HomeMy WebLinkAboutWORK ORDER - RFP - 8225 MAXIMO CONSULTING SERVICES (2)WORK ORDER
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
EXCERGY CORPORATION
DATED: 5-16-2016
Work Order Number: 3
Purchase Order Number:
Project Title: Consulting Support for Asset Register and Work Order Management System
Original Bid/RFP Number & Name: 8225 Maximo Consulting Services
Commencement Date: June 13, 2016
Completion Date: Approximately November 25, 2106
Maximum Fee: (time and reimbursable direct costs): $128,899
Project Description: Maximo Mobile Selection Process
Scope of Services: Described on the attached pages
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 document consisting of five (5)
pages is hereby accepted and incorporated
herein, by this reference, and Notice to Proceed is
hereby given.
EXCERGY CORPORATION
By:_______________________________
Jim Ketchledge, CEO & President
Date:_____________________________
CITY OF FORT COLLINS
Submitted By: _________________________
Dennis Sumner, Project Manager
Date: _________________________
Approved by: _________________________
Jon Haukaas, 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: _______________________
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8225 Maximo Consulting Services
Technical Consultant, Project Management, Change Management and Related Services
WORK ORDER #3:
I. Task Summary
1. Work Order #3 is for work related to supporting the selection of Maximo Mobile option. The support includes
the following activities and issues:
• Mobile Option education and background sessions conducted to further educate Fort Collins staff. The
session will rely on Excergy personnel knowledge of the vendor community in lieu of a protracted RFI
process to the vendors.
• Guide in the development of Mobile application requirements. Excergy will compile a working list of
requirements for a Maximo compatible mobile product, services, and integration support based on its
standard requirement set and tuned to Fort Collins needs, including gating requirements. In addition,
Excergy will conduct a procurement strategy working session which will enable the project team to
identify commercial variables in the vendor request that may affect cost, quality, schedule, and
contractual complexity of the vendor response.
• Guide in the creation of Mobile Request for Proposal (RFP). Excergy will work with Fort Collins
procurement and legal staff to prepare the RFP package, which will incorporate the appropriate
instructions to bidders as well as general and specific terms and conditions. A key area of the vendor
proposal evaluation is the establishment of critical qualification or vendor pass/fail gates. Excergy will help
the Fort Collins team identify these critical requirements within the RFP specifications. Another key area
of vendor proposal evaluation is the assessment of risks. The risk assessments typically cover technology
risks (bleeding edge or obsolescence), quality of delivery, vendor company viability and commitment to
industry and product, project cost and schedule, and ongoing maintenance and support. The Excergy
vendor proposal evaluation process includes methodical assessments of these risks. After the RFP is
circulated for comments, Excergy will assist Fort Collins in revising it. Important contract considerations
include:
o Pricing protection. To deploy the Maximo system in phases, Fort Collins needs limits on future
price increases.
o Product and service warranties. Extended warranties and system failure provisions may be
important.
o Performance standards. Performance metrics such as accuracy, speed, bandwidth, etc; defaults
and opportunities and requirements to cure.
o Component and final system acceptance criteria and payment provisions. Payments are made
for confirmed functionality and associated performance.
o Service level agreements. For any software or network management services.
• Excergy will facilitate Fort Collins’s selection team in establishing weighted evaluation criteria including
responsiveness to technical requirements, total life-cycle cost, and qualifications of the respondents.
Working with the Fort Collins team, Excergy will develop a brief guidance document covering the
procurement process and incorporating the evaluative criteria. The process adopted should reflect Fort
Collins’s standard procurement procedures adapted to the nature of a Maximo project. By using
established Excergy templates for proposal evaluation and risk assessment, Excergy will help Fort Collins
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develop detailed technical score sheets for the RFP with scoring criteria and weights for each
requirement. Scoring criteria reflects criticality, type, and relevance of each requirement. Weights reflect
the relative importance or value of each requirement with respect to the rest, with traceability to the
benefits impacted by the requirement. The use of the existing Excergy evaluation methodology and
framework ensures a disciplined, fair, and consistent evaluation process that is fully documented,
traceable and defensible, thus providing substantial credibility to the Board, City, or any regulatory
agency.
• As part of the selection process, Excergy will guide Fort Collins’s evaluation team in a thorough review of
the proposals. In its evaluation of technical responses, Fort Collins’s review team should not be
prematurely influenced by price; we will inspect pricing tables to make sure that they are complete and
responsive. If there are a sufficient number of proposals, we expect to create a short list. Excergy will
prepare demonstration scripts and lists of questions to make sure vendors focus on Fort Collins’s major
Excergy will assist Fort Collins’s team in evaluating the proposals based on the written documents, vendor
presentations, references, and additional due diligence (e.g., “problem” deployments). Excergy will
analyze the life-cycle costs associated with each proposal, and facilitate the project team’s final selection.
Excergy will provide a summary score sheet that combines the detailed technical proposal evaluations,
the reference checks and interviews, and the risk assessments.
• Excergy will provide guidance to the Fort Collins’s project team in strategizing for contract negotiations,
and participate in key contract negotiation meetings and contract review. The Scope of Work (SOW)
attached to the draft contract should convert all the promises of the proposal into specific provisions and
deliverables. It should cover equipment delivery, training, “standard” and “non-standard” installations,
acceptance criteria, installation data management and quality control, invoicing, customer
communications (including any appointment scheduling), workload scheduling, and performance
reporting. A Project Schedule exhibit should be attached to the contract. With adequate pre-negotiation
planning and concentrated effort, contract negotiations can be concluded quickly, although review and
approval will take additional time. During this interval, the detailed project procedures can be finalized,
and preparations for implementation can commence. Excergy will review the final contract and ensure
adherence with all the previously developed criteria, requirements, and processes. Excergy will also assist
Staff in preparing presentations to management, and use case studies and other experience to help
explain decisions and rationale. As part of this task, Excergy will share lesson-learned in other negotiations
and work diligently to develop a vendor contract that will achieve the desired outcomes for the project.
II. Schedule
The period of performance for Work Order #3 is estimated to be from June 13, 2016 to November 25, 2016 as
showing in the following Gantt chart. If there are delays or added scope beyond Excergy’s control, the parties
agree to modify completion date as may be required subject to mutual agreement.
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III. Project Execution
The output of Work Order #3 and deliverables for these tasks include:
• Technical requirement documents
• Procurement strategy summary document
• RFP document package
• Identification of critical (pass/fail) requirements or gates
• Developing scoring and risk assessment workbooks
• Demonstration / Interview/ Reference Scripts
• Attend the vendor demonstrations and assist in responding to follow-up information requests
• Analysis of the life-cycle cost and normalize cost
• Presentation to Management (1 trip / 1 day allowance)
IV. Project Timeline
The anticipated timeline to complete Work Order #3 is estimated to be June 13, 2016 to November 25, 2016.
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V. Professional Staff
The key personnel who will execute Work Order #1 are identified in Table 1.
Task Resource Name
Mobile Application Procurement Functional Maximo Specialist Tier 2 Rick Crory
Mobile Application Procurement Business Process Manager Mark Hatfield
Mobile Application Procurement Solution Architect Adam Tonkin
Mobile Application Procurement Project Director Jim Ketchledge
VI. Estimated Professional Staff Effort
For the specific tasks and activities of Work Order #3, below are the estimated hours by major task for the period of
performance of Section IV.
Task # Task Description Estimated
Hours
Resources Assigned Rate Total $
WO#3 Mobile Application Procurement
(Maximo Expert)
181 Rick Crory $150 $27,150
WO#3 Mobile Application Procurement
(Consultant Lead)
214 Mark Hatfield $233 $49,862
WO#3 Mobile Application Procurement
(Technical Support)
71 Adam Tonkin $212 $15,052
WO#3 Mobile Application Procurement
(Project Management)
75 Jim Ketchledge $233 $17,475
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VII. Compensation
Excergy proposes to perform the required Tasks on a Time and Material (T&M) basis for an estimated labor fee
of $109,539, excluding expenses. Travel expenses are estimated to be $19,360, 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. MAXIMUM estimated compensation for both Professional’s time and reimbursable direct costs
is $128,899.
Task # Task Description Price
Work Order #3 Mobile Application Procurement $109,539
Labor Price $109,539
Reimbursable Expenses $19,360
Total Price $ 128,899
Reimbursable Direct Costs
Reimbursable direct costs take the form of travel related costs. Total travel costs for the period of performance are
estimated at $19,360.
Maximum Compensation
The maximum compensation for both labor time and reimbursable direct costs as a “not to exceed” is summarized
below. However, if there are delays or added scope beyond Excergy’s control, the parties agree to modify hours
required for work and related costs as may be required subject to mutual agreement.
Maximum Compensation Summary for WO #3
Labor Direct Costs Total Not to Exceed
(NTE)
$109,539 $19,360 $128,899
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