CM-2023-075 - 4/14/2023PREPARED FOR
City Of Round Rock ("Subscriber")
Corey Amidon
Assistant Director, Facility Maintenance
212 Commerce Blvd
Round Rock, TX 78664
PREPARED BY
Brightly Software Inc ("Company")
11000 Regency Parkway, Suite 300
Cary, NC 27518
Dude Solutions is now Brightly. Same world -class software, new look and feel.
Meet Brightly at brightlysoftware.com
PUBLISHED ON
March 23, 2023
N
U0F
Q-323205
Omnia contract number R210702
Term: 7 months (04/01/2023-10/3112023)
PricinOgrBased
Item
Start Date
End Date
Investment
Asset Essentials
4/1 /2023
10/31/2023
940,000.00 Sq.
18,037.01 USD
Core Plus
Ft.
Capital Predictor
4/1/2023
10/31/2023
450,000.00 Sq.
4,940.83 USD
Enterprise
Ft.
- Predictor
Facilities/Physical
4/1/2023
10/31/2023
Included
Plant
- Facilities/Physical
4/1/2023
10/31/2023
Included
Plant Module
-Asset Essentials
4/1/2023
10/31/2023
Included
I nventory
Multi-Product
-1,981.03 USD
Bundle Promotion
3.0 Month(s) included at no additional cost on the first term 4/1 /2023 -
6/30/2023
-g 770 95 USD
Subtotal: 11,225.86USD
2
Item Pricing Based On Investment
Asset Essentials Consulting 1.00 Units
- Parts 4,484.00 USD
Asset Essentials Core
Implementation with
940,000.00 Sq. Ft.
16,544.00 USD
Consulting
Capital Predictor Enterprise
Implementation
One -Time
25,560.00 USD
PM Schedule Creation
798,536.00 Sq. Ft.
12,704.71 USD
Equipment Barcode
Tagging
798,536.00 Sq. Ft.
12,704.71 USD
Facility Condition
Assessment
798,536.00 Sq' Ft.
93,875.89 USD
Predictor Enterprise
Implementation Promotion
One -Time Promotion
-7,412.40 USD
Subtotal: 158,460,91 USD
• Unless otherwise indicated, product bundle promotional pricing is extended for the month in which the
quote is created.
Asset Essentials - Assets and PM Schedules
Implementation Consulting Package
Statement of Work
Purpose
Brightly's (Company) Asset Essentials is designed to provide our clients with focused guidance by experienced
consultants to ensure an effective and efficient implementation and a faster ROI, This includes - meeting with
key stakeholders to ensure the set-up and configuration of the system will meet the client's current and future
needs; location and category hierarchies are configured appropriately; workflows meet the needs of the
business; available data is cleaned, aligned, and imported; and end users are trained and ready for go -live.
value
By partnering with Brightly, you are provided expert guidance in the best practice configuration and usage of
Asset Essentials. The following are ways in which this value is realized:
Faster time to value: clients who leverage our focused consulting services see implementation time
frames that are up to four times faster than clients who do not utilize our services.
Expert data management: we work with client data every day and provide guidance on creating good
data for reporting. In partnership, we will help clean up and import data for you, allowing you more time
to focus on your daily operations, and not the one-time activities necessary to get your account
configured effectively.
Dedicated professional services: the partnership between you and your consultant will align Asset
Essentials best practices, configuration, and workflows to best meet your business needs. Our team will
bring their thousands of hours of expertise to the table, helping ensure a smooth transition to your new
CMMS system.
Deliverables
• Project kick-off call with a Company Project Coordinator
• Determine specific maintenance related goals and objectives to drive the most effective Asset Essentials
configuration to meet the client's current and future needs
• Determine and set-up appropriate workflows and drop -down lists
• Review, cleanse and import available user, location, asset, and scheduled PM data
• Assets, PMs, and Corrective Work Order Processes
• Training for Admins, Leads and Full Users
• Go -Live Support for additional assistance during roll -out
• Unlimited access to Help Site, Virtual Classroom Trainings, and Best Practice webinars - during and after
implementation
Methodology and Approach
Brightly or a qualified Service Provider (Company Service Provider) will interview your key maintenance
stakeholders to determine account configurations and settings. With over 12,000 clients successfully using our
software, we understand the importance of understanding your goals, objectives, and current workflows, as
4
E�;;]
well as the importance of getting to know your users. Your professional services implementation will begin with
an Orientation Call with a dedicated Project Coordinator. Additional resources will help prepare you for your
consulting time through access to a project collaboration tool (Financial Force Community) where a team of
implementation specialists will help answer questions and provide access and recommendations for Virtual
Classroom Training sessions. Once your data has been collected you will be ready to work with your assigned
consultant to understand your workflow, cleanse and import your data, configure your account, and offer user -
role based software training sessions.
Below are topics that will be discussed with your Company Service Provider:
• The primary reasons your organization began a CMMS search
• The ideal timeline for completion
• Business deadlines that drive this timeline
• Project team members who will be participating in the implementation, and their roles
• Internal champions for this project
• Sceptics that may require additional change management support
• Issues, barriers, or roadblocks that your organization experienced with previous software
implementations
• Resolution of those issues for this implementation/conversion
• Aspects of AE planned for immediate use
• Aspects of AE planned for future use
• Aspects of AE planned not to be used
Mobile App
Cost Centers/Budgets
Connector Tool Integration
Projects
Parts and POs
Capital Forecast/Predictor Core
Citizen Portal
Mobile profiles
PM scheduling and best practices
AE Reporting
Goals and Reporting
• Reports/information needed from Asset Essentials for who and how often
• Key maintenance metrics
• Overall goals of your maintenance department
• Goals/needs from Asset Essentials CMMS
• Measures of success for this implementation
Users
• Users who will use Asset Essentials
• Roles for each user
• Responsibilities of each role including unique responsibilities within common roles
• Permissions per role
• Requester access, usage, and approval
• Specialized user needs
• Departments
Facilities
• Multiple site(s)
• Facility layout
• Parent -child Locations for Buildings and Rooms
• Identifying Building -type Locations
• Management/supervisory responsibilities by functional area
• Similarities/differences between facilities
Assets
• Asset life cycle process within your operation
• Major types/categories of equipment
• Asset Parent -child relationships
• Meters used
• Key reporting needed to drive effective asset management
Maintenance Operations
• Maintenance department org chart/hierarchy
• Techs specialized or general or both
• Tech service areas (if applicable)
Departments other than maintenance involved in Asset Essentials -
• What departments
• Type of involvement
• Contractors
Workflow
• WO workflow processes -
• Requests/Corrective WO's
• Determining factors for who gets assigned each corrective or PM WO
• Examples include Location, Work Category, Type, Status, Priority, etc.
N �J
6
• P M's
Steps in the process -
• Requester process
• Approval process, if required
• Assignment Process
• Completion requirements
• Mobile app usage
• Assigned from PM to an individual or flow through a planner/supervisor
• Asset Essentials creates Location or Asset -based PMs
• Tasks Library
• Scheduling cycles and stacking groups
Overall WO management
• Prioritization
• Daily/Weekly needs
• Cost Tracking
• Building Views
• WO Reporting
Go Live Support
• Begin using AE as your primary CMMS
• Provide internal support for basic usability questions
• up to 4 weekly follow up sessions with your Implementation Specialist to review progress with rollout
and user adoption.
Implementation Complete!
• Project Close
• Begin working with Company's Legendary Support Team (LST) for ongoing user questions
Sample consulting engagement
Our primary goal is to assist your team in their transition to a new solution. Through our interviews with key
staff, we will identify your objectives to focus on during our stay. Below you'll find an example schedule of a
typical consulting engagement. Time invested into each phase varies based on client need.
Discovery Phase
The discovery phase is typically a phone or web interview that typically lasts a couple of hours
• Interview maintenance and operations managers/supervisors, technicians, operators
• Overview of application with key stakeholders
• Define workflow and use -cases within the applications
• Discuss change management and strategy
Data Loading and Configuration
Preparing Data is a key component of the service and requires client input, but the consultant will take care of the
rest!
r
7
E�;;Oi
• Data review of existing data from previous CMMS system or data sets
• Map current data into AE setup and format
• Determine priority of data load to meet use -cases
• Review data in AE and discuss data management
Use -case setup and PM training
Setup workflow to meet use -cases and begin PM training
• Refinements to configuration, workflow and data as needed
• Build workflow to meet agreed use -cases
• Refine Request/Work Order templates to capture required data
• Training on creating and maintaining PMs with application Admins and Supervisors
Hands-on User Training
User training sessions by user role or function and typically lost up to 90 minutes for up to 10-15 users
Train end users - supervisors, technicians, and requestors
Hands on training of reactive workflow with Supervisors
Mobile or Desktop training available for most user roles
Evaluation
At the conclusion of the consulting service, the consultant will forward notes to your project coordinator
capturing what was accomplished and any recommended next steps. The project coordinator will schedule a
follow-up call within 2 weeks of the consulting service. Ongoing communication until the project is complete will
be through your Financial Force Community project.
Post Enablement Support
After data is loaded, the account configured, and users are trained the system is ready to roll -out
• Support go -live -adjust configuration, provide additional training and data entry support
• Review aspects of AE planned for future use
• Define follow-up tasks and next steps
• Define Post Launch Support point of contact
Project Assumptions
Company has made the following general assumptions in this SOW to derive the estimated cost for this project.
It is the responsibility of Client to validate these assumptions and responsibilities before signing the
Acceptance. Deviations from these assumptions may impact Company's ability to successfully complete the
project. Any changes in scope, schedule, or costs will be documented by the Project Coordinator, whether there
is a cost impact or not.
Company is not responsible for delays caused by missing data or other configuration information that is
required to be available prior to the consulting service. Having the requested data and configuration
information available prior to the consulting service may minimize delays so progress can be made
quickly.
Client Assumptions
• Configuration and data options may vary based on the version of Asset Essentials and the
8
corresponding service level that was purchased.
• Client IT department is responsible for ensuring access to mobile devices, internet connections, email
access and web link access to the application(s)
• The client will schedule time for the appropriate resources to be available to the consultant for all
scheduled consulting activity. The success of this process is dependent on the attendance and full
engagement of the key stakeholders. The client will also provide a dedicated room or area with
adequate technology for a successful consulting service, including but not limited to monitor/projector,
computers/tablets, quality phone connection, and wireless internet access.
• All key stakeholders who will take part in the goals and objectives and data portions of the consulting
service have attended the recommended virtual classroom trainings prior to the service.
• Prior to the consulting service, the client will provide data for each record type in Excel or CSV format in
one file and one sheet with one record and its associated information per row.
• If there is no existing Asset data, the consultant will guide the client to focus on safety and location -
based PMs and inspections.
• Rescheduling or cancellation of the service within 2 weeks of the scheduled delivery date will result in a
$500 rescheduling fee.
Asset Essentials - Parts Implementation
Consulting Package
Statement of Work
Purpose
Brightly' (Brightly) Asset Essentials is designed to provide our clients with focused guidance by experienced
consultants to ensure an effective and efficient implementation and a faster ROL This includes - meeting with
key stakeholders to ensure the set-up and configuration of the system will meet the client's current and future
needs; location and category hierarchies are configured appropriately; workflows meet the needs of the
business; available data is cleaned, aligned and imported; and end users are trained and ready for go -live.
Value
By partnering with Brightly, you are provided expert guidance in the best practice configuration and usage of
Asset Essentials. The following are ways in which this value is realized:
• raster time to value: clients who leverage our focused consulting services see implementation time
frames that are up to four times faster than clients who do not utilize our services.
• Expert data management: we work with client data every day and provide guidance on creating good
data for reporting. In partnership, we will help clean up and import data for you, allowing you more
time to focus on your daily operations, and not the one-time activities necessary to get your account
configured effectively.
• Dedicated professional services: the partnership between you and your consultant will align Asset
Essentials best practices, configuration and workflows to best meet your business needs. Our team will
bring their thousands of hours of expertise to the table, helping ensure a smooth transition to your new
9
Ni
CMMS system.
Deliverables
• Project kick-off call with a Brightly Project Coordinator
• Determine specific maintenance related goals and objectives to drive the most effective Asset Essentials
configuration to meet the client's current and future needs for Parts management
• Determine and set-up appropriate Parts' drop -down lists
• Review, cleanse and import available Parts data
• Train Parts admins, leads and end users
• Go -Live Support for additional assistance during roll -out
• Unlimited access to Help Site, Virtual Classroom Trainings, and Best Practice webinars - during and after
implementation
Methodology and Approach
Brightly or a qualified Service Provider (Brightly Service Provider) will interview your key maintenance
stakeholders to determine account configurations and settings. With over 12,000 clients successfully using our
software, we understand the importance of understanding your goals, objectives, and current workflows, as
well as the importance of getting to know your users. Your professional services implementation will begin with
an Orientation Call with a dedicated Project Coordinator. Additional resources will help prepare you for your
consulting time through access to a project collaboration tool where a team of implementation specialists will
help answer questions and provide access and recommendations for Virtual Classroom Training sessions. Once
your data has been collected you will be ready to work with your assigned consultant to understand your
workflow, cleanse and import your data, configure your account and offer user -role based software training
sessions.
Below are topics that will be discussed with your Brightly Service Provider:
• Discuss client organization's current parts management strategy
• The ideal timeline for completion
• Business deadlines that drive this timeline
• Project team members who will be participating in the implementation, and their roles
• Internal champions for this project
• Sceptics that may require additional change management support
• Issues, barriers, or roadblocks that your organization experienced
with previous software implementations
• Resolution of those issues for this implementation/conversion
Aspects of AE-Parts planned for immediate use
• Aspects of AE-Parts planned for future use
• Aspects of AE-Parts planned not to be used
Mobile App
WO Parts
Warehouse Management
PO Process
Connector Tool Integration
Goals and Reporting
• Reports/information needed from Asset Essentials for who and how often
• Key metrics
• Overall goals of your maintenance department
• Goals/needs from Asset Essentials Parts
• Measures of success for this implementation
Users
• Users who will use Asset Essentials Parts functionality
• Roles for each user
• Responsibilities of each role including unique responsibilities within common roles
• Permissions per role
• Requester usage and approval
• Specialized user needs
Parts
• Inventory processes
• Asset Bill of Materials
• Part naming and numbering
• Part categorization
• Parts location management
• Part Kits
• Inventory versus non -inventory use cases
• Transaction types
• Part item level attributes
• Parts on Work Orders workflow
• PO Process
• Replenishment steps
Maintenance Operations
• Maintenance department org chart/hierarchy
• Inventory controls process
• Who can revise Parts master list?
• Who can Receive?
• Who can Dispatch?
r•�
11
10C
• Departments other than maintenance involved in Asset Essentials -
• What departments
• Type of involvement
Workflow
• Parts workflow processes -
• PM's/Corrective WO's
• When are Parts and Part Costs added to WOs
• Will web, mobile application or Parts Express toolkit be utilized
• Steps in part procurement/replenishment process
Go Live Support
• Begin using AE as your inventory system for work orders
• Provide internal support for basic usability questions
Up to 4 weekly follow up sessions with your Implementation Specialist to review progress with rollout
and user adoption.
Implementation Complete!
• Project Close
• Begin working with Brightly's Legendary Support Team (LST) for ongoing user questions
Sample consulting engagement
Our primary goal is to assist your team in their transition to a new solution. Through our interviews with key
staff, we will identify your objectives to focus on during the consulting service. Below you'll find an example
schedule of a typical consulting engagement. While not all projects require 3 days, experience has shown this to
be a reliable model.
Discovery Phase
The discovery phase is typically a phone or web interview that typically lasts a couple of hours
• Interview inventory and operations managers/supervisors, & inventory clerks
• Review Asset Essentials setup structure to best way to utilize, categorize, and locate Parts
• Review existing Parts data - spreadsheets, inventory, suppliers, purchasing history, etc.
Data Loading and Configuration
Preparing Data is a key component of the service and requires client input, but the consultant will take care of
the rest!
• Import categorization, locations and users to support Parts workflow
• Review User Role configurations
• Clean up Parts lists for consistency as needed
• Import required fields and Parts list
Hands-on User Training
User training sessions by user role or function and typically last up to 90 minutes for up to 10-15 users
12
•
• Review Replenishment process
• PO Workflow (Optional)
• Train end users on managing Parts list and inventory replenishment process
• Reporting Overview
Evaluation
At the conclusion of the consulting service, the consultant will forward notes to your project coordinator
capturing what was accomplished and any recommended next steps. The project coordinator will schedule a
follow-up call within 2 weeks of the consulting service. Ongoing communication until the project is complete will
be through your Financial Force Community project.
Post Enablement Support
After data is loaded, the account configured, and users are trained the system is ready to roll -out
• Support go -live - adjust configuration, provide additional training and data entry support
• Review aspects of AE planned for future use
• Define follow-up tasks and next steps
• Define Post Launch Support point of contact
Project Assumptions
Brightly has made the following general assumptions in this SOW to derive the estimated cost for this project. It
is the responsibility of Client to validate these assumptions and responsibilities before signing the Acceptance,
Deviations from these assumptions may impact Brightly's ability to successfully complete the project. Any
changes in scope, schedule, or costs will be documented by the Project Coordinator, whether there is a cost
impact or not.
• Brightly is not responsible for delays caused by missing data or other configuration information that is
required to be available prior to the consulting service. Having the requested data and configuration
information available prior to the consulting service may minimize delays so progress can be made
quickly.
Client Assumptions
• Configuration and data options may vary based on the version of Asset Essentials and the
corresponding service level that was purchased.
• Client will have access to GIS system. ArcGIS online Viewer licenses may be required.
Client will have access to personnel on their side to make changes to GIS.
• GIS layers should all have unique names and Global IDs for Asset -syncing to be successful.
• Client IT department is responsible for ensuring access to mobile devices, internet connections, email
access and web link access to the application(s)
• The client will schedule time for the appropriate resources to be available to the consultant for all
scheduled consulting activity. The success of this process is dependent on the attendance and
full engagement of the key stakeholders. The client will also provide a dedicated room or area with
adequate technology for a successful consulting service, including but not limited to monitor/projector,
computers/tablets, quality phone connection, and wireless internet access.
• All key stakeholders who will take part in the goals and objectives and data portions of the consulting
13
koC
service have attended the recommended virtual classroom trainings prior to the service.
• Prior to the consulting service, the client will provide data for each record type in Excel or CSV format in
one file and one sheet with one record and its associated information per row.
• Rescheduling or cancellation of the service within 2 weeks of the scheduled delivery date will result in a
$SOO rescheduling fee.
14
N
Predictor Enterprise Implementation and
Training - Statement of Work
Package 2
Purpose
The purpose of the Predictor Enterprise Implementation and Training Services, as scoped herein, is to deliver
the model development, training, and support required to realize the value that a Predictor Enterprise
subscription has to offer for building asset lifecycle models in support of the Client's infrastructure investment
planning processes. To facilitate this outcome, a Brightly's (Company) Selected Consultant (Consultant) will
conduct workshops with Client staff members (workshop participants) focused on developing a first -generation
lifecycle model* using the Client's data.
Through the workshop experience, follow-up meetings, and post -implementation support, Client staff will be
provided the opportunity to learn the essentials of building asset lifecycle models with Predictor Enterprise.
With this background and understanding, Client staff will be able to assume ownership of the first -generation
lifecycle models and continue to build out "what -if' scenarios after training is complete with support from the
Company Selected Consultant,
Value
By partnering with Brightly, you are provided expert guidance in the best practice configuration and usage of
Predictor Enterprise. In summary, the scope of the proposed Predictor Enterprise Implementation and Training
Services includes:
• Workshop training sessions led by the Consultant focused on building lifecycle model(s) for the asset
class(es) identified in this SOW and using the Client's data;
• Client data loaded into the lifecycle model(s) in Predictor using the asset class(es) identified in this SOW
and using the Client's data and input;
• One (1) month of online support provided directly by the Consultant. This service is designed to provide
Client staff with assistance in matters related to reporting; troubleshooting, and refining the previously
delivered lifecycle model(s);
• Support and guidance for installing Predictor Enterprise on the Windows operating system;
• Guidance on how to structure data for effective lifecycle modeling;
*A "first -generation lifecycle model" is a fully functional Predictor Enterprise lifecycle model that can
be used to present reports and explore the functional aspects of Predictor Enterprise software.
However, the term'first-generation' is used to qualify that the model may not yet be mature or
accurate enough for actual decision- making purposes. Also note that a single model applies to a
single asset class. For example, a model built for pavement would not include information about
signage or street markings.
Per this scope of services, a first -generation lifecycle model will be developed for the asset class identified
below (select one):
15
Methodology and Approach
Task 1: Pre -Workshop Kick -Off Meeting and; Preparation
Consultant will work with the Client's designated Project Manager to facilitate a Kick -Off Meeting
and prepare themselves and the Client's project team for data gathering and the upcoming workshop
activities.
Sub -Task 1.1: Kick -Off Meeting
[Remote Task: up to 2 hours duration]
The purpose of the Kick -Off Meeting is to:
1. Review project goals and objectives;
2. Review data requirements;
3. Review available data sources and decision support criteria;
4. Schedule the workshop;
5. Determine an appropriate time for client staff to install Predictor Enterprise on Client computers;
6. Address any scope, logistical, or scheduling questions.
Sub -Task 1.2: Pre -Workshop Preparation
[Remote Task: duration is as needed, not to exceed 16 hours]
Project preparation tasks during this phase of the project will include:
1. Consultant will review relevant information provided by the Client, including data sources (such as GIS),
decision support processes, plans, assessment reports, and other information that will be beneficial to
the project outcomes. Consultant will advise Client of any schema or data changes required for a
successful model. Consultant may make assumptions or calculate additional fields so the model may
proceed to be built in a timely manner if required changes to source data are not completed by the
Client in a timely manner.
2. Software installation requirements will be reviewed during the Kick -Off meeting, and access to Company
online Predictor Enterprise resources will be provided. An email will be issued to designated Client staff
with links to access the software, Knowledge Base, and eLearning videos. The Consultant will provide
additional support as required. A meeting with a Client IT representative may be necessary.
Client Responsibilities
1. Designate a Project Manager. This person will interact directly with the Consultant to set meeting times,
coordinate staff, direct feedback, approve invoices and other tasks as required to help keep the project
on track,
2. Determine who will participate in the Data Gathering and Workshop sessions. Company suggests that
16
participants include both personnel who are actively involved in plan decision making and personnel
who are responsible for managing data that contributes to the decision -making processes.
3. Determine and assemble data sources that will be used in Predictor Enterprise. This should include any
existing condition rating systems, decision support criteria used to determine repair, rehabilitate, and
replace, budget and planning strategies. These resources will be provided to the Consultant for review
prior to the onsite workshop.
4. Complete data schema and/or data updates recommended by the consultant and provide updated data
to Consultant.
5. Consultant will host the meeting using online screen sharing software (WebEx, Zoom, or similar). The
Client is responsible for ensuring remote access for all Client participants.
Deliverables
1. A remotely facilitated Project Kick -Off Meeting, up to two (2) hours in duration, to be facilitated
by Company's Solutions Consultant and attended by applicable Client and Consultant team members.
Task 2: Lifecycle Model Training and Model Building Workshop [Remote Task: Three-day duration]
A series of remote workshop sessions will be facilitated by the Consultant over an agreed -upon multi -day
period. Ideally, remote workshop activities should be completed within a one (1) to three (3) week
period. The purpose of workshop session is to train Client staff on the creation of asset lifecycle
models through the process of building first -generation lifecycle models for the scoped assets, using
the Client's data.
The workshop is as follows:
1. Overview Presentation and Discussion
Workshop Session 1: (3 hours)
Participants: Senior Managers, Asset System Managers, GIS staff, Project Manager
Consultant will step the workshop participants through a comprehensive overview of asset lifecycle modeling
using Predictor Enterprise. Participants will be encouraged to ask questions and engage in discussion
as Consultant presents the following:
1. Introductions and goal review;
2. An overview of strategic asset management, lifecycle modeling, and Predictor Enterprise;
3. An in-depth interactive presentation on the process of developing lifecycle models using examples in
Predictor Enterprise relevant to scoped assets;
4. Integration with GIS;
5. Reporting methods.
2. Lifecycle Model Development and Training for Asset Group 1
Workshop Session 2: (3 hours)
Workshop Session 3: (3 hours)
Participants: Client Asset System Managers and their designee(s), Project Manager
Consultant will lead a training workshop for developing lifecycle model parameters for the selected asset
class(es). The training will be facilitated by the Consultant using remote screens of Predictor Enterprise,
GIS, and other software as required. Workshop participants may follow along using Predictor
Enterprise on their laptops but are not required to do so. Aspects of lifecycle modeling that the
training will focus on include:
a. Treatment parameters. The types of treatments that are currently being used, criteria for triggering
treatments, and treatment effects.
b. Service State (aka Condition) criteria. Criteria for determining the service state of assets, including
condition scoring, likelihood of failure, age, and other criteria as it would be used for decision making.
C. Lifecycle criteria such as material, size, location, era of installation, and other criteria that contributes
toward defining the life expectancy of assets.
d. Degradation Profile. The deterioration curve of the asset(s).
e. Decision criteria. Additional decision criteria other than service state that will be used in
the lifecycle model. Examples include material, criticality, capacity, location etc.
f. Decision Model. How all the criteria come together to trigger treatments and their effects in a decision
model.
g. Costing data for each treatment, which are determined in the unit of measure for the asset(s).
h. Budget caps. At least one simulation should be built on existing budgets. Other simulations may be
created that vary the budget amounts.
i. Data structure. Evaluate how the Client's data matches up to the decision criteria. Make note of
modifications that may need to be performed.
j. Forced projects. Any projects that the Client is already committed to may be identified and forced to
happen in the designated year in the model simulation.
k. Data acquisition from a Feature Service on ArcGIS Online
I. Data structure, Evaluate how the Client's data matches up to the decision criteria. Make note of
modifications that may need to be performed. Some modifications can be made in the workshop.
m. Forced projects. Any projects that the Client is already committed to may be identified and forced to
happen in the designated year in the model simulation.
n. Predictor Enterprise Reports
o. Publishing Predictor Enterprise simulation results to ArcGIS as a time enabled Feature Class
18
Pic
3. Wrap Up
Workshop Session 4: (3 hours)
Participants: Project Manager and others to be determined
This time is reserved if needed for activities identified in previous sessions that need to be
further addressed. This may include the development of a list of next steps, meeting with IT staff regarding
software installation or other topics as required.
Client Responsibilities
1. Consultant will host the meetings using online screen sharing software (MS Teams, Zoom, or similar).
The Client is responsible for ensuring remote access for all Client participants.
2. Client staff should arrive prepared with all digital and paper -based information deemed relevant to the
workshop.
Deliverables
1. Copies of presentation material.
2. Remote Training Workshop sessions facilitated by an Company Solutions Consultant as described
herein,
3. First generation Predictor Enterprise model files as developed in the workshop.
4. All participants are provided an opportunity to learn how to utilize the Predictor Enterprise software.
5. The Consultant engages in a post -workshop meeting with the Client's Project Manager to solicit feedback
and discuss the post workshop training and support phase of the project.
Task 3: Post Workshop Training and Support
(Remote Task: duration is as needed, not to exceed 16 hours]
During the one (1) month period immediately following delivery of the first -generation Predictor
Enterprise lifecycle models, the Consultant will remain the primary contact for support and follow-up training as
it becomes desired by the Client staff who participated in the Task 2 workshops. The purpose of this support
period is to provide Client staff an opportunity to ask questions on the lifecycle model(s), reports, data, or other
material deemed necessary by the Client to extend the value of the Predictor Enterprise subscription. This
support and training is in addition to Company's standard support services.
1. All support and training will be provided through email, scheduled online meetings, and phone
conferences. The Client Project Manager will schedule the support activities with the Company Solutions
Selected Consultant prior to each event.
2. At Consultant's sole discretion, the Consultant may engage in some development of lifecycle models,
E3
Pic
reports, or other material in consultation with the Client as deemed appropriate to further the training
of Client staff.
3. Support and training are limited to staff who participate in the training workshop, but the services
provided by Consultant during this phase includes help for workshop participants to communicate
to other Client staff.
Project Assumptions
Company has made the following general assumptions in this SOW to derive the estimated cost for this project.
It is the responsibility of Client to validate these assumptions, which include Client responsibilities before
signing the Acceptance. Deviations from these assumptions may impact Company's ability to successfully
complete the project. Any changes in scope, schedule, or costs will be documented by the Project Coordinator,
whether there is a cost impact or not.
• Company and Consultant are not responsible for delays caused by missing data or other configuration
information that is required to be available prior to the consulting service. heaving the requested data
and configuration information available prior to the consulting service may minimize delays so progress
can be made quickly.
• Client shall use best efforts to Identify of all project -related key information to allow the project
schedules to begin on time. Any changes to key information after Project kickoff may require a Change
Controls.
• Parties agree to provide timely responses to task -related emails or phone calls to enable on -time
completion of all assignments.
• At least 24-hour notice cancellation shall be given by the Parties if required members for any scheduled
meeting cannot attend. This shall allow sufficient time to cancel/re-schedule the meeting as soon as
possible to keep the project on schedule.
• Prerequisite data gathering, which may relate to an orientation call or requirements gathering meeting,
must be completed prior to the scheduled meeting. A productive meeting requires that the data
gathering be complete in advance of the meeting.
Excluded from Services
For the avoidance of doubt, the following services are not included:
• Unless otherwise included in the Consulting service, evaluation of your current practices, policies,
procedures, or personnel for the purposes of performance or other improvements.
• Troubleshooting any issues related to your IT infrastructure, including computer software not provided
by Brightly and/or GIS or other systems.
• Migration of data from other systems or locations, unless specified on the Order Form.
• Updating any of your source data.
• Export of data to any other systems or third parties other than those specified on the Order Form.
20
Milestone Billing - Invoice Schedule
Invoicing for the Predictor Enterprise Model Development service will be provided as delivery milestones are.
Below is the schedule for the billing milestones and the related percentage.
Predictor Enterprise Model
Description
Percentage
Development Milestones
Kickoff and Data Gathering
Kickoff meeting and initial model preparation (Task 1)
,4f
Workshop Sessions and Wrap Up
Lifecycle model budding, workshop sessions and wrap up (Task 2)
o'
21
Facility Condition Assessment Scope of Work
Purpose
Brightly's ("Company") facility condition assessment ("FCA") is a visual assessment evaluating the facility systems
based on the following Standard Scope of Work ("SOW"). This FCA service will collect data on major facility
assets, as well as provide narratives that summarize assessment observations and comments. An inventory
of Equipment Items as well as a forecast model of upcoming System/Sub-System replacements will be imported
into Company's work & asset management, capital forecasting and capital prediction software solutions as set
forth on the applicable Order Form.
Value
By partnering with Company you not only gain the engineering expertise of Company's Service Providers; you
also are provided with assurance that the data collected as a result of the facility condition assessment is
properly integrated into your Company software applications. Company has successfully completed more than
800 projects ranging from Facility Condition Assessments, Asset Inventory Collection (including barcoding) and
preventive maintenance schedule creation. Our methodology provides you with confidence to make better
data, decision -making on both short-term and long-term capital investment needs of your organization.
Deliverables
All FCA's will include a deliverable containing the following items:
• Narrative report with descriptions of major systems and corresponding conditions
• Primary digital photos of key components and deficiencies are included in the narrative
• 20-year capital Reserve table with System/Sub-System replacement costs and dates
• Import of Systems -level detail into client's Company capital forecasting/prediction solution
• Import major Equipment Items into client's Company work & asset management solution.
Methodology and Approach
A Certified Company Service Provider will collect, document, and analyze
the facilities assessment data to achieve the following:
• At the start of each building or facility assessment we will interview client's staff to understand what
improvements have been made in the last three years, what improvements are planned in the next
three years and known problems that may exist.
• Inventory all major building equipment including quantity, size, asset tag number, manufacturer, model
and serial number.
• Identify deficient conditions in terms of deferred maintenance and building condition.
• Provide a reasonable cost analysis for the above -mentioned efforts.
• For single building projects, provide a report for the property that details the assessment data.
• For multi -building projects, data will be collected from every building in the portfolio. The narrative
report will include an executive role up for all sites included with the service.
The field data collection will be performed at an individual and system level as described below:
22
N �J
1. Detailed data collection of individual equipment items will be captured to build an equipment inventory
which will be imported into Company's work & asset management solution as defined in the Asset
Inventory and System/Component table below.
2. A condition assessment of major building systems, including HVAC, Electrical, Plumbing, Roofing, Site
Paving, Vertical Transportation, Structural and Building Envelope to be imported into Company's capital
forecasting/prediction solution as defined in the Asset Inventory and System/Component table below.
1. HVAC equipment items only will also be tracked in the capital forecast or prediction solution as specific
Sub -Systems. For these items, Make/Model/Serial Number will be captured and tracked in the
Equipment Inventory, and the item will also be included as a Sub -System.
2. All other major Systems will be collected at the Systems Level in Company's capital forecasting solution
as a general Sub -Systems.
Asset Inventory and Systems/Component Table
The following table defines the standard SOW that will be followed to capture the equipment data used to build
the Equipment Inventory, which will be imported into the Work & Asset Management Solution as well as
the System -Sub -System data used to build the Capital Reserve Table that will be imported into the capital
forecasting or prediction solution.
Table Column Header Descriptions
Individual or System Level Capture
Individual = Item will be collected individually
System = Item will be grouped by system or sub -system, location will correspond to the associated
building structure
Item Represented in Capital Forecasting or Prediction solution? Y/N
• No = Cost information related to individually captured items will be provided at a system or sub -system
level only in capital forecasting or prediction solution
Included in Equipment Inventory? Y/N
• No = Item will not be setup in the work & asset management solution
*items captured as a system will be setup as a single equipment inventory item so that work can be
tracked against it.
Exterior Systems
23
Exterior Doors
System Level
Yes
No
Exterior Walls
System Level
Yes
Na
(Finish)
Exterior Windows
System Level
Yes
No
Roofing
System Level
Yes
No
Electrical
Automatic Transfer
Make/Model/Serial number will be
Individual
No
yes
Switch
captured when available
Electric Door
Individual
No
Yes
Exterior Doors Only
Systems
Emergency
Must be Permanently Installed, does
Individual
No
Yes
Generators
not include mobile units
Main Distribution
Primary panel bringing utility into
Individual
No
YP-.
Panels
building only
Motor Control
Individual
No
Yes
Centers
Switchgear
Individual
No
Yes
Primary Service to Building (Must be
Transformers
Individual
No
Yes
Client Owned)
Breakers, switches
Not Included in Service
or starters
Individual light
fixtures (emergency, Not Included in Service
exterior, etc.)
Motors Not Included in Service
Portable
Not Included in Service
Generators
24
Secondary Electrical
Not Included in Service
Panels
VFDs Not Included in Service
Emergency Back
System Level
Yes
Up Lights
Lighted Exit Signs
System Level
Yes
Equipment
Commercial
Laundry (washers,
Individual
No
dryers)
Commercial Trash
Individual
No
Compactors
Residential Type
Appliances, Shop
Not Included in Service
Tools and
Equipment
Exterior Enclosure
Garage Door &
Garage Door
Individual
No
Opener
Fire Protection
Eyewash / Safety
Individual
No
Showers
Fire Pump
Individual
No
Main Fire Panel
Individual
No
Fire valves, Not Included in Service
hydrants
N
Yes Cost model based upon building SQ
FT cost
Yes
Yes
Client -Owned, Permanently -
Yes installed facility infrastructure units
only
Residential Washer/Dryers,
Refrigerators, Microwaves and
Ranges Not Included
Commercial Type Garage Openers
Yes Only (Excludes Residential single
care garage doors)
Yes Permanently Installed Items
Main Fire Pump and Jockey Pumps
Yes greater than 1 HP
Yes
Included in Alarm System SF Cost
5
Smoke detectors,
Not Included in Service
Included in Alarm System SF Cost
horn strobes
AEDs
System Level
Yes
ti >
Fire Alarm System
System Level
Yes
YrS
Barcode applied to Main Fire Panel
Fire Extinguishers
System Level
Yes
Yes
Specialty Fire
Suppression
System Level
Yes
Yes
Kitchen -Style Suppression System
System
Sprinkler System
System Level
Yes
Yes
HVAC
Air Handling Units
Individual
Yes
Yes
Includes Rooftop and Ground
Boilers
Individual
Yes
Yes
Building Automation
Individual
Yes
Yes
System
Chilled Water
Individual
Yes
Yes
pumps
Chillers
Individual
Yes
Yes
Cooling Tower
Individual
Yes
Yes
pumps
Cooling Towers
Individual
Yes
Yes
Deaerators
Individual
Yes
Yes
Energy Recovery
Individual
Yes
Yes
Units
Exhaust Fans
Individual
Yes
Yes
Rooftop Only
Exhaust hoods
Individual
Yes
Yes
Furnaces
Individual
Yes
Yes
Non -Residential
•
26
NO
Make/Model/Serial number will be
captured for both interior and
Heat Pumps ,,..,., .u, gas Yes exterior when accessible; otherwise
it will be captured as one single cost
and item
Hot Water pumps
Individual
Make Up Air Units
Individual
Package AC Units
Individual
Split Systems Individual
Unit Heaters Individual
Fan Coil Units* Individual
Unit Ventilators* Individual
VAV Boxes* Individual
Yes Yes
Yes Yes
Yes Yes includes Rooftop and Ground
Ductless Split Systems will be
captured as one single item. The
Yes Yes barcode will be located on the
exterior unit
Yes
Window Units Not Included in Service
Radiators Not Included in Service
Thermostatic
Not Included in Service
Controls
Interior Systems
Yes
included in the service and
quantified based on client supplied
Yes yes data and/or drawings only. *No
visual capture.
Included in the service and
quantified based on client supplied
Yes Yes data and/or drawings only. *No
visual capture.
Included in the service and
YES Yes quantified based on client supplied
data and/or drawings only. *No
visual capture.
P
V10
Interior Ceiling System Level Yes No
Interior Doors System Level Yes No
Interior Floor System Level Yes No
Interior Walls System Level Yes No
Kitchen
Dishwashers
Individual
No
Yes
Commercial -Style, non-residential
Freezer (Walk In,
Individual
No
Yes
Reach In)
Will not receive a barcode if
Grease Traps
individual
No
Yes
barcoding services is included
Large Kitchen
Individual
No
Yes
Valued above $2,000
Equipment
Oven, Stoves
Individual
No
Yes
Refrigerator (Walk
Individual
No
Yes
Commercial -style, non-residential
In, Reach In)
Broilers, Grills,
Individual
No
Yes
Valued above $2,000
Fryers
Counter Top
Appliances
Not Included in Service
Cutlery
Not Included in Service
Tables, Racks
Not Included in Service
Plumbing
Domestic Hot Water
80 Gallons and Above. Does not
Heaters
Individual
No
Ves
include Instant Hot Water Heaters
Domestic water
Individual No Yes 1 HP and above
Booster Pumps
28
Hot Water Storage
Individual
Tank
Main Backflow
Includes Domestic and Fire
Individual
14 k-
Yes
Preventer
Suppression
Sump Pumps
Individual
No
Yes
Fixtures
System Level
Yes
No
Filters
Not Included in Service
Strainers
Not Included in Service
valves
Not Included in Service
Site
Improvements
Drainage Systems
System Level
Yes
No
Parking, Paving,
System Level
Yes
No
Sidewalks
Under the floor, behind the wall
related items - electrical
distribution,
Utilities
System Level
Yes
No
Domestic water/sewer &
HVAC Ductwork. Cost
per sq. ft. estimation for
replacement/rehab.
Vertical
Transportation
Dumb Waiter
Individual
No
Yes
Elevators
Individual
No
Yes
Escalators
Individual
No
Yes
29
For the Equipment Items and Systems/Sub-Systems listed in the Asset Inventory and Systems/Component
Table above, the following attributes will be captured as follows depending on whether the item is included in
the Equipment Inventory and/or as a General or Specific System Component of the Capital Forecast or Capital
Prediction solution:
T '
Corresponding
Equipment Item Number
N
Equipment Item
Number will replace
Sub -System ID
N*
Corresponding
System -Component ID
N
Y
Equipment Item
Number will replace
Sub -System ID
Site/Location/Bu ilding
Y
Y
Y
Name
Description
Y
Y
Y
System/Sub System
N
Y
Y
Classification/Type
Y
N
N
Unit of Measure
N
Y
Y
Quantity
N
Y
Y
Unit Cost
N
Y
Y
N*
Manu/Model/Serial
N
Will be included on
NumbersY
Individual Equipment
Record
30
Tag
(if available)
Date In Service
(if available)
N
Y
Condition Y
Estimated Replacement
r '{
Cost
Estimated Next
Replacement Date y y
Life Cycle
Y Y Y
Included in 20-year Capital
fY Y Y
Forecast?
Evaluation
At the conclusion of the assessment(s), the Company Service
Provider will prepare reports as described above that include:
• A general description of the property and improvements and
comment generally on observed conditions.
• Comments for components that are exhibiting deferred maintenance issues and provide estimates for
"immediate" and "capital repair" costs based on observed conditions, available maintenance history and
industry -standard useful life estimates. If applicable, this analysis will include the review of any available
documents pertaining to capital improvements completed within the last three years, or currently under
contract. The Company Service Provider shall also inquire about available maintenance records and
procedures and interview current available on -site maintenance staff.
• A schedule for recommended replacement or repairs (schedule of priorities).
• Address critical repairs separately from repairs anticipated over the term of the analysis.
• A FCI index number for each building.
• A twenty year capital plan with an Executive Summary with graphic presentation of results to provide a quick, "user-
friendly" summary of the property's observed condition and estimated costs assigned by category.
Cost Estimating
31
0r
Each single building report will include an estimated cost for each System/Sub-System repair or replacement
anticipated during the evaluation term. The capital needs analysis will be presented as an Excel -based cost
table that includes a summary of the description of each component, the age and estimated remaining useful
life, the anticipated year of repair or replacement, quantity, unit cost and total cost for the repair of each line
item. A consolidated Capital Needs Analysis will be presented that includes all anticipated capital needs for all
buildings.
In addition to the detailed description of the deficiencies, we will provide cost estimates for the deficiencies
noted. The cost estimate for capital deficiencies will be based on the estimate for maintenance and repair.
Project management costs, construction fees, and design fees will be derived using actual costs from previous
projects, if available.
Company Service Providers use the ASTM Uniformat II system for categorization and a proprietary blend of
national prevailing industry -standard cost models for cost estimating. Company also maintains and updates
our cost estimating system with information received from the field. Through our construction monitoring
work, we have current cost data from hundreds of in -progress construction and rehabilitation projects. This
allows us to project costs based on local conditions and to maintain a cost database that in most cases is more
current than published models.
Assumptions
• Average building square footage is greater than 10,000 sq. feet. If average square footage
of all buildings to be included to receive the service is less than 10,000 sq. feet, custom pricing is
needed.
• All buildings are located within one primary geographic zone/region (Example -School District, Higher
Education, Main Campus, and Town). If multiple or scattered locations across the state are to receive
the service a custom quote must be obtained. (Example - Multiple Higher Education Satellite Campuses
locations, State Department Agencies)
• Residence Halls - A sampling would be based upon visits to approx. 20% of the rooms. When calculating
the projected replacement cost of the in -residence items, these items will be treated as a system. A cost
based upon the sampling will be generated for the system. Individual in -room collection of assets would
not be provided, if desired a custom quote would be needed.
• Reconciliation of existing equipment in Company work & asset management solutions and updating of
historical records will not be performed. If reconciliation is required this is subject to additional costs
depending upon the amount of changes requested.
• Capture of Data plate information is subject to readily accessible, legible information plate.
• Company team members make final determination of whether areas housing assets are safely
accessible for data collection.
• Company team members will not move assets or interfere with asset functionality to collect nameplate
information.
• All Data on SOW is captured at the asset level -subcomponents of assets listed on the SOW will not be
captured.
• Equipment not in service or identified as "Run -to -Fail' are excluded from data gathering service unless
inventory is required for compliance purposes.
Client Responsibility
3
1. Client will provide the needed input, resources, and documentation to support the tasks of the service
and associated timelines for delivery of the service.
2. Any data to be migrated from client drawings or spreadsheets has to be provided to the Company
Service Provider within 15 business days of completion of onsite activity.
3. Client will review and provide any feedback related to data sent to them for review by Company Service
Provider or Company within 15 business days or unless otherwise determined.
4. If Data is not reviewed within the 15 business day time period Company will assume that the Data
provided by the Company Service Provider is approved and will load into the client's software.
5. Client will be responsible for scheduling and coordinating all meetings and interviews involving other
teams, departments, management teams or other necessary resources required for the success of this
project.
6. Client will provide adequate access to working facilities (i.e., access badge, parking pass), if specific
authorization or clearance is required client will notify Company and/or Company Service Provider in
advance of onsite.
7. Client will ensure that the Company Service Provider is granted accessibility to the facilities and/or
systems required to conduct the necessary work defined in this SOW. if Company Service Provider is not
granted access to all areas, this could result in missed information gathering and/or delays in
implementation timelines. For Flat Roofs, this means providing the Company Service Providers with
access to a ladder so that they are able to conduct a visual assessment.
8. Client will ensure that the Company Service Provider is granted accessibility to Company Software, for
Clients with Connect Authenticate/Single Sign On this may require your Technology Team to setup the
Company Service Provider in your organizations Identity Provider service.
9. Client will provide a knowledgeable escort for work defined in this SOW and access to personnel as
necessary.
10. Reconciliation of existing equipment in Company work & asset management solutions and cleanup of
historical records and/or data within the software is subject to additional costs depending upon the
amount of changes requested.
11. Company is not responsible for reconciliation of portable or moveable assets after onsite collection is
performed.
12. Addition of Equipment Barcode Tagging services must be purchased prior to onsite activity by the
Company Service Provider and is not included in the Standard FCA SOW,
Milestone Billing- Invoice Schedule
Invoicing for the Facility Condition Assessment service will be provided as delivery milestones are completed for
projects equal or greater than 154,000 square feet. Below is the schedule for the billing milestones and the
related percentage.
33
C:
Project acquisition template set up, vendor kickoff call with client, Travel
Mobilization fi 595
arrangement costs; other miscellaneous pre -visit preparation
Project launch meeting with client first day of onsite, acquisition of data to
On -Site Field Data Capture Scope of Work at all locations included in project, and closing meeting at 35%
end of onsite activity to confirm completion and review next step actions.
Data Management Data activity, including quality assurance and control that occurs after field 35%
work is completed to produce the data file.
Creation and delivery of final narrative reports (FCA), and data files (FCA/ Report Data Gathering) to client, t
*If project is greater than 1.51M Square feet additional milestones will be leveraged.
Equipment Inventory Barcoding Service
Purpose
The Equipment Inventory Barcoding Service works with your Brightly Work & Asset Management solution in
conjunction with an "Equipment Inventory" (Data Gathering) or a Facility Condition Assessment (FCA) service
offering.
Value
Barcoding identifies equipment by assigning a unique number to that equipment item which will then serve as
an identifier in your Brightly Work & Asset Management system database allowing for easier identification and
tracking of the item. The barcoding of equipment inventory occurs during the onsite equipment data gathering/
collection process.
Deliverables by Brightly to the Client include the following:
Commercially produced weather resistant barcodes will be applied to the major pieces of equipment
covered in the scope of work provided in the Data Gathering or Facility Condition Assessment services.
Barcode numbers will be available for use at the time equipment inventory data is imported into your
Brightly Work & Asset Management solution.
The Brightly Service Provider will make an effort to apply barcodes in a convenient location so the facility's
maintenance staff can easily identify them. Based upon our professional expertise, we recommend the
following -
• Application of the barcode shall be placed next to the Data Plate of an Asset. Placing barcodes in this
M,
r
location ensures that the barcode can be easily identified and associated to the asset in a CMMS
software.
If data plate is not present, or is inaccessible, the barcode will be placed in an accessible area that is
easily seen by maintenance technicians, does not detract from the appearance of the equipment, isn't in
danger of being tampered with, or will be otherwise destroyed through normal use and cleaning of the
asset.
Assumptions
• Purchase of service is made prior to onsite activity. If onsite activity has been completed, custom pricing
would be required as a revisit would be needed for the placement of the barcodes.
• For Asset Essentials Clients, determination of 1 D (Standard) vs 2D (QR Codes) is required prior to onsite
activity. URL creation along with QR code purchase and encoding is needed prior to onsite activity. If
determination is not provided prior to onsite activity, 1 D (Standard) barcodes will be used.
Invoice Schedule
Invoicing for the Barcoding Service will be provided upon completion of onsite activity at 100%.
Preventive Maintenance Schedule Creation
Purpose
Preventive Maintenance (PM) Schedule creation is a service offering provided in conjunction with an
"Equipment Inventory" (Data Gathering) service or Facility Condition Assessment (FCA). PM Schedules will be
generated off the equipment inventory collected by the Company Service Provider during either the Data
Gathering or FCA service. The intent of this service is to identify needed procedures and inspections required
to maintain facilities systems in safe, reliable and efficient condition.
Value
By leveraging Company's PM Schedule Creation service, Company clients are able to leverage and
incorporate regular preventive maintenance best practices of their equipment. By performing regular or
routine maintenance best practices, you ensure that your equipment is operating under safe and optimal
conditions thus preventing the potential for downtime and shorter life expectancy.
Deliverables
All Preventive Maintenance Schedule Creation services include the following deliverables:
• Creation of PM Schedules for populating your Brightly Work & Asset Management solution
• Data population within Company Software. No report will be provided.
Methodology and Approach
Company Service Providers leverage multiple libraries of PM standards to create PM schedules. These
standards are based upon prevailing national codes and standards such as ASTM, ASHRAE, NFPA and
BOMA. Procedures related to performing the tasks within the schedule will include:
35
N �J
• Safety Points
• Tools Required
• Estimated Time to Complete Maintenance
• Step-by-step procedure to complete maintenance work order
Prior to the import or population within the Company Software, the Company Service Provider will:
• Review of PM Task Check -off Lists with Client
Setup baseline PM schedules for the equipment inventory collected
Work with the Client to determine PM Schedule assignment. Assignment includes setting up the
appropriate Technician or contractor who will be performing the related PM tasks into the master
import template to ensure that the routing of work Flows accordingly in the Work & Asset Management
Solution. Assignment will be made at the location or craft level. Anything above and beyond this level of
assignment will be managed and maintained by the client within the software or require a custom scope
of work for the Company Service Provider to deliver. For assignment to occur, the client must have the
Technician or contractor created in the software prior to onsite activity.
Work with the Client to determine the start date, frequency and load balancing based upon client
staffing. If start dates cannot be determined or agreed upon within a timely manner, the PM Schedules
will be loaded into the Client's Work & Asset Management solution as "Inactive".
Assumptions
• Client will provide feedback/review of PM Schedules within 15 business days of delivery from the
Company Service Provider. If feedback/review of PM Schedules exceeds 30 business days, Company will
provide a Deliveriable Acceptance Form to the client to complete review within 30 days. If feedback is
not provided during this time period, Company will assume delivery of the service and import
the PM schedules as "inactive" in the system. Company will provide training on how updates can be
made within the software or perform mass updates if needed for a fee.
• Once PM Schedules are imported into the Company Work and Asset Management applications, any
updates and/or alterations of those schedules need to be communicated to Company within 30
days. Company will only make updates related to the below items:
• Discontinuation of PM Schedules created with the service
• Alteration of frequency on existing schedules created with the service
• Alteration of start dates for the schedules created with the service
Otherwise, any revisions beyond this 30 day period will be the responsibility of the client to perform within the
software or Company to perform at an additional fee.
• Reconciliation of existing PM Schedules in the client's account is subject to additional costs depending
upon the number of active PM's and is not a part of the standard SOW.
Invoice Schedule
Invoicing for the PM Schedule Creation Service will be provided upon receipt of PM Schedule drafts at 100%
36
• By accepting this Order Form, and notwithstanding anything to the contrary in any other purchasing
agreement, Subscriber agrees to pay all relevant Fees for the full Services Term defined above.
• The "Effective Date" of the Agreement between Subscriber and Company is the date Subscriber accepts
this Order Form.
• This Order Form and its Services are governed by the terms of the Brightly Software, Inc. Master
Subscription Agreement found at htt -1{� JbrightlysoRware_com/terms fttp-i/brighillysoftware.coml
t@rmsi ("Terms"), unless Subscriber has a separate written agreement executed by Brightly Software, Inc.
("Company") for the Services, in which case the separate written agreement will govern. Acceptance is
expressly limited to these Terms. Any additional or different terms proposed by Subscriber (including,
without limitation, any terms contained in any Subscriber purchase order) are objected to and rejected
and will be deemed a material alteration hereof.
• To the extent professional services are included in the Professional Services section of this Order Form,
the Professional Services Addendum found at �tt;}igtlLlyf3�e[ar,cl;rpgS
(htt •n /brightlysoftware.com/terms) is expressly incorporated into the Terms by reference.
• During the Term, Company shall, as part of Subscriber's Subscription Fees, provide telephone and email
support ("Support Services") during the hours of 8:00 AM and 6:00 PM EST, (8:00 am - 8:00 pm EST for
Community Development Services) Monday through Friday ("Business Hours"), excluding Company
Holidays.
• Company maintains the right to increase Subscription Fees within the Services Term by an amount not
to exceed the greater of prices shown in the investment table or the applicable CPI and other applicable
fees and charges every 12 months. Any additional or renewal Service Terms will be charged at the then -
current rate.
• Acceptance of this Order Form on behalf of a company or legal entity represents that you have authority
to bind such entity and its affiliates to the order, terms and conditions herein. if you do not have such
authority, or you do not agree with the Terms set forth herein, you must not accept this Order Form and
may not use the Service.
• Proposal expires in sixty (60) days.
• Subscriber shall use reasonable efforts to obtain appropriation in the full amount required under this
Order Form annually. If the Subscriber fails to appropriate funds sufficient to maintain the Service(s)
described in this Order Form, then the Subscriber may terminate the Service(s) at no additional cost or
penalty by giving prior written notice documenting such non -appropriation. Subscriber shall use
reasonable efforts to provide at least thirty (30) days prior written notice of non -
appropriation. Subscriber agrees non -appropriation is not a substitute for termination for convenience,
and further agrees Service(s) terminated for non -appropriation may not be replaced with functionally
similar products or services prior to the expiration of the Services Term set forth in this Order Form,
Subscriber will not be entitled to a refund or offset of previously paid, but unused Fees.
• Section 5.1 of the MSA is revised to reflect: Services Term. This Order Form and its Services will
commence on the Effective Date set forth on the Order Form and continues until all Service
37
N �J
subscriptions hereunder have expired or have been terminated (the "Services Term"). Thereafter, the
Services Term may renew for additional periods equal to the expiring subscription term or one year,
whichever is longer, by written agreement to renew the Service subscription not less than forty-five (45)
days prior to the expiration of the then -current Services Term applicable to the Service subscription or
the Subscriber's payment of any applicable invoice for a Services Term. Additionally, either party may
provide written notice of its intent to terminate the Service not less than forty-five (45) days prior to the
expiration of the then -current Services.
• Prices shown above do not include any taxes that may apply. Any such taxes are the responsibility of
Subscriber. This is not an invoice. For customers based in the United States, any applicable taxes will be
determined based on the laws and regulations of the taxing authority(ies) governing the 'Ship To"
location provided by Subscriber. Tax exemption certifications can be sent to
accauntsreceiva�lelt$6rj�hthrsaftware_com �mailto:accountsreceiw�ie[wbright�+software.fatnl.
• Billing frequency other than annual is subject to additional processing fees.
• Please reference Q-323205 on any applicable purchase order and email to
��bri�hH+noFtvware_comfr a'Itowcountsr"vahleObrightNnoftware.coml
• Brightly Software, Inc, maintains the necessary insurance coverage for its products and professional
services, including but not limited to liability and errors & omissions coverage. Proof of insurance can be
provided upon request.
Illuminate: Bringing the best Ideas to Light
Bringing Assets Into Focus
Brightly's Illuminate conference is a place for operations and asset management leaders to gather and share
our collective wisdom, spotlighting the best new ideas and learning from one another to realize a brighter
future. Take stock of where you've been and plan for where you're going while connecting with industry peers
and experts as passionate to help their organizations thrive as you are.
Brightly's Illuminate conference is a gathering of the brightest minds in operations and asset management,
where you can connect with leaders in their held, exchange expertise, and uncover new opportunities to realize
a brighter future
Illuminate is March 12th_15th, 2023. Attendees are in for the best in -person conference yet, with more
knowledge, training, and technology than ever before.
38
EQ4
Enlighten Share your expertise and level up your knowledge with hands-on education and training you can
bring back to your team.
Envision
Explore the brightest ideas and smartest solutions to elevate the work your organization is doing and realize
your vision for the future.
Engage
Broaden your professional network by sharing wisdom with fellow operations and asset management leaders.
Admission for Illuminate is $995 for tuition only and $1795 for the "Brightly Bundle". The Brightly
Bundle includes meals, a 4-night hotel stay and tuition. Registration is open beginning September
1 st through March 10rt', 2023.
39
Signature
Presented to:
Q-323205
December 21, 2022, 2:44:31 PM
Accepted by:
5rovgy�
nted Name
Signed Name
AsrF. C�+�v N
Title
Y/- M4- Z o Z3
Date CM,2,4Z3-07r
E10
40
1EX49
OUND RDCK
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider issuing a Purchase Order and executing the related proposal with
Brightly Software Inc. for software upgrades.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/14/2023
Dept Director: Chad McDowell, General Services Director
Cost: $169,686.77
Indexes: General Self-F-nanced Construction
Attachments: Round Rock Q-323205
Department: General Services
Text of Legislative File CM-2023-075
With this agreement, General Services will upgrade its existing software through Brightly (formerly Facility
Dude). This software manages facility work orders and we will also perform facility assessments of existing
assets to better understand where the asset are at within their current lifecycle. They will also bar code
assets so we can better track replacement schedules that are needed for City operations.
Cost: $169,686.77
Source of Funds: General Self Financed Construction
City of Round Rock Page 1 of 1