HomeMy WebLinkAboutWORK ORDER - RFP - 8225 MAXIMO CONSULTING SERVICES (7)1
WORK ORDER
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
EXCERGY CORPORATION
DATED: March 28, 2016
Work Order Number: 1
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: April 4, 2016
Completion Date: August 16, 2016
Maximum Fee: (time and reimbursable direct costs):$152,002
Project Description: Work Order #1: Project Execution 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 seven (7)
pages is hereby accepted and incorporated
herein, by this reference, and Notice to Proceed is
hereby given.
EXCERGY CORPORATION
By:_______________________________
Jim Ketchledge, 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: _______________________
DocuSign Envelope ID: 09D49146-5840-45B6-AB06-421D0FDF9065
4/4/2016
4/4/2016
4/5/2016
4/5/2016
2
8225 Maximo Consulting Services
Technical Consultant, Project Management, Change Management and Related Services
WORK ORDER #1:
I. Task Summary
1. Work Order #1 is for the development of a detailed Project Execution Plan (PEP) to complete the
implementation of a Maximo assets management system for asset lifecycle and maintenance management for Fort
Collins Utilities. The detailed Project Execution Plan documentation shall include scope (deliverables), schedule and
cost baselines, requirements management plan, configuration management plan, estimated Fort Collins staff
workload, change management & communication assessment and strategy, operational transition plan, and
process improvement plan. Significant dependencies and risks shall also be identified.
2. Development of the common utility vision for asset management project, and alignment of vertical and
horizontal elements of the organization around the PEP is required. Following development of the PEP
documentation, formal sign-off and change management processes will be developed to insure initial and on-going
organizational understanding and support for the PEP.
II. Schedule
The period of performance for Work Order #1 is from April 4, 2016 to August 16, 2016. 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.
III. Project Execution
The output of Work Order #1 is a Project Execution Plan (PEP) to complete the implementation of a Maximo assets
management system for asset lifecycle and maintenance management for Fort Collins Utilities. The following
activities will be conducted by the Excergy team to support the construction of the PEP:
Information Collection & Program Review. 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 be used as a guide for the PEP.
Solicit input from Stakeholders. To establish high-level business goals for the project, the Excergy team will
conduct sessions with business owners and other stakeholders (such as the Project team and IT
representatives) for establishing new goals, (both near and long-term) for the program. We will use
Schelling Point Alignment Optimization software to develop this input. This includes not only representatives
from groups that are targeted for new phases of implementation (such as Light and Power), but also those
who have already implemented Maximo (Water Treatment) and are in the process 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, in order to create a ‘baseline’ with which to construct the PEP
objectives. These requirements will include categorizations such as business impact, priority,
implementation complexity, and risk (such as how well defined or understood this requirement may be), and
other criteria which will inform the PEP in terms of future tasks required to further refine the requirements,
and when the 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 (or
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impacted by) the project, such as ESRI/Spatial project described in the RFP). Excergy will review this
information with Ft Collins to validate the requirements and architecture prior to constructing the PEP.
Develop Project Execution Plan Documentation. Based on the information collected above, Excergy will
construct the PEP and all elements described above. The PEP will seek to define not only the schedule for
the project to meet objectives, but also provide a vision for project success that mitigates risk and strain on
Ft Collins internal resources, and prepares Ft Collins for future operations of the system beyond project
implementation. Draft components and documents will be reviewed with staff and comments incorporated
into the final work product.
Align the Utility with The Maximo Vision and PEP. Excergy will conduct an initial Organizational Alignment
designed to broadly assess the organization (horizontally and vertically) along key change management
parameters, such as the degree of agreement/variance in relation to assumptions, barriers/issues,
unintended consequences and goals. This assessment both quantitatively baselines the current
organizational state and creates a roadmap for detailed change management planning in Phase 2. Work
during subsequent project phases will build on this work to broaden participation and build the detailed
Change Management implementation details.
Activities and deliverables for these tasks include:
Project Plan
o Schedule and cost baselines
o Requirements management plan
o Configuration management plan
o Estimated Fort Collins staff workload
o Change management assessment and strategy
o Communication assessment and strategy
o Process improvement plan
o Identification of significant dependencies and risks
o Development of the common utility vision for asset management project, and alignment of
vertical and horizontal elements of the organization
o Formal sign-off process for initial PEP
o Formal change management processes for modifications to PEP
o Articulate clear statement of Maximo Implementation vision and what a successful Maximo
Implementation means.
o Confirm if the current Phase 1, 2, 3 strategy is best approach and use it if so.
o Determine Maximo metrics desired.
o Analyze water & electric meter management in Maximo: timing, strategy, etc.
Complete gap analysis
o Required work resulting for gap analysis will be addressed in subsequent Work Order(s) as
determined by Fort Collins
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IV. Project Timeline
A draft project timeline, to complete Work Order 1 with significant milestones based on a start date of April 5, 2016,
is shown below and on the next page.
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V. Professional Staff
The key personnel who will execute Work Order #1 are identified in Table 1.
Task Resource Name
Define Project Scope, Develop Project
Execution Plan Document, Align the Utility
with The Maximo Vision and PEP, Overall
PM Support
Project Director Jim Ketchledge
Define Project Scope, Develop Project
Execution Plan Document, Align the Utility
with The Maximo Vision and PEP, Mobile
Application Procurement
Solution Architect Adam Tonkin
Develop Project Execution Plan
Document, Align the Utility with The
Maximo Vision and PEP
Communications/Change Management
Specialist
Lynn Adams
Develop Project Execution Plan
Document, Align the Utility with The
Maximo Vision and PEP, Mobile
Application Procurement
Business Process Specialist Mark Hatfield
Define Project Scope, Develop Project
Execution Plan Document, Align the Utility
with The Maximo Vision and PEP, Mobile
Application Procurement
Functional Maximo Specialist Tier 2 Rick Crory
Define Project Scope, Develop Project
Execution Plan Document
Functional Maximo Specialist Tier 1 Glenn Fawcett
Define Project Scope, Develop Project
Execution Plan Document
Functional Maximo Specialist Tier 1 John Guilfoyle
VI. Estimated Professional Staff Effort
For the specific tasks and activities of Work Order #1, below are the estimated hours by major task for the period of
performance of Section IV.
Task # Task Description
Estimated
Hours Resources Assigned
Task 1 Define project scope 152 Jim Ketchledge, Adam Tonkin, Rick Crory, Glenn
Fawcett, John Guilfoyle
Task 2 Develop Project Execution Plan Document 391 Jim Ketchledge, Adam Tonkin, Lynn Adams, Mark
Hatfield, Rick Crory, Glenn Fawcett, John Guilfoyle
Task 3 Align the Utility with The Maximo Vision
and PEP
107 Lynn Adams, Jim Ketchledge, Adam Tonkin, Mark
Hatfield, Rick Crory
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VIII. Compensation
Excergy proposes to perform the required Tasks 1-3 on a Time and Material (T&M) basis for an estimated labor fee of
$138,482, excluding expenses. The labor price is modified from that pricing provided in the initial proposal as follows:
(1) a $3,000 discount as discussed during the “Best and Final” pricing discussion, and (2) additional expenses of $7,660
to complete gap analysis work from a separate contract to complete additional work as requested by Fort Collins.
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. MAXIMUM
estimated compensation for both Professional’s time and reimbursable direct costs is $152,002.
Task # Task Description Price
Task 1 Define project scope $32,762
Task 2 Develop Project Execution Plan Document $82,117
Task 3 Align the Utility with The Maximo Vision and PEP $23,603
Labor Price $138,482
Reimbursable Expenses $13,520
Total Price $152,002
Reimbursable Direct Costs
Reimbursable direct costs take the form of travel related costs. Total travel costs for the period of performance are
estimated at $13,520.
Maximum Compensation
The maximum compensation for both labor time and reimbursable direct costs as a “not to exceed” is summarized
in Table 4. 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.
Table 4 Maximum Compensation Summary for WO #1
Labor Direct Costs Total Not to Exceed
(NTE)
$138,482 $13,520 $152,002
DocuSign Envelope ID: 09D49146-5840-45B6-AB06-421D0FDF9065
PO # XXXXXXXX
Work Order#: 2
INVOICE SUBMITTED AND AUTHORIZED FOR PAYMENT:
Invoice Number: XXX
Invoice Amount: $ - Reviewed By / date: Dennis L Sumner XX/XX/XXXX
Tracking Number: A Approved By / date:_______________________________________________________
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 $ 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
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
Task Resource Hours Rate 2016 Total
Technical Support & Execution
Functional Maximo
Specialist Tier 2
(Crory)
155.00 $ 150.00 $ 23,250.00
Technical Support & Execution
Functional Maximo
Specialist Tier 2
(Tan)
150.00 $ 150.00 $ 22,500.00
Project Management Support Proejct Director 40.00 $ 233.00 $ 9,320.00
Direct Costs (Expenses) $ - 0 $1,940.00
TOTAL $ 57,010.00
Task Resource Hours Total $ Hours Rate
Total this
Payment
Previous
Payment $
Total of Payments
To Date $
Remaining
Available $
Remaining
Available %
Technical Support & Execution
Functional Maximo
Specialist Tier 2
(Crory)
155.00 $ 23,250.00 $ 150.00 $ - - - $23,250.00 100%
Technical Support & Execution
Functional Maximo
Specialist Tier 2
(Tan)
150.00 $ 22,500.00 $ 150.00 $ - - - $22,500.00 100%
Project Management Support Proejct Director 40.00 $ 9,320.00 $ 233.00 $ - - - $9,320.00 100%
-
-
Direct Costs (Expenses) $1,940.00 $0.00 - - 1,940.00 100%
Work Order Budget Tracking
Work Order Budget Current Invoice Tracking Summary
Excergy Maximo Payments Adminstration: Work Order #2 - Payment Approval
BILLING VERIFICATION:
Contract Rates
Authorized by this Work Order: