HomeMy WebLinkAbout2013-09-23-Meeting Agenda
Engineering Services Committee
Meeting
Commission Chamber- 9/23/2013- 1:00 PM
ENGINEERING SERVICES
1. Approve and authorize execution of an agreement between
Augusta and the University of Georgia Research Foundation,
Inc. Savannah River Ecology Laboratory (SREL) for the
continuation of research and data collection related to bird
activity around the constructed wetland treatment system.
Attachments
2. Provide necessary signatures on furnished Memorandum of
Understanding to include Augusta Utilities Department water
and sanitary sewer main relocations in the Georgia Department
of Transportation contract, through competitive bidding, for
GDOT Projects STP00-1105-00(004) & BHSLB-1105-00
(005), PI No. 245320 & 245325, Richmond County C.R.
65/Windsor Springs Road from S.R. 88 to Willis Forman Road
- TIA and C.R. 65/Windsor Springs Road at NS # 734145P in
Hephzibah.
Attachments
3. Consider proposal from Woolpert, Inc. to provide and
implement Citiworks at a cost not to exceed $627,355. RFQ
12-221
Attachments
4. Discuss Augusta Utilities changing the "due dates" of water
payments and the impact it is having on the citizenry.
(Requested by Commissioner Mason)
Attachments
5. Approve/ratify the application from GDOT for Local
Maintenance and Improvement Grant (LMIG), to be used for
Belair Road construction, as requested by AED.
Attachments
6. Motion to approve the minutes of the Engineering Services
Committee held on September 9, 2013.
Attachments
7. Motion to approve the continued funding of the current On- Attachments
Call Tree Removal Services Contract in the amount of
$200,000, and the On-Call Vegetation Maintenance Contract in
the amount of $500,000 from the Transportation Investment
Act (TIA) discretionary account. Funding is solely for the
purposes of hazardous tree removal and pruning; and
vegetation maintenance along the county’s roadway system,
which is within the criteria of transportation discretionary fund
usage, as requested by AED.
8. Motion to approve an Option for the purposes of acquiring a
Right-of-Way between George Bowen, as owner, and Augusta,
Georgia, as optionee, in connection with the Marks Church
Road Reconstruction Project, 0.008 acre (366.85 sq. ft.) in fee
more or less and N/A acre of permanent easement, more or
less; and (1,075.02 sq. ft.) of temporary construction easement,
more or less, and N/A temporary driveway easement on Project
Marks Church Road Reconstruction, from property located at:
2906 Raes Creek Road, private, at the purchase price of
$1,800.00.
Attachments
9. Motion to approve an Option for the purposes of acquiring a
Right-of-Way between James C. Folk as Successor Trustee to
the James M. Green Trust, as owner, and Augusta, Georgia, as
optionee, in connection with the Belair Road Improvement
Project, consisting of (1,642 sq. ft.) in fee, more or less, and
(110 sq. ft.) of permanent easement, more or less; and (1,390
sq. ft.) of temporary construction easement, more or less, on
Project the Belair Road Improvement, from property located at:
3840 Belair Road, private, at the purchase price of $2,754.00.
Attachments
10. Motion to approve an Option for the purposes of acquiring a
Right-of-Way between Claude Robert Wilkes, Sr., and Barbara
A. Wilkes, as owner, and Augusta, Georgia, as optionee, in
connection with the Belair Road Improvement Project,
consisting of (N/A sq. ft.) in fee, more or less, and (1,050 sq.
ft.) of permanent easement, more or less; and (1,050 sq. ft.) of
temporary construction easement, more or less, on Project the
Belair Road Improvement, from property located at: 3830
Belair Road, private, at the purchase price of $1,950.00.
Attachments
11. Presentation by Ms. Peccola Turner regarding maintenance of
the city.
Attachments
12. Notice of $144,548.45 payment to Blair for emergency Attachments
www.augustaga.gov
support services, to provide appropriate fire protection and
water quality in the Berckmans Road area.
13. Receive as information Traffic Engineering’s purchase
of materials to upgrade traffic signals on Reynolds
Street. (Referred from September 9 Engineering Services
Committee)
Attachments
14. Receive as information a review of the first 60 days of the solid
waste collections contract.
Attachments
Engineering Services Committee Meeting
9/23/2013 1:00 PM
2013-2014 Agreement Between Augusta and Savannah River Ecology Laboratory
Department:Utilities
Caption:Approve and authorize execution of an agreement between
Augusta and the University of Georgia Research Foundation, Inc.
Savannah River Ecology Laboratory (SREL) for the continuation
of research and data collection related to bird activity around the
constructed wetland treatment system.
Background:In the late 1990's Augusta negotiated an agreement with the
Federal Aviation Administration (FAA) to allow the Utilities
Department to continue to develop the constructed wetland
treatment system which follows the James B. Messerly Water
Pollution Control Plant. One of the conditions of that agreement
is that Augusta will monitor the activity of birds in the vicinity of
the constructed wetland and the Augusta Regional Airport in order
to insure there is no adverse impact on airport operations due to
the wetland construction. Augusta has enlisted the services of the
Savannah River Ecology Laboratory to conduct this monitoring as
a research program funded by the Utilities Department. The
proposed program for this includes activities which are designed
to study the effects of methods used to reduce the attractiveness of
the wetland system to certain types of birds during the migratory
season. The total cost of the proposed research program for this
year is $108,038.00.
Analysis:The research program to date has yielded important data to
support the development of the constructed wetland system at the
current location. Continued monitoring of the bird activity and
development of additional data will provide valuable information
about the effectiveness of wildlife management activities as well
as document the continued beneficial use of the wetlands as a
wildlife habitat. This program should continue for at least another
3 years to provide this documentation.
Financial Impact:The total cost of the proposed research program for 2013-2014 is
$108,038.00. Three additional years would not exceed
$120,000.00 per year.Cover Memo
Item # 1
Alternatives:1) Approve the program for the 2013-2014 plus three additional
years, 2) Approve the program for just one year, 3) Discontinue
the research program, or 4) Negotiate a scaled-back program at a
lower cost.
Recommendation:We recommend that the proposed research program be approved
and executed by the Mayor on behalf of Augusta. We further
recommend that this program be extended for an additional 3
years at a maximum annual cost of $120,000.00. The cost and
scope of the program would be negotiated annually by the Utilities
Department and approved by the Administrator based on the
results of the previous year's research. If the negotiated cost
exceeds $120,000.00 in any year the agreement would be brought
back to the Commission.
Funds are Available
in the Following
Accounts:
507043420-5212115
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
2
o
f
1
4
It
e
m
#
1
Attachment number 1 \nPage 3 of 14
Item # 1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
4
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
5
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
6
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
7
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
8
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
9
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
0
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
1
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
2
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
3
o
f
1
4
It
e
m
#
1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
4
o
f
1
4
It
e
m
#
1
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Accept terms of memorandum of understanding with Georgia Department of Transportation concerning
the costs of relocating water and sanitary sewer mains on GDOT Projects STP00-1105-00(004) &
BHSLB-1105-00(005), PI No. 245320 & 245325, Richmond County C.R.
Department:Augusta Utilities Department
Caption:Provide necessary signatures on furnished Memorandum of
Understanding to include Augusta Utilities Department water and
sanitary sewer main relocations in the Georgia Department of
Transportation contract, through competitive bidding, for GDOT
Projects STP00-1105-00(004) & BHSLB-1105-00(005), PI No.
245320 & 245325, Richmond County C.R. 65/Windsor Springs
Road from S.R. 88 to Willis Forman Road - TIA and C.R.
65/Windsor Springs Road at NS # 734145P in Hephzibah.
Background:The Georgia Department of Transportation is widening C.R.
65/Windsor Springs Road from S.R. 88 to Willis Forman Road -
TIA and C.R. 65/Windsor Springs Road at NS # 734145P in
Hephzibah. Due to these improvement the Augusta Utilities
Department needs to relocate existing water and sewer lines that
are in conflict with the proposed GDOT project. The Augusta
Utilities Department will be solely responsible for the cost of the
relocations. The Augusta Utilities Department has, with the
permission of the commission, retained Jacobs Engineering Group
to provide the design plans for the water and sewer relocation to
be included in the GDOT project.
Analysis:Approving this memorandum of understanding will allow GDOT
and the Augusta Utilities Department to move forward with their
plans to include the relocation of the water and sewer in the
GDOT project.
Financial Impact:At this time there will be no financial impact.
Alternatives:No alternatives are recommended.
Recommendation:We recommend the Commission agree to the terms of the
memorandum of understanding with GDOT.Cover Memo
Item # 2
Funds are Available
in the Following
Accounts:
At this time there will be no financial impact.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 1
Item # 2
Page 1 of 3
Revised: February 2012
Georgia DOT Project: STP00-1105-00(004) & BHSLB-1105-00(005)
County: Richmond
GDOT P.I.: 245320 & 245325
MEMORANDUM OF UNDERSTANDING
between the
Georgia Department of Transportation (hereafter the DEPARTMENT)
and
Augusta/Richmond County(hereinafter called the OWNER)
Whereas the DEPARTMENT proposes to undertake a project to CR 65/Windsor Springs
Road from SR 88 to CR 1515/Willis Foreman Road & CR 65/Windsor Springs Road @ NS #
734145P in Hephzibah in Richmond County by contract through competitive bidding, and:
Whereas the OWNER has the following utility facilities which will be within the project
limits: Water and Sewer.
Whereas the OWNER does not have adequate equipment and staff to adjust its facilities or
for other reasons considers it advantageous to have this work included in the roadway contract to
be let by the DEPARTMENT; and, now therefore:
The following is hereby mutually agreed to and understood by both parties:
1. The preliminary engineering, including preparation of detailed plans and contract
estimate for the required water items will be accomplished by the OWNER or
OWNER’S Consultant, the cost of which will be the responsibility of the OWNER.
The plans shall provide for adjustment, relocation, or new installation of the
OWNER’S facilities in accordance with the OWNER’S customary practices,
standards, and details subject to conformance with the DEPARTMENT’S standard
pay items and procedures for including such items in the project contract. In cases of
discrepancy, the governing descending order will be as follows: (1) Special
Provisions, (2) Project Plans (prepared by OWNER’S Consultant) including Special
Plan Details, (3) Supplemental Specifications, (4) Standard Plans including
DEPARTMENT’S Standard Construction Details, (5) Standard Specifications. The
OWNER’S standard details should be labeled as “Special Plan Details” and included
immediately in sequence behind the OWNER’S plans to avoid confusion with the
DEPARTMENT’s Standard Plans and Standard Construction Details. The OWNER
shall provide plans using the DEPARTMENT’S title block design and in
Microstation file format, and, if requested, on mylar sheets.
2. The plans and estimate shall be subject to approval by both the DEPARTMENT and
OWNER prior to advertising for bids.
Attachment number 2 \nPage 1 of 3
Item # 2
Page 2 of 3
3. All work necessary for the adjustment or relocation of the described facilities in
accordance with the final plans when approved shall be included in the highway
contract and let to bid by the DEPARTMENT except as follows:
If necessary, the Owner will provide additional temporary and permanent
easements, at its own expense, for any work outside of the acquisition limits
shown on the project right of way plans, and shall certify possession in
accordance with DEPARTMENT requirements prior to the Certification
deadline for the project.
4. All construction engineering (layout, inspection) and contract supervision shall be the
responsibility of the DEPARTMENT and the DEPARTMENT shall be responsible to
assure that all utility work is accomplished in accordance with plans and
specifications and to consult with the OWNER before authorizing any changes or
deviations which might affect the OWNER’S facility. Engineering for plan revisions
for the OWNER’S facilities shall be the responsibility of the OWNER and
OWNER’S Consultant.
5. The OWNER and OWNER’S Consultant shall have the right to visit and inspect the
work at any time and advise the DEPARTMENT’S Engineer of any observed
discrepancies or potential problems. The cost of any OWNER or OWNER’S
Consultant’s visits or inspections will be the responsibility of the OWNER. The
DEPARTMENT agrees to notify the OWNER when all utility work is complete and
ready for final inspection and invite the OWNER to attend the final inspection or
provide a corrections list to the DEPARTMENT prior to the final inspection.
6. After award of the highway contract, the OWNER will continue to maintain its
facilities until adjustment or relocation begins on any segment of the facilities. Once
adjustment or relocation begins on a segment of the facilities, the DEPARTMENT or
its contractor will be responsible for the maintenance of the adjusted or relocated
facilities until final acceptance is made for the work. Upon acceptance of the work
and upon certification by the DEPARTMENT’S Engineer that the work has been
completed in accordance with the plans and specifications, the OWNER will accept
the adjusted or relocated facilities and will thereafter operate and maintain said
facilities without further cost to the DEPARTMENT and its contractor.
7. The DEPARTMENT and OWNER agree that all matters will be governed by the
DEPARTMENT’S Utility Accommodation Policy and Standards. It is contemplated
by the DEPARTMENT and OWNER that a Contract Item Agreement will be
executed by both parties that will supersede this memorandum. The cost for the
water/sewer facilities shall be the responsibility of the OWNER and reimbursement to
the DEPARTMEMT shall be handled thru a Contract Item Agreement.
Attachment number 2 \nPage 2 of 3
Item # 2
Page 3 of 3
APPROVED FOR THE OWNER BY:
(Signature) (Date)
(Title)
APPROVED FOR THE DEPARTMENT BY:
(Signature) (Date)
State Utilities Engineer
(Title)
Contract Item Agreement to be required? YES
Preliminary Engineering Agreement to be required? No
Attachment number 2 \nPage 3 of 3
Item # 2
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Augusta Utilities Computerized Maintenance Management System (CMMS)
Department:Utilities
Caption:Consider proposal from Woolpert, Inc. to provide and implement
Citiworks at a cost not to exceed $627,355. RFQ 12-221
Background:Augusta Utilities began to evaluate alternatives to its current
Computerized Maintenance Management System for a number of
reasons. These include the inability to open and close work orders
in the field, the lack of an integrated inventory module, and the
lack of communication between the CMMS and other software
platforms the department utilizes such as our metering and billing
system.
Our current CMMS system is cumbersome and requires two full
time staff to enter data. Managers do not have quick and easy
access to work order information, making it more difficult to
evaluate the productivity and efficiency of our staff.
Analysis:We received six statements of qualifications representing five
different software packages in response to our RFQ. The
evaluation team selected Woolpert, Inc. to provide and implement
the CMMS. The proposed fee includes providing the software,
migrating legacy data from our current CMMS and develop
custom integrations to the following systems: Motorola Customer
Service Reporting (311 Center), our metering and billing system,
and our financial accounting system. Woolpert will customize the
system to support our processes and train our staff. We feel that
the ability to better evaluate and manage data better is key to
improving our efficiency and accountability.
Financial Impact:Woolpert has proposed to provide the services described above
and in the attached proposal on an time and materials basis not to
exceed $627,355. This project is budgeted, and funds are available
in account 507043490-5424120/81300015-5424120.
Alternatives:The Commission could elect not to approve this proposal.
Cover Memo
Item # 3
Recommendation:We recommend that the proposal from Woolpert be approved.
Funds are Available
in the Following
Accounts:
507043490-5424120/81300015-5424120.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
City of Augusta, Georgia
Utilities Department
Cityworks Enterprise Asset Management System
Implementation
STATEMENT OF WORK
July 2, 2013
Attachment number 1 \nPage 1 of 45
Item # 3
Statement of Work
Cityworks Enterprise Asset Management System Implementation
City of Augusta, Georgia
Utilities Department
July 2, 2013
Prepared by Woolpert, Inc.
375 North Ridge Road, Suite 100
Atlanta, GA 30350
www.woolpert.com
Attachment number 1 \nPage 2 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 i
CONTENTS
DOCUMENT ACCEPTANCE ....................................................................... iii
CHANGE CONTROL ............................................................................... iii
GENERAL ........................................................................................... 1
PROJECT MANAGEMENT ........................................................................ 2
Task PM.1: Project Administration .............................................................................. 2
Task PM.2: Project Kick-Off Meeting ........................................................................... 2
Task PM.3: Project Schedule Coordination .................................................................... 3
Task PM.4: Client Status Meetings .............................................................................. 3
Task PM.5: Internal Coordination Meetings .................................................................... 4
TECHNICAL APPROACH .......................................................................... 5
PHASE 1 – IMPLEMENTATION PLANNING .................................................................... 6
Task 1.1: Conduct Pre-Planning Discovery ................................................................... 6
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment .......... 7
Task 1.3: Conduct Core Team Training ....................................................................... 8
Task 1.4: Conduct Business Process Reviews ................................................................ 9
Task 1.5: Phase 1 Quality Control ........................................................................... 11
Task 1.6: Phase Acceptance and Close ..................................................................... 11
PHASE 2 – CORE SYSTEM DESIGN AND CONFIGURATION ................................................... 12
Task 2.1: Prepare Configuration Documentation ......................................................... 12
Task 2.2: Core Cityworks AMS Configuration .............................................................. 12
Task 2.3: Cityworks Storeroom Configuration ............................................................. 15
Task 2.4: Cityworks AMS – CCTV Integration Configuration ............................................. 16
Task 2.5: Review and Approval of Updated System Configuration and Documentation ........... 17
Task 2.6: Provide Cityworks AMS Software Demonstrations ............................................ 18
Task 2.7: Phase 2 Quality Control ........................................................................... 18
Task 2.8: Phase Acceptance and Close ..................................................................... 19
PHASE 3 – ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION ......................... 20
Task 3.1: Application Interfaces ............................................................................. 20
Task 3.2: Perform Data Conversion of Legacy Data Sets ................................................ 25
Task 3.3: Develop Custom Reports and Dashboards ...................................................... 26
Task 3.4: Develop and Deploy Mobile AMS Applications ................................................. 27
Task 3.5: Phase 3 Quality Control ........................................................................... 28
Task 3.6: Phase Acceptance and Close ..................................................................... 28
Attachment number 1 \nPage 3 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 ii
PHASE 4 – SYSTEM DEPLOYMENT.......................................................................... 29
Task 4.1: Develop Test Plan .................................................................................. 29
Task 4.2: Provide Tester Training ........................................................................... 30
Task 4.3: User Acceptance Testing in Development Environment..................................... 31
Task 4.4: Provide End-User Training ........................................................................ 32
Task 4.5: Provide Go-Live Support .......................................................................... 33
Task 4.6: Phase 4 Quality Control ........................................................................... 34
Task 4.7: Phase Acceptance and Close ..................................................................... 34
PHASE 5 – EXTENDED SUPPORT ........................................................................... 35
CITYWORKS AMS SOFTWARE LICENSING .................................................... 36
PROJECT COSTS ................................................................................. 37
PROJECT SCHEDULE ............................................................................ 40
Attachment number 1 \nPage 4 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Statement of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 iii
DOCUMENT ACCEPTANCE
Table 1: Document Acceptance
Name
Client, Project Manager Date:
Name
Woolpert, Project Manager Date:
Name
Woolpert, Project Director Date:
CHANGE CONTROL
Table 2: Document Control
Change Record
Date Author Version Change Reference
2013.07.22 Ed Singer 02 Added scope items for the WTP implementation and in-
tegration with the City’s IFAS application.
File name: Statement of Work_Cityworks AMS Implementation_Cityof
Augusta_Version01_20130702.docx
Attachment number 1 \nPage 5 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 1
GENERAL
The City of Augusta Cityworks Server AMS implementation project consists of four main components:
1. Implementation of Cityworks Server AMS software (including Storeroom for materials management,
and an integration to the City’s existing CCTV pipe inspection application),
2. Integration of Cityworks Server AMS with the City’s Motorola CSR application (for service requests),
3. Integration of the Cityworks Server AMS solution with the City’s Customer Information System (yet
to be selected and implemented), and
4. Conversion of legacy data into the Cityworks Server PLL database.
There are many related tasks and sub-tasks that have to be properly executed to ensure a successful
outcome to this important project (such as business process review, custom application configuration,
training, and testing). Our project methodology addresses all of the details of this complex project
and ensures all aspects (people, processes, and technology) are comprehensively addressed in a logical
order.
Our approach includes many opportunities for our technical staff to work alongside Client staff to
transfer knowledge, such that by the time we take you live with your new Cityworks Server AMS solu-
tion, you will be system experts in your own right.
Services, and associated deliverables, are categorized into four (4) major phases, as presented 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 next subsequent task. Each of these phases,
along with the relevant tasks / Subtasks is described in detail in the following sections.
Our project plan and associated budget and schedule were developed based on the following bounding
assumptions based on the City’s RFP and subsequent discussions with Utilities Department staff:
• The following Utility Divisions will be implemented in the first phase (this Scope of Services)
o Water Distribution
o Sewer Collections
o Lift Stations
• Water Distribution and Sewer Collections can be implemented as a common track
• 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 preventa-
tive maintenance, scheduled corrective maintenance, un-planned reactive maintenance
• System configuration (service requests, work orders, inspections, and system reports) will provide
full support of the City’s CMOM program and meet existing permitting and consent order require-
ments
• Full system implementation is to occur over a multi-year period and include system use at the Wa-
ter Treatment Plant, integration of SCADA systems, and advanced asset sustainability functionality.
Future phases have not yet been scoped or scheduled
• The City is to identify and empower a Project Manager
• The City is to identify and empower two power users from each of the utility divisions to be imple-
mented (water distribution, sewer collections, lift stations) for a total of six power users and one
project manager. This will constitute the Client Core Team.
Attachment number 1 \nPage 6 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 2
PROJECT MANAGEMENT
TASK PM.1: PROJECT ADMINISTRATION
Woolpert will provide the following general project management services:
· 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;
· Facilitate in-process review meetings with the Client’s project manager, committees, manage-
ment, and end-users as scheduled, and 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 consulting
· Password protected project collaboration environment and issue log management
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· Assemble a team of domain and technical experts and have representation of all divisions / work
groups involved throughout all phases of the project
· Provide a point of contact for all project management issues and questions
· Review, comment and accept draft project work plan within five days of document delivery
· Schedule appropriate internal staff and provide facilities for on-site meetings and off-site confer-
ence calls
· Review and accept project status reports, or otherwise provide comments on same within a rea-
sonable 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 the kick-off meeting. This meet-
ing will be facilitated on-site at the Client’s offices for the purpose of: 1) establishing the necessary
Project Management protocols to be adhered to by all stakeholders, 2) reviewing the Client’s imple-
mentation goals and objectives with all team members, 3) identifying any Client-owned source docu-
mentation 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 meet-
ing shall be of a duration suitable for addressing each of the items previously listed. Development of
Attachment number 1 \nPage 7 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 3
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 received from
the Client
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 management will be performed using Microsoft Project software.
Project schedules and tasks will be monitored and adjusted as needed, depending upon the Client’s
priorities and ability make its staff and facilities available at the appropriate times throughout the pro-
ject. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be
maintained and available to all Woolpert and Client project participants.
Deliverables
· Project schedule maintained and monitored on an on-going basis
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
· Review project schedule on an on-going basis
TASK PM.4: CLIENT STATUS MEETINGS
Woolpert will facilitate a regular occurring status meeting. Woolpert’s Project Manager will partici-
pate in regularly scheduled project status meetings with the Client’s Project Manager and designees for
the purpose of reviewing project issues including: 1) activities, action items, and deliverables complet-
ed to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or con-
tractual 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.
Deliverables
· Monthly project status reports upload to project website
· Monthly project status meetings
Assumptions
· The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
Attachment number 1 \nPage 8 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 4
· Schedule appropriate internal staff and provide facilities for on-site meetings and off-site confer-
ence calls
· Review and accept project status reports, or otherwise provide comments on same within a rea-
sonable time frame
· Schedule meeting space and supporting technology peripherals suitable for on-site meetings
· 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 received from
the Client
Client Responsibilities
· None
Quality Management
Knowledge Transfer and Change Management
Project Plan
· Project Management Plan
· Change Control Plan
· Communications Plan
Attachment number 1 \nPage 9 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 5
TECHNICAL APPROACH
Five-phased implementation approach with continuous project management, quality management,
knowledge transfer, and change management:
· Phase 1: Implementation Planning
· Phase 2: System Design and Configuration
· Phase 3: System Integrations
· Phase 4: System Deployment
· Phase 5: Extended Support
· Project Management (Duration of Project)
· Knowledge Transfer & Change Management (Duration of Project)
· Quality Management (Duration of Project)
Figure 1: Implementation Phases
Attachment number 1 \nPage 10 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 6
PHASE 1 – IMPLEMENTATION PLANNING
TASK 1.1: CONDUCT PRE-PLANNING DISCOVERY
A pre-planning discovery task will be facilitated by
Woolpert’s Project Manager for the purpose of aligning the
Client’s implementation / functionality requirements with
the project plan. This discovery process will clarify imple-
mentation objectives defined in the RFP, as well as uncover
other factors (system interfaces, workflow details, reporting
requirements, data conversion requirements, etc.) that may
not have been clearly addressed to date. In these events, a
decision will be made by the Client’s Project Manager to up-
date the Project Plan to include these additional tasks, or
place them in a parking-lot for future attention. Based upon
the results of this discovery, Woolpert will make any neces-
sary adjustments to the Project 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 Au-
dit 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)
· 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 Memo-
randum 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
Assumptions
· The Client’s project manager will provide the Data gathered from the Request for Information
no later than one week before the pre-discovery workshops
Figure 2: Phase 1 - Implementation Plan-
ning
Attachment number 1 \nPage 11 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 7
· 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
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 with-
out 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 CITYWORKS AMS SOFTWARE IN A SANDBOX ENVIRONMENT
This task includes installing the core Cityworks AMS software, other supporting Cityworks applications,
and a test version of a sample Cityworks database within the Client’s networked environment. Prior to
beginning the installation, Woolpert will provide a full readiness checklist to the Client’s IT staff to
ensure the computers and servers (application and database) are prepared in advance. Woolpert will
perform the necessary testing and configuration modifications needed to ensure a successful Cityworks
install within the Client’s on-premise testing environment. Woolpert will request that the creation of
three databases to be deployed within the Client’s testing environment to include Production, Testing
and Development. A Woolpert System Implementation Specialist will be onsite to perform the installa-
tion of the core Cityworks software and related databases.
Related sub-tasks are as follows:
· Sub-Task 1.2.1: Woolpert to Install and Configure AMS Software in a Sandbox Environment
(On-Site Task)
· Sub-Task 1.2.2: Woolpert to Test Installation and Configuration and Modify as Required (On-
Site Task)
· Sub-Task 1.2.3: Woolpert to Replicate Initial Sandbox Configuration to Development Envi-
ronment(On-Site Task)
· Sub-Task 1.2.4: Woolpert to Provide Core Cityworks AMS Software Administration Training
to Client System Administrators
Deliverables
· Cityworks AMS specifications documentation for the Client to review
· Woolpert’s Senior Systems Analyst will facilitate a remote system specifications review meeting
for up to two (2) hours with the Client’s IT team
· Woolpert’s Senior Systems Analyst will perform on-site installation, configuration, and testing
of the core Cityworks Server AMS applications and databases in the Client’s on-premise network
environment (Test and Development) over the course of up to two (2) consecutive business
days
· Woolpert’s Senior Systems Analyst will provide Core Cityworks AMS installation and back-up
training to the Client’s system administrators during the time on-site to perform the installa-
tion services.
Attachment number 1 \nPage 12 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 8
Assumptions
· Activities including Installation, configuration, testing and training will be performed onsite at
the Client’s facilities.
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
· The Client’s Project Manager will ensure site readiness and staff participation for the training
· The Client’s Project Manager will ensure IT Staff are available during the Cityworks Server AMS
installation and testing to ensure the proper access and permissions are granted
· The Client will create a login for Woolpert for the necessary access to install software, set up
databases, and test the software
Client Responsibilities
· Create the logins for Woolpert with the necessary permissions
· Ensure the Servers are prepared for the installation of Cityworks Server AMS including ArcGIS
Server, SDE and RDBMS (SQL Server or Oracle)
· Client project manager to ensure the necessary staff participate in the training
TASK 1.3: CONDUCT CORE TEAM TRAINING
Core Team Training will be facilitated for the purpose of providing the Client’s Project Team members
with the Cityworks Server AMS knowledgebase needed to support the system design and implementa-
tion decisions. Core Team Training will be comprised of a two-day curriculum designed to introduce the
Cityworks asset management tools to the Client’s Project Team members.
The purpose of the Core Team Training is to provide the Client’s project participants (those with im-
plementation responsibilities) with enough exposure to, and understanding of, the Cityworks work or-
der and asset management functionality such that they are able to make smart and informed decisions
as they relate to the overall implementation objectives. The intent of the Core Team Training is not to
provide the skills needed to maintain the daily operations of the system. This End-User Training is pro-
vided at a later date.
Core Team 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 1.3.1: Woolpert to Prepare Core Team Training Agenda
· Sub-Task 1.3.2: Woolpert to Submit Agenda to Client PM
· Sub-Task 1.3.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task)
· Sub-Task 1.3.4: Woolpert to Provide Core Team Training (On-Site Task)
Deliverables
· Woolpert will develop a Core Team Training agenda and provide same to the Client project
manager
· Woolpert will provide a Systems Analyst onsite for up to two (2) consecutive business days to
provide the Core Team Training
Assumptions
· Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi-
ronment
Attachment number 1 \nPage 13 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 9
· The Client’s project manager will ensure site readiness and staff participation for the training
· The Client’s project manager will provide a conference room or training room with a projector.
During Core Team Training, individual computers are not needed for the participants. The
software will be demonstrated
· Ensure Woolpert access to the Cityworks Server AMS environment installed on-premise to per-
form 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 number 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 planned / desired work management processes, 2) provide
Client project participants with a deeper understanding of the impending business process improve-
ments introduced by the planned Cityworks AMS solution, and 3) establish asset life-cycle management
and work management workflows in the context of Cityworks’ asset management capabilities.
One of the main features of a Cityworks asset and maintenance, management system is the ability of
the software to be configured to fit the unique manner in which an organization executes and manages
its infrastructure maintenance management activities. To accomplish this, Woolpert will work with Cli-
ent staff to document the work processes related to asset and maintenance management activities and
Key Performance Indicators (KPIs). This will be accomplished via two rounds of on-site – hands-on
workshops. The purpose is to gather the following information:
· What are the current issues and challenges related to asset and maintenance management?
· Who will use the software?
· How will they use the software—what tasks do they need to perform?
· In what environment will they use it?
· What difference should it make for their jobs?
· How will your staff use the data—how is data analyzed, how are reports prepared, etc.?
These work process reviews will play a critical role in defining and establishing the configuration re-
quirements for the Cityworks system. Using the information gathered during the business process as-
sessment task, and informed by the identified needs of the Client, the Woolpert team will evaluate the
current business processes to identify workflow issues. Business processes that might require en-
hancement or replacement will be identified. The team will then design improved workflows.
Following the workshops, Woolpert will document pertinent work processes in a Workflow Document
supported by graphical diagrams and text numerical format (i.e.: Step 1, Step 2, etc.). Woolpert will
provide the documented workflows to Client staff to review and comment upon. Once finalized,
Woolpert will update the workflow documentation. Woolpert will then commence to of the next round
of workshops.
Attachment number 1 \nPage 14 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 10
Related sub-tasks are as follows:
· Sub-Task 1.4.1: Round 1 Business Process Review Workshops
o Sub-Task 1.4.1.1: Woolpert to Prepare for Business Process Review Workshops (First
Round)
o Sub-Task 1.4.1.2: Woolpert to Facilitate Business Process Review Workshops (Round 1)
- Sub-Task 1.4.1.2.1: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 1.4.1.2.2: Lift Stations (On-Site Task)
- Sub-Task 1.4.1.2.3: Water Treatment Plants (On-Site Task)
- Sub-Task 1.4.1.2.4: Water Treatment Plants and Lift Station GIS Database Design
(On-Site Task)
o Sub-Task 1.4.1.3: Woolpert to Document Business Process Review Workshop Findings
(First Round)
· Sub-Task 1.4.2: Round 2 Business Process Review Workshops
o Sub-Task 1.4.2.1: Woolpert to Prepare for Business Process Review Workshops (Second
Round)
o Sub-Task 1.4.2.2: Woolpert to Facilitate Business Process Review Workshops (Round 2)
- Sub-Task 1.4.2.2.1: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 1.4.2.2.2: Lift Stations (On-Site Task)
- Sub-task 1.4.2.2.3: Water Treatment Plants (On-Site Task)
o Sub-Task 1.4.2.3: Woolpert to Document Business Process Review Workshop Findings
(Second Round)
· Sub-Task 1.4.3: Woolpert to Prepare Business Process Review Technical Memorandum
· Sub-Task 1.4.4: Woolpert to Submit Technical Memorandum to Client PM
· Sub-Task 1.4.5: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 1.4.6: Woolpert to Prepare Updates to Business Process Review Technical Memo-
randum
Deliverables
· A Woolpert Senior System Analyst and a System Analyst will facilitate a series of initial on-site
Business Process Review Workshops as follows:
o Water Distribution and Sewer Collection for up to three (3) consecutive business days
o Lift Stations for up to two (2) consecutive business days
o Water Treatment Plants for up to three (3) consecutive business days
· A Woolpert Senior System Analyst will facilitate an on-site GIS database design workshop for up
to one and a half (1.5) consecutive business days for the purpose of establishing the asset data
modeling requirements for Lift Stations and Water Treatment Plants
· Woolpert team members will document the outcomes of the first round of workshops
· A Woolpert Senior System Analyst and a System Analyst will facilitate a second round of on-site
Business Process Review Workshops as follows:
o Water Distribution and Sewer Collection for up to one and a half (1.5) consecutive business
days
o Lift Stations for up to one (1) business day
o Water Treatment Plants for up to one and a half (1.5) consecutive business days
Attachment number 1 \nPage 15 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 11
· Woolpert team members will document the outcomes of the first and second rounds of work-
shops in the form of a Technical Memorandum and submit to the Client project manager for re-
view
· Woolpert team members will facilitate a remote review meeting up to two (2) hours in duration
with the client technical team and update the Technical Memorandum based on the outcome of
the review meeting
Assumptions
· All activities, other than the actual workshops will be performed remotely.
· The Client’s project manager will ensure site readiness and staff participation for the work-
shops
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.
TASK 1.5: PHASE 1 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 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.
Attachment number 1 \nPage 16 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 12
PHASE 2 – CORE SYSTEM DESIGN AND CONFIGURATION
TASK 2.1: PREPARE CONFIGURATION DOCUMENTATION
Woolpert will compile the information gathered and docu-
mented through the multiple on-site workshops and other
related project meetings and distill same into a series of or-
ganized configuration documents that will be used to guide
the required Cityworks configuration such that it supports the
Client’s work order and asset maintenance management ac-
tivities.
Related sub-tasks are as follows:
· Sub-Task 2.1.1: Woolpert to Prepare Draft Con-
figuration Documentation
· Sub-Task 2.1.2: Woolpert to Submit to Client PM
for Review
· Sub-Task 2.1.3: Woolpert to Facilitate Remote
Review Meeting with Client Tech-
nical Team
Deliverables
· Woolpert team members will develop a set of config-
uration documents as more fully detailed above
· Woolpert will facilitate a remote review meeting up
to two (2) hours in duration with the Client’s tech-
nical team
Assumptions
· All above listed tasks will be performed remotely
Client Responsibilities
· Review the prepared Draft Configuration documenta-
tion
· Participate in the remote review meeting
TASK 2.2: CORE CITYWORKS AMS CONFIGURATION
Cityworks AMS configuration will be facilitated by Woolpert through a series of on-site configuration
workshops. The first round of workshops will address:
• Domains. This is the security architecture that determines how employees, work orders and other
information can be shared across organizational boundaries.
• Employee Hierarchy. Determines security protocols for each user of the system as well as practical
grouping of employees for assignments to work orders and service requests (e.g. crews).
• 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.
Figure 3: Phase 2 - System Design and
Configuration
Attachment number 1 \nPage 17 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 13
• 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 Cityworks
Woolpert will update the System Configuration Document after the first round of configuration work-
shops is complete. The extra planning steps that are taken during the initial phases of an implementa-
tion, such as this will reap tremendous rewards when the system goes into production. As part of the
meetings, Woolpert will have a full version of Cityworks available to help facilitate ideas and ap-
proaches to the configuration – this is also part of the overall iterative learning process.
At the end of the first round of workshops, there will be a set of action items for the Client team
members such as gathering the current list of employees, people, contractors and hard work orders,
reports, inspection forms, etc. Woolpert will prepare a full list of action items and submit to the Client
project manager. At the end of these meetings, Woolpert will have enough information to configure
approximately 70% of the Client’s needs.
The second and final workshops will address proposed configuration approaches to service requests,
work orders, and inspections identified in the initial meetings. During these workshops, the Client’s
actual configured data will be available for viewing within Cityworks. At the end of these meetings,
Woolpert will have enough information to configure approximately 100% of the Client’s needs.
Related sub-tasks are as follows:
· Sub-Task 2.2.1: Round 1 Configuration Workshops
o Sub-Task 2.2.1.1: Woolpert to Prepare for Configuration Workshops (First Round)
o Sub-Task 2.2.1.2: Woolpert to Facilitate Configuration Workshops (Round 1)
- Sub-Task 2.2.1.2.1: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 2.2.1.2.2: Lift Stations (On-Site Task)
- Sub-Task 2.2.1.2.3: Water Treatment Plants (On-Site Task)
o Sub-Task 2.2.1.3: Woolpert to Update Configuration Documentation (Round 1)
o Sub-Task 2.2.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.2.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.2.1.5.1: Remote Review Meeting 1
- Sub-Task 2.2.1.5.2: Remote Review Meeting 2
· Sub-Task 2.2.2: Round 2 Configuration Workshops
o Sub-Task 2.2.1.1: Woolpert to Prepare for Configuration Workshops (Second Round)
o Sub-Task 2.2.2.2: Woolpert to Facilitate Configuration Workshops (Round 2)
- Sub-Task 2.2.2.2.1: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 2.2.2.2.2: Lift Stations (On-Site Task)
- Sub-Task 2.2.2.2.3: Water Treatment Plants (On-Site Task)
o Sub-Task 2.2.2.3: Woolpert to Update Configuration Documentation (Round 2)
o Sub-Task 2.2.2.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.2.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
Attachment number 1 \nPage 18 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 14
- Sub-Task 2.2.2.5.1: Remote Review Meeting 1
- Sub-Task 2.2.2.5.2: Remote Review Meeting 2
· Sub-Task 2.2.3: Populate Treatment Plant and Lift Station Assets in GIS Database (Client-
Owned Task)
Deliverables
· A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura-
tion Workshops as follows:
o Water Distribution and Sewer Collections up to three (3) consecutive business days
o Lift Stations up to two (2) consecutive business days
o Water Treatment Plants up to three (3) consecutive business days
· Woolpert 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 envi-
ronment via remote access
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to
two (2) hours in duration, with the Client’s technical team
· A Woolpert Senior System Analyst and System Analyst will facilitate Round 2 On-Site Configura-
tion Workshops as follows:
o Water Distribution and Sewer Collections up to one and a half (1.5) consecutive business
days
o Lift Stations up to one (1) day
o Water Treatment Plants up to one and a half (1.5) consecutive business days
· 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 envi-
ronment via remote access
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to
two (2) hours in duration, with the Client’s technical team
· Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Cli-
ent’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 Lift Station and Water Treatment Plant asset in-
ventory
Attachment number 1 \nPage 19 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 15
TASK 2.3: CITYWORKS STOREROOM CONFIGURATION
Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This
task item addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will
consist of a series of on-site meetings with Client staff to address all of the configuration elements that
will need to be put into place to support materials management. Upon completion of these workshops,
the configuration documentation will be updated and then the Storeroom application will be config-
ured.
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: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 2.3.1.2.2: Lift Stations (On-Site Task)
- Sub-Task 2.3.1.2.3: Water Treatment Plants (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
o Sub-Task 2.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.3.1.5.1: Remote Review Meeting 1
- Sub-Task 2.3.1.5.2: Remote Review Meeting 2
· Sub-Task 2.3.2: Round 2 Configuration Workshops
o Sub-Task 2.3.2.1: Woolpert to Prepare for Configuration Workshops (Second Round)
o Sub-Task 2.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2)
- Sub-Task 2.3.2.2.1: Water Distribution and Sewer Collection (On-Site Task)
- Sub-Task 2.3.2.2.2: Lift Stations (On-Site Task)
- Sub-Task 2.3.2.2.3: Water Treatment Plants (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
o Sub-Task 2.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli-
ent Technical Team
- Sub-Task 2.3.2.5.1: Remote Review Meeting 1
- Sub-Task 2.3.2.5.2: Remote Review Meeting 2
Deliverables
· A Woolpert Senior System Analyst will facilitate Round 1 On-Site Configuration Workshops as
follows:
o Water Distribution and Sewer Collections up to one and a half (1.5) consecutive business
days
o Lift Stations up to one (1) days
o Water Treatment Plants up to one and a half (1.5) consecutive business days
· Woolpert 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 envi-
ronment via remote access
Attachment number 1 \nPage 20 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 16
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to
two (2) 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 Water Distribution and Sewer Collections up to one half (.5) day
o Lift Stations up to one half (.5) day
o Water Treatment Plants up to one half (.5) 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 envi-
ronment via remote access
· Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to
two (2) hours in duration, with the Client’s technical team
· Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Cli-
ent’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
TASK 2.4: CITYWORKS AMS – CCTV INTEGRATION CONFIGURATION
The Client’s CCTV inspection software application will need to be integrated with the Cityworks AMS
solution. Facilitation of this integration will be supported by the Cityworks CCTV for PACP Add-On
module. In order to ensure a thorough and proper integration of the two software applications,
Woolpert will facilitate a one day integration requirements discovery workshop. The workshop will
focus on identifying the pipe inspection data, inter-application workflows to pass requisite data be-
tween the applications, work orders and inspections to be managed by Cityworks in support of the
CCTV program.
Related sub-tasks are as follows:
· Sub-Task 2.3.1: Configuration Workshop
o Sub-Task 2.3.1.1: Woolpert to Prepare for Configuration Workshop
o Sub-Task 2.3.1.2: Woolpert to Facilitate Configuration Workshop
- Sub-Task 2.3.1.2.1: Sewer Collection (On-Site Task)
o Sub-Task 2.3.1.3: Woolpert to Update Configuration Documentation
o Sub-Task 2.3.1.4: Woolpert to Perform Configuration in Development Environment
o Sub-Task 2.3.1.5: Woolpert to Facilitate Remote Configuration Review Meeting With Cli-
ent Technical Team
- Sub-Task 2.3.1.5.1: Remote Review Meeting 1
Attachment number 1 \nPage 21 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 17
Deliverables
· A Woolpert Senior System Analyst will facilitate an On-Site Configuration Workshop for Sewer
Collection up to one (1) day in duration
· Woolpert 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 envi-
ronment via remote access
· Woolpert will facilitate a remote in-process configuration review meeting, up to two (2) 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
TASK 2.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION
Woolpert will submit the updated Configuration Documentation (completed in Tasks 2.1 through 2.4) 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, we will have delivered a comprehensive set of configuration documents, updated to reflect
the current as-is system configuration. There will be additional opportunities to update this documen-
tation in future project phases up to and including the final / accepted configuration documents deliv-
ered just prior to go-live.
Related sub-tasks are as follows:
· Sub-Task 2.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM
· Sub-Task 2.5.2: Client Technical Team to Review Updated Configuration and Documenta-
tion (Client-Owned Task)
· Sub-Task 2.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 2.5.4: Woolpert to Update Configuration Documentation per Client Technical
Team Review Comments
· Sub-Task 2.5.5: 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 re-
view and re-submit the updated documentation to the Client project manager
Attachment number 1 \nPage 22 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 18
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 con-
figuration document
· The Client project manager and technical team will participate in a remote configuration doc-
ument review meeting
· The Client project manager will approve and sign the configuration document
TASK 2.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS
After completion of the two rounds of Cityworks AMS configuration, Storeroom configuration, and CCTV
integration, and approval of the updated configuration documentation, Woolpert will provide an onsite
full system demonstration to Client project participants and stakeholders. Woolpert will provide three
(3) separate demonstrations. Each demonstration will be up to four (4) hours in duration in order to
review the configuration in depth and answer any questions. At the end of these meetings, it is antici-
pated that there may be some minor requested changes to the system. Woolpert will make those
changes to the Cityworks Server AMS environment.
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 Software Demonstration 1 (On-Site Task)
o Sub-Task 2.6.2.2: Facilitate Software Demonstration 2 (On-Site Task)
o Sub-Task 2.6.2.3: Facilitate Software Demonstration 3 (On-Site Task)
Deliverables
· Woolpert will provide three (3) on-site Cityworks AMS solution demonstrations. Each demon-
stration will be up to four (4) hours in duration
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.
Attachment number 1 \nPage 23 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 19
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. Phase 3 of this
scope will not begin until Phase 2 has been approved by the Client.
Attachment number 1 \nPage 24 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 20
PHASE 3 – ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION
TASK 3.1: APPLICATION INTERFACES
To fully meet the Client’s over-arching asset management
program objectives, the core Cityworks AMS solution will
need to be integrated with the Motorola CSR application and
a new (yet to be determined) Customer Information System
application. The following sections detail the work efforts
required to define, develop, and deploy these integrations.
Sub-Task 3.1.1: Define and Develop Global Integration
Standards
Prior to initiating any of the system integration tasks, it is
important that all stakeholders have a complete and thor-
ough understanding of the application development and sys-
tem support landscape at the Client site. This first System
Integrations Phase task will focus on bringing the Client’s IT
support staff together with the Woolpert team developer
staff for the purpose of discovering and discussing the Cli-
ent’s current technology roadmap.
A wide range of system integration technology solutions exist
and we want to make certain we select a path that the Client
IT staff can maintain long after our work has been complet-
ed.
To achieve our objectives, Woolpert will facilitate an initial
conference call meeting to discuss these issues with the Cli-
ent IT staff and obtain a clear direction upon which to base
our development decisions. Upon completion of this first meeting the Woolpert team will document
(via a technical memorandum) the discussion points and any standards / preferences which we will
need to consider. We will submit this to the Client IT team for review and comment and then follow-
back up with a quick conference call to finalize our understanding going forward into the tasks of de-
veloping system integrations.
Related sub-tasks are as follows:
· Sub-Task 3.1.1.1: Woolpert to Facilitate Application Integration Environment Review Meeting
with Client Technical Team
· Sub-Task 3.1.1.2: Woolpert to Document Global Application Integration Standards
· Sub-Task 3.1.1.3: Woolpert to Submit Global Application Integration Standards to Client PM
· Sub-Task 3.1.1.4: Client Technical Team to Review Global Application Integration Standards
(Client-Owned Task)
· Sub-Task 3.1.1.5: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 3.1.1.6: Woolpert to Update Global Application Integration Standards per Client Re-
view Comments
· Sub-Task 3.1.1.7: Woolpert to Submit Updated Global Application Integration Standards to
Client PM
Figure 4: Phase 3 – Advanced AMS Func-
tionality Design and Configuration
Attachment number 1 \nPage 25 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 21
Deliverables
· One initial conference call meeting, up to two (2) hours in duration, with Client IT staff and
Client project manager to review application integration and other related IT standards
· Draft technical memorandum detailing the findings of the first meeting
· One follow-up conference call, up to one (1) hour in duration, with Client staff to review tech-
nical memorandum and the County’s comments
· Final technical memorandum
Assumptions
· The Client will provide all adequate documentation available for each system including data
models and API documentation
· Client will provide documentation on API’s, web services and / or other methods to integrate
with desired systems
· The Client will setup and maintain a staging/test environment during development
Client Responsibilities
· Participate in the conference call meetings
· Review and comment upon technical memorandum
· Provide required application documentation and access to data models and APIs
Sub-Task 3.1.2: Facilitate Application Integration Discovery Workshops
Woolpert will facilitate a series of workshops over the course of several days to further investigate
each of the required application integrations; confirm the technical and functional requirements al-
ready developed by the Client; and to begin mapping out application business process and data flow
diagrams. We will investigate the underlying data models of each application actor; identify any data
validation requirements; and identify the available integration technologies available to support the
required integrations. We will also establish the level of involvement the Client IT staff will assume in
the processes.
The results of these workshops will set the framework within which each application integration will be
undertaken.
Related sub-tasks are as follows:
· Sub-Task 3.1.2.1: Woolpert to Prepare for Workshops
· Sub-Task 3.1.2.2: Woolpert to Facilitate On-Site Application Integration Discovery Workshops
o Sub-Task 3.1.2.2.1: Motorola CSR (On-Site Task)
o Sub-Task 3.1.2.2.2: Customer Information System (On-Site Task)
o Sub-Task 3.1.2.2.3: Financial Accounting System (On-Site task)
Deliverables
· One on-site Motorola CSR – Cityworks application integration workshop, up to one and a half
(1.5) days in duration
· One on-site Customer Information System – Cityworks application integration workshop, up to
two (2) days in duration
· One on-site Financial Accounting System – Cityworks application integration workshop, up to
one and a half (1.5) days in duration
Attachment number 1 \nPage 26 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 22
Assumptions
· Client IT support and business unit staff familiar with the technical and functional require-
ments will be available and attend each workshop
· Workshops will be grouped to occur over the course of consecutive business days
· All necessary Client staff will be available during the requirements workshops and throughout
development
Client Responsibilities
· Secure an appropriate meeting facility
· Coordinate and schedule workshop participants
· Workshop participants shall actively participate in workshop activities
Sub-Task 3.1.3: Develop Application Integration Software Specifications
Based on the information gathered during the integration workshops, Woolpert will draft a Software
Requirements Specification (SRS) for each of the integrations. Each SRS document will provide:
• A vision for the application integration
• High-level system architecture diagrams
• Assumptions learned
• Data mapping tables
• Lists of functionality requirements and their priorities
• Detailed integration requirements – this section will further expand upon the functional and tech-
nical requirements
• Use case narratives (where applicable)
Once the draft SRS documents have been developed, we will submit them to the Client project manag-
er for review and comment. We will then facilitate a remote review meeting with Client team mem-
bers to discuss the findings of their review, address their comments, and make adjustments where
necessary. We will then update the SRS documents and submit final versions to the Client project
manager.
Related sub-tasks are as follows:
· Sub-Task 3.1.3.1: Woolpert to Develop Draft Software Requirements Specifications (SRS)
o Sub-Task 3.1.3.1.1: Motorola CSR
o Sub-Task 3.1.3.1.2: Customer Information System
o Sub-Task 3.1.3.1.3: Financial Accounting System
· Sub-Task 3.1.3.2: Woolpert to Submit Draft SRS Documentation to Client PM
· Sub-Task 3.1.3.3: Client Technical Team to Review Draft SRS Documentation (Client-Owned
Task)
· Sub-Task 3.1.3.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team
· Sub-Task 3.1.3.5: Woolpert to Update Draft SRS Documentation per Client Review Comments
· Sub-Task 3.1.3.6: Woolpert to Submit Updated SRS Documentation to Client PM
Deliverables
· One draft SRS document for each system integration
Attachment number 1 \nPage 27 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 23
· A conference call review meeting, up to two (2) hours in duration, with Client team members
to address their comments
· One final version of each SRS document for each of the system integrations
Assumptions
· The Client project manager and IT team will review the draft documents and submit comments
back to Woolpert within five business days of receipt
Client Responsibilities
· Review submitted draft documents
· Participate in remote review meeting
Sub-Task 3.1.4: Develop and Deploy Application Integrations
Adhering to the previously established global application integration standards, the Client’s published
application integration requirements, and Woolpert’s SRS documents, Woolpert will undertake the
physical development, testing, and deployment of each integration.
It has been our experience - time-and-again - that the software application configurations can have an
impact on how an application needs to be developed and vice versa. For this reason, our application
development team will coordinate closely with our system implementation team to ensure both sides
understand each other’s requirements and are in synch with one another.
Related sub-tasks are as follows:
· Sub-Task 3.1.4.1: Woolpert to Develop Custom Application Integrations
o Sub-Task 3.1.4.1.1: Motorola CSR
o Sub-Task 3.1.4.1.2: Customer Information System
o Sub-Task 3.1.4.1.3: Financial Accounting System
· Sub-Task 3.1.4.2: Woolpert to Test and Update Custom Application Integrations in Develop-
ment Environment
o Sub-Task 3.1.4.2.1: Motorola CSR
o Sub-Task 3.1.4.2.2: Customer Information System
o Sub-Task 3.1.4.2.3: Financial Accounting System
· Sub-Task 3.1.4.3: Woolpert to Deploy Custom Application Integrations in Development Envi-
ronment
o Sub-Task 3.1.4.3.1: Install and Configure Application Integrations
o Sub-Task 3.1.4.3.2: Test and Update Application Integration Installations
Deliverables
· Fully developed, tested, and functioning application integrations for each of the identified sys-
tems
Assumptions
· The Client will provide viable examples of data for each point of integration. This includes GIS
data as well as data from the business system with which to integrate. The data must be clean
and an accurate view of the data as it resides in the respective system. The Client will be re-
sponsible for any necessary data cleanup regarding GIS data or business system data to perform
a successful integration.
Attachment number 1 \nPage 28 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 24
· Test data will be in place to support each interface from each system.
· Woolpert will have access to development / testing environments via virtual private network
(VPN) connection.
· The source code will be provided to the Client.
Client Responsibilities
· Provide support as requested by Woolpert at different stages of the software development cy-
cle
· Clean up any data sets that are identified as requiring clean-up
Sub-Task 3.1.5: Provide Application Integration Software Demonstrations
After each of the integrations have been fully developed and deployed to the development environ-
ment, Woolpert will facilitate a series of software demonstrations for Client staff to observe how each
integration functions and verify that they are functioning per the specifications prior to moving into
formalized application testing tasks.
Related sub-tasks are as follows:
· Sub-Task 3.1.5.1: Woolpert to Prepare for Custom Application Integration Demonstrations
· Sub-Task 3.1.5.2: Woolpert to Facilitate Remote Custom Application Integration Demonstra-
tions
o Sub-Task 3.1.5.2.1: Motorola CSR
o Sub-Task 3.1.5.2.2: Customer Information System
o Sub-Task 3.1.5.2.3: Financial Accounting System
Deliverables
· One (1) up to two (2) hour remote application demonstration for each system integration
Assumptions
· Client staff capable of viewing the software functionality with a critical / technical eye will
participate in each of the four demonstrations
· Client staff will provide logical and timely feedback on each of the demonstrations
Client Responsibilities
· Coordinate and schedule demonstration participants
· Demonstration participants shall actively participate in each of the demonstrations
Sub-Task 3.1.6: Update Application Integrations
Based on the feedback received from the Client during the software demonstrations, Woolpert will
make updates to the integrations prior to pushing them out for formalized User Acceptance Testing
Related sub-tasks are as follows:
· Sub-Task 3.1.6.1: Woolpert to Update Custom Application Integrations per Feedback Ob-
tained From Client Technical Team
o Sub-Task 3.1.6.1.1: Motorola CSR
o Sub-Task 3.1.6.1.2: Customer Information System
o Sub-Task 3.1.6.1.3: Financial Accounting System
Attachment number 1 \nPage 29 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 25
Deliverables
· Updated application integrations for each of the system interfaces
Assumptions
· No assumptions
Client Responsibilities
· None
TASK 3.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS
The Client has identified that the existing Lucity work management data sets will need to be migrated
from their current legacy systems into the Cityworks Server AMS database. In support of these efforts,
Woolpert will facilitate a series of on-site data migration workshops, during which time we will meet
with Client subject matter experts to review and analyze each of the data sets (work orders and in-
spections).
We will document our 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, we will facili-
tate a remote review meeting to address the comments. We 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, we will work with the Client technical staff to un-
dertake the tasks necessary to move the data sets from the existing Lucity database and prepare them
for loading into the new enterprise asset management databases. It will be the Clients’s responsibility
to extract the source data sets and provide them to Woolpert for transforming and loading into the
Cityworks Server AMS database. Once we receive 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. We 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
o 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
- Sub-Task 3.2.1.3.1: Lucity Work Orders and Inspections (On-Site 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: Client Technical Team to Review Draft Data Conversion Plan (Client-
Owned Task)
o Sub-Task 3.2.1.7: Woolpert to Facilitate Data Conversion Plan Remote Review Meeting
with Client Technical Team
o Sub-Task 3.2.1.8: Woolpert to Update Draft Data Conversion Plan Based on Review Com-
ments
o Sub-Task 3.2.1.9: Woolpert to Submit Updated Data Conversion Plan to Client PM
Attachment number 1 \nPage 30 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 26
· Sub-Task 3.2.2: Migrate Legacy Data Sets to Cityworks AMS Database
o Sub-Task 3.2.2.1: Client to Generate Flat Files of Legacy Application Data Sets (Client-
Owned Task)
o Sub-Task 3.2.2.2: Client to Provide Legacy Data Flat Files to Woolpert (Client-Owned
Task)
o Sub-Task 3.2.2.3: Woolpert to Configure Data Migration Environment on Woolpert Servers
o Sub-Task 3.2.2.4: Woolpert to Develop, Test, and Refine Data Loading Scripts
o Sub-Task 3.2.2.5: Woolpert to Perform Test Data Conversion Load to Cityworks AMS Data-
base in Test Environment
o Sub-Task 3.2.2.6: Woolpert to Review and Analyze Test Data Migration Results
o Sub-Task 3.2.2.7: Client to Clean-Up Data as Required (Client-Owned Task)
o Sub-Task 3.2.2.8: Woolpert to Update Data Conversion Scripts as Required
o Sub-Task 3.2.2.9: Woolpert to Reload Updated Data in Test Environment
o Sub-Task 3.2.2.10: Woolpert to Facilitate Data Conversion Remote Review Meeting with
Client Technical Team
Deliverables
· One Woolpert data conversion expert will facilitate a series of on-site data review workshops,
over the course of up to three (3) consecutive business days, to review and analyze the Lucity
data sets
· Woolpert will prepare a draft data conversion plan and submit to the Client project manager
· Woolpert will facilitate a remote data conversion plan review meeting, up to two (2) 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 documented
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 / GIS databases
Client Responsibilities
· Participate 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
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 either Crystal Reports or Sequel Server Re-
Attachment number 1 \nPage 31 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 27
porting Services 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 incorporate 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:
· 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
o Sub-Task 3.3.5.1: In-Process Report Development Review Meeting #1
o Sub-Task 3.3.5.2: In-Process Report Development Review Meeting #2
o Sub-Task 3.3.5.3: In-Process Report Development Review Meeting #3
· 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 176 man-hours (inclusive of discovery, development, and review)
· Woolpert will facilitate up to three in-process review meetings, each up to one (1) hour in du-
ration, over the course of report development
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 DEPLOY MOBILE AMS APPLICATIONS
This is a place holder until discussions with client staff as to how they desire to deploy mobile City-
works (real-time connected using Cityworks Server AMS, disconnected using Cityworks Anywhere, real-
time connected using third party software)
Related sub-tasks are as follows:
Deliverables
· 1
· 2
Assumptions
· 1
Attachment number 1 \nPage 32 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 28
· 2
Client Responsibilities
· 1
· 2
TASK 3.5: 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 3.6: 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. Phase 4 of this
scope will not begin until Phase 3 has been approved by the Client.
Attachment number 1 \nPage 33 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 29
PHASE 4 – SYSTEM DEPLOYMENT
TASK 4.1: DEVELOP TEST PLAN
The focus of system testing efforts is to thoroughly test the
newly installed / configured Cityworks Server AMS solution
and ensure all delivered functionality (application workflows,
templates, reports, interfaces) are properly functioning.
Woolpert will take the lead on developing a Testing and Ac-
ceptance Plan. The Plan will derive its focus from the previ-
ously prepared Cityworks Configuration documents. Function-
al metrics that the Cityworks configuration must successfully
achieve prior to being promoted to the Client’s production
environment will be defined. Additionally test scenarios, de-
signed 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 common agreement between
the Client testing team and Woolpert and will serve as the
“script” for testing and approving the system configuration.
The test plan will address the core Cityworks configuration.
Once the Testing Plan has been approved by all parties, the
Client testing team will undertake the user acceptance test-
ing activities defined within the plan. Woolpert will provide
ad-hoc remote support during the Client’s testing activities.
Additionally, upon the completed testing, and at specific in-
testing milestones defined within the plan, Woolpert will
make the required configuration updates / modifications /
corrections to achieve testing acceptance.
The Client testers (Cityworks users) will “step” the Cityworks
configuration through the test scripts defined within the
Testing and Acceptance Plan. The test scenarios will be
marked as either “pass” or “fail” with appropriate notes and screen shots provided to Woolpert for
resolution. Testing and related configuration updates will continue until acceptable performance is
achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone
meeting will be held to review issues and resolutions.
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 project
manager.
· Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Cli-
ent testing team.
Figure 5: System Deployment
Attachment number 1 \nPage 34 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 30
· Woolpert will update the testing and Acceptance Plan per the results of the review meeting
and re-submit to the Client project manager
Assumptions
· The Testing and Acceptance Plan will be developed per common agreement between the Client
and Woolpert.
Client Responsibilities
· The Client’s project manager and members of the testing team must thoroughly review and
understand the Testing and Acceptance Plan.
TASK 4.2: PROVIDE TESTER TRAINING
It will be the responsibility of the Client to select a number of end-users who will provide testing of the
newly configured Cityworks PLL system. In order to effectively test the system in accordance with the
testing plan, training will be provided to these end-users. The training will consist of four (4) consecu-
tive business days of training. The following training will include the following:
· Training Course 1 – System Administration ............................................... 8 hours
· Training Course 2 – Work Management .................................................... 8 hours
· Training Course 3 – Storeroom .............................................................. 4 hours
· Training Course 4 - Custom Application Interface Training ............................ 4 hours
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: Training Course 1 – System Administration (On-Site Task)
o Sub-Task 4.2.3.2: Training Course 2 – Work Management (On-Site Task)
o Sub-Task 4.2.3.3: Training Course 3 – Storeroom (On-Site Task)
o Sub-Task 4.2.3.4: Custom Application Interface Training (On-Site Task)
Deliverables
· Woolpert’s Project Manager will deliver the necessary training materials to the Client’s project
manager. Preparation and delivery of training materials shall be within two (2) business days
prior to the scheduled start of on-site training activities.
· Woolpert project team members will prepare and deliver training as detailed above.
Assumptions
· The Client understands that failure to provide the Client testing team with the appropriate
training documents will impact Woolpert’s ability to properly train these users in the time al-
lotted for classroom training.
· The Client understands that failure to properly prepare the training site and ensuring adequate
available training resources will result in the Woolpert – Client training team being unable to
provide the required training to the Client testers.
· The Client understands that failure to properly prepare for and participate in the training ses-
sions will significantly impact the Client testing team’s ability to effectively make use of the
configured Cityworks Server AMS application.
Attachment number 1 \nPage 35 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 31
Client Responsibilities
· Distribute training materials to the Client testing team prior to the scheduled training sessions.
· Ensure training room is prepared in advance.
· The Client’s project manager and testing team must thoroughly review and understand the
training syllabus developed by Woolpert.
· Secure an appropriate training facility suitable for participants,
· Schedule and accommodate the appropriate Client testing team members such that they are
available, without undue interruption, for the required number of days.
TASK 4.3: USER ACCEPTANCE TESTING IN DEVELOPMENT ENVIRONMENT
Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user
acceptance testing activities defined within the plan. Woolpert will provide ad-hoc remote support
during Client-owned testing activities. Additionally, upon the completed testing, and at specific in-
testing milestones defined within the plan, Woolpert will make the required configuration updates /
modifications / corrections to achieve testing acceptance.
Client testers will “step” the Cityworks Server AMS configurations through the test scripts defined with-
in the Testing and Acceptance Plan. The test scenarios will be marked as either “pass” or “fail” with
appropriate notes and screen shots provided to Woolpert for resolution. Testing and related configura-
tion updates will continue until acceptable performance is achieved as defined within the Testing and
Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and
resolutions.
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 4.3.3.2: Custom Application Interfaces Configuration
o Sub-Task 4.3.3.3: Configuration Documentation
Deliverables
· Woolpert will provide up to forty (40) hours of remote ad-hoc UAT support
· Woolpert will update the Cityworks Server AMS configuration based on UAT results
· Woolpert will update the custom application interfaces based on UAT results
· Woolpert will update the configuration documentation based on UAT results and updated con-
figurations
Assumptions
· Client UAT efforts will remain focused on the scripts and criteria defined in the UAT Plan
Client Responsibilities
· Set-up and administer adequate testing facilities
· Manage the testing process
Attachment number 1 \nPage 36 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 32
· 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 training necessary to manage (administrators) and use (end-users) the configured Cityworks
Server AMS and integrated applications in an effective manner such that the Client’s over-arching busi-
ness objectives can be met through use of the newly configured system.
Woolpert team members will co-facilitate a series of Train-the-Trainer training classes. Each class will
be facilitated on-site at the Client’s identified training facility. Prior to the training, Woolpert will pre-
pare a training syllabus detailing each topic to be covered.
We have devised our Train-the-Trainer plan to accommodate training up to ten (10) Clientteam mem-
bers to be able to train other system users.
We did not include the Warehouse Managers or Warehouse Stockers in the Train-the-Trainer program.
Woolpert will be able to provide them all with the requisite Cityworks Storeroom training at one time
through a traditional classroom training program.
Woolpert will provide the full suite of Cityworks Server AMS (and related applications) training to the
Client’s identified trainers. Immediately following this training, Woolpert will lead the first round of
end-user training sessions (teaching the same material the Client trainers just learned) with support
being provided by the newly trained Client staff. Upon completion of this first round of end-user train-
ing, the Client trainers will proceed to undertake the remainder of the end-user training.
While this formalized end-user training occurs just prior to go-live, Client system administrators will
have already participated in the following training during prior project phases:
· Software installation and configuration training (knowledge transfer)
· Core Team training (system exposure prior to configuration workshops)
· Multiple System Configuration workshops (in which the software is used extensively)
· Multiple software demonstrations
· Tester training
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: Train-the-Trainer Class 1 - Cityworks Designer and Administrator Train-
ing (10 Trainers) (On-Site Task)
o Sub-Task 4.4.3.2: Train-the-Trainer Class 2 - Cityworks Service Requests, Work Orders,
and Inspections Training (10 Trainers) (On-Site Task)
· Sub-Task 4.4.4: Woolpert to Provide On-Site End-User Training
o Sub-Task 4.4.4.1: End-User Class 1 - Cityworks Service Requests, Work Orders, and In-
spections Training (20 Users) (On-Site Task)
o Sub-Task 4.4.4.2: End-User Class 2 - Cityworks Storeroom Training (10 Users) (On-Site
Task)
o Sub-Task 4.4.4.3: End-User Class 3 - Cityworks-CCTV Integration Training (10 Users) (On-
Site Task)
· Sub-Task 4.4.5: City Trainers to Provide End-User Training
Attachment number 1 \nPage 37 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 33
o Sub-Task 4.4.5.1: End-User Class 4 - Cityworks Service Requests, Work Orders, and In-
spections Training (20 Users) (Client-Owned Task)
o Sub-Task 4.4.5.2: End-User Class 5 - Cityworks Service Requests, Work Orders, and In-
spections Training (20 Users) (Client-Owned Task)
o Sub-Task 4.4.5.3: End-User Class 6 - Cityworks Service Requests, Work Orders, and In-
spections Training (20 Users) (Client-Owned Task)
o Sub-Task 4.4.5.4: End-User Class 7 - Cityworks Service Requests, Work Orders, and In-
spections Training (20 Users) (Client-Owned Task)
Deliverables
· Preparation of training materials
· Provision of training, as more fully detailed above
Assumptions
· The Client has an adequate training facility that can accommodate the resultant number of
staff to be trained
· Upon completion of two full rounds of training, Client trainers will be able to further train their
end-users with little to no support
Client Responsibilities
· Secure an appropriate training facility
· Coordinate and schedule training participants
· Training participants shall actively participate in training activities
TASK 4.5: PROVIDE GO-LIVE SUPPORT
Immediately following the Cityworks Training, Woolpert will provide on-site System Go-Live support in
order to assist with the successful start-up of the Cityworks system. During this time, Woolpert’s Senior
Systems Analyst and a Systems Analyst will assist the Client’s end-users and system administrators with
site-specific configuration issues. Additional coaching and supplemental training services will also be
provided during this time.
In preparation for go live, Woolpert’s Senior Systems Analyst will work on-site with the Client’s project
manager and IT support staff to ensure that all terminals requiring access to the Cityworks application
are tested for connectivity; all terminals requiring the ability to print documents are tested for con-
nectivity; and all system user accounts are tested for login ability. Additionally, as part of the go-live
preparation activities, Woolpert’s Senior Systems Analyst will migrate the configured and approved
Cityworks database from the Development environment to the Production environment. During this
time a Senior Developer will work with the Senior Systems Analyst to migrate the integration efforts to
the production environment.
During the first week of live Cityworks operations, Woolpert’s Senior Systems Analyst and Systems Ana-
lyst will provide the on-site support required to coach new users and provide detailed technical sys-
tems support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday
through Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to
accommodate the Client schedules.
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)
Attachment number 1 \nPage 38 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 34
· Sub-Task 4.5.2: Woolpert to Perform Data Load to Production Environment AMS Database
(On-Site Task)
· Sub-Task 4.5.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task)
· Sub-Task 4.5.4: Woolpert to Provide One Week of Remote Post Go-Live Support
Deliverables
· Woolpert will migrate all applications and databases from Development to Production environ-
ment
· Woolpert will perform a final data load of converted legacy data sets to Production database
· A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to forty
(40) hours each to support system go-live activities
· Woolpert will provide up to twenty (20) hours of remote post go-live support during the first
week of full system use immediately following the go-live activities.
Assumptions
· The Client’s project manager will provide project sign-off within agreed upon timeframe fol-
lowing Go-Live.
Client Responsibilities
· The Client’s project manager and IT support staff should equally assist in administering the Go-
Live tasks to make sure it is clear to the End-Users that the Client is internally capable of sup-
porting the newly deployed Cityworks Server AMS solution. The Client system administrators
and IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines
during this time.
TASK 4.6: PHASE 4 QUALITY CONTROL
Woolpert technical resources, not regularly involved with this implementation will perform independ-
ent quality review of the work processes and deliverable products in accordance with the Woolpert
Total Quality Plan.
TASK 4.7: PHASE ACCEPTANCE AND CLOSE
This is the Phase 4 exit document that the Client signs indicating Woolpert has delivered the Phase 4
services in accordance with the Scope of Work. After the phase 4 has been approved by the Client,
Woolpert will provide a project close document for signature by the Client, signifying that all items
listed within this scope of work have been completed.
Attachment number 1 \nPage 39 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 35
PHASE 5 – EXTENDED SUPPORT
To be Defined – Discussion of what would go here.
Attachment number 1 \nPage 40 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 36
CITYWORKS AMS SOFTWARE LICENSING
Azteca Systems, Inc. is offering two Cityworks Serve AMS software licensing options detailed as follows:
• Option 1 – Utility Department Enterprise License Agreement (ELA) to include unlimited Server
AMS, Desktop, Storeroom, CCTV, Equipment Manager, Contracts, Basic Work Order API, Service Re-
quest API, and Mobile log-ins (utility department staff only). The annual cost of this option (as an
ELA) is $59,640.00.
• Option 2 – Utility Department Site License to include unlimited Server AMS, Desktop, Storeroom,
CCTV, Equipment Manager, Contracts, Basic Work Order API, Service Request API, and Mobile log-
ins (utility department staff only). The initial (first year) cost of this option is $176,995.00 with an
annual maintenance and support fee (beginning in the second year) of twenty percent of the li-
cense fee ($35,399).
The Site License option requires a greater up-front software license fee investment, but offers a lower
total cost of ownership over a six year period.
Cityworks licensing fees were developed by Azteca Systems, Inc. and are based on the following system
statistics:
• Augusta – Richmond County Government population of 195,000
• 71,000 water connections
• 57,000 sewer connections
A formal software quote from Azteca will be provided.
Attachment number 1 \nPage 41 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 37
PROJECT COSTS
Estimated Project Costs are as follows:
Task Cost
PROJECT ROLL-UP: $629,135.00
SOFTWARE COSTS ......................................................................................$176,995.00
PROJECT MANAGEMENT ...............................................................................Included
PHASE 1: IMPLEMENTATION PLANNING ............................................................ $69,130.00
Task 1.1: Conduct Pre-Planning Discovery ..................................................... $13,240.00
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Envi-
ronment ................................................................................. $3,540.00
Task 1.3: Conduct Core Team Training ........................................................ $4,320.00
Task 1.4: Conduct Business Process Reviews .................................................. $48,030.00
PHASE 2: SYSTEM DESIGN AND CONFIGURATION ................................................ $122,280.00
Task 2.1: Prepare Configuration Documentation ............................................. $8,480.00
Task 2.2: Core Cityworks AMS Configuration .................................................. $72,750.00
Task 2.3: Cityworks Storeroom Configuration................................................. $21,880.00
Task 2.4: Cityworks AMS - CCTV Integration Configuration ................................ $7,300.00
Task 2.5: Review and Approval of Updated System and Configuration Documenta-
tion ....................................................................................... $4,920.00
Task 2.6: Provide Cityworks AMS Software Demonstrations ................................ $6,960.00
PHASE 3: ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIGURATION ................. $184,070.00
Task 3.1: Application Interfaces ................................................................ $121,030.00
Task 3.2: Perform Data Conversion of Legacy Data .......................................... $35,950.00
Task 3.3: Develop Custom Reports and Dashboards ......................................... $27,090.00
PHASE 4: SYSTEM DEPLOYMENT ..................................................................... $76,660.00
Task 4.1: Develop Test Plan ...................................................................... $12,780.00
Task 4.2: Provide Tester Training ............................................................... $7,070.00
Task 4.3: User Acceptance Testing ............................................................. $16,880.00
Task 4.4: Provide End-User Training ............................................................ $18,490.00
Task 4.5: Provide Go-Live Support .............................................................. $21,420.00
Attachment number 1 \nPage 42 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 38
Woolpert’s current rate schedule, for non-scoped implementation services offered on a Time & Materi-
al basis, are as listed in the following table. These rates are valid through December 31, 2013.
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
Attachment number 1 \nPage 43 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 39
ESTIMATED RESOURCE USAGE BY STAFF TYPE
The following table details the estimated number of hours per staff position required to deliver the
required implementation services
Resource Name Estimated Hours
Project Director ...........................................................32.0
Project Manager ...........................................................422.5
Group Manager ............................................................10.0
Senior Developer ..........................................................178.0
Developer ................................................................550.0
Senior Systems Analyst ...................................................923.5
System Analyst .............................................................712.5
Admin ................................................................14.0
Attachment number 1 \nPage 44 of 45
Item # 3
Cityworks Enterprise Asset Management System Implementation
Scope of Work
City of Augusta, Georgia – Utilities Department
July 2, 2013 40
PROJECT SCHEDULE
A Microsoft Project Schedule Gantt Chart, indicating appropriate project milestones and critical path,
will be developed once a final Scope of Work has been determined. The above detailed Scope of Work,
as presented, can be delivered within fifty (55) weeks of receipt of a Notice-to-Proceed.
Attachment number 1 \nPage 45 of 45
Item # 3
Request for Qualifications
Request for Qualifications will be received at this office until Wednesday, January 16, 2013 @ 11:00 a.m. for
furnishing:
RFQ Item #12-221 Work Order & Asset Management Software for Augusta Utilities Department
RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFQ documents may be viewed on the Augusta Georgia web site under the Procurement Department
ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, December
28, 2012 @ 5:00 p.m. No RFQ will be accepted by fax, all must be received by mail or hand delivered.
No RFQ may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the invitation
to bid including, but not limited to, the number of copies needed, the timing of the submission, the
required financial data, and any other requirements designated by the Procurement Department are
considered material conditions of the bid which are not waiveable or modifiable by the Procurement
Director. All requests to waive or modify any such material condition shall be submitted through the
Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the
Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope.
Bidders are cautioned that acquisition of RFQ documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 6, 13, 20, 27, 2012
Metro Courier December 12, 2012
cc: Tameka Allen Deputy Administrator
Michael Blanchard Information Technology
Russell Thies Utilities Department
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 3
VENDORS Attachment B E-Verify SAVE Form Addendum 1 Original 7 Copies
PSD SOFTWARE
3855 SHALLOWFORD ROAD
SUITE 325
MARIETTA, GA 30062
Yes 453502 Yes Yes Yes Yes
LUCITY, INC.
10561 BARKLEY, SUITE 500
OVERLAND PARK, KS 66212 Yes 314856 Yes Yes Yes Yes
MAINT STAR
28 HAMMOND, SUITE D
IRVINE, CA 92618
Yes/No
Bus Lic.
No/Non-
Compliant Yes Yes Yes Yes
ASSETWORKS, INC
998 OLD EAGLE SCHOOL
WAYNE, PA 19087
Yes 332629 Yes Yes Yes Yes
COHESIVE
125 TOWNPARK DRIVE,
SUITE 240
KENNESAW, GA 30144
Yes 398204 Yes Yes Yes Yes
TIMMONS GROUP
1001 BOULDERS PARKWAY
RICHMOND, VA 23225
Yes 632524 Yes Yes Yes Yes
WOOLPERT
116 INVERNESS DRIVE EAST
ENGLEWOOD, CO 80112
Yes 11815 Yes Yes Yes Yes
RFQ Opening
RFQ Item #12-221
Work Order & Asset Management Software
for Augusta, Georgia - Utilities Department
RFQ Due: Wednesday, January 16, 2013 @ 11:00 a.m.
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 3
Attachment number 4 \nPage 1 of 1
Item # 3
Evaluation Criteria PTS
PSD SOFTWARE
3855
SHALLOWFORD
ROAD
SUITE 325
MARIETTA, GA
30062
LUCITY, INC.
10561 BARKLEY,
SUITE 500
OVERLAND PARK,
KS 66212
ASSETWORKS, INC
998 OLD EAGLE
SCHOOL
WAYNE, PA 19087
COHESIVE
125 TOWNPARK
DRIVE, SUITE 240
KENNESAW, GA
30144
TIMMONS GROUP
1001 BOULDERS
PARKWAY
RICHMOND, VA
23225
WOOLPERT
116 INVERNESS
DRIVE EAST
ENGLEWOOD, CO
80112
1. User-Friendliness of Product (intuitive,
clean, uncluttered user interface, etc.)
20 14.0 11.8 12.0 11.5 13.8 13.8
2. Mobility of Application (real-time
capability, iOS or Android-capable app)20 13.3 10.8 9.8 9.8 12.3 12.3
3. Geographic Information System (GIS)
interoperability (interface with ESRI ARCGIS
and Augusta’s existing GIS infrastructure)
20 13.3 12.3 13.3 13.8 14.5 14.5
4. Technical Infrastructure of Product
(Browser-based interface, easily deployed
software application, interoperability with
peripheral devices, etc.)
20 14.0 13.0 12.5 12.8 14.0 14.0
5. Vendor Stability and Reliability
(number of customers, number of years in
business, customer service, etc.)
20 14.8 13.0 14.8 12.5 15.8 16.8
Total 100 69.3 60.8 62.3 60.3 70.3 71.3
3.0 4.8 4.5 5.8 1.8 1.3
Cumulate Phase II - Presentations
(Ranking in order of preference - 1 being the number one choice)
Presentations
Cumulative Phase I - Evaluation Sheet - RFQ Item #12-221
Work Order & Asset Management Software
for the City of Augusta - Utilities Department
Comments:At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
5
\
n
P
a
g
e
1
o
f
1
It
e
m
#
3
Attachment number 6 \nPage 1 of 7
Item # 3
Attachment number 6 \nPage 2 of 7
Item # 3
Attachment number 6 \nPage 3 of 7
Item # 3
Attachment number 6 \nPage 4 of 7
Item # 3
Attachment number 6 \nPage 5 of 7
Item # 3
Attachment number 6 \nPage 6 of 7
Item # 3
Attachment number 6 \nPage 7 of 7
Item # 3
Attachment number 7 \nPage 1 of 4
Item # 3
Attachment number 7 \nPage 2 of 4
Item # 3
Attachment number 7 \nPage 3 of 4
Item # 3
Attachment number 7 \nPage 4 of 4
Item # 3
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Augusta Utilities Due Date
Department:
Caption:Discuss Augusta Utilities changing the "due dates" of water
payments and the impact it is having on the citizenry. (Requested
by Commissioner Mason)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Engineering Services Committee Meeting
9/23/2013 1:00 PM
GDOT Local Maintenance and Improvement Grant (LMIG) Application
Department:Abie Ladson, PE Director
Caption:Approve/ratify the application from GDOT for Local Maintenance
and Improvement Grant (LMIG), to be used for Belair Road
construction, as requested by AED.
Background:GDOT recently made changes to its State Aid Program and
restructured it as “Local Maintenance and Improvement Grant
(LMIG).” LMIG is an annual formula-based grant from GDOT
that is funded through the motor fuel tax. Grant funds are typically
used to supplement local projects for road/drainage improvement
and road resurfacing efforts based on priority. Each year Augusta
is eligible to receive approximately $1.5 million through this
LMIG Program.
Analysis:GDOT will review submitted local projects and make final
determination as to which project to fund based on priority,
condition, project readiness, and funds availability. Currently the
Belair Road Improvements Construction Project cost estimate is
$5.9 million, with only $1.7 million available. The $1.5 million
LMIG will be used to supplement this cost. Belair Road is
scheduled to bid in January 2014.
Financial Impact:City of Augusta AED will receive 1.5 million (LMIG); negative
financial impact.
Alternatives:1). Approve/Ratify the application from GDOT for Local
Maintenance and Improvement Grant (LMIG), to be used for
Belair Road construction, as requested by AED. 2). Do not
approve and identify alternate funds for supplementing Belair
Road construction, and do not claim future LMIG Funds that are
designated for Augusta.
Recommendation:Approve alternative #1.
Funds are Available Cover Memo
Item # 5
in the Following
Accounts:N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Engineering Services
Committee held on September 9, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 6
Attachment number 1 \nPage 1 of 3
Item # 6
Attachment number 1 \nPage 2 of 3
Item # 6
Attachment number 1 \nPage 3 of 3
Item # 6
Engineering Services Committee Meeting
9/23/2013 1:00 PM
On-Call Tree and Roadway Vegetation Maintenance
Department:Abie Ladson, PE Director
Caption:Motion to approve the continued funding of the current On-Call
Tree Removal Services Contract in the amount of $200,000,
and the On-Call Vegetation Maintenance Contract in the amount
of $500,000 from the Transportation Investment Act (TIA)
discretionary account. Funding is solely for the purposes of
hazardous tree removal and pruning; and vegetation maintenance
along the county’s roadway system, which is within the criteria of
transportation discretionary fund usage, as requested by AED.
Background:The city continues to be challenged with the maintaining of both
our urban forests and roadway shoulders.
The majority of the trees within the downtown area were planted
in the early 20th Century and are rapidly approaching the end of
their respective life spans. Added to the danger of falling
altogether, these trees pose a high probably of losing limbs.
Thereby having the potential to cause accidents/fatalities and most
assuredly traffic delays to clear debris and/or major property
damage claims against the county as evidenced by recent litigation
in Savannah.
Moreover, the increased rainfall of 2013 has resulted in a
significant increase in vegetation growth along the county’s
rights-of-way that has impacted the capacity of our roadway
stormwater ditch systems as well as overgrowth around
intersections limiting sight distances and creating safety issues.
The purpose of this item is to continue the On-Call contracts and
supplement existing staff services to improve our tree
maintenance and hazardous tree removal as well as roadway
vegetation services.
Analysis:Augusta, Georgia is currently under contract until December 31,
2014 with Big Dog Tree and Stump, Arbor Equity, and Southern
Arbor Tree Care for tree services and Augusta Lawn Care for
roadway vegetation maintenance.
Financial Impact:Funds are available through the TIA discretionary account.Cover Memo
Item # 7
Alternatives:1) Approve caption 1. 2) Do not approve project
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
TIA Discretionary Account
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
Augusta-Richmond County, Georgia
BE IT ORDAINED by the Commission-Council of Augusta-Richmond County,
Georgia that the following Capital Project Budget is hereby amended:
Section 1: The project is authorized to CPB#N/A. This project proposes to continue funding
of the current On-Call Vegetation Maintenance from the Transprotation Investment Act (TIA)
discretionary account. Funding will be used for vegetation maintenance along the County's
roadway system, which is within the criteria of transportation discretionary fund usage.
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
500,000$
TIA Discrectionary 275,000$
TIA Discrectionary 500,000$
1,275,000$
Section 3: The following amounts are appropriated for the project:
By Basin By District
Varies Varies 1,275,000$
Section 4: Copies of this Capital Project Budget shall be made available to the
Comptroller for direction in carrying out this project.
Adopted this ____________________ day of ______________________.
Approved
_________________________________________________
Original-Commission Council Office
Copy-Engineering Department
Copy-Finance Department
Copy-Procurement Department
Honorable Deke Copenhaver, Mayor
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Vegetation Maintenance
(Bid 12-152)
Fund Balance
Change Number THREE
Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference
this request, contact Engineering at ext 5070. Thanks
1.13.2012
Attachment number 1 \nPage 1 of 2
Item # 7
Augusta-Richmond County, Georgia
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Vegetation Maintenance
(Bid 12-152)
Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference
this request, contact Engineering at ext 5070. Thanks
CPB AMOUNT CPB New
SOURCE OF FUNDS CPB Addition CPB
Fund Balance (500,000) (500,000)
TIA (275,000) (275,000)
TIA (500,000) (500,000)
TOTAL SOURCES: (775,000) (500,000) (1,275,000)
USE OF FUNDS
101-041260-5223114 500,000 500,000
TIA 241-0411110/5223114 275,000 275,000
TIA 241-0411110/5223114 500,000 500,000
TOTAL USES:$775,000 500,000$ 1,275,000$
Change Number Three
1.13.2012
Attachment number 1 \nPage 2 of 2
Item # 7
Augusta-Richmond County, Georgia
BE IT ORDAINED by the Commission-Council of Augusta-Richmond County,
Georgia that the following Capital Project Budget is hereby amended:
Section 1: The project is authorized to CPB#N/A. This project proposes to establish requested
contract services to supplement existing staff services to improve our tree maintenance and
hazardous tree services. Funding is available in the Transportation Investment Act (TIA)
accounts in the amount of $200,000. Also continue funding the current contract services to
Big Dog Tree and Stump, Arbor Equity, and Southern Arbor Tree Care subject to receipt
of signed contracts and proper bonds.
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
Tree Removal Phase VI 1,000,000$
General Fund 72,000$
TIA Funds 200,000$
1,272,000$
Section 3: The following amounts are appropriated for the project:
By Basin By District
Varies Varies
Section 4: Copies of this Capital Project Budget shall be made available to the
Comptroller for direction in carrying out this project.
Adopted this ____________________ day of ______________________.
Approved
_________________________________________________
Original-Commission Council Office
Copy-Engineering Department
Copy-Finance Department
Copy-Procurement Department
Honorable Deke Copenhaver, Mayor
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Tree Removal, Pruning and Replacement
(Bid 11-137)
Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information
reference this request, contact Engineering at ext 5070. Thanks
1.13.2012
Attachment number 2 \nPage 1 of 2
Item # 7
Augusta-Richmond County, Georgia
CAPITAL PROJECT BUDGET
CPB#N/A
On-Call Tree Removal, Pruning and Replacement
(Bid 11-137)
Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information
reference this request, contact Engineering at ext 5070. Thanks
CPB AMOUNT NEW
SOURCE OF FUNDS CPB ADDITION CPB
TREE REMOVAL, REPLACEMENT
PHASE VI ($1,000,000) ($1,000,000)
GENERAL FUND (2012) ($72,000)($72,000)
TIA FUNDS ($200,000) ($200,000)
TOTAL SOURCES: ($1,072,000) ($1,272,000)
USE OF FUNDS
REPAIR/MAINTENANCE
328-041110-52.22199 $1,072,000 $200,000 $1,272,000
TOTAL USES:
1.13.2012
Attachment number 2 \nPage 2 of 2
Item # 7
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Option for Right of Way
Department:Law
Caption:Motion to approve an Option for the purposes of acquiring a
Right-of-Way between George Bowen, as owner, and Augusta,
Georgia, as optionee, in connection with the Marks Church Road
Reconstruction Project, 0.008 acre (366.85 sq. ft.) in fee more or
less and N/A acre of permanent easement, more or less; and
(1,075.02 sq. ft.) of temporary construction easement, more or
less, and N/A temporary driveway easement on Project Marks
Church Road Reconstruction, from property located at: 2906 Raes
Creek Road, private, at the purchase price of $1,800.00.
Background:The property owner has agreed to convey a certain Right-of-Way and
easement to Augusta, Georgia, for the Marks Church Road Project.
Analysis:The purchase of the referenced property is necessary for the
project.
Financial Impact:The costs necessary for this purchase will be covered under the
project budget.
Alternatives:Deny the Motion
Recommendation:Approve the Motion
Funds are Available
in the Following
Accounts:
209825201-52.12116 325-041120-52.12116
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Cover Memo
Item # 8
Clerk of Commission
Cover Memo
Item # 8
Attachment number 1 \nPage 1 of 2
Item # 8
Attachment number 1 \nPage 2 of 2
Item # 8
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Option for Right-of-Way
Department:Law
Caption:Motion to approve an Option for the purposes of acquiring a
Right-of-Way between James C. Folk as Successor Trustee to the
James M. Green Trust, as owner, and Augusta, Georgia, as
optionee, in connection with the Belair Road Improvement
Project, consisting of (1,642 sq. ft.) in fee, more or less, and (110
sq. ft.) of permanent easement, more or less; and (1,390 sq. ft.) of
temporary construction easement, more or less, on Project the
Belair Road Improvement, from property located at: 3840 Belair
Road, private, at the purchase price of $2,754.00.
Background:The property owner has agreed to convey a certain Right-of-Way
and easement to Augusta, Georgia, for the Belair Road
Improvement Project.
Analysis:The purchase of the referenced property is necessary for the
project.
Financial Impact:The costs necessary for this purchase will be covered under the
project budget.
Alternatives:Deny the Motion
Recommendation:Approve the Motion
Funds are Available
in the Following
Accounts:
2018233332-5212122 323041110-5212122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Item # 9
Administrator.
Clerk of Commission
Cover Memo
Item # 9
Attachment number 1 \nPage 1 of 2
Item # 9
Attachment number 1 \nPage 2 of 2
Item # 9
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Option for Right-of-Way
Department:Law
Caption:Motion to approve an Option for the purposes of acquiring a
Right-of-Way between Claude Robert Wilkes, Sr., and Barbara A.
Wilkes, as owner, and Augusta, Georgia, as optionee, in
connection with the Belair Road Improvement Project, consisting
of (N/A sq. ft.) in fee, more or less, and (1,050 sq. ft.) of
permanent easement, more or less; and (1,050 sq. ft.) of temporary
construction easement, more or less, on Project the Belair Road
Improvement, from property located at: 3830 Belair Road, private,
at the purchase price of $1,950.00.
Background:The property owner has agreed to convey a certain Right-of-Way
and easement to Augusta, Georgia, for the Belair Road
Improvement Project.
Analysis:The purchase of the referenced property is necessary for the
project.
Financial Impact:The costs necessary for this purchase will be covered under the
project budget.
Alternatives:Deny the Motion
Recommendation:Approve the Motion
Funds are Available
in the Following
Accounts:
201823332-52.12122 323-041110-52.12122
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Item # 10
Administrator.
Clerk of Commission
Cover Memo
Item # 10
Attachment number 1 \nPage 1 of 2
Item # 10
Attachment number 1 \nPage 2 of 2
Item # 10
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Peccola Turner
Department:Clerk of Commission
Caption:Presentation by Ms. Peccola Turner regarding maintenance of the
city.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 11
Attachment number 1 \nPage 1 of 1
Item # 11
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Ratification of Emergency Project at Berkman Rd./Washington Rd. (Pump Station)
Department:Augusta Utilities Department
Caption:Notice of $144,548.45 payment to Blair for emergency support
services, to provide appropriate fire protection and water quality
in the Berckmans Road area.
Background:To assure appropriate fire protection and water quality in the
Berckmans Road vicinity additionalwater pressure capacity
needed to be made available immediately. Last year's repairs to
the watermain serving the area did not result in a permanent
solution. A new pump station needed to be inplace and functional
prior to the influx of people associated with the Masters Golf
Toumament. Design efforts were completed and appropriate pump
specifications and control functionswere identified to assure
construction of the needed pump station. Blair Construction
whoexecuted the previous repairs in the same general area and
was very familiar with the water maincomponents/ pump station
installation was available and needed to execute this project.
Analysis:Due to the emergency of the situation AUD instructed Blair to
mobilize to the area in question and address the infrastructure
problem. AUD has since paid Blair for their services.
Financial Impact:Funds for this work are available in account 506043410-5223220.
The total cost for the work performed by Blair was $144,548.45
Alternatives:No alternatives are recommended.
Recommendation:We recommend that the commission approves the ratification of
emergency pump installation at Berkman Road Tank
Funds are Available
in the Following
Accounts:
Funds for this work are available in account 506043410-5223220.
Cover Memo
Item # 12
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 12
Augusta Utilities Department
Tom Wiedmeier, P.E., Director
Jerry Delaughter, P.E., Assistant Director
MEMO
DATE: February 1,2013
TO: Geri Sams, Procurement Director
FROM: Tom Wiedmeier, P.E., Utilities Director ~
Engineering and Construction Division
360 Bay Street, Suite 180
Augusta, Georgia 30901
(706) 312-4132 Fax (706) 312-4133
SUBJECT: Emergency Project @ Berckmans Rd.lWashington Rd. (pump Station)
To assure appropriate fire protection and water quality in the Berckmans Road vicinity additional
water pressure capacity needs to be made available immediately. Last year's repairs to the water
main serving the area did not result in a permanent solution. A new pump station needs to be in
place and functional prior to the influx of people associated with the Masters GolfToumament.
Design efforts have been completed and appropriate pump specifications and control functions
have been identified to assure construction ofthe needed pump station. Blair Construction who
executed the previous repairs in the same general area and is very familiar with the water main
components/ pump station installation is available and needed to execute this project.
With the best interest of the City of Augusta in mind, I request authority to proceed with this
emergency action under the Task Order Program previously approved by the Commission.
-(~"b .L-.-J~
Tom Wiedmeier, P.E., Director
Attachment number 1 \nPage 1 of 1
Item # 12
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Reynolds Street
Department:Engineering Dept./Abie Ladson PE, SC, Director
Caption:Receive as information Traffic Engineering’s purchase of materials to
upgrade traffic signals on Reynolds Street. (Referred from September 9
Engineering Services Committee)
Background:The Traffic Division of the Engineering Department is responsible for
operating and maintaining all traffic signals within the county. With
increased development and pedestrian activity along the Reynolds Street
corridor, Traffic Engineering is in the process of upgrading the signal
equipment in order to provide pedestrian buttons and upgrade signal
equipment. This project will improve not only pedestrian operations but,
the operational efficiency of the corridor as a whole. To that end, Traffic
Engineering has ordered $53,942 in materials from Georgia DOT annual
bid. This amount was budgeted in SPLOST VI.
Analysis:This material is essential to the efficient operation of the Reynolds Street
corridor
Financial Impact:This material will be purchased from the State of Georgia’s annual bid
No. SWC #48400-DOT0000127 from Temple in the amount of $53,942
and funded through SPLOST VI.
Alternatives:None, for informational purposes only
Recommendation:Receive as information
Funds are Available in
the Following
Accounts:
328041110/531160/212828106/5311610
REVIEWED AND APPROVED BY:
Cover Memo
Item # 13
Engineering Services Committee Meeting
9/23/2013 1:00 PM
Solid Waste Contract 60 Day review
Department:Environmental Services Department
Caption:Receive as information a review of the first 60 days of the solid
waste collections contract.
Background:In 2011 the Environmental Services Department (ESD) released a
Request for Proposal relating for its residential solid waste
collections program. In 2012 the commission was faced with
choosing a level of service to offer its citizens relating to
residential solid waste collections. After much deliberation,
contracts were approved with Advanced Disposal and Inland
Services. With the new contract, a variety of items were
changed. First, the contract was expanded county wide, with the
exception of cities of Hephzibah and Blythe. The contract
provided CNG infrastructure, and trucks which ran on
CNG. Additionally, a new incentive based recycling program was
included.
In addition to contract changes, there were also some administrative
changes which have or will take place. First, was offering a pay as you
throw program. Beginning in 2014 the ESD will be offering a smaller can
at a discount for those with less volume as well as continuing to charge
additional fees for those with volumes in excess of our standard
service. Additionally, we included various service types to
accommodate businesses and vacant lots.
Analysis:To understand the impact on the system, we must first look at the
service triangle, and what was impacted in each area of the
triangle. Our service triangle is comprised of three entities. The
customer is the first entity in the triangle to be impacted. These
items include changing everybody’s service day, as well as the
level of service which was offered. Additionally, the contractors
moved to an automated collection system which impacted about a
third of our customer base. The citizens final key change was the
offering of an incentive based recycling program. The second
entity in the service triangle is the contactor. While these
contractors have both worked for Augusta historically, there were
many changes which impacted them. The first major impact was
service areas. Generally speaking, we had new contractors
Cover Memo
Item # 14
servicing areas they had never serviced before which created a
significant learning curve. Additionally, the reduction from three
contractors down to two contractors, created a need for our
contractors to hire additional staff. Beyond that, the truck types
were changed and technology was added, all creating a new
environment for the contractors to work from. The third entity in
the service triangle is Augusta. For this new contract we
implemented our new 311 customer service system. Additionally,
the resolution was altered which modified some of the operational
rules that the department worked from. Finally, we incorporated
the rest of the county into our service. Overall there have been
several significant successes of the program. Arguably the largest
success was moving to a one-time per week system. Had we
stayed with our prior service level, it would have cost an
additional 2 million dollars per year, and those costs would have
been passed on to the consumer. The second success, primarily
due to changing to a one-time trash collection, was the increase in
recycling participation. In the first 60 days, 3027 new recycling
carts were delivered at the request of the citizens. The next
success was the updates to our customer management software. It
allows us to track truck position and status in near real time
conditions. This allows for a better customer service experience.
Additionally the switch to CNG has been a significant success.
Augusta has transitioned its contracted waste fleet to a cleaner
fuel. In the first 60 days 59,429 diesel gallon equivalents (DGE)
of CNG was consumed. Not only does this produce cleaner air for
all Augusta citizens, but it also provided a new revenue stream in
excess of $237,000 for the review period. The most surprising
success has been Inland Services. How they embraced the new
technology, integrated the subcontractors into their everyday
business, and developed a model of one error, one solution, makes
them an unanticipated success. They significantly outperformed
the competition which has much larger resources at its disposal.
Along the way there were key opportunities to improve.
Contractually, the item that we would have reconsidered was the
removal of tires from collection service. We developed a program
with monthly tire drop off events, however, this is not working for
the entire County. There are parts of our community where tires
still need manual collection. Augusta has developed a stop gap by
assigning staff to collect tires monthly with the community events,
however, this is not a good long term solution. Second, our
marketing should have been improved. We focused on web and
direct mail to get the word out. This provided general information,
however, there was not enough detail included. One of the largest
lessons learned has been dealing with out of compliance materials.
The ESD did not anticipate the volume of out of compliance
materials. We placed a limitation on what the hauler was to
collect, however, we left the ESD open to collect what is put to
the curb, with limited resources. There were also some items
where the timing and implementation could have been better. The
best example of this is the old cart replacement program. We
Cover Memo
Item # 14
should have had these done months in advance of this contract
going live. It would have improved our data accuracy; our
customers would have seen a phased approach. Additionally, we
should have used only one contractor to perform the exchange.
We got off cycle which becomes customer impacting. Second,
was the implementation of 311. We transitioned to 311 under the
old rules and contract. We should have waited until the new rules
were in place and effective prior to transitioning. This would have
provided a smoother transition for the 311 staff. More importantly,
the ESD should have written departmental SOP’s around the new
contract, prior to going live with 311.
Financial Impact:N/A
Alternatives:N/A
Recommendation:Receive as information a review of the first 60 days of the solid
waste collections contract.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 14
Solid Waste Disposal Contract
60 Day Review
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
o
f
1
3
It
e
m
#
1
4
Service Triangle - Changes
Customer
1. Service Day
2. Service
3. Service Method
4. Added Recycling Perks
Augusta
1. New 311 System
2. New areas served
3. Altered Rules
Contractor
1. Service Area
Changed
2. New Employees
3. New Technology
9/11/2013 2
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
2
o
f
1
3
It
e
m
#
1
4
Internal Lessons Learned
• Outsourcing customer service is a work in progress (311)
– Old vs. new rules
– Staffing
– Departmental Specific Training
• Marketing needed to be expanded
– Focus was on web and direct mail
– Not enough program details were included in direct mail
– Need to expand recycling perks marketing as carts are delivered.
• Old Cart Exchange/Repairs
– Should have been performed by a single company
– Should have been performed months in advance of the contract start date.
• Cart management
– Updates to ARC software were not delivered timely complicating cart management
– Need to deliver program kit when carts are deployed.
• Drafted contract requirements with general knowledge of software updates.
– Not all functions worked as anticipated.
– Had to develop operational work a rounds until corrections were made.
9/11/2013 3
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
3
o
f
1
3
It
e
m
#
1
4
Internal continued
• Onboard Computers
– Driver education and use
– Use of data in the back office
• Tires
– Blanket “no collection” is not working
– Current event program works for 2/3
rd of Augusta
• Out of compliance materials
– Simple to say, if it is out of compliance, the county will collect if and charge you.
• Believed that 10 cubic yards was more than adequate for a standard residential property
• Unanticipated volumes of people placing out of compliance materials.
• We placed a limitation on what the hauler will collect, however, not on what the county will collect.
• Let ourselves no real way to hold the customer accountable.
• Limited county resources to perform the work.
9/11/2013 4
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
4
o
f
1
3
It
e
m
#
1
4
Customer Facing
• Additional Volumes/Businesses
– Trash outside of carts
– Businesses where new service does not meet the needs
• Education
– Should have continued after June 1
st.
– Should have provided more details
– Should have evolved as questions were asked.
• Assisted Collections
– Should have audited the list prior to contract start date.
– Should have performed audits with new service providers.
– Most issues with Assisted collections were hauler issues.
• Red Tag Elimination
– Anticipated using OBC with customer feedback
– Limited direct customer communication.
9/11/2013 5
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
5
o
f
1
3
It
e
m
#
1
4
Successes
• One time per week service
– Recycling cart request
– Additional trash cart requests
• Software upgrades
– GPS
– Pictures
– Hauler accountability
• Inland Services
– Integration of the subcontractor
– Embrace our new technologies
– One error, one solution
• CNG infrastructure
– Cleaner air
– Alternative Energy revenue stream
– Fuel Sales –59,429.86 DGE with a value of $237,719.44
9/11/2013 6
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
6
o
f
1
3
It
e
m
#
1
4
Statistics
9/11/2013 7
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
7
o
f
1
3
It
e
m
#
1
4
Hauler Miss Percentages
9/11/2013 8
1 2 3 4 5 6 7 8
Advanced % Missed Routed 1.98% 1.11% 0.66% 0.47% 0.31% 0.45% 0.41% 0.30%
Inland % Missed Routed 0.95% 0.77% 0.62% 0.37% 0.19% 0.19% 0.25% 0.22%
0.00%
0.50%
1.00%
1.50%
2.00%
2.50%
% Misses by Week
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
8
o
f
1
3
It
e
m
#
1
4
311 Calls vs. Misses
9/11/2013 9
0
1000
2000
3000
4000
5000
6000
7000
8000
9000
1 2 3 4 5 6 7 8
311 Calls
Total Missed
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
9
o
f
1
3
It
e
m
#
1
4
Adding Routed Stops
9/11/2013 10
1
3178
32723
292632
Comparing Routed Stops
Total Routed Customers 311 Calls Total Missed
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
0
o
f
1
3
It
e
m
#
1
4
Recycling Works
9/11/2013 11
0
200
400
600
800
1000
1200
1 2 3 4 5 6 7 8
Recycling Cart Deliveries vs. Misses
Recy Cart Deliveries Total Missed At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
1
o
f
1
3
It
e
m
#
1
4
Recycling and Recycling perks
• 3027 new recycling carts have been requested and
delivered.
• 47 business partners with 38 being ARC
businesses.
• 538 new customers set up
• 1730 points redeemed
• Web data
– 49.55% of site visits are from new people
– Average visit time is 6.27 minutes
– Visitors are viewing 8.4 pages per visit.
9/11/2013 12
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
2
o
f
1
3
It
e
m
#
1
4
Other ESD Work Orders
9/11/2013 13
0
200
400
600
800
1000
1200
Admin Review Assisted
Collections
Exemption
Request
Leaks/spills Litter/Illegal
Dump
Street Sweep Vacant Lots
339
52
203
19 37 28
1171
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
1
\
n
P
a
g
e
1
3
o
f
1
3
It
e
m
#
1
4