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Home My WebLink AboutWoolpert, Inc/Eng/Adl Serv/18,160/Cityworks Upgrade SupportWoolpert, Inc. Engineering Department - 2018 Appropriation # 43-419.99 Fund, P.O. #34323 Q0 O; Contract Not To Exceed $18,160.00 ¢ (� A� ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES THIS AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") entered into by and between the City of Carmel and Woolpert, Inc. (the "Professional'), as City Contract dated November 16, 2016 shall amend the terms of the Agreement by adding the additional services to be provided by Professional consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety By: ames Brainard rfiesidi ffZL d,,� ZLAim te: Mary Ann urke, Me;V / Date: o// Lori S.Wats (�+le�nber Date: t� / r A J, CA fS:�L'nno-a.uWn,f.Sr.� & Cw.xla Sr �a�Engmcemg�2f11 tl�W«Aper� Lw. ASAA.3/7012018 5:02 PSQ Woolpert, Inc. By: 2018.03.30 14:06:50 Javr d Fine►' -06'00' Authorized Signature David Feuer Printed Name Vice President Title FID/TIN: Last Four of SSN if Sole Proprietor: Date: 3/30/2018 WOOLPePT DESIGN I GEOSPATIAL I IWPASTRUCTUPr To: Pat Rigdon From: Jeff Pesler - Project Manger Date: January 29, 2018 Change Control Notice -01 City of Carmel, IN - Streets and Engineering Depts. Cityworks Implementation Project (077115) Subject: Change Control Notice 01- Cityworks Upgrade Support Summary This Change Control Notice modifies the Statement of Work (dated May 11, 2017) for the City of Carmel, Streets and Engi- neering Departments Cityworks Implementation. This project is being completed under the City of Carmel P.O. #34187; 34323. The client has requested additional support to upgrade the Cityworks system from v. 15.1 to v. 15.2 to benefit from addi- tional functionality available in the later release. Primarily, the client sees advantage in utilizing the latest Cityworks Native Application for mobile devices that is enabled with the latest version of the software. This Change Control Notice authorizes Woolpert to support the upgrade effort through the addition of ninety-six (96) hours of Lead System Analyst time and up to sixteen (16) hours of Project Manager time to occur during and between regular de- ployment tasks on a time and materials basis. Schedule Change This Change Control is intended to work within the existing scheduled tasks. However, the risk potential exists that could push tasks 4.4: Provide End -User Training and 4.5: Support Go -Live if the upgrade is found to cause configuration Issues that are unable to be reconciled prior to the existing project schedule below. ask Name !,fm allot+ 4ASE 4: CORESYSTEM DEPLOYMENT - 64 days - - ... -- ._..... --__........._.—..............._.__..._.._..........__.........._......t................. Task 4,1: i3evelop Test Plan X11.5 da ------------ ----.... .... .................. _ ... Task 4.3: User Acceptance Testing in Development -777 Mfl OC�ry.1��..� Pjvide rade Su ort . Task 4.4: Provide End -User Training _ .....--- Sub -Task 4.4.1: Woolpert to Prepare Training Ma---terials--------------._._ Sub -Task 4.4.2: Client PM to Prepare Client Site for Training (Client- el—nnd Tadd Sub -Task 4.4.3: Woolpert to Provide On -Site End -User Training Sub -Task 4.4.3.1: EUT Class 1 - System Admin Training (4-6 Users) (0 Site Task) Sub -Task 4.4.3. 2: EUT Class 1 - Service Requests, Work Orders and Inspections Training (10.20 Users) (On -Site Task) Sub -Task 4.4.3.3: EUT Class 2 -Service Requests, Work Orders and Inspections Training (10-20 Users) (On -Site Task) days day on 12/4/17 lFri 3/2/18 on_12/4/17 ue 12/19/1_7 ri 1/26/18 Thu 2/8/18 bn1/29/18 77 Stlh2%11��8.=_.i:::a.c.:ui: on 2/12/18 Fri 2/16/18 'ed 2/14/18 /Wed 2/14/18 hu 2/15/18 Fri 2/16/18 on 2/12/18 u 2/15/18 on 2/12/18 IMon 2/12/18 .5 days "Tue 2/13/18 .... ...................... ...................... .5 days ;Wed 2/14/18 2/14/18 2/15/18 Task 4.5: Provide Go -Live Support �8 days Tue 2/20/18 1 3/1/18 -----M_—._.. -- ------ - -._..._g .... ......... PP..........--- -- - - - y - - ..._.. - - ---------...---------..._..._ ._.... f Sub -Task 4.5.1: Woolpert to Mi rate AMS A Itcations and Databases to 0.5 da sko 18 Tue 2/20/18 = Exhibit600 Superior Avenue, Suite 1300 Cleveland, OH 44114-2654 216.416.1501 Change Control Notice 01- Cityworks Upgrade Support January 29, 2018 Page 2 - ------- ---.....-_........__----------- - -- .._ -- Production Environment _------� -ub-Task 4.5.2: Woolpert to Provide On -Site Go -Live Support (On -Site 2.5 days Tue 2120118 IThu 2/22/14 Task) Sub -Task 4.5.3: Woolpert to Provide 20 hours of Remote Post Go -Live Sup- 5 days Fri 2/23/18 ;Thu 3/1/18 port Task 4.6: Phase 4 Quality Control 64 days Mon 12/4117 ;Fri 3/2/18 Task 4.7: Phase 4 Acceptance and Close 0 days _Thu 3/1/18 Thu 3/1/18 Original Scope of Services See SOW dated May 11, 2017. Revised Scope of Services This Change Control Notification adds the following services to the original SOW: Sub -Task CCN01.01: Support TEST Environment Upgrade Woolpert will provide a lead system analyst to remotely support the upgrade of Carmel's TEST environment from Cityworks v. 15.1 to v. 15.2. Deliverables a Woolpert will schedule and facilitate a WebEx meeting with the client system administrator Assumptions • Client will have all system and server credentials Client will have all pre -requisites for installation of Cityworks 15.2 installed and in place for the up- grade • Client will ensure that all relevant Carmel personnel will be available for the upgrade call Client Responsibilities Client System Administrator will perform the upgrade with Woolpert Lead Analyst support during a pre -scheduled WebEx meeting Sub -Task CCN01.02: Administrative Testing of Upgraded TEST Environment Woolpert will remotely support administrative testing of the Cityworks upgrade in TEST to ensure that the sys- tem performs basic functionality. Administrative functionality includes: ability to consume GIS map services, ability for admin user to log -in to the system, inbox tabs appear, work order/service request/inspection creation. Deliverables Woolpert will schedule and facilitate a WebEx meeting with the client system administrator to sup- port administrative testing Assumptions • Client will have all system and server credentials Exhibit Woolpert, Inc. 600 Superior Avenue, Suite 1300 Z Cleveland, OH 44114-2654 216.416.1501 Change Control Notice 01—Cityworks Upgrade Support January 29, 2018 Page 3 • Client will ensure that all relevant Carmel personnel will be available for the support call Client Responsibilities • Client System Administrator will perform the administrative tests with Woolpert Lead Analyst sup- port during a pre -scheduled WebEx meeting Sub -Task CCN01.03: User Level Functionality Testing and Issue Resolution Woolpert will provide a lead system analyst to remotely support end-user testing of the newly upgraded TEST environment. User level functionality requires involvement of end-users in all domains of the Cityworks instance to test their unique workflows and integration points to ensure compatibility in the new system. In particular, the integrations with DigSmart (water) and WinCan CCN (sewer) should be thoroughly tested. Deliverables • Woolpert will provide Lead System Analyst support for end-user testing through an escalation pro- cess. Issues will be identified by end-users, raised to the Carmel system administrator and then es- calated to the Woolpert Lead Analyst. • Woolpert will document all found issues in a tracking spreadsheet • Woopert Lead Analyst will support issue resolution in cooperation with the Carmel testing team Assumptions • Client will follow the issue escalation path • Some issues may be determined to be software bugs. If a bug is discovered, a discussion between the Carmel Cityworks Administrator, Woolpert Project Manager and Woolpert Lead Analyst will de- termine the course of action Client testing team is responsible for the development of and use of user level functionality test plans Client Responsibilities • Client system administrator will coordinate end-user testers and facilitate the issue escalation path • Client system administrator will prioritize discovered issues • Client system administrator will ensure that test plans are documented and followed by the testing team Sub -Task CCN01.04: Support PROD Environment U Woolpert will provide a lead system analyst to remotely support the upgrade of Carmel's Production environ- ment from Cityworks v. 15.1 to v. 15.2. This task is dependent on the following: • Completion of User Level Testing • Mutually acceptable issue resolutions • Mutual agreement that the system has performed at an acceptable level in the TEST environment Deliverables • Woolpert will schedule and facilitate a WebEx meeting with the client system administrator Exhibit—A— Woolpert, Inc. 600 SuperlorAvenue, Suite 1300 Q� Cleveland, OH 44114-2654 216.416.1501 Change Control Notice 01—Cityworks Upgrade Support January 29, 2018 Page 4 Assumptions • Client will have all system and server credentials • Client will have all pre -requisites for installation of Cityworks 15.2 installed and in place for the up- grade • Client will ensure that all relevant Carmel personnel will be available for the upgrade call • Upgrade will be scheduled prior to End -User training Client Responsibilities Client System Administrator will perform the upgrade with Woolpert Lead Analyst support during a pre -scheduled WebEx meeting Sub -Task CCN01.05: Support Administrative Testing and Issue Resolution of Production Environment Woolpert will provide a lead system analyst to remotely support the administrative testing of the newly upgrad- ed Cityworks system in production. Administrative functionality includes: ability to consume GIS map services, ability for admin user to log -in to the system, inbox tabs appear, work order/service request/inspection creation. Deliverables Woolpert will schedule and facilitate a WebEx meeting with the client system administrator to sup- port administrative testing Assumptions • Client will have all system and server credentials • Client will ensure that all relevant Carmel personnel will be available for the support call Client Responsibilities • Client System Administrator will perform the administrative tests with Woolpert Lead Analyst sup- port during a pre -scheduled WebEx meeting Project Fee Change This change control requires significant effort during a compressed period of time. Fee will be assessed on an as -needed time and materials basis utilizing current year (2018) Woolpert resource rates. The following table summarizes rates and estimated number of hours (not to be exceeded) to facilitate the support of this upgrade. Role Rate per hour Hours Fee not to exceed Lead System Analyst $160.00 96 $15,360.00 Project Manager $175.00 16 $2,800.00 $18,160.00 Exhibit A __ Woolpert, Inc. 600 Superior Avenue, Suite 1300 Cleveland, OH 44114-2654 216.416.1501 Change Control Notice 01— Cityworks Upgrade Support January 29, 2018 Page 5 Risk Assessment Performance of any Cityworks or ancillary system upgrade during the deployment phase of the implementation project introduces significant risk to the project. The Cityworks Implementation Project for Streets and Engineering has recently completed the User Acceptance task which is the natural period in the project for testing and finalizing all configuration prior to end-user training. The system is expected to be a stable platform at this point and go -live ready. If the client elects to proceed with the upgrade without acceptance of additional support described in this Change Control, Woolpert will be unable to support any Issues discovered following the client performed upgrade. This change control seeks to minimize the risk associated with the upgrade by provided knowledgeable, experienced sup- port to the client to meet the goal of taking the Cityworks system live with v. 15.2 so that new functionality can be used from the start. While the risk is minimized there is the potential that an Issue could be discovered that is serious enough to trigger stepping back to v. 15.1 to meet the project timeline until the Issue can be resolved. Another potential outcome is that additional time 1s required to address testing and/or issue resolution and the project deployment schedule slips. If the project schedule slips, Woolpert may not be able to accommodate reengaging on planned tasks for several weeks. Change Accepted (Rejected): City of Carmel, Indiana Woolpert, Inc. Signed: Signed: Name: TrMY Name: Title: bir.1 L rot OFC ,� � ` Title: Date: 3 -30 - Date: _14 D'Tully tigned by Edward A. Singer Edward A. Singer °"ema1-tl snAS@��=WaolVc[ u ger -04'W rR =US Oate: MIB.ga.0204.SSUB -0a'00' Edward Singer Program Director 04.02.2018 Exhibit A Woolpert, Inc. 4�600 Superior Avenue, Suite 1300 Cleveland, OH 44114-2654 216.416.1501 INDIANA RETAIL TAX EXEMPT Peg�e 1 Of 1 City ®f Carmel CERTIFICATE NO. 003120155 002 0 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 34323 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ONINVOICES, AIP CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, PACKING SLIPS, FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL - 1997 SHIPPING LABELS AND ANY CORRESPONDENCE PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 10120/2016 369021 Cityworks AMS Implementation Services WOOLPERT INC City Engineering's Office VENDOR 4454 IDEA CENTER BLVD SHIP 1 Civic Square TO Carmel, IN 46032 - DAYTON, OH 45430 - Kate Lustig PURCHASE ID SLAWET CONTRACT PAYMENT TERMS PREIOIiT i _ -- 9528 - QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department" 2200 Fund: 203 CUM Cap Improvement Fund Account: 43-509.00 1 Each Cityworks AMS $38,800.00 $38,800.00 Sub Total $38,800.00 Department: 2200 Fund: 2200 Motor Vehicle Highway Account: 43-419.99 or; 9 s. %c. qw, o—'t- L v o o. 0 0 1 Each Cityworks AMS aCL4eeYI?,ISO"o$39,180.00 $39,160.00 Sub Total $39,160.00 Account: 43-509.00 1 Each Cityworks AMS $24,000.00 $24,000.00 Sub Total $24,000.00 Account: 43-515.02 1 Each Send Invoice To: City Engineering's Office Kate Lustig 1 Civic Square Carmel, IN 46032 - Cityworks AMS E° F CAA $45,000.00 $45,000.00 Sub Total $45,000.00 PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT SHIPPING INSTRUCTIONS 'SHIP PREPAID. 'C,O.D SHIPMENT CANNOT BE ACCEPTED. *PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 ANDACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO ORDERED BY TITLE CONTROLNo, 34323 CLERK -TREASURER PAYMENT $146,960.00 'Alp VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADF A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER Jeremy Kashman Douglas Haney Director Corporation Counsel