, mentioned on page 4 manifest itself to benefit Fort Collins? Hawksley Consulting is currently assisting Colorado Springs Utilities with a similar Maximo project. That project will provide lessons learned in the latest technology nuances of the Maximo stack, and also lend efficiencies when it comes to understanding how to best leverage Maximo’s work and maintenance management capabilities to a multi-service utility’s formal enterprise asset management program. Many of the change and performance management approaches Hawksley employs on large-scale IT deployments will be further refined at the Springs, for use at Fort Collins if appropriate. These benefits reduced the total number of hours required for Work Order #1 in our estimate, and will reduce hours in future tasks. 2 Describe how you plan to deliver as a cohesive unit given that you come from three independent organizations (Excergy, Crory and Associates and Hawksley)? Excergy is very experienced and successful in helping a multiple party team execute successfully to the project baseline. For this project, Excergy is the prime contractor responsible for the overall delivery. Excellent project management techniques will be central to a cohesive delivery, including status reporting, communications, and exercising executive relationships. Our team was developed with the best interests of Fort Collins at heart and the CEO of Excergy, President of Crory & Associates, and Directors at Hawksley are on it and personally committed to prioritizing Fort Collins and your success. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 9 Number Question Answer 3 What work did Crory and Associates do for City of Roseville and when was it done? What is the state of your current work with them? Crory & Associates was involved with a Material Management Assessment project at the City of Roseville. This project was performed in 2012. Current interaction with the City is through the Northern California Maximo Users Group (NorCalMUG). 4 Please clarify the added capability and value Hawksley Consulting brings in comparison to Crory & Associates for the comparatively high added costs? Where Crory & Associates bring exception technical and functional skills with regarding to setting up, configuring, and using the Maximo platform, Hawksley Consulting’s focus is on the business impact of the project – determining which features and functions will drive the most effective change, the best user adoption, and the most executive buy-in in order to make the project an overall success. For example, while standard failure codes and work order types are key to a successful implementation, so are the failure mode analyses that are needed to determine the failure codes, and the understanding of how maintenance costs are tracked to build the work order types needed to support full-lifecycle costing. It is not anticipated that Hawksley staff will be heavily relied upon for the high-volume of hours required for configuring the software, but rather in the strategic and tactical planning sessions needed to successfully navigate the common pitfalls of work management system deployments – lack of stakeholder engagement, executive support, and a poor understanding of true requirements. By endeavoring to create a team that is broader and deeper than required for work order #1, we are providing means for the best resources to be applied to any future work orders without Fort Collins having to release a new RFP. Crory & Associates has the majority of Maximo SME work in Work Order #1. Hawksley has a relatively small role (~9% of total hours in work order #1) to leverage the Colorado Springs Utilities work and provide general input and review. We anticipate that Crory & Associates will continue to perform the majority of technical work, but the added value and experience of Hawksley can be very cost effective for Fort Collins depending on the specifics of the scope identified in the future. 5 Define what a Functional Maximo Specialist on your team is responsible for. How does your firm choose which Crory & Associates is the primary Maximo specialist that will be utilized for this project. In general, Crory brings exceptional technical and functional skills with regarding to setting up, configuring, and using the Maximo platform. Hawksley’s focus focus is on the business impact of the project – determining which features and functions will drive the most effective change, the DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 10 Number Question Answer Specialist will be proposed for specific future work orders? best user adoption, and the most executive buy-in in order to make the project an overall success. We anticipate that for any work order, we will propose who we believe is best given the defined scope. We will then engage Fort Collins in a dialogue and seek approval for that team, and make any changes necessary. Excergy has extensive experience managing teams comprised of different companies in an effective and collaborative manner. 6 Rick Crory is identified as a key contributor for the work in Work Order #1. How can you guarantee there won’t be roadblocks with his availability? Crory & Associates is committed to prioritizing Fort Collins work. Other current work he is presently performing is at Colorado Springs (which benefits Fort Collins) and Santa Clara Valley Water District. Rick Crory anticipates no issues delivering a project plan for Fort Collins and the only near term time that he can’t travel are the weeks of 3/21 and 4/11, which we anticipate easily working around. 7 Please speak about experience and demonstrated success with mobile systems other than Data Splice. Crory & Associates has extensive experience / familiarization with mobile systems other than Data Splice, including Everywhere Pilot (Greenleaf 1 / 2), Sedaru (SCVWD), Syclo (SCVWD, SASD), ArcPad (SASD), CUES (SASD), TracerPlus (CWorks), Custom (Access / SQL Express), CAMS (dBase / Clipper), AnyPlace, EzMaxMobile, Mobile Informer, Akwire, and MIF. The Excergy team is vendor and software independent. We have no conflicts of interest, neither in outside business arrangements, nor producing our own product to try to sell you. We work solely in your best interests. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 EXHIBIT L AWARDED PROFESSIONAL’S RESPONSE TO RFP DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 RESPONSE TO THE CITY OF FORT COLLINS UTILITIES REQUEST FOR PROPOSAL RFP NO. 8225 MAXIMO CONSULTING SERVICES February 2, 2016 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 February 2, 2016 City of Fort Collins Purchasing Division 215 North Mason Street, 2nd Floor Fort Collins, Colorado 80524 via email at: purchasing@fcgov.com Dear Ms. Johnson and Selection Committee: Excergy Corporation (Excergy) is pleased to respond to your Request for Proposals (RFP NO. 8225) for Maximo Consulting Services. Our proposed personnel have enjoyed a very collaborative, productive, and successful relationship with the Utilities team on previous projects, and we are excited to have the potential to work again with Utilities and the Fort Collins community. For the Maximo Consulting services, we’ve assembled a team of foremost experts with a proven track record of success in utility asset management projects at municipal water, waste water, storm water and electric distribution utilities. Our proposal is fully compliant with your requirements, and we took care to create a team that can scale past Work Order #1 to meet any needs that arise from development of the project management plan deliverable. Fort Collins has previous experience with our capability to address the technology, business, and human elements of large projects to achieve success. In addition, we’ve rescued projects at other utilities that were not on a path to success and turned things around to achieve successful outcomes. Our vast experience, vendor independence, and history of positive project outcomes are tangible elements of the benefits that the Excergy team brings. We also pride ourselves on intangible elements that are equally important to success, such as being a collegial, reliable, and committed partner to Fort Collins. Thank you for the opportunity to submit our proposal for your consideration. Sincerely, James A. Ketchledge CEO & President DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES - i - Table of Contents Project Understanding & Value of the Excergy Team ........................................................................... 2 A. Consultant Information and Experience ........................................................................................ 3 B. Minimum Compliance Requirements ............................................................................................ 5 C. Conflict of Interest Disclosure ........................................................................................................ 7 D. Scope of Proposal ......................................................................................................................... 11 E. Cost and Work Hours ................................................................................................................... 25 F. Assigned Personnel/Firm Capability............................................................................................. 26 G. Availability .................................................................................................................................... 31 H. Sustainability/TBL Methodology .................................................................................................. 32 I. Additional Information ................................................................................................................. 32 Appendices Appendix A: Attachment 1, Proposal Acknowledgement ......................................................... n/a Appendix B: Resumes ............................................................................................................. 33‐50 Appendix C: Sustainability/TBL Methodology ............................................................................ n/a Appendix D: Financial Statement (Confidential) under separate cover DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -2- INTRODUCTION: PROJECT UNDERSTANDING & EXCERGY TEAM VALUE We understand that Fort Collins desires a world‐class asset management system to foster a climate of operational excellence and maximize asset performance while lowering costs, particularly maintenance costs. A well‐executed asset management strategy can reduce unnecessary maintenance and downtime, track causes of failures, identify repeat problems, provide root‐cause data and fault diagnosis, and recommend actions. It also detects failure conditions in advance; eliminates manual actions, handoffs and paperwork; and reduces the time between problem identification and resolution. Unfortunately, we also know that Utilities has achieved results that are less than desired to date in the implementation of the Computerized Maintenance Management System (CMMS). Importantly, Excergy has extensive experience in righting projects that were not on a successful path by implementing the structure, discipline, and productive teamwork necessary for effective turnaround. The Excergy team can deliver on the promise of a well‐ executed asset management system, while mitigating the pitfalls previously encountered. Excergy’s approach revolves around the following elements, which combine to make us your trusted project delivery partner: ► Deep Maximo Credentials: The proposed Excergy team has a combined 30+ years of Maximo experience demonstrated clearly by successful implementations of Maximo. ► The Right Team of Focused Experts: We have assembled a team with the deep technical expertise in Maximo needed for the project, as well as the other skills necessary to put CMMS on the right track for successful and efficient implementation, including project management, organizational change management, and business process/workflow expertise. We have purposely created a team that has the depth to cover any conceivable future work orders needed for implementation after the re‐planning exercise of work order #1 should Fort Collins elect to proceed. ► Proven Delivery Methodology: Excergy’s proven Integrated Delivery Methodology (IDM) drives efficient development and execution of your project. Utilities previously experienced our IDM approach on the Advanced Meter Fort Collins (AMFC) project. IDM will enable Fort Collins to attain more success and less waste, and achieve greater results. Based on decades of experience and hundreds of successful projects, we meld the right amounts of key technical services with industry best practices and knowledge obtainable only through hands‐on implementation and integration experience. IDM’s holistic process blends state‐of‐the‐art project management, technology expertise, business savvy, and personnel motivation to create a high performing project. ► Change/Communications & Business Process Transformation: Based on broad experience across the country, as well as varied experience working with Utilities/City staff, we are aware of the drivers, motivations, and considerations required to positively impact business process transformation in the Fort Collins Utilities environment. Our work history, coupled with strong communications and change management methodologies spanning from strategy to tactical implementation, means that Excergy can effectively lead the fundamental business process transformation required during both implementation and on‐going maintenance. Excergy has the cultural and organizational awareness, connectivity, and respect for staff to help the CMMS project realize its full potential. Bottom line: We are confident that the Maximo experience of the Excergy team, combined with our Integrated Delivery Methodology, will attain project success and organizational value through a management, technology, business, and people approach that achieves CMMS excellence. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -3- A. CONSULTANT INFORMATION AND EXPERIENCE 1. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). The authorized personnel on matters related to this proposal and potential contract are listed below: Person Authorized to Obligate Excergy Contractually Secondary Contact Person for this Proposal Name James Ketchledge Lynn Adams Title CEO & President VP & Executive Consultant Address 3773 Cherry Creek North Drive, Suite 575 Denver, Colorado 80209 3773 Cherry Creek North Drive, Suite 575 Denver, Colorado 80209 Office (720) 316-7006 x700 (720) 316-7006 x709 Mobile (720) 988-4354 (303) 910-9985 Fax (877) 982-1414 (877) 982-1414 Email jketchledge@excergy.com ladams@excergy.com 2. Describe the Company’s business and background, including the size, location, capacity, type of firm, details about ownership and year established. Excergy is a Colorado‐based corporation that provides expert consulting and system integration/ implementation services on a wide range of technologies, business, and customer topics and challenges that utilities face today. Our particular business focus is municipal electric and water/wastewater/reclaimed water utility projects, from roadmaps, business cases, vendor selection, and all phases of the system implementation life cycle. Excergy personnel trace their heritage from leading consulting companies that were absorbed by larger firms who in our opinion then lost their focus on customer service. This combination of personnel with decades of experience but laser focused on client satisfaction is unique in the industry. Our range of services span from initial needs assessment and technology roadmaps, to vendor Requests for Proposal (RFP), all the way through to successful implementation and “go‐live” of a holistic and integrated systems. Excergy Corporation personnel have implemented or integrated virtually every major utility information technology system in the past 25 years, including Enterprise Asset Management (EAM), Customer Information System (CIS), Advanced Meter Infrastructure (AMI), Meter Data Management System (MDMS), Geographic Information System (GIS), Mobile Workforce and Work Management System (MWFM/WMS), Outage Management System (OMS), and Customer Portal and Communications. We are aware of the unique drivers and considerations to plan and implement successfully in the Fort Collins environment. Our personnel’s experience with your utility includes Advanced Meter Fort Collins (AMFC), technology strategy, and various customer engagement projects. Through these projects we have gained a complete and thorough DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -4- understanding of the technologies, integrations, business processes, and utility personnel aspects required to meet the scope and goals of the Maximo Consulting Services project. For this project, we have teamed with two subcontractors that bring extensive Maximo experience and the ability to scale up as needed for future work orders. Crory & Associates are familiar with the current state of the Maximo implementation at Fort Collins and bring an unparalleled track record of successful asset management and Maximo implementations. Hawksley Consulting is comprised of Maximo project management, business transformation, and enterprise asset maintenance management experts. They are currently engaged with a similarly scoped Maximo 7.6 redeployment and business process reengineering for Colorado Springs Utilities, which has applicability to Fort Collins that enables re‐use and cost savings. Excergy’s business model is that of a highly skilled, senior team with many individuals who are recognized leaders in the industry. Excergy was formed in response to the market need for a customer focused and highly competent consulting firm in the wake of mergers and acquisitions that had removed this type of firm from the industry. Formed in 2011, the firm is employee owned and has grown to eighteen people, and only one person has voluntarily left the organization since formation. Headquartered in Denver, Colorado, most of the personnel are based in Colorado with some subject matter experts based out of state. 3. Describe the company’s structure, including an organizational chart, which illustrates leadership and roles. Excergy is a private, Colorado‐incorporated business that is owned by the employees and has no outstanding debt. Composed of senior personnel who average over 25 years of experience in the utility business, the management structure is very flat. The organizational chart is shown in Figure 1. Figure 1 Excergy Corporation Streamlined Organization 4. Complete the Proposal Acknowledgement form. Our completed Proposal Acknowledgement Form is provided as Appendix A to this response. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -5- B. MINIMUM COMPLIANCE REQUIREMENTS As demonstrated in the following table, the Excergy team proposed for this engagement meets or exceeds the minimum requirements outlined in the RFP. Minimum Requirement Compliance 1. Must have clearly demonstrated successful implementation and operational experience with similar governmental utilities including Maximo version 7.5 and familiarity with 7.6 applications. Must demonstrate experience in a majority of the following operational areas: water distribution, wastewater collection, storm water, electric power distribution, water production, water reclamation, supply chain, fleet management and facilities management. Yes, the proposed Excergy team has a combined 30+ years of Maximo experience demonstrated clearly by successful implementations of Maximo version 7.5 including, but not limited to, the following operational areas: Water distribution—City of Fort Collins, Freeport Regional Water Authority, Sacramento County Water Agency and Santa Clara Valley Water District Waste water collection—City of Fort Collins, City of Superior (WI), Metropolitan Sewer District of Greater Cincinnati, Sacramento Area Sewer District, Sacramento Regional Sanitation District and San Francisco Public Utilities Commission Electrical power distribution—Con Edison of New York, Calpine Corporation Water production—City of Fort Collins, Freeport Regional Water Authority, Sacramento County Water Agency and Santa Clara Valley Water District Water reclamation—City of Fort Collins, Sacramento County Department of Water Resources Supply Chain—City of Fort Collins, City of Superior (WI) and City of Manchester (NH) Fleet management—Bay Area Rapid Transit Facilities management—California Department of General Services and Lawrence Berkeley National Laboratory Crory & Associates also brings deep familiarity with Maximo 7.6 applications through their work at City of Fort Collins and Greenleaf Energy Unit 1 and Unit 2 LLCs. Team member Hawksley also has this experience as demonstrated in the project references for the Ashghal, Brunei, and Grand Coulee (Section F). 2. Demonstrated experience in working with local government organizations to understand local government, values and goals. Yes, the Excergy team is focused on municipal utility endeavors. Our previous Fort Collins projects have given us a deep and thorough understanding of the Fort Collins community, values, and goals. We have supported City initiatives outside of Utilities involving communications expertise. Current municipal utility projects include Huntsville Utilities, City of Clearwater, Memphis Light Gas & Water, and Halifax Water. Additionally, Excergy team member Crory & Associates has a combined 40+ years of experience working with dozens of local and federal government organizations to understand their values and goals, including City of Fort Collins, City of Roseville, CA, Sacramento County Department of Water Resources, Los Angeles Department of Public Works, San Francisco Public Utilities Commission, and Seattle Public Works. Excergy team member Hawksley also has this experience with clients including CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -6- Minimum Requirement Compliance 3. Demonstrated success in implementing mobile solutions for Maximo for utility field operations applications. Yes, the Excergy team brings more than 10+ years of combined experience implementing Maximo mobile utility field operations solutions for both work and inventory management. Client examples include, but are not limited to: Water (Sacramento County Water Agency) Wastewater (Sacramento Area Sewer District) Storm water (City of Manchester, NH) Power (Con Edison of New York) Transportation (Bay Area Rapid Transit) Marine (British Columbia Ferries) Oil & gas (Chevron) Facilities (Lawrence Berkeley National Laboratory) 4. Demonstrated capability and skill to present varied aspects of the Maximo project to various parties who are interested and impacted by this project. This audience at the City of Fort Collins includes Utility employees such as Field Operations personnel and managers, executives in the organization and citizen boards/committees. Yes, the Excergy team has implemented asset management and other projects that impact many different internal and external stakeholders such as Field Operations personnel and managers, executives in the organization, and citizen boards/committees. Our work in customer engagement for the AMFC project helped Fort Collins achieve recognition by the Department of Energy (DoE) as the best customer outreach in their smart grid program. Crory & Associates has the demonstrated capabilities and skills to present varied aspects of the Maximo project to various parties who are interested and impacted by this project. This includes direct experience with City of Fort Collins Utility employees such as Field Operations personnel and managers as well as executives in the organization. Additionally, Hawksley staff specialize in working with all parts of an organization. 5. Demonstrated/verifiable successful experience implementing Maximo Spatial (or similar functionality) into Maximo configuration decisions, Maximo work flow processes, Maximo use case implementations, data verification, data analysis and reporting. Yes, Excergy team members have this demonstrated and verifiable experience. Crory & Associates brings a combined 15+ years of experience successfully implementing Maximo Spatial into Maximo configuration decisions, Maximo work flow processes, Maximo use case implementations, data verification, data analysis and reporting. Client examples include, but are not limited to the City of Fort Collins, ONEOK, Sacramento Area Sewer District, Sacramento County Department of Water Resources, Sacramento County Water Agency, and Santa Clara Valley Water District. 6. Key Resources identified in Attachment 3, Key Resources, are substantive to consideration and selection of Professional. Professional CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -7- [RFP] ATTACHMENT 3 KEY RESOURCES Professional should modify titles and or job descriptions to correspond to Professional’s terminology and for any proposed resources. Title Job Description Project Director Senior Executive with ultimate authority for large scale or turn key projects reporting to senior executive sponsors. Industry known expert in utility project management. Industry known expert in Project Director or Project Manager role. Project Manager Planning and administration of day to day project activities, monitoring execution of project schedules, routine status reporting, communicating risk and issues. Solution Architect/ Developer Technical expertise for business process analysis re‐engineering and integration analysis and implementation for enterprise systems integration. Engineering expertise for ensuring the proposer integration of related utility operational systems such as CIS, OMS, GIS, ERP, JDE, and SCADA. At least one reference each in GIS and Maximo implementation projects serving in the Solution Architect role. Functional Maximo Specialist – Crory & Associates Implementation, configuration and operational knowledge and experience with Maximo applications in multi‐utility governmental organizations, implementation and operational knowledge of a mobile platform that delivers IBM Maximo functionality and implementation and operational knowledge of Maximo Spatial. Including User Interface, Database Attributes, Start Centers, KPIs, Work Flows and Reporting. Create existing Legacy reports into BIRT/COGNOS reports as needed. Update existing reports, QBR etc. Functional Maximo Specialist – Hawksley Consulting Implementation, configuration and operational knowledge and experience with Maximo applications in multi‐utility governmental organizations, implementation and operational knowledge of a mobile platform that delivers IBM Maximo functionality, and implementation and operational knowledge of Maximo Spatial. Change Management Specialist Change Management guidance and structure to help insure effective training and long term organizational understanding and engagement for successful operation of Maximo system. Communications Specialist Change Management and support of overall project communications efforts. High degree of knowledge of Fort Collins Utilities customers and communications approach. Business Process Manager Develop Maximo business processes and use cases. C. CONFLICT OF INTEREST DISCLOSURE 1. Disclose any current or recent (within the last two years) contractual relationship with any supplier of Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. Neither Excergy, Crory & Associates, nor Hawksley has had any contractual relationship with any supplier of Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. Team member Crory & Associates was a sub‐contractor to Aquitas Solutions for Fort Collins Utilities. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -8- 2. Explain any “partnering” relationships with any Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. Neither Excergy, Crory & Associates, nor Hawksley has had any partnering relationships with any supplier of Maximo support technologies and or vendors such as Mobile applications, Spatial and Mapping applications, etc. Excergy team member Crory & Associates is a registered member of IBM PartnerWorld. 3. For the current company personnel only, cite their Maximo, Mobile applications, Spatial and Mapping applications experience. As stated in Section B above, Excergy team member Crory & Associates has a combined 30+ years of experience successfully implementing Maximo (including version 7.5 for 20 clients as well as Utilities with 7.6). They also bring 10+ years of experience implementing Maximo‐specific mobile utility field operations applications for inventory and work management for 8 clients, and 15+ years of experience implementing Maximo spatial into Maximo configurations for 6 clients, including Utilities. Hawksley complements this experience as well, as shown in the table below. Client Maximo Mobile Spatial/ Mapping Client Maximo Mobile Spatial/ Mapping Ashghal Road and Drainage Authority Freeport Regional Water Authority Bay Area Rapid Transit Grand Coulee Power Organization British Columbia Ferries Greenleaf Energy Unit 1 and Unit 2, LLCs * Brunei Department of Public Works Lawrence Berkeley National Laboratory California Dept. of General Services Los Angeles Department of Public Works California Dept. of Parks and Recreation Metropolitan Sewer District of Greater Cincinnati Calpine Corporation ONEOK Chevron Sacramento Area Sewer District City of Fort Collins * Sacramento County Dept. of Water Resources City of Manchester, NH Sacramento County Water Agency City of Roseville, CA Sacramento Regional Sanitation District City of Superior, WI San Francisco Public Utilities Commission Colorado Springs Utilities Santa Clara Valley Water District Consolidated Edison Seattle Public Works Crory Hawksley * Includes Maximo version 7.6 Additionally, the Excergy team has over 15 years of deep experience in GIS, spatial and mapping application system experience, including ESRI, Smallword, Autodesk based technologies. During this time we have supported numerous GIS‐related engagements, including Enterprise GIS Technology Roadmap and Business Case development, to product customizations and application development. This includes being responsible for not only all typical Application implementation activities such as Project Management, Requirements, Design, Development (both applications and integration) and testing, but also the traditionally more complex and customer‐specific critical tasks of data modeling and data migration activities. The Excergy team continues to be a strong member of the ESRI community, presenting at both the ESRI User Conference and the ESRI Electric and Gas Utility conference numerous times over the last decade. 4. Cite experience in the investor owned/public power sector and familiarity with Maximo projects by other utilities. CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -9- Santa Clara Valley Water District). Hawksley has global and domestic experience with the City of Atlanta Department of Water and locally, with their recent appointment to lead the redeployment of Maximo for Colorado Springs Utilities. 6. Describe other current Maximo project commitments and demonstrate that ample expert personnel are available to meet Utility’s needs. Rick Crory of Crory & Associates has been engaged with Fort Collins and anticipates no issues with continued support for this new engagement. In addition, two other associates are ready to support future work after work order #1. Hawksley (John Guilfoyle) is involved overseeing staff and subcontractors at Chelan County Public Utility District Asset Management Project and Grand Coulee Dam CARMA (Maximo) Improvements Project but neither has started, and others are performing the work. John is based in Broomfield. Glenn Fawcett is the project director at the Colorado Springs Maximo Upgrade but is not anticipated to spend more than 30% of his time in Colorado Springs. Glenn is based in Broomfield. 7. Provide a company/project organization chart and list. Discuss any recent gains or losses of technical, engineering, or management personnel involved in Maximo implementation and operational support in the previous 18 months. The Excergy team project organization chart is shown in Figure 2. Excergy’s team has been remarkably stable for a consulting firm that historically are subject to high turnover. In fact, only one person has voluntarily left the firm since formation 5 years ago. Figure 2. Project Organization Chart Team member Hawksley hired Atlanta‐based CMMS subject matter expert John Abrera within the last 18 months. 8. If a project team made up of individuals from more than one organization is being proposed, provide a project organization chart clearly identifying separate individuals being proposed and related organizational affiliation of each. Excergy has proposed a team that is broader and deeper than required for work order #1 to allow the best resources from three companies to be applied to any future work orders. A project organization chart identifying separate individuals being proposed and related organizational affiliation of each is shown in Figure 3 on the following page. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -10- Figure 3. Project Organization Chart by Firm 9. Discuss the impacts or changes associated with acquiring or being acquired by any other firm within the past 3 years. Excergy has not acquired or been acquired by any other firm. Our company structure has purposefully been created for long term sustainability and we have not incurred debt nor given up equity control, which demonstrates our intention to be a stable and long term partner for Fort Collins. Excergy Corporation was formulated by energy and utility experts formerly of Enspiria Solutions Inc., which had been acquired by Black & Veatch and R.W. Beck, which had been acquired by Leidos/SAIC. We decided that the big, impersonal firms that focus primarily on their internal success were not delivering value to clients, and the solo consultants could not provide the broad coverage that Utilities need to craft a holistic solution. Therefore we decided to team together and form Excergy, and have grown our team and revenue every year since formation in 2011. Hawksley has recently acquired a firm (Burton & Associates) focused on water utility finance. The firm's staff, largely based in the southeast, are currently being integrated into Hawksley. There should be no impact to Hawksley's ability to deliver for Fort Collins Utilities. 10. Discuss experience with investor owned/municipal utilities of a size equal to or larger than the City of Fort Collins Utilities. The majority of Excergy’s work is in the municipal utility sector. We believe this is because our culture that values competence, collegiality, and commitment resonates with the values of public power and water. We have also performed work at some of the largest investor owned utilities such as Consolidated Edison of New York. Our team is deeply familiar with Maximo projects at other utilities, including best practices and lessons learned. Recent utility experience at the size of Fort Collins or larger includes Huntsville Utilities, Memphis Light Gas & Water, and Consolidated Edison of New York. Crory and Associates has performed Maximo work at many municipalities, including Sacramento, Los Angeles, and Seattle which are all larger than Fort Collins. Team member Hawksley has ample experience with mid‐and large‐sized municipal utilities all over the country. Hawksley has worked on financial, strategic, asset management, IT, organizational improvement, capital investment planning and business transformation projects for Prince William County Service Authority, Colorado Springs Utilities, New York City DEP, the cities of Akron, Atlanta, Aurora, Baltimore, Cleveland, Richmond, Sacramento, San Francisco, Santa Fe, and many more. 11. Disclose any current or past litigation, contractual disputes or early terminations as related to over payment or performance. Excergy and its proposed team members have no current or past litigation, contractual disputes or early terminations as related to over payment or performance. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -11- D. SCOPE OF PROPOSAL 1. Provide a detailed narrative of the services your firm proposes to provide if awarded the contract. The narrative should include any options that may be beneficial for Utilities to consider. The first service that the Excergy team will provide is execution of Work Order #1, which is focused on the development of a Project Management Plan (PMP) to establish a path to success and establish project baseline so that the CMMS project can be managed effectively. Elements that will be incorporated into the PMP deliverable include: ► Define project scope ► Develop schedule and cost baselines ► Develop requirements management plan ► Develop configuration management plan ► Develop change management plan ► Develop communication plan ► Develop process improvement plan ► Define project dependencies and risks The PMP will ensure that technology, integration, business, and human elements are executed and controlled in a balanced and holistic manner to enable project success. Excergy has templates for all these elements based on our Integrated Delivery Methodology approach, and combined with our team’s knowledge of Fort Collins Utilities gained from previous projects, we will be able to quickly produce a quality work product. See draft work order #1 on page 21 for more detail. The following task list is a typical Excergy team project approach once the PMP is approved. We emphasize, however, that the plan presented below is a representative plan, which will need to be tuned following development of the PMP and a more complete understanding of Fort Collins’ Maximo needs, requirements, gaps, constraints, etc. Some or all of these tasks would result in additional work orders beyond Work Order #1. Task 1: System Architecture Design and System Implementation The Excergy team will work with Utilities to build from the existing work. The main objective of this task is to install the Maximo System, sub‐systems and modules. The Excergy team will start by documenting the system design and architecture. We will collaborate with the organization’s technical staff to identify major hardware and software sub‐systems and components, middleware, operation systems, databases, organization business systems, third‐party software systems and technical infrastructure. This effort will include developing hardware and software specifications for the CMMS and sub‐systems and documenting any batch or on‐line processing requirements. Critical configuration information and agreement on configuration will be obtained through discussions with key members of the organization information technology staff. The configuration will be documented in a System Architecture documentation that defines the agreed‐upon architecture and design. The document will include architecture, process and data flow diagrams showing information flows, hardware and software needs, and middleware components required. We will work with Utilities’ technical staff to install and initially configure the system according to the process defined. When completed, the basic modules of the CMMS will be ready to be configured for each asset group. The organization will receive an Installation Procedures documentation documenting the installation process and requirements. Deliverables ► Documentation defining the system architecture & integrations to be implemented ► Documentation defining installation procedures DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -12- Task 2: Develop Detailed Asset Management Business Process This task kicks off the implementation and will develop the existing high‐level business processes (described in the new and existing business process use cases) into detailed work practice‐based business processes. The Excergy team’s subject matter experts will educate Utilities on best management practices for each asset group and align the new work practices to meet these needs. Our extensive team experience in environmental utilities, electrical distribution, public works, parks and information technology enables us to quickly “speak the same language” as your experts in each asset group. This task, when performed at the Milwaukee Metropolitan Sewerage District, resulted in a quicker understanding of their current work practices, rapid identification of potential work practice changes and development of implementation strategies that work the first time around. In addition, our subject matter experts and project team are already familiar with many of Utilities’ current work practices and assets from our previous work with Environmental Utilities that will also help streamline the development of improved business practices for the organization. The results of this task will be a set of improved business processes that standardize work practices across the organization in alignment with asset management best practices and principles. These improved business processes will be supported by specific and testable requirements used for configuring and testing the system, and key business rules that govern how work will be completed for each asset group. This approach makes it easy for Utilities to determine when the system configuration is complete and error‐free during implementation of their asset management system. The Excergy team understands that detailed business requirements have been previously completed and provided in the EAM System Software Requirement Specification. Many of these requirements are sufficient for use here and will just need to be verified. Others will need to be expanded into specific, testable requirements to be used for configuring the system, converting legacy data, developing interfaces and testing the system. Detailed Business Process documentation will be produced for each asset group, including detailed descriptions of the work steps and detailed process models that will be used to configure and implement the system. This documentation will include current and new (to‐be) business process models, descriptions of each business process, a final set of user requirements, business rules that govern the department activities, reports and KPIs needed and logical data models that describe data relationships needed for system configuration. Deliverables ► Draft and Final Detailed Business Process documentation for the enterprise ► Draft and Final Detailed Business Practice documentation for each asset group Task 3: Human Response/Change Management & Communications Experience tells us that technology program implementation and realization of full potential depend largely on human factors. For the Maximo project, Excergy will leverage cultural understanding and existing relationships to effectively integrate change management across various stakeholder constituencies including Utilities and City executives/ management, staff, governing body and customers, as applicable. The job of change management is to fundamentally manage the dynamic tension between restraining and driving forces in order to assist both the organization as a whole—and notably impacted functions and individuals—transition from the current state to the desired future state. The goal is to work as efficiently and productively as possible throughout the disruptive middle phases of transition to a new equilibrium and ‘business as usual.’ Excergy will develop and apply tools and practices to prepare the Utilities organization for the new technologies and processes, many of which will ultimately change how Utilities does business. The change management process dovetails with the business process work and includes the following three phases: ► Phase 1: Prepare Strategy/Assess Change ► Phase 2: Manage/Implement Change ► Phase 3: Reinforce/Sustain Change DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -13- Notably, building staff understanding and capability, as well as building and maintaining executive commitment and visible support are critical elements covered with specific methodologies. By developing an overall strategy, and then the communications, sponsorship /engagement, training and reinforcement elements, Excergy will design and implement a set of tools and processes to assist staff as they grow their understanding, desire and ability to use the Maximo technology so that Utilities realizes maximum benefit. Deliverables ► Draft and Final Change Management and Communications Plans ► Implementation Support Task 4: Configure and Customize System EAM Solution The goal of this task is to configure and customize (only if necessary) the EAM System for each targeted asset group so that it supports the to‐be business processes, detailed user requirements and business rules. The Excergy team’s business process approach will enable Utilities to quickly standardize work practices across the organization. This task will initially focus on planning the system configuration. The configuration planning component will identify and document the necessary system configuration required to make the system easy to use for each asset group. Prototypes consisting of sample Maximo screens, KPIs and reports will be made based on the established business process analysis. We will conduct collaborative workshops with key Utilities participants for each asset group to walk through the prototype Maximo screens and workflows to solicit updates and improvements needed to finalize the system configuration. During these workshops, other key information, such as equipment lists, failure and repair codes, procedures and other valid value lists will be identified and compiled by the Project Implementation Team. Role‐based security and security requirements, performance goals and system capacity needs will also be developed. This “rapid‐prototype” approach allows the organization to cost‐effectively configure their maintenance management system to properly align with their business practices and promoted early system acceptance from the users. The results of this effort will be documented in the EAM System Design Technical Memorandum for each asset group (if applicable, multiple asset groups will be combined into one document). Other important configuration planning workshops will establish the organizational hierarchy, define asset‐naming conventions, develop asset hierarchies, establish asset classes and define parts and material organization. We will use our subject matter experts (SMEs) and Peer Advisory Panel (if desired by Utilities) to provide recommendations on these issues. For example, asset classes, a crucial element of asset management, will need to be defined and categorized for replacement planning, life‐cycle analysis, scheduled maintenance procedures and inventory management. In our team’s previous work on organization projects, we have already established these classes for Environmental Utility assets. We will build on this work by reviewing existing configurations in the organization’s legacy asset management systems, evaluating the current business needs and making recommendations that draw upon previous experience. Maximo configuration for each asset group will be documented in a Draft EAM System Design documentation with assistance from the Project Implementation Team. The documentation will document all configuration elements identified during prototyping and any customizations needed. Once the Final EAM System Design documentation has been approved by Utilities, we will work with the Project Implementation Team to configure the system as needed for each asset group. During this activity, The Crory Team and designated organization staff will complete Maximo configuration based on the approved specifications in the System Design documentation. Configuration implementation will cover screen configurations, reports, KPIs, security and access control and population of valid value lists. Deliverables ► Draft and Final EAM System Design documentation for each Asset Group DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -14- Task 5: Convert/Migrate Data from Legacy CMMS Systems The Excergy team will work with the participants representing each asset group to convert data into the EAM System from legacy systems. We will focus on data that are determined to be important and useful to support the established work practices. Our approach will evaluate all categories of legacy data, determining which need validating and converting for use in the EAM System. Initially, we will perform a brief evaluation to gauge the integrity, consistency and completeness of the data based on its intended use as determined during business process analysis. An initial set of recommendations will be identified for proceeding with the conversion. We will then meet with asset group participants to discuss these recommendations and finalize the data conversion needs for the EAM System. Data gaps and conditioning will be completed by the Project Implementation Team. Conversion strategies will also be established to identify the right conversion timing. The results of this analysis will be incorporated into a Data Conversion Plan document for each asset group and will include data mapping into the new system, data conditioning, data gap population, converting valid values and reorganizing as required to meet the to‐be business process needs and new EAM System data specifications. The plan will also include data quality control and quality assurance steps necessary to verify conversion results. Once the organization has approved the plan, we will work with the Project Implementation Team to perform the conversion. We plan to use key organization participants to verify the converted data for accuracy and completeness. Once the conversion has been completed to sufficiently meet Utilities’ business needs as specified in the data conversion plan, Utilities will provide written notification that the conversion has been satisfactorily completed. We have successfully used this approach on our previous and current projects to initially populate the asset database for the organization’s Replacement Planning Model and during the plant condition assessment, which provided the organization with a cost‐effective, maintainable and accurate inventory of organization assets. When the conversion process has finished, the results will be documented in a Data Conversion Results document for each data set describing the outcome of the conversion process. This documentation will describe the steps completed, additional issues encountered and decisions made and QA/QC reports that verify data completeness and accuracy. Deliverables ► Data Conversion Plan documentation for each data set ► Data conversion results report for each data set Task 6: Integrate EAM System with Utilities’ Business Systems The Excergy team will work with the Project Implementation Team and business system custodians to integrate the Maximo system with each of the other organization systems identified in the RFP. This process will be guided by the existing finalized business requirements and business rules developed. These integrations present an ideal opportunity to build user acceptance and enthusiasm about the system by illustrating how needed information will be easier to obtain using the Maximo system. One of the key strategies for successful integration is to engage the custodians (organization staff or departments who are responsible for maintaining the other organization business systems) of the target enterprise application early and establish a close working relationship with them so that they understand and embrace the project objectives, deadlines and critical success factors. Itis also important for the CMMS project team to understand any constraints, scheduling factors or workload considerations of the system custodians for proper implementation planning. This will be accomplished through communication, individual discussions and workshops with the business system custodians to obtain buy‐in that will set a clear implementation schedule and communication plan though collaboration and teamwork. We will develop integration designs and employ rapid prototyping (using Maximo and its integration tools) to determine integration requirements and design specifications. The Maximo Integration Framework (MIF) will be used DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -15- as the primary integration tool to connect to other enterprise systems. The MIF will allow Maximo to quickly connect with the organization’s enterprise systems and exchange critical information with these systems in real‐time or through batch processing. The MIF takes advantage of Service Oriented Architecture for integration deployment and supports rapid integration by using flexible integration libraries and other standards. The MIF will be used for rapid prototyping of integration points and has a complete integration development environment that will facilitate integration development, configuration and deployment. The integration configuration will be documented in an Integration Design document for each interface. Upon acceptance of the documentation, we will initiate the integration process. We will work with the enterprise system custodians and the Project Implementation Team to implement the design specifications, configure the EAM System, and build the necessary integration connections. This will help ensure that the integration is completed as planned. We will conduct joint testing/debugging meetings at critical dates to efficiently eliminate issues. During the integration process, we will document necessary integration, configuration, and maintenance procedures so that Utilities can properly manage the integrations. In addition, we will provide individual training for technical staff to help ensure that you can maintain the integration configuration or make changes as needed. Upon completion of this task, the integration elements will be ready to be tested by Utilities in preparation for final deployment. Deliverables ► Draft and Final Integration documentation for each integration Task 7: Develop and Implement Maintenance Plans This task will assess current maintenance‐related practices and develop a detailed work plan for implementing enhancements. Subsequent tasks will develop similar plans for each asset group. Throughout all phases of this effort, we will engage your staff as active participants for both the assessment and implementation. The on‐site assessment evaluation will focus on two primary activities: collecting data for analysis and evaluating maintenance practices. We will collect data, interview key staff, observe the current maintenance approach and travel with your maintenance teams to observe the current maintenance environment. The assessment will consider: ► Plant Management and Support Staff: We will identify improvement opportunities and potential roadblocks, as well as recommend appropriate actions to increase visibility and value to the organization. ► Maintenance and Facility Work Management Process and Practice Review: We will review the status of practices embedded in the Maximo system and provide feedback on opportunities to improve maintenance using the system. ► Preventive Maintenance: We will evaluate existing electronic preventive maintenance records and estimate labor expended on each type of maintenance (i.e., lubrication, inspection, adjustments and major maintenance) to the extent this information is available. We will estimate a percentage of work that may be more effectively accomplished using preventive maintenance technologies, extended frequencies or elimination in areas where preventive maintenance activities may not be cost effective. ► Predictive Maintenance (PdM): We will review your existing PdM approach and evaluate the selection of criteria applied to equipment assets for inclusion in your program. We will match equipment classifications to specific PdM technologies and identify the percentage of equipment currently covered by Utilities’ PdM technology. ► Condition‐Based Maintenance (CBM): We will interview key maintenance staff and evaluate the availability of condition data and how it is currently used to influence both preventive and corrective maintenance activities. ► Reliability Centered Maintenance (RCM): We will identify potential failure modes of equipment and countermeasures to minimize or eliminate failures. Few failures (14%) are age related; most failures occur randomly. This is a methodical and time consuming process that is appropriate for systems which, if failed, would result in a regulatory violation, costly repairs or safety consequence. This maintenance practice is generally applied to approximately 20% of the total equipment assets that represent 80% of the reliability risk. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -16- ► Inventory Management Practices: It is difficult to manage proactive inventory and store management within a reactive maintenance environment. Our assessment team will evaluate the existing storeroom business practices and document both current strengths and challenges and recommend potential changes. We will align inventory control methods with the maintenance planning process. ► Craft Skills and Job Knowledge: We will document each craft person’s existing knowledge base and source‐of‐ knowledge acquisition. Most reactive environments employ on‐the‐job training methods. This method is often referred to as “tribal knowledge” as it is passed down from one person to the next in an ad‐hoc manner. We will review existing training plans and recommend as part of the assessment, an approach for increasing skill levels should enhancements be warranted. ► Engineering and Technical Information Management: The availability of drawings, manuals and other technical information is critical to the execution of optimized maintenance. We will document the availability of technical information to the maintenance department and evaluate the relationship between maintenance and engineering. This relationship is critical to standardizing equipment and the exchange of equipment performance. The maintenance plans will describe direction for each asset group and provide templates for each asset type. The maintenance template for asset types will include frequency, application, special instructions, checkpoints, tools and materials. This task will: Address maintenance methodology and strategies Review criticality rankings Review asset identification and documentation guidelines and format Review implementation of work process and practices for each asset group Identify approach for EAM System optimization Identify materials and inventory management improvements Provide a step‐by‐step plan for implementing a proactive maintenance program Define the implementation steps for the PdM and preventive maintenance optimization process Define the steps required to implement a critical machinery monitoring evaluation program Deliverables ► Draft and Final Maintenance Plans for each asset group Task 8: System Solution Testing Once the system has been configured for each asset group, appropriate legacy data has been converted and the enterprise system interfaces have been configured, the solution will be thoroughly tested to confirm that it performs as defined. System solution testing will occur throughout the configuration and integration process and will test each of the business requirements defined for the asset group. System testing is performed by both the Project Implementation Team and other future system users. System testing will occur in a dedicated testing environment and will include load testing and performance tuning. The Excergy team will include asset group‐specific steps. With the assistance of the Project Implementation Team, we will build asset group test cases that define specific testing steps and expected outcomes. These will be used by the testers to verify that the established requirements and business rules have been met. Bugs will be tracked in the bug‐tracking spreadsheet (and/or SharePoint) and will be and available to all authorized team members. This central list will record the prioritization, status and change history of each error found during testing and will be a communication tool for error resolution among the project stakeholders, the project development team and the various testing teams. The final step in system acceptance will be user acceptance testing (UAT). UAT is performed by a designated team of organization staff not involved in the configuration of the system, to independently test the solution to determine that all mandatory organization requirements have been met and that all data conversions and external interfaces work as expected. The Excergy team will train the UAT team on system basics, how to conduct UAT, how to evaluate test cases and how to record errors or enhancements. Errors identified during UAT will be categorized in terms of severity and DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -17- impact to the business process so that higher priority errors will be addressed first. UAT will be complete when all critical and high‐priority errors (i.e., software issues that cause the system to crash or prevent the completion of a defined mandatory user requirement) have been fixed in the system. When UAT is complete, the organization will approve delivery of the configured system for the specified asset group(s). The system will then be ready for deployment into the production environment, and user training will begin. Deliverables ► Asset Group Test Plans Error Tracking Database User Acceptance Testing Results for each asset group Task 9: Training, Deployment and Knowledge Transfer The goal of Training, Deployment and Knowledge Transfer is to successfully transition each asset group into production using the new system, new work procedures and standardized asset management practices. The first step in implementation focuses on training. Incorporating a variety of learning techniques enables our team to provide the right level of training most efficiently accelerating the users’ acceptance of the system. There are several types of training that will be covered, including basic training on the system fundamentals, end‐user training on customized work practices, train‐the‐trainer training, administration training and system management training. End‐user training will incorporate new work practices defined in the final work flow diagrams; and asset group‐specific data entry screens, valid values, KPIs and reports. Train‐the‐trainer training will be provided for key individuals who will be responsible for continuing the training program for each asset group once the initial participants have been trained. We recognize that training requires reaching out to all types of students with different learning characteristics across the organization. Our training approach will employ many techniques to address all types of learners. We will develop a learning curriculum for each asset group that incorporates the following proven techniques: ► Provide a series of training sessions. Our curriculum starts with simple tasks and provides a means to achieve early success. Once these are mastered, students will move on to more advanced training sessions that also reinforce the basics. ► Provide a consistent linear process. Showing new users multiple ways to accomplish the same thing can sometimes overwhelm, especially if he or she is not used to computers. We will establish a single approach and be consistent. ► Show, Tell, Do, Review. This four‐step approach includes 1) Show: the instructor demonstrates the process, 2) Tell: the trainees instruct the instructor through the same process, 3) Do: The trainees complete a written exercise on their own under instructor supervision, and 4) Review: go over the exercise and discuss the results. This approach covers all of the basic learning styles in the classroom setting for maximum effect. ► Provide simple instructions and cheat sheets. For example, laminated, customized cheat sheets can be created for common procedures so that they could be taken into the field by system users without being destroyed. ► Provide ongoing training and self‐learning opportunities. Once formal training is over, we have found that system acceptance greatly benefits from additional periodic refresher training and one‐on‐one drop‐in training to reinforce procedures and tools. While training is being conducted, the Project Implementation Team will focus on transitioning the system into the production environment for active organization use. These asset group plans will be based on IBMs implementation worksheet and will describe pre‐implementation conditions, system configuration requirements, implementation steps, roles and responsibilities and final implementation steps. This will be developed in collaboration with the organization IT staff, project stakeholders, enterprise system custodians and project team so that the process is clearly understood by all involved parties. Once the system is in production and the users are using it for their daily work, post‐production support will be implemented for the asset group participants so that any unexpected issues are efficiently resolved with minimal disruption to the users. This will help the Project Implementation Team efficiently solve unexpected post‐production DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -18- system problems while configuring the system for other asset groups. Procedures to resolve unexpected issues encountered in production will be established and a process for performing system updates will be formalized. It is recommended to include a continuous improvement program in this or a separate task. The extensive number of Maximo features and functions usually creates an opportunity to expand beyond the first implementation. This could also be captured in a “Post Go‐Live Embedment” phase that incorporates the benefits monitoring and “health check” audits to ensure we avoid roll back of use and are able to conduct the necessary refinements in process and QA/QC. Typically, Excergy remains on contract for 12 months beyond go‐live to ensure implementation is successful. Deliverables ► Draft and final training materials for each asset group ► Asset‐Group Deployment Plans ► EAM System Users Guide for each asset group ► EAM System Administrators Guide ► EAM System Management Guide ► Production EAM System Solution Assumptions ► Installation of the basic system will follow the recommendations provided by IBM in their technical response ► The organization will provide access to personnel and necessary documentation to document business process requirements and business rules ► Customization of the software will be minimal and only considered for critical business functions that cannot be achieved by other means ► The organization’s electronic inventory of assets will be sufficiently complete for each asset group prior to start of the configuration task and the maintenance plan implementation so that the configuration can be successfully completed as scheduled ► Data conditioning and data gap resolution will be performed by the Project Implementation Team ► Representatives from organization business systems will collaborate with the Integrator for resources needed and schedule commitments to perform the integration ► The project schedule assumes that there are no conflicts with other projects or initiatives underway for each of the business systems during the integration task activities ► The organization will provide access to personnel and documentation including work order history and activity‐based costs to the Integrator ► The organization will facilitate coordination of workshops and meetings ► The Integrator will collaborate with the organization to prioritize defects in order to address the most critical defects first ► The organization IT staff will configure and install the system in the production environment under the guidance of the Integrator 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. One of the primary factors that distinguish successful Maximo projects is the quality of the overall project management. In the Excergy model, our Project Manager (PM) works very closely with the utility project manager and uses proven process, methodologies, and templates to produce a robust, flexible implementation approach. We have found most vendors do not have the same high level of PM capabilities, and we are very experienced in helping a multiple party team execute successfully to the project baseline. Excergy teaches utility project management courses, and we have helped manage projects that won industry awards for performance, collaboration, and innovation. Our process ensures a successful project implementation by managing and controlling an execution that meets or exceeds requirements; delivering this solution on time, within budget, and with the expected level of resources. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -19- As mentioned earlier, Excergy’s proven IDM drives efficient development and execution of your project—enabling utilities to attain more success, less waste and achieve greater results on technology projects. IDM is based on decades of implementation success at hundreds of successful projects, and melds the right amounts of key technical services with industry best practices and knowledge obtainable only through decades of implementation and integration experience. Our IDM’s holistic process blends state of the art project management, technology expertise, business savvy, and personnel motivation to create a high performing project. Key elements include: ► Project Management. Based on a combination of industry best practices including Project Management Institute and Agile approaches, and tempered through decades of successful project experience. ► Systems Engineering: An interdisciplinary approach which focuses on defining customer needs and required functionality early in the development cycle and proceeding with design synthesis and system validation within the context of the complete solution. ► Business Process Re‐engineering: IDM’s focus on the business element leverages the strength of the utility’s chosen vendor solution, legacy technologies, and labor force capacity to transform how operations are performed. ► Organizational Change Management: IDM facilitates the realization of benefits by managing the people element to align teams, break down barriers, and create a culture of achievement. ► Technology Expertise: Excergy’s personnel are experts on utility technologies, how to maximize strengths and minimize weaknesses, and how to effectively integrate new and legacy systems into a cohesive whole. 3. Describe the methods and timeline of communication of project status your firm will use with the City’s Project Manager and other members of the Project team. For the Maximo project, we envision a communication and management approach similar to AMFC. The Excergy PM will support the Fort Collins PM who will jointly manage the project through the five phases of the project lifecycle: Initiating, Planning, Executing, Controlling, and Closing. At project initiation, the Excergy team will review and finalize the project plan elements at a kickoff meeting at Fort Collins’ offices. The kickoff meeting is used to introduce the team, review initial project plans, start preparation for Work Order #1, share and refine the business process work, and review the success metrics. The team will work together to clarify purpose, align systems, and unleash the talent of the overall project team. The Excergy PM will be responsible for the typical project management activities described in the table below. PM ACTIVITY DESCRIPTION Scope Management Ensure that the project plans outline all of the work required to complete the project successfully. Scope management consists of initiation, scope planning, scope definition, scope verification, and scope change control. Change Management Ensure that a baseline project plan is established at project initiation, and that a formal change control process is in place to control changes to the baseline project plan throughout the project lifecycle. Integration Management Ensure that the various elements of the project are properly coordinated. Integration management consists of project plan development, project plan execution, and overall change control. Cost Management Ensure that the project is completed within the approved budget. Cost management consists of resource planning, cost estimating, cost budgeting, and cost control. Procurement Support Acquire goods and services from outside the performing organization. Procurement support consists of procurement and solicitation planning; solicitation; source selection; and contract administration and closeout. Quality Management Ensure that the project will satisfy the needs for which it was undertaken. Quality management consists of quality planning, quality assurance, quality control, and configuration management. Reporting Management Ensure timely and appropriate generation, collection, distribution, and storage of project information. The project manager also handles reporting and status information management consists of communications planning, information distribution, performance reporting, and administrative closure. CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -20- PM ACTIVITY DESCRIPTION Time Management Ensure the timely completion of the project. Time management consists of activity definition, activity sequencing, activity duration estimating, and schedule development and control. Risk Management Identify and analyze project risks, and respond to those risks. The Excergy approach to risk management has three components—identification, prioritization, and mitigation. Risks are identified at project inception, and categorized based on probability and impact. A risk mitigation plan is defined to impacts should the risk occur. The risk mitigation plan is continuously re-evaluated during the project lifetime. Once a risk actually occurs, it is moved to the issue tracking process. The Excergy PM will manage the weekly project status cycle for Fort Collins. On a project as large and complex as this, it is important to establish a regular cadence in which progress towards the plan, performance status, risk management, items of concern, and open action items are managed regularly and consistently. As shown in Figure 4, the status cycle is initiated with written project status reports; and vendors and key project organizations complete a report. Excergy (with Fort Collins personnel optional) will meet with the vendors in focused one‐hour meetings to ensure that the status is consistent and understood. Excergy will then compile the status into a consolidated status report, update project action items and risks, and prepare for a Fort Collins PMO meeting to manage the project. Typically, the PMO meeting is run by Fort Collins, with Excergy as the consultant facilitating and assisting. Vendor PMs or experts are only needed if deeper examination of status or important issues is on the agenda. The PMO meeting assesses the overall health of the project and directs actions as needed. If an action item or PMO direction affects the scope of the project (technical baseline, schedule, or cost), a separate Change Control Board (CCB) meeting takes place. The CCB process is documented in the Configuration Management Plan deliverable. 4. Detail recent experience your firm and proposed team has related to the scope of work as described in this RFP. As mentioned in Section B above, Excergy team member Crory & Associates has a combined 30+ years’ of Maximo experience demonstrated clearly by successful implementations Maximo version 7.5 for water distribution, wastewater collection, electrical power distribution, water production, water reclamation, supply Chain, fleet management, and facilities management, as well as familiarity with 7.6 applications (including City of Fort Collins). Project management, business process transformation, human change management, and customer communications— coupled with the ability to effectively lead a multiple company team—are core skills of Excergy as demonstrated on the Fort Collin’s AMFC project. 5. For Work Order #1, Attachment 2, provide a work plan, level of effort and related fees for the Work Order #1 as described herein. Describe your recommended approach to the project and estimated hours for each proposed task. Detail risk factors to be considered, major issues and significant dependencies to be considered. Figure 4. Weekly Project Status Cycle DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -21- 8225 Maximo Consulting Services Technical Consultant, Project Management, Change Management and Related Services WORK ORDER #1: I. Task Summary 1. Fort Collins Utilities’ project for the implementation of a Maximo asset management/worker order system for asset lifecycle and maintenance management has lacked an adequately detailed Project Management Plan. The first task to be supported by selected Professional will be to assist Fort Collins in developing this detailed Project Management Plan. 2. As described in the Background discussion included in this RFP a certain level of implementation has been completed and substantially more remains to be completed. Implementation work yet to be completed includes final Maximo implementation for Water Field Operations, selection and implementation of mobile application to support water and electric field operations, integration of Maximo with Utilities Spatial strategy (a separate project from this Maximo project) that requires a high level of coordination, understanding, and scheduling integration with this Maximo project, implementation of Maximo for Utilities Materials Management (warehousing operations), and implementation of Maximo for Light and Power Field Operations. 3. Work Order #1 is for the development of a detailed Project Management Plan to complete the implementation of a Maximo assets management system for asset lifecycle and maintenance management for Fort Collins Utilities. This detailed Project Management Plan shall include scope (deliverables), schedule and cost baselines, requirements management plan, configuration management plan, change management plan, communication plan, and process improvement plan. Significant dependencies and risks shall also be identified. 4. Include in this scope of work any additional tasks and reporting that Professional believes would be helpful for Fort Collins Utilities management and staff to track and refine project implementation performance for successful implementation of Maximo assets management system for asset lifecycle and maintenance management for Fort Collins Utilities. II. Schedule The period of performance for Work Order #1 is from March 15, 2016 to approximately June 20, 2016. III. Project Execution The output of Work Order #1 is a Project Management Plan (PMP) to complete the implementation of a Maximo assets management system for asset lifecycle and maintenance management for Fort Collins Utilities. This detailed Project Management Plan shall include scope (deliverables), schedule and cost baselines, requirements management plan, configuration management plan, change management plan, communication plan, and process improvement plan. Significant dependencies and risks shall also be identified. A combination of Excergy’s Integrated Delivery Methodology processes, existing Fort Collins’ project awareness, and industry Maximo best practices supplied by Crory & Associates and Hawksley Consulting will drive the execution and development of the PMP. The following activities will be conducted by the Excergy team to support construction of the PMP: ► Information Collection & Program Review. Excergy recognizes the prior and ongoing effort Fort Collins has invested in the CMMS Project, and based on the Water Treatment Plant implementation of Maximo, Fort Collins will have a perspective on the successful (and/or not successful) components of that project. This will include conducting sessions with existing Program Management, IT, and other team members involved in the project, along with collection and review of existing materials (such as previous project schedules, use cases, business process information, training materials, and technical specifications). Based on the above, Excergy will construct a ‘lessons learned’ specific to the Fort Collins project to incorporate into our team’s extensive experience for use as a guide for the PMP. ► Solicit input from Stakeholders. To establish high‐level business goals for the project, the Excergy team will conduct sessions with business owners and other CMMS stakeholders (such as the Project team and IT representatives) for establishing new goals, (both near and long‐term) for the program. This includes representatives from groups that are targeted for new phases of implementation (such as Light and Power), as well as those who have already implemented Maximo (Water Treatment) and are in the process of DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -22- implementation (Water Operations) to ensure Excergy has an Enterprise‐wide view of objectives. This effort will help inform the overall project objectives (scope and schedule), along with tasks required for the change management and communication elements of the PMP. ► Develop High‐Level Requirements and Architecture. Having captured the overall business objectives, stakeholder goals, and existing project material, Excergy will document a set of high‐level requirements and target architecture for the proposed solution to create a ‘baseline’ with which to construct the PMP objectives. These requirements will include categories such as business impact, priority, implementation complexity, and risk (such as how well defined or understood this requirement may be). This and other criteria will inform the PMP in terms of future tasks required to further refine the requirements, and when in the project to do so. The architecture will capture not only existing and proposed technical details of the solution, such as infrastructure impact and support requirements, but also integrations, dependent systems, data migration sources, and related For Collins programs that may be impacted by the CMMS project. (A clear example of this is the ESRI/Spatial project described in the RFP.) Excergy will review this information with Fort Collins to validate the requirements and architecture prior to constructing the PMP. ► Construct a Thorough Project Management Plan. Based on the information collected above, along with our team’s extensive prior Maximo experience, Excergy will construct the PMP and all elements described above. The PMP will seek to define the schedule for the project to meet objectives and to provide a vision for project success that both mitigates risk and strain on Fort Collins’ internal resources and prepares Fort Collins for future operations of the system beyond project implementation. IV. Project Timeline A draft project timeline, to complete Work Order 1 with significant milestones based on a start date of March 15, 2016, is shown below. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -23- V. Utilities Staff Key utilities personnel or functional responsibilities that will be required to help ensure successful execution of Work Order #1, their duties and responsibilities, and estimated level of effort required for planning purposes are tentatively shown in the table below. This list will be refined with Utilities participation at the kick‐off meeting. Utilities Role Tentative Assignment Description Estimated Hours CMMS Re-Plan Manager Dennis Sumner Manager responsible for assessing and re-planning existing CMMS effort. Guidance and approval of WO #1 plans, execution, and deliverables. Attendance at planning meetings and deliverables review. Review and approval of cost and schedule baselines. Review and input on projects risks, risk mitigation, and issues. 80 CMMS PM Chris Parton Project Manager for the existing CMMS effort. Guidance and knowledge of current Maximo implementation status, plans, and deliverables. Attendance at planning meetings and deliverables review. 40 Applications IT Manager Mary Evans Manager responsible for Utilities IT Systems. Guidance and input on legacy applications and integrations for Maximo. Attendance at planning meetings and deliverables review. Review of requirements management and configuration management plans and activities. 40 Senior Database Analyst Brad Burke IT SME with knowledge of Utilities IT Systems Guidance and input on legacy applications and integrations for Maximo. Attendance at planning meetings and deliverables review. Review of requirements management and configuration management plans and activities. 40 Internal Communication s Diane Royvale Lisa Rosintowski Managers responsible for reviewing and approving communications materials planned for internal Utilities and City staff 40 total Change Management TBD Internal lead to assist, review, and approve change management plans. Experience in change management and thorough knowledge of Utilities staff. 40 Fort Collins Operations Managers John Haukass Tim McCollough Lance Smith Others TBD CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -24- Resource Duties and Responsibilities Hours Rick Crory Lead Maximo SME contributing to all aspects of the PMP development. 167 Glenn Fawcett Maximo and business transformation SME responsible for planning, contributing, and reviewing PMP elements. 27 John Guilfoyle EAM and utility systems SME responsible for planning, contributing, and reviewing PMP elements. 27 Labor Services 622 VII. Estimated Professional Staff Effort (to be completed by professional as a part of response to RFP) For the specific tasks and activities of Work Order #1, estimated hours by task for the period of performance of Section IV. Task # Task Description Estimated Hours Resources Assigned Task 1 Define project scope 116 Jim Ketchledge, Adam Tonkin, Rick Crory, Glenn Fawcett, John Guilfoyle Task 2 Develop schedule and cost baselines 122 Jim Ketchledge, Adam Tonkin, Lynn Adams, Mark Hatfield, Rick Crory, Glenn Fawcett, John Guilfoyle Task 3 Develop requirements management plan 67 Jim Ketchledge, Adam Tonkin, Rick Crory Task 4 Develop configuration management plan 54 Jim Ketchledge, Adam Tonkin, Rick Crory Task 5 Develop change management plan 54 Lynn Adams, Rick Crory Task 6 Develop communication plan 54 Lynn Adams, Rick Crory Task 7 Develop process improvement plan 63 Mark Hatfield, Rick Crory Task 8 Define project dependencies and risks 92 Jim Ketchledge, Adam Tonkin, Rick Crory VIII. Compensation (to be completed by professional as a part of response to RFP) Excergy proposes to perform the required Tasks 1‐8 for a fixed labor fee of $133,822, excluding expenses. Travel expenses are estimated to be $13,520, which will be invoiced monthly, at cost per the Fort Collin’s guidelines. Excergy does not charge for time spent traveling. The table below summarizes the price per task. No reimbursable direct costs are anticipated except for travel costs. MAXIMUM estimated compensation for both Professional’s time and reimbursable direct costs is $147,342. Task # Task Description Price Task 1 Define project scope $26,141 Task 2 Develop schedule and cost baselines $28,084 Task 3 Develop requirements management plan $13,675 Task 4 Develop configuration management plan $11,036 Task 5 Develop change management plan $11,918 Task 6 Develop communication plan $11,918 Task 7 Develop process improvement plan $13,268 Task 8 Define project dependencies and risks $17,782 Labor Price $133,822 Reimbursable Expenses $13,520 Total Price $147,342 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -25- E. COST AND WORK HOURS Excergy, Crory & Associates, and Hawksley Consulting labor rates per the job descriptions and for five years after 2016 are shown below: Excergy, Crory & Associates, and Hawksley Consulting Hourly Labor Rates Excergy Team Resource 2016 2017 2018 2019 2020 2021 Rate Rate Rate Rate Rate Rate Project Director/Project Manager $233.00 $240.00 $247.00 $254.00 $262.00 $270.00 Solution Architect/Developer $212.00 $218.00 $225.00 $232.00 $239.00 $ 246.00 Functional Maximo Specialist – Crory & Associates $150.00 $155.00 $160.00 $165.00 $170.00 $175.00 Functional Maximo Specialist – Hawksley Consulting $328.00 $338.00 $348.00 $358.00 $369.00 $380.00 Communications/Change Management Specialist $233.00 $240.00 $247.00 $254.00 $262.00 $270.00 Business Process Manager $233.00 $240.00 $247.00 $254.00 $262.00 $270.00 Junior Analyst – Excergy $140.00 $144.00 $148.00 $152.00 $157.00 $162.00 For Work Order #1, a breakdown by employee name and job title, hourly rate for each, and estimated number of hours is shown below. Hours per milestone task, and estimates for reimbursable travel, and a total not to exceed cost are shown in the previous section. Resource Job Title 2016 Hourly Rate Hours Jim Ketchledge Project Director $233 134 Adam Tonkin Solution Architect $212 113 Lynn Adams Change Management/Communications Specialist $233 100 Mark Hatfield Business Process Manager $233 54 Rick Crory Functional Maximo Specialist – Crory & Associates $150 167 Glenn Fawcett Functional Maximo Specialist – Hawksley Consulting $328 27 John Guilfoyle Functional Maximo Specialist– Hawksley Consulting $328 27 Reimbursable Expenses for Work Order #1 are estimated to be $13,520.00; breakdown as follows: Airfare $1,600.00 Total = $13,520.00 Number of Trips = 24 Lodging $7,280.00 Meals $2,600.00 Rental Car & Fuel $720.00 Airport Parking $360.00 Personal Mileage $960.00 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -26- F. ASSIGNED PERSONNEL/FIRM CAPABILITY Identify key personnel who will execute the project and duties as identified in Attachment 3. 1. Include resumes (limited to 2 pages each) for each project participant. Resumes for each of the proposed resources, as indicated on the organization chart (Figure 2, page 9), are provided as Appendix B of this response. The job duties and roles of each are in accordance with those identified in Attachment 3 (Section B, page 7). 2. Provide a description of similar relevant work performed and contact person information. Include the following information for three (3) or more recent references: Excergy Reference 1: AMI Smart Grid Solution Services a. Name of firm City of Fort Collins b. Name and title of contact, phone number and email address Dennis Sumner, Project Manager; 970‐221‐6718; dsumner@fcgov.com c. Relevant services provided Technical consultation, program management, and systems integration for AMI Smart Grid solution acquisition and deployment; Business Case Update and Validation; Stakeholder Outreach and Communication; Plan/Implementation; Cyber Security Plan; Smart Grid/AMI Vision; Technical Infrastructure/Architecture; Program/Project Management; Procurement (for AMI, MDMS, Cyber Security, Customer Web Portal, DRMS, Endpoint Installation); Systems Test Plan/Acceptance Testing; Implementation of Multiple Project Components, including AMI, MDM, DR, Tropos Communications, Web Portal; Change Management Plan/Execution; Project Reporting; Transition/Training; Deployment Management; and Business Process. Also engaged to re‐do the utility IT strategic roadmap. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $2.5M encompassing multiple work orders. Two minor change orders to extend time frame per client convenience and correct a paperwork error. e. Original schedule and actual completion time for each change order 08/2010 ‐ Present Excergy Reference 2: AMI Business Case, Vendor Selection, & Implementation a. Name of firm Huntsville Utilities (AL) b. Name and title of contact, phone number and email address Stacy Cantrell, VP Engineering/Engineering Services Manager; 256‐535‐1312; stacy.cantrell@hsvutil.org c. Relevant services provided Create the business case for AMI (and MDMS) as well as vendor selection for those services; requirements definition and analysis of benefits, existing IT infrastructure, meter populations, and vendor compatibility. Now engaged as the program/system integrator for the entire project. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $200k for first phase (Feasibility) and $1M for year one of program integrator services. Change order N/A. e. Original schedule and actual completion time for each change order 07/2014 ‐ Present DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -27- Excergy Reference 3: AMR to AMI Roadmap a. Name of firm Halifax Regional Water Commission (Canada) b. Name and title of contact, phone number and email address Reid Campbell, Director, Water Services; 902‐490‐4877; reid.campbell@halifaxwater.ca c. Relevant services provided Evaluate the technology and economic feasibility of AMR Roadmap to moving to AMI. Completed a needs assessment of AMI requirements; developed economic/financial models for key strategies, including AMR throughout the system, and AMI (including conversion to monthly billing). Developed a project timeline for AMI including deployment strategies, equipment, materials, financial and human resources implications, risk assessment, and mitigation. The final work product was a comprehensive AMR/AMI technology assessment and AMR Roadmap study report with conclusions, recommendations, future course(s) of action, and a procurement/deployment plan. In second phase was engaged to develop AMI requirements and perform an AMI vendor selection based upon the previous feasibility study. Now in negotiations as the program/system integrator for the entire project. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $500K for phase 1 and 2. Change order N/A. e. Original schedule and actual completion time for each change order 05/2013 ‐ Present Crory & Associates Reference 1: MAXIMO CMMS Project Implementation Phase 2 a. Name of firm City of Fort Collins b. Name and title of contact, phone number and email address Dennis Sumner, Project Manager; 970‐221‐6718; dsumner@fc.gov c. Relevant services provided Project Management, System Architecture Design and System Implementation, Develop Detailed Asset Management Business Process, Configure and Customize System EAM Solution, Convert/Migrate Data from Legacy CMMS Systems, Integrate EAM System with organization Business Systems, Develop and Implement Maintenance Plans, System Solution Testing, Training, Deployment and Knowledge Transfer Users: 200+; Add‐ons: MAXIMO Spatial, MAXIMO Linear Asset Manager, MAXIMO for Utilities; Interfaces: JD Edwards, GIS, CIS d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $56,000; Change order N/A e. Original schedule and actual completion time for each change order 7/1/15 ‐ Present Crory & Associates Reference 2: Standard On-Call Consulting Agreement, MAXIMO a. Name of firm Santa Clara Valley Water District b. Name and title of contact, phone number and email address Sanjal Syal, Program Administrator; 408‐630‐3067; ssyal@valleywater.org c. Relevant services provided Project Management, System Architecture Design and System Implementation, Develop Detailed Asset Management Business Process, Configure and Customize System EAM Solution, Convert/Migrate Data from Legacy CMMS DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -28- Systems, Integrate EAM System with organization Business Systems, Develop and Implement Maintenance Plans, System Solution Testing, Training, Deployment and Knowledge Transfer Users: 200+; Interfaces: PeopleSoft, GIS, Mobile, CARA, ICAM, FuelTRAK, Access Valley Water, AKWIRE d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $177,000 (FY 2015/2016) Change Order N/A e. Original schedule and actual completion time for each change order 7/1/15 – 6/30/20 Crory & Associates Reference 3: MAXIMO CMMS Operations Support for Water Supply a. Name of firm Sacramento County Water Agency b. Name and title of contact, phone number and email address Amy de la Salle, Associate Civil Engineer, Water Supply; 916‐874‐8291; delasallea@saccounty.net c. Relevant services provided Project Management, System Architecture Design and System Implementation, Develop Detailed Asset Management Business Process, Configure and Customize System EAM Solution, Convert/Migrate Data from Legacy CMMS Systems, Integrate EAM System with organization Business Systems, Develop and Implement Maintenance Plans, System Solution Testing, Training, Deployment and Knowledge Transfer Users: 60; Interfaces: GIS, Metering/Utility Billing d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $99,300 (FY 2015/2016), Renewed Annually Change Order N/A e. Original schedule and actual completion time for each change order Renewed Annually (July 1 – June 30) Crory & Associates Reference 4: Upgrade MAXIMO to Version 7.5 and Implement MAXIMO Spatial a. Name of firm Sacramento County Department of Water Resources b. Name and title of contact, phone number and email address George Scott, IT Manager; 916‐875‐6949; scottg@saccounty.net c. Relevant services provided Project Management, System Architecture Design and System Implementation, Develop Detailed Asset Management Business Process, Configure and Customize System EAM Solution, Convert/Migrate Data from Legacy CMMS Systems, Integrate EAM System with organization Business Systems, Develop and Implement Maintenance Plans, System Solution Testing, Training, Deployment and Knowledge Transfer Users: 120; Add‐ons: MAXIMO Spatial, MAXIMO Scheduler; Interfaces: GIS, Metering/Utility Billing d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $325,600; No Change Orders e. Original schedule and actual completion time for each change order March 2013 to Feb 2014 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -29- Hawksley Reference 1: Ashghal Enterprise Business System (EAM/CRM) Implementation a. Name of firm Ashghal Public Works Authority, State of Qatar b. Name and title of contact, phone number and email address Ms. Abeer Al‐Hajri, Manager of Information Systems/Maximo Executive Sponsor; +974‐4495‐0008; abeer@ashghal.gov.qa c. Relevant services provided Waste water utility business process improvement (BPI) using LEAN Six Sigma methods for operations & maintenance services, asset optimization and customer service delivery based on ISO55000 and PAS55 asset management standards. Replaced paper‐based processes and operations by new O&M business processes configured and supported by Maximo 7.6. Created Key Performance Indicators (KPIs) to measure and track business and services improvements. Functional and technical design for Maximo 7.6 to support approximately 500 users; implementation of Maximo 7.6 and 7.5 Maximo Spatial; and integration with ESRI GIS and Oracle E‐Business ERP suite. Program management for the BPI project and Maximo design, configuration and deployment. Organization Change Management (OCM) services throughout the entire project and post go‐live activities for managing expectations, communications, message campaigns, and staff feedback on enhancements. Used Prosci and ADKAR and change management methods. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) $10M (USD); Change Order 1, March 2015: To deploy Maximo 7.6 instead of Maximo 7.5. Added 6 weeks to project schedule. No additional cost to total project e. Original schedule and actual completion time for each change order Original schedule: June 2014 to September 2015 including 60 days of post go‐live support. Actual schedule completion date including Change Order 1 and post go‐live support: November 2015. Go‐live of Maximo 7.6 was on August 30, 2015. Hawksley Reference 2: Brunei, Enterprise Asset Management (EAM) System Implementation a. Name of firm Public Works Departmant (JKR), Brunei b. Name and title of contact, phone number and email address Dr. Nor Imtihan, Director, Drainage and Sewerage Dept; +673‐222‐0290; norimtithan.razak@gmail.com c. Relevant services provided Hawksley professional Glenn Fawcett completed the business process re‐ engineering of maintenance management practices across JKR targeting operational efficiency (people, process and technology) in responding to unplanned incidents and outages, performing planned maintenance and inspections, processing development applications, maintaining asset records and information, and improving safety and accident reporting. The team reviewed JKR’s existing management business processes in accordance with the above and conducted a gap analysis against best practices. Key performance indicators were identified to track the above business improvement areas and baseline levels of performance and targets were established for each of the agreed KPIs. Observed KPI improvements included: 70% reduction in crew response times; 320% reduction in variability of response times; 15% reduction in maintenance crew levels driven by response efficient and accountability; $430k annual saving in non‐revenue water loss, and Sustained use and investment since 2006. Core to the achievement of business improvement was the implementation of a central EAM system consisting of IBM’s Maximo work management system and DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -30- ESRI’s ArcGIS geographic information system. The EAM solution was deployed at a centralized Data Centre and accessed across a secure government‐wide WAN to over 30 network node points and 100 Maximo users. Over 1,000 departmental users access the WebMap portal to interrogate asset data from their browser. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) Contract Amount: USD$12M; Change Order to centralize department servers at EGov Data Centre. No additional cost. e. Original schedule and actual completion time for each change order Original schedule: June 2009 to June 2014 including 2 years post go‐live support. Hawksley Reference 3: Grand Coulee Power Office “Use of CARMA” Improvement Initiative a. Name of firm US Bureau of Land Reclamation, Grand Coulee Power Office (GCPO) b. Name and title of contact, phone number and email address Dave Crockett, Operations Manager; 509‐633‐9315; dcrockett@usbr.gov c. Relevant services provided Hawksley, along with subcontractor Maintenance Management Solutions Inc., evaluated GCPO’s “CARMA” (Maximo) deployment, for the purpose of determining how the application, which has been in place for 20+ years, could be better leveraged for operations and business purposes, including performing planned and emergent work, predicting resource and materials needs, regulatory compliance reporting, and asset performance / lifecycle cost optimization. Fifty seven specific recommendations were condensed into five initiatives focused on developing standard practices, improvements to reporting, training, data administration and management, and materials management / inventory. d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs) Contract Amount: USD$300K (part of a larger $1.5M+ task order), Cost at Completion: USD$300K No change order; follow‐on task order will implement the recommendations e. Original schedule and actual completion time for each change order Original schedule: Spring 2015 to Fall 2015; Actual: Spring 2015 to Fall 2015 3. What experience does your firm have with the relevant legacy operational systems at Fort Collins? The Excergy team has extensive, recent, and comprehensive knowledge of the legacy operational systems at Fort Collins, both at Utilities and the City, gained through performance on projects over the past 5 ½ years. The two projects which have primarily contributed to this knowledge is Advanced Meter Fort Collins and IT Strategy support. In addition, both Crory & Associates and Hawksley Consulting have knowledge of the current Maximo work to date. This thorough experience translates to a fast start on the project, cost effectiveness since the learning curve is minimal, and ability to get it right the first time. 4. What additional relevant experience with Fort Collins operations, staff, etc. does Professional’s proposal include? In addition to the projects cited above, the Excergy team brings extensive knowledge of Utilities culture, operating environment, and personnel, as well as a high degree of awareness, relationships and credibility with executives in the broader City government. Leveraging insights gained by completion of many and varied projects over 15 years of service, including internal/external communications, foundational strategy development, grant acquisition, rate support, market research, project management, stakeholder engagement, and change management work, Excergy team members bring an unparalleled degree of depth and workplace familiarity that will enable rapid ramp up and effective project completion. The many projects completed over the years have allowed Excergy consultants to develop strong relationships and the ability to connect across organizational levels. This is based on the highest degree of professional respect for the Fort DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -31- Collins staff. These connections will be particularly important on this project for two reasons. First, the work content will be enhanced by Excergy’s ability to effectively work with staff from all departments within the organization. Secondly, the human factors work associated with the overall project—and specifically the associated change management and internal communications necessary to re‐frame past efforts and develop receptivity to adoption— hinges on the ability to integrate with staff from a basis of trust. Our extensive work with various departments within Utilities provides this essential foundation. On a project of the complexity and organizational impact of CMMS, such background and relationships directly translate into more effective approaches that are more impactful within the organization. In short, the extent of our previous experience means that you can count on the Excergy team on to deliver excellence in both project management and organizational change management/communications. 5. If sub-consultants are proposed to perform a portion of these services, describe the sub-consultants that you have working relationships with and that you propose to use under this award. Detail projects where you have worked with the sub-consultants previously. As stated throughout this proposal for Maximo consulting services, we have teamed with two subcontractors that bring extensive Maximo experience and the ability to scale up as needed for future work orders. Crory & Associates are familiar with the current state of the Maximo implementation at Fort Collins and bring an unparalleled track record of successful asset management and Maximo implementations. Hawksley Consulting is comprised of Maximo and asset management experts and is currently engaged with a Colorado Springs Utilities project that has applicability to Fort Collins that enables re‐use and cost savings. Cory & Associates and Hawksley are working together at Colorado Springs Utilities. We purposely have proposed a team that is broader and deeper than required for Work Order #1 to allow the best resources from the three companies to be applied to any future work orders. We anticipate that for any work order, we will propose who we think is best given the defined scope, and will then engage Fort Collins in a dialogue and seek approval for that team, and make any changes necessary. 6. If you are including a sub-consultant as part of your team, please provide answers as related to these sub-consultants to questions 1-5 in this section as well. Complies, answers for all three companies in responses above. 7. Provide details on your firm’s commitment to quality and attention to detail. Explain the processes your team will use to assure delivery of a high quality finished product. Excergy’s proven Integrated Delivery Methodology (IDM) will drive efficient development and execution of the Maximo project. IDM will enable Fort Collins to attain more success, less waste and achieve greater results. It is based on decades of implementation success and hundreds of successful projects, and melds the right amounts of key technical services with industry best practices and knowledge obtainable only through decades of implementation and integration experience. IDM’s holistic process blends state of the art project management, technology expertise, business savvy, and personnel motivation to create a high performing project. A specific deliverable in the project management track of IDM is a Quality Assurance Plan that weaves industry best practices, Fort Collin’s unique circumstances, and our experience over hundreds of implementations to ensure a successful outcome. Fort Collins previously experienced our IDM approach on the successful AMFC project. G. AVAILABILITY 1. How will Proposer’s team seamlessly engage with current project activities and tasks at Fort Collins? Our previous Fort Collins projects have given us a deep and thorough understanding of the Fort Collins technologies, integrations, business processes, human change management, and community aspects required to implement the Maximo project successfully. The principal at our subcontractor Crory & Associates has supported the existing Fort Collins Maximo efforts and knows in detail the present state and what corrections are needed. In addition, our DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 CITY OF FORT COLLINS UTILITIES RFP 8225 MAXIMO CONSULTING SERVICES -32- subcontractor Hawksley is involved in a similar project at Colorado Springs and can leverage existing work products for the Fort Collins project. 2. Describe the availability of project personnel to participate in this project in the context of the consultant firm’s other commitments. Excergy has been fortunate to have worked with Utility staff on other projects, and any Fort Collins project is a strategic priority for our Colorado based firm. Jim Ketchledge engages with projects that are strategic for Excergy and has cleared his upcoming work calendar for the Fort Collins Maximo project. All other Excergy staff assigned in this proposal have ability to prioritize and support the Fort Collins Maximo project as well, should we be awarded it. We have received similar commitments from our subcontractors. H. SUSTAINABILITY/TBL METHODOLOGY Excergy’s Sustainability/Triple Bottom Line Methodology is provided as Appendix C of this response. I. ADDITIONAL INFORMATION Our proposed personnel have enjoyed a very collaborative, productive, and successful relationship with the Utilities team on previous projects. You know our capability to address the technology, business, and human elements of large projects to achieve success, and we trust you recognize the pride we take in the achieving the intangible elements we believe are equally important to success, such as being a collegial, reliable, and committed partner to Fort Collins. As stated in the introduction to this proposal and demonstrated throughout this response, the Excergy team can deliver on the promise of a well‐executed asset management system while mitigating the pitfalls previously encountered. Specifically, we bring: ► Deep Maximo credentials and expertise—gained from 30+ years of experience successfully implementing Maximo. ► A carefully selected team of foremost experts with firsthand knowledge of Fort Collins and proven success in utility asset management projects at municipal utilities— that can scale past Work Order #1 to meet any needs that arise from development of the project management plan deliverable. ► A proven, best‐in‐class Integrated Delivery Methodology that blends state‐of‐the‐art project management, technology expertise, business savvy, and personnel motivation to create a high‐performing project—enabling Fort Collins to attain more success, less waste, and achieve greater results. ► Knowledge of the drivers, motivations, and considerations required, as well as the cultural and organizational awareness, connectivity, and respect for staff necessary to positively impact and effectively lead the business process transformation in your environment—required during both implementation and on‐going maintenance. Unlike any other firm, the Excergy team will hit the ground running and be highly effective from Day One. Particularly on a project with the challenges experienced to date, going in with broad organizational experience and trust in our ability to perform immediately builds essential momentum and confidence. You can count on us to do whatever it takes to provide Fort Collins Utilities with excellent service and the right expertise while making the project a peak experience for the entire Utilities staff. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 APPENDICES DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Appendix A: Attachment 1 Proposal Acknowledgement DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ATTACHMENT 1 PROPOSAL ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, the Consultant hereby makes the following representations to Utilities: a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief. b. The Consultant has obtained all necessary authorizations and approvals that will enable the Consultant to commit to the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof. d. I further agree that the method of award is acceptable to my company. e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30 days of notice of award. f. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. g. I acknowledge receipt of addenda. Consultant Firm Name: Physical Address: Remit to Address: Phone: Authorized Agent of Firm Name: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: 16 1 Excergy Corporation 3773 Cherry Creek Drive North, Suite 575, Denver, CO 80209 3773 Cherry Creek Drive North, Suite 575, Denver, CO 80209 720-988-4354 James A. Ketchledge Jim Ketchledge President & CEO jketchledge@excergy.com 720-988-4354 720-988-4354 City of Fort Collins 8225 RFP Maximo Consulting Services Appendix A: Attachment 1 Proposal Acknowledgement Excergy Page 1 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Appendix B: Resumes of Proposed Team DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Mr. Jim Ketchledge, PMP, is one of themostexperiencedandsuccessfulutility projectmanagersintheindustryandthefounder,PresidentandCEOofExcergy Corporation.PriortoExcergy,hewasakeyexecutivewhohelpedgrowaSmart Gridconsulting/systemsintegrationbusinessfromstartuptoacquisition,while simultaneously helping dozens of clients with their complex projects. Mr. Ketchledgehasbuiltacareeraroundsuccessfullydeliveringhighlycomplexand multidimensionalprojectsrangingfromspacesatellitesystemstoelectricalutility SmartGridprojects.Withmorethan30yearsofexperience,Mr.Ketchledgeisa recognizedleaderintheindustrywhohashelpeddozensofclientsfromtheearly stagesofprojectsthroughto“goͲlive,”aswellasrescuedtroubledprojects.He meldsprojectmanagementskills,deeptechnicalandengineeringexpertise,along with people and change management skills to manage all aspects of intricate implementations. A sought after speaker,Mr. Ketchledge is an author of many magazinearticlesandautilityconferencefixturewithworkshopsandcoursesrated “Excellent.” Work History / Project Experience Excergy Corporation – 2011 to Present CEOandPresident Mr.KetchledgeisthePresidentofExcergyCorporation,responsibleforexecutive leadership of the corporation. Excergy Corporation is a consulting and system integrationcompanyfocusedonelectric,water,andgasutilities,andspecializing in SmartMeteringandSmartGridprojects.Mr.Ketchledgealsoprovidesdirect projectmanagementservicesforkeystrategicprojects. High Summit Partners, LLC – 2011 to 2012 ExternalProjectManager ExternalProjectManagerresponsiblefordeliveringtheAdvancedMeterproject for the City of Fort Collins, which has won industry awards for Innovation and Collaboration in planning and execution of Advanced Metering Infrastructure (AMI), Meter Data Management System (MDMS), and Demand Response (DR) components. Fort Collins was also named as one of the Top10 Cities Adopting SmartGridTechnology,wherethe“SmartGridoftomorrowisarealitytoday.”Also provided projectmanagementguidanceandassistanceinestablishingaproject managementofficeforasoftwarecompanyfocusedontheSmartGrid. Enspiria Solutions (a Black & Veatch Company) – 2004 to 2011 GeneralManager PartofafourpersonmanagementteamwhichgrewastartͲupbusinessfrom inception to successful acquisition by Black & Veatch, a $3.2B enterprise. Simultaneouslyheldkeyrolesperforminggeneralmanagement,directingthe Program Management Office (PMO), business development / sales, and personallyleadingstrategicprojects.Akeyforcebehindbusinessdevelopment effortstocreatewinstrategies,establishandgrowclientrelationships,develop proposal responses, and close the sale. Adept at streamlining operations to increaseefficiencyandcompetitiveadvantage. JIM KETCHLEDGE,PMP PROJECT DIRECTOR Education M.S.inElectricalEngineering,Drexel University,Philadelphia,PA(1989) B.S.inElectricalEngineering,Syracuse University,Syracuse,NY(1986) Certified,PMP;Member,PMI Numerousprofessionaldevelopment coursesincludingsixSigma AreaofExpertise > ProjectManagement > CorporateManagement > Consulting > SystemIntegrationand Implementation Certifications, Awards & JIM KETCHLEDGE EstablishedandrantheEnspiriaPMO,withProfitandLoss(P&L)responsibilityforexecutionofallprojects, includingSmartGridandrelatedtechnologyareas.Anexpertatprojectmanagementfrombothquantitative (tools,techniques,bestpractices,methodologies)andqualitative(clientrelationship,teammorale,positioning, anddefusingissues)aspects.DirectlyinitiatedmanyofEnspiria’sstrategicprojectsandsuccessfullymentored other PMs. An innovator and creative thinker who developed and maintained many new approaches and methodologiesrelatedtomanagingSmartMetering/Gridprojects.Broughtintorescueatroubled$140M SmartGridproject;personallycreditedbyutilityexecutivesforthe“save”. Schlumberger-Covergent Group – 2001 to 2003 Director,ProgramManagement P&L responsibility for establishing an international / domestic PMO. Managed a team of 59 engineers / informationtechnology(IT)professionalsinsoftwaredevelopmentandprojectdelivery.Directeda$17million programforinternationalclient;oversaw40personneland4majorsubcontractors. RAYTHEON-Hughes Electronics Information Systems Division- 1995 to 2001 SeniorProgramManager(1997–2001)andLeadSystemsEngineer(1995–1997) P&L responsibility for PMO; managed $35 million in contracts and 75 IT / engineering professionals for internationalsatellitegroundstationprojectsbasedinNorway,Japan,andIndonesia.Deliveredtheprojectson timeandwithinbudgets. Aydin Corporation – 1993 to 1995 Developed satellite control and communications products for an $80 million company, and conceived and developed a unique standard product platform, which slashed costs while improving timeͲtoͲmarket. ConcurrentlyactedasMarketingManagerforstartupTelecomDivision;revenuegrewto$1million. General Electric (GE) – 1986 SeniorElectricalEngineer Selected for GE's prestigious leadership training program including Edison and AͲBͲC Course Engineering programs.Performedvariousdesign,test,andsystemengineeringrolesofincreasingresponsibility. Publications Authorandinstructorofover15articles,courses,workshops,andabook,including: > “SuccessfulSmartGridImplementation,”PennWellBooks,June2015. > “Smart Meter and Grid Project Management,” Utility University Course, DistribuTECH Conference, February2013andJanuary2013. > “IntegrationͲTheKeytoSmartGridProjectSuccess,”DistribuTECHConference,January2013. > “SmartMeterProjectManagement,”UtilityUniversityCourse,DistribuTECHConference,January2011. > “ManagingyourSmartGridProject,”EducationalWorkshop,UtilimetricsConference,September2010. > “MDMS from Concept through Implementation to Integration: Burbank’s Experience,” Utilimetrics, September2010. > “ManagingyourSmartGridInformationArchitecture,"CSWeek,2010. > “FutureProofingAMISystemstoSupportSmartGridAdoption,”ElectricityToday,September2009. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 34 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Mr.Tonkinbrings20yearsoftechnicalexperienceacrossmanyfacetsofenergydelivery relatedtechnologyprojectsincludingarchitecture/design,development,anddeployment. His background includes IT consulting, project engineering, product development, and systems analysis roles. He has acted as technical lead on numerous largeͲscale utility programsinvolvingmultiplethirdͲpartyvendorsolutions,integrationplatformsandcustom solutions, involving not only developing the initial architecture to support multiͲsystem initiatives,butleadingsystemsintegrationteamsandcoordinatingeffortsofthirdͲparty productvendors,serviceprovidersandinternalutilitystafftosupportsuccessfullargeͲscale deploymentofthesesolutionsfrominceptiontocompletion.Hehasextensivearchitectural experienceacrossbothapplicationͲlevelprojectsandmultiͲsystemstrategicinitiatives. Work History / Project Experience Excergy Corporation – February 2012 to Present PrincipalConsultant,SmartGrid&EnergyIT Providesexecutiveconsulting,solutionarchitecture,andfunctionalleadershipforExcergy utilityclients,mostlyinvolvingGeographicInformationSystems(GIS),SmartGrid,andSmart Meterprojects.HeiscurrentlysupportingExcergyeffortsatConsolidatedEdisonofNew York.Otherongoingandpreviousprojectsinclude:Ͳ FortCollinsUtilities,FortCollins,CO.Mr.TonkinservesasProjectEngineerandSolution Architect supporting the SmartGridprojecttofullyimplementanadvancedSmartGrid solution with AMI, MDMS, Demand Response (DR), Enterprise Service Bus (ESB), Data Analyticsandportaltechnologies.ThisincludeddefiningITrequirementstosupporttheRFP processforAMIandrelatedtechnologies,definingtheoverallSolutionsArchitectureand integrationrequirementsforvendors(andinternalUtilitiessystems),coordinatingvendor andinternalITteamsthroughdesign,delivery,testingandissueresolutionprocesses,and definingallinfrastructuretechnologyandsupportneedsthroughouttheprogram. Seattle City Light, Seattle, WA. Mr. Tonkin serves as Solution Architect supporting the EnterpriseGISTechnologyProgramtoconstructaTechnologyITRoadmapforEnterprise GIS, incorporating various organizational groups, business needs, future programs, integratedtechnologyanddatasourceneedstoformacomprehensiveEnterpriseSolutions ArchitectureandimplementationtimelineforSCL. CityofLoveland,Loveland,CO.Mr.TonkinservesasSolutionArchitectsupportingtheAMI ProgramLoadProfileinitiative,workingwithCityofLovelandinthedevelopmentofData AnalyticssolutionstoaddressdatapresentationneedsfortheCityinsupportofBillingand WebPresentmenttocommercialcustomers. PortlandGeneralElectric,Portland,OR.Mr.TonkinservesasSolutionArchitectsupporting the implementation of a Data Analytics solution providing AMI performance, event and billingmetricsfortheir900kAMImetersonadailybasis. Enspiria Solutions/Black & Veatch – March 2004 to February 2012 IT/SolutionArchitectConsultant/ProjectEngineer Mr. Tonkin provided IT/solution architecture consulting and project engineering for EnspiriaSolutions(acquiredbyBlack&Veatchin2010)anditsutility,cable,andother clients.Representativeprojectsinclude: ADAM TONKIN SOLUTION ARCHITECT/ DEVELOPER Education B.S.inGeomaticScience (Honors),Universityof Melbourne,1994 AreaofExpertise > ServingasSolutionArchitect onamajorSmartGrid ProgramsincludingAMI, MDM,DR,andCustomer WebPortaltechnologies; responsiblefortechnical deliverablesfortheprogram > ServedasSolutions Architect/ProjectEngineer onavarietyofintegration ADAM TONKIN NV Energy, Las Vegas, NV. Responsible for the development of the overall Nevada Energy Advanced Service Delivery(ASD)SolutionsArchitecturedocument.TheASDprojectinvolvesdeploymentofbothSmartMeters(and supporting infrastructure) and home area network devices to NV Energy customers, supporting technologies includingAMI,MDMandDRsystems,andextensiveintegrationwithexistingNVEnergySystems. SouthernMarylandElectricCoͲoperative(SMECO).ResponsibleforthedevelopmentoftheRequestforProposal developmentandresponseevaluationproposal(includingvendorselection)fortheMDMsolutionforSMECO’s SmartGridProgram. PacificGas&Electric(PG&E),SanFrancisco,CA.Providingconsultingandtechnicalservicesforthecreationofa PG&E "SmartMeter" IT/Operations/Applications Dashboard—the SmartMeter Dashboard. The dashboard will provide required KPIs, status, and summary information. Working collaboratively with PG&E to identify the appropriatemetricsandlocatethesourcedata;tocreatethedashboarddesign,layout,andinitialpages;andto deliverthesolutionintothePG&Eenvironment. EONUS(EON),Louisville,KY.ResponsibleforoverallsolutionsarchitectureforEONUS'sESIntialOutageInternal CommunicationsPortalImplementation,awebportalbasedspatialbusinessintelligencetoolthatprovidesoutage, crew, criticalcustomer,andestimaterestorationtimedatatoEONresourcesforuseinstormrestorationand analysis. NSTAR, Boston, MA. Responsible (as part of an ESRI team) for conducting Enterprise GIS workshops and documentation of “RequirementsValidation”–addressingallareasofOrganizational, Functional and Technical requirements(includingArchitectureandIntegrationtasks),associatedwiththeirproposedGISupgradeplan. Georgia Power Company (GPC), Atlanta, GA. Responsible for overall solutions architecture and technical leadership for Environmental Systems Research Institute (ESRI) and Miner & Miner Designer implementation, includingconfiguration,customization,andintegrationwithGPC'sEnergyDeliversystemusingSOA/webservices basedapproach. SouthernCompany(Southern),Atlanta,GA.Createdahardware/infrastructureplanforSouthern’sESRIͲbased Enterprise GIS, includingworkingcloselywithSouthern'sTechnologyandArchitecturesubͲteamsanddefining detailedenterpriseESRIGIShardwareandinfrastructurearchitecturesspanningthenext6Ͳ,18Ͳ,and36Ͳmonth time phases, and associated estimated cost. The overall Enterprise GIS project supported Southern and its operatingcompanies(AlabamaPower,MississippiPower,GeorgiaPower,GulfPower,andSavannahElectric)in preparing a goingͲforward GIS business case and consolidation strategy, including architectures and implementationplans. Covergent Group / SchlumbergerSema – May 1999 to March 2004 ProjectionEngineer/TechnicalLead/ProductDevelopmentManager/SystemsAnalyst/PrimaryAuthor Mr.Tonkinheldthefollowingpositionsduringhisadvancementinthecompany: ProjectEngineer.TechnicalLeadfora$19MprojecttoimplementandintegrateGIS,OutageManagementSystem (OMS),GraphicWorkDesign(GWD),MobileWorkforceManagement(MWM),andnetworkanalysistechnologies forCampinasPaulistaForçaeLuz(CPFL),Brazil;responsibleforconfiguration,customization,integration,anddata migrationforsixnewsystems,thescopeofwhichincludeddefinition,development,andconfigurationoftheENOM datamodelmovingfromthelegacyPRODADIS/MainframesystemintoENOM,aswellasintegratingwithexisting SAP/R3,CustomerInformationSystem(CIS),andSupervisoryControlandDataAcquisition(SCADA)systems. TechnicalLeadfortheIntegratedDigitalEnergyEnterpriseArchitecture(IDEEA).Projecttopilotapproachesfor useofvariousmiddlewaretechnologiesincludingMicrosoftBizTalk,IBMWebSphere,andBEAWebLogic,which wasselectedforfullfundingasaSchlumbergerSemaresearchanddevelopment(R&D)project. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 36 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 RICKCRORY FunctionalMaximoSpecialist 6800$5<2)48$/,),&$7,216 x More than 31 years’ experience in Asset/Maintenance Management x More than 26 years’ experience in Project Management, 19+ years Information Technology (IT) x More than 26 years’ experience in Government support (Federal, State and Local) x More than 24 years’ experience in Computerized Maintenance Management Systems (CMMS) x More than 17 years’ experience in Utilities (Energy/Water/Wastewater) and 13 years’ in Facilities x More than 12 years’ experience with Maximo (Versions 4, 5, 6, 7, 7.5, 7.6) x More than 7 years’ experience with DataSplice (Versions 3, 3.1, 4, 5, 5.1) x Co-Founder/Vice President Crory & Associates, Inc. x Founder/Leader of the Northern California MAXIMO User Group (NorCalMUG) x Member of: MAXIMO Utilities Working Group (MUWG), Facilities Management Maximo Users Group (FMMUG), Society for Maintenance & Reliability Professional, Project Management Institute (PMI), and Assoc. of Asset Management Professionals (AMP) 352)(66,21$/+,6725< 352-(&7)81&7,21$/$33/,&$7,210$1$*(5 0$<±35(6(17 &525< $662&,$7(6,1& 5RVHYLOOH&$ 2QFRQWUDFWWRWKH6DFUDPHQWR&RXQW\'HSDUWPHQWRI:DWHU5HVRXUFHV6DFUDPHQWR$UHD6HZHU'LVWULFW%XUHDXRI5HFODPDWLRQ/DZUHQFH %HUNHOH\1DWLRQDO/DERUDWRU\&LW\RI6XSHULRU:,'HO-HQ&RUSRUDWLRQ%ULWLVK&ROXPELD)HUULHV,QF/RV$QJHOHV'HSDUWPHQWRI3XEOLF :RUNV0HWURSROLWDQ6HZHU'LVWULFWRI*UHDWHU&LQFLQQDWL&LW\RI0DQFKHVWHU1+6DFUDPHQWR&RXQW\:DWHU$JHQF\%D\$UHD5DSLG7UDQVLW &RQFRUGLD8QLYHUVLW\±0RQWUHDO6DQ)UDQFLVFR3XEOLF8WLOLWLHV&RPPLVVLRQ&LW\RI5RVHYLOOH&$2UDQJH&RXQW\6DQLWDWLRQ'LVWULFW &KHYURQ6KLSSLQJ&RPSDQ\)UHHSRUW5HJLRQDO:DWHU$XWKRULW\&RQ(GLVRQRI1HZ<RUN&XPPLQV,QF6DQWD&ODUD9DOOH\:DWHU'LVWULFW )RUW&ROOLQV8WLOLWLHV&DOLIRUQLD'HSDUWPHQWRI*HQHUDO6HUYLFHV x Providing support for the Maintenance & Operations/Asset Management/Information Technology personnel consistent with industry best practices and in alignment of organization business strategies. Asset Management: Performing technical support to the systematic process of maintaining, upgrading, and operating physical assets cost effectively. Maintenance Management: technical support in the planning and control of activities associated with maintenance activities (corrective/preventative/predictive) of linear (underground) and vertical (facility) assets. Application Management: technical support for computer systems that schedule, track and monitor maintenance activities and provide cost, component item, tooling, personnel and other reporting data and history. Project Management: technical support in the application of knowledge, skills, tools and techniques to a broad range of activities in order to meet the requirements of the particular asset/maintenance management project. Documentation: technical support in the creation of information (data/documents) necessary to operate, maintain, repair, support and dispose of an asset throughout its life cycle. x Provided application management, functional and technical analysis/support for the implementation of MAXIMO 6 including GIS, CCTV/TVI, SCADA and Syclo mobile for the Sacramento Area Sewer District underground assets. x Provided technical analysis / support for the MAXIMO 5 to 6 upgrade to Lawrence Berkeley National Laboratory (LBNL). x Providing project management, application management, GIS, report and system administration support for Maximo 7.5 to the Sacramento County Department of Water Resources (SCDWR). x Provided project management, asset, functional and technical analysis/support for the implementations of MAXIMO 7 and MAXIMO 7.5 for the City of Superior, WI. x Provided project management and technical analysis / support for the upgrade of MAXIMO 5 to 7 for Del-Jen Corp. x Provided project management, asset, functional, report development and technical analysis / support for the implementation of Freeport Regional Water Authority (FRWA) maintenance and operations requirements to MAXIMO 6 for the Sacramento Water County Agency (SCWA). x Provided project management and technical analysis / support for the implementation of DataSplice mobile inventory management to MAXIMO 7 for British Columbia Ferries, Inc. and Los Angeles Dept. of Public Works (LADPW) x Provided project management, asset, functional and technical analysis/support for the upgrade of MAXIMO 4 to 7.5 for the Metropolitan Sewer District of Greater Cincinnati. x Provided project management and technical analysis / support for the implementation of DataSplice mobile inventory management to MAXIMO 5 for the City of Manchester, NH. x Provided technical analysis, asset and functional requirements gathering and design support for the Bay Area Rapid Transit’s DataSplice mobile work management program to include MAXIMO 7 Transportation and Linear Asset modules. x Provided project management, technical analysis / support and training for the implementation of DataSplice mobile work order management to MAXIMO 6 for Concordia University – Montreal. x Provided project management, functional, technical analysis / support and training for Maximo 6 Safety and Lock-Out/Tag-Out (LOTO) applications for the Lawrence Berkeley National Laboratory (LBNL). x Provided as-needed asset, functional and technical support for the San Francisco Public Utilities Commission Wastewater Division (SFPUC) Maximo 7 system. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 37 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 x Provided Maximo 7 / 7.5 Materials Management support services for the City of Roseville. x Provided project management, functional, technical support and training for Maximo 6 implementation of Confined Space Safety business process for the LBNL. x Provided Maximo expertise to Orange County Sanitation District (OCSD) staff to develop technical scope of work for Maximo Implementation RFP. x Provided Maximo 7 and DataSplice Mobile production system asset, functional and technical support to BART. x Provided project management, asset, functional, technical analysis / support and training for Maximo 6 Location/Asset Smart Numbering and Confined Space Hazards/Precautions applications for the LBNL. x Provided project management and technical analysis / support for the implementation of DataSplice mobile inventory management to MAXIMO 7 for the Chevron Shipping Company and Cummins, Inc. x Provided project management and technical analysis / support for the implementation of DataSplice mobile inventory and work management to MAXIMO 7 for the Con Edison Company of New York. x Provided project management, asset, functional, technical analysis / support and training for Maximo 6 Location/Asset Hierarchy, Job Plans, Routes and Preventative Maintenance applications for the Advanced Light Source Division of LBNL. x Provided project management, asset, functional, GIS and technical analysis / support for the upgrade of MAXIMO 6 to 7.5 for SCDWR. x Provided project management, asset, functional and technical support for queries and reports of MAXIMO 6 for the FRWA, and of Maximo 7 for the Santa Clara Valley Water District (SCVWD). x Providing project management, functional and technical support for Maximo 6 and DataSplice mobile maintenance management implementation of Fire Alarm / Fire Protection business process for the LBNL. x Provided project management, functional, report development and technical analysis / support for the implementation of Smart Water Meters into MAXIMO 7.5 for the SCWA. x Providing asset, functional and technical analysis / support for the implementation of MAXIMO 7.5 for Fort Collins Utilities. x Provided project management, asset, functional and technical analysis / support for the upgrade of MAXIMO 6 to 7.6 for the California Department of General Services Building and Property Management Division. x Providing project management, asset, functional, GIS and technical support of Maximo 7.5 for the SCWA. PRINCIPAL PROJECT MANAGER/SENIOR ANALYST JULY 1999 – MAY 2007 LINDA ROGERS & ASSOCIATES, INC. Sacramento, CA On contract to the County of Sacramento x Developed Business Case Evaluation (BCE) to implement MAXIMO for County Sanitation District No. 1 Linear Crews replacing in- House Custom Built / Hansen CMMS. x Provided EAM / Maximo proposal/contract support: As-Is / To-Be development, requirements development, RFP development, RFP response evaluation criteria development, evaluation of submitted RFP responses including Vendor presentations / demonstrations as well as review/negotiation of Contract. x Led a team to configure and implement MAXIMO 6 for County Sanitation District No. 1 Facilities Crews including Mechanical, Electrical, Equipment and Control Systems; also led a team to configure and implement mobile mapping using ESRI ArcPad software for use with MAXIMO 6 County Sanitation District No. 1 Field Crews. x Provided asset, functional and technical support for the upgrade of MAXIMO 4 to 6 for the Sacramento Regional County Sanitation District. x Developed the Information Technology Strategic Plan for the County Sanitation District No. 1. x Led a team to develop and implement CMMS Mobile Field Crew System for the County Sanitation District No. 1. x Performed Enterprise Content Management (ECM)/Integrated Document Management (IDM) program/project management functions for the Sacramento County Office of Communication and Information Technology (OCIT) department including: identification of agency/department/division requirements, development of Internet/Intranet strategies, document/record inventories, proposal development and acceptance, work process (workflow) modeling, hardware/software recommendations, development of index/record/security strategies, system design, management of in-house/vendor integration services, development of project schedules, system implementation, end user education and training, coordination of backfile conversion services, development of disaster recovery plans and final system acceptance. Sacramento County Information Management Steering Committee (IMSC) Educational Chair coordinating quarterly ECM/IDM & Workflow seminars and the annual ECM Conference. x Received County of Sacramento award in appreciation of dedicated service to County ECM services. ('8&$7,21$1'75$,1,1* PROFESSIONAL EDUCATION x DataSplice: Certified Mobile Systems Integrator / Systems Administrator x MRO Software: MAXIMO 6 System Administration, Actuate Report for MAXIMO 6, MAXIMO 6 Immersion Training x PMI: Project Management Professional x AMP: Certified Reliability Leader Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 38 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 ANDREWTAN FunctionalMaximoSpecialist SUMMARY OF QUALIFICATIONS x More than 12 years in application/system development for Federal, State, and Local governments. x More than 10 years in asset/maintenance management support. x More than 9 years in Computerized Maintenance Management Systems (CMMS). x More than 9 years in EAM systems experience, specifically with MAXIMO (V5.2 - V7.x). x More than 10 years in Utilities (Water/Wastewater) and 9 years in Facilities management support. x A strong and unique combination of MAXIMO functional and technical expertise. x Expert in MAXIMO implementation, solution advisory and design, and deployment. x Expert in application development (J2EE/JSP), database administration (SQLServer 2000/2005/2008), as well as report development (Actuate 7.0/8.0+ and BIRT 2.2+) and Workflow development for various versions of IBM’s MAXIMO product (v5.2/MXES 6.x/7.1+). x Expert in analyzing business data problems and providing viable solutions on multiple scales. x Expert in Business Intelligent data modeling, warehousing, analysis, and data mining. x Member of Northern California MAXIMO User Group (NorCalMUG) and MAXIMO Utilities Working Group. x IBM Certified Deployment Professional - MAXIMO Asset Management V7.1 (2009). x IBM Certified Solution Designer – MAXIMO Asset Management Solutions V7.1 (2012). x IBM Certified Solution Advisor – MAXIMO Asset Management Solutions V3 (2012). TECHNICAL SKILLS x SOFTWARE/APPLICATIONS: MS Visual Studio Family, VS.NET/2005, VB, MS Office Family, FrontPage, Macromedia Family, Adobe Family, SQLServer 2005/2008 Business Intelligence Solution Tools (SSIS, SSRS, SSAS), Dundas 1.0+ Charting (Charts, Maps, Gauges, and Calendars) for SSRS and .NET, EMC2 Documentum’s eRoom 7.0+, IBM’s MAXIMO 5.2/MXES 6.x/7.1+, Actuate 7.0-10.0+, Actuate BIRT 2.2+, Business Objects’ XCelsius and Crystal Reports v7.0+, Mobile Solutions including DataSplice and Syclo, Asset Planning Solutions including RIVA Planning, etc… x DATABASE: Paradox, MS Access 97-2007, Oracle 8i/9i, and SQL Server (2000/2005/2008) x LANGUAGES: ASP/.NET 1.0/2.0, ADO/ADO.NET 1.0/2.0+, Java, J2EE, JSP/JavaScript, Servlet, SQL, SQL*Plus, CGI, PHP, HTML/DHTML/VBScript, XML, C/C++/C#, Shell Scripting, Assembly Language... x OPERATING SYSTEMS: Windows 3.1/95/98/00/NT/XP/Vista/7, Windows Server 2000/03, DOS,; UNIX/LINUX x HARDWARE: Networking Architecture and PC Architecture PROFESSIONAL EXPERIENCE PRINCIPAL MAXIMO FUNCTIONAL/TECHNICAL CONSULTANT Jul 2009 – Present INTELLISOLNS Sacramento, CA Deloitte Consulting – NAVAIR (v6.2.2 Æ v7.1.1.8); VRT (v7.1.18) | Metropolitan Sewer District of Greater Cincinnati (v4.2 Æ v7.1.1.7 Æ v7.5) | Bay Area Regional Transit (v7.1.1.6 w/ Transportation/Linear/ ACM) | IAP World Services – NASA Ames (v6.2.2) | Pasadena Refining System Inc. (v6.2.4) | Sacramento Area Sewer District (v6.2.2) | Sacramento Regional County Sanitation District (v6.2.2) | County of Sacramento Water Resources (v6.2.6 Æ v7.5); Freeport Regional Water Authority (v.6.2.6 Æ v7.5) x Providing functional and technical analysis support, as lead as well as team member, for multiple upgrade and/or reimplementation of MAXIMO v6.x Æ v7.x. x Providing functional and technical support for the Maintenance & Operations/Asset Management sections consistent with industry best practices and in alignment with clients’ business strategies. x Asset Management: Performing functional and technical support to the systematic process of maintaining, upgrading, and operating physical assets cost effectively. x Maintenance Management: Performing technical support in the planning and control of activities associated with maintenance activities (corrective/preventative/predictive) of underground and facility assets. x Application Management for MAXIMO (CMMS/EAM). Performing technical support for computer systems that schedule, track and monitor maintenance activities and provide cost, component item, tooling, personnel and other reporting data and history. x Go-live/post-implementation support included system administration, report administration and development (via ActuateiServer and ErdPro8.0+), functional and technical expertise for MAXIMO application design, development, and maintenance,etc. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 39 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 x Functional support includes: application configuration/customization specifications; change management and documentations; Business Processes and Workflow specifications; KPI specifications and documentations; Business Data Modeling (Business Intelligences) with Actuate Reporting specifications. x Technical supports include: base services and add-ons (Linear, Spatial, Scheduler, etc.) installations and upgrades, application configuration, MAXIMO MBO customization, and development; system administration; Actuate report development (8.0+) and administrator (iServer sp8.5); BIRT report development; database administration; MAXIMO Workflow designs and development; MAXIMO Enterprise Adapter (MEA) Integrations; MAXIMO Integration Framework (MIF); etc… x Integration support to MAXIMO-related 3rd -party solutions: mobile solutions (Syclo, DataSplice, CUES [Granite XP]), etc.; asset planning solutions (RIVA Planning); as well as scheduling tools (CIMS). Technical expert for streamlining system/data integrations between MAXIMO and external systems/ applications. SENIOR MAXIMO CONSULTANT Oct 2007 – Mar 2009 INTERLOC SOLUTIONS,INC. Various Cities, States On contract to Nassituq of Ottawa, CANADA (v6.2.2); Sacramento Regional Waste Treatment Plant (v4.1.1 to v5.2 to v6.2.2); Sempra Energy of San Diego (MXES 6.1); Department of Mental Health of Coalinga, CA (v5.2); Port of Tacoma, WA (v5.2 to v6.2.2); California Department of Parks and Recreation (v5.2); etc… x Provided functional and technical expertise and supports on various MAXIMO projects between Interloc Solutions, Inc. and its vast clienteles across the United States. x Go-live/post-implementation support included system administration (via MRO Control Center), report administration and development (via Actuate iServer and ErdPro7.0/8.0+), functional and technical expertise for MAXIMO application design, development, and maintenance, etc. x Functional supports include: MAXIMO v5.2/MXES 6.x application configuration/customization specifications; change management and documentations; Key Performance Indicators (KPIs) specifications and documentations; Business Data Modeling (Business Intelligences) with Actuate Reporting specifications. x Technical supports include: MAXIMO v5.2/MXES 6.x application configuration, customization, and development; system administration; Actuate report development (7.0/8.0+) and administrator (iServer); database administration; etc... x Provided post-implementation and onsite support for CAParks’ Computer-Aided Management Program (CAMP), in MAXIMO v5.2. x Served as subject matter expert to the client to resolve CAMP’s data issues and to ensure business objectives are reached, and to provide business requirement for efficient process improvements/adjustments, change management, and system enhancements. BUSINESS SOLUTION MANAGER Jan 2006 – Oct 2007 COUNTY SANITATION DISTRICT #1 (CSD-1) - ASSET MANAGEMENT SECTION Sacramento, CA x SME on business operations and systems to resolve data problems and to ensure business objectives are reached, and to provide business requirement for future process improvements and system enhancements. x Provided post implementation support, such as, problem resolution, adjustments to new procedures, and change management. x Evaluated business process changes to identify and document business impacts and benefits. x Researched, designed, developed, and implemented process improvements, procedures, and system changes. x Worked with business stakeholders to develop business workflows and data management processes. x Assisted business operations to improve operational process that impact daily data function and data quality. x Established and developed business-level logics, criteria, and critical KPIs with data findings. x Designed and developed business intelligence processes and dashboard solutions to meet business goals. x Responded to, processed, and managed all user requests for routine and ad-hoc data, analysis, and reports, to be documented and consolidated as critical business data needs and requirements x Designed data warehouse processes and dimensional models with business-intelligence/object tools. EDUCATION AND TRAINING BACHELOR OF SCIENCE -COMPUTER SCIENCE Degree in Dec 2002 California State University, Sacramento Sacramento, CA x Emphasis on Computer Graphics and Database Management PROFESSIONAL EDUCATION x IBM Tivoli Software: MAXIMO 5.2/MXES 6.x System Administration, Report Administration for MAXIMO 5.2/MXES 6.x, Actuate Report for MAXIMO 5.2/MXES 6.x, MAXIMO 6.0 Immersion Training x Actuate: Actuate Report Developer 7.0/8.0+, BIRT Report Developer 2.2+ x EMC2 Documentum: eRoom 6.0 Developer APIs Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 40 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 KEVINM.WILEY FunctionalMaximoSpecialist 6800$5<2)48$/,),&$7,216 x More than 25 years’ experience in application/system development x More than 13+ years’ experience in the utilities (gas/power/oil/water/wastewater) industry x More than 11+ years’ experience in CMMS and EAM systems x More than 10+ years’ experience in Government support (Federal and Local) x Expert in application development (J2EE/JSP), Maximo Business Objects (MBOs), database administration (SQL Server/Oracle), as well as report development (Actuate 7.0/8.0+, BIRT, SQR) for various versions of IBM’s Maximo product (v4 thru v7.5) x Expert in analyzing business data problems and providing solutions on multiple scales and in interface development including Maximo Enterprise Adapter (MEA)/Maximo Interchange Facility (MIF) x Proficient with Business Intelligent data modeling, warehousing, analysis, and data mining x Developed sustained relationships with internal management and employees and external vendors based on knowledge and trust x Member of Northern California MAXIMO User Group (NorCalMUG) 352)(66,21$/(;3(5,(1&( County of Sacramento, Department of Water Resources Project 5/2011 to present Technical/Functional Consultant, Upgrade Project Manager Sacramento, CA (Crory & Associates sub-contractor) x Development and customization of Maximo 6.2 / Actuate reports and application. x Data loading and integrations within Maximo 6.2 and the MEA. x Enhancement to existing interfaces utilizing the MEA and other existing technologies. This includes EMA’s MaxGIS system interfaces. x Maximo infrastructure administration on IBM WebSphere where the work includes migrating Maximo from a single server hosted app to a multi-server clustered architecture. x Managed Maximo upgrade from version 6.2 to version 7.5 x Architect and develop GIS/Maximo data synchronization solution. City of Roseville Project 12/2012 to 2/2013 Technical Consultant (EMA sub-contractor) Roseville, CA x Analyze possibilities of interfacing Maximo with CUES’ Granite XP system Seattle Public Works Project 8/2012 to 3/2013 Technical Consultant (EMA sub-contractor) Seattle, WA x Technical advisory position of interface solutions. x Design and develop interface solutions. Laclede Gas / PwC Project 4/2012 to 9/2012 Technical Consultant (GeoNexus sub-contractor) St. Louis, MO x Design, develop and execute data conversions to populate Maximo 7.5 with legacy data. Lawrence Berkeley National Labs / Crory & Associates Project 8/2011 to 9/2012 Technical Consultant (Crory & Associates sub-contractor) Berkeley, CA x Design and development of customizations for Maximo 6. x Oracle PL/SQL data loading within Maximo 6. x Analyze and provide recommendations for client’s current Smart Numbering strategies within Maximo 6. x Develop solutions to accommodate client’s Smart Numbering strategies within Maximo 6. San Francisco Public Utilities Commission (SFPUC) / Carollo Project 7/2011 to 3/2012 Technical Consultant (Crory & Associates sub-contractor) San Francisco, CA x Development of custom Maximo performance reports in IBM’s Cognos. ONEOK / GeoNexus Project 3/2011 to 12/2011 Technical Consultant (GeoNexus sub-contractor) Tulsa, OK x Architect and develop application customizations within Maximo 7 Spatial. Customizations include developing new Maximo Spatial widgets to identify map features and to pass map feature data back to the related Maximo application MBOs. x Troubleshoot various problems with Maximo 7 and Maximo Spatial. BART (Bay Area Rapid Transit) / Interloc Project 9/2009 to 10/2010 Integrations Architect/Engineer Oakland, CA x Architect, develop and deploy Maximo Integrations with PeopleSoft Financials 9.1 using MIF web services. x Architect Maximo Integrations with various Transit Operational and Management Systems. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 41 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Ǥ x Implement Datasplice 3.1 amongst multiple instances with the Maximo Adapter. x Reengineer various enterprise business processes. x Design, develop and deploy financial configurations within Maximo to meet BART’s financial requirements. x Develop and deploy custom application configurations to meet customer requirements. x Configure and deploy Maximo to run on IBM WebSphere 6.1. x Develop and execute data conversions to populate Maximo DB with BART’s legacy mainframe procurement, inventory, and PeopleSoft financial data. x Troubleshoot various problems with Maximo on IBM WebSphere 6.1 and with the implementation of PeopleSoft Financials. Chevron Corp / IBM Project 1/2009 to 6/2009 Senior Applications Engineer Concord, CA x Troubleshoot problems in Maximo Enterprise Adapter (MEA). x Developed, enhanced, repaired Maximo enterprise Actuate Reports. x Problem solved issues with Maximo Actuate Server implementation. x Problem solved and developed solutions to Maximo application issues. Calpine Corporation 2005 to 12/2008 Senior Software/Applications Engineer Folsom, CA x Maintained and developed new interfaces between Maximo 4.1.1 and PeopleSoft Financials 7.5 (MRO’s MIG) and between Maximo 6and PeopleSoft Fin 7.5 (IBM MEA). x Developed and deployed interface between Maximo 4 & 6 to Sabrix Tax server (via HTTP XML). x Developed many key reports for the company in Actuate and enlightened the company on the advantages of Actuate Reporting. x Maintained and enhanced Maximo 6 MBO and MEA, as well as Maximo 4 SQR reports, SQR batch jobs, and all executables. x Developed new solutions in Maximo 4 and 6. x Developed and deployed many complex reporting solutions for Maximo 6 through Actuate 8. x Participated in team to upgrade company’s Maximo version 4 to version 6 (aka MXES), where my greatest contribution was in developing the interfaces to other systems. x Developed, engineered and deployed solutions into Maximo to incorporate several groups’ business processes. County of Sacramento / COMSYS Contract 2001 to 2005 Senior Software Engineer / Systems Analyst Elk Grove, CA x Analyzed and re-engineered business processes of the Sacramento Regional Wastewater Treatment Plant’s (SRWTP) management of equipment and drawings involved in capital improvement projects. x Designed, developed, enhanced and maintained a web-based application, which leverages heavily on ASP, DHTML, XML, and SQL Server database objects, to manage the equipment and drawing information for SRWTP’s large capital improvement projects. Created integrated solution to populate the plant’s Maximo CMS with equipment data from an outside application. x Worked to upgrade Maximo 4.1.1 to the web-based 5.2 version. x Participated in many stakeholder groups to establish new guidelines for standard practices and procedures. x Managed software development tools and libraries for a group of onsite developers. AUTOVIA, Inc. 1999 to 2001 Project Lead, Software Developer, Webmaster, and Systems Analyst Sacramento, CA x Analyzed, developed and managed integrations with multiple platform vendor systems. Through XML messaging and TCP connections managed and built systems to process full end-to-end buying and selling of auto parts from the buyer’s management system to a vendor’s POS system. x Developed and implemented Internet based SDK for the development of our corporate partner’s integration software. x Designed and developed multiple ASP applications (e.g., labor hour reporting system, software defect tracking system, and reporting tools) and wrote many Visual Basic Service applications with Desaware’s NT Service Toolkit. x Re-engineered vendor system analysis process reducing analysis and software development costs by approximately 80%. ('8&$7,21$1'75$,1,1* California Polytechnic State University San Luis Obispo, CA B. S., Business Administration with a concentration in Management Information Systems. Cuesta College San Luis Obispo, CA Completed courses for General Education Certification and Business Administration. IBM Education: Basic and Advanced Java for IBM Maximo 6 Programmers; Customizing Business Components in IBM Maximo 6 Integration Using the IBM Maximo 6 Enterprise Adapter (MEA) Oracle Education: Introduction to Oracle SQL and PL/SQL; Advanced SQL and SQL*Plus; Developing in Oracle PL/SQL Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 42 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 */(11)$:&(77 )XQFWLRQDO0D[LPR6SHFLDOLVW *OHQQVSHFLDOL]HVLQLQVWLWXWLRQDO VWUHQJWKHQLQJDQGGLUHFWLQJDQG LPSOHPHQWLQJDVVHWPDQDJHPHQW LPSURYHPHQWSURJUDPVIRUPXQLFLSDOXWLOLWLHV LQWKH86DQGDEURDG *OHQQKHDGVXS0:+¶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¶V$'.$5 IUDPHZRUN *OHQQ¶VGULYHDQGDELOLW\ZDVUHFRJQLVHGE\KLV SHHUVZKHQKHZDVDZDUGHGWKHSUHVWLJLRXV $VVRFLDWLRQRI&LYLO(QJLQHHUV1=)XWXUH/HDGHU DZDUGLQDQGWKH,QVWLWXWHRI3URIHVVLRQDO (QJLQHHUV1=<RXQJ(QJLQHHUDZDUGLQ 63(&,$/,=$7,216 x $VVHWPDQDJHPHQWIUDPHZRUNV x 1HHGVDVVHVVPHQWEXVLQHVVSURFHVVDQDO\VLV EXVLQHVVSURFHVVUHHQJLQHHULQJ x (QWHUSULVHDVVHWPDQDJHPHQW ($0&006 V\VWHPDUFKLWHFWXUHDQGLPSOHPHQWDWLRQ x &KDQJHPDQDJHPHQWDQGLQVWLWXWLRQDO VWUHQJWKHQLQJ x /LIHF\FOHPRGHOOLQJHFRQRPLFDQDO\VLVDQG EXGJHWRSWLPL]DWLRQ x :RUNDQGPDLQWHQDQFHPDQDJHPHQW x 0DLQWHQDQFHRXWVRXUFLQJDQGSHUIRUPDQFH VSHFLILHGFRQWUDFWLQJ x %XVLQHVVDQGWHFKQLFDOUHTXLUHPHQWV GHYHORSPHQWDQGYHQGRUVHOHFWLRQ &$5((56800$5< x 'LUHFWRURI%XVLQHVV7UDQVIRUPDWLRQ6HUYLFHV 0:+86$ x %XVLQHVV0DQDJHU0:+%UXQHL x 7UDQVSRUWDWLRQ6HFWRU/HDG0:+1=µ x 3URJUDP0DQDJHU0:+%UXQHLµ x $0&RQVXOWDQW0:+1= µ x 5RDG(QJLQHHU&RQQHOO:DJQHU/WG µ x 'HVLJQ(QJLQHHU2SXV&RQVXOWDQWV */(11)$:&(77 ,QWHJUDWHG3ODQQLQJ $0&LW\RI6DFUDPHQWR 'HSDUWPHQWRI8WLOLWLHV 7HFKQLFDODGYLVRU\VHUYLFHVWRDVVHVVDQGUHFRPPHQG LPSURYHPHQWVWR'28¶VLQWHJUDWHGSODQQLQJDQGDVVHW PDQDJHPHQWSURJUDP,QFOXGHGHYDOXDWLRQRI VXSSRUWLQJWHFKQRORJ\DQGSURGXFLQJDURDGPDSIRU WDQJLEOHLPSURYHPHQWLQLWLDWLYHV $VVHW0DQDJHPHQW([FHOOHQFH&RORUDGR 6SULQJV8WLOLW\ 7HFKQLFDODGYLVRU\VHUYLFHVWRIDFLOLWDWHDQGLGHQWLI\ HIILFLHQF\JDLQVLQ&68¶V$0DFWLYLWLHVDQGRSHUDWLQJ FRVWV3DUWRIDZLGHUµ&KDOOHQJH¶SURJUDPWR LGHQWLI\FRVWVVDYLQJVDFURVV23(;EXGJHW $0,PSURYHPHQW3URJUDP5LFKPRQG 'HSDUWPHQWRI3XEOLF8WLOLWLHV 7HFKQLFDODGYLVRU\VHUYLFHVWRDVVHVVDQGUHFRPPHQG LPSURYHPHQWVWRLWVPDLQWHQDQFHPDQDJHPHQWDQG FXVWRPHUVHUYLFHSUDFWLFHV,QFOXGHGHYDOXDWLRQRI VXSSRUWLQJWHFKQRORJ\DQGSURGXFLQJDURDGPDSIRU WDQJLEOHLPSURYHPHQWLQLWLDWLYHV3URMHFW'LUHFWRUIRUWKH SURFXUHPHQWDQGXSJUDGHRIPRELOH:006 ([SDQVLRQRI:06V\VWHP%UXQHL3XEOLF :RUNV'HSDUWPHQW -.5 -2+1*8,/)2</(93'LUHFWRU )XQFWLRQDO0D[LPR6SHFLDOLVW Mr.Guilfoylebringsmorethantwentyyearsof experienceworkingonstrategy,information technology,infrastructuremanagement,and businessprocessoptimizationacrossavariety ofpublicandprivatesectorindustries,including governmentagencies,cities,andutilities.In capitalͲintensiveindustries,hehasexpertisein allaspectsoftheassetlifecycle–planning, engineering,projectdelivery,commissioning, operations,andmaintenance.Whether developingprogramsinassetmanagement, organizationalstrengthening,ortheselection, implementationandrolloutofbusinessͲ enablingITsystems,Johnfocusesonpragmatic andactionablesolutionsthatprovide measureablevaluetohisclients. (;3(57,6( Duringhiscareer,John’sfocushasalwaysbeen onsolvingrealͲworldproblemswithhighly usable,technicalsolutionsthatarepractical, affordable,andsustainable.Hespecializesin modelingthecost,benefitsandriskof competingsolutions,andinmakingtransparent decisionsthattiebacktohisclients’vision, missionandstrategy,emphasizingbestvalue. Havingworkedinthemunicipal,Federal,and utilitysectorssince2003,Johnhasdeep expertisewiththepolicies,processes,systems andproceduresneededtosupportstrong programsincapitaldelivery,workandasset management,financialplanning,decision support,documentmanagement,business intelligence,andperformancemanagement.He hashelpedmorethanadozenclientswithwork suchasstrategy,efficiency,systems assessments,tripleͲbottomlineanalysis,ROI models,andbuyvs.builddecisions. 63(&,$/,=$7,216 x /HDGHUVKLS6WUDWHJ\3ODQQLQJ*RYHUQDQFH DQG'HFLVLRQ6XSSRUWDURXQGXWLOLW\V\VWHPV DVVHWPDQDJHPHQWDQGFDSLWDOGHOLYHU\ x 7UDQVODWLRQDQG&RRUGLQDWLRQVNLOOVWKDWVSDQ 2 0HQJLQHHULQJILQDQFH,7VHQLRU PDQDJHPHQWFXVWRPHUVDQGJRYHUQLQJRU DGYLVLQJERDUGVFRXQFLOV x ,7(QDEOHG8WLOLW\%XVLQHVV2SWLPL]DWLRQVDQG 7UDQVIRUPDWLRQV x (QWHUSULVH8WLOLW\6\VWHPV SODQQLQJSRUWIROLR PDQDJHPHQWSURMHFWGHOLYHU\ZRUN PDQDJHPHQWGRFXPHQWPDQDJHPHQW x (YDOXDWLQJWUDGHRIIVEHHQEHVWRIEUHHG LQWHJUDWHGVXLWHDQGFXVWRPGHYHORSHG VROXWLRQV &$5((56800$5< x $UFKDHRORJLVWDW3DUNV&DQDGD \HDUV x ,7&RQVXOWDQW \HDUV x 8WLOLW\6\VWHPV&RQVXOWDQW \HDUV x 3URMHFWVKDYHUDQJHGLQVL]HIURPZDWHUGLVWULFWV -2+1*8,/)2</( &KHODQ&RXQW\3XEOLF8WLOLWLHV'LVWULFW±0DMRU 3URMHFWV:HEVLWH5HSODFHPHQW3URMHFW 3UHVHQW Ms.LynnAdamsprovidesbusinessandmanagementconsultingservicestoclients astheyintegratebusinessstrategywithoperationaldemands.Shehasmorethan 25yearsofexperienceinthemunicipalandenergy/waterutilitysectors.Herwork encompasses organizational change management, strategy development, stakeholder engagement, and business consulting. Clients have recognized her ability to create enduring strategy that impacts direction and leads to successful implementation. She helps solve client challenges through understanding core issues and then applying bestͲinͲclassapproaches. Often starting with research and analysis, she thencallsupontailoredtechniquesandresourcestodeveloptherightapproachto meet specific needs. As a master facilitator, Ms. Adams leads groups—including staff,governingbodies,andexternalstakeholders—throughdefiningcleardirection andmakingeffectivedecisionsinanuncertainenvironment. Ms.Adams’bookTheArtofStrategicLeadershipprovidesapracticalplanningguide andmethodologytoaddressthemostchallengingaspectsofleadership.Thefocus isondevelopingstrategytoconfidentlyleadanorganizationusinganapproachthat aligns overall strategic direction, organizational performance and practical execution. Expertise: Strategy ~ Stakeholders ~ Organization Ms. Adams has provided strategy and decision support to utility executives, governing bodies and staff teams. These strategies have resulted in durable organizational approaches, high customer satisfaction ratings, and multiͲmillion dollar grant awards. Ms. Adams frequently provides stakeholder engagement expertise for both internal and external constituencies such as staff teams, governingbodiesandcustomers.Havingledsignificantorganizationalchange,both asapartofexecutiveteamsandinvariousclientassignments,Ms.Adamsbrings tacticalexperienceinhowtopositivelyimpactchange.Shehasassistedmanyclient organizationsinbecomingbothmoreeffectiveinternallyandfocusedexternally. Work History Excergy Corporation – January 2011 to Present VicePresident&ExecutiveConsultant Ms.AdamsprovidesmanagementconsultingservicestoExcergyclients,aswellas firmleadershipincludingmarketingandstrategyfunctions. R.W. Beck, Inc. (acquired by SAIC in 2009) – 1989 to 2001; 2005 to 2010 VicePresident Ms. Adams served in a variety of positions during her tenure at R.W. Beck/SAIC includingvariousinternalleadershipandexternalconsultingassignments.Hermost recentpositionwasVicePresidentfortheUtilityBusinessConsultingpractice;she alsoservedontheBoardofDirectorsofR.W.Beck. LYNN L. ADAMS CHANGE MANAGEMENT/ COMMUNICATIONS SPECIALIST Education B.S.inCommunications,Cornell University CertificateinChangeLeadership, CornellUniversity AreaofExpertise > ChangeLeadership > OrganizationalChange Management(OCM) > StakeholderEngagement/ PublicRelations > StrategicPlanning > MarketingCommunications > SustainabilityPlanning > Facilitation/DecisionSupport SelectPublications& Conferences ³WaterUtilitiesLeveraging LYNN L. ADAMS Select Project Experience FortCollinsUtilities,FortCollins,CO–AdvancedMeterFortCollins.Basedonapivotalorganizationaldirectionthat Ms.Adamshelpedframe,sheassistedtheUtilitiesintheirsuccessfulbidfora$16millionfederalmatchingsmartgrid grantundertheAmericanRecoveryandReinvestmentAct.TheclientthenaskedMs.Adamstojointheimplementation team for stakeholder engagement support and other general project work as needed, including organizational developmentandasignificantroleleadingtacticalimplementation.Duetothehighimpactnatureoftheproject,each phaseinvolvedOCMtobuildbuyͲinandalignstaffrolesandresponsibilities.Workhasresultedinastrategythatclearly definesbenefitsmessagingandaddressescustomerconcernswhilekeepingtheprojectontrack.Customersatisfaction levels are regularly monitored and remain high. Business processes and staff engagement have been aligned and supported throughout the project lifecycle to result in the necessary organizational change to optimize the new technology.Foronecombinedelectric/waterutility,shecompletedmultipleprojectsoverthelast12years.TheU.S. DepartmentofEnergyrecognizedthisprojectforexcellenceincustomercommunications. Loudoun Water Authority, Leesburg, VA – Strategic Plan and Organizational Readiness. Project manager for a comprehensivestrategicplanningeffortthatincorporatedtheBoardofDirectors,executiveteam,managementand staff.Workhasincludedmarketresearchandtrendsanalysis,workshopfacilitation,communicationsdevelopment, andinputtoassociatedorganizationalchangemanagement.LoudounWaterservesarapidlygrowingcommunitywith thegreatestbaseofdatacentersintheUS.Facingopportunitiesandchallengesaswellasthechangingdynamicsof thewaterutilityindustry,executiveleadershipembarkedonacomprehensivestrategicplanningeffort.Unlikeprior planningwhichwasoperationalinnature,thisadvancedplanaddressedcurrentchallengesandwasalsoaimedat guidingtheorganizationforthenextfiveyearstobecomingahighͲperformingutilityincommandofitsfuture. Chino Basin Desalter Authority, Ontario, CA – Formation of New Organization, Roadmap, and Board Decision Support.ConductedathreeͲphaseOCMefforttoincreasetheeffectivenessoftheeightͲmemberAuthority.PhaseI analyzedthemeritsandcostsassociatedwithcreatingafullyautonomousorganizationphaseandconcludedwitha summaryofpolicyandgovernanceimpacts,organizationalchangeneeds,andanimplementationtimeline.Ms.Adams facilitated the inͲdepth analysis to understand the existing structure and to design an optimal independent organization. In Phase II, she managed a proposal solicitation process to consider options, and facilitated Board workshops,whichresultedinanendorseddecisionthatmettheirneedsforimprovedstructureandcosteffectiveness. WorkduringPhaseIIIconsistedofmanagingtheprocessreportingtotheBoardtoselectaGeneralManagerandstand uptheneworganization. ConEdisonCompanyofNewYork–ChangeManagement/AMIProject.AsChangeManagementtrackleadforthe AMIprogramplanningandimplementationphases,herworkincludesplanning,workshopsandcontentdevelopment forexternalcustomerengagementandinternalorganizationalchangeaspectsoftheproject. FortCollinsUtilities,FortCollins,CO–Utilitiesforthe21stCentury.ServedasProjectManagerforcomprehensive sustainabilitystrategicplandevelopment;tasksincludedprogramdesign,OCM,facilitationofinternalandexternal stakeholder groups, expert analysis of options defined, decision modeling, and integrated communications. She introducedUtilitiestoanorganizationalanalysistoolthathasbeenusedinsubsequentyearstomonitororganizational prioritiesandperformance. Sheprovidedregularbriefingstotheutilitygoverningbodyduetothehighdegreeof visibility and broad interest in the project, including identification of key leadership metrics. Also, directed the developmentofindustryͲleadingFortCollins’SustainabilityReport. WesternAreaPowerAdministration,Lakewood,CO–StrategicRoadmapandOrganizationalChangeManagement. Projectmanagerandleadfacilitatorworkingwiththeseniorteamtodevelopagency’sstrategicdirectionforthenext decade.Workincludedcomprehensiveinternalandexternalstakeholderresearchtofeedmarketperspectiveintothe planningprocess,conductingonlinesurveysandseveralpersonalinterviewsofstaffandcustomers.OCMworkincluded creating organizational alignment with strategic direction at the individual, group, team, and departmental levels. Conductedacomprehensiveinventoryofexistinginitiatives,programsandprojectstoalignwithstrategicdestinations. Thiswasfollowedbyagapanalysisandprioritizationtodefinethetacticalactionplan,whichwillincludebudgets, assignmentandmetricsinalignmentwithfiscalyeartargetsforsubmittaltotheDepartmentofEnergy. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 48 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Mark Hatfield has 20 years of smart grid, advanced metering infrastructure (AMI), meter data management (MDM), field automation, mobile workforce management (MWM), and geospatial systems experience for electric, water and gas utility operations. Skills include project management, strategic visioning, business process modeling, requirements definition, business case development, vendor selection, integration and implementation planning, system configuration, deployment strategies, andprojectaudits.Assistsvendorsevaluatingproductroadmaps,project implementationmethodologies,andbaseliningcurrentfunctionality. Work History / Project Experience Excergy Corporation – September 2012 to Present PrincipalConsultant HuntsvilleUtilities,Huntsville,AL.Providingprojectdevelopmentconsultingforthe combined electric, water, and gas utility. This includes creation of the overall AMI vision,phasedimplementationschedule,businesscasedevelopment,vendorselection strategy,andRFPprocessforHuntsville’sAMIandMDMS. FortCollinsUtilities(Utilities),FortCollins,CO.Providingconsultingandarchitecture supportfortheacquisitionanddeploymentoftheCityofFortCollinsUtilities’electric andwaterSmartGridSolution.Thisincludescomplete,endͲtoͲendresponsibilitiesto fullyimplementanadvancedsmartgridsolutionwithAMI,MDMS,DemandResponse (DR), and web portal technologies. Leading the MDMS track from vendor selection through a multiͲphase design and implementation as well as integration with the Customer Information System (CIS). Developing all Smart Grid Solution business processes and ensuring implementation of the processes through design, implementation,andtesting. Black & Veatch (Enspiria Solutions, Inc.) – 2006 to 2012 PrincipalConsultant Westar Energy, Topeka,KS. ServedasSolutionArchitectforthesystemintegration team for Westar’s SmartStar AMI program and SmartStar Lawrence Program. Responsible for the comprehensive, integrated design of the AMI and MDMS with legacy systems and associated business processes. Delivered the overall integration architecture; integration, functional, and detailed design specifications; business processmodels;andbusinessprocessgapassessment. CPSEnergy,SanAntonio,TX.ExecutedthecompetitivesolicitationoffourAMIand MDMSvendorstoprovidethesesolutionsincludingvendortechnicalpreͲqualification demonstrations, the vendor evaluation process, and contract negotiations with the selected vendor. Built detailed functional requirements and integration architecture betweentheMDMSandexistingCPSsystems.Organizedtheoverallimplementation and risk management plan for deploying the selected solutions as well as change managementandtraining.ServedasSolutionArchitectforthesystemintegrationteam supportingCPSEnergyintheintegrationofAMIandMDMwithCPSEnergy’sSAPand operationalsystemstoenablefullrealizationofAMIandMDMSvalue. MARK HATFIELD BUSINESS PROCESSMANAGER Education M.A.inGeography,Universityof Illinois(1986) B.S.inGeography,U.S.AirForce Academy(1985) AreaofExpertise > StrategicRoadmap Development > RequirementsDefinition > BusinessCaseDevelopment > BusinessProcessModeling > VendorSelection > VendorManagement > ProjectAudits CareerNote Duringhis10yearswiththeU.S.Air Force,Mr.HatfieldservedasChiefof MARK HATFIELD SempraEnergy,SanDiego,CA.ServedastrustedadvisortoSempra’sOpEx20/20UtilityoftheFutureinitiative. Reviewedtechnologystrategyandimplementationplans.DevelopedandevaluatedRFPstohelpselectasystem integratorandmultipleworkstreamimplementationteams.Assistedintheevaluationofvendors’RFPresponses and plans to deploy GIS, mobile GIS,MWM, workmanagementsystems, asset management, and all of the integrationsrequiredtoachievethestrategicbusinesstransformationalvision. SouthernCaliforniaGas(SoCalGas),LosAngeles,CA.SupportedSoCalGasSmartMeteringBusinessCaseproject bybenchmarkingbenefitandcostestimatesagainstEnspiriaandindustryexperiences;developingspecifications andRFPs;andsupportingvendorevaluationsforfourSoCalGassolicitationscoveringSmartMetering,MDMS, SystemIntegration,ProgramSupport,andOperationalServices.AlsoanalyzedanddocumentedimpactsofAMI onfuturebusinessprocessesandexistingITsystems. Ontario Independent Electricity SystemOperator,Ontario, Canada. Developed and delivered aMeterData ManagementRepositoryfortheIESO,theorganizationresponsibleforoperatingwholesaleelectricitymarkets inOntario.Mr.Hatfieldwasresponsiblefordevelopingtheintegrationspecificationsandtrainingmaterialstobe usedby90+utilitiestointegratewiththeprovincialMDMRepository. KEMA – 2002 to 2006 ExecutiveConsultant Southern California Gas (SoCalGas) Company, Los Angeles, CA. Served in a multiͲcontract, multiͲyear engagement that began with identifying problems with current dispatching processes, creating a vision for dispatching,andcreatingamultiͲprojectplantoresolvetheidentifiedproblems.Completedthesystemdesign foranewmobileworkforcemanagementsystemtoincludefunctionalrequirements,integrationusecases,and hardware and software component architectures. Conducted a mobile device form factor study identifying usability,technical,andtotalcostofownershipissuesintheselectionofPocketPCversusamoretraditional WindowsXPformfactordevice,whichincludedaformalbudgetreviewofthemobiledataterminalreplacement projectattherequestoftheChiefInformationOfficer(CIO). CinergyCorporation,Cincinnati,OH.SupportedtheMWMSystemReplacementStudy,includingdocumenting currentandfuturedispatchingandfieldbusinessprocesses,documentingrequirementsforthereplacement system, creating the RFP, assisting CinergywithshortͲlistingthevendorstoreceivetheRFP, conducting the vendorscoringworkshop,andproducingalifecyclecostanalysisofvariousprojectalternatives.Followingvendor selection,continuedwiththeimplementationprojectasthetechnicalprojectleadresponsiblefordesigning, building,andimplementingallinterfaces;coordinatingdesigndecisionswithCinergy’sbusinessusers;hardware selectionandprocurement;andcoordinatingdeploymentplandevelopment. SchlumbergerSema (Convergent Group Corporation) – 1995 to 2002 PrincipalConsultant VattenfallAB,Sweden.AmeterreadingͲtoͲbillingassessmentforthisderegulatedutility.Workincludeddetailed processmappingoftheflowofmeterreadinginformationfromthemetertoretailsupplier.IdentifiedshortͲ termprocessimprovementstoimprovedataqualityandbillingaccuracy,alongͲtermautomatedmeterreading strategytosupportanewregulatorregime,andoverallbusinesscase. RochesterGasandElectric(RG&E),Rochester,NY.ServedasthefieldautomationconsultantforaMWMsystem implementation.Conductedtheinitialconsultingassignmenttobuildthestrategicvision,businesscase,and implementation that successfully led toalongͲtermprojecttoprocureaMWMsystem.Completeddetailed businessprocessmodelingandsystemconfigurationworkshopsinsupportoftheimplementationphase. AlliantEnergy,Madison,WI.ServedastechnicalleadforthesuccessfulimplementationofaMWMsystem, responsible for system configuration workshops and deliverables, integration specifications, factory acceptancetesting,integrationtesting,andfinalacceptancetestingforatwoͲphaseproject. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 50 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Appendix C: Sustainability/TBL Methodology DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Appendix C: Sustainability/TBL Methodology -1- Excergy’s Sustainability/TBL Methodology This document is provided in response to Section H of the City of Fort Collins’ RFP 8225 Maximo Consulting Services. Fort Collins Utilities has been a recognized leader in sustainability for many years, staring with its Utilities for the 21st Century initiative. This ongoing commitment at the Utilities and broader City level is illustrated in many ways, including combining all three triple bottom line (TBL) elements—economic health, environmental services and social sustainability—under one area, as well as instituting several aligned practices and procedures. One such best practice is to assess the entire supply chain in relation to the sustainability of the firms seeking to do business with City departments, in compliance with sustainability goal #9/sustainable purchasing. In reflecting on its own business practices, Excergy Corporation has identified areas of strengths and limitation as described below. As a consulting firm serving electric and water utilities, Excergy has high awareness of the demands made on the earth’s natural resources. In fact, the advanced metering infrastructure and other work we do helps minimize those impacts, and supports our corporate vision: We believe in the transformative power of utility technology to make people’s lives more productive, sustainable and enjoyable. In addition, Excergy is a values‐led company and realizes that being mindful of TBL factors in how we provide services does make a difference. Our goals and performance are summarized below. We will leverage these practices on the Maximo project wherever applicable. Environmental Goal: Minimize our environmental footprint as we conduct our business. As a consulting company, Excergy has less of a TBL impact overall in that we do not produce goods, but rather provide services. That being said, Excergy displays strong alignment in the environmental area, as follows: ► Equipment: Most of our staff uses Apple Mac Book laptops, which have earned the EPA Energy Star rating for low power consumption. ► Paperless: We encourage the move to paperless, and the majority of our staff does most of its work on computers and online. We also elect electronic submittal of proposals and work products whenever acceptable to our clients. ► Office space: We employ a virtual office approach, thus eliminating daily commuting and associated carbon emissions, as well as impacts on the built environment. ► Virtual meetings: We leverage technology to hold many meetings online, which eliminates the need for automobile or air travel. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Appendix C: Sustainability/TBL Methodology -2- However, consulting requires air travel, which has a significant carbon impact. Although the virtual meetings mentioned above are helpful, it is challenging to mitigate this aspect of our business. Excergy has staffed the project with Colorado‐based staff to the extent possible, thus reducing the environmental impact associated with air travel. Economic Goal: Continue to grow and function profitably over time, thus contributing positively at the individual, corporate and societal levels. As a growing and well‐managed company, Excergy is creating jobs that contribute to the economy overall, as well as the welfare of the places we live and work. In addition, the nature of the project work we do often has a positive impact on the economic vitality of the communities we serve, both in terms of the work itself, as well as the “business tourism” dollars we bring to local businesses when project team members travel to client sites. Social Goal: Practice good corporate citizenship and high integrity in all of our relationships. Excergy’s shared values—both together as a company and separately as individuals—drive us to be mindful of the welfare and interests of the society in which we operate. One aspect of this is to practice the highest ethical standards at all times—internally and in all client matters. In addition, we practice good corporate citizenship in small, but meaningful ways. For example, following the Colorado floods of 2013, Excergy held its corporate meeting in Estes Park, a town particularly devastated; we have returned annually since that time. In addition, we are fully compliant with all requirements, when applicable, to work with—and mentor—minority, disadvantaged and women‐ owned businesses on various projects throughout the country. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ PROPERTY DAMAGE $ BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS AUTOS AUTOS NON-OWNED HIRED AUTOS ALL OWNED SCHEDULED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ PROPERTY DAMAGE $ BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS AUTOS AUTOS NON-OWNED HIRED AUTOS ALL OWNED SCHEDULED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT ER OTH- STATUTE PER (MM/DD/YYYY) LIMITS POLICY EXP (MM/DD/YYYY) POLICY EFF LTR TYPE OF INSURANCE POLICY NUMBER INSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $ $ OCCUR CLAIMS-MADE DED RETENTION $ PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $ EACH OCCURRENCE $ DAMAGE TO RENTED PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2014/01) © 1988-2014 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD CONIFER Hiscox Insurance Company Inc UDC-1500537-EO-15 10/07/2015 New York, NY 10022 32nd Floor 520 Madison Avenue Excergy Corporation Professional Liability (888) 202-3007 25457 Red Cloud Dr Hiscox Inc 10/07/2016 City of Fort Collins 700 Wood Street Fort Collins, CO 80521 80433 Y CO contact@hiscox.com 02/29/2016 $ 1,000,000 $ 1,000,000 Each Claim: Aggregate: 10200 A DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT ER OTH- STATUTE PER (MM/DD/YYYY) LIMITS POLICY EXP (MM/DD/YYYY) POLICY EFF LTR TYPE OF INSURANCE POLICY NUMBER INSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $ $ OCCUR CLAIMS-MADE DED RETENTION $ PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $ EACH OCCURRENCE $ DAMAGE TO RENTED PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2014/01) © 1988-2014 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD UDC-1500537-BOP-15 CONIFER Hiscox Insurance Company Inc 10/07/2015 New York, NY 10022 32nd Floor 520 Madison Avenue 2,000,000 50,000 5,000 S/T Each Occ. 2,000,000 S/T Gen. Agg. Excergy Corporation 10/07/2016 (888) 202-3007 25457 Red Cloud Dr Hiscox Inc. 10/07/2016 CGL is on BOP Form Y City of Fort Collins 700 Wood Street Fort Collins, CO 80521 80433 UDC-1500537-BOP-15 10/07/2015 A CO A contact@hiscox.com 02/29/2016 10200 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 AirForceSpaceCommand’s MultispectralImagerExploitation Divisionresponsibleforrapid prototypingcommercialimagery sourcesandapplicationsinsupport USAFworldwidecontingency planning. Inaddition,asAssociateProfessorof GeographyattheUSAirForce Academy,hecreatedand implementedclassroomandlab curriculumforgeographic informationsystems,remote sensing,GPStheoryandfield applications,andregionalstudies.In thiscapacity,hewasselectedasthe “OutstandingEducatorinEconomics andGeography.” Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 49 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 TechnologytoMoveBeyond,” DistribuTECH2015 “TheArtofStrategicLeadership,” R.W.Beck,Inc.2006 "JourneytoSustainability,"Public Power.Vol.67no.2(MarchͲApril 2009) "RoadmaptoEnergyEfficiencyfor WaterandWastewaterUtilities," JournaloftheNewEnglandWater WorksAssociation.Vol.123no.2 (June2009) "GrantsasaFundingMechanismfor SustainabilityStrategies,"Electric EnergyT&D(September2009) Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 47 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 *DWKHUHGUHTXLUHPHQWVHYDOXDWHGWKHPDUNHWDQGEXLOWD EXVLQHVVFDVHIRFXVHGRQWHQ\HDUOLIHF\FOHFRVWVWR GHWHUPLQHWKHEHVWDSSURDFKWRLPSURYLQJRUUHSODFLQJD FXVWRPEXLOWFRQVWUXFWLRQPDQDJHPHQWDSSOLFDWLRQ *UDQG&RXOHH3RZHU2IILFH±³8VHRI&$50$´ 3URMHFW $VVHVVHGWKHXVHRIWKH86%XUHDXRI5HFODPDWLRQ YHUVLRQRI0D[LPR ³&$50$´ IRUZRUNSODQQLQJ VFKHGXOLQJDQGWUDFNLQJDFURVVDOODUHDVRIWKHPXOWL SXUSRVHIDFLOLW\)LIW\VHYHQVSHFLILFUHFRPPHQGDWLRQV ZHUHFRQGHQVHGLQWRILYHLQLWLDWLYHVIRFXVHGRQ GHYHORSLQJVWDQGDUGSUDFWLFHVLPSURYHPHQWVWR UHSRUWLQJWUDLQLQJGDWDDGPLQLVWUDWLRQDQGPDQDJHPHQW DQGPDWHULDOVPDQDJHPHQWLQYHQWRU\ &LW\RI5LFKPRQG'HSDUWPHQWRI3XEOLF8WLOLWLHV '38 ±0RELOH:RUNIRUFH0DQDJHPHQW 5HSODFHPHQW3URMHFW ±3UHVHQW &XUUHQWO\DFWLQJLQDFFRXQWH[HFXWLYHUROHIRUWKH 5LFKPRQG'38$VVHW0DQDJHPHQW3URJUDPZKLFK LQFOXGHVRYHUVLJKWRIWKHUHSODFHPHQWSURMHFWIRUDQ $GYDQWH[PRELOHZRUNIRUFHPDQDJHPHQWVROXWLRQ7KH SURSRVHGVROXWLRQVLQFOXGHVVWUHDPOLQLQJDQGLQWHJUDWLQJ VHYHUDOHQWHUSULVHV\VWHPVLQFOXGLQJ&LW\ZRUNVD PRELOLW\VROXWLRQ&,6DQG.DQD¶V&50 6DQ-RVp6DQWD&ODUD5HJLRQDO:DVWHZDWHU )DFLOLW\±$VVHW0DQDJHPHQW3URJUDP 3UHVHQW /HDGLQJWKHVWDUWXSRIDQRSVGULYHQFDSLWDOSURMHFW SRZHUHGDVVHWPDQDJHPHQWSURJUDPWKDWLQFOXGHVDQ DOODVSHFWYLHZRIDVVHWPDQDJHPHQWIURPSODQQLQJDQG GHVLJQWKURXJKFRQVWUXFWLRQDQGRSHUDWLRQDFWLYLWLHV &LW\RI5LFKPRQG'HSDUWPHQWRI3XEOLF8WLOLWLHV ± $VVHW0DQDJHPHQW3URJUDP3KDVH,, 3UHVHQW 2YHUVHHLQJWKHLPSOHPHQWDWLRQRIEXVLQHVVIRFXVHG HQWHUSULVHDVVHWPDQDJHPHQWLQLWLDWLYHVDFURVVILYH GLIIHUHQWXWLOLWLHV±:DWHU:DVWHZDWHU6WRUPZDWHU*DV DQG6WUHHWOLJKWV )RUW&ROOLQV8WLOLWLHV±$VVHW0DQDJHPHQW 3URJUDP /HGDPXOWL\HDUDVVHWPDQDJHPHQWSURJUDPUROORXWWKDW LQFOXGHGVHOHFWLQJDQHZ&006 0D[LPR VWUHDPOLQLQJ WKHFDSLWDOSURMHFWSODQQLQJSURFHVVVHYHUDODVVHW OLIHF\FOHPDQDJHPHQWSODQVDQGULVNPRGHOVDQGDXWLOLW\ EXVLQHVVSHUIRUPDQFHGDVKERDUGIRFXVHGRQWKHZDWHU SODQW *UDQG&RXOHH3RZHU2IILFH±6WDIILQJ6WXG\ ,PSURYHPHQWV,PSOHPHQWDWLRQ 3UHVHQW &XUUHQWO\ZRUNLQJZLWK*&32VWDIIWRLPSOHPHQW LPSURYHPHQWVLGHQWLILHGLQWKHSULRUSURMHFW 6WDIILQJ 6WXG\ DFURVVWKHDUHDVRILQIUDVWUXFWXUHSODQQLQJ SURMHFWH[HFXWLRQFRQVWUXFWLRQPDQDJHPHQWGRFXPHQW PDQDJHPHQWDQGFRQWURO6KDUH3RLQWJRYHUQDQFH UHSRUWLQJSURFHVVLPSURYHPHQWVDQGNQRZOHGJH PDQDJHPHQW7KHZRUNVSDQVWKHDGPLQLVWUDWLYH RSHUDWLRQDODQGFDSLWDOGLYLVLRQVZLWKLQ*&32 'R\RQ8WLOLWLHV±(QWHUSULVH6KDUH3RLQW ,PSOHPHQWDWLRQ $VVLVWHG'8LQGHSOR\LQJFRQILJXULQJDQGVXSSRUWLQJ 6KDUH3RLQWDFURVVWKHHQWLUH'8HQWHUSULVH (PSKDVLVLVRQPDNLQJ6KDUH3RLQWDVXVWDLQDEOHKLJK YDOXHVROXWLRQWKDWLVGULYHQE\WKHHQWLUHEXVLQHVVQHHGV UDWKHUWKDQMXVW,7$PRQJRWKHUWKLQJV6KDUH3RLQWZLOO UHSODFHH5RRPDVWKHPHDQVE\ZKLFKFRPPXQLFDWLRQV DUHFDUULHGRXWEHWZHHQ'8DQGWKHLUFXVWRPHUWKH86 'HSDUWPHQWRI'HIHQVH *UDQG&RXOHH3RZHU2IILFH±6WDIILQJ6WXG\ /HGDUHYLHZRI*UDQG&RXOHHGDP¶VFDSLWDOGHOLYHU\DQG ZRUNPDQDJHPHQW,7V\VWHPVLQFOXGLQJORFDOO\ GHSOR\HGPLVVLRQFULWLFDODSSOLFDWLRQVDQGFHQWUDOL]HG %XUHDXRI5HFODPDWLRQV\VWHPV,VVXHGDVHULHVRI UHFRPPHQGDWLRQVFHQWHUHGRQ*UDQG&RXOHH3RZHU 2IILFHEHFRPLQJDPRUHHIIHFWLYHDQGHIILFLHQW RUJDQL]DWLRQLQWKHDUHDVRISODQQLQJSURMHFWGHOLYHU\ DVVHWPDQDJHPHQWDQGUHSRUWLQJ /DV9HJDV&RQYHQWLRQDQG9LVLWRU$XWKRULW\± )DFLOLWLHV0DLQWHQDQFH3URFHVV2SWLPL]DWLRQ 3URMHFW 6HUYHGDVWKHSURMHFWPDQDJHUIRUDEXVLQHVVSURFHVV DQGDSSOLFDWLRQRSWLPL]DWLRQHIIRUWFHQWHUHGRQWKH FRQYHQWLRQFHQWHU¶VPDLQWHQDQFHSUDFWLFHVDQGZRUN PDQDJHPHQWV\VWHP 0D[LPR $V,VDQG7R%H EXVLQHVVSURFHVVPDSSLQJZDVFRPSOHWHGIRUD³SLORW´ SURJUDPWKDWLQFOXGHGOLPLWHGDVVHWW\SHVWKURXJKRXWWKH XWLOLW\WKDWUHIOHFWHGDJRRGFURVVVHFWLRQRIWKHLVVXH ZLWKKRZPDLQWHQDQFHZRUNZDVEHLQJSHUIRUPHG,Q IROORZRQZRUNLQFOXGHGLPSOHPHQWLQJWKH UHFRPPHQGHGFKDQJHVWR0D[LPRDQGDQXSJUDGHIURP 0D[LPRWR0;(6 &LW\RI$WODQWD±&006&RQVROLGDWLRQ $VVHVVPHQW 6HUYHGDVWKHSURMHFWPDQDJHUDQGWHFKQLFDOOHDGRQD FRQVXOWLQJHIIRUWWKDWDQDO\]HGDQGHYDOXDWHGWKH EXVLQHVVYDOXHFRVWULVNVDQGEHQHILWVRIFRQVROLGDWLQJ VHYHUDO&006DSSOLFDWLRQVRQWRDVLQJOHSODWIRUPIRUWKH FLW\¶VZDWHUZDVWHZDWHUDQGVWRUPZDWHUGHSDUWPHQWV Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 46 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 VHUYLQJSHRSOHWRPXOWLELOOLRQGROODU GHVLJQEXLOGSURMHFWV x +DVZRUNHGLQPXOWLSOHFRXQWULHVLQFOXGLQJWKH 86&DQDGD1HZ=HDODQGWKH8.$XVWUDOLD 4DWDUDQG3DQDPD 48$/,),&$7,216$1' 0(0%(56+,36 x %$+RQRUV$QWKURSRORJ\6W0DU\ V8QLYHUVLW\ x $SSOLHG,QIRUPDWLRQ7HFKQRORJ\'LSORPD,7, x $::$ x :DWHUDQG:DVWHZDWHU&,2)RUXP Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 45 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 WR 3URJUDP0DQDJHUUHVSRQVLEOHIRUWKH860 H[SDQVLRQRIWKH:RUNDQG0DLQWHQDQFH0DQDJHPHQW 6\VWHPLPSOHPHQWHGLQIRUWKH3XEOLF:RUNV 'HSDUWPHQWDVDZKROH 5RDGV:DWHU:DVWHZDWHU 'UDLQDJH 7KHSURMHFWLQFOXGHG EXVLQHVVSURFHVVDQDO\VLVQHHGVDVVHVVPHQWDQG LPSURYHPHQWSODQQLQJ DVVHWFROOHFWLRQIRUURDGVZDWHUVUHWLFXODWLRQ *,6 DQGSODQWDVVHWVXVLQJDVEXLOWDQG*36VXUYH\V FRQILJXUDWLRQRI0D[LPRDQG$UF*,6RQYLUWXDOL]HG VHUYHUVDWQDWLRQDOGDWDFHQWHU GHYHORSPHQWRIUHOLDELOLW\FHQWHUHGPDLQWHQDQFH SODQVIRUFULWLFDODVVHWV FHQWUDOL]LQJ,7LQIUDVWUXFWXUHDWQDWLRQDOGDWDFHQWHU !860 LQVWLWXWLRQDOVWUHQJWKHQLQJDQGVXSSRUW IRU\HDUV SRVWSURMHFW 5RDG0DQDJHPHQW7HFKQLFDO6XSSRUW:RUOG %DQN&DPERGLD03:7 'LUHFWDSSRLQWPHQWWRSURYLGHWHFKQLFDODVVLVWDQFHDQG WUDLQLQJWRUHIUHVKWKHVWDIIXQGHUWKH5RDG$VVHW 0DQDJHPHQW3URMHFWLQURDGFRQGLWLRQGDWDFROOHFWLRQ DQG+'0ZLWKDYLHZWRSUHSDULQJDQDQQXDODQG UROOLQJ\HDUOLVWRIFDQGLGDWHV¶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µ'HHS'LYH´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ppendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 44 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 x *UDGXDWH(QJLQHHU7+-HQNLQV µ 48$/,),&$7,216$1' 0(0%(56+,36 x %DFKHORURI(QJLQHHULQJ+RQV%(%(QJ x 0DVWHUVLQ(QJLQHHULQJ0(0(QJ &LYLO*,6 x $&(1=)XWXUH/HDGHU$ZDUG x ,3(1=<RXQJ(QJLQHHU$ZDUG x ,QVWLWXWHRI(QJLQHHUV1HZ=HDODQG5HJLVWHUHG (QJLQHHU Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 43 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 andproductimplementation programs,fromOperational Systemprojectssuchas OMS/GISimplementations toBIandDashboard initiatives SelectPublications& Conferences > Afrequentpresenter, courseinstructor,and panelleaderatmajor industryeventssuchas DistribuTECH,Autovation, GridInterop,andthe EdisonElectricInstitute (EEI)Transmissionand Distribution(T&D)group. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 35 - DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Memberships YoungEngineeroftheYearFinalist, 1991and1992,GreaterPhiladelphia Region. EdisonEngineerGraduate,General Electric. AͲBͲCEngineeringCourseGraduate, GeneralElectric. OutstandingPerformance Commendation,NASA. EtaKappaNu(ElectricalEngineering HonorSociety). PMIandUtilimetricsMember. Appendix B: Resumes Fort Collins 8225 RFP Maximo Consulting Services - 33 - DistribuTECH Executive Advisory Committee Member. Author Successful Smart Grid Implementation, PennWell Books, June 2015 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Guidance and attendance at planning meetings and deliverables review. Review and approval of cost and schedule baselines. Review and input on projects risks, risk mitigation, and issues. Business process input and review. 40 total SMEs TBD Utility subject matter experts as needed. 40 total VI. Professional Staff Identify key personnel who will execute the Work Order and briefly identify their duties and responsibilities. Resource Duties and Responsibilities Hours Jim Ketchledge Overall project director and lead author of system implementation plans. Primary responsibility for project management aspects of the PMP, as well as management of the Work Order #1 activities. 134 Adam Tonkin Solution architect responsible for ensuring integrity of proposed Maximo solution with legacy systems and integrations. Primary responsibility for IT elements. 113 Lynn Adams Communications specialist, responsible for both communications and change management elements of the PMP. 100 Mark Hatfield Business process expert responsible for overall business processes and integrity of new processes with legacy system processes. 54 DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Resource Management Ensure that qualified resources are available to perform each task defined in this SOW in accordance with the baseline project schedule. As necessary, the project manager ensures that resources have been provided with training to establish particular expertise required to perform tasks within the SOW. The project manager reinforces the importance of establishing and maintaining professional working relationships among Utilities and vendor team members, as well as monitors these relationships. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 The majority of the Excergy team’s work is in the municipal utility sector. We believe this is because our culture, which values competence, collegiality, and commitment, resonates with the values of public power and water. We have also performed work at some of the largest IOUs such as Consolidated Edison of New York. Our team is deeply familiar with Maximo projects at other utilities, including best practices and lessons learned, as shown in the table (item 3 above). 5. Cite experience in the public sector with Maximo projects by other public entities. Team member Crory & Associates has extensive experience with public sector Maximo projects (City of Fort Collins, ONEOK, Sacramento Area Sewer District, Sacramento County Department of Water Resources and Water Agency, and DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 shall contractually commit specific individuals’ availability and continuity to the Fort Collins project. Likewise, Fort Collins reserves the right to actively participate in changes to key resources, such as removing key resource staff from the Fort Collins project when Fort Collins, at its sole opinion, concludes the given consulting resource does not provide the maximum project benefits for Fort Collins; and selection of any new Key Resources staff that Professional desires to bring to the Fort Collins project. Yes, Excergy commits the proposed team for the actual project and work. Excergy always places the interests of the client foremost in everything we do, and we acknowledge your right to actively participate and drive any required changes or additions to key resources. We purposely have proposed a team that is broader and deeper than required for work order #1 to allow the best resources from three companies to be applied to any future work orders. We anticipate that for any work order, we will propose who we believe is best given the defined scope. We will then engage Fort Collins in a dialogue and seek approval for that team, and make any changes necessary. Excergy has extensive experience managing teams comprised of different companies in an effective and collaborative manner. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4 Colorado Springs Utilities, Golden Spread Electric Co‐op, Grand Coulee Dam, Bonneville Power Authority, the cities of Atlanta, Baltimore, Mobile, San Diego, Sacramento and Richmond, NEORSD, and Prince William County Service Authority. DocuSign Envelope ID: 4757F40E-FE40-45A6-8738-363FF08D8AD4