HomeMy WebLinkAboutWORK ORDER - RFP - 8225 MAXIMO CONSULTING SERVICES (6)WORK ORDER
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
EXCERGY CORPORATION
DATED: 3-28-2016
Work Order Number: 7
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: October 3, 2016
Completion Date: November 25, 2106
Maximum Fee: (time and reimbursable direct costs): $40,300
Project Description: Asset Management Strategy Development Plan
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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DocuSign Envelope ID: B48D08CE-453F-4498-A1A7-E79571AA0392
9/26/2016
9/27/2016
9/27/2016
8225 Maximo Consulting Services
Technical Consultant, Project Management, Change Management and Related Services
WORK ORDER #7:
I. Task Summary
Background
Work Order #7 is for developing a plan to create the Asset Management Strategy (AMS) for Fort Collins Utilities.
Various documents were created in the past that contribute to an AMS such as the “Asset Management
Enhancement Roadmap Report” produced by MWH in January 2010 and the “Fort Collins Utilities Asset
Management Charter” in 2015, but a consolidated AMS has not been created. For example, the “Asset
Management Enhancement Roadmap Report” is not an AMS in and of itself, but lists an action plan to produce
one, such as:
1. Define and document asset management guiding policies and strategies
2. Prepare an asset management plan document to provide a single repository for documentation and
communication of key strategies, risks, asset investment needs, and planned enhancements to FCU's
asset and organizational capabilities.
3. Develop or refine/update service level targets on a regular basis (at least annually) defining the services
that FCU is committing to provide to its customers.
4. Develop a long-term funding strategy that addresses long term expected asset replacement costs, and
effectively communicates financial needs to stakeholders in a transparent and defensible manner.
The “Fort Collins Utilities Asset Management Charter” partially addresses item 3 above, but a document search has
not found the other elements needed for the AMS.
Approach
Excergy will compile and analyze existing Fort Collins documentation that will assist in establishing an AMS. Excergy
will be guided in the analysis by the International Standard Organization (ISO) Standard 55001. The ISO 55001
standard specifies the requirements for the establishment, implementation, maintenance and improvement of a
management system for asset management. ISO 55001 is a comprehensive framework that identifies not only the
AMS, but the organizational aspects and supporting elements such as Asset Management (AM) Plans, as shown in
Figure 1.
Following this analysis, Fort Collins will have a comprehensive understanding of what previous work can be utilized
for an asset management strategy and supporting elements, what gaps exist, and a plan to finalize the framework.
At that point, a realistic estimate on schedule and costs can be made on what Fort Collins staff and external
assistance is needed to establish this framework. Executing the plan thus developed is not in the scope of this work
order. It is anticipated that the internal Asset Manager will execute the plan when that position is filled.
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DocuSign Envelope ID: B48D08CE-453F-4498-A1A7-E79571AA0392
Figure 1. ISO 55001 Framework
II. Schedule
The period of performance for Work Order #7 is from October 3, 2016 to December 15, 2016. If there are delays or
added scope beyond mutual control, the parties agree to modify completion date as may be required subject to
mutual agreement.
III. Project Execution
The output of Work Order #7 and deliverables for these tasks include:
• Compilation and review of previous work and documentation related to AMS.
• A gap analysis of existing AMS work and documentation.
• Developing a plan to create an AMS consistent with ISO 55001 and leveraging previous work where
possible. Plan includes
o Gantt chart
o Estimate of Fort Collins staff and external assistance hours required
o PowerPoint presentation and supporting documentation on gap analysis and recommended
plan
IV. Project Timeline
The detailed project activities and timeline is show in Figure 2.
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Figure 1. Work Order Timeline
V. Professional Staff
The key personnel who will execute Work Order #7 are identified in Table 1.
Task Resource Name
PM support and management Project Director Jim Ketchledge
Compilation and review of previous work
and documentation, gap analysis, creating
recommended plan to develop an AMS
Communications/Change Management
Specialist
Lynn Adams
Compilation and review of previous work
and documentation, gap analysis, creating
recommended plan to develop an AMS
Business Process Specialist Mark Hatfield
Compilation and review of previous work
and documentation, gap analysis, creating
recommended plan to develop an AMS
Functional Maximo Specialist Tier 2 Rick Crory
VI. Estimated Professional Staff Effort
For the specific tasks and activities of Work Order #7, below are the estimated personnel for the period of performance of
Section IV.
Task # Resource Description Estimated
Hours
Resources Assigned Rate Total $
1 Functional Maximo Specialist Tier 2 80 Rick Crory $150 $12,000
1 Project Director 20 Jim Ketchledge $233 $4,660
1 Communications/Change
Management Specialist
20
Lynn Adams $233 $4,660
1 Business Process Specialist 60 Mark Hatfield $233 $13,980
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DocuSign Envelope ID: B48D08CE-453F-4498-A1A7-E79571AA0392
VII. Compensation
Excergy proposes to perform the required Tasks on a Time and Material (T&M) basis for an estimated labor fee of
$35,300, excluding expenses. Travel expenses are estimated to be $5,000, 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 $40,300. 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.
WO # Task Description Price
Work Order #7 Asset Management Strategy Development P $35,300
Labor Price $35,300
Reimbursable Expenses $5,000
Total Price $40,300
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DocuSign Envelope ID: B48D08CE-453F-4498-A1A7-E79571AA0392