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