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Woolpert, Inc/Eng/168,912/Cityworks AMS ImplementationWoolpert,' Inc. Engineering - 2016 Appropriation'#43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187;34323 Contract Not To Exceed $168,912.00 AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") is hereby made and entered into by and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (hereinafter "City"), and Woolpert, Inc. (hereinafter "Professional"). RECITALS WHEREAS City owns and is responsible for the operation and maintenance of its property, personnel, public works and infrastructure; and and WHEREAS, from time to time, City needs professional assistance in fulfilling its foregoing responsibilities; WHEREAS, Professional is experienced in providing and desires to provide to City the professional services ("Services") referenced herein; and WHEREAS, City desires to engage Professional as an independent contractor for the purpose of providing to City the Services referenced herein; NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions set forth herein, City and Professional mutually agree as follows: SECTION 1 INCORPORATION OF RECITALS The foregoing Recitals are hereby incorporated into this Agreement and made a part hereof. SECTION 2 SCOPE OF SERVICES 2.1 City desires to engage Professional as an independent contractor for the Services set forth in attached Exhibit A, incorporated herein by this reference. I 2.2 Professional understands and agrees that City may, from time to time, request Professional to provide additional or modified Services to City. When City desires additional Services from Professional, the City shall notify Professional of such additional Services desired, as well as the time frame in which same are to be provided. Only after City has approved Professional's time and cost estimate for the provision of such additional Services, has encumbered sufficient monies to pay for same, and has authorized Professional, in writing, to provide such additional Services, shall such Services be provided by Professional to City. A copy of the City's authorization documents for the purchase of additional Services shall be numbered and attached hereto in the order in which they are approved by City. 2.3 Time is of the essence of this Agreement. [XAConuactANof.S%rs & Goods Svcs\Enginccring@0161Woo1per1 Inc. Professional Scniccs.doc:10/27/2016 10:08 Ani Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187;34323 Contract Not To Exceed $168,912.00 SECTION 3 CITY'S RESPONSIBILITIES 3.1 City shall provide such information as is reasonably necessary for Professional to understand the Services requested. 3.2 City shall provide all data required for provision of Services. Professional may assume that all. data so provided is correct and complete. 3.3. City shall arrange for Professional to enter upon public and private property as reasonably required for Professional to perform the Services. 3.4 City shall designate payment of the Services from City budget appropriation number 43-419.00; 43-509.00; 43-515.02; CUM Cap Improvement Fund; Motor Vehicle Highway Fund funds. 3.5 City shall designate the Mayor or his duly authorized representative to act on City's behalf on all matters regarding the Services. SECTION 4 PROFESSIONAL'S RESPONSIBILITIES 4.1 Professional shall perform the Services pursuant to the terms of this Agreement and within any applicable time and cost estimate. 4.2 Professional shall coordinate with City its performance of the Services. 4.3 Professional shall provide the Services by following and applying at all times reasonable and lawful standards as accepted in the industry. SECTION 5 COMPENSATION 5.1 Professional estimates that the total price for the Services to be provided to City hereunder shall be no more than One Hundred Sixty Eight Thousand Nine Hundred Twelve Dollars ($168,912.00) (the "Estimate"). Professional shall submit an invoice to City no more than once every thirty (30) days for Services provided City during the time period encompassed by such invoice. Invoices shall be submitted on a form containing the same information as that contained on the Professional Services Invoice attached hereto as Exhibit B, incorporated herein by this reference. City shall pay Professional for all undisputed Services rendered and stated on such invoice within thirty five (35) days from the date of City's receipt of same. 5.2 Professional agrees not to provide any Services to City that would cause the total cost of same to exceed the Estimate, without City's prior written consent. [X:\Connecis\Prof.S%,cs & Goods Sves\Enginecring\2016\Woo1pert Inc. Professional Services.doc: 10/272016 10:08 AM 2 Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187; 34323 Contract Not To Exceed $168,912.00 SECTION 6 TERM Unless otherwise terminated in accordance with the termination provisions set forth in Section 7.1 hereinbelow, this Agreement shall be in effect from the Effective Date through December 31, 2016, and shall, on the first day of each January thereafter, automatically renew for a period of one (1) calendar year, unless otherwise agreed by the parties hereto. SECTION 7 MISCELLANEOUS 7.1 Termination 7.1.1 The obligation to provide all or any portion of the Services under this Agreement may be terminated by City or Professional, without cause, upon thirty (30) days' notice. 7.1.2 The obligation to provide all or any portion of the Services under this Agreement may be terminated by City, for cause, immediately upon Professional's receipt of City's "Notice To Cease Services." 7.1.3 In the event of full or partial Agreement termination, and as full and complete compensation hereunder, Professional shall be paid for all such Services rendered and expenses incurred as of the date of termination that are not in dispute, except that such payment amount shall not exceed the Estimate. Disputed compensation amounts shall be resolved as allowed by law. 7.2 Binding Effect City and Professional, and their respective officers, officials, agents, partners and successors in interest are bound to the other as to all Agreement terms, conditions and obligations. 7.3 No Third Party Beneficiaries Nothing contained herein shall be construed to give rights or benefits to anyone _other than the parties hereto. 7.4 Relationship The relationship of the parties hereto shall be as provided for in this Agreement, and neither Professional nor any of its agents, employees or contractors are City employees. Professional shall have the sole responsibility to pay to or for its agents, employees and contractors all statutory, contractual and other benefits and/or obligations as they become due. Professional hereby warrants and indemnifies City for and from any and all costs, fees, expenses and/or damages incurred by City as a result of any claim for wages, benefits or otherwise by any agent, employee or contractor of Professional regarding or related to the subject matter of this Agreement. This indemnification obligation shall survive the termination of this Agreement. [X:\Conuacts\Prof.Srss & Goods Svcs\Engincering\2016\Woolpcn Inc. Profcssionnl Scrvius.doc;10/27/2016 10:08 AMS Woolpert, Inc. Engineering - 2016 Appropriation 943-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187; 34323 Contract Not To Exceed $168,912.00 7.5 Insurance Professional shall procure and maintain with an insurer licensed to do business in the State of Indiana such insurance as is necessary for the protection of City and Professional from all claims under workers' compensation, occupational disease and/or unemployment compensation acts, because of errors and omissions, because of bodily injury, including, but not limited to, the personal injury, sickness, disease, or death of any of Professional's employees, agents or contractors and/or because of any injury to or destruction of property, "including, but not limited to, any loss of use resulting therefrom. The coverage amounts shall be no less than those amounts set forth on attached Exhibit C. Such insurance policies shall not be canceled without thirty (30) days' prior written notice to City. 7.6 Liens Professional shall not cause or permit the filing of any lien on any of City's property. In the event such a lien is filed and Professional fails to remove it within ten (10) days after the date of filing, City shall have the right to pay or bond over such lien at Professional's sole cost and expense. 7.7 Default In the event Professional; (a) repudiates, breaches or defaults under any of the terms or conditions of this Agreement, including Professional's warranties; (b) fails to perform the Services as specified; (c) fails to make progress so as to endanger timely and proper completion of the Services and does not correct such failure or breach within five (5) business days after receipt of notice from City specifying same; or (d) becomes insolvent, files, or has filed against it, a petition for receivership, makes a general assignment for the benefit of creditors or dissolves, each such event constituting an event of default hereunder, City shall have the right to terminate all or any part of this Agreement, without liability to Professional and to exercise any other rights or remedies available to it at law or in equity. 7.8 Government Compliance Professional agrees to comply with all laws, executive orders, rules and regulations applicable to Professional's performance of its obligations under this Agreement, all relevant provisions of which being hereby incorporated herein by this reference, to keep all of Professionals' required professional licenses and certifications valid and current, and to indemnify and hold harmless City from any and all losses, damages, costs, liabilities, damages, costs and attorney fees resulting from any failure by Professional to do so. This indemnification obligation shall survive the termination of this Agreement. 7.9 Indemnification Professional shall indemnify and hold harmless City and its officers, officials, employees and agents from all losses, liabilities, claims, judgments and liens, including, but not limited to, all damages, costs, expenses and attorney fees arising out of any intentional or negligent act or omission of Professional and/or any of its employees, agents or contractors in the performance of this Agreement. This indemnification obligation shall survive the termination of this Agreement. JX:ICon0acts\Prof.Sics & Goods S%cs\Engino=ing\2016\Woolpca Inc. Profcssional Scrvices.doc:10/27/3016 10:08 AM 4 Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187; 34323 Contract Not To Exceed $168,912.00 7.10 Discrimination Prohibition Professional represents and warrants that it and each of its employees, agents and contractors shall comply with all existing and future laws prohibiting discrimination against any employee, applicant for employment and/or other person in the subcontracting of work and/or in the performance of any Services contemplated by this Agreement with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, subcontracting or work performance hereunder because of race, religion, color, sex, handicap, national origin, ancestry, age, disabled veteran status or Vietnam era veteran status. This indemnification obligation shall survive the termination of this Agreement. 7.11 E -Verify Pursuant to I.C. § 22-5-1.7 et seq., Professional shall enroll in and verify the work eligibility status of all of its newly -hired employees using the E -Verify program, if it has not already done so as of the date of this Agreement. Professional is further required to execute the attached Affidavit, herein referred to as Exhibit D, which is an Affidavit affirming that: (i) Professional is enrolled and is participating in the E -verify program, and (ii) Professional does not knowingly employ any unauthorized aliens. This Addendum incorporates by, reference, and in its entirety, attached Exhibit D. In support of the Affidavit, Professional shall provide the City with documentation that it has enrolled and is participating in the E -Verify program. This Agreement shall not take effect until said Affidavit is signed by Professional and delivered to the City's authorized representative. Should Professional subcontract for the performance of any work under this Addendum, the Professional shall require any subcontractor(s) to certify by affidavit that: (i) the subcontractor does not knowingly employ or contract with any unauthorized aliens, and (ii) the subcontractor has enrolled and is participating in the E -verify program. Professional shall maintain a copy of such certification for the duration of the term of any subcontract. Professional shall also deliver a copy of the certification to the City within seven (7) days of the effective date of the subcontract. If Professional, or any subcontractor of Professional, knowingly employs or contracts .with any unauthorized aliens, or retains an employee or contract with a person that the Professional or subcontractor subsequently learns is an unauthorized alien, Professional shall terminate the employment of or contract with the unauthorized alien within thirty (30) days ("Cure Period"). Should the Professional or any subcontractor of Professional fail to cure within the Cure Period, the City has the right to terminate this Agreement without consequence. The E -Verify requirements of this Agreement will not apply, should the E -Verify program cease to exist. 7.12 Severability If any provision of this Agreement is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, that provision shall be stricken, and all other provisions of this Agreement that can operate independently of same shall continue in full force and effect. [X:\Con0acls\Prof.S%rs & Goods Sws\Engineering\2016Moo1perl Inc. Professional Scniccs.doc: 10/27/2016 10:08 AM Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187;34323 Contract Not To Exceed $168,912.00 7.13 Notice Any notice, invoice, order or other correspondence required or allowed to be sent pursuant to this Agreement shall be written and either hand -delivered or sent by prepaid U.S. certified mail, return receipt requested, addressed to the parties as follows: CITY: City of Carmel Department of Engineering One Civic Square Carmel; Indiana 46032 ATTENTION: Jeremy Kashman PROFESSIONAL: Woolpert, Inc. 4454 Idea Center Blvd, Dayton,'OH 45430 ATTENTION: John M. Przybyla Douglas C. Haney Corporation Counsel One Civic Square Carmel, Indiana 46032 Notwithstanding the above, City may orally provide to Professional any notice required or permitted by this Agreement, provided that such notice shall also then be sent as required by this paragraph within ten (10) business days from the date of such oral notice. 7.14 Effective Date The effective date ("Effective Date") of this Agreement shall be the date on which the last of the parties hereto executes same. 7.15 Governing Law; Lawsuits This Agreement shall be governed by and construed in accordance with the laws of the State of Indiana, except for its conflict of laws provisions, as well as by all ordinances and codes of the City of Carmel, Indiana. The parties agree that, in the event a lawsuit is filed hereunder, they waive any right to a jury trial they may have, agree to file such lawsuit in an appropriate court in Hamilton County, Indiana only, and agree that such court is the appropriate venue for and has jurisdiction over same. 7.16 Waiver Any delay or inaction on the part of either party in exercising or pursuing its rights and/or remedies hereunder or under law shall not operate to waive any such rights and/or remedies nor in any way affect the rights of such party to require such performance at any time thereafter. [XAContractslProf.SN�cs & Goods SwAlinginccring\201aWoolpcn Inc. Prohssional Scrvims.doc:10/2712016 10:08 AK Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187;34323 Contract Not To Exceed $168,912.00 7.17 Non -Assignment Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder without City's prior written consent. 7.18 Entire Agreement This Agreement contains the entire agreement of and between the parties hereto with respect to the subject matter hereof, and no prior agreement, understanding or representation pertaining to such subject matter, written or oral, shall be effective for any purpose. No provision of this Agreement may be amended, added to or subtracted from. except by an agreement in writing signed by both parties hereto and/or their respective successors in interest. To the extent any provision contained in this Agreement conflicts with any provision contained in any exhibit attached hereto, the provision contained in this Agreement shall prevail. 7.19 Representation and Warranties Each party hereto represents and warrants that it is authorized to enter into this Agreement and that any person or entity executing this Agreement on behalf of such party has the authority to bind such party or the party which they represent, as the case may be. 7.20 Headings All headings and sections of this Agreement are inserted for convenience only and do not form a part of this. Agreement nor limit, expand or otherwise alter the meaning of any provision hereof. 7.21 Advice of Counsel The parties warrant that they have read this Agreement and fully understand it, have had an opportunity to obtain the advice and assistance of counsel throughout the negotiation of same, and enter into same freely, voluntarily, and without any duress, undue influence or coercion. 7.22 Copyright City acknowledges that various materials which may be used and/or generated by Professional in performance of Services, including forms, job description formats, comprehensive position questionnaire, compensation and classification plan and reports are copyrighted. City agrees that all ownership rights and copyrights thereto lie with Professional, and. City will use them solely for and on behalf of its own operations. City agrees that it will take appropriate action with its employees to satisfy its obligations with respect to use, copying, protection and security of Professional's property. 7.23 Personnel Professional represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such personnel shall not be employees of or have any contractual relationship with City. All of the services required hereunder will be performed by Professional or under his supervision and all personnel engaged in the work shall be fully qualified to perform such services. [XAContraclsNrof.S%n & Goods SNcslEngincering@016\Noolpert Inc. Professional Scnic s.doc: 10127/2016 10:08 AM Woolpert, Inc. Engineering - 2016 Appropriation #43-419.00;43-509.00;43-515.02;CUM Cap Improvement Fund; Motor Vehicle Highway Fund; P.O.#34187;34323 Contract Not To Exceed $168,912.00 7.24 Records and Inspections Professional shall maintain full and accurate records with respect to all matters covered under this agreement for three (3) years after the expiration or early termination of this Agreement. City shall have free access at all proper times to such records and the right to examine and audit the same and to make transcripts there from, and to inspect all program data, documents, proceedings and activities. 7.25 Accomplishment of Project Professional shall commence, carry on, and complete the project with all practicable dispatch, in a sound economical and efficient manner, in accordance with the provisions thereof and all applicable laws. In accomplishing the project, Professional shall take such steps as are appropriate to ensure that the work involved is properly coordinated with related work being carried on within City's organization. 7.26 Iran Certification Pursuant to I.C. § 5-22-16.5, the Professional shall certify that, in signing this Agreement, it does not engage in investment activities within the Country of Iran. 7.27 Access to Public Records Act Professional understands and agrees that any "public record", as that term is defined in Indiana Code 5-14-3- 2(m), as amended, that is related to the subject matter of this Agreement, whether the same is in the possession or control of the Professional or the City, shall be subject to release under and pursuant to the provisions of Indiana's Access to Public Records Act, as codified in Indiana Code 5-14-3-1, et s�Mc., as amended. (remainder of page intentionally left blank) (X:\Con0ac1s\PoofS%cs & Goods Svcs\Enginccring\20Ia1Voolpe`t Inc. Professional Servim.doc:10272016 10:08 AM Woollujc, h1c. Al?prhuri;tlit n P-4.:-a1t•}.t 4t i i,.,iiri,u't:.r 1 I5.(;'' -C M 0111 Improwill t l lmd: 1,lt-trcti. Vd ic1C His h. ly Fund, V.0.433'4 1 Vi,334072', ('oWt',ici R1n; To k'ccr.t( +168.91_.00 IN WITNESS WHEREOF;1he parties hereto ha,.e made and executed this Agreement as #' 4 r 'ITY OF C R10EL, MDIANA b/ and through its Board of Public Works and Sal-ty a. Brainard; Presiding Office., Date: Marytf; .fi rl(t.r'., f':4t?ITi tale i S. y��atson' f J ;.ber Date: r ,.±.�..: tn:i'.., l: �n=.F, A.t �a rYUz- ..:=.'S�:i r..2n.. 1>.:_ tot:.—.4 mi.,.n. u. fl;... x"'.i:.6.111 WOOLPERT, I.NC. BY: ii1Jl;1(7rl d Slanatur .�._. Prinited I• arne; JI ', i"'-Zv 6 Lyq Title:Ui�e?s"�iew _. dao - 01 l v o 6- --- fast Four of Mi iff Sole Proprietor: 90/6 Professional Service Agreement Addendum #03 between Woolpert, Inc. and the City of Carmel, Indiana Section 1. General THIS ADDENDUM, made and entered into this day of , 20 , by and between Woolpert, Inc. whose address is 600 Superior Avenue, Suite 1300, Cleveland, OH 44114-2654 (hereinafter referred to as "Woolpert") and the "Client" identified herein, provides for Additional Services under the Professional Service Agreement dated April 1, 2015 further identified with Appropriation #06-1050-86 and P.O. #S03058, such Additional Services described under Section 2 of this Addendum. • Client: City of Carmel, Indiana • Project Title: City of Carmel — Engineering and Streets Cityworks Implementation, or the "Project" • Addendum Title: Addendum #03 Section 2. General Description of Additional Professional Services Additional Services to be provided by Woolpert are identified below and, if attached, are more fully described in Attachment A to this Addendum, which is incorporated by this reference: City of Carmel, IN Engineering and Streets Departments, Cityworks AMS, Implementation Services Statement of Work, Dated September 30, 2016. Section 3. Compensation to Be Paid to Woolpert Compensation to be paid to Woolpert for providing the requested Additional Services shall be as Identified in Attachment A and summarized below as follows: A Lump -Sum Fee of $168,912.00 for the following phases: o Project Management (Phase PM) o Quality Management Program (QMP) o Implementation Planning (Phase 1) o System Design and Configuration (Phase 2) o Advanced AMS Functionality Design and Configuration (Phase 3) o Core System Deployment (Phase 4) Travel costs will be billed as actual expenses and will not exceed $12,000.00. Section 4. Schedule for Additional Services The schedule for Additional Services and adjustments, if any, to the overall Project schedule shall be as described in Attachment A. Woolpert will commence the Services described herein upon receipt of a fully executed copy of this Addendum. XA/ PROJECT COST ESTIMATES Cityworks AMS Implementation Implementation Services Statement of Work Estimated Project Costs for services are provided in the following table. Project -related services as detailed in this Statement of Work will be performed on a Firm Fixed Fee basis. Task 1.1: Conduct Pre -Planning Discovery ................................................... $10,515.00 Task 1.2: Configure Streets/ Engineering Domain ........................................... $320.00 Task 1.3: Provide Asset Management (AM) Software Demonstrations ................... $4,340.00 Task 1.4: Conduct Business Process Reviews ................................................ $12,820.00 Task 2.1: Prepare Configuration Documentation ..........................:................ $5,920.00 Task 2.2: Provide Asset Management Software Configuration Training ................. $2,560.00 Task 2.3: Facilitate Core AM Software Configuration ...................................... $25,280.00 Task 2.4: Review and Approval of Updated System and Configuration $4,220.00 Documentation....................................................................... Task 2.5: Provide AM Software Demonstrations ............................................. $4,340.00 � PHQSE 3 ADVANCED AMS FUNCT NALITY DESIGN AND .CONFIGURATION �` "� �� Task 3.1: Develop Application Interfaces (Not in SOW) ................................... $ 0.00 Task 3.2: Perform Data Conversion of Legacy Data Sets .................................. $20,270.00 Task 3.3: Develop Custom Reports and Dashboards ........................................ $10,480.00 Task 3.4: Develop and Deploy Mobile AM Software Applications (Not in SOW)........ $ 0.00 77 s PHASE 4 CORE SYSTEM DEPLOYMENT $ 31,990 OQ Task 4.1: Develop Test Plan.................................................................... $4,700.00 Task 4.2: Provide Tester Training............................................................. $6,560.00 Task 4.3: User Acceptance Testing........................................................... $5,660.00 Task 4.4: Provide End -User Training.......................................................... $8,670.00 Task 4.5: Provide Go -Live Support............................................................ $6,400.00 ``Travel and expenses will be billed at actual costs for all reasonable project -related travel expenses. Cityworks AMS Implementation Statement of Work June 14, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved 4C Xu GENERAL Cityworks AMS Implementation Implementation Services Statement of Work The City of Carmel Engineering and Streets Departments intend to implement the Cityworks Server As- set Management System solution (Cityworks AMS) to support work order and asset management func- tionality for the assets they maintains. To this end, the City has engaged Woolpert to provide the im- plementation services required to deploy the Cityworks AMS solution. The Engineering Department does not currently utilize any form of computerized maintenance management system (CMMS); work is currently tracked in Excel. The Streets Department does have existing work order information in an Access database. The complete system implementation will be performed in phases, with the first phase to include de- ployment of the core Cityworks AMS solution for service requests, work orders, and inspections. This implementation will leverage the Cityworks implementation for the client and will be designed to allow cross -departmental work to be shared within the system. A future implementation phase could be con- sidered which would use the Cityworks Permitting, Land, and Licensing (PLL) product to implement comprehensive permitting processes within Cityworks. . Future Cityworks AMS implementation phases may include a potential integration with the City's finan- cial information and human resources systems. This Statement of Work only addresses the initial Core Cityworks AMS solution implementation tasks. Future implementation phases will be covered under a series of separate statements of work. Woolpert's Enterprise Asset Management Sys- tem implementations are focused on deliver- ing a comprehensive set of technology tools and asset management best practices that support our clients' planned asset sustainabil- ity performance objectives. We achieve our clients' objectives by first understanding their Implementation Vision and then defin- ing the Planned Performance Management strategies to achieve the vision. We then design and deploy the Performance Man- agement System Applications required to support sustained Performance Manage- ment & Monitoring. There are many related tasks and sub -tasks Figure 1 - Enterprise Asset Management Implementation - Guiding that have to be properly executed to ensure Principles a successful outcome of a high-value Enter- prise Asset Management System deployment. Woolpert's project methodology fully addresses all aspects of this complex project and ensures all critical success factors are fully addressed in a logical order. Services, and associated deliverables, are categorized into five (5) major phases, as more fully detailed in the following sections. Completion of each phase (in order) will culminate with the execution of a Phase Acceptance and Close document signifying the Client's acceptance of the services rendered to date and authorization for Woolpert to proceed with work on the subsequent task. Our project plan and associated budget and schedule were developed using the following bounding as- sumptions taken from discussions with Client staff: • The following Departments / Divisions will be implemented per this Statement of Work (Scope of Services) o Engineering Department Cityworks AMS Implementation Statement of Work -- w. June 21, 2016�'�� 02016, Wootpert, Inc., Dayton, OH. All Rights Reserved ^�� Cityworks AMS Implementation Implementation Services Statement of Work c Streets Department • The system will support a multitude of service request, work order, and inspection workflows • Work orders will be configured to support the range of maintenance activities including preven- tative maintenance, scheduled corrective maintenance, un -planned reactive maintenance • In order to implement the Cityworks AMS solution, the client will have to establish an Environ- mental Systems Research Institute (Esri) ArcGIS / ArcSDE geodatabase of its assets. The effort required to accomplish this is not included in this Statement of Work. o It is understood that the Engineering Department already has the majority of its assets in an ESRI geodatabase o The Streets Department is currently working on migrating assets out of Cartegraph into an ESRI geodatabase and anticipates completing by the fourth quarter of 2016 • This SOW includes GIS review workshops for both Streets and Engineering Departments o Woolpert will develop recommendations for updating the GIS to optimize Cityworks functionality o The client shall be responsible for implementing all recommendations and in a timely fashion allowing the project to maintain anticipated schedule • Any delays in project schedule could result in additional effort and fee being added to the pro- ject • This project does include tasks for migrating existing work order data from existing Access da- tabases in to Cityworks for Streets o Work order data that does not contain a link to the GIS asset can be migrated but will not be automatically linked to the asset as part of this project • This project includes tasks for developing reports o The main report that this task will focus on is the NPDES Permit report. o This task will accommodate the development of up to ten (10) custom reports Since the Cityworks system is already in use by other City of Carmel departments, the installa- tion/software set up task has been reduced to only providing support to IT for setting up the development environment and domain for this project • The Client is to identify and empower a Project Manager • The Client is to identify and empower two (2) power users from Engineering, two (2) power us- ers from Streets, one (1) from the GIS Department and one (1) from the IT department for a to- tal of six (6) power users. This will constitute the Client Core Team. • Deliverables may be subdivided to address aspects unique to Streets and Engineering depart- ments but will not be divided into two distinct deliverables • Unless otherwise noted tasks and sub -tasks will be jointly conducted with both Engineering and Streets departments Cityworks AMS Implementation Statement of Work June 21, 2016At © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XA% PROJECT MANAGEMENT Cityworks AMS Implementation Implementation Services Statement of Work An Enterprise Asset Management system implementation is a complex endeavor that presents a variety of technical and organizational challenges that will need to be identified, ana- lyzed, understood, and managed throughout the implementa A tion in order to ensure a successful outcome. Woolpert's At Project Management approach provides for the resources and tools needed to successfully manage the project throughout the implementation lifecycle, including: • Initiation. project authorizations and expectations • Planning, project definitions, objectives, deliverables, analysis of alternatives Figure 2 - Project Life -Cycle Process Groups • Execution. coordination of resources, quality manage- ment, product and service delivery • Monitoring and Controlling, monitoring and measuring to identify variances and imitate corrective actions • Close -Out. acceptance of project deliverables and results To fulfill each of these objectives, Woolpert will employ the project management tools described in the following sections: TASK PM.1: PROJECT ADMINISTRATION Woolpert will provide the following general project administration tools and services: • Establish a Central Desktop shared website so that all project team members can effectively collaborate through a single web - based portal. Central Desktop is a secure project collaboration web site where team members will post project schedule details and in -process / final delivera- bles, assign responsible parties to tasks, share technical documen- tation, as well as utilize other project collaboration tools. Fig- ure 3 depicts a typical Central Desktop work site. WOOLP6 AT {�4,fl,ti, �' t,�.d S -R bµp ". Cx Y' L af, %yN y4�.:a.N+k0w...aT.: {✓ 3 �::f xF, ::= sw.asre �^✓Y!f3at II: ST .. .. �.. .. . / fsumra r.w:+7 w.r�eeaw ar: ...�b.u„=n�n,♦ ,yHry.xrXA,,cR.+y ,NGNNi1tr%lM s..l iWD4e�nII:nai;� �II tl . / r r:a�:.nu-. ,.Ycnnsm.wanus .: x e,00aa>acac.acram ��. M•'Vt�Ivvr-reYs�r: #!:Y+A 0.'!s•2 VY ;.,_tgYr,inmeh �.,f++iII 1Wf tiaxY,4a,+, r�zx Figure 3 - Woolpert's Project Collaboration Web Site • Develop, in cooperation with the Client's project manager, a project plan and schedule; • Proactively manage and update project plan and schedule, as required, throughout the duration of the project. Project plan and schedule modifications will be facilitated upon common agreement between the Client and Woolpert in accordance with the issue control process detailed in the pro- ject plan; • Coordinate project events with the Client's project manager and Woolpert team members; • Author, edit, review, and distribute project documentation and technical reports as required; Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved e, �oj q 1, XA/ -------_ Cityworks AMS Implementation Implementation Services Statement of Work • Facilitate in -process review meetings with the Client's project manager, committees, manage- ment, and end-users as scheduled, as appropriate, throughout the duration of the project; • Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and • Anticipate problem areas and propose and facilitate solutions Deliverables • DRAFT and FINAL project plan • Monthly project status reports • On-going project management, including resource allocation, invoicing and general consult- ing • 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 re- ceived 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 conference calls • Review and accept project status reports, or otherwise provide comments on same within a reasonable time frame TASK PM.2: PROJECT KICK-OFF MEETING As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert's pro- ject manager will work with the Client's project manager to schedule a Project Kick -Off Meeting. This meeting will be facilitated on-site at the Client's facilities for the purpose of: 1) establishing the nec- essary 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 stakeholders may have. Said meeting shall be of a duration suitable for addressing each of the items previously listed. Development of the kick-off meeting agenda shall be the joint responsibility of Woolpert's and the Client's project managers. Deliverables • Kickoff meeting agenda • On-site project kick-off meeting (half day) Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is re- ceived from the Client Cityworks AMS Implementation Statement of Work June 21, 2016�j 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved L—Z.1 1 I B 6 X A / Cityworks AMS Implementation �fT�__ Implementation Services Statement of Work Client Responsibilities • Schedule meeting space and supporting technology peripherals suitable for the kick-off meeting • Coordinate and schedule meeting attendees TASK PM.3: PROJECT SCHEDULE COORDINATION Project schedule coordination and manage- ment will be performed using Microsoft Pro- ject software. Project schedules and tasks will be monitored and adjusted as needed, depending upon the Client's priorities and ability to make its staff and facilities availa- ble at the appropriate times throughout the project. An updated project schedule delin- eating resources, scheduled tasks, and com- pleted tasks will be maintained and available to all Woolpert and Client project partici- pants. Deliverables • Project schedule maintained and monitored on an on-going basis Assumptions Figure 4 - Microsoft Project Gantt Chart • The activities discussed in this section will begin once a Written Notice -to -Proceed is re- ceived from the Client Client Responsibilities • Review project schedule on an on-going basis TASK PMA CLIENT PROGRESS MEETINGS Woolpert will facilitate a regular occurring progress meeting. Woolpert's project manager will partici- pate in regularly scheduled project progress meetings with the Client's project manager and designees for the purpose of reviewing project issues including: 1) activities, action items, and deliverables com- pleted to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert meeting participants will include Woolpert's project manager and ad hoc team members, as required. Client meeting participants will be as deemed necessary by the Client's project manager, or as requested by Woolpert's project manager. When feasible, Client Progress Meetings will be held onsite at the Client's facilities in conjunction with other scheduled onsite tasks. Otherwise, Client Progress Meetings will be facilitated remotely using teleconference and web meeting tools. Deliverables • Regular Progress Meetings • Progress Meeting Minutes from each meeting posted to the project website • Monthly Project Status Reports posted to project website Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved \AL/ Z_""`"" Assumptions Cityworks AMS Implementation Implementation Services Statement of Work • The activities discussed in this section will begin once a Written Notice -to -Proceed is re- ceived from the Client • Project Status Meeting frequency shall be determined jointly by the Woolpert and Client Project Managers and may vary depending on project phase Client Responsibilities • Schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference 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 on-site meet- ings • Coordinate and schedule meeting attendees TASK PM. 5: INTERNAL COORDINATION MEETINGS Internal coordination meetings will be held on a regular basis to ensure continuous communication about tasks in process, scheduled tasks, and any issues impacting a successful implementation. Woolpert's project manager will also utilize these meetings to gather information from project team members required to manage on-going resource loading. Deliverables • Regularly scheduled internal coordination meetings Assumptions • The activities discussed in this section will begin once a Written Notice -to -Proceed is re- ceived from the Client Client Responsibilities • None j,ET Cityworks AMS Implementation Statement of Work June 21, 2016 Q 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved ILA/ CHANGECONTROL This section defines how changes to the original ob- jectives and/or deliverables defined in the contract- ed Statement of Work will be handled. Both Woolpert and the Client recognize that changes are a normal part of the project life cycle. Woolpert be- lieves that managing change to project scope, cost, and schedule are critical to a project's success and employs a comprehensive approach to change con- trol. Woolpert's established change control process is documented as follows: Any project team member (Client or Woolpert) may initiate a Change Request whenever there is a per- ceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member will use a Change Control Notice (CCN) form as appropriate for the change: • Agreement to a Change Request signifies agreement to a change in overall costs, func- tionality, time scales, or other identified pro- ject impact. • Changes will be identified and communicated by/to the respective Project Managers by any of the prescribed communication channels. Change Requests may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. • All CCN's will be signed by both the Client and Woolpert Project Managers to indicate ac- ceptance of the changes. Cityworks AMS Implementation Implementation Services Statement of Work ItAr W O O L P E R T Change Control Notice -04 atuc.,ct7,,.r.,s�u:arnoatr EhUM7M asset Mmwgrment system omytemntzd-n TM Af.=et JYaMgW, aE-PMjea-M-4g From: Ed..dSirtpr, PE-Prajtct Ohda Date: mys,=4;9wHdAby 13,207/;Ajpr .dJm 2,2014 S,bjett USOCua AHnl3emdlt Ynis Lange CortPdMdi: is itzsGs! to modtt [M rderescedPrajed PWn(cp? efw• i+c-zl u DY,'IgtettWtrr. Originaf Tfe.:,.et Cam,ci I Sc.ped Smieprx r.W.ml s6—_bO3.oded scope Of bm-A�CCPL'aU3CSC;M2W 26v rmVFfn aernce: eGed b sett Abw d fneCS) mdA!. sas-R4 • euea>,,;aaes Tice :�._at sores �.rapr c -fr_ _wc aael a TAiGf/ Q 2T ISCSC¢YHGL/.t•/?Aia'N(GK-IAfEDCDSfDK`AMll4la& i.A AFJt)[ibfffi /MTElUAL]- Tkmi3icl i�mtTW i Cc r e ¢xilm fa a A¢a:.}_ 1 b :c ax Prcp.md 7kay5 de rsvc . Scc. f ou pi:atig dfart -t✓ bL-= ¢ rs Le, net Ya>.ey-1� fu dbe.—_r— i. se'.4 h.b- oar -r -i bmd>tubewf-A d,,ft b,& tfV-.t,re 1i-zirdx tto pi�tri.!.•Q�'r `3'14 mne (r,mrjbte Fi}i fucavlc pr1+-cin - s':,.2rssa fttb nc p,ra:d I�-�v (aH rIpbatia PDo . b. q ainebetP3CSCaxVaxi3avmt m'uta,wwJ,t red bfeq dp_ni,bt ori In eea+baanvnm6,Y bealu�ted rr{ nc di4 Q-11—r•�+maG:e m Ads P dY4�r � a n Seta}=cx:avl is v� -- Live Fa a,Dr�3eni-: 7 ,*m that; beefipeef �r_vf iiap=5:1 w'C-yb"MmCdAV7s CSv UDEliVSairx—v_dsr TrzhI_-A �at I dfart Figure 5 - Sample Change Control Notice • All project participants should understand that time is of the essence when initiating, reviewing, negotiating, and approving Change Requests, as any delays to work in progress caused by a CCN may impact the overall project schedule and budget. All request changes should be managed from their initiation through to their completion (acceptance or rejection) within five (5) business days from the start, of the process. If the Client and Woolpert pro- ject managers cannot reach common agreement on the request change within this time frame, the is- sue will be elevated to the next level of management (both Client and Woolpert) for resolution. During the resolution process, all downstream project tasks potentially impacted by the requested change will be placed on hold until such time that resolution is achieved. EEXH� B�, A _-_� q CfLtA Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved Cityworks AMS Implementation Implementation Services Statement of Work The following workflow diagram graphically depicts the above detailed process: Figure 6: Change Control Process Each Change Control Notice (CCN) will clearly document the following: • Date • Change Control Number • CCN Initiated By • Original Scope of Services (language from the original scope that is being considered for change) • Proposed Change (narrative of the proposed change(s) being sought) • Schedule Impact (details about the proposed change(s) impact to the overall project schedule • Fee Impact (details on the proposed change(s) impact to the project budget) • Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and the ways in which said risk will be mitigated) • Acceptance Signatures (Woolpert and Client project managers) i il B T A to At Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XAI TECHNICAL APPROACH Cityworks AMS Implementation Implementation Services Statement of Work Woolpert has developed a five -phase approach to implementing content rich enterprise asset manage- ment solutions. Each of the five technical phases is executed in conjunction with continuous Project Management, Knowledge Transfer Et Change Management, and Quality Management activities. Deliber- ate execution of each phase, with continuous client involvement and feedback enables Woolpert to ensure a successfully planned, designed, configured, and deployed asset management solution that is used and useful immediately upon "Go -Live", provides for the tools and resources needed to support current and planned asset management activities, and provides the means to continuously monitor and measure improvement activities. Each of our five phases is performed in order, with specific task deliverables achieving client ac- ceptance throughout the phase. The culmination of each phase is solidified by a Phase Acceptance and Close-out process that signifies delivery and acceptance of all of the Phase Tasks / Sub -Tasks and clears the way to proceed with the next subsequent phase. Each of the five phases, depicted in the following Implementation Phase diagram, Figure 7 - Implemen- tation Phases, are presented in detail in the subsequent sections of this Statement of Work document. Figure 7: Implementation Phases Note that this project includes implementation of Phases 1-4 only. Phase 5 (Extended Support) is not included in this SOW. Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. AIL Rights Reserved PHASE 1 - IMPLEMENTATION PLANNING Cityworks AMS Implementation Implementation Services Statement of Work The Implementation Planning tasks are performed for the purpose of verifying / establishing and documenting a clear purpose for the asset management system imple- mentation. Functional and technical requirements that were published in the request for proposal are reviewed with Woolpert's implementation team and the Client's management and technical team leads in order to align goals and expectations and to establish critical success factors as a means to measure implementation mile- stones. Woolpert will facilitate a number of Pre -Planning discov- ery tasks comprised of a desktop audit of pertinent asset management data, followed by a series on-site discovery workshops designed to identify, validate, and document levels -of -service and key asset management program metrics that Woolpert will configure the new solution to support. In those instances where the client organization does not yet have well- defined performance metrics, the Woolpert implementation team will provide some examples of metrics used within their industry that the client can adopt prior to commencement of project activities or grow into as use of the system matures over time. Cityworks AMS has already been installed as part of a separate pro- Figure s: Phase 1 - Implementation ject for the Utilities Department. Woolpert provided installation and Planning set-up training to the IT staff during that project. Woolpert will pro- vide guidance to IT and the Streets/ Engineering department administrators in establishing the devel- opment and production environments for this project. Additionally, as part of Woolpert's continuous knowledge transfer and change control efforts, we provide a series of software demonstrations to the client team early in the process. This early introduction to the system imparts a level of understanding among those client team members that will be asked to make design and configuration deci- sions. This is the first of many software demonstrations that will be used throughout our implementation process. The Planning Phase culminates with a series of Business Process Review workshops whereby Woolpert works with the client's key technical staff to establish a best practices approach to managing the request, work order, and in- spection data that will be captured, routed, acted -upon, and reported within the asset management software appli- cation. Each of the related Implementation Planning Tasks_ and Sub -Tasks are detailed in the following sections. Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved Phase 1 Phases 2-4 Phase 5 \Al TASK 1.1: CONDUCT PRE -PLANNING DISCOVERY Cityworks AMS Implementation Implementation Services Statement of Work Woolpert's Project Manager and Program Di- rector will jointly facilitate a series of pre- planning discovery activities for the purposes Review of: 1) understanding the Client's over -arching corporate asset management objectives and strategies; 2) aligning the Client's stated technical and functional requirements with the governing project plan; and 3) identifying and documenting any critical performance Define requirements that have not been adequately addressed to date (critical / unique asset performance measures, system interfaces, unique workflow details, specific reporting Designrequirements, data conversion require - Build I ments). Maintain v Ultimately, we are utilizing this pre -planning _ discovery opportunity to engage the Client's management team and technical leads to Figure 9 - Performance Management Roadmap define the target asset performance measures the implemented asset manage- ment system will be required to support. By clearly articulating the implementing organization's implementation vision and aligning this with the corporate policies and goals, strategies, and objectives, we are able to establish the desired "to -be" position at the very on -set of the project. Woolpert will then compare requirements to the Client's current asset management strategy baseline to define the outstanding measures that need to be im- plemented as part of the overall project. This will clearly establish the "roadmap" our project team and the Client's project participants will utilize to navigate the design, configuration, and deployment phases of the project. Figure 9 - Performance Management Roadmap, above illustrates how the pre - implementation planning discovery is used to align implementation goals and objectives and establish the requisite implementation road map. Any program elements that are discovered during this process that are not part of the Project Plan will be presented to the Client's management team for consideration. At their discretion, the Client's management team may elect to: 1) have these added to a revised Project Plan for inclusion in the core project implementation; 2) wait to address these issues as part of the Phase 5 - Extended Support; or 3) place them in a "parking lot" for future consideration outside of the scope of this implementation plan. Depending upon the Client's decision, Woolpert will make any necessary adjustments to the Pro- ject Plan and obtain acceptance from the Client. Related sub -tasks are as follows: - Sub -Task 1.1.1: Prepare Request for Information - Sub -Task 1.1.2: Submit RFI to Client PM - Sub -Task 1.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert (Client -Owned Task) - Sub -Task 1.1.4: Woolpert to Perform Desktop Audit of Collected Information - Sub -Task 1.1.5: Woolpert to Prepare for On -Site Discovery Workshops - Sub -Task 1.1.6: Woolpert to Facilitate Pre -Planning Discovery Workshops (On -Site Task) o Sub -Task 1.1.6.1: Engineering Discovery o Sub -Task 1.1.6.2: Streets Discovery�� I F - A �T Cityworks AMS Implementation Statement of Work �n r June 21, 2016- O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XA/ Cityworks AMS Implementation Implementation Services Statement of Work - Sub -Task 1.1.7: Woolpert to Document Workshop Findings and Update Implementation Scope of Services, Assumptions, and Risk Plan - Sub -Task 1.1.8: Woolpert to Submit Updated Documentation to Client PM - Sub -Task 1.1.9: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables • Woolpert will prepare a Request for Information and submit it to the Client PM • Woolpert will perform a desktop review of the data provided by the Client PM • Woolpert's Project Manager and a Systems Analyst will facilitate a series of discovery work- shops, on-site at the Client's facilities, over the course of two (2) consecutive business days • Woolpert will document the workshop discussions and finding in the form of a Technical Memorandum and submit it to the Client PM • Woolpert will facilitate a remote conference call meeting with the Client team to review the contents of the Technical Memorandum 3 • The Client's project manager will provide the Data gathered from the Request for Infor- mation no later than one week before the pre -discovery workshops • All activities, other than the actual workshop will be performed remotely • The Client's project manager will ensure site readiness and staff participation for the workshop • Core team members from the Streets Department will participate in the discovery session for the Engineering Department Client Responsibilities • The Client PM will facilitate the data gathering process to collect the information detailed in Woolpert's RFI • The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the workshops • The Client PM will schedule all Client workshop attendees • All identified Client workshop attendees will actively participate in the on-site meetings without undue interruption • The Client PM and technical project team members will review the Technical Memorandum and provide feedback to Woolpert in a timely fashion • The Client PM and technical project team members will participate in a remote conference call review meeting with the Woolpert PM TASK 1.2: INSTALL AND CONFIGURE CORE AMS SOFTWARE IN A SANDBOX ENVIRONMENT The core Asset Management (AM) software, other supporting AM applications, and a pre -configured sample AM database_ have already be installed within the Client's networked environment via the prior Cityworks project. Woolpert will provide support to Carmel administrators in setting up the Streets/ Engineering domain and development environment. Deliverables • Woolpert's Senior Cityworks Analyst will provide up to two (2) hours of remote support to set up the domain and development environment Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved /Ll ti -FA XA/ Assumptions Cityworks AMS Implementation Implementation Services Statement of Work Client IT staff possesses the baseline Cityworks administration knowledge to facilitate the domain set up with remote assistance from Woolpert The Client will create a login for Woolpert for the necessary access to test, configure and deploy during the course of the project Client Responsibilities • Lead domain and development environment set-up • Create the logins for Woolpert with the necessary permissions TASK 1.3: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS Using the existing Cityworks Development environment, Woolpert will facilitate a series of on-site software demonstrations for the purpose of introducing the Client's project team members to the core functionality and features of the AM software application(s). For many of the Client's project team members, this will be their first exposure to the new AM software. These demonstrations will provide an initial overview of the features and functions of the new software and will serve as a basis of on- going software training and knowledge transfer that will increase in frequency and complexity as the project progresses through the subsequent design, configuration and deployment phases. The on-site software demonstrations will be facilitated multiple times over a two (2) day period to accommodate project team member schedules. Shortly after completion of the on-site software demonstrations, a Woolpert Implementation Specialist will work with the Client's identified AM System Administrator to establish Sandbox log -ins for each identified project team member so that they may log into the system at their leisure to further explore the AM software workflows and capabilities. Related sub -tasks are as follows: - Sub -Task 1.3.1: Woolpert to Prepare Software Demonstration Agenda - Sub -Task 1.3.2: Woolpert to Submit Agenda to Client PM - Sub -Task 1.3.3: Client PM to Prepare Site for Software Demonstrations (Ctient-Owned Task) - Sub -Task 1.3.4: Woolpert to Provide Software Demonstrations (On -Site Task) Deliverables • Woolpert will develop a Software Demonstration agenda and provide same to the Client project manager • Woolpert will provide a Systems Analyst onsite for one (1) day to facilitate the Software Demonstrations Assumptions • Software Demonstrations will be facilitated utilizing the newly installed on -premise AM software environment • The Client's project manager will ensure site readiness and staff participation for the Soft- ware Demonstrations • The Client's project manager will provide a conference room or training room with a pro- jector. During the Software Demonstrations, individual computers are not needed for the Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved %At Cityworks AMS Implementation Implementation Services Statement of Work participants. The software functionality will be demonstrated from the instructor's com- puter. • The Client's project manager will ensure Woolpert is provided access to the AM software environment installed on -premise Client Responsibilities • Client project manager to review and accept agenda for Software Demonstrations • Client project manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required num- ber of days • Secure an appropriate training facility suitable for participants TASK 1.4: CONDUCT BUSINESS PROCESS REVIEWS The objective of the business process reviews is three -fold: 1) provide Woolpert's implementation team with a deep understanding of the Client's desired work / asset management work flows / business pro- cesses, 2) provide Client project participants with a deeper understanding of the impending business process improvements introduced by the planned AM software solution, and 3) establish asset life -cycle management and work management workflows in the context of the Client's asset management strate- gies and as supported by the AM software's functional and technical capabilities. One of the main features of today's leading asset and maintenance management software applications is their ability to be configured to fit the unique manner in which an organization manages and exe- cutes its infrastructure maintenance management activities. Over the course of many asset manage- ment system implementation engagements, Woolpert has learned that: 1) documenting asset manage- ment software workflows can be a rather overwhelming task for the Client's technical leads; and 2) the service request, work order, and inspection life -cycles that need to be managed within the asset / maintenance management software application is 80 - 90 percent standard across all implementing or- ganizations. Given these two facts, Woolpert has developed a standard set of "best practice" workflow templates that we use to facilitate understanding of the work management life -cycle and we tailor these standard templates, samples of which can be found in Figure 10 - Example AM Software Workflow Diagrams, to accommodate the implementing organization's unique "plan- ning, scheduling, and execution" workflows. We have found that this approach saves time, money, and introduces a substantial level of best industry practices for work management activities right at the. on -set of the project. Woolpert will facilitate a series of on-site workshops that investigate a number of standard work man- agement work flow diagrams detailing the life -cycle management of work requests within the AM soft- ware application. The eight (8) primary workflow areas addressed will include: 1. Initiation 4. Scheduling 7. Emergency Work 2. Screening 5. Assignment 8. QA Review Et Completion 3. Planning 6. Performance Additionally, Woolpert will address the following three (3) related work flows: 1 Asset Set -Up and Modification 2. Preventative Maintenance / Predictive Maintenance Work Order Set -Up and Modification Along with the various workflows, Woolpert will introduce standard work-related codes which will ena- ble the users to perform the necessary research and queries to perform their jobs more efficiently, such as Work Order Statuses and Hold Reasons. Woolpert will explain how these standard codes enable user to track and report on work orders throughout their life -cycle, and how all of these workflows and Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XAI Cityworks AMS Implementation Implementation Services Statement of Work codes relate to establishing a work management environment that moves from reactive maintenance to a more proactive maintenance position (one of the multiple asset management best practices Woolpert facilitates through our implementations). Also, as part of these workshop discussions, Woolpert will expand upon the discussions of Levels of Ser- vice, asset performance measures, and specialized reporting requirements to identify any key custom data fields that will need to be taken under consideration during the upcoming (Phase 2) configuration workshops. Upon the completion of these workshops, Woolpert will compile all of the comments and feedback re- ceived from the Client's technical team members (maintenance staff), and update the standard work- flow diagrams to reflect local practices. Our past experiences with this exercise indicate that we should not need to make more than a few edits to our standard workflow diagrams. The resultant doc- umentation will later be used by the Client's technical team and system administrators to develop standard operating procedures and training materials. Figure 11 - Example AM Software Workflow Diagrams Related sub -tasks are as follows: - Sub -Task 1.4.1: Business Process Review Workshops o Sub -Task 1.4.1.1: Woolpert to Prepare for Business Process Review Workshops o Sub -Task 1.4.1.2: Woolpert to Facilitate Business Process Review Workshops - Sub -Task 1.4.1.2.1: Engineering Business Process Review Workshops (On -Site Task) - Sub -Task 1.4.1.2.2: Streets Business Process Review Workshops (On -Site Task) - Sub -Task 1.4.2: Woolpert to Facilitate GIS Review Workshops - Sub -Task 1.4.2.1: Engineering GIS Review Workshops (On -Site Task) _Xi E. .. A E Cityworks AMS Implementation Statement of Work gra_ 17 Uf June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved X A / Cityworks AMS Implementation "-`` Implementation Services Statement of Work — Sub-Task 1.4.2.2: Streets GIS Review Workshops (On-Site Task) Sub-Task 1.4.3: Business Process Review Technical Memorandum o Sub-Task 1.4.3.1: Woolpert to Prepare Draft Business Process Review Technical Memoran- dum o Sub -Task 1.4.3.2: Woolpert to Submit Draft Business Process Review Technical Memoran- durn to the Client PM c Sub -Task 1.4.3.3: Client Technical Team to Review Draft Workflow Documentation (Client - Owned Task) o Sub -Task 1.4.3.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team o Sub -Task 1.4.3.5: Woolpert to Prepare Updates to Business Process Review Technical Mem- orandum o Sub -Task 1.4.3.6 Woolpert to Submit Final Business Process Review Technical Memorandum to the Client PM Deliverables • A Woolpert Senior System Analyst and a Project Manager will facilitate a series of initial on- site Business Process Review Workshops as follows: o Stormwater business process work session for up to one and a half (1.5) business days o Other functions business process work session for up to one half (0.5) days • A Woolpert Senior System Analyst and a Project Manager will facilitate an initial on-site GIS database design workshop for up to one (1) business day for the purpose of establishing the asset data modeling requirements for Engineering's assets • Woolpert team members will document the outcomes of the workshops • Woolpert team members will facilitate a remote review meeting up to two (2) hours in du- ration with the client technical team to review the draft documentation, update the docu- mentation based on the outcome of the review meeting and submit a final version of the Technical Memorandum. Assumptions • All business process work flows discussions will begin with the Woolpert-provided standard workflow documents. The final workflows will not deviate significantly from the Woolpert standards. • All activities, other than the actual workshops will be performed remotely. • All workshop activities will be performed on-site. • The Client's project manager will ensure site readiness and staff participation for the workshops • Woolpert will not be responsible for making any updates to the client's GIS as a result of the GIS Review Workshops Client Responsibilities • Secure an appropriate meeting facility suitable for participants, • Schedule and accommodate the appropriate Client project participants such that they are available, without undue interruption, for the required number of days. • The client shall make recommended updates to the GIS before Woolpert conducts the se- cond round of configuration workshops in Phase 2. R C -I Cityworks AMS Implementation Statement of Work' June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved \1/ TASK 1.5: PHASE 1 QUALITY CONTROL Cityworks AMS Implementation Implementation Services Statement of Work 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 -1.6: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has deliv- ered the Phase 1 services in accordance with the Scope of Work and Project Plan. Phase 2 of this scope will not begin until Phase 1 has been approved by the Client. Cityworks AMS Implementation Statement of Work=�. June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved 16-N l PHASE 2 - CORE SYSTEM DESIGN AND CONFIGURATION Using the "road map" developed in Phase 1 as our guide, the Woolpert implementation team will lead the Client's project team through the AM software configuration tasks. The end result of Phase 2 ac- tivities will be a fully configured AM solution - de- ployed to the Client's development environment - that is ready to undergo User Acceptance Testing. Woolpert plans to expedite deployment of City - works by localizing a templated solution rather than developing a fully customized configura- tion. Woolpert will initiate the configuration activ- ities by developing a set of configuration documents that include the typical configuration for Collection and Lift Station departments. These will be re- viewed by the Client's technical team for the pur- pose of gaining a level of familiarity with the various aspects of the system components that will need to be configured (service requests, work orders, inspections, job plans, work crews, de- fault schedule dates, and the list goes on). Woolpert will then facilitate a series of implementation training courses whereby we will introduce, in greater detail, the AM software solution to the Client's selected implementation team members. These will be the division managers, maintenance .supervisors, and crew leaders that will be expected to provide detailed and direct input into how the AM solution gets de- signed and configured. This training will prepare these team members to proac- tively participate in the configuration workshops and make informed de- cisions as to how their system gets deployed. Cityworks AMS Implementation Implementation Services Statement of Work Phase Acceptance and Ctose .10 W. Figure 12: Phase 2 - System Design and Configuration Following the configuration training, Woolpert's imple- mentation team will facilitate a series of on-site con- figuration workshops, during which the templated AM software configuration will be localized and loaded with the data required to support the Client's asset / mainte- nance workflows and support the defined reporting re- quirements. Along with the core system configuration, Woolpert will also facilitate configuration of any add-on modules such as inventory management needed to render the core system fully functional. - - - - Once all of the configuration activities have -been com- pleted, Woolpert will facilitate a series of on-site system demonstrations. These demonstrations will "walk" the system through all of the asset / maintenance management workflows in the manner they were configured and provide the Client's technical team an opportunity to comment upon and request modifications to the configuration. After Woolpert updates the configuration (and related documenta- tion) per the demonstration feedback, the system will be ready for User Acceptance Testing (UAT) - Phase 3. Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved TASK 2.1: PREPARE CONFIGURATION AND DOCUMENTATION Cityworks AMS Implementation Implementation Services Statement of Work The initial configuration will begin as a templated solution de- veloped by Woolpert through many previous projects where Cityworks AMS was deployed to similar Stormwa ter and Streets departments. Woolpert will compile the asset management pro- gram data gathered and documented through the on-site work- shops (pre -planning discovery) and distill this information into the templated configuration and documentation, such that the solution begins to become localized. Localization is the process of creating new and modifying existing work order, service order and inspec- tion templates to meet the implementing departments specific work process. and data capture requirements. This configuration documentation, consisting of standard AM system elements, as well as the customized details required to support the Client's specific asset management program, will be used to guide the configura- tion of the AM system such that it is supports to the Client's specif- ic work order and asset maintenance management requirements. Related sub -tasks are as follows: - Sub -Task 2.1.1: Woolpert to Prepare Draft Templated Configuration Document - Sub -Task 2.1.2: Woolpert to Configure Development Envi- ronment per Templated Configuration Document - Sub -Task 2.1.3: Woolpert to Submit to Client PM for Re- view - Sub -Task 2.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables • Woolpert team members will develop a set of configuration documents as more fully detailed above of Contents Document Purpose and Structure ............................... 5 Assets Overview .................................................... 5 Service Requests, Work Orders, and Inspections............ 5 Standard Service Request .......... ......... ........... .......: 5 Customer Accounts ........................................... 6 Street Names .................................................. 6 Printing......................................................... 7 Workorder ........................................................ 7 Tasks............................................................. 8 Printing......................................................... 8 Inspection......................................................... 9 Printing......................................................... 9 Global Technical Configure tion...:............................10 Domain and Employee Setup.................................10 Domain Background.........................................10 Domain Group Background................................11 Employees Background.....................................12 GISand Asset Setup............................................13 Geocoding.....................................................13 ArcGiS Server Configuration...............................14 Material Setup...................................................16 material list...................................................16 material hfrarchy............................................16 Equipment Setup...............................................16 equipment list................................................16 equipment heirarchy........................................17 Contractors Setup..............................................17 Projects Setup...................................................18 Security Setup...................................................19 Site & Site Security Setup....................................19 Auditing........................................................19 Email..............................................................19 Windows Authentiflcation....................................20 User Interface Design..........................................21 Storeroom ........................................................21 °11.1eports............................................................:d Figure 13 - Sample AM System Configura- tion Documentation Table of Contents • Woolpert team members will configure the development AMS environment per the tem - plated solution, incorporating local details where known • Woolpert will facilitate a remote review meeting up to four (4) hours in duration with the Client's technical team Assumptions • All above listed tasks will be performed remotely Client Responsibilities • Review the prepared Draft Configuration documentation • Participate in the remote review meeting TASK 2.2: PROVIDE ASSET MANAGEMENT SYSTEM CONFIGURATION TRAINING Woolpert will facilitate a series of on-site configuration training courses for the purpose of providing the Client's project team members with the AM software knowledgebase needed to support the system design and implementation decisions. Configuration Training will be comprised of a curriculum de- Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved 2 1 ar`ll v Cityworks AMS Implementation Implementation Services Statement of Work signed to cover all relative aspects of the AM system configuration. Completion of the configuration training will ensure the Client's project participants (those with Core Team responsibilities) are provid- ed with enough exposure to , and understanding of, the AM software work order and asset management functionality such that they are able to make smart and informed configuration decisions as they relate to the overall implementation objectives. The intent of the Configuration Training is not to provide the skills needed to maintain the daily operations of the system. This End -User Training is provided at a later date. Configuration Training will be facilitated in a classroom environment (computer lab or training room) on-site at the Client's facilities. Related sub -tasks are as follows: — Sub -Task 2.2.1: Woolpert to Prepare Configuration Training Agenda — Sub -Task 2.2.2: Woolpert to Submit Agenda to Client PM — Sub -Task 2.2.3: Client PM to Prepare Site for Configuration Training (Client -Owned Task) — Sub -Task 2.2.4: Woolpert to Provide Configuration Training (On -Site Task) Deliverables • Woolpert will develop a Configuration Training agenda and provide same to the Client pro- ject manager • Woolpert will provide a Senior Systems Analyst onsite for four (4) hours to provide the Con- figuration Training Assumptions • Training will be facilitated utilizing the newly installed on -premise AM software environ- ment • The Client's project manager will ensure site readiness and staff participation for the train- ing • The Client's project manager will provide a conference room or training room with a pro- jector. During Configuration Training, individual computers are not needed for the partici- pants. The software functionality will be demonstrated from the instructor's computer. • Ensure Woolpert access to the AM software environment installed on -premise to perform training Client Responsibilities • Client project manager to review and accept agenda for training • Client project manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required num- ber of days • Secure an appropriate training facility suitable for participants TASK 2.3: FACILITATE CORE AM SOFTWARE CONFIGURATION Woolpert will facilitate the Core AM Software Configuration through a series of up to two (2) on-site configuration workshops. Workshops will be used to identify datasets unique to each department that are necessary to build out the AMS environment, such as Employees, Materials and Equipment lists. Workshops will also be used to localize the templated configuration. Localization is the process of cre- ating new and modifying existing work order, service order and inspection templates to meet the im- plementing departments specific work process and data capture requirements. The first round of workshops will address: Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved M Z2 4`l ui Cityworks AMS Implementation Implementation Services Statement of Work • Domains. This is the security architecture that determines how employees, work orders and other asset maintenance management 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, inspections, and service requests (e.g. crews). • 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 initi- ated 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 designed. • Projects. Projects to be managed within the AMS software In support of the configuration workshops, Woolpert will have a full version of AM software available to help facilitate ideas and approaches to the configuration - this is also part of the overall iterative learning process. Upon completion of the first round of configuration workshops Woolpert will update the System Configuration and the Configuration Document. At the end of the first round of workshops, there will be a set of action items for the Client team members, such as compiling a list of employees, work crews, and contractors, as well as hard copies of work orders, reports, inspection forms, and other relevant data sets. Woolpert will prepare a detailed list of action items and submit them to the Client project manager. At the end of first round of config- uration workshops, Woolpert expects to have gathered enough information to configure approximately 70% of the Client's desired asset maintenance management functionality. The second round of workshops will address proposed configuration approaches to service requests, work orders, and inspections identified in the initial workshops. During second round workshops, the Client's actual configured data will be available for viewing within the AM System software. At the end of second round of workshops, Woolpert expects to have gathered enough information to configure ap- proximately 85% to 100% of the Client's Core AM System requirements. Related sub -tasks are as follows: - Sub -Task 2.3.1: Round 1 Configuration Workshops o Sub -Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round) o Sub -Task 2.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1) - Sub -Task 2.3.1.2.1: Engineering Configuration Workshop Round 1 (On -Site Task) - Sub -Task 2.3.1.2.2: Streets Configuration Workshop Round 1 (On -Site Task) o Sub -Task 2.3.1.3: Woolpert to Update Configuration Documentation (Round 1) o Sub -Task 2.3.1.4: Woolpert to Perform Configuration in Development Environment (Round 1) o Sub -Task 2.3.1.5: Woolpert to Facilitate Remote Configuration Review Meeting With Cli- ent Technical Team - Sub -Task 2.3.2: Round 2 Configuration Workshops o Sub -Task 2.3.2.1: Woolpert to Prepare for Configuration Workshops (Round 2) o Sub -Task 2.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2) Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved Z3ofyJ XA Cityworks AMS Implementation Implementation Services Statement of Work - Sub -Task 2.3.2.2.1: Engineering Configuration Workshops Round 2 (On -Site Task) - Sub -Task 2.3.2.2.2: Streets Configuration Workshops Round 2 (On -Site Task) - Sub -Task 2.3.2.2.3: Advanced Configuration Workshop Round 2 (On -Site Task) o Sub -Task 2.3.2.3: Woolpert to Update Configuration Documentation (Round 2) o Sub -Task 2.3.2.4: Woolpert to Perform Configuration in Development Environment (Round 2) o Sub -Task 2.3.2.5: Woolpert to Facilitate Remote Configuration Review Meeting With Cli- ent Technical Team Deliverables • A Woolpert Senior Systems Analyst and Systems Analyst will facilitate Round 1 On -Site Con- figuration Workshops as follows: o Engineering up to two (2) consecutive business days o Streets up to one (1) consecutive business days • Woolpert staff will update the configuration documentation based on the outcome of the first round of configuration workshops • Woolpert staff will perform system configuration in the Client's on -premise development environment via remote access • Woolpert will facilitate one (1) remote in -process configuration review meeting to support the Round 1 configuration, up to four (4) hours in duration, with the Client's technical team • A Woolpert Senior System Analyst will facilitate Round 2 On -Site Configuration Workshops as follows: o Engineering up to one (1) business days o Streets up to one (1) business day o Advanced Configuration up to one half (.5) business day • Woolpert will update the configuration documentation based on the outcome of the second round of configuration workshops • Woolpert staff will perform system configuration in the Client's on -premise development environment via remote access • Woolpert will facilitate one (1) remote in -process configuration review meeting to support the Round 2 configuration, up to four (4) hours in duration, with the Client's technical team 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 • Populate the updated GIS database with the Engineering asset inventory (if needed) Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XLI Cityworks AMS Implementation Implementation Services Statement of Work Collect all configuration data identified in Round 1 Workshops and submit to Woolpert within five (5) business days so that they can be loaded prior to Round 2 workshops. TASK 2.4: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Tasks 2.1 through 2.3) to the Client for review. The Client's project manager and technical team members will undertake an internal review of this documentation, providing pertinent feedback to Woolpert. Upon completion of this task, Woolpert will have delivered a comprehensive set of configuration documents, updated to reflect the current as -is core system configuration. There will be additional opportunities to update this documentation in future project phases up to and including the final / accepted configuration doc- uments delivered just prior to Go -Live. Related sub -tasks are as follows: - Sub -Task 2.4.1: Woolpert to Submit Updated Configuration Documentation to Client PM - Sub -Task 2.4.2: Client Technical Team to Review Updated Configuration and Documenta- tion (Client -Owned Task) - Sub -Task 2.4.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team - Sub -Task 2.4.4: Woolpert to Update Configuration Documentation per Client Technical Team Review Comments - Sub -Task 2.4.5: Woolpert to Submit Updated Pre -Final Configuration Documentation to Cli- ent PM Deliverables • Woolpert will submit updated configuration documentation to the Client project manager • Woolpert will facilitate a remote configuration documentation review meeting, up to four (4) hours in duration, with the Client's technical team • Woolpert will update the configuration documentation based on the outcome of the Client review and re -submit the updated documentation to the Client project manager Assumptions • The Client project manager will ensure that the necessary people review and understand the documentation for its accuracy Client Responsibilities • The Client project manager and technical team will review and provide feedback on the configuration document • The Client project manager and technical team will participate in a remote configuration document review meeting • The Client project manager will approve and sign the configuration document TASK 2.5: PROVIDE AM SOFTWARE DEMONSTRATIONS After completion of the core AM software configuration, and approval of the updated configuration documentation, Woolpert will provide an on-site full AM software demonstration to Client project par- ticipants and stakeholders. The demonstration will review the configuration in depth and answer any questions that the Core Team may have. At the end of these meetings, it is anticipated that there may be some minor requested changes to the system configuration. Woolpert will make those configuration updates to the AM software environment and update the configuration documentation, as required. Cityworks AMS Implementation Statement of Work June 21, 2016 02016, Woolpert, Inc., Dayton, OH. All Rights Reserved IkA/ Fi Cityworks AMS Implementation Implementation Services Statement of Work Related sub -tasks are as follows: - Sub -Task 2.6.1: Woolpert to Prepare for On -Site Software Demonstrations - Sub -Task 2.6.2: Woolpert to Facilitate On -Site Software Demonstrations o Sub -Task 2.6.2.1: Facilitate Engineering Software Demonstration (On -Site Task) o Sub -Task 2.6.2.2: Facilitate Streets Software Demonstration (On -Site Task) - Sub -Task 2.6.3: Woolpert to update AM software configuration based on feedback obtained during software demonstrations Deliverables • Woolpert will provide two on-site software demonstrations for up to four (4) hours each to both the Engineering and Streets Departments • Woolpert will update the AM software configuration in the Client's on -premise develop- ment environment, per the demonstration feedback, via remote access Assumptions • All demonstration preparation activities will be performed remotely • Client staff participating in the demonstrations will do so un -interrupted Client Responsibilities • Secure an appropriate workshop facility • Coordinate and schedule demonstration participants TASK 2.7: PHASE 2 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 2.8: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has deliv- ered the Phase 2 services in accordance with the Scope of Work and Project Plan. Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved ILAI Cityworks AMS Implementation Implementation Services Statement of Work PHASE 3- ADVANCED AMS FUNCTIONALITY DEVELOPMENT Et CONFIGURATION While Phases 1 - 2 are focused on deploying the Core Cityworks AMS System functionality that sup- ports work / asset maintenance management ac- tivities, Phase 3 tasks are undertaken to deliver the advanced Cityworks AMS system functionality required to deliver robust Enterprise Asset Man- agement capabilities. Phase 3 tasks include the conversion / migration of critical legacy asset da- ta sets needed to establish life -cycle asset per- formance, as well as the development of custom reports and dashboards. Since Phase 3 tasks have direct dependencies upon Phase 2 Core Configura- tion tasks it is anticipated that the schedules for Phase 2 and 3 will be interwoven. Data conversion / migration tasks will also require a "team approach" with Woolpert's implementation team leading the discovery of legacy data, developing the data mi- gration mapping from the legacy system(s) to the new City - works AMS database, and developing the database scripts re- quired to move the data sets and test for conformance to data validation rules. It will be the Client's responsibility to pro- vide Woolpert with clean data sets, scrubbed and ready for migration. Phew Acceptance a and Cime Figure 14: Phase 3 - Advanced AMS Func- tionality Design and Configuration Custom reports and dashboard requirements will be defined and refined through the process of implementing the Core solution (Phases 1 - 3). Woolpert will build out the specifications based on information previously gathered and configure the Core Cityworks AMS software as required, as well as writing any additional identified custom reports in one or more report writing solutions (Crystal Reports, SQL Server Reporting Services, etc.). When all of the above tasks are completed and the ad- vanced functionality has been tested and deployed to the Production environment, the Client's asset management team will have all of the data sets, application tools, and business process workflows needed to support advanced asset management and begin to move the organization to a position of proactive asset sustainability. Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved p_ -A. 5< D t;`11'. i...-s�'�N 6 d i� i� G Z-7 A Cityworks AMS Implementation Implementation Services Statement of Work TASK 3.1: DEVELOP APPLICATION INTERFACES - NOT INCLUDED IN THIS SOW Note that this no integration development is included in this scope time we will meet with Client (work orders and inspections). TASK 3.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS INSERT INTO azteca.REQUEST iREQUESTID, PROBLEMCODE, DESCRIPTION, DETAILS,PRIORITY,PROBADDPWSS,INITIA TEDBY,SUBNITTO, CLOSEDBY,DATET=- INI T,DATETIMECLOSED,WORKORDERID,DISPAT CHTO,DATEDISPATCHTO,STATUS,REQCATEG ORY,CANCEL,7—SCURSION,WONEEDED,TILEN O,PP.OBLENSID,DOMAINID,REQCUSTFIELDC ATID,PROBLOCATION) VALUES(10000,'Sewer General','Gener all Sewer ReLpest1, 1 aewer back up',121,'23139 Old orchard The Client has identified that Trail','SYST_'4,','KNOPE, the existingCarte rah data and 11:20. ",'2001 -01 -os g P 1s:z�:oD','zoal-ol—D s', ",'�.a=Tr :N, work management data residing MI—L','2001-01- in a Microsoft Access database os;''CLOSED','SEWER','N',' b4twn EV ,1591, 1,6,'e telegraph b�art 133 that will need to be migrated and 141); from their current legacy sys- Figure 15 -Example Data Loading tems into the new Cityworks AMS System database. In support of SQL Statement these efforts, Woolpert will fa- cilitate a series of data migration workshops, during which subject matter experts to review and analyze each of the data sets Woolpert will document the workshop findings in the form of a data conversion plan and submit a draft to the Client project manager for review. Upon the Client's completed review of the draft plan, Woolpert will facilitate a remote review meeting to address the comments. Woolpert will then update the data conversion plan and provide a copy to the Client project manager. Once the final data conversion plan is agreed upon, Woolpert will work with the Client technical staff to undertake the tasks necessary to move the data sets from the existing Ellipse database and prepare them for loading into the new enterprise asset management databases. It will be the Client's responsi- bility to extract the source data sets and provide them to Woolpert for transforming and loading into the new Cityworks AMS System database. Once Woolpert receives the data from the Client, we will perform a number of tests on the data sets, checking for data cleanliness, completeness, relevancy, and conformance to the standards established in the data conversion plan. The Client project manager will be notified of any non -conforming data that needs to be scrubbed and re -submitted. Once this iterative process is complete, Woolpert will transform and load the data into a test database to complete the data conversion. After the Extract -Transform -Load process has been fully tested, the entire process will be documented. Woolpert will then re -run the process just prior to go -live to load the legacy data into the production asset management databases. Related sub -tasks are as follows: — Sub -Task 3.2.1: Facilitate Data Migration Workshops o Sub -Task 3.2.1.1: Woolpert to Prepare for Data Migration Workshops ., Sub -Task 3.2.1.2: Client PM to Prepare Site for Workshops (Client -Owned Task) o Sub -Task 3.2.1.3: Woolpert to Facilitate Data Migration Workshops (Remote Task) o Sub -Task 3.2.1.4: Document Data Conversion Workshop Findings and Decisions o Sub -Task 3.2.1.5: Submit Draft Data Conversion Plan Documentation to Client PM o Sub -Task 3.2.1.6: o Sub -Task 3.2.1.7: Client Technical Team to Review Draft Data Conversion Plan (Client - Owned Task) Woolpert to Facilitate Data Conversion Plan Remote Review Meeting with Client Technical Team /1/yJ/111 Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved 1A1 o Sub -Task 3.2.1.8: o Sub -Task 3.2.1.9: - Sub -Task 3.2.2: o Sub -Task 3.2.2.1: o Sub -Task 3.2.2.2: o Sub -Task 3.2.2.3: o Sub -Task 3.2.2.4: o Sub -Task 3.2.2.5: o Sub -Task 3.2.2.6: • Sub -Task 3.2.2.7: o Sub -Task 3.2.2.8: o Sub -Task 3.2.2.9: o Sub -Task 3.2.2.10 Deliverables Cityworks AMS Implementation Implementation Services Statement of Work Woolpert to Update Draft Data Conversion Plan Based on Review Com- ments Woolpert to Submit Updated Data Conversion Plan to Client PM Migrate Legacy Data Sets to new Cityworks AMS System Database Client to Generate Flat Files of Legacy Application Data Sets (Client - Owned Task) Client to Provide Legacy Data Flat Files to Woolpert (Client -Owned Task) Woolpert to Configure Data Migration Environment on Woolpert Servers Woolpert to Develop, Test, and Refine Data Loading Scripts Woolpert to Perform Test Data Conversion Load to new Cityworks AMS System Database in Test Environment Woolpert to Review and Analyze Test Data Migration Results Client to Clean -Up Data as Required (Client -Owned Task) Woolpert to Update Data Conversion Scripts as Required Woolpert to Reload Updated Data in Test Environment Woolpert to Facilitate Data Conversion Remote Review Meeting with Client Technical Team • One Woolpert data conversion expert will facilitate a remote data review workshop, over the up to four (4) hours, to review and analyze the Cartegraph and MS Access data sets • Woolpert will prepare a draft data conversion plan and submit to the Client project man- ager • Woolpert will facilitate a remote data conversion plan review meeting, up to four (4) hours in duration, with the Client technical team • Woolpert will update the data conversion plan based on the outcome of the review. meeting and re -submit to the Client project manager • Woolpert will develop a fully tested Extract, Transform, and Load (ETL) process document- ed and ready to be used for a final data loading at system go -live Assumptions • All data to be converted will be provided to Woolpert in an appropriate digital format • All data scrubbing and prep work will be performed by the Client • All data will have appropriate primary and foreign key relationships • All related data will have appropriate feature IDs capable of tying it to asset features in the Cityworks AMS System / GIS databases • Only two iterations of data migration will be performed. Should Client's failure to provide properly scrubbed data sets, per the migration specifications, require additional iterations, this work will be performed via Scope Change Order. Client Responsibilities • P'articipate in the on-site data conversion workshops • Perform all data prep, scrubbing, and extraction of data from source databases • Review and comment upon the data conversion plan opq Cityworks AMS Implementation Statement of Work - June 21, 2016- m 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved 1 A / Cityworks AMS Implementation - _ Implementation Services Statement of Work TASK 3.3: DEVELOP CUSTOM REPORTS AND DASHBOARDS Woolpert will catalogue all of the necessary reports learned throughout document discovery, work- shops, and other various project meetings. Once the reports have been prioritized, Woolpert's imple- mentation / report development team will subsequently deploy as many of the identified reports as possible within the allocated budget. Woolpert will utilize Crystal Re- ports to configure and deploy the resultant reports. The reports will be reviewed with Client staff through a series of in -process development reviews. Woolpert will incorpo- rate requested changes into the reports. The reports will be tested as part of the overall User Acceptance Testing efforts. Related sub -tasks are as follows: Deliverables • Woolpert will develop as many custom reports as can be achieved within the allocated budget of forty (40) man-hours (exclusive of discovery and review) • Woolpert will facilitate up to three in -process review meetings, each up to one (1) hour in duration, over the course of report development • Note that Woolpert will train City staff to create new/modify existing reports in Phase 4 Assumptions • Some reports may not be able to be developed until all of the system integrations have been fully tested and deployed to the Development environment Client Responsibilities • Provide a prioritized list of reports or development consideration • Participate in the remote in -process review meetings TASK 3.4: DEVELOP AND IMPLEMENT DATA EXTRACTION SCRIPTS - NOT INCLUDED IN THIS SOW Note that this Task is not included in this SOW. TASK 3.5: DEVELOP AND DEPLOY MOBILE CITYWORKS AMS SOFTWARE APPLICATIONS Implementation and evaluation of Mobile Cityworks AMS Software applications beyond training users on procedures for the Cityworks native applications is not included in this SOW. Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved - Sub -Task 3.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client -Owned Task) - Sub -Task 3.3.2: Woolpert to Review Reports Provided by Client - Sub -Task 3.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team - Sub -Task 3.3.4: Woolpert to Develop Custom Reports - Sub -Task 3.3.5: Woolpert to Facilitate In -Process Review Meetings with Client Technical Team - Sub -Task 3.3.6: Configure and Test Reports in Development Environment - Sub -Task 3.3.7: Update Reports Based on Feedback from Review Meetings Deliverables • Woolpert will develop as many custom reports as can be achieved within the allocated budget of forty (40) man-hours (exclusive of discovery and review) • Woolpert will facilitate up to three in -process review meetings, each up to one (1) hour in duration, over the course of report development • Note that Woolpert will train City staff to create new/modify existing reports in Phase 4 Assumptions • Some reports may not be able to be developed until all of the system integrations have been fully tested and deployed to the Development environment Client Responsibilities • Provide a prioritized list of reports or development consideration • Participate in the remote in -process review meetings TASK 3.4: DEVELOP AND IMPLEMENT DATA EXTRACTION SCRIPTS - NOT INCLUDED IN THIS SOW Note that this Task is not included in this SOW. TASK 3.5: DEVELOP AND DEPLOY MOBILE CITYWORKS AMS SOFTWARE APPLICATIONS Implementation and evaluation of Mobile Cityworks AMS Software applications beyond training users on procedures for the Cityworks native applications is not included in this SOW. Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XA1 _----�7 TASK 3.6: PHASE 3 QUALITY CONTROL Cityworks AMS Implementation Implementation Services Statement of Work 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 3.7: PHASE ACCEPTANCE AND CLOSE This is the Phase 3 exit document that the Client signs indicating Woolpert has delivered the Phase 3 services in accordance with the Scope of Work. Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved Au PHASE 4 - CORE SYSTEM DEPLOYMENT Once the Core AM system has been configured, there are still a number of critical tasks that must be completed before the solution is placed into a production environment. Woolpert's im- plementation team will lead the Client's tech- nical team through a series of related deploy- ment tasks that will ensure a fully tested and accepted solution as well as a Client team of fully trained system administrators and end us- ers ready to put the system to use on a daily basis. Woolpert will assist the Client system adminis- trators in developing a thorough Testing and Ac- ceptance Plan, designed to step the configured solution through all of the technical and func- tional requirements that the system was configured to sup- port. Following acceptance of the test plan, Woolpert will facilitate a series of Tester Training classes for the Client's selected testing team. Immediately upon completion of this training, the Client's testing team will execute the User Ac- ceptance Testing program in accordance with the plan. While it is the Client's responsibility to assemble a testing team and manage the testing procedures in-house, Woolpert staff will be made available to provide remote assistance. Once the system testing has been completed, and all of the resultant configuration updates have been made, Woolpert will then deliver the required end-user training. This train- ing will be scheduled and delivered "just in time", imme- diately prior to the Go -Live activities to ensure system administrators and end users are prepared to adopt and embrace the new technology solutions immediately upon go -live. Cityworks AMS Implementation Implementation Services Statement of Work The final deployment task is for Woolpert to assist the Cli- ent system administrator(s) in migrating the solution from the Development / Testing environment to a live Produc- tion environment and provide on-site Go -Live support for the first several days that the new system is in use. TASK 4.1: DEVELOP TEST PLAN The focus of system the newly installed ensure all delivered templates, reports, inteefaces) are properly functioning. testing efforts is to thoroughly test configured AM System solution and functionality (application workflows, Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared AM System Configuration documents. Functional metrics that the AM Sys- tem configuration must successfully achieve prior to being promoted to the Client's production envi- ronment will be defined. Additionally, test scenarios designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per Cityworks AMS Implementation Statement of Work June 21, 2016 m 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved Cityworks AMS Implementation Implementation Services Statement of Work 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 AM System functionality specified and configured per the Project Plan. Related 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 • Woolpert will prepare and deliver the draft Testing and Acceptance Plan to the Client pro- ject manager. • Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Client 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 perform testing of the newly configured AM System. In order to effectively test the system in accordance with the UAT Plan, training will be provided to these end-users. The training will consist of a one (1) day course which will step testers through the testing scripts and criteria. Following tester training a Woplpert Senior Systems analyst will provide on-site testing support for two (2) days. Woolpert has found that most configuration issues are uncovered during the first two days of testing. This on-site support allows the Woolpert Analyst to make configuration fixes as they arise and immediate redeployment of the up- dates to the testing environment. Related 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 o Sub -Task 4.2.3.1: UAT Training (On -Site Task) o Sub -Task 4.2.3.2: Testing Support (On -Site Task) Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XA/ vv�,_ Deliverables Cityworks AMS Implementation Implementation Services Statement of Work • 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 and support as detailed above. Assumptions • The Client will provide the Client testing team with the appropriate training documents prior to classroom training. • The Client will prepare the training site and ensuring adequate available training resources are available. • The Client will ensure that staff are available to participate in the training sessions. Client Responsibilities • Distribute training materials to the Client testing team prior to the scheduled training ses- sions. • 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 UAT Plan has been approved by all parties and tester training has been delivered, the Client testing team will undertake the UAT activities defined within the plan - and only those activities de- fined within the UAT 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 with- in the plan, Woolpert will make the required configuration updates / modifications / corrections to achieve testing acceptance. Client testers will "step" the AM System configurations through the test scripts defined within the Test- ing 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 will continue until acceptable performance is achieved as defined within the UAT Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. Related 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 o Sub -Task 4.3.3.1: Cityworks AMS Configuration o Sub -Task 4.3.3.3: Configuration Documentation Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved ilk SFS Lf 6-fq1 ui Deliverables Cityworks AMS Implementation Implementation Services Statement of Work • Woolpert will provide up to twenty (20) hours of remote ad-hoc UAT support • Woolpert will update the AM System configuration based on UAT results • Woolpert will update the configuration documentation based on UAT results and updated configurations 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 • Testing participants shall 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 system knowledge and capabilities necessary to manage (administrators) and use (end-users) the configured AM System and integrated applications in an effective manner such that the Client's over -arching business objectives can be met through use of the newly configured system. Given the small number of end-users, Woolpert's typical train -the -trainer approach, where Woolpert personnel fully train the core client team and then the core client team trains the remaining end-users, does not result in significant savings for this project. We recommend that Woolpert team members be involved in all of the end-user training classes either as lead instructors or facilitators to client instruc- tors. Additionally, given the small number of power users, Woolpert recommends not repeating the System Administrator class trained prior during the Tester Training. Each class will be delivered on-site at the Client's identified training facility. Prior to the training, Woolpert will prepare a training sylla- bus detailing each topic to be covered. Classes are designed to accommodate the training of up to ten (10) trainees with a single Woolpert re- source. Classes where a trained client instructor leads the course and a Woolpert team member sup- ports the instructor can accommodate up to twenty (20) trainees. Woolpert will provide the full suite of AM System (and related applications) training to the Client's identified core team members and identified power users. Immediately following this training, Woolpert will lead the first round of end-user training sessions (teaching the same material the Client core team members and power users just learned) with support being provided by the newly trained Client staff. Given the small number of users, no additional training classes are required. Should addi- tional training courses be required, the Client core team members and power users will deliver this 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) • Multiple software demonstrations • Asset Management System Configuration training (system exposure prior to configuration work- shops) • Multiple System Configuration workshops (in which the software is used extensively) "� /e'.� Pf a�T Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved XAI Cityworks AMS Implementation Implementation Services Statement of Work • Tester training Related 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 o Sub -Task 4.4.3.1: EUT Class 1 - System Administration Training (4-6 Users) (On -Site Task) o Sub -Task 4.4.3.2: EUT Class 2 - Service Requests, Work Orders and Inspections Training (10-20 Users) (On -Site Task) o Sub -Task 4.4.3.3: EUT Class 3 - Service Requests, Work Orders and Inspections Training (10-20 Users) (On -Site Task) Deliverables • Preparation of training materials • A Woolpert Senior Systems Analyst will facilitate one System Administrator Training course for up to one (1) day • A Woolpert Senior Systems Analyst will lead or facilitate two (2) on-site training session for Service Requests, Work Orders and Inspections for up to one and a half (1.5) days each. • Class sizes will be limited to no more than ten (10) if a single instructor is conducting the class with no assistance; class sizes can increase to up to twenty (20) is a properly trained resources, client or Woolpert, assists the lead instructor Assumptions • The Client has an adequate training facility that can accommodate the resultant number of staff to be trained; each accessing the AM system on their own workstation • 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 AM System Training, Woolpert will provide on-site System Go -Live support in order to assist with the successful start-up of the AM System. During this time, Woolpert's Senior Sys- tems 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 -AM System applica- tions) are tested for connectivity; all terminals requiring the ability to print documents are tested for connectivity; 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 AM System database from the Development environment to the Production environment. rZ—, "C E ; Cityworks AMS Implementation Statement of Work June 21, 2016 02016, Woolpert, Inc., Dayton, OH. All Rights Reserved XA/ Cityworks AMS Implementation Implementation Services Statement of Work During the first week of live AM System operations, Woolpert's Senior Systems Analyst will provide the on-site support required to coach new users and provide detailed technical systems support. This sup- port 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. Related sub -tasks are as follows: — Sub -Task 4.5.1: Woolpert to Migrate AMS Applications and Databases to Production Envi- ronment (On -Site Task) — Sub -Task 4.5.2: Woolpert to Provide On -Site Go -Live Support (On -Site Task) — Sub -Task 4.5.3: Woolpert to Provide 20 hours of Remote Post Go -Live Support Deliverables • Woolpert will migrate all applications and databases from Development to Production envi- ronment • A Woolpert Senior Systems Analyst will be provided on site for up to three (3) consecutive business days 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 immediatelyfollowing the go -live activities. Assumptions • The Client's project manager will provide project sign -off within agreed upon timeframe following 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 supporting the newly deployed AM System solution. The Client system administrators and IT support staff will benefit from learning basic AM System troubleshooting routines during this time. TASK 4.6: PHASE 3 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 exit document that the Client project manager signs indicating Woolpert has deliv- ered the Phase 3 services in accordance with the Scope of Work and Project Plan. Cityworks AMS Implementation Statement of Work June 21, 2016 O 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved -----Grp--- ASSET MANAGEMENT SOFTWARE LICENSING Cityworks AMS Implementation Implementation Services Statement of Work City of Carmel Utilities will procure all hardware, operating systems, software and the appropriate Li- censing in order to run the Cityworks AMS solution. Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved - I i, =�P � AA1 PROJECT SCHEDULE Cityworks AMS Implementation Implementation Services Statement of Work A Microsoft Project Schedule Gantt Chart, indicating appropriate project milestones, is shown below. This schedule is based on a start date of November 1, 2016. Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved A ff Cityworks AMS Implementation 7,7--- Implementation Services Statement of Work ID Task Names Fini-st) Nov'16 N0,16 Jan 17 Feb -17 Apr'17I 17 �3 I;An I a 1 13 ou I 1 1 4 1 11 118 128 1 0 Ild Mimi Ofi�tA,_'j-'q 4 D 1 Froject5uniinary ............... I ..........I........................i................. PHASE PH: PROJECT ILSHAGEMENT 1154 days Tue 4414116 ................ ..... I.. ...... ... .... . ........................... 1454 days (rue 11f1/16 — Fri 6nl17 i ........... n U21il 45 ....................... ...... .................................................... .............. PHASE 4: .M4TATION PLANNING .......................................................................................... 133-75 day- Tue I11VI6 .............. !Fri 171I6/16 Task i -i: Conduct Pre -planning Dizm i TUe 1111116 ue 111=16ery 58 Task 1.2: Configure RreetstEngineerins Domain sandbox Environment !D., days 71tu 11117116 . �Thu twI7116 ...... .. ............ . . . ......... ......... craiG . ...... ... . ........... ........... - ----------- . . ......... ... ........... I ... . .................................... I .................................... elnw- . ......... .. . . ...... ... ...... - . ...... ........... 16 day- Aon I 1121116 i ............. ... ......... . j ............................................ 113.5 day- !rue 1in9n6 . . ... ......... iTue I I r29116 . .............. .............. ..... 12J1686 so Ta -k t.S: Pha- I Quality Cmntrol Gdays —su- WtfilT6' iTue 11/1116 at Mk 1.6- Phase I Acceptance and cloSe i ii-Z;�-12116116............_.._* days_......._.. t:r iF ri 12116116 twig 82 . .............. . .... ... ...... . ........ ...... . . . ... . ....... . ................. ...... . .............. . . . . .......... �HASE 2: SYSTEM DESIGN AND CONFIGUIRATION ....... ...... ...... .. . ......... ... . 37.5 days, iFri 12116116 . . ............................ . ...... ........... ..... . ...... . Wed 219117 83 ... ........ . . . ..........• 2122116 88 93 ---'Z---"-'.�....'---' Task 2.2: Pmv4dectManaaenent ConfigurationS —rad -o -in ....... . . . ... ............. --- - - ------ - ---------------- . . ........ ........... ......... ....... day. !Fri 12116/16 I I-jW -Z;; 7 . ........... .. ................. .... . ....... ................. . ..... IThu 12/29116 . .. . .............. . .. . . ...................... . .......... Fri 11201117 III Twsk 2.4: Review and Approval of updated Sy -tem and configuration Documentation 1, 7.5 —darWed 211/17 117 Task, 2.6-- Provide Ckywwks Alas saftw e Denionatrations 18 days u 1126M7 !TUe.717117 1122 . . . ......... . ..... ......... Quality Controli0 days Fri 12/16/16 ;Fri ,i 12fli12/1671612JI6 L3 174 125. . ......... Tatk 2.9: Fha:e2Aueptance and Case ............... PH1t.SE3:/tDYANCFJ]A16S FUNCTIDItAL(TY DESIGN AND CONFIGUfiATIGN . . ....... . ...... ................. . .......... - day: /Wed 2nVt7 0i ............... 38.6 days Tue 2F!!17 ......................... day. !Tue 2,7117 I iM-offlf ...................................... . .. . ..... n W311117 0718 I I .. . ............... m 38.gai�;***l Tue ................... . ...... . ................ . ..... - .............. :Fri 3131117 _411 .............. . ... . . .... . ............ . . . ............... ........................... . . ... . ...... . .................. DHASE4: CORE "EM OEPIAYNENT ......................... 415dar, WriVIVU . . . ........... .. ....... . . . .......... &WI 7 156 .. . ......... . ...... . .... . ........ Task 4./: Develop 7eq Plan" day: da F63/St/17 I. IiU;Till�iV 163 Task' -4-2- Provide Te:,terTraining —d.Y,-,—Ao . 4110/17 :Mon 511/117 169 3FUser Acceptance Tl, j;pim,;at .. . ............. . . ................. .... 116 day- iXon 411171117 k..i . ............ ............................................ 1TUe 512117 . . ............. . . ........... . . .. . . . .... Tue 519117 ................................. !flan 5!15/77 ........... .. 182 I .. . ........... . .. . ......... . . . ............ . .... . a day: rrue 5123/17 Task 4.6: Phase 4 Quality ConUDL F-rr-1 . ... - . . ...................... . 'Fri 612117N 1117 3131 187 Ta -K4.7-' Pha:e4AcceptancvandClote ............. . .. od� Rl . .. . ........ . ........... ........ .......... 6 . . 137.6 days i7uaI1II11I6 Fff-6r"17 . ........... .......... ................... 1171i 9129717 Palle I Cityworks AMS Implementation Statement of Work June 21, 2016 0 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved \A/ Cityworks AMS Implementation implementation Services Statement of Work Woolpert's current rate schedule, for non -scoped implementation services offered on a Time Et Materi- al basis, are as listed in the following table. These rates are valid through December 31, 2016. Resource Name Hourly Rate' Practice Leader .................................................... " $220.00/hr Project Director .................................................... $203.00/hr Project Manager ..............................:.................... $184.00/hr Group Manager ..................................................... $184.00/hr Subject Matter Specialists ....................................... $215.00/hr Senior Developer ................................................... $175.00/hr Developer........................................................... $150.00/hr Senior Systems Analyst ........................................... $145.00/hr System Analyst ..................................................... $130.00/hr Admin................................................................ $80.00/hr p� T � Cityworks AMS Implementation Statement of Work June 21, 2016 © 2016, Woolpert, Inc., Dayton, OH. All Rights Reserved EXHIBIT B Invoice Name of Company. Address & Zip: Telephone No.: Fax No.: Project Name: Invoice No. Purchase Order No: Date: Signature Printed Name Goods Services Person Providing Goods/Services Date Goods/ Service Provided Goods/Services Provided (Describe each good/service separately and in detail) Cost Per Item Hourly Rate/ Hours Worked Total GRAND TOTAL Signature Printed Name EXHIBIT C INSURANCE COVERAGES Worker's Compensation & Disability Employer's Liability: Bodily Injury by Accident/Disease: Bodily Injury by Accident/Disease: Bodily Injury by Accident/Disease: Property damage, contractual liability, products -completed operations: General Aggregate Limit (other than Products/Completed Operations): Products/Completed Operations: Personal & Advertising Injury Policy Limit: Each Occurrence Limit: Fire Damage (any one fire): Medical Expense Limit (any one person) Statutory Limits $100,000 each employee $250,000 each accident $500,000 policy limit $500,000 $500,000 $500,000 $250,000 $250,000 $ 50,000 Comprehensive Auto Liability (owned, hired and non -owned) Bodily Single Limit: Injury and property damage: Policy Limit: Umbrella Excess Liability Each occurrence and aggregate: Maximum deductible: $500,000 each accident $500,000 each accident $500,000 $500,000 $ 10,000 E` HIF3IT' D A11F1DA`;I7. �zy� ui Ming tirsf ifiult ��r.,r11, deposes and 4,iv ilial h..`slie is l.�nliIiar %-0th and has persuilal l:nc�►1Jlcd�e of Illi: facts lie re; 11 end, ircaIIed ai a xviult:ss ill thi matrt•r, collld testi fir as ftdlows: I ;ern over 6—Lhteen 18) )Yews of age and am comix.tent to testify to tilt i c ci.+rtt.iirled hc=rs:ill. E :1111 flow ails{ elf all bales I'c levant hercir1 have been elllploN-AM hv- 6he "F)TIplotr .. ill the pi► itioll Of Dior U1Ge iDred�clfe„� r I and IbIllifiar with (lie cinploy-nelit pollc.irs, practices, and procedures o:Cthe Employer and halve the authority to act oll I±eltatf of the Elllploycr. 4. The Emlple+wr is c.nr(-)lEei.l "Ind p lrticipitfes ill file federal I -V rity proGralrr. and lras Provided ilocullierliatioll of sack eneoltnicllt ;it; participation to the CitV of CzirITILI. Indiana. 5. "11Itc, Company does not knowillo, V cnlpfi y ally unauthorized alic:ils. FURTI-11A AFFIANT SAYETH NOT. is:\�:C'l:!`f E:fi iru the ott1� __clap of-' Ave, -t La,- � � ?f) /61. I ccrtily colder the pc-rialties.icw perrtlry under ims of'ti e United Stltes.of Aincr.ica anis the St ltc of, Inch lna that the ibrti;c iiw .6cmal statements and tcpriscill Itlons, are true and correct. Printed: S o- A -L `�L-s�`/�� INDIANA RETAIL TAX EXEMPT CERTIFICATE NO. 003120155 002 0 Ci'ty®� C Page 1 of PURCHASE ORDER -NU MBER FEDERAL EXCISE TAX EXEMPT 34187 ONE CIVIC SQUARE 35-6000972 ---, .- THIS NUMBER -MUST APPEAR ON INVOICES, AIP CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, PACKING SLIPS, iFORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL -1997 SHIPPING LABELS AND ANY CORRESPONDEN CE PURCHASE ORDER DATE, DATE REQUIRED REQUISITION NO. VENDOR NO. I DESCRIPTION 10/20/2016j 369021 Cityworks License WOOLPERT INC Street Department VENDOR 4454 IDEA CENTER BLVD SHIP 3400 W. 131 st Street TO Carmel, IN 46074 - DAYTON, OH 45430. (317) 733.2001 PURCHASE ID BLANKET CONTRACT PAYMENTTERMS FREIGHT 9527 L— QUANTITY — UNIT OF MEASURE —�_ _ DESCRIPTION ^ —_---_ — —_ UNIT PRICE EXTENSION Department: 2201 Account: 43-509.00 1 Each Fund: 201 Motor Vehicle Highway FND Cityworks License $40,112.00 $40,112.00 . Sub Total $40,112.00 9'7 y a. % t Send Invoice To: Street Department 3400 W. 131st Street I I i'„� Carmel, IN 46074- (317) 733-2001 4•- �' _"" �� T_ PLEASE INVOICE IN DUP_LICA_TE DEPARTMENT ACCOUNT PROJECT �' PROJECT ACCOUNT _.__r AMOUNT --- — — - - - — NT --- PA MENT $40,112.00 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 AND ACTS AMENDATORY THEREOFANDSUPPLEMENT THERETO. ORDERED BY TITLE CONTROL NO. 34187 CLERK -TREASURER AIP VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE 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. ,0 Dave Huffman Director Steve Engelking Administration ®11'Ca}}�}�'j1� el City�j INDIANA RETAIL TAX EXEMPT CERTIFICATE NO. 003120155 002 0 Page 1 of 1 PURCHASE ORDER NUMBER JL �j Jl�� FEDERAL EXCISE TAX EXEMPT _ 34323 ONE CIVIC SQUARE 35-6000972 _ THIS NUMBER MUST APPEAR ON INVOICES, A1P CARMEL, INDIANA 46032-2584 $21,000.00 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 N0. DESCRIPTION 10/20/2016 $24,000.00 $24,000.00 369021 Cityworks AMS Implementation Services WOOLPERT INC City Engineering's Office VENDOR 4454 IDEA CENTER BLVD SHIP 1 Civic Square Carmel, IN 46032- TO Carmel, IN 46032 - DAYTON, OH 45430 - Kate Lustig PURCHASEID BLANKET CONTRACT SHIPPING INSTRUCTIONS PAYMENTTERMS FREIGHT 9528 Fund: 203 CUM Cap Improvement Fund AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBUGATED BALANCE IN 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. Account: 43-509.00 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL QUANTITY UNIT OF MEASURE 1 Each DESCRIPTION UNIT PRICE EXTENSION Department: 2200 Fund: 201 Motor Vehicle Highway Account: 43-419.00 1 Each Cityworks AMS $21,000.00 $21,000.00 i Sub Total $21,000.00 Account: 43-509.00 ; V V ' 1 Each Cityworks AMS $24,000.00 $24,000.00 Sub Total . - .'$24,060.00 Account: 43-515.02 Carmel, IN 46032- s k 1 Each Cityworks AMS $45,000.00 $45,000.00 PAYMENT $128,800.00 SHIPPING INSTRUCTIONS Sub Total $45,000.00 Department 2200 Fund: 203 CUM Cap Improvement Fund AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBUGATED BALANCE IN 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. Account: 43-509.00 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 1 Each Cityworks AMS Rio r'" t 1 $38,800.00 $38,800.00 Sub Total $38,800.00 TITLE CONTROL NO. 34323 CLERK -TREASURER i 9 ' t Send Invoice To: ; ; V V ' City Engineering's Office Kate Lustig 1 Civic Square Carmel, IN 46032- s k PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT----] PAYMENT $128,800.00 SHIPPING INSTRUCTIONS ' AIP VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O, NUMBER IS MADE A 'SHIP PREPAID. PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBUGATED BALANCE IN 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY TITLE CONTROL NO. 34323 CLERK -TREASURER