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Home My WebLink AboutCORRESPONDENCE - RFP - 8225 MAXIMO CONSULTING SERVICES (2)WORK ORDER PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND EXCERGY CORPORATION WORK ORDER NUMBER: 10 PROJECT TITLE: Consulting Support for Asset Register and Work Order Management System ORIGINAL BID/RFP NUMBER & NAME: 8225 Maximo Consulting Services MASTER AGREEMENT EFFECTIVE DATE: March 28, 2016 OWNER’S REPRESENTATIVE: Rick Morford WORK ORDER COMMENCEMENT DATE: April 1, 2018 WORK ORDER COMPLETION DATE: December 31, 2018 MAXIMUM FEE: (time and reimbursable direct costs): $ 339,996.19 PROJECT DESCRIPTION/SCOPE OF SERVICES: Implementation of Maximo for Storm Water - Project Management, Organizational Change Management, Systems Architecture and Requirements, Configure EAM Solutions, Convert/Migrate Storm Water Data, Application Testing, Training & Knowledge Transfer, Deployment and Go-Live support. Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of 13 pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: Excergy Corporation By: Date: Name: James Ketchledge Title: CEO & President DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 4/2/2018 OWNER’S ACCEPTANCE & EXECUTION: This Work Order and the attached Contract Documents are hereby accepted and incorporated herein by this reference. ACCEPTANCE: Date: Rick Morford Project Manager ACCEPTANCE: Date: Coy Althoff Utilities Asset Manager REVIEWED: Date: Pat Johnson, Senior Buyer APPROVED AS TO FORM: Date: Name,City Attorney's Title (if greater than $1,000,000) ACCEPTANCE: Date: Kevin Gertig, Utilities Executive Director (if greater than $1,000,000) ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) ACCEPTANCE: Date: Darin Atteberry, City Manager (if greater than $1,000,000) ATTEST: Date: City Clerk (if greater than $1,000,000) DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 4/5/2018 4/5/2018 4/5/2018 4/6/2018 ATTACHMENT A Work Order #10, 2018, Excergy WEFS Stormwater Scope of Work Order Project Objective: Work Order #10 is for implementation of the Maximo Project Phase 1 activities for Stormwater in Project Management (PM) Consulting; Organizational Change Management (OCM); System Architecture and Requirements; Configure Enterprise Asset Management (EAM) Systems; Convert/Migrate Data; Testing, Training and Knowledge Transfer; Deployment and Go-Live. The support entails executing for Stormwater in the time period detailed in Attachment B. 1) Project Management (PM) Consulting Excergy will provide assistance in project planning and oversight, maintaining schedule/cost baselines, reporting and, issue/risk management. Excergy will provide consulting team time reporting and resource coordination. The hours for this PM Consulting support are stated in Attachment C. The City provides the lead project management resource effort as a central point of contact. The Excergy project team members will participate with appropriate consulting personnel as needed in ad-hoc/schedule meetings as scheduled by the City. Verbal status reports will be delivered during any scheduled status meetings. Additionally, written status reports are provided weekly via the City’s preferred format. Excergy Deliverables for this task • Provide a PM and/or point of contact for coordination • Provide assistance in maintaining schedule/cost baselines including reports • Provide assistance in issue/risk management • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Manage consulting team in performance of tasks and activities including time reporting Utility Deliverables for this task • Provide a utility PM, central point of contact • Maintain schedule/cost baselines including reports • Define and maintain issue/risk management • Coordinate ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 • Review, edit, or provide feedback as necessary to finalize deliverables • Manage utility team in performance of tasks and activities 2) Organizational Change Management Excergy will provide assistance/support in the oversight of organizational change management (OCM) framework addressing the people side of change management. Excergy will provide assistance in drafting stormwater change management and communication plans. The hours for this support are stated in Attachment C. Excergy Deliverables for this task • Provide assistance/support in the oversight of OCM • Provide assistance in drafting stormwater change management and communications plans • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Provide assistance/support in the drafting of content for related communications materials (e.g., Briefing, posters) • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities as directed Utility Deliverables for this task • Finalize stormwater change management and communications plans • Coordinate ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Attend/lead regular OCM meetings such as Change Builders and WFO Managers • Disseminate OCM communications in a timely manner using various channels (email, presentations, regular meeting updates) • Review/finalize content for related communications materials (e.g., Briefing, posters) • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Review, edit, or provide feedback as necessary to finalize deliverables in a timely manner • Execute utility tasks and activities 3) System Architecture and Requirements Excergy will provide support to the Stormwater project team to employ standard requirements gathering methods (employee interviewing, crew shadowing, etc.) to the Maximo/mobile user DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 interface designs and other system requirements, including ad-hoc/scheduled meetings as needed. Excergy will provide assistance/support in maintaining the requirements matrix and, development and drafting of process/practice/strategy documentation as required. Excergy will provide support for Maximo/ mobile system administration. Excergy will develop the high-level business processes (described in the new and existing business process use cases) into detailed work practice-based business processes. Detailed Business Process documentation will be produced for Stormwater, including detailed descriptions of the work steps and detailed process models that will be used to configure, implement and train on 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. The hours for the support above are stated in Attachment C. Excergy Deliverables for this task • Provide assistance/support in maintaining requirements matrix • Provide assistance/support in business process/practice/strategy development and drafting of associated documentation • Provide assistance/support to support QA • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Provide support for Maximo/mobile system administration • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities Utility Deliverables for this task • Maintain requirements matrix • Provide assistance in business process/practice/strategy development and drafting of associated documentation • Maintain business practice documentation • Provide assistance/support to ensure QA • Support ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute utility tasks and activities DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 4) Configure EAM Solutions Excergy will provide support for configuration/design/development of the Maximo/mobile solutions in the development environment, to meet the approved requirements, as determined by the findings in the system architecture and requirements task. Excergy will provide support for configuration/design/development of the Maximo/mobile solutions in the training/QA/production environments based on the finalized/approved requirements. Excergy will provide support to modify the current Maximo/mobile configuration to ensure interoperability between the two solutions. Excergy will provide assistance/support to ensure quality assurance of the Maximo/mobile solutions with a focus on user-friendliness. The hours for all the above support are stated in Attachment C. Excergy Deliverables for this task • Provide support for configuration/design/development in Maximo/mobile environments • Provide assistance/support to support QA • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities Utility Deliverables for this task • Provide assistance in support for configuration/design/development • Provide assistance/support to ensure QA • Maintain communications (email/voice/other) • Review, edit, or provide feedback as necessary to finalize deliverables • Execute utility tasks and activities 5) Convert/Migrate Data Excergy will provide assistance/support for data conversion and migration of legacy data including but not limited to the SWIMS access database. Excergy will provide assistance/support for database administration functions as required to ensure quality assurance of the data being converted and migrated. The hours for this support are stated in Attachment C. Excergy Deliverables for this task • Provide assistance/support for data conversion and migration • Provide assistance/support for database administration • Provide assistance/support to support QA DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities Utility Deliverables for this task • Provide assistance/support for data conversion and migration • Provide assistance/support for database administration • Provide assistance/support to ensure QA • Support ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute utility tasks and activities 6) Testing, Training and Knowledge Transfer Excergy will support User Acceptance Testing (UAT) Maximo/mobile preparation and execution. The primary responsibility and work for Maximo UAT planning, execution, and documentation will be provided by a different firm. The hours for Excergy UAT support are stated in Attachment C. Excergy will provide assistance/support for training Maximo/mobile preparation and execution through the use of third party contractors as requested by the City. The third-party contractors will provide assistance/support in the development of new or modification of current end user Maximo/mobile testing/training documentation. Excergy third party contractors will be on-site at the designated utility location during training sessions. The hours for the training and knowledge transfer support are stated in Attachment C. Excergy Deliverables for this task • Provide UAT assistance/support • Provide assistance/support for training plan development and execution • Provide assistance/support in the drafting of end user testing/training documentation • Provide assistance/training for end user/administration/train-the-trainer as required • Provide assistance/support to support QA • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities Utility Deliverables for this task • Provide assistance/support for UAT preparation and execution • Provide assistance/support for training plan development and execution • Provide assistance/support in the drafting of end user testing/training documentation • Maintain testing/training documentation • Provide assistance/training for end user as required • Provide assistance/support to ensure QA • Support ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) • Provide knowledge transfer/mentoring • Review, edit, or provide feedback as necessary to finalize deliverables • Execute utility tasks and activities 7) Deployment and Go-Live Excergy, working collaboratively with the utility IT and DataSplice staffs, will provide assistance/support in the migration of the Maximo/mobile solutions from the QA environment to the Production environment. The cutover planning will detail required go-live activities, timing, and responsibilities. The hours for Excergy Deployment and Go-Live support are stated in Attachment C. Excergy Deliverables for this task • Provide assistance/support for QA, deployment, testing and go-live • Provide assistance/support for development of go-live cutover plan • Support ad-hoc/schedule meetings including teleconferences and online with appropriate consulting personnel as needed • Maintain communications (email/voice/other) • Review, edit, or provide feedback as necessary to finalize deliverables • Execute consulting tasks and activities Utility Deliverables for this task • Provide assistance/support for QA, deployment, testing and go-live • Provide assistance/support for development of go-live cutover plan • Support ad-hoc/schedule meetings including teleconferences and online with appropriate utility personnel as needed • Provide administrative/logistics/meeting support • Maintain communications (email/voice/other) DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 • Review, edit, or provide feedback as necessary to finalize deliverables • Execute utility tasks and activities DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 ATTACHMENT B Work Order #10, 2018, Excergy WEFS Stormwater Scope of Work A comprehensive integrated Master Schedule that encompasses the multiple tracks of the Stormwater project is shown below. This project schedule will be reviewed and updated weekly in a project status meeting. The period of performance for this work order is April 2, 2018 to October 12, 2018. Go-Live for Stormwater is planned for October 11, 2018. An earlier Go-Live may result in reduction of hourly charges and a later date may result in increased hours for support. In either case a change order will be executed for deviation from the schedule. Figure 1 Stormwater Schedule Page 1 DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 Figure 2 Stormwater Schedule Page 2 DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 Figure 3 Stormwater Schedule Page 3 DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 Figure 4 Stormwater Schedule Page 4 DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 ATTACHMENT C Work Order #10, 2018, Excergy WEFS Stormwater Scope of Work Compensation: Labor rates are determined by the Professional Services Agreement - 8225 Maximo Consulting Services. Contractual rates in the PSA are shown below. Labor Costs breakdown: Labor costs by role, name, and job title are shown below. DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0 Reimbursable Direct Costs: a breakdown in Excergy reimbursable costs section Reimbursable direct costs take the form of travel related costs. Total travel costs for the period of performance as defined by Work Order 10 are shown in the labor costs breakdown above and are estimated at $17,801.19. Labor Direct Costs Total Not to Exceed (NTE) $ 322,195.00 $ 17,801.19 $339,996.19 DocuSign Envelope ID: 9CADB593-1F46-403B-BF5C-2A721CC333E0