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R-2014-1251 - 3/27/2014RESOLUTION NO. R-2014-1251 WHEREAS, the City of Round Rock desires to retain professional consulting services related to the implementation of Enterprise Asset Management System (AMS) software from Cityworks; and WHEREAS, Woolpert, Inc. has submitted an Agreement for Professional Consulting Services to provide said services; and WHEREAS, the City Council desires to enter into said agreement with Woolpert, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Professional Consulting Services With Woolpert, Inc., a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 27th day of March, 2014. ALAN MCGRAW, Mayor City of Round Rock, Texas ATTEST: SARA L. WHITE, City Clerk 0112.1304; 00295088 EXHIBIT „A„ CITY OF ROUND ROCK AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH WOOLPERT. INC, THE STATE OF TEXAS THE CITY OF ROUND ROCK COUNTY OF WILLIAMSON § § § § § KNOW ALL BY THESE PRESENTS THIS AGREEMENT for professional consulting services related to the implementation of Enterprise Asset Management System (AMS) software from Cityworks (the "Agreement") is made by and between the CITY OF ROUND ROCK, a Texas home -rule municipal corporation with offices located at 221 East Main Street, Round Rock, Texas 78664-5299, (the "City") and WOOLPERT, INC., located at 116 Inverness Drive East, Suite 105, Englewood, CO 80112- 5125 (the "Consultant"). RECITALS: WHEREAS, City has determined that there is a need for the delineated services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.1 EFFECTIVE DATE, DURATION, AND TERM This Agreement shall be effective on the date this Agreement has been signed by each party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The term of this Agreement shall be for eighteen (18) months from the date of execution. City reserves the right to review the Agreement at any time, and may elect to terminate the Agreement with or without cause or may elect to continue. 00293960/ss2 1.2 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant pursuant to the Scope of Services (Exhibit "A"), City agrees to pay Consultant a total sum not to exceed Five Hundred Twenty -Five Thousand Six Hundred Five and 58/100 Dollars ($525,605.58), in payment for services as delineated in Exhibit "A" and herein in Section 1.03. 1.3 SCOPE OF WORK For purposes of this Agreement, Consultant has issued a Scope of Work for the assignments delineated herein, and such Scope of Work is attached as Exhibit "A" and incorporated herein for all purposes. This Agreement, including all exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals, correspondence or discussions. Consultant shall satisfactorily provide all services and deliverables described under the referenced Scope of Work within the contract term specified in Section 1.01. Consultant's undertakings shall be limited to performing services for the City and/or advising the City conceming those matters on which Consultant has been specifically engaged. Consultant shall perform its services in accordance with this Agreement and in accordance with the referenced Scope of Work. Consultant shall perform its services in accordance with the standard of care identified herein. Consultant shall not undertake work that is beyond the Scope of Work set forth in Exhibit "A" and in this Section 1.03. However, either party may make written requests for changes to the Scope of Work. To be effective, a change to the Scope of Work must be negotiated and agreed to in all relevant details, and must be embodied in a valid Supplemental Agreement as described in Section 1.05 hereof. 1.4 PAYMENT FOR SERVICES; REIMBURSABLE EXPENSES Not -to -Exceed Total Payment for Services: Unless subsequently changed by Supplemental Agreement, Consultant's total compensation for consulting services hereunder shall not exceed Five Hundred Twenty -Five Thousand Six Hundred Five and 58/100 Dollars ($525,605.58). This amount represents the absolute limit of the City's liability to Consultant hereunder for payment for performance of Services unless same shall be changed by Supplemental Agreement, and the City shall pay, strictly within the not -to -exceed sum recited herein, Consultant's professional fees for work done on behalf of the City. This amount includes all reimbursable expenses, including travel costs. Payment for Reimbursable Expenses: There shall be no payments for reimbursable expenses included in this Agreement. Deductions: No deductions shall be made for Consultant's compensation on account of penalty, liquidated damages or other sums withheld from payments to Consultant. Additions: No additions shall be made to Consultant's compensation based upon project claims, whether paid by the City or denied. 4 1.5 SUPPLEMENTAL AGREEMENT The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or by the City Manager, if the City determines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and the City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 1.6 INVOICE REQUIREMENTS; TERMS OF PAYMENT Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to the City, in accordance with the delineation contained herein, for services rendered. Such invoices for professional services shall track the referenced Scope of Work, and shall detail the services performed, along with documentation for each service performed. Payment to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by the City. Such invoices shall conform to the schedule of services and costs in connection therewith. Should additional backup material be requested by the City relative to service deliverables, Consultant shall comply promptly. In this regard, should the City determine it necessary, Consultant shall make all records and books relating to this Agreement available to the City for inspection and auditing purposes. Payment of Invoices: The City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 1.09 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and the City or because of amounts which the City has a right to withhold under this Agreement or state law. The City shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. 1.7 LIMITATION TO SCOPE OF WORK Consultant and the City agree that the scope of services to be performed is enumerated in Exhibit "A" and in Section 1.03 herein, and may not be changed without the express written agreement of the parties. Notwithstanding anything herein to the contrary, the parties agree that the City retains absolute discretion and authority for all funding decisions, such to be based solely on criteria accepted by the City which may be influenced by but not be dependent on Consultant's work. 5 1.8 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the services as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Consultant a written notice of termination at the end of its then - current fiscal year. 1.9 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by the City to Consultant will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: (a) (b) (c) There is a bona fide dispute between the City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or (d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. 1.10 TERMINATION; DEFAULT Termination: It is agreed and understood by Consultant that the City may terminate this Agreement for the convenience of the City, upon written notice to Consultant, with the understanding that immediately upon receipt of said notice all work being performed under this Agreement shall cease. Consultant shall invoice the City for work satisfactorily completed and shall be compensated in accordance with the terms hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated profits for work terminated under this Agreement. Unless otherwise specified in this Agreement, 6 all data, information, and work product related to this project shall be promptly delivered to the City in a reasonably organized form without restriction on future use. Should the City subsequently contract with a new consultant for continuation of service on the project, Consultant shall cooperate in providing information. Termination of this Agreement shall extinguish all rights, duties, and obligations of the City and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require the City to pay for any work which is not performed in compliance with the terms of this Agreement. Default: Either party may terminate this Agreement, in whole or in part, for default if the Party provides the other Party with written notice of such default and the other fails to satisfactorily cure such default within ten (10) business days of receipt of such notice (or a greater time if agreed upon between the Parties). If default results in termination of this Agreement, then the City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to the City, the cost to the City of employing another firm to complete the useable work, and other factors will affect the value to the City of the work performed at the time of default. Neither party shall be entitled to any lost or anticipated profits for work terminated for default hereunder. The termination of this Agreement for default shall extinguish all rights, duties, and obligations of the terminating Party and the terminated Party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require the City to pay for any work which it deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement. 1.11 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, and is not the City's employee. Consultant's employees or subcontractors are not the City's employees. This Agreement does not create a partnership, employer-employee, or joint venture relationship. No party has authority to enter into contracts as agent for the other party. Consultant and the City agree to the following rights consistent with an independent contractor relationship: (1) Consultant has the right to perform services for others during the term hereof. (2) Consultant has the sole right to control and direct the means, manner and method 7 (3) by which it performs its services required by this Agreement. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. (4) Consultant or its employees or subcontractors shall perform services required hereunder, and the City shall not hire, supervise, or pay assistants to help Consultant. (5) Neither Consultant nor its employees or subcontractors shall receive training from the City in skills necessary to perform services required by this Agreement. (6) City shall not require Consultant or its employees or subcontractors to devote full time to performing the services required by this Agreement. (7) Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of the City. 1.12 NON -SOLICITATION Except as may be otherwise agreed in writing, during the term of this Agreement and for twelve (12) months thereafter, neither the City nor Consultant shall offer employment to any person employed then or within the preceding twelve (12) months by the other or any affiliate of the other if such person was involved, directly or indirectly, in the performance of this Agreement. This provision shall not prohibit the hiring of any person who was solicited solely through a newspaper advertisement or other general solicitation. 1.13 CITY'S RESPONSIBILITIES The City shall provide full information regarding project requirements. The City shall have the responsibility of providing Consultant with such documentation and information as is reasonably required to enable Consultant to provide the services called for. The City shall require its employees and any third parties who are otherwise assisting, advising or representing the City to cooperate on a timely basis with Consultant in the provision of its services. Consultant may rely upon written information provided by the City and its employees and agents as accurate and complete. Consultant may rely upon any written directives provided by the City or its designated representative concerning provision of services as accurate and complete. 1.14 CONFIDENTIALITY; AND MATERIALS OWNERSHIP Any and all programs, data, or other materials furnished by the City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any 8 proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement; however, with respect to any pre-existing software or routines that are included as or incorporated into a deliverable, the confidentiality obligations shall continue for so long as the Consultant or its assigns continue to utilize the software or routines. The parties recognize and understand that the City is subject to the Texas Public Information Act and its duties run in accordance therewith. All data relating specifically to the City's business and any other information which reasonably should be understood to be confidential to City is confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, know-how, and any other information which reasonably should be understood to be confidential to Consultant is confidential information of Consultant. The City's confidential information and Consultant's confidential information is collectively referred to as "Confidential Information." Each party shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third party without the other party's prior written consent, which consent shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the confidentiality of the other party's Confidential Information and to advise their employees of the confidential nature of the Confidential Information and of the prohibitions herein. Notwithstanding anything to the contrary contained herein, neither party shall be obligated to treat as confidential any information disclosed by the other party (the "Disclosing Party") which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing Party; (2) is released by the Disclosing Party to any other person or entity (including governmental agencies) without restriction; (3) is independently developed by the recipient without any reliance on Confidential Information; or (4) is or later becomes publicly available without violation of this Agreement or may be lawfully obtained by a party from any non-party. Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information of the other to a third party as may be required by law, statute, rule or regulation, including subpoena or other similar form of process, provided that (without breaching any legal or regulatory requirement) the party to whom the request is made provides the other with prompt written notice and allows the other party to seek a restraining order or other appropriate relief. Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall preclude or limit Consultant from providing similar services for other clients. Neither the City nor Consultant will be liable to the other for inadvertent or accidental disclosure of Confidential Information if the disclosure occurs notwithstanding the party's exercise of the same level of protection and care that such party customarily uses in safeguarding its own proprietary and confidential information but in no event less than reasonable care. Notwithstanding anything to the contrary in this Agreement, the City will own as its sole property all written materials created, developed, gathered, or originally prepared expressly for the City and delivered to the City under the terms of this Agreement; and Consultant shall own 7 any general skills, know-how, expertise, ideas, concepts, methods, techniques, processes, software or routines, or other similar information which may have been discovered, created, developed or derived by Consultant either prior to or as a result of its provision of services under this Agreement. Concepts, logos and straplines not selected by the City remain the intellectual property of Consultant. Stock photography used for the demonstration of creative concepts is not to be reproduced or published in any way without first negotiating usage rights with the appropriate stock image provider. The pursuit of an official, legally -binding trademark is the responsibility of the City. 1.15 INDEMNIFICATION Consultant agrees to hold harmless and indemnify City, its officers, directors, and employees, from and against suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims, including but not limited to reasonable expenses of litigation, court costs, reasonable defense attorneys' fees and other associated costs and fees to the extent caused by the negligence or willful misconduct of the Consultant as deteiuiined by the Court. To the extent allowable by law, City agrees to hold harmless and indemnify Consultant, its officers, directors, and employees, from and against suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims, including but not limited to reasonable expenses of litigation, court costs, reasonable defense attorneys' fees and all other costs and fees to the extent caused by the negligence or willful misconduct of the City as determined by the court. 1.16 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party may assign any rights or delegate any duties under this Agreement without the other party's prior written approval, which approval shall not be unreasonably withheld. 1.17 LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. The City will not do the following: (1) Withhold FICA from Consultant's payments or make FICA payments on its behalf; (2) Make state and/or federal unemployment compensation contributions on Consultant's behalf or (3) Withhold state or federal income tax from any of Consultant's payments. 10 If requested, the City shall provide Consultant with a certificate from the Texas State Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas Sales and Use Tax. 1.18 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all business and professional permits, licenses, required of Consultant to legally render the services contracted for herein. Consultant is not required to provide or obtain any software licenses on behalf of the City. 1.19 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required hereunder. 1.20 DESIGNATION OF REPRESENTATIVES The City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Chris Collier, GIS Manager 221 East Main Street Round Rock, TX 78664 Consultant hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Kirk McClurkin Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 1.21 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (1) When delivered personally to recipient' s address as stated herein; or (2) Three (3) days after being deposited in certified or registered United States mail, return receipt requested, with postage prepaid to the recipient's address as 11 stated in this Agreement. Notice to Consultant: Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 Notice to City: City Manager, City of Round Rock 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of the City and Consultant. 1.22 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 1.23 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations, and agreements, either written or oral, with respect to the subject matter hereof. The parties expressly agree that, in the event of any conflict between the terms of this Agreement and any other writing, this Agreement shall prevail. No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party. 1.24 DISPUTE RESOLUTION If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator, the City shall select one mediator and Consultant shall select one mediator and those two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. 12 The City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 1.25 ATTORNEYS FEES In the event that any lawsuit is brought by one party against any of the other parties in connection with this Agreement, the prevailing party shall be entitled to seek to recover its reasonable costs and reasonable attorney fees in proportion to the judgment. 1.26 FORCE MAJEURE Notwithstanding any other provisions hereof to the contrary, no failure, delay or default in performance of any obligation hereunder shall constitute an event of default or breach of this Agreement, only to the extent that such failure to perform, delay or default arises out of causes beyond control and without the fault or negligence of the party otherwise chargeable with failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties, strikes or other labor troubles, which in any way restrict the performance under this Agreement by the parties. Consultant shall not be deemed to be in default of its obligations to the City if its failure to perform or its substantial delay in performance is due to the City's failure to timely provide requested information, data, documentation, or other material necessary for Consultant to perform its obligations hereunder. 1.27 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void: The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 1.28 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated 13 subconsultants, in accordance with that standard of care ordinarily exercised by members of the same profession. 1.29 GENERAL AND MISCELLANEOUS The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in writing and signed by an authorized representative of the party against whom such waiver or discharge is sought to be enforced. This Agreement may be executed in multiple counterparts, which taken together shall be considered one original. The City agrees to provide Consultant with one fully executed original. [Signatures appear on the following page.] 14 IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter indicated. City of Round Rock, Texas By: Printed Name: Title: Date Signed: For City, Attest: By: Sara L. White, City Clerk For City, Approved as to Form: By: Stephan L. Sheets, City Attorney 15 Woolpert, Inc. By: .„,��/"` Print4 Name:, ' /4cc-- ie, Title: /-3 -oc. 4 . e G 6:x z c7e-- Date Signed: c fYr -26.1Y City of Round Rock, Texas Professional Services: Cityworks AMS Implementation ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. STATEMENT OF WORK February 11th, 2014 IA/ WOOLPE RT DESIGN 1 GEOSPATIAL 1 iNGPASTPUCTUPE Statement of Work Professional Services - Cityworks AMS Implementation February 11th, 2014 Prepared by Woo(pert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 www.woolpert.com It A WOOLP E PT b EStO": 1 OCO5P:.TIAL f INFPASTPUCTUIlF 'IA/ CONTENTS Professional Services - Cityworks AMS Implementation Statement of Work CONTENTS DOCUMENT ACCEPTANCE CHANGE CONTROL iii TECHNICAL SCOPE OF SERVICES 4 PROJECT SERVICES OVERVIEW 4 PROJECT CLARIFICATIONS, RESPONSIBILITIES AND ASSUMPTIONS FOR TASKS 5 PROJECT MANAGEMENT 6 PHASE 1 1 PROJECT PLANNING 8 TASK 1.1 1 REQUEST FOR INFORMATION 8 TASK 1.2 1 ASSET MANAGEMENT DISCOVERY 9 TASK 1.3 1 INSTALL AND CONFIGURE CORE CITYWORKS AMS (Sandbox) 11 TASK 1.4 1 CONDUCT CORE -TEAM TRAINING 12 TASK 1.5 1 CONDUCT BUSINESS PROCESS REVIEWS 14 TASK 1.6 1 GEODATABASE DESIGN 17 TASK 1.7 1 PHASE 1 QUALITY CONTROL 18 TASK 1.8 1 PHASE ACCEPTANCE AND CLOSE 18 PHASE 2 1 SYSTEM DESIGN AND CONFIGURATION 19 TASK 2.1 1 PREPARE CONFIGURATION DOCUMENTATION 19 TASK 2.2 1 FACILITATE CORE CITYWORKS AMS CONFIGURATION WORKSHOPS 19 TASK 2.3 1 CITYWORKS AMS - CCTV INTEGRATION 21 TASK 2.4 1 REVIEW AND APPROVAL OF UPDATED CONFIGURATION AND DOCUMENTATION 25 TASK 2.5 1 PROVIDE CORE CITYWORKS AMS SOFTWARE DEMONSTRATIONS [CONFIGURATION IN DEVELOPMENT ENVIRONMENT] 26 TASK 2.6 I DEVELOP REPORTS (off-site) 27 TASK 2.7 1 PHASE 2 QUALITY CONTROL 27 TASK 2.8 1 PHASE ACCEPTANCE AND CLOSE 27 PHASE 3 1 SYSTEM INTEGRATION ANALYSIS 27 PHASE 4 1 SYSTEM DEPLOYMENT 29 TASK 4.1: DEVELOP TEST PLAN 29 TASK 4.2: PROVIDE TESTER TRAINING 30 TASK 4.3: USER ACCEPTANCE TESTING IN DEVELOPMENT ENVIRONMENT 31 TASK 4.4: PROVIDE END USER TRAINING 32 TASK 4.5: PROVIDE GO -LIVE SUPPORT 33 TASK 4.6: PHASE 4 QUALITY CONTROL 34 TASK 4.7: PHASE ACCEPTANCE AND CLOSE 34 PHASE 5 - EXTENDED SUPPORT 35 35 TASK 5.2 — EXTENDED REVIEW AND MODIFICATIONS 35 TASK 5.1 — ONGOING CITYWORKS SUPPORT City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" Professional Services - Cityworks AMS Implementation Statement of Work PROJECT FEE 37 PROJECT SCHEDULE 38 APPENDIX A - CLIENT PROVIDED INFORMATION 39 APPENDIX B - ITpipes Mobile & Office System Technical Requirements 43 MOBILE SYSTEM 43 Requirements: 43 Administrative Setup or Support: 43 Recommendations: 43 OFFICE SYSTEM 43 Core license, 3 user network SQL Requirements: 43 GIS select module Requirements* 43 GIS receive module Requirements: 43 Cityworks Integration ft Sync Module Requirements: 44 Administrative Setup or Support 44 City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" ii ♦A/ DOCUMENT ACCEPTANCE Professional Services - Cityworks AMS Implementation Statement of Work By signing this document, the City of Round Rock, Texas and Woolpert agree to the project im- plementation approach, deliverables, assumptions and responsibilities, as well as fee and schedule. Table 1: Document Acceptance City of Rock Rock, Authorizing Agent to bind scope of work to contract Kirk McCturkin Woo!pert, Practice Leader ITMC, Senior Associate CHANGE CONTROL Date: Date: Table 2: Document Control 2013.11.26 Kirk McClurkin and Jonas Svo- boda and Dave Feuer Version_, .............. 1.0 Initial Draft SOW for client review 2014.2.11 Dave Feuer 2.0 Updated per feedback from City. File name: 2013117_City of Round Rock Texas Cityworks AMS SOW .docx City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" iii Cityworks Enterprise Asset Management System Implementation Scope of Work TECHNICAL SCOPE OF SERVICES PROJECT SERVICES OVERVIEW Our proposed services, and associated deliverables, are categorized into a five -phased implementation approach with continuous project management, quality management, knowledge transfer, and change management: Phase 1: Implementation Planning Phase 2: System Design and Configuration Phase 3: System Integrations • Phase 4: System Deployment Phase 5: Extended Support Project Management (Duration of Project) Knowledge Transfer Et Change Management (Duration of Project) Quality Management (Duration of Project) The Statement of Work (SOW) supports the City's initiative to implement the Azteca Cityworks solu- tion. As stated previously, Wootpert understands that the City of Round Rock has a strategic vision to enhance their overall Asset Management Program. As such, the Asset Management Program provides the overarching governance and coordination layer that involves alignment of strategic business objectives as it relates to asset management. Wootpert recognizes that this Program is at a much higher construct then the Cityworks software solution. However, we also realize that the City - works solution is a critical piece to the overall program. As such, The Wootpert team welcomes the opportunity to partner with the City to deliver the high -performing and scalable Cityworks solution you are expecting to support your overall Asset Management Program. The focus of the Cityworks implementation is on three pri- mary departments: • Parks and Recreation • Utilities and Environmental Services • Transportation Appendix A: City Provided Information - documents the in- formation provided by the City. Based on Woolpert's cur- rent knowledge of the requirements we have classified the following six (6) working groups for imple- mentation: Phase 1 1 Project Planning Phase 2 1 System Design a Configuration Phase 3 i System Integrations Analysis Phase 5 1 Extended ^ Support Figure 1: Project Service Overview 1. Parks and Recreation 2. Water 3. Wastewater 4. Stormwater 5. Water and Wastewater Plants 6. Transportation • Sign and signals • Streets City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 4 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work Woolpert is required to make some general assumptions on the number of asset types to be config- ured. As such, Woolpert is estimating 75 Asset types. The levet of complexity for the plants could increase this number significantly. However, our overall pricing is based on the estimated 75 asset types. Woolpert also understands that the City is interested in evaluating the potential integration with Munis, Laserfiche, Incode, ITPipes and TRAKiT. At this time Woolpert will focus on the initial integration anal- ysis of the potential integrations. Once complete Woolpert can provide basic integration scope and fee estimates. It is expected that that an HR Munis and an ITPipes integration would be beneficial. Completion of each phase (in order) will culminate with the execution of a Phase Acceptance and Close document signifying the City's acceptance of the services rendered to date and authorization for Woolpert to proceed with work on the next subsequent task. Each of these phases, along with the rel- evant tasks / sub -tasks are described in detail below. Our project plan, detailed in the following sections, presents a well -honed implementation methodolo- gy that thoroughly addresses the key aspects of an enterprise software deployment from planning and design through to development, deployment, and organization -wide adoption of advanced asset man- agement functionality. While our approach is thorough, and addresses the complexities and nuances of an enterprise software deployment characterized by multiple system interfaces and inter -related busi- ness processes, it is also flexible and able to be tailored to meet the City's specific requirements and constraints. Sections within this document correspond to specific tasks identified in the Project Sched- ule. Tasks have been described in detail and will focus on addressing known or expected business ob- jectives as stated in the RFP. Some tasks are optional and noted as such. On-site project sub -tasks are highlighted by green text to differentiate them from the remote (off-site) tasks. While this proposed approach is thorough, it is also flexible and we welcome the opportunity to review it in detail with the City. We have proposed Phases and Tasks based on our current knowledge of re- quirements. PROJECT CLARIFICATIONS, RESPONSIBILITIES AND ASSUMPTIONS FOR TASKS • The Woolpert Project Manager will support the Client Project Manager with scheduling all on- site workshops and meetings. • The Client Project Manager will formally schedule all meetings with Client staff. • It is assumed the Client will formally approve all documents within 2-5 business days once Woolpert has incorporated Client feedback into the document. • Every primary task has a detailed work breakdown structure in Microsoft Project. The Client will ensure staff participates in on-site activities and workshops. • Secure appropriate training facilities and rooms suitable for participants and meeting topics. Woolpert is happy to discuss room requirements in advance. • Seventy-five asset types have been assumed as part of our project approach. • Woolpert has assumed the Client is interested in vertical and horizontal assets both in and out- side the Client's treatment plants. • Woolpert has assumed the geodatabase will include any and all assets to be part of Cityworks configuration. • The use of mobile technology is a question asked by many of our clients. Woolpert is happy to discuss different options for mobility. However, this SOW assumes any mobility will leverage the native Cityworks configuration. • API license costs have not been considered in pricing. It is assumed the Client will secure all software from vendors directly (This is targeted for Integration related activities only). • It is expected that the Client Project Manager will ensure the appropriate Client staff partici- pate in alt workshops. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 5 %A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • It is expected that Client staff review all draft deliverables and provide consolidated feedback to the Wootpert Project Manager. Once Client feedback has been incorporated into draft deliv- erables, it will be considered final. PROJECT MANAGEMENT Woolpert will provide the following general Project Management services: • In cooperation with the Client's Project Manager, develop a Project Plan and Schedule. Woolpert will work with the Client Project Manager to coordinate 15 minute phone calls with key project stakeholders as part of the preparation of the project plan and kickoff meeting. • Proactively manage and update Project Plan and Schedule, as required, throughout the dura- tion of the Project. Project Plan and Schedule modificationswillbe facilitated upon common agreement between Client and Woolpert in accordance with the Issue Control process detailed in the Project Plan. • Coordinate project events with the Client Project Manager and Wootpert Team members. • Author, edit, review, and distribute project documentation and technical reports as required. • Facilitate in -process review meetings with the Client's Project Manager and end-users as scheduled, as appropriate throughout the duration of the project. • Perform miscellaneous project administration (e.g. arrange travel, internal project updates, etc.). • Anticipate problem areas, and propose and facilitate solutions. PROJECT KICK-OFF MEETING - As soon as is reasonably feasible, following receipt of the Written No- tice to Proceed, Woolpert's project manager will work with the Client's project manager to schedule the kick-off meeting. This meeting will be facilitated on-site at the Client's offices for the purpose of: 1) establishing the necessary Project Management protocols to be adhered to by all stakeholders, 2) reviewing the Client's implementation goals and objectives with all team members, 3) identifying any Client -owned source documentation necessary to support the project, 4) identifying all critical path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stake- holders may have. Said meeting shall be of a duration suitable for addressing each of the items previ- ously listed. Development of the kick-off meeting agenda shall be the joint responsibility of Woolpert's and the Client's project managers. PROJECT SCHEDULE COORDINATION - Project schedule coordination and management will be per- formed using Microsoft Project software. Project schedules and tasks will be monitored and adjusted as needed, depending upon the Client's priorities and ability make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks wilt be maintained and available to all Wootpert and Client pro- ject participants. BI -WEEKLY CLIENT STATUS MEETINGS - Wootpert wilt facilitate a regular occurring status meeting. Woolpert's Project manager will participate in regularly scheduled project status meetings with the Client's Project manager and designees for the purpose of reviewing project issues including: 1) activi- ties, action items, and deliverables completed to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert meet- ing participants will include Woolpert's Project manager and ad hoc team members, as required. Cli- ent meeting participants will be as deemed necessary by the Client's project manager, or as requested by Woolpert's project manager. INTERNAL STATUS MEETINGS - Internal status meetings will be held on a regular basis to ensure com- munication and status about tasks and requirements are discussed and understood by key Wootpert re - City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 6 Cityworks Enterprise Asset Management System Implementation Scope of Work sources. One of the key areas these status meetings will address is how the planning, design and con- figurations, integrations and/or deployment will successfully be implemented. DEVELOP MONTHLY REPORTS - Woolpert will provide a monthly status report to the Client's Project Manager. Woolpert's status report will include the following: • Summary of Accomplishments in Time Period • Current Project Issues and Risks • New Project Issues / Risks Discovered During this Time Period • Planned Work for Next Time Period • Detailed View of Deliverables and Status To make the status report easier to review, Woolpert will adopt the following specific statue: Project Issue, In Progress and on Track , Approved / Sign -off Received, and Client Feedback Needed. Deliverables • Draft and final project plan in MS Word and / or Adobe PDF format • Kickoff meeting agenda in MS Word and / or Adobe PDF format • On-site project kick-off meeting (half day) • Monthly project status reports in MS Word or Adobe PDF format upload to project website • Bi -weekly / Monthly project status meetings or off-site status meetings, depending on other corresponding onsite project tasks. • Internal status meetings • On-going project management, including resource allocation, invoicing and general consulting • Password protected project collaboration environment and issue log management Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client Client Responsibilities • Assemble a team of domain and technical experts and have representation of all divisions / work groups involved throughout alt phases of the project • Provide a point of contact for alt project management issues and questions • Review, comment and accept draft project work plan within five days of document delivery • Schedule appropriate internal staff and provide facilities for on-site meetings and off-site con- ference calls • Review and accept project status reports, or otherwise provide comments on same within a reasonable time frame • Schedule meeting space and supporting technology peripherals suitable for the kick-off meet- ing • Coordinate and schedule meeting attendees City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 7 \A/ PHASE 1 1 PROJECT PLANNING Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 1.1 1 REQUEST FOR INFORMATION Woolpert staff will conduct a desktop assessment of the Client's current customer service, work order and asset management initiatives. This assessment will focus on documentation review of existing utility master plans, defined asset management workflows, current inspection and maintenance schedules, established levels of service / associated performance metrics, asset management software applications, and other related written docu- mentation. The documentation review will include, but not necessarily be limited to, the following: Task 1.1 I Request for, Information • Water and wastewater utility master plan docu- ments • Transportation master plan documents • Parks and recreation master plan documents • Current capital improvement plans • Annual reports • Monthly / quarterly operations Reports • Regulatory reports (SSO, water quality, system testing, etc.) • Standard operating procedures • Inspection types / forms • Condition assessment methods • Rehabilitation and replacement strategies • Maintenance strategies • Maintenance activities lists • Maintenance and inspection schedules • Information management systems inventories (CMMS, Utility Billing, SCADA, CCTV, Customer Service, etc.) • Established levels of services - performance goals • Key performance measures Figure 2: Phase 1 • Ad-hoc reports • Organization charts and resource descriptions • Other pertinent asset management documentation obtained through the RFI process Task 1.2 Asset Management Discovery Task 1,3 I Install and Configure, Core Cityworks AMS (Sandbox) Task 1.4 I Conduct Core Team Training Task 1.5 1 Conduct Business Process Review Task 1.6 1 Geodatabase Design Phase Acceptance and Close Work Flow Associated sub -tasks are as follows: • SUB -TASK 1.1.1 1 • SUB -TASK 1.1.2 1 • SUB -TASK 1.1.3 1 WOOLPERT • SUB -TASK 1.1.4 1 Deliverables PREPARE REQUEST FOR INFORMATION SUBMIT RFI TO CLIENT PM CLIENT PM TO FACILITATE DATA GATHERING PROCESS AND PROVIDE DATA TO PERFORM DESK -TOP AUDIT OF COLLECTED INFORMATION • Woolpert's Project Manager will draft a Request for Information (RFI) and submit to the Cli- ent's Project Manager for dissemination to Client project team members. City of Round Rock, Texas, Information Technology Department February 11`", 2014 Exhibit "A" 8 \Al Cityworks Enterprise Asset Management System Implementation Scope of Work • Woolpert project team members will review the asset management documentation gathered through the RFI process. Client Responsibilities • The Client's Project Manager will review a draft copy of the RFI document and provide com- ments to Woolpert's Project Manager • The Client's Project Manager will manage the internal documentation gathering process and provide one complete set of documentation to Woolpert's Project Manager. Assumptions • No specific task assumptions have been identified. Please review the Project Clarification, Re- sponsibilities and Assumptions section. TASK 1.2 1 ASSET MANAGEMENT DISCOVERY The Client's Asset Management Program provides the overarching govemance and coordination layer which involves the alignment of strategic business objectives as it relates to asset management. Woolpert recognizes that this Program is at a much higher construct then the Cityworks software solu- tion. As such, Woolpert facilitates an asset management discovery task for the purpose of reviewing and understanding the Client's Asset management philosophy. Woolpert will focus on the Client's 'im- plementation vision' and 'planned performance management' as it relates to the Cityworks solution supporting the overarching asset management program. This knowledge will help align the Client's technical and functional requirements with the project plan. Based upon the results of this discovery, Woolpert will make adjustments to the project plan and obtain acceptance from the Client as needed. This discovery process provides the opportunity for the client to review the key components of the As- set Management Program; such as, but not limited to: • Asset Management Policy and Goals - means for top management to communicate to its man- agers, employees and stakeholders the organization's position and intentions with regard to as- set management. • Asset Management Strategies - should define how the asset management policy will be achieved. • Asset Management Objectives - sets measurable objectives that the asset/maintenance man- agement program should seek to improve. These typically include financial, regulatory, and/or level of service objectives for the organization. Review — The discovery process also allows the client to define existing methods to manage planned perfor- mance. Woolpert believes that every organization should in some form or fashion have a combination of four types of metrics. These are required to property monitor performance and each type of metric provides different feedback regarding the health of the organization. For example: City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 9 Cityworks Enterprise Asset Management System Implementation Scope of Work • Key Results Indicators (KRIs) - KRIs address if an organization is heading in the right direction (ie: custom response time). • Result Indicators (RIs) - RIs describe what has been completed (ie: linear feet of CCTV per- formed). • Performance Indicators (Pis) - PIs measure key data points in an organization regarding per- formance but are not as critical as KPIs (ie: number of values planned to exercise next month). • Key Performance Indicators (KPIs) - KPIs are the most critical of all measures because they focus on key data points. Typically KPIs have procedures in place for each action that may be taken. Staff is fully aware of the procedures and their responsibilities. A good example of a utility -based KPI is Sanitary Sewer Overflows (SSO). If an 550 is identified, it will lead to put- ting into action a Sewer Overflow Response Plan. Define — anlied F'erfo `ri ance Management Gap Analysis Current Baseline Target Measures Woolpert understands that an organization may, or may not, have defined a 'Current baseline' of per- formance measures. Woolpert recognizes that most entities implementing, or enhancing, a CMMS or EAM are creating or seeking enhanced methods to measure and monitor performance. We understand the importance to align business objectives with what gets done day-to-day, realize asset performance and financial success all while satisfying stakeholder expectations—such as safety assurance, brand reputation, and environmental responsibility. With this in mind, Woolpert expects a set of new or en- hanced 'Target Measures' to be established through a 'Gap Analysis' process with a focus on defining those that can be monitored within the EAM or CMMS system. By building off of the Client's current and holistic asset management approach and developing the above items, the core project team will reach agreement on concrete items that drive the asset management program and the supporting software solution. With senior levet management in place for the primary discussions above, Woolpert may move directly into the Organization -Wide Standards Workshop defined in Task 1.5. Woolpert will document the results of these workshops in the Asset Management memorandum as part of the Business Process Analysis document in Task 1.5. Associated sub -tasks are as follows: • SUB -TASK 1.2.1 I PREPARE FOR ON-SITE DISCOVERY AND PLANNING WORKSHOP • SUB -TASK 1.2.2 I FACILITATE DISCOVERY AND PLANNING WORKSHOP (ON-SITE TASK) • SUB -TASK 1.2.3 I DOCUMENT WORKSHOP FINDINGS AND UPDATE SCOPE OF SERVICES, SUMPTIONS, AND RISK PLAN • SUB -TASK 1.2.4 I SUBMIT UPDATED DOCUMENTATION TO CLIENT PM • SUB -TASK 1.2.5 I FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM Deliverables AS- • A Request for Information submitted in the form of a memorandum to the County's project manager City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 10 Cityworks Enterprise Asset Management System Implementation Scope of Work • A desktop audit of materials provided by the Client per the RFI • Facilitation of one (1) day, on-site discovery and planning workshops immediately following the project kick-off meeting • Documentation of the workshop findings • Updates to the project plan and implementation strategies based on the documented workshop findings • A review of the updated documentation with the Client's project manager and technical team representatives Assumptions • All preparation activities will be performed remotely • The Client's project manager and subject matter experts (SMEs) will participate in this process Client Responsibilities • Provide the requested documentation • Participate in the workshops • Review the resulting project Plan updates • Participate in a remote review meeting of the workshop findings • Schedule meeting space as appropriate for the on-site workshops • Coordinate and schedule meeting attendees TASK 1.3 ( INSTALL AND CONFIGURE CORE CITYWORKS AMS (SANDBOX) Woolpert will install and configure a core instance of Cityworks, to be known as the sandbox. The Sandbox environment will be used by the Woolpert team and Client staff alike to test, compile, and debug software configurations and application code prior to committing it (or committing it back to PROD). Woolpert also proposes to utilize the Sandbox environment to support on-site live software demonstrations to support technical workshops. There will be very few on-site meetings in which we are not accessing the Cityworks AMS solution deployed to the Sandbox. Prior to beginning the Cityworks installation, Woolpert will prepare, and submit, an install checklist for the Client IT team to ensure the licensing and required infrastructure is ready for a Cityworks install. This will include recommended server / database / network specifications to review and consider. A system readiness call will be coordinated to answer any questions the Client may have prior to begin- ning their installation. Once the Client setups the Infrastructure, they will sign off on the installation checklist validating completion. Once the environment is set-up, a Woolpert team member will perform the on-site installation, base- line configuration, testing, and refinement of the core Cityworks AMS application software, related database, and map services, so that the project team can be used in Phase 2. The key installation steps will be documented for future IT reference. Woolpert recommends three (3) to four (4) Cityworks database environments to be used throughout different phases of the project. These may include development (or DEV), Testing (or TEST), Training (TRAIN) or Production (or PROD). Woolpert will review these best practices with the Client's IT De- partment to determine the best database environs to ensure alignment with IT standards. Associated sub -tasks are as follows: • SUB -TASK 1.3.1 I PROVIDE CLIENT WITH INSTALL CHECKLIST AND SERVER / DATABASE / NETWORK SPECIFICATIONS • SUB -TASK 1.3.2 I FACILITATE SYSTEM READINESS CALL WITH CLIENT City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 11 Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 1.3.3 1 CLIENT TO ESTABLISH APPLICATION SERVER AND DATABASE SERVER ENVIRON- MENT (ON-SITE TASK) • SUB -TASK 1.3.4 1 CLIENT SIGN OFF ON VALIDATION CHECKLIST • SUB -TASK 1.3.5 1 INSTALL AND CONFIGURE CITYWORKS SERVER AMS IN SANDBOX ENVIRONMENT (ON-SITE TASK) • SUB -TASK 1.3.6 I TEST INSTALLATION AND CONFIGURATION AND MODIFY AS REQUIRED (ON-SITE TASK) • SUB -TASK 1.3.7 1 REPLICATE INITIAL SANDBOX CONFIGURATION TO DEV, TEST, TRAIN AND PROD (ON-SITE TASK) • SUB -TASK 1.3.8 I PROVIDE CORE CITYWORKS AMS INSTALLATION DOCUMENT TO CLIENT SYSTEM ADMINISTRATORS Deliverables • Woolpert will provide the Client IT lead with a set of minimum recommended Sandbox envi- ronment specifications and an installation checklist • Woolpert will provide the Client IT lead with on-site Sandbox environment configuration sup- port • Woolpert will install and configure the core Cityworks AMS software (not to include software customizations) within the Sandbox • Woolpert will provide an installation document Assumptions • No assumptions Client Responsibilities • The Client will secure all necessary hardware, operating system software, network, and pe- ripheral components required to set-up and maintain the Sandbox • The Client will sign off on the will sign off on the installation checklist validating completion. • Provide Woolpert with remote access to the Sandbox environment TASK 1.4 I CONDUCT CORE -TEAM TRAINING Core Team Training will be facilitated for the purpose of providing Client project team members with an introductory knowledge base of the core Cityworks AMS solution. This newly -obtained experience with the Cityworks AMS application will be leveraged by Client staff as they participate in the configu- ration workshops and are instructed to make informed decisions about system functionality. The Core Team Training is designed to be the first took at the newly selected asset management software. It is not intended to be end-user training, which is provided for in a tater Phase of the project. Core Team Training will be facilitated in a classroom environment (computer lab or training room), on- site at the Client, over two (2) consecutive business days. Woolpert will provide Client staff an in-depth, on-site overview and demonstration of the following Cityworks MMS software applications: • Cityworks MMS • Cityworks Designer The following application functionality, as it pertains to Client responsibilities, will be demonstrated: • End -User Application Navigation and Data Entry, City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 12 Cityworks Enterprise Asset Management System Implementation Scope of Work • Application Administration, Configuration, and Management, • Work Management Functionality, • Service Requests o Problem Codes o Caller / Requestor Information o Submit To / Dispatch To Labor o Service Request Management o Service Request Reports • Work Orders o Work Order Types o Work Order Tasks o Inspections o Asset Condition Scoring o Crews o Materials o Equipment o Labor o Work Order Management o Work Order Reports • GIS (Asset Inventory, Geocoding, Event Layers), and • Ad-hoc Reporting • Searching Additionally, Woolpert will review the Configuration Document that will be used through the System Design and Configuration Phase. Associated sub -tasks are as follows: • SUB -TASK 1.4.1 1 • SUB -TASK 1.4.2 1 SUB -TASK 1.4.3 1 • SUB -TASK 1.4.4 1 Deliverables PREPARE CORE TEAM TRAINING AGENDA SUBMIT TO CLIENT PM CLIENT PM TO PREPARE SITE FOR CORE TEAM TRAINING PROVIDE CORE TEAM TRAINING (ON-SITE TASK) • Woolpert team members wilt facilitate the on-site Core Team Training over two consecutive business days Assumptions • All training preparation activities will be performed remotely • Actual training will be provided on-site at Client facilities • Client staff participating in the Core Team Training will do so un -interrupted Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 13 %AI Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 1.5 1 CONDUCT BUSINESS PROCESS REVIEWS The objective of this task is to discuss, and agree, on key global decisions, and review Woolpert's rec- ommended business processes when using Cityworks, in order to make any potential changes required to accommodate the Client within the enterprise Cityworks environment. One of the main features of a Cityworks asset and maintenance management system is the ability of the software to be configured to fit how Client goes about performing maintenance on and managing its infrastructure assets. To accomplish this, Woolpert will work with Client staff to document the busi- ness processes related to asset and maintenance management activities. This will be accomplished with hands-on workshops. The objective of the business process review is three -fold: 1) to review and define key organization -wide standards 2) to present standard business processes when using Cityworks 3) to review the high level business requirements and workflows required for configuration in City - works. ORGANIZATION -WIDE STANDARDS WORKSHOP This task will begin with an organization -wide standards workshop to review and address the following business areas: Key Enterprise Business Decisions • Approaches to managing unique asset IDs. • Tracking asset conditions and determining a list of assets that will have conditions. • Standard maintenance types to be used Client -wide (eg: preventative, reactive, corrective and predictive maintenance). • Asset failure codes - where and how they will be used. • Tracking contractors. • Tracking work by project. • Managing asset warranties. • Tracking financial account codes. • Domains - this is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Discuss and agree on the assets part of the project that work orders and inspections will be configured against. Common Enterprise Business Strategies • Work order lifecycle statuses and priorities. • Review key service requests (eg: flood on street). • Expected roles and responsibilities of a maintenance technician (eg: as an organization, we ex- pect our maintenance personnel to log into a computer and record their work electronically, book their labor etc.). • Expected roles and responsibilities of a supervisor (eg: as an organization, we expect the su- pervisors to review each and every work order each day before closing). • Expected roles and responsibilities for asset data maintenance (eg: asset additions, updates and/or deletions will be managed in the following way). • Managing asset removals and replacements. • Discuss Client planned change management approaches to be used throughout the project. WORK MANAGEMENT WORKFLOW WORKSHOPS City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 14 A / Cityworks Enterprise Asset Management System Implementation Scope of Work We have found that organizations have both a combination of unique business processes and routine / common workflows. The concept behind this approach involves the 80/20 Rule (or Pareto Principle) that suggests 80% of resources are consumed performing 20% of tasks. This principle indicates that de- fining 20% of tasks wilt narrow the focus for process modeling so that gains will be most beneficial to the division. Woolpet will hold workshops with each Division in order to model how the City will use Cityworks. Woolpert's focus is to document how the City will use Cityworks, as it relates to existing business prac- tices, while also providing best practices based on past Woolpert experience. What results from this task is a set of textual business process that are unique from the standard Cityworks service request, work order and inspection processes. CORE CITYWORKS WORK MANAGEMENT Next, Woolpert will facilitate a series of workshops by Division/Group to document the anticipated Ser- vice Request, Work Orders, and Inspections Templates or other business needs by group and/or associ- ated asset types. Woolpert has learned over many projects involving workflow mapping that the oppor- tunities realized in just a few workflows can be applied to many or most workflows, multiplying the gains many times over. As such, standard Service Request, Work Order and Inspections workflows (Visio Diagrams) will be provided to enhance the system workflows discussed and documented in the Work Management Workflow Workshop task. The standard system workflow (standard service request, work order and inspection) along with unique system workflows (planning, scheduling, assigning etc) will play a critical role in defining and establish- ing the configuration requirements for the Cityworks system. Using the information gathered during the business process assessment task, and informed by the identified needs of Client. Business processes that might require enhancement or replacement will be identified and brought to the attention of the City. Following the workshops, Woolpert wilt document pertinent work processes in a Configuration Docu- ment in text numerical format (i.e.: Step 1, Step 2, etc.) or list format as applicable. Woolpert will provide the documented workflows process, or activities, staff to review and comment upon. Once finalized, Woolpert will update the actual system configuration. Woolpert will then commence to the next round of workshops in Phase 2. Associated sub -tasks are as follows: • SUBTASK 1.5.1 1 DEFINE ENTERPRISE -WIDE WORK MANAGEMENT STRATEGY • SUBTASK 1.5.2 1 DOCUMENT ENTERPRISE -WIDE WORK MANAGEMENT STRATEGY • SUBTASK 1.5.3 I CLIENT REVIEW ENTERPRISE WORK STRATEGY (CLIENT TASK) • SUBTASK 1.5.4 PROVIDE DATA DUMP OF CCTV INSPECTIONS AND ASSOCIATED MEDIA TO ITPIPES (CLI- ENT TASK) • SUBTASK 1.5.5 I BUSINESS PROCESS WORKSHOPS 6 GROUPS (PREP / 3 -DAYS / DAILY MEETING NOTES) • SUBTASK 1.5.6 1 DOCUMENT BUSINESS PROCESSES (OFF-SITE) • SUBTASK 1.5.6 1 CLIENT REVIEW (CLIENT TASK) City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 15 Deliverables Cityworks Enterprise Asset Management System Implementation Scope of Work • Woolpert staff will facilitate an initial series of on-site Business Process Review workshops (6 Groups). The focus on Woolpert's business process review is in how Cityworks will be best used by the City as it relates to initiating, screening, planning, assigning, scheduling, performing, reviewing, and closing, as well as performing emergency work. • Woolpert will provide a technical memorandum detailing the main discussion points of the workshops Assumptions • Woolpert will provide an outline for both the standard and unique Cityworks system workflow for the City review and approval. • Woolpert expects to create six (6) unique business process documents (one for each division) that address how Cityworks will be used within each division beyond leveraging the standard Cityworks workflows that Woolpert provides. • Reviewing specific business processes such as the standard procedures for repairing a specific valve or pipe are not considered in this approach - Wootpert's focus is on use of the Cityworks System and asset management best practices, not operational procedures for specific assets. • All workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at County facilities • County staff participating in the Business Process Review workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shalt actively participate in workshop activities Associated sub -tasks are as follows: • SUB -TASK 1.4.1 1 ROUND 1 BUSINESS PROCESS REVIEW WORKSHOPS o SUB -TASK 1.4.1.1 1 PREPARE FOR BUSINESS PROCESS REVIEW WORKSHOPS (FIRST ROUND) o SUB -TASK 1.4.1.2 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 POTABLE WATER (ON-SITE TASK) o SUB -TASK 1.4.1.3 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 RE -USE WATER (ON-SITE TASK) • SUB -TASK 1.4.1.4 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 WASTEWATER (ON-SITE TASK) a SUB -TASK 1.4.1.5 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 SOLID WASTE (ON-SITE TASK) o SUB -TASK 1.4.1.6 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 LANDFILL AND RECYCLING (ON-SITE TASK) o SUB -TASK 1.4.1.7 1 DOCUMENT BUSINESS PROCESS REVIEW WORKSHOPS • SUB -TASK 1.4.2 1 ROUND 2 BUSINESS PROCESS REVIEW WORKSHOPS o SUB -TASK 1.4.2.1 1 PREPARE FOR BUSINESS PROCESS REVIEW WORKSHOPS (SECOND ROUND) o SUB -TASK 1.4.2.2 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 POTABLE WATER (ON-SITE TASK) o SUB -TASK 1.4.2.3 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 RE -USE WATER (ON-SITE TASK) o SUB -TASK 1.4.2.4 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 WASTEWATER (ON-SITE TASK) City of Round Rock, Texas, Information Technology Department February 11`", 2014 Exhibit "A" 16 Cityworks Enterprise Asset Management System Implementation Scope of Work o SUB -TASK 1.4.2.5 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 SOLID WASTE (ON-SITE TASK) o SUB -TASK 1.4.2.6 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 LANDFILL AND RECYCLING (ON-SITE TASK) o SUB -TASK 1.4.2.7 1 DOCUMENT BUSINESS PROCESS REVIEW WORKSHOPS • SUB -TASK 1.4.3 I PREPARE BUSINESS PROCESS REVIEW TECHNICAL MEMORANDUM • SUB -TASK 1.4.4 1 SUBMIT TO CLIENT • SUB -TASK 1.4.5 1 FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM • SUB -TASK 1.4.6 1 PREPARE UPDATES TO BUSINESS PROCESS REVIEW TECHNICAL MEMORANDUM Deliverables • Wootpert staff will facilitate an initial series of on-site Business Process Review workshops, each a day and a half in duration, for each of the following divisions: o Potable Water o Re -Use Water o Wastewater o Solid Waste o Landfill and Recycling • Wootpert will provide a technical memorandum detailing the main discussion points of the workshops Assumptions • All workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at County facilities • County staff participating in the Business Process Review workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 1.6 I GEODATABASE DESIGN Wootpert wilt conduct a review of the existing geodatabase model following the completion of Task 1.5. This review will be up to 16 hours. Upon completion, Wootpert will provide recommendations for enhancements necessary to support the Cityworks implementation. A follow call will be conducted to clarify the recommendations, and answer any Client questions. An ad-hoc support subtask wilt also be providing to support the Client throughout the project, as needed. The Client will provide a copy of their enterprise Geodatabase. Associated sub -tasks are as follows: • SUB -TASK 1.6.1 1 CLIENT PM PROVIDE GEODATABASE • SUB -TASK 1.6.2 ( GEODATABASE REVIEW • SUB -TASK 1.6.3 1 DEVELOP RECOMMENDATIONS • SUB -TASK 1.6.4 1 SUBMIT RECOMMENDATIONS • SUB -TASK 1.6.5 1 CLIENT TO REVIEW RECOMMENDATIONS • SUB -TASK 1.6.6 1 CONDUCT REVIEW CALL City of Round Rock, Texas, Information Technology Department February 11`s, 2014 Exhibit "A" 17 \A/ Y Y Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 1.6.7 I PROVIDE AD-HOC SUPPORT Deliverables • Woolpert team members will facilitate the on-site geodatabase design review meeting meeting up to two consecutive days. • A list of geodatabase design recommendations in a memorandum. • A follow up call to review memorandum. • Up to 20 hours of ad-hoc geodatabase design support. Assumptions • All training preparation activities will be performed remotely • Actual training will be provided on-site at Client facilities • Client staff participating in the Core Team Training will do so un -interrupted • Email authorization will be provided by the City to proceed with any work using the 20 hours of ad-hoc support. Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants TASK 1.7 1 PHASE 1 QUALITY CONTROL Throughout the performance of Phase 1 tasks and sub -tasks, and before any deliverables are submitted to the County, the Woolpert Quality Assurance Team will be performing regular quality reviews of the work in progress. All quality reviews will be facilitated in accordance with Woolpert's in-house Quality Management Plan. TASK 1.8 1 PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client signs indicating Woolpert has delivered the Phase 1 ser- vices in accordance with the project plan. Woolpert will not initiate Phase 2 activities until this Phase Acceptance and Close process has been completed. City of Round Rock, Texas, Information Technology Department February 111h, 2014 Exhibit "A" 18 IAI Cityworks Enterprise Asset Management System Implementation Scope of Work PHASE 2 1 SYSTEM DESIGN AND CONFIGURATION TASK 2.1 1 PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site workshops and other related project meetings and organize them into a series of configuration documents that will be used to guide the required Cityworks configuration such that it supports the Client's asset maintenance management activi- ties. Associated sub -tasks are as follows: • SUB -TASK 2.1.1 1 PREPARE DRAFT CON- FIGURATION DOCUMENTATION • SUB -TASK 2.1.2 1 SUBMIT TO CLIENT FOR RE- VIEW • SUB -TASK 2.1.3 1 FACILITATE REMOTE RE- VIEW MEETING WITH CLIENT TECHNICAL TEAM Deliverables • Woolpert team members will develop a set of configuration documents as more fully detailed above Assumptions • All above listed tasks will be performed remotely Client Responsibilities Task 2.1 I Prepare Configuration Documentation Task 2,2 I Facilitate Core Cityworks AMS Software Configuration Task 2.3 I Cityworks AMS - CCTV Integration Task 2,4 I Review and Approval of Updated Configuration and Documentation Task 2.51 Provi•e Core Cityworks AMS Software Demonstrations [Configuration in Develo•ment Environment Task 2,6 I Develop Reports • Review the prepared Draft Configuration docu- mentation • Participate in the remote review meeting Phase Acceptance and Close Figure 3: Phase 2 Workflow TASK 2.2 1 FACILITATE CORE CITYWORKS AMS CONFIGURATION WORKSHOPS The Configuration Workshops will consist of a series of on-site meetings with Client staff to address all of the configuration elements that will need to be put into place. The first series of workshops will each be one and a half days in duration. The second round of workshops will each be one day in dura- tion. The workshops wilt address: • Domains. This is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping of employees for assignments to work orders and service requests (e.g. crews). City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 19 Cityworks Enterprise Asset Management System Implementation Scope of Work • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initiated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and a list will documented. • Projects. Projects to be managed within Cityworks As a result of the decisions made in the first round of workshops, Woolpert wilt prepare an update to the previously developed System Configuration Document. Extra planning steps and care taken during the initial phases of an implementation such as this will reap tremendous rewards when the system goes into production service. In support of the workshops, Woolpert will leverage the core Cityworks AMS configuration in the Client's Sandbox environment to help facilitate ideas and approaches to the configuration - this is also part of the overall iterative teaming process and knowledge transfer. At the end of the first-round workshops, there will be a set of action items for Client staff to address, such as gathering the current list of employees, materials, equipment and hard copy work orders and service requirements. Woolpert will prepare a full list of action items and submit to the Client. At the end of the first round workshops, Woolpert will have enough information to configure approximately 30 percent of the City's needs. The second series of workshops will address proposed configuration approaches to service requests, work orders and inspections. During these workshops, the City's data will be available to be viewed within Cityworks via the Sandbox deployment. Woolpert will update the System Configuration with any new information or requirements learned. At the end of these meetings, Woolpert will have enough information to configure approximately 75 percent of the Client's needs. Upon completion of each round of workshops, Woolpert team members will undertake the physical Cityworks AMS database configuration to fully address the service requests, work orders and inspec- tions. Associated sub -tasks are as follows: • SUBTASK 2.2.1 1 PROVIDE RECOMMENDED GEODATABASE ENHANCEMENTS TO SUPPORT SYSTEM • SUBTASK 2.2.2 I HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 1) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 1 • CONFIGURATION ROUND 1 (OFF-SITE) • SUBTASK 2.2.3 1 HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 2) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 2 • CONFIGURATION ROUND 2 (OFF-SITE) • SUBTASK 2.2.4 1 HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 3) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 3 City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 20 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • CONFIGURATION ROUND 3 (OFF-SITE) • CLIENT REVIEW (CLIENT TASK) Deliverables • Woolpert staff will facilitate two rounds of on-site configuration workshops • Round 1 - five workshops, each one and a half days in duration • Round 2 - five workshops, each one day in duration • Updates to the Configuration Documentation • Physical configuration of the Cityworks AMS database within the Sandbox environment Assumptions • All workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at Client facilities • Client staff participating in the Configuration workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 2.3 1 CITYWORKS AMS - CCTV INTEGRATION Infrastructure Technologies will install ITpipes pipeline inspection management software for use by the City of Round Rock, Texas. This includes setup of ITpipes with a 3 user SQL network license for office users to provide reporting and GIS integration, Cityworks Integration, the ITpipes Sync Module, and GIS integration. Also, Infrastructure Technologies will migrate the city's existing ITpipes inspection data- bases into an ITpipes SQL server database. Week 1 2 3 4 5 6 Investigation/Discovery X X X Review and determine ITpipes template X X Migrate existing databases into a single SQL IT- pipes database X Office system installation X Update existing mobile system installations x Data sync between mobile system and office X Process review £t onsite training X Cityworks Integration Setup - TBD User Acceptance Testing X Golive X The following services and software wilt be provided by IT Pipes directly: Overall Tasks & Deliverables The following tasks below comprise Infrastructure Technologies' project approach : 1. Investigation /Discovery 2. Review and determine ITpipes template 3. Migrate existing databases into a single SQL ITpipes database 4. Office system installation 5. Update existing mobile system installations 6. Data sync between mobile system and office City of Round Rock, Texas, Information Technology Department February 11`b, 2014 Exhibit "A" 21 \A/ 7. Process review Et onsite training 8. Cityworks Integration Setup 9. User Acceptance Testing 10. Golive Task Et Deliverables: Cityworks Enterprise Asset Management System Implementation Scope of Work 1. Task: Investigation/Discovery (Online) a. Overview: i. Online review of options for implementation. b. Staff: Charles Prather c. Expectations/Assumptions: i. Client contacts : 1. Operations staff is familiar with lTpipes mobile systems. ii. Client can provide sample GiS data for assets that will be inspected in lTpipes. iii. Client contact: 1. That is able to edit/update GIS data is available. 2. Is familiar with legacy filing and storage system for media and where new inspection information will be stored. 3. 1s familiar with the cctv truck operations. Knows the user list/contacts for end-users receiving lTpipes. d. Activities: 1. A known list of categories tocover is shown below, however, this is modified as discovery occurs. a. lTpipes template configuration based on existing Round Rock Template and GIS, . b. Truck Overlay layout c. Default report package d. Filing system Layout e. Media naming conventions f. Media recording format g. Smart Tab/reporting setup (this would include any reports the user would like to generate from ITpipes). 2. ArcGIS integration options a. Determine data transfer/needs for GIS receive. b. Determine data setup for GIS viewlT. 3. User listing a. Who has mobile system installations that will need updated? b. Who will have office licenses? c. Who will have read-only viewlT software? d. Deliverables: i. Round Rock configured ITpipes template setup with all related settings, etc. ii. 2. Task: Migrate existing databases into a single SQL lTpipes database (Online) a. Overview: Migration of existing Microsoft Access databases into a SQL lTpipes database. b. Staff: Charles Prather ft Jason Jones c. Expectations/Assumptions: i. Template is confirmed from Task 1. ii. I.T. has access to clients existing inspection source via vpn, remote control or client can send data to I.T. on portable hard drives. iii. Client contacts will be available to provide feedback within 2 business days for data mapping and conversion process questions. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 22 11u Cityworks Enterprise Asset Management System Implementation Scope of Work iv. Client selects 1-2 end users to existing inspection data migrated into ITpipes and approve the migration details/formats. End-users will need access to cli- ent pc that can have ITpipes installed. d. Activities: i. Determine where conversion will occur (vpn or client sending hd to I.T.) and have access to the data. ii. Compare databases and provide document for review and approval of field mapping. iii. Review with Round Rock personnel and modify as necessary. iv. Provide pilot data for review and further modification. v. Provide "MASS" data migration of the majority of legacy data. 1. Create master SQL db on Round Rock's server 2. Convert the data 3. Convert the media e. Provide follow-up data migration while implementation is occurring to move over any data collected between MASS migration and go -live date. f. Deliverables: i. An ITpipes SQL database on Round Rock's servers; client will continue collect- ing "new" data in existing format until go -live date. H. A 90 -day demonstration license of ITpipes is installed via online services to fa- cilitate client review of pilot data project. 3. Task: Office system installation (Online) a. Overview: Installation of the software on the local office machines, testing the office machine connection to the Master SQL Db and GIS integration. (on applicable system) b. Staff: Kyle Johnson c. Activities: i. CheckIT review of each system ii. viewtT setup and licensed version setup iii. Install and setup GIS send iv. Install and set up GIS receive v. Test local system and connection to SQL. vi. Complete initial MASS data migration vii. Schedule online meeting to do basic training d. Expectations/Assumptions: i. Technical requirements are met. ii. Client contact has access to pc's where ITpipes will be installed. iii. Client contact knows which user receives GIS receive install/setup and has ac- cess to user system. iv. Client contact has access to SQL db/admin privileges to create the initial SQL database, as well as SQL server and planned data storage locations for inspec- tion data. v. Client has access to ArcMap. e. Deliverables: ITpipes installed on office user systems. 4. Task: Update Existing Mobile Systems (Online) a. Overview: Online installation of the Mobile unit via online meeting, including updating ITpipes so system can integrate with ITpipes Sync Module and Cityworks Integration Module b. Staff: Kyle Johnson c. Expectations/Assumptions: i. technical requirements are met. ii. Client has setup a pc with ITpipes. iii. Client has functional cctv camera system, i.e. power or generator and camera are fully functional. d. Activities: City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 23 %A/ Cityworks Enterprise Asset Management System Implementation Scope of Work 1. Online software installation via remote pc hardware, camera hard- ware/distance encoder, video check, test installation ii. Online remote refresher training for field crews to review differences: 1. 2 personnel trained per field unit, up to 4 personnel trained total on field collection. e. Deliverables: ITpipes updated on the mobile systems and ready to integrate with City - works and updated training for operations staff. 5. Task: Data sync between mobile system and office (Online) a. Overview: Set up the Sync module to automate the process of transferring data from the mobile systems to the office. b. Staff: Kyle Johnson c. Expectations/Assumptions: i. Technical requirements are met. ii. Client field operations personnel have appropriate accessibility and permissions from their mobile system pc to the server for data sync operations. Client should have internal IT rep available to assist with permission adjustments if necessary. d. Activities: i. Install and set up Sync ii. Test the settings with sample data iii. Migrate data collected between MASS migration and go -live date e. Deliverables: comprehensive mapping and setup of data synchronization with the IT - pipes master database. 6. Cityworks Integration (Online) a. Overview: Setup automated integration of inspections from ITpipes into Cityworks. b. Staff: Kyle Johnson c. Expectations/Assumptions: i. Client has Cityworks server installed and configured to support STVlnspections. ii. Cityworks will be pre -configured to match ITpipes template. Client contact is available to modify Cityworks inputs to allow for configured fields and setup in ITpipes. iii. ITpipes Host will be installed on a central server with access to Cityworks and ITpipes SQL database as well as Cityworks web API. iv. ITpipes Sync Client will be installed on each system that will be syncing with ITpipes and Cityworks. These systems must be joined to the same windows do- main the Host is installed. v. All other tasks are successfully completed and functional. d. Activities: i. Confirm processes and user actions relative to existing and potential work- flows. ii. Configure ITpipes Host via ITpipes Host Manager and trucks with IT Sync Client. Determine and setup data transfer and scheduling process. iii. If desired, flag legacy data to create work orders and upload data to Cityworks. e. Deliverables: i. Data synchronization for uploading completed inspections into the Cityworks master database. 7. Task: Process review & onsite training (Onsite) a. Overview: Process review of office and mobile software, sync tools, GIS tools and on- site training for end-users. b. Staff: Kyle Johnson &/or Charles Prather c. Expectations/Assumptions: i. Personnel on office and field side that will use ITpipes are available, uninter- rupted for training. ii. Client has classroom style setup available for training. City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 24 \l/ Cityworks Enterprise Asset Management System Implementation Scope of Work iii. CCTV unit will be available for field training and a "simulated inspections" pipeline is available. d. Activities: i. Schedule on-site training for field crews (4 hours) 1. Field collection operations - review the differences in data backup via due to Cityworks Integration and Sync Module ii. Schedule training for office personnel (4 hours) 1. ITpipes with Analysis Module a GIS Select 2. Sync 3. GIS Receive a ViewiT iii. Schedule training for Round Rock's admin/I.T. staff (2 hours) 1. Review setup- workflow and integration data flow e. Deliverable: Documented processes for using ITpipes for mobile users, office users, and synchronization of data between the two. 8. Task: Go live (Onsite) a. Overview: Go live on-site 1 day with mobile, office, synchronization and integration and final data migration. b. Staff: Kyle Johnson a/or Charles Prather c. Expectations/Assumptions: i. Client has work orders for tv inspections to be performed. d. Activities: i. Migration of data collected during interim period between MASS migration and go live date will be completed. ii. User acceptance testing. e. Deliverables: i. ITpipes fully functional in mobile system for data collection. ii. ITpipes fully functional on office systems for reporting. iii. ITpipes mobile system field data automatically syncing with office server. iv. ITpipes accepting data from GIS and transferring asset data updates from field crew into GIS. v. ITpipes integrating with Cityworks for inspection/work order assignment and automated uploading of completed inspections. Deliverables • Services and software will be provided per above by IT Pipes. Assumptions • infrastructure Technologies will have a main technical rep inside Round Rock assigned for or- ganizing Round Rock's personnel and requirements as needed. • All hardware/software requirements on the initial requirements listing have been met; also shown at the end of this document under "ITpipes Mobile a Office System Technical Require- ments". • Cityworks will be setup with the inspections module prior to Cityworks integration inside IT - pipes being setup. Client Responsibilities • Please see project clarifications, responsibilities and assumptions section. Additional feedback will be provided by IT Pipes directly. TASK 2.4 1 REVIEW AND APPROVAL OF UPDATED CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Task 2.2) to the Client team for review. The Client's project manager and technical team members will undertake an internal City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 25 Cityworks Enterprise Asset Management System Implementation Scope of Work review of this documentation, providing pertinent feedback to Woolpert. Upon completion of this task, we will have delivered a comprehensive set of configuration documents. There will be additional op- portunities to update this documentation in future project phases up to and including the final / ac- cepted configuration documents delivered just prior to go -live. Associated sub -tasks are as follows: • SUB -TASK 2.4.1 1 SUBMIT UPDATED CONFIGURATION DOCUMENTATION TO CLIENT • SUB -TASK 2.4.2 1 CLIENT TECHNICAL TEAM TO REVIEW UPDATED CONFIGURATION AND DOCU- MENTATION • SUB -TASK 2.4.3 1 FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM • SUB -TASK 2.4.4 1 UPDATE CONFIGURATION DOCUMENTATION PER CLIENT REVIEW COMMENTS • SUB -TASK 2.4.5 1 SUBMIT UPDATED PRE -FINAL CONFIGURATION DOCUMENTATION TO CLIENT Deliverables • Woolpert team members will update the configuration documents, as more fully detailed above, and submit to them to the Client for further review Assumptions • All above listed tasks will be performed remotely Client Responsibilities • Review the updated Draft Configuration documentation • Participate in the remote review meeting TASK 2.5 1 PROVIDE CORE CITYWORKS AMS SOFTWARE DEMONSTRATIONS [CONFIGURA- TION IN DEVELOPMENT ENVIRONMENT] Upon completion of the Cityworks AMS configuration, Woolpert will provide a series of three half day software demonstrations to Client staff. The purpose of these demonstrations is to provide an in-depth configuration review and answer all outstanding questions. At the end of this series of meetings, it is anticipated that there may be some minor requested changes to the system, which Woolpert will ad- dress prior to User Testing and Acceptance. Associated sub -tasks are as follows: • SUB -TASK 2.5.1 1 • SUB -TASK 2.5.2 1 • SUB -TASK 2.5.3 1 • SUB -TASK 2.5.4 1 Deliverables PREPARE FOR DEMONSTRATION FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 1 (ON-SITE TASK) FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 2 (ON-SITE TASK) FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 3 (ON-SITE TASK) • A Woolpert team member will provide a series of on-site software demonstrations, as more ful- ly detailed above. • Woolpert will facilitate any outstanding configuration updates identified during these meetings prior to moving into User Acceptance Testing Assumptions • All software demonstrations will be provided on-site at Client facilities Client Responsibilities City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 26 IA/ Cityworks Enterprise Asset Management System Implementation Scope of Work • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 2.6 I DEVELOP REPORTS (OFF-SITE) Woolpert will catalogue all of the necessary reports learned throughout meetings. Once the reports have been prioritized, Woolpert's implementation / report development team will subsequently deploy as many of the identified reports as possible within the allocated budget. Woolpert will utilize Crystal Report or SQL Reporting Services (reporting engine is the City's choice) to configure and deploy the resultant reports. The reports will be submitted to the City as drafts for review and feedback. The City will have up to 10 days to provide feedback. Woolpert will incorporate requested changes into the re- ports. Deliverables • 80 hours of report design, development, feedback and testing Assumptions • This task is limited to 80 hours of report design, development, feedback and testing • Unused hours will not be charged and can be used at the discretion of the Client. Client Responsibilities • Prioritize the requested reports. TASK 2.7 1 PHASE 2 QUALITY CONTROL Throughout the performance of Phase 2 tasks and sub -tasks, and before any deliverables are submitted to the Client, the Woolpert Quality Assurance Team will be performing regular quality reviews of the work in progress. All quality reviews will be facilitated in accordance with Woolpert's in-house Quality Management Plan. TASK 2.8 I PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client signs indicating Woolpert has delivered the Phase 2 ser- vices in accordance with the project plan. Woolpert will not initiate Phase 3 activities until this Phase Acceptance and Close process has been completed. PHASE 3 1 SYSTEM INTEGRATION ANALYSIS The purpose of this task is to review the potential requirements, benefits and perceived return on in- vestment (ROI) for the following integration points: • Munis • Laserfiche • Incode • ITPipes • TRAKiT Woolpert has unparalleled experience integrating key decision support sys- tems and data with the Azteca's City - works product. Woolpert's experience with system integrations typically span multiple departments or divi- City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 27 11i/ trs -• Cityworks Enterprise Asset Management System Implementation Scope of Work sions including: finance, customer service, operations, planning, and administration and include such vendors as PeopleSoft, Infinity, J.D. Edwards, ESRI, Oracle Applications, Hansen, and Harris Northstar to name a few. We have the references to prove our expertise leveraging both web services and data- base level integrations. We also have experience utilizing all of Azteca's API's and even know their lim- itations. White some integrations are simple, involving moving a data file from point A to point B, the majority of them require a higher level of assurance that things are synchronized appropriately and working cor- rectly. In short, Woolpert understands the business processes in the public sector and knows that critical in- formation flows—like work management to financials, like customer service to work management—must be reliable, auditable, and secure. Woolpert will facilitate a series of integration -focused workshops over the course of approximately 4 and 1 /2 days that address the following systems and areas: • Hold Munis workshop • Hold Laserfiche workshop • Hold Incode workshop • Hold ITPipes workshop • Hold TRAKiT workshop • Hold IT workshop to discuss architecture, roles and responsibilities and GIS. If integration is deemed necessary, specific information will be generated in the planned Integration Analysis Document. Following the workshops, Wootpert will prepare a draft Integration Analysis Docu- ment that will detail the requirements for each integration, roles and responsibilities of Wootpert, the Client and 3rd party vendors (if necessary). Level of effort and schedule will also be updated, if neces- sary, once the full level of effort, based on detailed integration requirements, have been discovered and documented. The draft Integration Analysis Document will be submitted to the Client for review and comment. Woolpert will facilitate a conference call to review the Client's feedback and update accordingly. Once the integration analysis is complete Wootpert can provide basic integration scope and fee es- timates if requested by the Client. Deliverables • Four and one-half days on-site for workshops. • Draft Integration Analysis Document. • Conference call to review feedback from Client on draft Integration Analysis Document. • Incorporate Client feedback on Integration Analysis Document. Client Responsibilities • No specific task responsibilities have been identified. Assumptions • No specific task assumptions have been identified. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 28 Cityworks Enterprise Asset Management System Implementation Scope of Work PHASE 4 1 SYSTEM DEPLOYMENT TASK 4.1: DEVELOP TEST PLAN The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server AMS solution and ensure all delivered functionality (applica- tion workflows, templates, and reports) are properly func- tioning. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks configuration must successfully achieve prior to being promoted to the Cli- ent's production environment will be defined. Addition- ally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be de- veloped as part of this plan. Final plan contents will be per common agreement between the Client testing team and Woolpert and will serve as the "script" for testing and approving the system configuration. The test plan will address the core Cityworks configuration. Task 4.1 I Develop Test Plan Task 4.2 I Provide Tester Training Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user ac- ceptance testing activities defined within the plan. Woolpert will provide ad-hoc remote support during the Client's testing activities. Additionally, upon the completed testing, and at specific in -testing milestones defined within the plan, Task 4,7 � Phase Acceptance and Close Woolpert will make the required configuration updates / modifi- cations / corrections to achieve testing acceptance. Figure 4: Phase 4 Workflow The Client testers (Cityworks users) will "step" the Cityworks configuration through the test scripts defined within the Testing and Acceptance Plan. The test scenarios will be marked as either "pass" or "fait" with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related configuration updates will continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Task 4.3 I User Acceptance Testing in DEV Environment Task 4,4 I Provide End -User Training Task 4.5 Provide Go -Live Support Associated sub -tasks are as follows: • SUB -TASK 4.1.1: WOOLPERT TO DEVELOP DRAFT USER ACCEPTANCE TEST (UAT) PLAN • SUB -TASK 4.1.2: WOOLPERT TO SUBMIT DRAFT UAT PLAN TO CLIENT PM • SUB -TASK 4.1.3: CLIENT TECHNICAL TEAM TO REVIEW DRAFT UAT PLAN (CLIENT -OWNED TASK) • SUB -TASK 4.1.4: WOOLPERT TO FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM • SUB -TASK 4.1.5: WOOLPERT TO UPDATE DRAFT UAT PLAN PER CLIENT COMMENTS • SUB -TASK 4.1.6: WOOLPERT TO SUBMIT UPDATED UAT PLAN TO CLIENT PM Deliverables City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 29 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • Woolpert will prepare and deliver the draft Testing and Acceptance Plan to the Client project manager. • Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Cli- ent testing team. • Woolpert will update the testing and Acceptance Plan per the results of the review meeting and re -submit to the Client project manager Assumptions • The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities • The Client's project manager and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 4.2: PROVIDE TESTER TRAINING It wilt be the responsibility of the Client to select a number of end-users who will provide testing of the newly configured Cityworks AMS system. In order to effectively test the system in accordance with the testing plan, training wilt be provided to these end-users. The training will consist of four (3) consecu- tive business days of training. The following training will include the following: • Training Course 1 - System Administration 8 hours • Training Course 2 - Service Request / Work Management 8 hours Associated sub -tasks are as follows: • SUB -TASK 4.2.1: WOOLPERT TO PREPARE TRAINING MATERIALS • SUB -TASK 4.2.2: CLIENT PM TO PREPARE CLIENT SITE FOR TRAINING (CLIENT -OWNED TASK) • SUB -TASK 4.2.3: WOOLPERT TO PROVIDE ON-SITE TRAINING • SUB -TASK 4.2.3.1: TRAINING COURSE 1 - SYSTEM ADMINISTRATION (ON-SITE TASK) • SUB -TASK 4.2.3.2: TRAINING COURSE 2 - WORK MANAGEMENT (ON-SITE TASK) Deliverables • Woolpert's Project Manager will deliver the necessary training materials to the Client's project manager. Preparation and delivery of training materials shall be within two (2) business days prior to the scheduled start of on-site training activities. • Woolpert project team members will prepare and deliver training as detailed above. Assumptions • The Client understands that failure to provide the Client testing team with the appropriate training documents will impact Woolpert's ability to properly train these users in the time al- lotted for classroom training. • The Client understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert - Client training team being unable to provide the required training to the Client testers. • The Client understands that failure to properly prepare for and participate in the training ses- sions will significantly impact the Client testing team's ability to effectively make use of the configured Cityworks Server AMS application. • Custom training materials is not provided City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 30 \1/ Cityworks Enterprise Asset Management System Implementation Scope of Work Client Responsibilities • Distribute training materials to the Client testing team prior to the scheduled training sessions. • Ensure training room is prepared in advance. • The Client's project manager and testing team must thoroughly review and understand the training syllabus developed by Wootpert. • Secure an appropriate training facility suitable for participants, • Schedule and accommodate the appropriate Client testing team members such that they are available, without undue interruption, for the required number of days. TASK 4.3: USER ACCEPTANCE TESTING IN DEVELOPMENT ENVIRONMENT Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user acceptance testing activities defined within the plan. Woolpert will provide ad-hoc remote support during Client -owned testing activities. Additionally, upon the completed testing, and at specific in - testing milestones defined within the plan, Woolpert will make the required configuration updates / modifications / corrections to achieve testing acceptance. Client testers will "step" the Cityworks Server AMS configurations through the test scripts defined with- in the Testing and Acceptance Plan. The test scenarios will be marked as either "pass" or "fail" with appropriate notes and screen shots provided to Wootpert for resolution. Testing and related configura- tion updates will continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Associated sub -tasks are as follows: • SUB -TASK 4.3.1: OWNED TASK) • SUB -TASK 4.3.2: • SUB -TASK 4.3.3: TESTING RESULTS • SUB -TASK 4.3.3.1: • SUB -TASK 4.3.3.2: • SUB -TASK 4.3.3.3: Deliverables CLIENT TESTING TEAM TO PERFORM USER ACCEPTANCE TESTING (CLIENT- WOOLPERT TO PROVIDE REMOTE TESTING SUPPORT WOOLPERT TO UPDATE AMS AND RELATED APPLICATION CONFIGURATIONS PER CITYWORKS AMS CONFIGURATION CUSTOM APPLICATION INTERFACES CONFIGURATION CONFIGURATION DOCUMENTATION • Wootpert will provide up to forty (40) hours of remote ad-hoc UAT support • Wootpert will update the Cityworks Server AMS configuration based on UAT results • Wootpert will update the custom application interfaces based on UAT results • Wootpert wilt update the configuration documentation based on UAT results and updated con- figurations Assumptions • Client UAT efforts will remain focused on the scripts and criteria defined in the UAT Plan Client Responsibilities • Set-up and administer adequate testing facilities • Manage the testing process • Coordinate and schedule testing participants City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 31 A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • Testing participants shalt actively participate in testing activities TASK 4.4: PROVIDE END USER TRAINING Completion of the training efforts will result in Client system administrators and end-users being pro- vided the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server AMS and integrated applications in an effective manner such that the Client's over -arching busi- ness objectives can be met through use of the newly configured system. Woolpert team members will co -facilitate a series of Train -the -Trainer training classes. Each class wilt be facilitated on-site at the Client's identified training facility. Prior to the training, Woolpert will pre- pare a training syllabus detailing each topic to be covered. We have devised our Train -the -Trainer plan to accommodate training up to ten (10) Client team mem- bers to be able to train other system users. Woolpert will provide the full suite of Cityworks Server AMS (and related applications) training to the Client's identified trainers. Immediately following this training, Woolpert will lead the first round of end-user training sessions (teaching the same material the Client trainers just learned) with support being provided by the newly trained Client staff. Upon completion of this first round of end-user train- ing, the Client trainers will proceed to undertake the remainder of the end-user training. While this formalized end-user training occurs just prior to go -live, Client system administrators will have already participated in the following training during prior project phases: • Software installation and configuration training (knowledge transfer) • Core Team training (system exposure prior to configuration workshops) • Multiple System Configuration workshops (in which the software is used extensively) • Multiple software demonstrations • Tester training Associated sub -tasks are as follows: • SUB -TASK 4.4.1: WOOLPERT TO PREPARE TRAINING MATERIALS • SUB -TASK 4.4.2: CLIENT PM TO PREPARE CLIENT SITE FOR TRAINING (CLIENT -OWNED TASK) • SUB -TASK 4.4.3: WOOLPERT TO PROVIDE ON-SITE TRAINER TRAINING • SUB -TASK 4.4.3.1: TRAIN -THE -TRAINER CLASS 1 - CITYWORKS DESIGNER AND ADMINISTRATOR TRAINING (10 TRAINERS) (ON-SITE TASK) • SUB -TASK 4.4.3.2: TRAIN -THE -TRAINER CLASS 2 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND INSPECTIONS TRAINING (10 TRAINERS) (ON-SITE TASK) • SUB -TASK 4.4.4: WOOLPERT TO PROVIDE ON-SITE END-USER TRAINING • SUB -TASK 4.4.4.1: END-USER CLASS 1 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (20 USERS) (ON-SITE TASK) • SUB -TASK 4.4.5: CLIENT TRAINERS TO PROVIDE END-USER TRAINING • SUB -TASK 4.4.5.1: END-USER CLASS 2 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) • SUB -TASK 4.4.5.2: END-USER CLASS 3 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 32 A / Cityworks Enterprise Asset Management System Implementation Scope of Work 71' • SUB -TASK 4.4.5.3: END-USER CLASS 4 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) • SUB -TASK 4.4.5.4: END-USER CLASS 5 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) Deliverables • Preparation of training materials • Provision of training, as more fully detailed above Assumptions • The Client has an adequate training facility that can accommodate the resultant number of staff to be trained • Upon completion of two full rounds of training, Client trainers will be able to further train their end-users with little to no support Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants • Training participants shalt actively participate in training activities TASK 4.5: PROVIDE GO -LIVE SUPPORT Immediately following the Cityworks Training, Woolpert will provide on-site System Go -Live support in order to assist with the successful start-up of the Cityworks system. During this time, Woolpert's Senior Systems Analyst and a Systems Analyst will assist the Client's end-users and system administrators with site-specific configuration issues. Additional coaching and supplemental training services will also be provided during this time. In preparation for go live, Woolpert's Senior Systems Analyst will work on-site with the Client's project manager and IT support staff to ensure that all terminals requiring access to the Cityworks application are tested for connectivity; all terminals requiring the ability to print documents are tested for con- nectivity; and all system user accounts are tested for login ability. Additionally, as part of the go -live preparation activities, Woolpert's Senior Systems Analyst will migrate the configured and approved Cityworks database from the Development environment to the Production environment. During this time a Senior Developer will work with the Senior Systems Analyst to migrate the integration efforts to the production environment. During the first week of live Cityworks operations, Woo1pert's Senior Systems Analyst and Systems Ana- lyst will provide the on-site support required to coach new users and provide detailed technical sys- tems support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommodate the Client schedules. Associated sub -tasks are as follows: • SUB -TASK 4.5.1: WOOLPERT TO ENVIRONMENT (ON-SITE TASK) • SUB -TASK 4.5.2: WOOLPERT TO TABASE (ON-SITE TASK) • SUB -TASK 4.5.3: WOOLPERT TO TASK) MIGRATE AMS APPLICATIONS AND DATABASES TO PRODUCTION PERFORM DATA LOAD TO PRODUCTION ENVIRONMENT AMS DA - PROVIDE ONE WEEK OF ON-SITE GO -LIVE SUPPORT (ON-SITE City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 33 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 4.5.4: WOOLPERT TO PROVIDE ONE WEEK OF REMOTE POST GO -LIVE SUPPORT Deliverables • Woolpert will migrate all applications and databases from Development to Production environ- ment • Woolpert will perform a final data load of converted legacy data sets to Production database • A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to forty (40) hours each to support system go -live activities • Woolpert will provide up to twenty (20) hours of remote post go -live support during the first week of full system use immediately following the go -live activities. Assumptions • The Client's project manager will provide project sign -off within agreed upon timeframe fol- lowing Go -Live. Client Responsibilities • The Client's project manager and IT support staff should equally assist in administering the Go - Live tasks to make sure it is clear to the End -Users that the Client is internally capable of sup- porting the newly deployed Cityworks Server AMS solution. The Client system administrators and IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during this time. TASK 4.6: PHASE 4 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independ- ent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. TASK 4.7: PHASE ACCEPTANCE AND CLOSE This is the Phase 4 exit document that the Client signs indicating Woolpert has delivered the Phase 4 services in accordance with the Scope of Work. After the phase 4 has been approved by the Client, Woolpert will provide a project close document for signature by the Client, signifying that alt items listed within this scope of work have been completed. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 34 IA/ PHASE 5 - EXTENDED SUPPORT Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 5.1 — ONGOING CITYWORKS SUPPORT Wootpert proposes 80 hours of support time at a flat rate of $140 hour for any assistance requested by the Client specifically where Woolpert is needed. Deliverables • 80 hours of support at $140 / hour Assumptions • None Client Responsibilities • Client will send an email or call designated contact when support is required. Priority designa- tions to issues will be discussed prior to beginning this task. TASK 5.2 — EXTENDED REVIEW AND MODIFICATIONS Upon the completed implementation, testing and acceptance, and go -live of the primary Cityworks system, Wootpert will facilitate a series of extended system configuration reviews and modifications. The intent of these extended configuration reviews is to provide the Client an opportunity to review the usage of the Cityworks system and determine configuration modifications that are desirable to sup- port new, additional, or modified business objectives. Two review / modification milestones will be administered, one at thirty days and another at sixty days as specified in the following sections. Subtask 5.3.1 —30 Day Review and Modifications Wootpert will facilitate a 30 Day Review and Modifications meeting for up to four hours with the Client for the purpose of reviewing the Cityworks implementation and determining any desired system modifi- cations based on the Client's use of the system during the first thirty days after Go -live. This meeting will be held on-site at the Client's facilities. Prior to the meeting Wootpert wilt spend up to eight hours on-site to meet with end-users to receive their input and document the desired modifi- cation requirements. This information will be used as a foundation to conduct the meeting. Following this meeting Wootpert will generate a 30 day review and modification document to be sub- mitted to the Client for review and acceptance. This document will prioritize the order of enhance- ments by user groups. The Client will have five working days to review this document and provide Woolpert with any and alt comments pertaining to said review / configuration document. Upon acceptance of this document Woolpert will spend up to twenty-four hours making modifications to the system configuration. Woolpert will facilitate the required configuration modifications within ten working days of the Client's acceptance of the modifications document. Should any of the identi- fied modifications require longer than the allocated twenty four hours to complete, they will be shelved and addressed during the completion of the 60 Day Review and Modifications sub -task. Subtask 5.3.2 —60 Day Review and Modifications Woolpert will facilitate a 60 Day Review and Modifications meeting for up to four hours with the Client for the purpose of reviewing the Cityworks implementation and determining any desired system modifi- cations based on the Client's use of the system during the first sixty days after Go -live. This meeting will be facilitated remotely. Woolpert will spend up to four hours meeting with end-users via teleconference to receive their input and document the desired modification requirements. City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 35 Iii Cityworks Enterprise Asset Management System Implementation Scope of Work Following this meeting Woolpert will generate a 60 day review and modification document to be sub- mitted to the Client for review and acceptance. This document will prioritize the order of enhance- ments by user groups. The Client will have five working days to review this document and provide Woolpert with any and all comments pertaining to said review / configuration document. Upon acceptance of this document Woolpert will spend up to sixteen hours making modifications to the system configuration. Woolpert will facilitate the required configuration modifications within ten working days of the Client's acceptance of the modifications document. Should any of the identified modifications require longer than the allocated sixteen hours completing, Woolpert will notify the Cli- ent's Project Manager of the need for additional scope and fee to complete the desired modifications. Deliverables • Woolpert will facilitate a series of 30 and 60 -day system review/modifications, as specified above, in order to accommodate configuration changes suitable to the Client's asset manage- ment workflows. Assumptions • None Client Responsibilities • None City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 36 IA/ PROJECT FEE Cityworks Enterprise Asset Management System Implementation Scope of Work We have provided summary view of the project costs by major phase below. The accompanying MS Pro- ject file has a detailed view of hours and fee by task and sub -task. Phase Project Management Work (Hours) 285.00 Cost ($) $59,562.38 PHASE 1 1 PROJECT PLANNING 418.00 $76,516.50 PHASE 2 1 SYSTEM DESIGN & CONFIGURATION 638.75 $106,094.75 PHASE 3 I SYSTEM INTEGRATION 490.00 $82,089.50 PHASE 4 1 SYSTEM DEPLOYMENT 815.6 $136,329.95 PHASE 5 1 ONGOING SUPPORT 124.00 $18,987.50 PHASE 6 1 ITPIPES MOBILE £t OFFICE SYSTEM IMPLEMEN- TATION (Schedule to be determined) N/A $46,025.00 Total 2,771.35 $525,605.58 City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 37 A/ PROJECT SCHEDULE Cityworks Enterprise Asset Management System Implementation Scope of Work The accompanying Microsoft Project Schedule Gantt Chart reflects the above detailed Scope of Work, as presented, can be delivered within approximately 16 months. The MS Project file is called 2013117_RoundRock_Baseline Schedule.mpp. This project duration will begin upon Notice to Proceed along with a purchase order issued to Woolpert. City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 38 to I Cityworks Enterprise Asset Management System Implementation Scope of Work APPENDIX A - CLIENT PROVIDED INFORMATION Wootpert Scope 1. Best Practice Data/Process Advice 1.1 Water Utility System (Consist of one water treatment plant; water distribution system with pipe- lines, valves, hydrants, etc.; six wells; elevated and ground storage tanks; pumping stations; etc.). There are numerous processes within the Water Utility System of which the following have been mapped out in detail. 1.1.1 New Meter Installation o Meter Change -Out Program o Meter Reading/Billing o Automatic Meter Reading (AMR) Program o Backflow Prevention o Chlorine Residuals Sampling o Bacteriological Testing and Billing o Irrigation System Evaluation o Manage Valve Maintenance Data o Daily Water Production Reporting o GIS Hydrant Maintenance o Verify Water System Easement with DSO o Internal Water Maps o Development Services Office (DSO) Projects in Utility GIS o Water System Easement Verification o Water Infrastructure Asset Inventory o Water Line Locates o Water Line Maintenance Work Orders 1.2 Wastewater Utility System (Consists of collection system with pipelines and manholes, lift sta- tions, and two treatment plants). There are numerous processes within the Wastewater Utility Sys- tem of which the following have been mapped out in detail. o Pretreatment Program o Surcharge ID Sampling o Wastewater Line Maintenance Work Orders o Verify Wastewater Easements with Development Services Office o Internal Wastewater Maps o Development Services Office Projects in Utility GIS o Wastewater Easement Verification o Wastewater Infrastructure Asset Inventory o Wastewater Line Locates 1.1. Parks and Recreation o Ball fields o Signage o Park furniture o Trails o Trees City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 39 I, A Cityworks Enterprise Asset Management System Implementation Scope of Work 1.2. Drainage o Stormwater Drainage System o Water Quality Ponds o Detention Ponds 1.3. Signs a Signals o Pole signs o Overhead signs o Signals 1.4. Streets o Pavement markings o Traffic control 1.4.1. 2. Implement Cityworks Asset Management/Workorders o Water System Utility o Wastewater System Utility o Parks and Recreation 3. Integrations o Munis o Incode (SQL version) o ITPipes o TRAKiT City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 40 1A/ City Works - Implementation 10.29.13 Cityworks Enterprise Asset Management System Implementation Scope of Work PARD City Works Implementation Team: David Buzzell, Jillion Arthur, Randy Gordon, Emsud iioro- zovic Items to track in system: Activities: Ex. Mowing, Edging, Graffiti Removal, Limb Removal, etc - SEE FULL LIST BELOW Activity Categories: Athletic Field Maintenance, Landscaping Et Tree Care, etc - SEE FULL LIST BELOW Events: Christmas Family Night, 4th of July, Super Series, etc - WORKING ON COMPLETE LIST Event Categories: PARD, City, Outside Event - WORKING ON COMPLETE LIST Crews: OSPV, In -Town, Forestry, Aquatics, Maintenance/Construction (5 crews total) Materials: Chemicals, Turface, etc. - WORKING ON COMPLETE LIST Equipment: Lawnmowers, Backhoes, Vehicles, etc. - WORKING ON COMPLETE LIST Staff: Listed in system by initials, paygrade, etc. Contract Labor Volunteer Labor Non -PARD City Department Labor (ex: Police/Fire Labor Hours for 4h of July) Assets: Parks, Trails, Open Space, Recreation Centers (Currently tracked by Location, Area, Section) - SEE ATTACHED LIST Items within parks/rec centers: benches, playgrounds, water fountains, trails, etc. (90% currently in GIS) Conduit, Electrical, IT Cables, Irrigation Lines Planted Trees -NOT YET INVENTORIED List of Activity Categories & Activities General Maintenance & Mowing Mowing/Edging/Trimming Rounds Daily Maintenance Painting Power Washing Chemical Application - Pools Landscaping & Tree Care Landscape Planting Weeding Beds Mulching Tree Care Tree Planting Tree Trimming Pruning Brush Clearing Irrigation Irrigation Checks Repairs Updating Water Schedules Athletic Field Maintenance Drag Et Stripe Top Dressing Painting Ballfield Duty Chemical Application - Fields Aerating Event/Tournament Work Setup Support Ballfield Work Trash Pickup Teardown Improvements & Special Projects Re -grading Field Installing New Element Facility Improvement Cleaning Et Trash Pickup General Facility Cleaning Trash Pickup City of Round Rock, Texas, Information Technology Department February 111h, 2014 Exhibit "A" 41 Graffiti Cleanup Misc. Activities Training Playground Inspection Cityworks Enterprise Asset Management System Implementation Scope of Work Winterizing Pickup & Delivery Line Locate Administrative Work Events PARD Event Arbor Day Boat Regatta Christmas Family Night Daddy Daughter Dance Easter Egg Hunt Family Campout Park Opening Fall Fun Festival Holiday Bazaar Fourth of July Movies in the Park Mud Quest Outlaw Trail Outdoor Family Campout Touch a Truck Rock 'N Lights Spunky Shaylah 5K Youth Fishing Derby Night Rider 5K for Clay City Event Blue Santa Market Days Pink Heals Outside Event Amistad Fiesta Centex Elite Showcase Juneteenth Round Rock ISD Event Super Series Ultimate Frisbee Reindeer Run 5K 3v3 Live Daffodil Days City of Round Rock, Texas, Information Technology Department February 11`", 2014 Exhibit "A" 42 1►A / Cityworks Enterprise Asset Management System Implementation Scope of Work APPENDIX B - ITPIPES MOBILE a OFFICE SYSTEM TECHNICAL REQUIREMENTS Below we have listed requirements for each license and/or module included in the estimate. Require- ments displayed in grey are considered automatically included or non-essential based on your needs as we understand them. However, please ensure you review all items as we may be unaware of special circumstances within your organization. MOBILE SYSTEM REQUIREMENTS: • ITpipes mobile package installed and setup • Mobile systems must be joined to the same domain where the ITpipes Host software is in- stalled. • Laptop or full-sized pc hardware must meet current specs on the Sates Lounge. • Windows 7, 32 bit or Windows XP SP3 ADMINISTRATIVE SETUP OR SUPPORT: • Network connection or setup of hard drive transfer of data from vehicle to office • Network connection login credentials for user • Cityworks login credentials for users • GIS file access and plan for updating GIS files on mobile system RECOMMENDATIONS: • Recommended antivirus setup on mobile system pc OFFICE SYSTEM CORE LICENSE, 3 USER NETWORK SQL REQUIREMENTS: • The network license does require a current Service Agreement to be reactivated or supported at any time; an initial one year period is included with the initial purchase. • SQL Server 2005 or higher • Administrative permissions are required to create the initial SQL database • Client pcs must meet minimum specs on Sales Lounge • 1 gb connection recommended for data access from users - this is critical if reviewing video across the network. WMV files are highly compressed but we recommend testing review prior to committing towards this course of data review for networked users. GIS SELECT MODULE REQUIREMENTS: • ESRI GIS Desktop with a unique identification system for assets that matches unique id entered into ITpipes GIS RECEIVE MODULE REQUIREMENTS: • ESRI GIS Desktop with a unique identification system for assets that matches unique id entered into ITpipes • Edit permissions are required for user access to this module. • We highly recommend this only be setup and used by a GIS administrator. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 43 Cityworks Enterprise Asset Management System Implementation Scope of Work • ITpipes core SQL license CITYWORKS INTEGRATION & SYNC MODULE REQUIREMENTS: • Network or other access to the location where the Cityworks database is located • Cityworks login credentials are required to run this module. • ITpipes core license • If transferring video via network or other wireless communication, we recommend testing video speed. ADMINISTRATIVE SETUP OR SUPPORT • Network access to Cityworks database location • SQL db initial creation and initial testing - 10-30 minutes • Single unit testing - "live office installation" - 2 to 4 hours • Merge/Sync initial testing - 2 to 4 hours • Training on client installs and time for client installs - training 20 minutes, installs 5-10 mins each • GIS edit permissions for user with GIS receive setup City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 44 EXECUTED DOCUMENT FOLLOW CITY OF ROUND ROCK AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH WOOLPERT. INC. THE STATE OF TEXAS THE CITY OF ROUND ROCK COUNTY OF WILLIAMSON KNOW ALL BY THESE PRESENTS THIS AGREEMENT for professional consulting services related to the implementation of Enterprise Asset Management System (AMS) software from Cityworks (the "Agreement") is made by and between the CITY OF ROUND ROCK, a Texas home -rule municipal corporation with offices located at 221 East Main Street, Round Rock, Texas 78664-5299, (the "City") and WOOLPERT, INC., located at 116 Inverness Drive East, Suite 105, Englewood, CO 80112- 5125 (the "Consultant"). RECITALS: WHEREAS, City has determined that there is a need for the delineated services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.1 EFFECTIVE DATE, DURATION, AND TERM This Agreement shall be effective on the date this Agreement has been signed by each party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The term of this Agreement shall be for eighteen (18) months from the date of execution. City reserves the right to review the Agreement at any time, and may elect to terminate the Agreement with or without cause or may elect to continue. 00293960/ss2 R-2014-1251 1.2 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant pursuant to the Scope of Services (Exhibit "A"), City agrees to pay Consultant a total sum not to exceed Five Hundred Twenty -Five Thousand Six Hundred Five and 58/100 Dollars ($525,605.58), in payment for services as delineated in Exhibit "A" and herein in Section 1.03. 1.3 SCOPE OF WORK For purposes of this Agreement, Consultant has issued a Scope of Work for the assignments delineated herein, and such Scope of Work is attached as Exhibit "A" and incorporated herein for all purposes. This Agreement, including all exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals, correspondence or discussions. Consultant shall satisfactorily provide all services and deliverables described under the referenced Scope of Work within the contract term specified in Section 1.01. Consultant's undertakings shall be limited to performing services for the City and/or advising the City concerning those matters on which Consultant has been specifically engaged. Consultant shall perform its services in accordance with this Agreement and in accordance with the referenced Scope of Work. Consultant shall perform its services in accordance with the standard of care identified herein. Consultant shall not undertake work that is beyond the Scope of Work set forth in Exhibit "A" and in this Section 1.03. However, either party may make written requests for changes to the Scope of Work. To be effective, a change to the Scope of Work must be negotiated and agreed to in all relevant details, and must be embodied in a valid Supplemental Agreement as described in Section 1.05 hereof. 1.4 PAYMENT FOR SERVICES; REIMBURSABLE EXPENSES Not -to -Exceed Total Payment for Services: Unless subsequently changed by Supplemental Agreement, Consultant's total compensation for consulting services hereunder shall not exceed Five Hundred Twenty -Five Thousand Six Hundred Five and 58/100 Dollars ($525,605.58). This amount represents the absolute limit of the City's liability to Consultant hereunder for payment for performance of Services unless same shall be changed by Supplemental Agreement, and the City shall pay, strictly within the not -to -exceed sum recited herein, Consultant's professional fees for work done on behalf of the City. This amount includes all reimbursable expenses, including travel costs. Payment for Reimbursable Expenses: There shall be no payments for reimbursable expenses included in this Agreement. Deductions: No deductions shall be made for Consultant's compensation on account of penalty, liquidated damages or other sums withheld from payments to Consultant. Additions: No additions shall be made to Consultant's compensation based upon project claims, whether paid by the City or denied. 4 1.5 SUPPLEMENTAL AGREEMENT The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or by the City Manager, if the City determines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and the City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 1.6 INVOICE REQUIREMENTS; TERMS OF PAYMENT Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to the City, in accordance with the delineation contained herein, for services rendered. Such invoices for professional services shall track the referenced Scope of Work, and shall detail the services performed, along with documentation for each service performed. Payment to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by the City. Such invoices shall conform to the schedule of services and costs in connection therewith. Should additional backup material be requested by the City relative to service deliverables, Consultant shall comply promptly. In this regard, should the City determine it necessary, Consultant shall make all records and books relating to this Agreement available to the City for inspection and auditing purposes. Payment of Invoices: The City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 1.09 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and the City or because of amounts which the City has a right to withhold under this Agreement or state law. The City shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. 1.7 LIMITATION TO SCOPE OF WORK Consultant and the City agree that the scope of services to be performed is enumerated in Exhibit "A" and in Section 1.03 herein, and may not be changed without the express written agreement of the parties. Notwithstanding anything herein to the contrary, the parties agree that the City retains absolute discretion and authority for all funding decisions, such to be based solely on criteria accepted by the City which may be influenced by but not be dependent on Consultant's work. 5 1.8 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the services as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Consultant a written notice of termination at the end of its then - current fiscal year. 1.9 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by the City to Consultant will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: (a) There is a bona fide dispute between the City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or (b) There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or (c) The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or (d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. 1.10 TERMINATION; DEFAULT Termination: It is agreed and understood by Consultant that the City may terminate this Agreement for the convenience of the City, upon written notice to Consultant, with the understanding that immediately upon receipt of said notice all work being performed under this Agreement shall cease. Consultant shall invoice the City for work satisfactorily completed and shall be compensated in accordance with the terms hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated profits for work terminated under this Agreement. Unless otherwise specified in this Agreement, 6 all data, information, and work product related to this project shall be promptly delivered to the City in a reasonably organized form without restriction on future use. Should the City subsequently contract with a new consultant for continuation of service on the project, Consultant shall cooperate in providing information. Termination of this Agreement shall extinguish all rights, duties, and obligations of the City and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require the City to pay for any work which is not performed in compliance with the terms of this Agreement. Default: Either party may terminate this Agreement, in whole or in part, for default if the Party provides the other Party with written notice of such default and the other fails to satisfactorily cure such default within ten (10) business days of receipt of such notice (or a greater time if agreed upon between the Parties). If default results in termination of this Agreement, then the City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to the City, the cost to the City of employing another firm to complete the useable work, and other factors will affect the value to the City of the work performed at the time of default. Neither party shall be entitled to any lost or anticipated profits for work terminated for default hereunder. The termination of this Agreement for default shall extinguish all rights, duties, and obligations of the terminating Party and the terminated Party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require the City to pay for any work which it deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement. 1.11 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, and is not the City's employee. Consultant's employees or subcontractors are not the City's employees. This Agreement does not create a partnership, employer-employee, or joint venture relationship. No party has authority to enter into contracts as agent for the other party. Consultant and the City agree to the following rights consistent with an independent contractor relationship: (1) Consultant has the right to perform services for others during the term hereof. (2) Consultant has the sole right to control and direct the means, manner and method 7 by which it performs its services required by this Agreement. (3) Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. (4) Consultant or its employees or subcontractors shall perform services required hereunder, and the City shall not hire, supervise, or pay assistants to help Consultant. (5) Neither Consultant nor its employees or subcontractors shall receive training from the City in skills necessary to perform services required by this Agreement. (6) City shall not require Consultant or its employees or subcontractors to devote full time to performing the services required by this Agreement. (7) Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of the City. 1.12 NON -SOLICITATION Except as may be otherwise agreed in writing, during the term of this Agreement and for twelve (12) months thereafter, neither the City nor Consultant shall offer employment to any person employed then or within the preceding twelve (12) months by the other or any affiliate of the other if such person was involved, directly or indirectly, in the performance of this Agreement. This provision shall not prohibit the hiring of any person who was solicited solely through a newspaper advertisement or other general solicitation. 1.13 CITY'S RESPONSIBILITIES The City shall provide full information regarding project requirements. The City shall have the responsibility of providing Consultant with such documentation and information as is reasonably required to enable Consultant to provide the services called for. The City shall require its employees and any third parties who are otherwise assisting, advising or representing the City to cooperate on a timely basis with Consultant in the provision of its services. Consultant may rely upon written information provided by the City and its employees and agents as accurate and complete. Consultant may rely upon any written directives provided by the City or its designated representative concerning provision of services as accurate and complete. 1.14 CONFIDENTIALITY; AND MATERIALS OWNERSHIP Any and all programs, data, or other materials furnished by the City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any 8 proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement; however, with respect to any pre-existing software or routines that are included as or incorporated into a deliverable, the confidentiality obligations shall continue for so long as the Consultant or its assigns continue to utilize the software or routines. The parties recognize and understand that the City is subject to the Texas Public Information Act and its duties run in accordance therewith. All data relating specifically to the City's business and any other information which reasonably should be understood to be confidential to City is confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, know-how, and any other information which reasonably should be understood to be confidential to Consultant is confidential information of Consultant. The City's confidential information and Consultant's confidential information is collectively referred to as "Confidential Information." Each party shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third party without the other party's prior written consent, which consent shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the confidentiality of the other party's Confidential Information and to advise their employees of the confidential nature of the Confidential Information and of the prohibitions herein. Notwithstanding anything to the contrary contained herein, neither party shall be obligated to treat as confidential any information disclosed by the other party (the "Disclosing Party") which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing Party; (2) is released by the Disclosing Party to any other person or entity (including governmental agencies) without restriction; (3) is independently developed by the recipient without any reliance on Confidential Information; or (4) is or later becomes publicly available without violation of this Agreement or may be lawfully obtained by a party from any non-party. Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information of the other to a third party as may be required by law, statute, rule or regulation, including subpoena or other similar form of process, provided that (without breaching any legal or regulatory requirement) the party to whom the request is made provides the other with prompt written notice and allows the other party to seek a restraining order or other appropriate relief. Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall preclude or limit Consultant from providing similar services for other clients. Neither the City nor Consultant will be liable to the other for inadvertent or accidental disclosure of Confidential Information if the disclosure occurs notwithstanding the party's exercise of the same level of protection and care that such party customarily uses in safeguarding its own proprietary and confidential information but in no event less than reasonable care. Notwithstanding anything to the contrary in this Agreement, the City will own as its sole property all written materials created, developed, gathered, or originally prepared expressly for the City and delivered to the City under the terms of this Agreement; and Consultant shall own 7 any general skills, know-how, expertise, ideas, concepts, methods, techniques, processes, software or routines, or other similar information which may have been discovered, created, developed or derived by Consultant either prior to or as a result of its provision of services under this Agreement. Concepts, logos and straplines not selected by the City remain the intellectual property of Consultant. Stock photography used for the demonstration of creative concepts is not to be reproduced or published in any way without first negotiating usage rights with the appropriate stock image provider. The pursuit of an official, legally -binding trademark is the responsibility of the City. 1.15 INDEMNIFICATION Consultant agrees to hold harmless and indemnify City, its officers, directors, and employees, from and against suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims, including but not limited to reasonable expenses of litigation, court costs, reasonable defense attorneys' fees and other associated costs and fees to the extent caused by the negligence or willful misconduct of the Consultant as determined by the Court. To the extent allowable by law, City agrees to hold harmless and indemnify Consultant, its officers, directors, and employees, from and against suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims, including but not limited to reasonable expenses of litigation, court costs, reasonable defense attorneys' fees and all other costs and fees to the extent caused by the negligence or willful misconduct of the City as determined by the court. 1.16 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party may assign any rights or delegate any duties under this Agreement without the other party's prior written approval, which approval shall not be unreasonably withheld. 1.17 LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. The City will not do the following: (1) Withhold FICA from Consultant's payments or make FICA payments on its behalf; (2) Make state and/or federal unemployment compensation contributions on Consultant's behalf; or (3) Withhold state or federal income tax from any of Consultant's payments. 10 If requested, the City shall provide Consultant with a certificate from the Texas State Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas Sales and Use Tax. 1.18 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all business and professional permits, licenses, required of Consultant to legally render the services contracted for herein. Consultant is not required to provide or obtain any software licenses on behalf of the City. 1.19 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required hereunder. 1.20 DESIGNATION OF REPRESENTATIVES The City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Chris Collier, GIS Manager 221 East Main Street Round Rock, TX 78664 Consultant hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Kirk McClurkin Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 1.21 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (1) When delivered personally to recipient's address as stated herein; or (2) Three (3) days after being deposited in certified or registered United States mail, return receipt requested, with postage prepaid to the recipient's address as 11 stated in this Agreement. Notice to Consultant: Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 Notice to City: City Manager, City of Round Rock 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of the City and Consultant. 1.22 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 1.23 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations, and agreements, either written or oral, with respect to the subject matter hereof. The parties expressly agree that, in the event of any conflict between the terms of this Agreement and any other writing, this Agreement shall prevail. No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party. 1.24 DISPUTE RESOLUTION If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator, the City shall select one mediator and Consultant shall select one mediator and those two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. 12 The City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 1.25 ATTORNEYS FEES In the event that any lawsuit is brought by one party against any of the other parties in connection with this Agreement, the prevailing party shall be entitled to seek to recover its reasonable costs and reasonable attorney fees in proportion to the judgment. 1.26 FORCE MAJEURE Notwithstanding any other provisions hereof to the contrary, no failure, delay or default in performance of any obligation hereunder shall constitute an event of default or breach of this Agreement, only to the extent that such failure to perform, delay or default arises out of causes beyond control and without the fault or negligence of the party otherwise chargeable with failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties, strikes or other labor troubles, which in any way restrict the performance under this Agreement by the parties. Consultant shall not be deemed to be in default of its obligations to the City if its failure to perform or its substantial delay in performance is due to the City's failure to timely provide requested information, data, documentation, or other material necessary for Consultant to perform its obligations hereunder. 1.27 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 1.28 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated 13 subconsultants, in accordance with that standard of care ordinarily exercised by members of the same profession. 1.29 GENERAL AND MISCELLANEOUS The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in writing and signed by an authorized representative of the party against whom such waiver or discharge is sought to be enforced. This Agreement may be executed in multiple counterparts, which taken together shall be considered one original. The City agrees to provide Consultant with one fully executed original. [Signatures appear on the following page.] 14 IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter indicated. City of Round Rock, Texas Printed t l' Printed e � Pd h u/l vv Title: MA Date Signed: S. Zq- For City, Attest: By: _ Clle4AL•tAikb6 Sara L. White, City Clerk By: proved as to orm: Step an . Sheets, City Attorney 15 Woolpert, Inc. By: , o�.�.t/A' .l Print d Name: '' C /-t Title: /-?-- -vc r L e,2 c7r, Date Signed: lyi,p, � c �y Zo y City of Round Rock, Texas Professional Services: Cityworks AMS Implementation ROUND ROCK, TEXAS PURPOSE. PASSION. PROSPERITY. STATEMENT OF WORK February 11th, 2014 ‚4" WOOLPERT ;: I Ii: Statement of Work Professional Services - Cityworks AMS Implementation February 11th, 2014 Prepared by Woolpert, Inc. 116 Inverness Drive East, Suite 105 Englewood, CO 80112-5125 www.woolpert.com 1A! WOOLP E PT / CONTENTS Professional Services - Cityworks AMS Implementation Statement of Work CONTENTS 1 DOCUMENT ACCEPTANCE HI CHANGE CONTROL TECHNICAL SCOPE OF SERVICES 4 PROJECT SERVICES OVERVIEW 4 PROJECT CLARIFICATIONS, RESPONSIBILITIES AND ASSUMPTIONS FOR TASKS 5 PROJECT MANAGEMENT 6 PHASE 1 1 PROJECT PLANNING 8 TASK 1.1 1 REQUEST FOR INFORMATION 8 TASK 1.2 1 ASSET MANAGEMENT DISCOVERY 9 TASK 1.3 1 INSTALL AND CONFIGURE CORE CITYWORKS AMS (Sandbox) 11 TASK 1.4 I CONDUCT CORE -TEAM TRAINING 12 TASK 1.5 1 CONDUCT BUSINESS PROCESS REVIEWS 14 TASK 1.6 1 GEODATABASE DESIGN 17 TASK 1.7 1 PHASE 1 QUALITY CONTROL 18 TASK 1.8 1 PHASE ACCEPTANCE AND CLOSE 18 PHASE 2 1 SYSTEM DESIGN AND CONFIGURATION 19 TASK 2.1 1 PREPARE CONFIGURATION DOCUMENTATION 19 TASK 2.2 1 FACILITATE CORE CITYWORKS AMS CONFIGURATION WORKSHOPS 19 TASK 2.3 1 CITYWORKS AMS - CCTV INTEGRATION 21 TASK 2.4 1 REVIEW AND APPROVAL OF UPDATED CONFIGURATION AND DOCUMENTATION 25 TASK 2.5 1 PROVIDE CORE CITYWORKS AMS SOFTWARE DEMONSTRATIONS [CONFIGURATION IN DEVELOPMENT ENVIRONMENT] 26 TASK 2.6 1 DEVELOP REPORTS (off-site) 27 TASK 2.7 1 PHASE 2 QUALITY CONTROL 27 TASK 2.8 1 PHASE ACCEPTANCE AND CLOSE 27 PHASE 3 1 SYSTEM INTEGRATION ANALYSIS 27 PHASE 4 1 SYSTEM DEPLOYMENT 29 TASK 4.1: DEVELOP TEST PLAN 29 TASK 4.2: PROVIDE TESTER TRAINING 30 TASK 4.3: USER ACCEPTANCE TESTING IN DEVELOPMENT ENVIRONMENT 31 TASK 4.4: PROVIDE END USER TRAINING 32 TASK 4.5: PROVIDE GO -LIVE SUPPORT 33 TASK 4.6: PHASE 4 QUALITY CONTROL 34 TASK 4.7: PHASE ACCEPTANCE AND CLOSE 34 PHASE 5 - EXTENDED SUPPORT 35 35 TASK 5.2 — EXTENDED REVIEW AND MODIFICATIONS 35 TASK 5.1 — ONGOING CITYWORKS SUPPORT City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" \A/ Professional Services - Cityworks AMS Implementation Statement of Work PROJECT FEE 37 PROJECT SCHEDULE 38 APPENDIX A - CLIENT PROVIDED INFORMATION 39 APPENDIX B - ITpipes Mobile is Office System Technical Requirements 43 MOBILE SYSTEM 43 Requirements: 43 Administrative Setup or Support: 43 Recommendations: 43 OFFICE SYSTEM 43 Core license, 3 user network SQL Requirements: 43 GIS select module Requirements' 43 GIS receive module Requirements: 43 Cityworks Integration & Sync Module Requirements: 44 Administrative Setup or Support 44 City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" ii \A/ DOCUMENT ACCEPTANCE Professional Services - Cityworks AMS Implementation Statement of Work By signing this document, the City of Round Rock, Texas and Woolpert agree to the project im- plementation approach, deliverables, assumptions and responsibilities, as welt as fee and schedule. Table 1: Document Acceptance City of Rock Rock, Authorizing Agent to bind scope of work to contract Kirk McCturkin Woolpert, Practice Leader ITMC, Senior Associate CHANGE CONTROL Date: Date: Table 2: Document Control Change Record Date Author Version Change Reference 2013.11.26 Kirk McCturkin and Jonas Svo- boda and Dave Feuer 1.0 Initial Draft SOW for client review 2014.2.11 Dave Feuer 2.0 Updated per feedback from City. File name: 2013117_City of Round Rock Texas Cityworks AMS SOW .docx City of Round Rock, Texas, Information Technology Department February 11"', 2014 Exhibit "A" iii Cityworks Enterprise Asset Management System Implementation Scope of Work TECHNICAL SCOPE OF SERVICES PROJECT SERVICES OVERVIEW Our proposed services, and associated deliverables, are categorized into a five -phased implementation approach with continuous project management, quality management, knowledge transfer, and change management: • Phase 1: Implementation Planning • Phase 2: System Design and Configuration • Phase 3: System Integrations • Phase 4: System Deployment • Phase 5: Extended Support • Project Management (Duration of Project) • Knowledge Transfer It Change Management (Duration of Project) • Quality Management (Duration of Project) The Statement of Work (SOW) supports the City's initiative to implement the Azteca Cityworks solu- tion. As stated previously, Woolpert understands that the City of Round Rock has a strategic vision to enhance their overall Asset Management Program. As such, the Asset Management Program provides the overarching governance and coordination layer that involves alignment of strategic business objectives as it relates to asset management. Woolpert recognizes that this Program is at a much higher construct then the Cityworks software solution. However, we also realize that the City - works solution is a critical piece to the overall program. As such, The Woolpert team welcomes the opportunity to partner with the City to deliver the high -performing and scalable Cityworks solution you are expecting to support your overall Asset Management Program. The focus of the Cityworks implementation is on three pri- mary departments: • Parks and Recreation • Utilities and Environmental Services • Transportation Phase 1 Froicct Panning Phase 2 S,,stern Des FL Configuration Phase 3 1 S,stem h tc�g'at�ur�s Analysis Phase 4 1 System Deployment Phase 5 1 Extended Support Appendix A: City Provided Information - documents the in Figure 1: Project Service Overview formation provided by the City. Based on Woolpert's cur- rent knowledge of the requirements we have classified the following six (6) working groups for imple- mentation: 1. Parks and Recreation 2. Water 3. Wastewater 4. Stormwater 5. Water and Wastewater Plants 6. Transportation • Sign and signals • Streets City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 4 11A/ Cltyworks Enterprise Asset Management System Implementation Scope of Work Woolpert is required to make some general assumptions on the number of asset types to be config- ured. As such, Woolpert is estimating 75 Asset types. The level of complexity for the plants could increase this number significantly. However, our overall pricing is based on the estimated 75 asset types. Woolpert also understands that the City is interested in evaluating the potential integration with Munis, Laserfiche, Incode, ITPipes and TRAKiT. At this time Woolpert will focus on the initial integration anal- ysis of the potential integrations. Once complete Woolpert can provide basic integration scope and fee estimates. It is expected that that an HR Munis and an ITPipes integration would be beneficial. Completion of each phase (in order) will culminate with the execution of a Phase Acceptance and Close document signifying the City's acceptance of the services rendered to date and authorization for Woolpert to proceed with work on the next subsequent task. Each of these phases, along with the rel- evant tasks / sub -tasks are described in detail below. Our project plan, detailed in the following sections, presents a welt -honed implementation methodolo- gy that thoroughly addresses the key aspects of an enterprise software deployment from planning and design through to development, deployment, and organization -wide adoption of advanced asset man- agement functionality. White our approach is thorough, and addresses the complexities and nuances of an enterprise software deployment characterized by multiple system interfaces and inter -related busi- ness processes, it is also flexible and able to be tailored to meet the City's specific requirements and constraints. Sections within this document correspond to specific tasks identified in the Project Sched- ule. Tasks have been described in detail and will focus on addressing known or expected business ob- jectives as stated in the RFP. Some tasks are optional and noted as such. On-site project sub -tasks are highlighted by green text to differentiate them from the remote (off-site) tasks. While this proposed approach is thorough, it is also flexible and we welcome the opportunity to review it in detail with the City. We have proposed Phases and Tasks based on our current knowledge of re- quirements. PROJECT CLARIFICATIONS, RESPONSIBILITIES AND ASSUMPTIONS FOR TASKS • The Woolpert Project Manager will support the Client Project Manager with scheduling all on- site workshops and meetings. • The Client Project Manager will formally schedule all meetings with Client staff. • It is assumed the Client will formally approve all documents within 2-5 business days once Woolpert has incorporated Client feedback into the document. • Every primary task has a detailed work breakdown structure in Microsoft Project. The Client will ensure staff participates in on-site activities and workshops. • Secure appropriate training facilities and rooms suitable for participants and meeting topics. Woolpert is happy to discuss room requirements in advance. • Seventy-five asset types have been assumed as part of our project approach. • Woolpert has assumed the Client is interested in vertical and horizontal assets both in and out- side the Client's treatment plants. • Woolpert has assumed the geodatabase wilt include any and all assets to be part of Cityworks configuration. • The use of mobile technology is a question asked by many of our clients. Woolpert is happy to discuss different options for mobility. However, this SOW assumes any mobility will leverage the native Cityworks configuration. • API license costs have not been considered in pricing. It is assumed the Client wilt secure all software from vendors directly (This is targeted for Integration related activities only). • It is expected that the Client Project Manager will ensure the appropriate Client staff partici- pate in all workshops. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 5 Cityworks Enterprise Asset Management System Implementation Scope of Work • It is expected that Client staff review all draft deliverables and provide consolidated feedback to the Woolpert Project Manager. Once Client feedback has been incorporated into draft deliv- erables, it will be considered final. PROJECT MANAGEMENT Woolpert will provide the following general Project Management services: • In cooperation with the Client's Project Manager, develop a Project Plan and Schedule. Woolpert will work with the Client Project Manager to coordinate 15 minute phone calls with key project stakeholders as part of the preparation of the project plan and kickoff meeting. • Proactively manage and update Project Plan and Schedule, as required, throughout the dura- tion of the Project. Project Plan and Schedule modifications will be facilitated upon common agreement between Client and Woolpert in accordance with the Issue Control process detailed in the Project Plan. • Coordinate project events with the Client Project Manager and Woolpert Team members. • Author, edit, review, and distribute project documentation and technical reports as required. • Facilitate in -process review meetings with the Client's Project Manager and end-users as scheduled, as appropriate throughout the duration of the project. • Perform miscellaneous project administration (e.g. arrange travel, intemal project updates, etc.). • Anticipate problem areas, and propose and facilitate solutions. PROJECT KICK-OFF MEETING - As soon as is reasonably feasible, following receipt of the Written No- tice to Proceed, Woolpert's project manager will work with the Client's project manager to schedule the kick-off meeting. This meeting will be facilitated on-site at the Client's offices for the purpose of: 1) establishing the necessary Project Management protocols to be adhered to by all stakeholders, 2) reviewing the Client's implementation goals and objectives with all team members, 3) identifying any Client -owned source documentation necessary to support the project, 4) identifying all critical path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stake- holders may have. Said meeting shall be of a duration suitable for addressing each of the items previ- ously listed. Development of the kick-off meeting agenda shall be the joint responsibility of Woolpert's and the Client's project managers. PROJECT SCHEDULE COORDINATION - Project schedule coordination and management will be per- formed using Microsoft Project software. Project schedules and tasks will be monitored and adjusted as needed, depending upon the Client's priorities and ability make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained and available to all Woo(pert and Client pro- ject participants. BI -WEEKLY CLIENT STATUS MEETINGS - Woolpert will facilitate a regular occurring status meeting. Woolpert's Project manager will participate in regularly scheduled project status meetings with the Client's Project manager and designees for the purpose of reviewing project issues including: 1) activi- ties, action items, and deliverables completed to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert meet- ing participants will include Woolpert's Project manager and ad hoc team members, as required. Cli- ent meeting participants will be as deemed necessary by the Client's project manager, or as requested by Woolpert's project manager. INTERNAL STATUS MEETINGS - Internal status meetings will be held on a regular basis to ensure com- munication and status about tasks and requirements are discussed and understood by key Woolpert re - City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 6 \1I Cityworks Enterprise Asset Management System Implementation Scope of Work sources. One of the key areas these status meetings will address is how the planning, design and con- figurations, integrations and/or deployment will successfully be implemented. DEVELOP MONTHLY REPORTS - Woolpert will provide a monthly status report to the Client's Project Manager. Woolpert's status report will include the following: • Summary of Accomplishments in Time Period • Current Project Issues and Risks • New Project Issues / Risks Discovered During this Time Period • Planned Work for Next Time Period • Detailed View of Deliverables and Status To make the status report easier to review, Woolpert will adopt the following specific statue: Project Issue, In Progress and on Track , Approved / Sign -off Received, and Client Feedback Needed. Deliverables • Draft and final project plan in MS Word and / or Adobe PDF format • Kickoff meeting agenda in MS Word and / or Adobe PDF format • On-site project kick-off meeting (half day) • Monthly project status reports in MS Word or Adobe PDF format upload to project website • Bi -weekly / Monthly project status meetings or off-site status meetings, depending on other corresponding onsite project tasks. • Internal status meetings • On-going project management, including resource allocation, invoicing and general consulting • Password protected project collaboration environment and issue log management Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is received from the Client Client Responsibilities • Assemble a team of domain and technical experts and have representation of all divisions / work groups involved throughout all phases of the project • Provide a point of contact for all project management issues and questions • Review, comment and accept draft project work plan within five days of document delivery • Schedule appropriate internal staff and provide facilities for on-site meetings and off-site con- ference calls • Review and accept project status reports, or otherwise provide comments on same within a reasonable time frame • Schedule meeting space and supporting technology peripherals suitable for the kick-off meet- ing • Coordinate and schedule meeting attendees City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 7 IA/ fr- PHASE 1 1 PROJECT PLANNING Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 1.1 I REQUEST FOR INFORMATION Woolpert staff will conduct a desktop assessment of the Client's current customer service, work order and asset management initiatives. This assessment will focus on documentation review of existing utility master plans, defined asset management workflows, current inspection and maintenance schedules, established levels of service / associated performance metrics, asset management software applications, and other related written docu- mentation. The documentation review will include, but not necessarily be limited to, the following: • Water and wastewater utility master plan docu- ments • Transportation master plan documents • Parks and recreation master plan documents • Current capital improvement plans • Annual reports • Monthly / quarterly operations Reports • Regulatory reports (SSO, water quality, system testing, etc.) • Standard operating procedures • Inspection types / forms • Condition assessment methods • Rehabilitation and replacement strategies • Maintenance strategies • Maintenance activities lists • Maintenance and inspection schedules • Information management systems inventories (CMMS, Phase Acceptance Utility Billing, SCADA, CCTV, Customer Service, etc.) 0 and close Task 1.1 Request for Information Task 1.2 Asset F.1ana,gement Discoverf Task 1.3 j ii;stall and Configure Core City.vorks AMS (Sandbox) Task 1.4 Cciduct Core Team Trair!n2 Task 1.5 Conduct Business Rrr�es� Revie.. Task 1.6 Geodatabase Design Established levels of services - • performance goals • Key performance measures Figure 2: Phase 1 Work Flow • Ad-hoc reports • Organization charts and resource descriptions • Other pertinent asset management documentation obtained through the RFI process Associated sub -tasks are as follows: • SUB -TASK 1.1.1 I PREPARE REQUEST FOR INFORMATION • SUB -TASK 1.1.2 I SUBMIT RFI TO CLIENT PM • SUB -TASK 1.1.3 1 CLIENT PM TO FACILITATE DATA GATHERING PROCESS AND PROVIDE DATA TO WOOLPERT • SUB -TASK 1.1.4 1 PERFORM DESK -TOP AUDIT OF COLLECTED INFORMATION Deliverables • Woolpert's Project Manager will draft a Request for Information (RFI) and submit to the Cli- ent's Project Manager for dissemination to Client project team members. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 8 A / Cityworks Enterprise Asset Management System Implementation 17, Scope of Work • Wootpert project team members will review the asset management documentation gathered through the RFI process. Client Responsibilities • The Client's Project Manager will review a draft copy of the RFI document and provide com- ments to Woolpert's Project Manager • The Client's Project Manager wilt manage the internal documentation gathering process and provide one complete set of documentation to Woolpert's Project Manager. Assumptions • No specific task assumptions have been identified. Please review the Project Clarification, Re- sponsibilities and Assumptions section. TASK 1.2 1 ASSET MANAGEMENT DISCOVERY The Client's Asset Management Program provides the overarching governance and coordination layer which involves the alignment of strategic business objectives as it relates to asset management. Wootpert recognizes that this Program is at a much higher construct then the Cityworks software solu- tion. As such, Wootpert facilitates an asset management discovery task for the purpose of reviewing and understanding the Client's Asset management philosophy. Wootpert will focus on the Client's 'im- plementation vision' and 'planned performance management' as it relates to the Cityworks solution supporting the overarching asset management program. This knowledge will help align the Client's technical and functional requirements with the project plan. Based upon the results of this discovery, Wootpert will make adjustments to the project plan and obtain acceptance from the Client as needed. This discovery process provides the opportunity for the client to review the key components of the As- set Management Program; such as, but not limited to: • Asset Management Policy and Goals - means for top management to communicate to its man- agers, employees and stakeholders the organization's position and intentions with regard to as- set management. • Asset Management Strategies - should define how the asset management policy will be achieved. • Asset Management Objectives - sets measurable objectives that the asset/maintenance man- agement program should seek to improve. These typically include financial, regulatory, and/or level of service objectives for the organization. Review — Implementation Vision The discovery process also allows the client to define existing methods to manage planned perfor- mance. Wootpert believes that every organization should in some form or fashion have a combination of four types of metrics. These are required to properly monitor performance and each type of metric provides different feedback regarding the health of the organization. For example: City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 9 IA/ Cityworks Enterprise Asset Management System Implementation Scope of Work • Key Results Indicators (KRis) - KRis address if an organization is heading in the right direction (ie: custom response time). • Result Indicators (RIs) - RIs describe what has been completed (ie: linear feet of CCTV per- formed). • Performance Indicators (Pis) - PIs measure key data points in an organization regarding per- formance but are not as critical as KPIs (ie: number of values planned to exercise next month). • Key Performance Indicators (KPIs) - KPIs are the most critical of all measures because they focus on key data points. Typically KPIs have procedures in place for each action that may be taken. Staff is fully aware of the procedures and their responsibilities. A good example of a utility -based KPI is Sanitary Sewer Overflows (550). If an SSO is identified, it will lead to put- ting into action a Sewer Overflow Response Plan. Define — Planned Performance Management Current Baseline Gap Analysis Target Measures Woolpert understands that an organization may, or may not, have defined a 'Current baseline' of per- formance measures. Woolpert recognizes that most entities implementing, or enhancing, a CMMS or EAM are creating or seeking enhanced methods to measure and monitor performance. We understand the importance to align business objectives with what gets done day-to-day, realize asset performance and financial success all while satisfying stakeholder expectations—such as safety assurance, brand reputation, and environmental responsibility. With this in mind, Woolpert expects a set of new or en- hanced 'Target Measures' to be established through a 'Gap Analysis' process with a focus on defining those that can be monitored within the EAM or CMMS system. By building off of the Client's current and holistic asset management approach and developing the above items, the core project team will reach agreement on concrete items that drive the asset management program and the supporting software solution. With senior level management in place for the primary discussions above, Woolpert may move directly into the Organization -Wide Standards Workshop defined in Task 1.5. Woolpert will document the results of these workshops in the Asset Management memorandum as part of the Business Process Analysis document in Task 1.5. Associated sub -tasks are as follows: • SUB -TASK 1.2.1 1 PREPARE FOR ON-SITE DISCOVERY AND PLANNING WORKSHOP • SUB -TASK 1.2.2 1 FACILITATE DISCOVERY AND PLANNING WORKSHOP (ON-SITE TASK) • SUB -TASK 1.2.3 1 DOCUMENT WORKSHOP FINDINGS AND UPDATE SCOPE OF SERVICES, SUMPTIONS, AND RISK PLAN • SUB -TASK 1.2.4 1 SUBMIT UPDATED DOCUMENTATION TO CLIENT PM • SUB -TASK 1.2.5 1 FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM Deliverables • A Request for Information submitted in the form of a memorandum to the County's project manager AS - City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 10 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • A desktop audit of materials provided by the Client per the RFI • Facilitation of one (1) day, on-site discovery and planning workshops immediately following the project kick-off meeting • Documentation of the workshop findings • Updates to the project plan and implementation strategies based on the documented workshop findings • A review of the updated documentation with the Client's project manager and technical team representatives Assumptions • All preparation activities will be performed remotely • The Client's project manager and subject matter experts (SMEs) will participate in this process Client Responsibilities • Provide the requested documentation • Participate in the workshops • Review the resulting project Plan updates • Participate in a remote review meeting of the workshop findings • Schedule meeting space as appropriate for the on-site workshops • Coordinate and schedule meeting attendees TASK 1.3 I INSTALL AND CONFIGURE CORE CITYWORKS AMS (SANDBOX) Woolpert will install and configure a core instance of Cityworks, to be known as the sandbox. The Sandbox environment will be used by the Woolpert team and Client staff alike to test, compile, and debug software configurations and application code prior to committing it (or committing it back to PROD). Woolpert also proposes to utilize the Sandbox environment to support on-site live software demonstrations to support technical workshops. There will be very few on-site meetings in which we are not accessing the Cityworks AMS solution deployed to the Sandbox. Prior to beginning the Cityworks installation, Woolpert will prepare, and submit, an install checklist for the Client IT team to ensure the licensing and required infrastructure is ready for a Cityworks install. This will include recommended server / database / network specifications to review and consider. A system readiness call will be coordinated to answer any questions the Client may have prior to begin- ning their installation. Once the Client setups the Infrastructure, they will sign off on the installation checklist validating completion. Once the environment is set-up, a Woolpert team member will perform the on-site installation, base- line configuration, testing, and refinement of the core Cityworks AMS application software, related database, and map services, so that the project team can be used in Phase 2. The key installation steps will be documented for future IT reference. Woolpert recommends three (3) to four (4) Cityworks database environments to be used throughout different phases of the project. These may include development (or DEV), Testing (or TEST), Training (TRAIN) or Production (or PROD). Woolpert will review these best practices with the Client's IT De- partment to determine the best database environs to ensure alignment with IT standards. Associated sub -tasks are as follows: • SUB -TASK 1.3.1 I PROVIDE CLIENT WITH INSTALL CHECKLIST AND SERVER / DATABASE / NETWORK SPECIFICATIONS • SUB -TASK 1.3.2 I FACILITATE SYSTEM READINESS CALL WITH CLIENT City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 11 Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 1.3.3 1 CLIENT TO ESTABLISH APPLICATION SERVER AND DATABASE SERVER ENVIRON- MENT (ON-SITE TASK) • SUB -TASK 1.3.4 1 • SUB -TASK 1.3.5 1 (ON-SITE TASK) • SUB -TASK 1.3.6 1 TASK) • SUB -TASK 1.3.7 1 (ON-SITE TASK) • SUB -TASK 1.3.8 1 ADMINISTRATORS Deliverables CLIENT SIGN OFF ON VALIDATION CHECKLIST INSTALL AND CONFIGURE CITYWORKS SERVER AMS IN SANDBOX ENVIRONMENT TEST INSTALLATION AND CONFIGURATION AND MODIFY AS REQUIRED (ON-SITE REPLICATE INITIAL SANDBOX CONFIGURATION TO DEV, TEST, TRAIN AND PROD PROVIDE CORE CITYWORKS AMS INSTALLATION DOCUMENT TO CLIENT SYSTEM • Woolpert will provide the Client IT lead with a set of minimum recommended Sandbox envi- ronment specifications and an installation checklist • Woolpert will provide the Client IT lead with on-site Sandbox environment configuration sup- port • Woolpert will install and configure the core Cityworks AMS software (not to include software customizations) within the Sandbox • Woolpert will provide an installation document Assumptions • No assumptions Client Responsibilities • The Client will secure all necessary hardware, operating system software, network, and pe- ripheral components required to set-up and maintain the Sandbox • The Client will sign off on the will sign off on the installation checklist validating completion. • Provide Woolpert with remote access to the Sandbox environment TASK 1.4 1 CONDUCT CORE -TEAM TRAINING Core Team Training will be facilitated for the purpose of providing Client project team members with an introductory knowledge base of the core Cityworks AMS solution. This newly -obtained experience with the Cityworks AMS application will be leveraged by Client staff as they participate in the configu- ration workshops and are instructed to make informed decisions about system functionality. The Core Team Training is designed to be the first look at the newly selected asset management software. It is not intended to be end-user training, which is provided for in a later Phase of the project. Core Team Training will be facilitated in a classroom environment (computer lab or training room), on- site at the Client, over two (2) consecutive business days. Woolpert will provide Client staff an in-depth, on-site overview and demonstration of the following Cityworks MMS software applications: • Cityworks MMS • Cityworks Designer The following application functionality, as it pertains to Client responsibilities, will be demonstrated: • End -User Application Navigation and Data Entry, City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 12 %Al ,r7 Cityworks Enterprise Asset Management System Implementation Scope of Work • Application Administration, Configuration, and Management, • Work Management Functionality, • Service Requests o Problem Codes o Caller / Requestor Information o Submit To / Dispatch To Labor o Service Request Management o Service Request Reports • Work Orders o Work Order Types o Work Order Tasks o Inspections o Asset Condition Scoring o Crews o Materials o Equipment o Labor o Work Order Management o Work Order Reports • GIS (Asset Inventory, Geocoding, Event Layers), and • Ad-hoc Reporting • Searching Additionally, Woolpert will review the Configuration Document that will be used through the System Design and Configuration Phase. Associated sub -tasks are as follows: • SUB -TASK 1.4.1 1 • SUB -TASK 1.4.2 1 • SUB -TASK 1.4.3 1 • SUB -TASK 1.4.4 1 Deliverables PREPARE CORE TEAM TRAINING AGENDA SUBMIT TO CLIENT PM CLIENT PM TO PREPARE SITE FOR CORE TEAM TRAINING PROVIDE CORE TEAM TRAINING (ON-SITE TASK) • Wootpert team members will facilitate the on-site Core Team Training over two consecutive business days Assumptions • All training preparation activities will be performed remotely • Actual training will be provided on-site at Client facilities • Client staff participating in the Core Team Training will do so un -interrupted Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 13 Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 1.5 I CONDUCT BUSINESS PROCESS REVIEWS The objective of this task is to discuss, and agree, on key global decisions, and review Woolpert's rec- ommended business processes when using Cityworks, in order to make any potential changes required to accommodate the Client within the enterprise Cityworks environment. One of the main features of a Cityworks asset and maintenance management system is the ability of the software to be configured to fit how Client goes about performing maintenance on and managing its infrastructure assets. To accomplish this, Woolpert will work with Client staff to document the busi- ness processes related to asset and maintenance management activities. This will be accomplished with hands-on workshops. The objective of the business process review is three -fold: 1) to review and define key organization -wide standards 2) to present standard business processes when using Cityworks 3) to review the high levet business requirements and workflows required for configuration in City - works. ORGANIZATION -WIDE STANDARDS WORKSHOP This task will begin with an organization -wide standards workshop to review and address the following business areas: Key Enterprise Business Decisions • Approaches to managing unique asset IDs. • Tracking asset conditions and determining a list of assets that will have conditions. • Standard maintenance types to be used Client -wide (eg: preventative, reactive, corrective and predictive maintenance). • Asset failure codes - where and how they will be used. • Tracking contractors. • Tracking work by project. • Managing asset warranties. • Tracking financial account codes. • Domains - this is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Discuss and agree on the assets part of the project that work orders and inspections will be configured against. Common Enterprise Business Strategies • Work order lifecycle statuses and priorities. • Review key service requests (eg: flood on street). • Expected roles and responsibilities of a maintenance technician (eg: as an organization, we ex- pect our maintenance personnel to log into a computer and record their work electronically, book their labor etc.). • Expected roles and responsibilities of a supervisor (eg: as an organization, we expect the su- pervisors to review each and every work order each day before closing). • Expected roles and responsibilities for asset data maintenance (eg: asset additions, updates and/or deletions will be managed in the following way). • Managing asset removals and replacements. • Discuss Client planned change management approaches to be used throughout the project. WORK MANAGEMENT WORKFLOW WORKSHOPS City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 14 Cityworks Enterprise Asset Management System Implementation Scope of Work We have found that organizations have both a combination of unique business processes and routine / common workflows. The concept behind this approach involves the 80/20 Rule (or Pareto Principle) that suggests 80% of resources are consumed performing 20% of tasks. This principle indicates that de- fining 20% of tasks will narrow the focus for process modeling so that gains will be most beneficial to the division. Woolpet will hold workshops with each Division in order to model how the City will use Cityworks. Woolpert's focus is to document how the City will use Cityworks, as it relates to existing business prac- tices, while also providing best practices based on past Woolpert experience. What results from this task is a set of textual business process that are unique from the standard Cityworks service request, work order and inspection processes. CORE CITYWORKS WORK MANAGEMENT Next, Woolpert will facilitate a series of workshops by Division/Group to document the anticipated Ser- vice Request, Work Orders, and Inspections Templates or other business needs by group and/or associ- ated asset types. Woolpert has learned over many projects involving workflow mapping that the oppor- tunities realized in just a few workflows can be applied to many or most workflows, multiplying the gains many times over. As such, standard Service Request, Work Order and Inspections workflows (Visio Diagrams) will be provided to enhance the system workflows discussed and documented in the Work Management Workflow Workshop task. The standard system workflow (standard service request, work order and inspection) along with unique system workflows (planning, scheduling, assigning etc) will play a critical role in defining and establish- ing the configuration requirements for the Cityworks system. Using the information gathered during the business process assessment task, and informed by the identified needs of Client. Business processes that might require enhancement or replacement will be identified and brought to the attention of the City. Following the workshops, Woolpert will document pertinent work processes in a Configuration Docu- ment in text numerical format (i.e.: Step 1, Step 2, etc.) or list format as applicable. Woolpert will provide the documented workflows process, or activities, staff to review and comment upon. Once finalized, Woolpert will update the actual system configuration. Woolpert will then commence to the next round of workshops in Phase 2. Associated sub -tasks are as follows: • SUBTASK 1.5.1 1 DEFINE ENTERPRISE -WIDE WORK MANAGEMENT STRATEGY • SUBTASK 1.5.2 1 DOCUMENT ENTERPRISE -WIDE WORK MANAGEMENT STRATEGY • SUBTASK 1.5.3 1 CLIENT REVIEW ENTERPRISE WORK STRATEGY (CLIENT TASK) • SUBTASK 1.5.4 PROVIDE DATA DUMP OF CCTV INSPECTIONS AND ASSOCIATED MEDIA TO ITPIPES (CLI- ENT TASK) • SUBTASK 1.5.5 1 BUSINESS PROCESS WORKSHOPS 6 GROUPS (PREP / 3 -DAYS / DAILY MEETING NOTES) • SUBTASK 1.5.6 1 DOCUMENT BUSINESS PROCESSES (OFF-SITE) • SUBTASK 1.5.6 1 CLIENT REVIEW (CLIENT TASK) City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 15 \A/ Deliverables Cityworks Enterprise Asset Management System Implementation Scope of Work • Woolpert staff will facilitate an initial series of on-site Business Process Review workshops (6 Groups). The focus on Woolpert's business process review is in how Cityworks will be best used by the City as it relates to initiating, screening, planning, assigning, scheduling, performing, reviewing, and closing, as well as performing emergency work. • Woolpert will provide a technical memorandum detailing the main discussion points of the workshops Assumptions • Woolpert will provide an outline for both the standard and unique Cityworks system workflow for the City review and approval. • Woolpert expects to create six (6) unique business process documents (one for each division) that address how Cityworks will be used within each division beyond leveraging the standard Cityworks workflows that Woolpert provides. • Reviewing specific business processes such as the standard procedures for repairing a specific valve or pipe are not considered in this approach - Woolpert's focus is on use of the Cityworks System and asset management best practices, not operational procedures for specific assets. • Alt workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at County facilities • County staff participating in the Business Process Review workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities Associated sub -tasks are as follows: • SUB -TASK 1.4.1 1 ROUND 1 BUSINESS PROCESS REVIEW WORKSHOPS o SUB -TASK 1.4.1.1 1 PREPARE FOR BUSINESS PROCESS REVIEW WORKSHOPS (FIRST ROUND) o SUB -TASK 1.4.1.2 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 POTABLE WATER (ON-SITE TASK) o SUB -TASK 1.4.1.3 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 RE -USE WATER (ON-SITE TASK) o SUB -TASK 1.4.1.4 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 WASTEWATER (ON-SITE TASK) o SUB -TASK 1.4.1.5 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 SOLID WASTE (ON-SITE TASK) o SUB -TASK 1.4.1.6 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 1 LANDFILL AND RECYCLING (ON-SITE TASK) o SUB -TASK 1.4.1.7 1 DOCUMENT BUSINESS PROCESS REVIEW WORKSHOPS • SUB -TASK 1.4.2 I ROUND 2 BUSINESS PROCESS REVIEW WORKSHOPS o SUB -TASK 1.4.2.1 I PREPARE FOR BUSINESS PROCESS REVIEW WORKSHOPS (SECOND ROUND) o SUB -TASK 1.4.2.2 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 POTABLE WATER (ON-SITE TASK) o SUB -TASK 1.4.2.3 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 RE -USE WATER (ON-SITE TASK) o SUB -TASK 1.4.2.4 I FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 WASTEWATER (ON-SITE TASK) City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 16 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work o SUB -TASK 1.4.2.5 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 SOLID WASTE (ON-SITE TASK) o SUB -TASK 1.4.2.6 1 FACILITATE BUSINESS PROCESS REVIEW WORKSHOPS - ROUND 2 LANDFILL AND RECYCLING (ON-SITE TASK) o SUB -TASK 1.4.2.7 1 DOCUMENT BUSINESS PROCESS REVIEW WORKSHOPS • SUB -TASK 1.4.3 1 PREPARE BUSINESS PROCESS REVIEW TECHNICAL MEMORANDUM • SUB -TASK 1.4.4 1 SUBMIT TO CLIENT • SUB -TASK 1.4.5 1 FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM • SUB -TASK 1.4.6 1 PREPARE UPDATES TO BUSINESS PROCESS REVIEW TECHNICAL MEMORANDUM Deliverables • Woolpert staff will facilitate an initial series of on-site Business Process Review workshops, each a day and a half in duration, for each of the following divisions: o Potable Water o Re -Use Water o Wastewater o Solid Waste o Landfill and Recycling • Woolpert will provide a technical memorandum detailing the main discussion points of the workshops Assumptions • All workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at County facilities • County staff participating in the Business Process Review workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 1.6 1 GEODATABASE DESIGN Woolpert will conduct a review of the existing geodatabase model following the completion of Task 1.5. This review will be up to 16 hours. Upon completion, Woolpert will provide recommendations for enhancements necessary to support the Cityworks implementation. A follow call will be conducted to clarify the recommendations, and answer any Client questions. An ad-hoc support subtask will also be providing to support the Client throughout the project, as needed. The Client will provide a copy of their enterprise Geodatabase. Associated sub -tasks are as follows: • SUB -TASK 1.6.1 • SUB -TASK 1.6.2 • SUB -TASK 1.6.3 • SUB -TASK 1.6.4 • SUB -TASK 1.6.5 • SUB -TASK 1.6.6 CLIENT PM PROVIDE GEODATABASE GEODATABASE REVIEW DEVELOP RECOMMENDATIONS SUBMIT RECOMMENDATIONS CLIENT TO REVIEW RECOMMENDATIONS CONDUCT REVIEW CALL City of Round Rock, Texas, Information Technology Department February 11`h, 2014 Exhibit "A" 17 IA/ Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 1.6.7 I PROVIDE AD-HOC SUPPORT Deliverables • Woolpert team members will facilitate the on-site geodatabase design review meeting meeting up to two consecutive days. • A list of geodatabase design recommendations in a memorandum. • A follow up call to review memorandum. • Up to 20 hours of ad-hoc geodatabase design support. Assumptions • All training preparation activities will be performed remotely • Actual training will be provided on-site at Client facilities • Client staff participating in the Core Team Training will do so un -interrupted • Email authorization will be provided by the City to proceed with any work using the 20 hours of ad-hoc support. Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants TASK 1.7 1 PHASE 1 QUALITY CONTROL Throughout the performance of Phase 1 tasks and sub -tasks, and before any deliverables are submitted to the County, the Woolpert Quality Assurance Team will be performing regular quality reviews of the work in progress. All quality reviews will be facilitated In accordance with Woolpert's in-house Quality Management Plan. TASK 1.8 1 PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client signs indicating Woolpert has delivered the Phase 1 ser- vices in accordance with the project plan. Woolpert will not initiate Phase 2 activities until this Phase Acceptance and Close process has been completed. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 18 Cityworks Enterprise Asset Management System Implementation Scope of Work PHASE 2 1 SYSTEM DESIGN AND CONFIGURATION TASK 2.1 1 PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site workshops and other related project meetings and organize them into a series of configuration documents that will be used to guide the required Cityworks configuration such that it supports the Client's asset maintenance management activi- ties. Associated sub -tasks are as follows: • SUB -TASK 2.1.1 1 PREPARE DRAFT CON- FIGURATION DOCUMENTATION • SUB -TASK 2.1.2 1 SUBMIT TO CUENT FOR RE- VIEW • SUB -TASK 2.1.3 1 FACILITATE REMOTE RE- VIEW MEETING WITH CLIENT TECHNICAL TEAM Deliverables • Woolpert team members will develop a set of configuration documents as more fully detailed above Assumptions • All above listed tasks will be performed remotely Client Responsibilities Task 2.1 Prepare Configuration Documentation Task 2.2 1 Facilitate Core Citk.sorks AMS Software Con`.fg.;ration Task 2.3 Cityvaork, MS - CCTV Integration Task 2.4 Review and Approval of Updated Configuration and Documentation Task 2.51 Provide Core Citvworks.4M,,S Software Demonstrations [Configuration in Deveio^went Envir•orment • Review the prepared Draft Configuration docu- mentation • Participate in the remote review meeting Task 2.8 Phase Acceptanc and Close Figure 3: Phase 2 Workflow TASK 2.2 1 FACILITATE CORE CITYWORKS AMS CONFIGURATION WORKSHOPS The Configuration Workshops will consist of a series of on-site meetings with Client staff to address all of the configuration elements that will need to be put into place. The first series of workshops will each be one and a half days in duration. The second round of workshops will each be one day in dura- tion. The workshops will address: • Domains. This is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping of employees for assignments to work orders and service requests (e.g. crews). City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 19 IA/ Cityworks Enterprise Asset Management System Implementation Scope of Work • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initiated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and a list will documented. • Projects. Projects to be managed within Cityworks As a result of the decisions made in the first round of workshops, Woolpert will prepare an update to the previously developed System Configuration Document. Extra planning steps and care taken during the initial phases of an implementation such as this will reap tremendous rewards when the system goes into production service. In support of the workshops, Woolpert will leverage the core Cityworks AMS configuration in the Client's Sandbox environment to help facilitate ideas and approaches to the configuration - this is also part of the overall iterative learning process and knowledge transfer. At the end of the first-round workshops, there will be a set of action items for Client staff to address, such as gathering the current list of employees, materials, equipment and hard copy work orders and service requirements. Woolpert will prepare a full list of action items and submit to the Client. At the end of the first round workshops, Woolpert will have enough information to configure approximately 30 percent of the City's needs. The second series of workshops will address proposed configuration approaches to service requests, work orders and inspections. During these workshops, the City's data will be available to be viewed within Cityworks via the Sandbox deployment. Woolpert will update the System Configuration with any new information or requirements learned. At the end of these meetings, Woolpert will have enough information to configure approximately 75 percent of the Client's needs. Upon completion of each round of workshops, Woolpert team members will undertake the physical Cityworks AMS database configuration to fully address the service requests, work orders and inspec- tions. Associated sub -tasks are as follows: • SUBTASK 2.2.1 I PROVIDE RECOMMENDED GEODATABASE ENHANCEMENTS TO SUPPORT SYSTEM • SUBTASK 2.2.2 I HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 1) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 1 • CONFIGURATION ROUND 1 (OFF-SITE) • SUBTASK 2.2.3 1 HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 2) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 2 • CONFIGURATION ROUND 2 (OFF-SITE) • SUBTASK 2.2.4 I HOLD ON-SITE CONFIGURATION MEETINGS (ROUND 3) (ON-SITE) • 6 GROUPS (PREP / 4 -DAYS / DAILY MEETING NOTES) ROUND 3 City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 20 IA/ Cityworks Enterprise Asset Management System Implementation Scope of Work • CONFIGURATION ROUND 3 (OFF-SITE) • CLIENT REVIEW (CLIENT TASK) Deliverables • Woolpert staff will facilitate two rounds of on-site configuration workshops • Round 1 - five workshops, each one and a half days in duration • Round 2 - five workshops, each one day in duration • Updates to the Configuration Documentation • Physical configuration of the Cityworks AMS database within the Sandbox environment Assumptions • AU workshop preparation activities will be performed remotely • Actual workshops will be administered on-site at Client facilities • Client staff participating in the Configuration workshops will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 2.3 1 CITYWORKS AMS - CCTV INTEGRATION Infrastructure Technologies will install ITpipes pipeline inspection management software for use by the City of Round Rock, Texas. This includes setup of ITpipes with a 3 user SQL network license for office users to provide reporting and GIS integration, Cityworks Integration, the ITpipes Sync Module, and GIS integration. Also, Infrastructure Technologies will migrate the city's existing ITpipes inspection data- bases into an ITpipes SQL server database. Week 1 2 3 4 5 6 Investigation/Discovery X X X Review and determine ITpipes template X X Migrate existing databases into a single SQL IT- pipes database X Office system installation X Update existing mobile system installations x Data sync between mobile system and office X Process review ft onsite training X Cityworks Integration Setup - TBD User Acceptance Testing X Golive X The following services and software will be provided by IT Pipes directly: Overall Tasks i3 Deliverables The following tasks below comprise Infrastructure Technologies' project approach : 1. Investigation /Discovery 2. Review and determine ITpipes template 3. Migrate existing databases into a single SQL ITpipes database 4. Office system installation 5. Update existing mobile system installations 6. Data sync between mobile system and office City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 21 \•I 7. Process review Et onsite training 8. Cityworks Integration Setup 9. User Acceptance Testing 10. Golive Task & Deliverables: Cityworks Enterprise Asset Management System Implementation Scope of Work 1. Task: Investigation/Discovery (Online) a. Overview: 1. Online review of options for implementation. b. Staff: Charles Prather c. Expectations/Assumptions: i. Client contacts : 1. Operations staff is familiar with iTpipes mobile systems. ii. Client can provide sample GIS data for assets that will be inspected in iTpipes. iii. Client contact: 1. That is able to edit/update GIS data is available. 2. Is familiar with legacy filing and storage system for media and where new inspection information will be stored. 3. Is familiar with the cctv truck operations. Knows the user list/contacts for end-users receiving ITpipes. d. Activities: 1. A known list of categories to cover is shown below, however, this is modified as discovery occurs. a. ITpipes template configuration based on existing Round Rock Template and GIS, . b. Truck Overlay layout c. Default report package d. Filing system layout e. Media naming conventions f. Media recording format g. Smart Tab/reporting setup (this would include any reports the user would like to generate from ITpipes). 2. ArcGIS integration options a. Determine data transfer/needs for GIS receive. b. Determine data setup for GIS viewiT. 3. User listing a. Who has mobile system installations that will need updated? b. Who will have office licenses? c. Who will have read-only viewtT software? d. Deliverables: i. Round Rock configured ITpipes template setup with all related settings, etc. ii. 2. Task: Migrate existing databases into a single SQL ITpipes database (Online) a. Overview: Migration of existing Microsoft Access databases into a SQL ITpipes database. b. Staff: Charles Prather & Jason Jones c. Expectations/Assumptions: 1. Template is confirmed from Task 1. ii. I.T. has access to clients existing inspection source via vpn, remote control or client can send data to I.T. on portable hard drives. iii. Client contacts will be available to provide feedback within 2 business days for data mapping and conversion process questions. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 22 11 / Cityworks Enterprise Asset Management System Implementation Scope of Work iv. Client selects 1-2 end users to existing inspection data migrated into ITpipes and approve the migration details/formats. End-users will need access to cli- ent pc that can have ITpipes installed. d. Activities: i. Determine where conversion will occur (vpn or client sending hd to I.T.) and have access to the data. ii. Compare databases and provide document for review and approval of field mapping. iii. Review with Round Rock personnel and modify as necessary. iv. Provide pilot data for review and further modification. v. Provide "MASS" data migration of the majority of legacy data. 1. Create master SQL db on Round Rock's server 2. Convert the data 3. Convert the media e. Provide follow-up data migration while implementation is occurring to move over any data collected between MASS migration and go -live date. f. Deliverables: i. An ITpipes SQL database on Round Rock's servers; client wilt continue collect- ing "new" data in existing format until go -live date. ii. A 90 -day demonstration license of ITpipes is installed via online services to fa- cilitate client review of pilot data project. 3. Task: Office system installation (Online) a. Overview: Installation of the software on the local office machines, testing the office machine connection to the Master SQL Db and GIS integration. (on applicable system) b. Staff: Kyle Johnson c. Activities: i. ChecklT review of each system ii. viewiT setup and licensed version setup iii. Install and setup GIS send iv. Install and set up GIS receive v. Test local system and connection to SQL. vi. Complete initial MASS data migration vii. Schedule online meeting to do basic training d. Expectations/Assumptions: i. Technical requirements are met. ii. Client contact has access to pc's where ITpipes will be installed. iii. Client contact knows which user receives GIS receive install/setup and has ac- cess to user system. iv. Client contact has access to SQL db/admin privileges to create the initial SQL database, as well as SQL server and planned data storage Locations for inspec- tion data. v. Client has access to ArcMap. e. Deliverables: ITpipes installed on office user systems. 4. Task: Update Existing Mobile Systems (Online) a. Overview: Online installation of the Mobile unit via online meeting, including updating ITpipes so system can integrate with ITpipes Sync Module and Cityworks Integration Module b. Staff: Kyle Johnson c. Expectations/Assumptions: i. technical requirements are met. ii. Client has setup a pc with ITpipes. iii. Client has functional cctv camera system, i.e. power or generator and camera are fully functional. d. Activities: City of Round Rock, Texas, Information Technology Department February 11`s, 2014 Exhibit "A" 23 Cityworks Enterprise Asset Management System Implementation Scope of Work i. Online software installation via remote pc hardware, camera hard- ware/distance encoder, video check, test installation ii. Online remote refresher training for field crews to review differences: 1. 2 personnel trained per field unit, up to 4 personnel trained total on field collection. e. Deliverables: ITpipes updated on the mobile systems and ready to integrate with City - works and updated training for operations staff. 5. Task: Data sync between mobile system and office (Online) a. Overview: Set up the Sync module to automate the process of transferring data from the mobile systems to the office. b. Staff: Kyle Johnson c. Expectations/Assumptions: i. Technical requirements are met. ii. Client field operations personnel have appropriate accessibility and permissions from their mobile system pc to the server for data sync operations. Client should have internal IT rep available to assist with permission adjustments if necessary. d. Activities: i. Install and set up Sync ii. Test the settings with sample data iii. Migrate data collected between MASS migration and go -live date e. Deliverables: comprehensive mapping and setup of data synchronization with the IT - pipes master database. 6. Cityworks Integration (Online) a. Overview: Setup automated integration of inspections from ITpipes into Cityworks. b. Staff: Kyle Johnson c. Expectations/Assumptions: i. Client has Cityworks server installed and configured to support STVlnspections. ii. Cityworks will be pre -configured to match ITpipes template. Client contact is available to modify Cityworks inputs to allow for configured fields and setup in ITpipes. ITpipes Host will be installed on a central server with access to Cityworks and ITpipes SQL database as well as Cityworks web API. iv. ITpipes Sync Client will be installed on each system that will be syncing with ITpipes and Cityworks. These systems must be joined to the same windows do- main the Host is installed. v. All other tasks are successfully completed and functional. d. Activities: i. Confirm processes and user actions relative to existing and potential work- flows. ii. Configure ITpipes Host via ITpipes Host Manager and trucks with IT Sync Client. Determine and setup data transfer and scheduling process. iii. If desired, flag legacy data to create work orders and upload data to Cityworks. e. Deliverables: i. Data synchronization for uploading completed inspections into the Cityworks master database. 7. Task: Process review & onsite training (Onsite) a. Overview: Process review of office and mobile software, sync tools, GIS tools and on- site training for end-users. b. Staff: Kyle Johnson ft/or Charles Prather c. Expectations/Assumptions: i. Personnel on office and field side that will use ITpipes are available, uninter- rupted for training. ii. Client has classroom style setup available for training. City of Round Rock, Texas, Information Technology Department February 11`", 2014 Exhibit "A" 24 Cityworks Enterprise Asset Management System Implementation Scope of Work iii. CCTV unit will be available for field training and a "simulated inspections" pipeline is available. d. Activities: i. Schedule on-site training for field crews (4 hours) 1. Field collection operations - review the differences in data backup via due to Cityworks Integration and Sync Module ii. Schedule training for office personnel (4 hours) 1. ITpipes with Analysis Module a GIS Select 2. Sync 3. GIS Receive Ft ViewIT iii. Schedule training for Round Rock's admin/I.T. staff (2 hours) 1. Review setup- workflow and integration data flow e. Deliverable: Documented processes for using ITpipes for mobile users, office users, and synchronization of data between the two. 8. Task: Go live (Onsite) a. Overview: Go live on-site 1 day with mobile, office, synchronization and integration and final data migration. b. Staff: Kyle Johnson Et/or Charles Prather c. Expectations/Assumptions: i. Client has work orders for tv inspections to be performed. d. Activities: i. Migration of data collected during interim period between MASS migration and go live date will be completed. ii. User acceptance testing. e. Deliverables: i. ITpipes fully functional in mobile system for data collection. ii. ITpipes fully functional on office systems for reporting. ITpipes mobile system field data automatically syncing with office server. iv. ITpipes accepting data from GIS and transferring asset data updates from field crew into GIS. v. ITpipes integrating with Cityworks for inspection/work order assignment and automated uploading of completed inspections. Deliverables • Services and software will be provided per above by IT Pipes. Assumptions • Infrastructure Technologies will have a main technical rep inside Round Rock assigned for or- ganizing Round Rock's personnel and requirements as needed. • All hardware/software requirements on the initial requirements listing have been met; also shown at the end of this document under "ITpipes Mobile 13 Office System Technical Require- ments" • Cityworks will be setup with the inspections module prior to Cityworks integration inside IT - pipes being setup. Client Responsibilities • Please see project clarifications, responsibilities and assumptions section. Additional feedback will be provided by IT Pipes directly. TASK 2.4 1 REVIEW AND APPROVAL OF UPDATED CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Task 2.2) to the Client team for review. The Client's project manager and technical team members will undertake an internal City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 25 \a/ TT Cityworks Enterprise Asset Management System Implementation Scope of Work review of this documentation, providing pertinent feedback to Woolpert. Upon completion of this task, we will have delivered a comprehensive set of configuration documents. There will be additional op- portunities to update this documentation in future project phases up to and including the final / ac- cepted configuration documents delivered just prior to go -live. Associated sub -tasks are as follows: • SUB -TASK 2.4.1 • SUB -TASK 2.4.2 MENTATION • SUB -TASK 2.4.3 • SUB -TASK 2.4.4 • SUB -TASK 2.4.5 Deliverables SUBMIT UPDATED CONFIGURATION DOCUMENTATION TO CLIENT CLIENT TECHNICAL TEAM TO REVIEW UPDATED CONFIGURATION AND DOCU- FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM UPDATE CONFIGURATION DOCUMENTATION PER CLIENT REVIEW COMMENTS SUBMIT UPDATED PRE -FINAL CONFIGURATION DOCUMENTATION TO CLIENT • Woolpert team members will update the configuration documents, as more fully detailed above, and submit to them to the Client for further review Assumptions • All above listed tasks will be performed remotely Client Responsibilities • Review the updated Draft Configuration documentation • Participate in the remote review meeting TASK 2.5 1 PROVIDE CORE CITYWORKS AMS SOFTWARE DEMONSTRATIONS [CONFIGURA- TION IN DEVELOPMENT ENVIRONMENT] Upon completion of the Cityworks AMS configuration, Woolpert will provide a series of three half day software demonstrations to Client staff. The purpose of these demonstrations is to provide an in-depth configuration review and answer all outstanding questions. At the end of this series of meetings, it is anticipated that there may be some minor requested changes to the system, which Woolpert will ad- dress prior to User Testing and Acceptance. Associated sub -tasks are as follows: • SUB -TASK 2.5.1 I • SUB -TASK 2.5.2 1 • SUB -TASK 2.5.3 1 • SUB -TASK 2.5.4 1 Deliverables PREPARE FOR DEMONSTRATION FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 1 (ON-SITE TASK) FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 2 (ON-SITE TASK) FACILITATE SOFTWARE CONFIGURATION DEMONSTRATION 3 (ON-SITE TASK) • A Woolpert team member will provide a series of on-site software demonstrations, as more ful- ly detailed above. • Woolpert will facilitate any outstanding configuration updates identified during these meetings prior to moving into User Acceptance Testing Assumptions • Alt software demonstrations will be provided on-site at Client facilities Client Responsibilities City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 26 Cityworks Enterprise Asset Management System Implementation Scope of Work • Secure an appropriate workshop facility • Coordinate and schedule workshop participants • Workshop participants shall actively participate in workshop activities TASK 2.6 1 DEVELOP REPORTS (OFF-SITE) Woolpert will catalogue all of the necessary reports learned throughout meetings. Once the reports have been prioritized, Woolpert's implementation / report development team will subsequently deploy as many of the identified reports as possible within the allocated budget. Woolpert will utilize Crystal Report or SQL Reporting Services (reporting engine is the City's choice) to configure and deploy the resultant reports. The reports will be submitted to the City as drafts for review and feedback. The City will have up to 10 days to provide feedback. Woolpert will incorporate requested changes into the re- ports. Deliverables • 80 hours of report design, development, feedback and testing Assumptions • This task is limited to 80 hours of report design, development, feedback and testing • Unused hours wilt not be charged and can be used at the discretion of the Client. Client Responsibilities • Prioritize the requested reports. TASK 2.7 1 PHASE 2 QUALITY CONTROL Throughout the performance of Phase 2 tasks and sub -tasks, and before any deliverables are submitted to the Client, the Woolpert Quality Assurance Team will be performing regular quality reviews of the work in progress. All quality reviews will be facilitated in accordance with Woolpert's in-house Quality Management Plan. TASK 2.8 1 PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client signs indicating Woo1pert has delivered the Phase 2 ser- vices in accordance with the project plan. Woolpert will not initiate Phase 3 activities until this Phase Acceptance and Close process has been completed. PHASE 3 1 SYSTEM INTEGRATION ANALYSIS The purpose of this task is to review the potential requirements, benefits and perceived return on in- vestment (ROI) for the following integration points: • Munis • Laserfiche • Incode • ITPipes • TRAKiT Woolpert has unparalleled experience integrating key decision support sys- tems and data with the Azteca's City - works product. Woolpert's experience with system integrations typically span multiple departments or divi- City of Round Rock, Texas, Information Technology Department February 11th, 2014 27 Cityworks Enterprise Asset Management System Implementation Scope of Work sions including: finance, customer service, operations, planning, and administration and include such vendors as PeopleSoft, Infinity, J.D. Edwards, ESRI, Oracle Applications, Hansen, and Harris Northstar to name a few. We have the references to prove our expertise leveraging both web services and data- base level integrations. We also have experience utilizing alt of Azteca's API's and even know their lim- itations. While some integrations are simple, involving moving a data file from point A to point B, the majority of them require a higher level of assurance that things are synchronized appropriately and working cor- rectly. In short, Woolpert understands the business processes in the public sector and knows that critical in- formation flows—like work management to financials, like customer service to work management—must be reliable, auditable, and secure. Woolpert will facilitate a series of integration -focused workshops over the course of approximately 4 and 1 /2 days that address the following systems and areas: • Hold Munis workshop • Hold Laserfiche workshop • Hold Incode workshop • Hold ITPipes workshop • Hold TRAKiT workshop • Hold IT workshop to discuss architecture, roles and responsibilities and GIS. If integration is deemed necessary, specific information will be generated in the planned Integration Analysis Document. Following the workshops, Woolpert will prepare a draft Integration Analysis Docu- ment that will detail the requirements for each integration, rotes and responsibilities of Woolpert, the Client and 3`d party vendors (if necessary). Level of effort and schedule will also be updated, if neces- sary, once the full level of effort, based on detailed integration requirements, have been discovered and documented. The draft Integration Analysis Document will be submitted to the Client for review and comment. Woolpert will facilitate a conference call to review the Client's feedback and update accordingly. Once the integration analysis is complete Woolpert can provide basic integration scope and fee es- timates if requested by the Client. Deliverables • Four and one-half days on-site for workshops. • Draft Integration Analysis Document. • Conference call to review feedback from Client on draft Integration Analysis Document. • Incorporate Client feedback on Integration Analysis Document. Client Responsibilities • No specific task responsibilities have been identified. Assumptions • No specific task assumptions have been identified. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 28 PHASE 4 f SYSTEM DEPLOYMENT Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 4.1: DEVELOP TEST PLAN The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server AMS solution and ensure all delivered functionality (applica- tion workflows, templates, and reports) are properly func- tioning. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks configuration must successfully achieve prior to being promoted to the Cli- ent's production environment will be defined. Addition- ally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be de- veloped as part of this plan. Final plan contents will be per common agreement between the Client testing team and Woolpert and will serve as the "script" for testing and approving the system configuration. The test plan will address the core Cityworks configuration. Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user ac- ceptance testing activities defined within the plan. Woolpert will provide ad-hoc remote support during the Client's testing activities. Additionally, upon the completed testing, and at specific in -testing milestones defined within the plan, Phase Acceptance Woolpert will make the required configuration updates / modifi- and close cations / corrections to achieve testing acceptance. Figure 4: Phase 4 Workflow The Client testers (Cityworks users) will "step" the Cityworks configuration through the test scripts defined within the Testing and Acceptance Plan. The test scenarios will be marked as either "pass" or "fail" with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related configuration updates wilt continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Task 4.1 1 Develop Test Plan Task 4.3 1 User Acceptance Testing in GEV Environment Task 4,4 ! Provide End -User Training Task 4,5 Pr c,ide Go -Live Support Associated sub -tasks are as follows: • SUB -TASK 4.1.1: WOOLPERT TO DEVELOP DRAFT USER ACCEPTANCE TEST (UAT) PLAN • SUB -TASK 4.1.2: WOOLPERT TO SUBMIT DRAFT UAT PLAN TO CLIENT PM • SUB -TASK 4.1.3: CLIENT TECHNICAL TEAM TO REVIEW DRAFT UAT PLAN (CLIENT -OWNED TASK) • SUB -TASK 4.1.4: WOOLPERT TO FACILITATE REMOTE REVIEW MEETING WITH CLIENT TECHNICAL TEAM • SUB -TASK 4.1.5: WOOLPERT TO UPDATE DRAFT UAT PLAN PER CLIENT COMMENTS • SUB -TASK 4.1.6: WOOLPERT TO SUBMIT UPDATED UAT PLAN TO CLIENT PM Deliverables City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 29 Cityworks Enterprise Asset Management System Implementation Scope of Work • Woolpert will prepare and deliver the draft Testing and Acceptance Plan to the Client project manager. • Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Cli- ent testing team. • Woolpert will update the testing and Acceptance Plan per the results of the review meeting and re -submit to the Client project manager Assumptions • The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities • The Client's project manager and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 4.2: PROVIDE TESTER TRAINING It will be the responsibility of the Client to select a number of end-users who will provide testing of the newly configured Cityworks AMS system. In order to effectively test the system in accordance with the testing plan, training will be provided to these end-users. The training will consist of four (3) consecu- tive business days of training. The following training will include the following: • Training Course 1 - System Administration 8 hours • Training Course 2 - Service Request / Work Management 8 hours Associated sub -tasks are as follows: • SUB -TASK 4.2.1: WOOLPERT TO PREPARE TRAINING MATERIALS • SUB -TASK 4.2.2: CLIENT PM TO PREPARE CLIENT SITE FOR TRAINING (CLIENT -OWNED TASK) • SUB -TASK 4.2.3: WOOLPERT TO PROVIDE ON-SITE TRAINING • SUB -TASK 4.2.3.1: TRAINING COURSE 1 - SYSTEM ADMINISTRATION (ON-SITE TASK) • SUB -TASK 4.2.3.2: TRAINING COURSE 2 - WORK MANAGEMENT (ON-SITE TASK) Deliverables • Woolpert's Project Manager will deliver the necessary training materials to the Client's project manager. Preparation and delivery of training materials shall be within two (2) business days prior to the scheduled start of on-site training activities. • Woolpert project team members will prepare and deliver training as detailed above. Assumptions • The Client understands that failure to provide the Client testing team with the appropriate training documents will impact Woolpert's ability to properly train these users in the time al- lotted for classroom training. • The Client understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert - Client training team being unable to provide the required training to the Client testers. • The Client understands that failure to properly prepare for and participate in the training ses- sions will significantly impact the Client testing team's ability to effectively make use of the configured Cityworks Server AMS application. • Custom training materials is not provided City of Round Rock, Texas, Information Technology Department February 11"', 2014 Exhibit "A" 30 Client Responsibilities Cityworks Enterprise Asset Management System Implementation Scope of Work • Distribute training materials to the Client testing team prior to the scheduled training sessions. • Ensure training room is prepared in advance. • The Client's project manager and testing team must thoroughly review and understand the training syllabus developed by Woolpert. • Secure an appropriate training facility suitable for participants, • Schedule and accommodate the appropriate Client testing team members such that they are available, without undue interruption, for the required number of days. TASK 4.3: USER ACCEPTANCE TESTING IN DEVELOPMENT ENVIRONMENT Once the Testing Plan has been approved by all parties, the Client testing team wilt undertake the user acceptance testing activities defined within the plan. Woolpert will provide ad-hoc remote support during Client -owned testing activities. Additionally, upon the completed testing, and at specific in - testing milestones defined within the plan, Woolpert will make the required configuration updates / modifications / corrections to achieve testing acceptance. Client testers will "step" the Cityworks Server AMS configurations through the test scripts defined with- in the Testing and Acceptance Plan. The test scenarios will be marked as either "pass" or "fail" with appropriate notes and screen shots provided to Woo1pert for resolution. Testing and related configura- tion updates will continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Associated sub -tasks are as follows: • SUB -TASK 4.3.1: CLIENT TESTING TEAM TO PERFORM USER ACCEPTANCE TESTING (CLIENT - OWNED TASK) • SUB -TASK 4.3.2: WOOLPERT TO PROVIDE REMOTE TESTING SUPPORT • SUB -TASK 4.3.3: WOOLPERT TO UPDATE AMS AND RELATED APPLICATION CONFIGURATIONS PER TESTING RESULTS • SUB -TASK 4.3.3.1: CITYWORKS AMS CONFIGURATION • SUB -TASK 4.3.3.2: CUSTOM APPLICATION INTERFACES CONFIGURATION • SUB -TASK 4.3.3.3: CONFIGURATION DOCUMENTATION Deliverables • Woolpert will provide up to forty (40) hours of remote ad-hoc UAT support • Woolpert will update the Cityworks Server AMS configuration based on UAT results • Woolpert will update the custom application interfaces based on UAT results • Woolpert will update the configuration documentation based on UAT results and updated con- figurations Assumptions • Client UAT efforts will remain focused on the scripts and criteria defined in the UAT Plan Client Responsibilities • Set-up and administer adequate testing facilities • Manage the testing process • Coordinate and schedule testing participants City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 31 \1I Cityworks Enterprise Asset Management System Implementation Scope of Work • Testing participants shall actively participate in testing activities TASK 4.4: PROVIDE END USER TRAINING Completion of the training efforts wilt result in Client system administrators and end-users being pro- vided the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server AMS and integrated applications in an effective manner such that the Client's over -arching busi- ness objectives can be met through use of the newly configured system. Wootpert team members will co -facilitate a series of Train -the -Trainer training classes. Each class will be facilitated on-site at the Client's identified training facility. Prior to the training, Woo[pert will pre- pare a training syllabus detailing each topic to be covered. We have devised our Train -the -Trainer plan to accommodate training up to ten (10) Client team mem- bers to be able to train other system users. Woolpert will provide the full suite of Cityworks Server AMS (and related applications) training to the Client's identified trainers. Immediately following this training, Woolpert will lead the first round of end-user training sessions (teaching the same material the Client trainers just learned) with support being provided by the newly trained Client staff. Upon completion of this first round of end-user train- ing, the Client trainers will proceed to undertake the remainder of the end-user training. While this formalized end-user training occurs just prior to go -live, Client system administrators will have already participated in the following training during prior project phases: • Software installation and configuration training (knowledge transfer) • Core Team training (system exposure prior to configuration workshops) • Multiple System Configuration workshops (in which the software is used extensively) • Multiple software demonstrations • Tester training Associated sub -tasks are as follows: • SUB -TASK 4.4.1: WOOLPERT TO PREPARE TRAINING MATERIALS • SUB -TASK 4.4.2: CLIENT PM TO PREPARE CLIENT SITE FOR TRAINING (CLIENT -OWNED TASK) • SUB -TASK 4.4.3: WOOLPERT TO PROVIDE ON-SITE TRAINER TRAINING • SUB -TASK 4.4.3.1: TRAIN -THE -TRAINER CLASS 1 - CITYWORKS DESIGNER AND ADMINISTRATOR TRAINING (10 TRAINERS) (ON-SITE TASK) • SUB -TASK 4.4.3.2: TRAIN -THE -TRAINER CLASS 2 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND INSPECTIONS TRAINING (10 TRAINERS) (ON-SITE TASK) • SUB -TASK 4.4.4: WOOLPERT TO PROVIDE ON-SITE END-USER TRAINING • SUB -TASK 4.4.4.1: END-USER CLASS 1 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (20 USERS) (ON-SITE TASK) • SUB -TASK 4.4.5: CLIENT TRAINERS TO PROVIDE END-USER TRAINING • SUB -TASK 4.4.5.1: END-USER CLASS 2 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) • SUB -TASK 4.4.5.2: END-USER CLASS 3 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 32 %•/ TT Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 4.4.5.3: END-USER CLASS 4 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) • SUB -TASK 4.4.5.4: END-USER CLASS 5 - CITYWORKS SERVICE REQUESTS, WORK ORDERS, AND IN- SPECTIONS TRAINING (15 USERS) (CLIENT -OWNED TASK) Deliverables • Preparation of training materials • Provision of training, as more fully detailed above Assumptions • The Client has an adequate training facility that can accommodate the resultant number of staff to be trained • Upon completion of two full rounds of training, Client trainers will be able to further train their end-users with little to no support Client Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants • Training participants shall actively participate in training activities TASK 4.5: PROVIDE GO -LIVE SUPPORT Immediately following the Cityworks Training, Woolpert will provide on-site System Go -Live support in order to assist with the successful start-up of the Cityworks system. During this time, Woolpert's Senior Systems Analyst and a Systems Analyst will assist the Client's end-users and system administrators with site-specific configuration issues. Additional coaching and supplemental training services will also be provided during this time. In preparation for go live, Woolpert's Senior Systems Analyst will work on-site with the Client's project manager and IT support staff to ensure that all terminals requiring access to the Cityworks application are tested for connectivity; all terminals requiring the ability to print documents are tested for con- nectivity; and alt system user accounts are tested for login ability. Additionally, as part of the go -live preparation activities, Woolpert's Senior Systems Analyst will migrate the configured and approved Cityworks database from the Development environment to the Production environment. During this time a Senior Developer will work with the Senior Systems Analyst to migrate the integration efforts to the production environment. During the first week of live Cityworks operations, Woolpert's Senior Systems Analyst and Systems Ana- lyst will provide the on-site support required to coach new users and provide detailed technical sys- tems support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommodate the Client schedules. Associated sub -tasks are as follows: • SUB -TASK 4.5.1: WOOLPERT TO ENVIRONMENT (ON-SITE TASK) • SUB -TASK 4.5.2: WOOLPERT TO TABASE (ON-SITE TASK) • SUB -TASK 4.5.3: WOOLPERT TO TASK) MIGRATE AMS APPLICATIONS AND DATABASES TO PRODUCTION PERFORM DATA LOAD TO PRODUCTION ENVIRONMENT AMS DA - PROVIDE ONE WEEK OF ON-SITE GO -LIVE SUPPORT (ON-SITE City of Round Rock, Texas, Information Technology Department February 11t, 2014 Exhibit "A" 33 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work • SUB -TASK 4.5.4: WOOLPERT TO PROVIDE ONE WEEK OF REMOTE POST GO -LIVE SUPPORT Deliverables • Woolpert will migrate all applications and databases from Development to Production environ- ment • Woolpert will perform a final data load of converted legacy data sets to Production database • A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to forty (40) hours each to support system go -live activities • Woolpert will provide up to twenty (20) hours of remote post go -live support during the first week of full system use immediately following the go -live activities. Assumptions • The Client's project manager wilt provide project sign -off within agreed upon timeframe fol- lowing Go -Live. Client Responsibilities • The Client's project manager and IT support staff should equally assist in administering the Go - Live tasks to make sure it is clear to the End -Users that the Client is internally capable of sup- porting the newly deployed Cityworks Server AMS solution. The Client system administrators and IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during this time. TASK 4.6: PHASE 4 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independ- ent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. TASK 4.7: PHASE ACCEPTANCE AND CLOSE This is the Phase 4 exit document that the Client signs indicating Woolpert has delivered the Phase 4 services in accordance with the Scope of Work. After the phase 4 has been approved by the Client, Woolpert will provide a project dose document for signature by the Client, signifying that all items listed within this scope of work have been completed. City of Round Rock, Texas, Information Technology Department February 11 "', 2014 Exhibit "A" 34 %Al PHASE 5 - EXTENDED SUPPORT Cityworks Enterprise Asset Management System Implementation Scope of Work TASK 5.1 — ONGOING CITYWORKS SUPPORT Woolpert proposes 80 hours of support time at a flat rate of $140 hour for any assistance requested by the Client specifically where Woolpert is needed. Deliverables • 80 hours of support at $140 / hour Assumptions • None Client Responsibilities • Client will send an email or call designated contact when support is required. Priority designa- tions to issues will be discussed prior to beginning this task. TASK 5.2 — EXTENDED REVIEW AND MODIFICATIONS Upon the completed implementation, testing and acceptance, and go -live of the primary Cityworks system, Woolpert will facilitate a series of extended system configuration reviews and modifications. The intent of these extended configuration reviews is to provide the Client an opportunity to review the usage of the Cityworks system and determine configuration modifications that are desirable to sup- port new, additional, or modified business objectives. Two review / modification milestones will be administered, one at thirty days and another at sixty days as specified in the following sections. Subtask 5.3.1 —30 Day Review and Modifications Woo!pert will facilitate a 30 Day Review and Modifications meeting for up to four hours with the Client for the purpose of reviewing the Cityworks implementation and determining any desired system modifi- cations based on the Client's use of the system during the first thirty days after Go -live. This meeting wilt be held on-site at the Client's facilities. Prior to the meeting Woolpert will spend up to eight hours on-site to meet with end-users to receive their input and document the desired modifi- cation requirements. This information will be used as a foundation to conduct the meeting. Following this meeting Woolpert will generate a 30 day review and modification document to be sub- mitted to the Client for review and acceptance. This document will prioritize the order of enhance- ments by user groups. The Client will have five working days to review this document and provide Woolpert with any and all comments pertaining to said review / configuration document. Upon acceptance of this document Woolpert will spend up to twenty-four hours making modifications to the system configuration. Woolpert will facilitate the required configuration modifications within ten working days of the Client's acceptance of the modifications document. Should any of the identi- fied modifications require Longer than the allocated twenty four hours to complete, they will be shelved and addressed during the completion of the 60 Day Review and Modifications sub -task. Subtask 5.3.2 —60 Day Review and Modifications Woolpert will facilitate a 60 Day Review and Modifications meeting for up to four hours with the Client for the purpose of reviewing the Cityworks implementation and determining any desired system modifi- cations based on the Client's use of the system during the first sixty days after Go -live. This meeting will be facilitated remotely. Woolpert will spend up to four hours meeting with end-users via teleconference to receive their input and document the desired modification requirements. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 35 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work Following this meeting Woolpert will generate a 60 day review and modification document to be sub- mitted to the Client for review and acceptance. This document will prioritize the order of enhance- ments by user groups. The Client will have five working days to review this document and provide Woolpert with any and all comments pertaining to said review / configuration document. Upon acceptance of this document Woolpert will spend up to sixteen hours making modifications to the system configuration. Woolpert will facilitate the required configuration modifications within ten working days of the Client's acceptance of the modifications document. Should any of the identified modifications require longer than the allocated sixteen hours completing, Woolpert will notify the Cli- ent's Project Manager of the need for additional scope and fee to complete the desired modifications. Deliverables • Woolpert will facilitate a series of 30 and 60 -day system review/modifications, as specified above, in order to accommodate configuration changes suitable to the Client's asset manage- ment workflows. Assumptions • None Client Responsibilities • None City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 36 �A/ PROJECT FEE Cityworks Enterprise Asset Management System Implementation Scope of Work We have provided summary view of the project costs by major phase below. The accompanying MS Pro- ject file has a detailed view of hours and fee by task and sub -task. Phar( Project Management V/oi k, (Hours) 285.00 Cos[ ($) $59,562.38 PHASE 1 I PROJECT PLANNING 418.00 $76,516.50 PHASE 2 ( SYSTEM DESIGN & CONFIGURATION 638.75 $106,094.75 PHASE 3 1 SYSTEM INTEGRATION 490.00 $82,089.50 PHASE 4 1 SYSTEM DEPLOYMENT 815.6 $136,329.95 PHASE 5 1 ONGOING SUPPORT 124.00 $18,987.50 PHASE 6 1 ITPIPES MOBILE & OFFICE SYSTEM IMPLEMEN- TATION (Schedule to be determined) N/A $46,025.00 Total 2,771.35 $525,605.58 City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 37 \A/ PROJECT SCHEDULE Cityworks Enterprise Asset Management System Implementation Scope of Work The accompanying Microsoft Project Schedule Gantt Chart reflects the above detailed Scope of Work, as presented, can be delivered within approximately 16 months. The MS Project file is called 2013117_RoundRock_Basetine Schedule.mpp. This project duration will begin upon Notice to Proceed along with a purchase order issued to Woolpert. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 38 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work APPENDIX A - CLIENT PROVIDED INFORMATION Woolpert Scope 1. Best Practice Data/Process Advice 1.1 Water Utility System (Consist of one water treatment plant; water distribution system with pipe- lines, valves, hydrants, etc.; six wells; elevated and ground storage tanks; pumping stations; etc.). There are numerous processes within the Water Utility System of which the following have been mapped out in detail. 1.1.1 New Meter Installation o Meter Change -Out Program o Meter Reading/Billing o Automatic Meter Reading (AMR) Program o Backflow Prevention o Chlorine Residuals Sampling o Bacteriological Testing and Billing o Irrigation System Evaluation o Manage Valve Maintenance Data o Daily Water Production Reporting o GIS Hydrant Maintenance o Verify Water System Easement with DSO o Internal Water Maps o Development Services Office (DSO) Projects in Utility GIS o Water System Easement Verification o Water Infrastructure Asset Inventory o Water Line Locates o Water Line Maintenance Work Orders 1.2 Wastewater Utility System (Consists of collection system with pipelines and manholes, lift sta- tions, and two treatment plants). There are numerous processes within the Wastewater Utility Sys- tem of which the following have been mapped out in detail. o Pretreatment Program o Surcharge ID Sampling o Wastewater Line Maintenance Work Orders o Verify Wastewater Easements with Development Services Office o Internal Wastewater Maps o Development Services Office Projects in Utility GIS o Wastewater Easement Verification o Wastewater Infrastructure Asset Inventory o Wastewater Line Locates 1.1. Parks and Recreation o Balt fields o Signage o Park furniture o Trails o Trees City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 39 Cityworks Enterprise Asset Management System Implementation Scope of Work 1.2. Drainage o Stormwater Drainage System o Water Quality Ponds o Detention Ponds 1.3. Signs ft Signals o Pole signs o Overhead signs o Signals 1.4. Streets o Pavement markings o Traffic control 1.4.1. 2. Implement Cityworks Asset Management/Workorders o Water System Utility o Wastewater System Utility o Parks and Recreation 3. Integrations o Munis o Incode (SQL version) o ITPipes o TRAKiT City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 40 City Works - Implementation 10.29.13 Cityworks Enterprise Asset Management System Implementation Scope of Work PARD City Works Implementation Team: David Buzzell, Jillian Arthur, Randy Gordon, Emsud Horo- zovic Items to track in system: Activities: Ex. Mowing, Edging, Graffiti Removal, Limb Removal, etc - SEE FULL LIST BELOW Activity Categories: Athletic Field Maintenance, Landscaping & Tree Care, etc - SEE FULL LIST BELOW Events: Christmas Family Night, 4th of July, Super Series, etc - WORKING ON COMPLETE LIST Event Categories: PARD, City, Outside Event - WORKING ON COMPLETE LIST Crews: OSPV, In -Town, Forestry, Aquatics, Maintenance/Construction (5 crews total) Materials: Chemicals, Turface, etc. - WORKING ON COMPLETE LIST Equipment: Lawnmowers, Backhoes, Vehicles, etc. - WORKING ON COMPLETE LIST Staff: Listed in system by initials, paygrade, etc. Contract Labor Volunteer Labor Non -PARD City Department Labor (ex: Police/Fire Labor Hours for 4`h of July) Assets: Parks, Traits, Open Space, Recreation Centers (Currently tracked by Location, Area, Section) - SEE ATTACHED LIST Items within parks/rec centers: benches, playgrounds, water fountains, trails, etc. (90% currently in GIS) Conduit, Electrical, IT Cables, Irrigation Lines Planted Trees -NOT YET INVENTORIED List of Activity Categories a Activities General Maintenance & Mowing Mowing/Edging/Trimming Rounds Daily Maintenance Painting Power Washing Chemical Application - Pools Landscaping & Tree Care Landscape Planting Weeding Beds Mulching Tree Care Tree Planting Tree Trimming Pruning Brush Clearing Irrigation Irrigation Checks Repairs Updating Water Schedules Athletic Field Maintenance Drag & Stripe Top Dressing Painting Ballfietd Duty Chemical Application - Fields Aerating Event/Tournament Work Setup Support Ballfietd Work Trash Pickup Teardown Improvements & Special Projects Re -grading Field Installing New Element Facility Improvement Cleaning & Trash Pickup General Facility Cleaning Trash Pickup City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 41 IA/ Graffiti Cleanup Misc. Activities Training Playground Inspection Cityworks Enterprise Asset Management System Implementation Scope of Work Winterizing Pickup & Delivery Line Locate Administrative Work Events PARD Event Arbor Day Boat Regatta Christmas Family Night Daddy Daughter Dance Easter Egg Hunt Family Campout Park Opening Fall Fun Festival Holiday Bazaar Fourth of July Movies in the Park Mud Quest Outlaw Trail Outdoor Family Campout Touch a Truck Rock 'N Lights Spunky Shaytah 5K Youth Fishing Derby Night Rider 5K for Clay City Event Blue Santa Market Days Pink Heals Outside Event Amistad Fiesta Centex Elite Showcase Juneteenth Round Rock ISD Event Super Series Ultimate Frisbee Reindeer Run 5K 3v3 Live Daffodil Days City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 42 \A/ Cityworks Enterprise Asset Management System Implementation Scope of Work APPENDIX B - ITPIPES MOBILE Ft OFFICE SYSTEM TECHNICAL REQUIREMENTS Below we have listed requirements for each license and/or module included in the estimate. Require- ments displayed in grey are considered automatically included or non-essential based on your needs as we understand them. However, please ensure you review all items as we may be unaware of special circumstances within your organization. MOBILE SYSTEM REQUIREMENTS: • ITpipes mobile package installed and setup • Mobile systems must be joined to the same domain where the ITpipes Host software is in- stalled. • Laptop or full-sized pc hardware must meet current specs on the Sales Lounge. • Windows 7, 32 bit or Windows XP SP3 ADMINISTRATIVE SETUP OR SUPPORT: • Network connection or setup of hard drive transfer of data from vehicle to office • Network connection login credentials for user • Cityworks login credentials for users • GIS file access and plan for updating GIS files on mobile system RECOMMENDATIONS: • Recommended antivirus setup on mobile system pc OFFICE SYSTEM CORE LICENSE, 3 USER NETWORK SQL REQUIREMENTS: • The network license does require a current Service Agreement to be reactivated or supported at any time; an initial one year period is included with the initial purchase. • SQL Server 2005 or higher • Administrative permissions are required to create the initial SQL database • Client pcs must meet minimum specs on Sates Lounge • 1 gb connection recommended for data access from users - this is critical if reviewing video across the network. WMV files are highly compressed but we recommend testing review prior to committing towards this course of data review for networked users. GIS SELECT MODULE REQUIREMENTS: • ESRI GIS Desktop with a unique identification system for assets that matches unique id entered into ITpipes GIS RECEIVE MODULE REQUIREMENTS: • ESRI GIS Desktop with a unique identification system for assets that matches unique id entered into ITpipes • Edit permissions are required for user access to this module. • We highly recommend this only be setup and used by a GIS administrator. City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 43 • ITpipes core SQL license Cityworks Enterprise Asset Management System Implementation Scope of Work CITYWORKS INTEGRATION Ft SYNC MODULE REQUIREMENTS: • Network or other access to the location where the Cityworks database is located • Cityworks login credentials are required to run this module. • ITpipes core license • If transferring video via network or other wireless communication, we recommend testing video speed. ADMINISTRATIVE SETUP OR SUPPORT • Network access to Cityworks database location • SQL db initial creation and initial testing - 10-30 minutes • Single unit testing - "live office installation" - 2 to 4 hours • Merge/Sync initial testing - 2 to 4 hours • Training on client installs and time for client installs - training 20 minutes, installs 5-10 mins each • GIS edit permissions for user with GIS receive setup City of Round Rock, Texas, Information Technology Department February 11th, 2014 Exhibit "A" 44