The URL can be used to link to this page

Home My WebLink About2015-11-24-Meeting Mintues Engineering Services Committee Meeting Commission Chamber - 11/24/2015 ATTENDANCE: Present: Hons. Fennoy, Chairman; Hasan, Vice Chairman; Smith, member. Absent: Hons. Hardie Davis, Jr., Mayor; Guilfoyle, member. ENGINEERING SERVICES 1. Update from the Engineering Department regarding cost estimates for the improvements to the James Brown Plaza. (Requested by Commissioner Fennoy) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to add this item to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve proceeding with landscaping portion of the project at a cost of $45,000. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Grady Smith Passes 2. Approve award of Construction Contract to JHC Corporation in the amount of $871,733.20 for Transportation Investment Act (TIA) Project, 11th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15-211A) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Grady Smith Commissioner Ben Hasan Passes 3. Approve award of Construction Contract to JHC Corporation in the amount of $1,704,045.90 for Transportation Investment Act (TIA) Project, 15th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15-211A) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Grady Smith Commissioner Ben Hasan Passes 4. Consider Professional Services Change Order in the amount of $122,000.00 for a route realignment and re-design of the 36” sewer main to WK Dickson. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Grady Smith Passes 5. Approve award of Construction Contract to JHC Corporation in the amount of $1,124,388.80 for Transportation Investment Act (TIA) Project, Broad Street over the Augusta Canal (Bridge Repair & Restoration) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15-211A) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Grady Smith Commissioner Ben Hasan Passes 6. Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Engineering Department. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Grady Smith Passes 7. Presentation by Ms. Gracie Martin regarding low irritating sounds coming from the electric substation. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result Ms. Martin did not appear before the committee. 8. Approve award of Construction Contract to JHC Corporation in the amount of $470,995.00 for Transportation Investment Act (TIA) Project, Milledgeville Road Bridge Maintenance at Rocky Creek as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds (Bid 15-211A) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Grady Smith Commissioner Ben Hasan Passes 9. Motion to approve the minutes of the Engineering Services Committee held on November 10, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Grady Smith Passes 10. Approve award of Construction Contract to Reeves Construction Company in the amount of $245,136.00 for Transportation Investment Act (TIA) Project, North Leg Road Improvements Project - Phase 1 as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15- 222) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Grady Smith Commissioner Ben Hasan Passes Engineering Services Committee Meeting 11/24/2015 1:10 PM Attendance 11/24/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Engineering Services Committee Meeting 11/24/2015 1:10 PM James Brown Plaza Update Department:Clerk of Commission Caption:Update from the Engineering Department regarding cost estimates for the improvements to the James Brown Plaza. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta-Richmond County, Georgia Bridge Repair and Restoration BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371-041110-T13041224 to award the Construction contract to JHC Corporation in the amount of $871,733.20 on the 11th Street Bridge Rehabilitation over the Augusta Canal. Funding is available in the project TIA account in the amount of $469,154 and SPLOST VI amount $402,579.20. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 80,000$ 53,000$ TIA Discretionary 11,500$ TIA Construction 469,154$ SPLOST VI 402,580$ 1,016,234$ Section 3: 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 Hardie Davis, Jr., Mayor CPB#371-041110-T13041224 CAPITAL PROJECT BUDGET 11th Street Bridge over the Augusta Canal TIA Design TIA Discretionary Change Number One 1 of 2 11.10.2015 Augusta-Richmond County, Georgia Bridge Repair and Restoration CPB#371-041110-T13041224 CAPITAL PROJECT BUDGET 11th Street Bridge over the Augusta Canal Change Number One CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Funds Design (80,000)$ (80,000)$ 235-04-1110-5212115/XXXXXX TIA Discretionary Funds (64,500)$ (64,500)$ 235-04-1110-5414110/XXXXXX TIA CONSTRUCTION (469,154)$ (469,154)$ SPLOST VI BRIDGES (402,580)$ (402,580)$ TOTAL SOURCES: (144,500)$ (871,734)$ (1,016,234)$ USE OF FUNDS ENGINEERING 235-04-1110-5212115/XXXXXXX 144,500$ 144,500$ TIA CONSTRUCTION 371-041110-5414210-T14041224 871,734$ 871,734$ TOTAL USES:144,500$ 871,734$ 1,016,234$ 2 of 2 11.10.2015 Invitation to Re-Bid Sealed re-bids will be received at this office on Wednesday, October 28, 2015 @ 3:00 p.m. for furnishing: Re-Bid Item #15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance for Engineering Department Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Re-Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $150.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Tuesday. October 6, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. 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 Tuesday, October 13, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Re-Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 5% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Revised: 1/12/2015 VENDORS JHC Corp 1029 N. Peachtree Pkwy Peachtree City, GA 30269 E R Snell 5102 Pierce Court Evans, GA 30809 Massana Construction 115 Howell Road Tyrone, GA 30290 E & D Contracting Service Inc., 2001 Mills B. Lane Blvd Savannah, GA 31405 Attachment "B"YES YES YES YES E-Verify #413897 22114 139279 444759 Addendum #1 YES YES YES YES SAVE Form YES YES YES YES Bid Bond YES YES YES YES BASE BID TOTAL/ 11th Street Bridge $871,733.20 $1,411,798.95 BASE BID TOTAL/ 15th Street over Augusta Canal $1,704,045.90 $2,462,941.09 BASE BID TOTAL/ CR2720 Broad St over Augusta Canal $1,124,388.80 $1,658,517.00 BASE BID TOTAL/ Milledgeville Rd at Rocky Creek $470,995.00 $721,897.00 Bid Opening Bid Item #15-211A Various Bridges over Augusta Canal & Rocky Creek Repairs, Restoration & Maintenance for Augusta, Georgia - Engineering Department Bid Due: Wednesday, October 28, 2015 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Mandatory Pre-Bid/Telephone Conference: Not Applicable Total packages submitted: 4 Total Noncompliant: 0 Non-responsive Non-responsive Page 1 of 1 ATTN: Q. WILLIAM HAMMACK C. W. MATTHEWS CONTRACTING P. O. DRAWER 970 MARIETTA, GA 30061-0970 ATTN: MATTHEW WALSH ARCHER WESTERN CONTRACTORS 2410 PACES FERRY RD SE, STE 600 ATLANTA, GA 30339-1821 ATTN: ROBIN J. SNELL E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 ATTN: LOUIE A. PITTMAN, III PITTMAN CONSTRUCTION CO P. O. BOX 155 CONYERS, GA 30012-0155 E & D CONTRACTING SERVICES 2001 MILLS B. LANE BLVD. SAVANNAH, GA 31405 BLAIR CONSTRUCTION ATTN PATRICK DILLARD PO BOX 770 EVANS, GA 30809 REEVES CONSTRUCTION ATTN: GREG HAMILTON 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 BEAMS CONTRACTING ATTN: BUDDY ROWLAND 15030 ATOMIC ROAD BEECH ISLAND SC 29842 MASSANA CONSTRUCTION 115 HOWELL ROAD TYRONE, GA 30290 ENGINEERED RESTORATIONS INC. ATTN: AUSTIN MCQUEEN 225 BUFORD DRIVE LAWRENCEVILLE, GA 30046 DABBS-WILLIAMS 319 S. WALNUT STREET STATESBORO, GA 30458 GEARIG ATTN: LING FAN 631 PONDER PLACE DR., SUITE 603 EVANS, GA 30809 SCOTT BRIDGE COMPANY ATTN: BEN MILLER/STEPHEN SUMMERS 2641 INTERSTATE DRIVE OPELIKA, AL 36804 JHC CORPORATION ATTN: CAMERON COOK 1029 N PEACHTREE PKWY # 359, PEACHTREE CITY, GA 30269 LARRY PITTMAN & ASSOC. ATTN: TIMMY PITTMAN 1249 GORDON PARK ROAD AUGUSTA, GA 30901 ABIE LADSON DIRECTOR ENGINEERING ENGINEERING ADM. HAMEED MALIK ASST. DIRECTOR ENGINEERING ENGINEERING ADM. Yvonne Gentry Compliance Department-LSBOP Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Mailed: Tue. Oct 6, 2015 Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Bid Due: Tue., 10/28/15 @ 3:00 p.m. RRB TRUCKING LLC C/O RUBY JENKINS-BASEY 4054 OLD WAYNESBORO RD. AUGUSTA, GA 30906 RICHMOND CONCRETE LLC C/O TARA LEAPHART 920 MOLLY POND ROAD AUGUSTA, GA 30901 ENVIROTEK SODA BLASTING C/O JAMES TRAVIS ANSLEY 514 NATIONAL AVENUE AUGUSTA, GA 30901 SOUTHERN CONCRETE FINISHING C/O CHRIS TOMAS 3109 CAWLEY COURT AUGUSTA, GA 30909 BLADE TRUCKING C/O BRENDA SHEDRICK 3893 GRAPE AVENUE AUGUSTA, GA 30909 ELITE CONCRETE & STONE CONCEPTS C/O JARED REAGAN 2708 YORK COURT AUGUSTA, GA 30909 DJ CONSTRUCTION C/O DWIGHT JOHNSON 611 SEA ISLE DRIVE AUGUSTA, GA 30901 KENDRICK’S CLEARING & HAULING C/O CEDRICK KENDRICK 1247 NEW SAVANNAH ROAD AUGUSTA, GA 30901 GEORGIA-CAROLINA PAVING COMPANY C/O WILLIE T. WOODEN 3020 MILLEDGEVILLE RD. AUGUSTA, GA 30904 Engineering Services Committee Meeting 11/24/2015 1:10 PM 11th Street Bridge Rehabilitation over Augusta Canal-TIA – Contract Award- 15-211A Department:Abie L. Ladson, Director Caption:Approve award of Construction Contract to JHC Corporation in the amount of $871,733.20 for Transportation Investment Act (TIA) Project, 11th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15-211A) Background:11th Street Bridge Rehabilitation over Augusta Canal Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. This is a brick arch bridge. This project consists of arch repair, reconstructing bridge barrier walls and sidewalks, milling and resurfacing roadway from Walton Way to Telfair Street. Analysis:Bids were received on October 28, 2015 with JHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. JHC Corporation $871,733.20 2. ER Snell Construction $1,411,798.95 It is the recommendation of the Engineering Department to award this project to JHC Corporation Financial Impact:Funds are available in Project TIA funds and Engineering SPLOST VI (General Bridge Maintenance and Rehab account) with Commission approval Alternatives:1). Approve award of Construction Contract to JHC Corporation in the amount of $871,733.20 for Transportation Investment Act (TIA) Project, 11th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One. Funds are Available Project TIA Funds ($469,154) 371-041110-T13041224-and in the Following Accounts: SPLOST VI (General Bridge Rehab and Maintenance) ($402,580) 328-041110-211828012 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 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 change is authorized to CPB# 371-041110-T13041221 for the 15th St. Bridge over the Augusta Canal to award the Construction Contract to JHC Corporation in the amount of $1,704,495.90 to be funded thru TIA Construction and SPLOST VI Bridges. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase VI 207,540$ Special 1% Sales Tax, Phase VI 159,560$ TIA CONSTRUCTION 1,205,177$ SPLOST VI 498,869$ 2,071,146$ Section 3: 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 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 Honorable Hardie Davis, Jr., Mayor CAPITAL PROJECT BUDGET BRIDGE REHABILATION & REPAIRS Bid Item 15-211A CPB#371-041110-T13041221 15th St Bridge over the Augusta Canal Change Number Two 11.10.2015 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET BRIDGE REHABILATION & REPAIRS Bid Item 15-211A CPB#371-041110-T13041221 15th St Bridge over the Augusta Canal CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB SPECIAL 1% SALES TAX, PHASE VI 328-041110-6011110-211828012 ($207,540)($207,540) SPECIAL 1% SALES TAX, PHASE VI 328-041110-6011110-211828012 ($159,560)($159,560) TIA CONSTRUCTION ($1,205,177) ($1,205,177) SPLOST VI BRIDGES ($498,869) ($498,869) TOTAL SOURCES: ($367,100) ($1,704,046) ($2,071,146) USE OF FUNDS ENGINEERING 328-041110-5212115-211828012 $367,100 $367,100 TIA CONSTRUCTION 328-041110-5414210-T13041221 $1,704,046 $1,704,046 TOTAL USES: $367,100 $1,704,046 $2,071,146 11.10.2015 Invitation to Re-Bid Sealed re-bids will be received at this office on Wednesday, October 28, 2015 @ 3:00 p.m. for furnishing: Re-Bid Item #15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance for Engineering Department Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Re-Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $150.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Tuesday. October 6, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. 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 Tuesday, October 13, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Re-Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 5% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Revised: 1/12/2015 VENDORS JHC Corp 1029 N. Peachtree Pkwy Peachtree City, GA 30269 E R Snell 5102 Pierce Court Evans, GA 30809 Massana Construction 115 Howell Road Tyrone, GA 30290 E & D Contracting Service Inc., 2001 Mills B. Lane Blvd Savannah, GA 31405 Attachment "B"YES YES YES YES E-Verify #413897 22114 139279 444759 Addendum #1 YES YES YES YES SAVE Form YES YES YES YES Bid Bond YES YES YES YES BASE BID TOTAL/ 11th Street Bridge $871,733.20 $1,411,798.95 BASE BID TOTAL/ 15th Street over Augusta Canal $1,704,045.90 $2,462,941.09 BASE BID TOTAL/ CR2720 Broad St over Augusta Canal $1,124,388.80 $1,658,517.00 BASE BID TOTAL/ Milledgeville Rd at Rocky Creek $470,995.00 $721,897.00 Bid Opening Bid Item #15-211A Various Bridges over Augusta Canal & Rocky Creek Repairs, Restoration & Maintenance for Augusta, Georgia - Engineering Department Bid Due: Wednesday, October 28, 2015 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Mandatory Pre-Bid/Telephone Conference: Not Applicable Total packages submitted: 4 Total Noncompliant: 0 Non-responsive Non-responsive Page 1 of 1 ATTN: Q. WILLIAM HAMMACK C. W. MATTHEWS CONTRACTING P. O. DRAWER 970 MARIETTA, GA 30061-0970 ATTN: MATTHEW WALSH ARCHER WESTERN CONTRACTORS 2410 PACES FERRY RD SE, STE 600 ATLANTA, GA 30339-1821 ATTN: ROBIN J. SNELL E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 ATTN: LOUIE A. PITTMAN, III PITTMAN CONSTRUCTION CO P. O. BOX 155 CONYERS, GA 30012-0155 E & D CONTRACTING SERVICES 2001 MILLS B. LANE BLVD. SAVANNAH, GA 31405 BLAIR CONSTRUCTION ATTN PATRICK DILLARD PO BOX 770 EVANS, GA 30809 REEVES CONSTRUCTION ATTN: GREG HAMILTON 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 BEAMS CONTRACTING ATTN: BUDDY ROWLAND 15030 ATOMIC ROAD BEECH ISLAND SC 29842 MASSANA CONSTRUCTION 115 HOWELL ROAD TYRONE, GA 30290 ENGINEERED RESTORATIONS INC. ATTN: AUSTIN MCQUEEN 225 BUFORD DRIVE LAWRENCEVILLE, GA 30046 DABBS-WILLIAMS 319 S. WALNUT STREET STATESBORO, GA 30458 GEARIG ATTN: LING FAN 631 PONDER PLACE DR., SUITE 603 EVANS, GA 30809 SCOTT BRIDGE COMPANY ATTN: BEN MILLER/STEPHEN SUMMERS 2641 INTERSTATE DRIVE OPELIKA, AL 36804 JHC CORPORATION ATTN: CAMERON COOK 1029 N PEACHTREE PKWY # 359, PEACHTREE CITY, GA 30269 LARRY PITTMAN & ASSOC. ATTN: TIMMY PITTMAN 1249 GORDON PARK ROAD AUGUSTA, GA 30901 ABIE LADSON DIRECTOR ENGINEERING ENGINEERING ADM. HAMEED MALIK ASST. DIRECTOR ENGINEERING ENGINEERING ADM. Yvonne Gentry Compliance Department-LSBOP Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Mailed: Tue. Oct 6, 2015 Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Bid Due: Tue., 10/28/15 @ 3:00 p.m. RRB TRUCKING LLC C/O RUBY JENKINS-BASEY 4054 OLD WAYNESBORO RD. AUGUSTA, GA 30906 RICHMOND CONCRETE LLC C/O TARA LEAPHART 920 MOLLY POND ROAD AUGUSTA, GA 30901 ENVIROTEK SODA BLASTING C/O JAMES TRAVIS ANSLEY 514 NATIONAL AVENUE AUGUSTA, GA 30901 SOUTHERN CONCRETE FINISHING C/O CHRIS TOMAS 3109 CAWLEY COURT AUGUSTA, GA 30909 BLADE TRUCKING C/O BRENDA SHEDRICK 3893 GRAPE AVENUE AUGUSTA, GA 30909 ELITE CONCRETE & STONE CONCEPTS C/O JARED REAGAN 2708 YORK COURT AUGUSTA, GA 30909 DJ CONSTRUCTION C/O DWIGHT JOHNSON 611 SEA ISLE DRIVE AUGUSTA, GA 30901 KENDRICK’S CLEARING & HAULING C/O CEDRICK KENDRICK 1247 NEW SAVANNAH ROAD AUGUSTA, GA 30901 GEORGIA-CAROLINA PAVING COMPANY C/O WILLIE T. WOODEN 3020 MILLEDGEVILLE RD. AUGUSTA, GA 30904 Engineering Services Committee Meeting 11/24/2015 1:10 PM 15th Street Bridge Rehabilitation over Augusta Canal- TIA- Contract Award – 15-211A Department:Abie L. Ladson, Director Caption:Approve award of Construction Contract to JHC Corporation in the amount of $1,704,045.90 for Transportation Investment Act (TIA) Project, 15th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15-211A) Background:15th Street Bridge Rehabilitation over Augusta Canal Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. This is a concrete arch bridge. This project consists of deck replacement, repairing/restoring bridge barrier walls, sidewalks, lighting and milling and resurfacing roadway bridge approaches. Analysis:Bids were received on October 28, 2015 with JHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. JHC Corporation $1,704,045.90 2. ER Snell Construction $2,462,941.09 It is the recommendation of the Engineering Department to award this project to JHC Corporation. Financial Impact:Funds are available in Project TIA funds and Engineering SPLOST VI (General Bridge Rehab and Maintenance account) with Commission approval. Alternatives:1). Approve award of Construction Contract to JHC Corporation in the amount of $1,704,045.90 for Transportation Investment Act (TIA) Project, 15th Street Bridge Rehabilitation over Augusta Canal as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule Recommendation:Approve Alternative Number One. Funds are Available Project TIA Funds ($1,205,177) 371-041110- T13041221 and in the Following Accounts: SPLOST VI (General Bridge Rehab and Maintenance) ($498,869) 328-041110-211828012 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting 11/24/2015 1:10 PM 2014 CIP Bond Project 15th Street and Wrightsboro Road Sanitary Sewer Improvements Department:Utilities Caption:Consider Professional Services Change Order in the amount of $122,000.00 for a route realignment and re-design of the 36” sewer main to WK Dickson. Background:On November 18, 2014, the Augusta-Richmond County Commission approved the proposed assignments of several 2014 CIP Bond Projects to numerous engineering firms. WK Dickson was approved by the Commission on April 21, 2015 for Professional Services in the amount of $203,000.00 for the design and construction services for the 2014 CIP Bond Project 15th Street and Wrightsboro Road Sanitary Improvements. The project will improve the sanitary sewer system within the project area. Analysis:Due to the GRU housing project and potential constructability issues, a critical time constraint was created by their contractor and schedule and if it was not met then this could place the City of Augusta at financial risk. It was decided to abandon the original alignment and re-route the 36” sewer line. This created a need for a re-design of the project and a change order for Professional Services in the amount of $122,000.00. Augusta Utilities negotiated the attached change order with W.K. Dickson based on the level of effort required. Financial Impact:Change order will add $122,000.00 to the contract and the updated contract value will be $325,000.00. Alternatives:No alternatives are recommended. Recommendation:Recommend approving the change order to the contract with WK Dickson in the amount of $122,000.00 Funds are Available in the Following Accounts: Funds are available in the following accounts: 514043420- 5212115/81500040-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 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 change is authorized to CPB#371-041110-T13041224 Broad Street Bridge Rehabilitation over Augusta Canal to JHC Corporation in the total amount of $1,124,388.80 to be funded from TIA Project and SPLOST VI Bridge accounts. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase VI 160,000$ TIA Funds 122,966$ TIA Discretionary 15,496$ TIA Construction 1,090,334$ SPLOST VI Bridge 34,055$ 1,422,851$ Section 3: 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 Hardie Davis, Jr., Mayor CAPITAL PROJECT BUDGET BROAD STREET OVER THE AUGUSTA CANAL Bid Item 15-211A CPB#371-041110-T13041111 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 11.10.2015 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET BROAD STREET OVER THE AUGUSTA CANAL Bid Item 15-211A CPB#371-041110-T13041111 CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB SPECIAL 1% SALES TAX, PHASE VI 328-041110-6011110-211828012 ($160,000)($160,000) TIA Funds 371-041110-T13041108 & T13041111 ($122,966)($122,966) TIA Discretionary Funds ($15,496)($15,496) TIA Construction ($1,090,334) ($1,090,334) SPLOST VI Bridges ($34,055) ($34,055) TOTAL SOURCES: ($298,462) ($1,124,389) ($1,422,851) USE OF FUNDS ENGINEERING 328-041110-5212115-211828012 $160,000 $160,000 371-041110-5212115-T13041108/T13041111 $138,462 $138,462 TIA CONSTRUCTION 371-041110-T13041111 $1,124,389 $1,124,389 TOTAL USES: $298,462 $1,124,389 $1,422,851 11.10.2015 Invitation to Re-Bid Sealed re-bids will be received at this office on Wednesday, October 28, 2015 @ 3:00 p.m. for furnishing: Re-Bid Item #15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance for Engineering Department Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Re-Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $150.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Tuesday. October 6, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. 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 Tuesday, October 13, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Re-Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 5% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Revised: 1/12/2015 VENDORS JHC Corp 1029 N. Peachtree Pkwy Peachtree City, GA 30269 E R Snell 5102 Pierce Court Evans, GA 30809 Massana Construction 115 Howell Road Tyrone, GA 30290 E & D Contracting Service Inc., 2001 Mills B. Lane Blvd Savannah, GA 31405 Attachment "B"YES YES YES YES E-Verify #413897 22114 139279 444759 Addendum #1 YES YES YES YES SAVE Form YES YES YES YES Bid Bond YES YES YES YES BASE BID TOTAL/ 11th Street Bridge $871,733.20 $1,411,798.95 BASE BID TOTAL/ 15th Street over Augusta Canal $1,704,045.90 $2,462,941.09 BASE BID TOTAL/ CR2720 Broad St over Augusta Canal $1,124,388.80 $1,658,517.00 BASE BID TOTAL/ Milledgeville Rd at Rocky Creek $470,995.00 $721,897.00 Bid Opening Bid Item #15-211A Various Bridges over Augusta Canal & Rocky Creek Repairs, Restoration & Maintenance for Augusta, Georgia - Engineering Department Bid Due: Wednesday, October 28, 2015 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Mandatory Pre-Bid/Telephone Conference: Not Applicable Total packages submitted: 4 Total Noncompliant: 0 Non-responsive Non-responsive Page 1 of 1 ATTN: Q. WILLIAM HAMMACK C. W. MATTHEWS CONTRACTING P. O. DRAWER 970 MARIETTA, GA 30061-0970 ATTN: MATTHEW WALSH ARCHER WESTERN CONTRACTORS 2410 PACES FERRY RD SE, STE 600 ATLANTA, GA 30339-1821 ATTN: ROBIN J. SNELL E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 ATTN: LOUIE A. PITTMAN, III PITTMAN CONSTRUCTION CO P. O. BOX 155 CONYERS, GA 30012-0155 E & D CONTRACTING SERVICES 2001 MILLS B. LANE BLVD. SAVANNAH, GA 31405 BLAIR CONSTRUCTION ATTN PATRICK DILLARD PO BOX 770 EVANS, GA 30809 REEVES CONSTRUCTION ATTN: GREG HAMILTON 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 BEAMS CONTRACTING ATTN: BUDDY ROWLAND 15030 ATOMIC ROAD BEECH ISLAND SC 29842 MASSANA CONSTRUCTION 115 HOWELL ROAD TYRONE, GA 30290 ENGINEERED RESTORATIONS INC. ATTN: AUSTIN MCQUEEN 225 BUFORD DRIVE LAWRENCEVILLE, GA 30046 DABBS-WILLIAMS 319 S. WALNUT STREET STATESBORO, GA 30458 GEARIG ATTN: LING FAN 631 PONDER PLACE DR., SUITE 603 EVANS, GA 30809 SCOTT BRIDGE COMPANY ATTN: BEN MILLER/STEPHEN SUMMERS 2641 INTERSTATE DRIVE OPELIKA, AL 36804 JHC CORPORATION ATTN: CAMERON COOK 1029 N PEACHTREE PKWY # 359, PEACHTREE CITY, GA 30269 LARRY PITTMAN & ASSOC. ATTN: TIMMY PITTMAN 1249 GORDON PARK ROAD AUGUSTA, GA 30901 ABIE LADSON DIRECTOR ENGINEERING ENGINEERING ADM. HAMEED MALIK ASST. DIRECTOR ENGINEERING ENGINEERING ADM. Yvonne Gentry Compliance Department-LSBOP Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Mailed: Tue. Oct 6, 2015 Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Bid Due: Tue., 10/28/15 @ 3:00 p.m. RRB TRUCKING LLC C/O RUBY JENKINS-BASEY 4054 OLD WAYNESBORO RD. AUGUSTA, GA 30906 RICHMOND CONCRETE LLC C/O TARA LEAPHART 920 MOLLY POND ROAD AUGUSTA, GA 30901 ENVIROTEK SODA BLASTING C/O JAMES TRAVIS ANSLEY 514 NATIONAL AVENUE AUGUSTA, GA 30901 SOUTHERN CONCRETE FINISHING C/O CHRIS TOMAS 3109 CAWLEY COURT AUGUSTA, GA 30909 BLADE TRUCKING C/O BRENDA SHEDRICK 3893 GRAPE AVENUE AUGUSTA, GA 30909 ELITE CONCRETE & STONE CONCEPTS C/O JARED REAGAN 2708 YORK COURT AUGUSTA, GA 30909 DJ CONSTRUCTION C/O DWIGHT JOHNSON 611 SEA ISLE DRIVE AUGUSTA, GA 30901 KENDRICK’S CLEARING & HAULING C/O CEDRICK KENDRICK 1247 NEW SAVANNAH ROAD AUGUSTA, GA 30901 GEORGIA-CAROLINA PAVING COMPANY C/O WILLIE T. WOODEN 3020 MILLEDGEVILLE RD. AUGUSTA, GA 30904 Engineering Services Committee Meeting 11/24/2015 1:10 PM Broad Street over the Augusta Canal (Bridge Repair & Restoration)-TIA-Contract Award-15-211A Department:Abie L. Ladson, Director Caption:Approve award of Construction Contract to JHC Corporation in the amount of $1,124,388.80 for Transportation Investment Act (TIA) Project, Broad Street over the Augusta Canal (Bridge Repair & Restoration) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15- 211A) Background:Broad Street over the Augusta Canal (Bridge Repair & Restoration) Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. This project consists of enhancing structural integrity of the structure by encasing the bridge support columns in concrete, repairing/restoring bridge deck, repairing of spalls, severe cracking, and expansion joints, asphalt overlay from bridge and approaches, painting existing structural steel, and cleaning the structure. Analysis:Bids were received on October 28, 2015 with JHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. JHC Corporation $1,124,388.80 2. ER Snell Construction $1,658,517.00 It is the recommendation of the Engineering Department to award this project to JHC Corporation. Financial Impact:Funds are available in Project TIA funds and Engineering SPLOST VI (General Bridge Rehab and Maintenance account) with Commission approval. Alternatives:1). Approve award of Construction Contract to JHC Corporation in the amount of $1,124,388.80 for Transportation Investment Act (TIA) Project, Broad Street over the Augusta Canal (Bridge Repair & Restoration) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Project TIA Funds ($1,090,334) 371-041110-T13041111 & SPLOST VI (General Bridge Rehab and Maintenance) ($34,055) 328-041110-211828012 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 1 SOFTWARE IMPLEMETATIO SERVICES AGREEMET THIS AGREEMENT (hereinafter the "Agreement") is made this ______ day of ______________, 2015, (the "Effective Date") by and between Augusta, GA, a political subdivision of the State of Georgia, with its place of business at 535 Telfair Street, Augusta, GA U.S.A., 30901, (hereinafter the "City"), and Woolpert, Inc. with its principal place of business at 375 Northridge Road, Suite 100, Atlanta, GA 30350 (hereinafter the "Vendor"). The City and the Vendor are sometimes hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties." RECITALS A. The Vendor desires to perform and assume responsibility and obligation for the provision of certain professional services, as hereinafter described, on the terms and conditions set forth herein. Vendor represents that it is experienced in providing business process automation and implementation services to public clients, can legally do business in the State of Georgia, and is familiar with the scope of work of the City. B. The City desires to engage Vendor to render such services, as hereinafter described, for the Work Order and Asset Management Software Implementation Project (the “Project”) on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the City and the Vendor agree as follows: EXHIBITS The following exhibits are attached to this agreement and are hereby incorporate by reference. Exhibit A: Statement of Work for Cityworks Enterprise Asset Management System Implementation Exhibit B: Software License and Maintenance Agreement Exhibit C: Vendor Access Policy Exhibit D: Performance Bond Exhibit E: Statement of Work for Incorporation of Stormwater Data into Augusta GIS OPERATIVE PROVISIOS SECTIO I – EGAGEMET AD SERVICES OF THE VEDOR 1. Engagement of Vendor. The City hereby engages the Vendor, and the Vendor promises and agrees to furnish to the City, subject to the terms and conditions set forth in this Agreement, all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional services necessary for the Project (the "Services"). The Services are more particularly described in Exhibit A attached hereto and incorporated herein by reference. The Vendor agrees to perform the Services in accordance with the terms and conditions of this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations in effect at the time the Services are provided. As provided in Exhibit A, the Services shall also include the delivery of specific Vendor proprietary software and assistance by the Vendor with procuring certain third party software on behalf of the City. With respect to Vendor’s proprietary software, the license agreement shall be as provided in Exhibit B. With respect to third party software, the City shall enter into the software license directly with the third party software developer and the City shall reimburse the Vendor for any license fees advanced by the Vendor for the third party software. Any and all warranties or matters of performance with respect to third party software shall be between the City and the third party software developer and the City shall look solely to the third party software developer for all matters pertaining to the third party software. The third party software licenses may be included in Exhibit B for reference purposes. The Services include all activities necessary to successfully implement the Statements of Work (hereinafter “SOW”) as supplied by the Vendor and attached as Exhibit A and E. . Additionally, future Statements of Work as prepared by the Vendor may be attached to and shall be bound by this agreement provided that they include no provisions which shall render sections of this agreement null and void and that they abide by all regulations for Procurement and that 2 they receive approval by the Augusta Commission. 2. Performance of the Vendor; Standard of Care. The Vendor covenants with the City to perform all Services under this Agreement in accordance with the professional standard of skill, quality and care. Vendor represents and maintains that it is skilled in the professional calling necessary to perform the Services, and that it shall employ customary proven and tested methods known for successfully implementing the services required to satisfy this contract. Vendor shall also cooperate with the City and any other consultants or contractors engaged by or on behalf of the City in performance of the Project. The Vendor covenants to use its commercially reasonable efforts to perform its duties and obligations under this Agreement in a diligent manner, consistent with the professional standard of care set forth in this Agreement. SECTIO II – RESPOSIBILITIES OF THE VEDOR 1. The Vendor's Responsibilities for Costs and Expenses. Except as otherwise expressly stated herein, the Vendor shall be solely responsible for all costs and expenses incurred relative to the Vendor, personnel of the Vendor and sub-contractors of the Vendor in connection with the performance of the Services, including, without limitation, payment of salaries, fringe benefits contributions, bonding fees, payroll taxes, withholding taxes and other taxes or levies, office overhead expense, travel expenses, telephone and other telecommunication expenses, and document reproduction expenses. 2. Independent Contractor. The Services shall be performed by Vendor or under its supervision. Vendor shall determine the means, methods and details of performing the Services subject to the requirements of this Agreement. The Vendor represents that it possesses the professional and technical personnel required to perform the Services. The City retains Vendor on an independent contractor basis and not as an employee of the City. Vendor retains the right to perform similar or different services for others during the term of this Agreement. The personnel performing the Services on behalf of the Vendor shall at all times be under the Vendor's exclusive direction and control. The Vendor shall pay all expenses, including, without limitation, all wages, salaries, fringe benefit contributions, payroll taxes, withholding taxes, other taxes or levies and all other amounts due such personnel for the Services or due others as a result of the performance by such personnel of the Services. Vendor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to, all reports for social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3. Vendor’s Project Manager. The Vendor shall designate and assign a project manager ("Project Manager"), who shall coordinate all phases of the Services and act as the Vendor’s representative for performance of this Agreement. The Project Manager shall have full authority to represent and act on behalf of the Vendor for all purposes under this Agreement, and shall be available to the City at all reasonable times. The Project Manager shall supervise and direct the Services, using professional skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures employed by Vendor’s personnel, as well as the satisfactory coordination of all portions of the Services under this Agreement. The Vendor designates Steve Schwabe to be its Project Manager, but reserves the right to appoint another person as Project Manager upon written notice to the City, or to appoint no project manager if none is needed by mutual agreement with the City. 4. Key Personnel. Vendor has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Vendor may substitute other personnel of at least equal competence upon written approval of City. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Vendor at the request of the City. 5. Personnel; Licenses. The Vendor represents and warrants that it and all personnel engaged in performing Services are and shall be fully qualified, authorized and permitted under state and local law to perform such Services. The Vendor shall be responsible to City to correct any negligent errors or omissions in the execution of the Services under this Agreement. The Vendor represents and warrants that it and all personnel and sub-Vendors engaged in performing the Services have all business and professional licenses, permits, qualifications, and approvals of whatever nature that are legally required to perform the Services under this Agreement. The City shall be responsible for any and all project specific or software licenses, permits, qualifications, and approvals although the Vendor shall provide assistance to the City to the extent provided in Exhibit A with applying or procuring such licenses, permits, qualifications, and approvals. The Vendor further represents and warrants that it, its employees 3 and sub-contractors shall keep in effect all such licenses, permits, qualifications and other approvals during the term of this Agreement. Any personnel performing Services under this Agreement who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, or a threat to the safety of persons or property, or any personnel who fail or refuse to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Vendor and shall not be re-employed to perform any of the Services or to work on the Project. 6. City Network Security and Integrity. Provided that the Vendor requires access to system(s) through the City computer network firewall, the Vendor will sign a VPN Vendor Access Agreement, verifying that the Vendor will respect the integrity of City’s network and security protocols. This agreement is attached as Exhibit C. 7. Time of Performance. Vendor shall use commercially reasonable efforts to complete the services covered under and pursuant to this Agreement as directed by the City's Project Administrator by the date of project completion (the “Completion Date”) as described in Exhibit A, Statement of Work), unless earlier terminated as provided herein, or as may be modified by mutual written agreement. Vendor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with any schedule of services mutually acceptable to the Parties. Delays in implementation will be subject to a Penalty, under certain conditions, as described in Section VI in this agreement 8. Software License and Support Agreement. The Vendor will provide the Vendor software licenses identified in Exhibit A for the City’s use as governed by the Software License and Support Agreement, attached as Exhibit B. The Vendor will provide assistance in procuring third party software licenses identified in Exhibit A for the City’s use as governed by the third party Software License and Support Agreements, which may be attached for reference in Exhibit B. 9. Consistency with City Policies. City and Vendor Project Manager shall discuss in advance of all critical decision points all matters relating to the Services in order to ensure that the Services proceed in a manner consistent with the goals and policies of the City. 10. Conformance to Applicable Requirements. All aspects of the provision of the Services by Vendor shall conform to all applicable city, county, state, and federal laws, rules and regulations in effect at the time the services are provided. 11. Prohibition Against Transfers. Neither party shall assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly by operation of law without the prior written consent of the other party. Any attempt to do so without the prior written consent of the other party shall be null and void, and any assignee, sub- lessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation, or transfer. 12. Progress. The Vendor is responsible to keep the City Project Manager and/or his or her duly authorized designee informed on a regular basis regarding the status and progress of the Services, activities performed and planned, and any meetings that have been scheduled or are desired relative to the Services or this Agreement. 13. Confidentiality. No news releases, including photographs, public announcements or confirmations of the same, of any part of the subject matter of this Agreement or any phase of the Services shall be made without prior written consent of the City, such consent to not be unreasonably withheld, and provided in a timely manner. The information which results from the Services in this Agreement is to be kept confidential, unless the release of information is authorized by the City. All Report Materials, either created by or provided to Vendor in connection with the performance of this Agreement, shall be held confidential by Vendor. Such materials shall not, without the prior written consent of City, by used by Vendor for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Vendor which is otherwise known to Vendor or is otherwise generally known, or has become known, to the related industry, shall be deemed confidential. Vendor shall not use City’s name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. Notwithstanding anything to the contrary, the Vendor may disclose such materials in response to a valid court or government order, it being understood that the Vendor shall, where permitted by applicable law, rule or order, give the City prior written notice to object to, or seek to limit, any such mandated disclosure. 14. Georgia Open Records Act. The Vendor acknowledges that this Agreement and certain documentation may be subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70, et seq.). Vendor shall cooperate fully in responding to such requests and shall make all records, not exempt, available for inspection and copying as required by law. 4 Vendor shall clearly mark any information provided to City which Vendor contends is Proprietary Information. Vendor shall notify City immediately of any Open Records request arising out of this contract and shall provide to City a copy of any response to the same. 15. No Set Hours/Right to Contract. The Vendor’s obligation hereunder is to complete the Services in accordance with this Agreement and to meet any deadlines established pursuant to this Agreement. The Vendor has no obligation to work any particular schedule, hours or days, or any particular number of hours or days. However, the Vendor shall coordinate with the City in achieving the results and meeting the goals established pursuant to this Agreement. 16. Accounting Records. Vendor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Vendor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Vendor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 17. Safety. Vendor shall execute and maintain its Services so as to avoid injury or damage to any person or property. In carrying out its Services, the Vendor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. 18. Performance Bond. Within fifteen (15) days of the making of this contract, Vendor shall have obtained a performance bond for the total amount of software and services provided for this project per Exhibit A. Proof of the acquisition of the bond shall be provided to the City and attached to the contract as Exhibit E. Depending on the contract amount of the project and the type of service(s) provided, vendor may be exempt from performance bond requirement. SECTIO III – RESPOSIBILITIES OF THE CITY 1. Cooperation. The City shall cooperate with the Vendor relative to the provisions of the Services. To the extent permitted by applicable law, the City shall provide criteria and information in its possession, or reasonably obtainable by it, as requested by Vendor, and shall make that information and related data available for Vendor’s use during the performance of this Agreement and Vendor shall have the right to rely upon such information and data. The City shall render decisions required by this Agreement within the time indicated, or if not specifically stated, with reasonable promptness so as not to unduly delay the progress of Vendor’s Services. 2. City’s Project Manager and Project Staff. The City shall designate and assign a City project manager (“City Project Manager”) who shall have authority to represent and act on behalf of the City for all purposes under this Agreement, within the rules and regulations as established by the Augusta Commission. The City Project Manager, or his/her designee, shall be the principal officer of the City for liaison with the Vendor, and shall review and give approval to the details of the Services as they are performed, in particular, but not exhaustively, Project Plan, Functional Requirement Specifications, Statements of Work, Acceptance Plans, Statements of Completion, Change Order Requests. In addition, the City Project Manager shall ensure proper and timely availability of all City personnel required by the Vendor for successful completion of project tasks, in particular, but not exhaustively, Business and Systems Analysts, IT staff, Subject Matter Experts. The City designates Michael Blanchard of the Information Technology Department to be its City Project Manager, but reserves the right to appoint another person as City Project Manager upon written notice to the Vendor. 3. Project Plan. The City shall be responsible for meeting specific milestones and providing specific deliverables that have been agreed to in Exhibit A. Should the City fail to meet the agreed milestones or to provide the agreed deliverables, the Vendor will inform the City of the consequences thereof and reserves the right to modify the project plan accordingly. SECTIO IV - COMPESATIO 1. Compensation. In consideration of the performance by Vendor of the Services, the City shall pay to the Vendor compensation at the rates set forth in the SOW attached hereto and incorporated herein by reference. While estimates have been provided for certain work items in the project, such as data conversion, total compensation under this Agreement shall not exceed the Total Project amount as indicated in the SOW without written approval of the Augusta Commission depending on the amount of the excess and the reason why the initial amount was insufficient. 5 2. Extra Service. The Vendor shall not receive additional compensation for any extra service unless such extra service has been authorized in writing by the City prior to the commencement of the extra service. The City shall pay the Vendor for extra service in accordance with the fee schedule set forth in the SOW. As used herein, “Extra Service” means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement. 3. Payment of Compensation. The Vendor shall submit invoices to the City as defined in the payment milestones in the SOW, or on such other basis as may be mutually agreed upon by the Parties. Each invoice will be itemized. The City shall make payments to the Vendor within thirty (30) days following the date of receipt of the invoice, unless the City disputes the amount of the Compensation the Vendor claims it is owed under this Agreement within thirty days of receipt. Any disputed amount shall be handled as discussed herein. 4. Reimbursements. Vendor shall not be reimbursed for any expenses unless they are authorized in writing by City and they are of a type approved in advance as part of this contract. Such reimbursable expenses, if approved, shall include only those expenses which are reasonably and necessarily incurred by Vendor in the interests of the Project. Reimbursable expenses will be paid only at the actual cost to the Vendor, with no mark-up for overhead or profit. Expenses may be included as part of the overall project cost, provided that they are “Not to Exceed” a certain amount as determined by the Vendor. 5. Disputed Sums. The City will withhold up to one hundred percent (100%) of any disputed portion of Compensation until resolution of the dispute with the Vendor. Such withholding shall only take place due to non-performance of the Vendor, with non-performance being defined as the inability to complete the project or parts thereof when Augusta, Georgia has fulfilled its obligation to the vendor, and shall not be deemed to constitute a failure to pay by the City. The Vendor shall not have the right to allege a breach of this Agreement for failure to pay by the City and to discontinue its performance of the Services hereunder for a period of thirty (30) days from the date Compensation is withheld hereunder. The City’s Project Manager and the Vendor’s Project Manager shall attempt to promptly resolve the dispute. SECTIO V – EXPIRATIO AD TERMIATIO 1. Events of Default. Each of the following events shall constitute an “Event of Default”: A. The Vendor shall fail to observe, perform or comply with any material term, covenant, agreement or condition of this Agreement which is to be observed, performed or complied with by the Vendor, if such failure continues uncured for thirty (30) calendar days after the City gives the Vendor written notice of the failure and the specific nature of such failure. B. The Vendor shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or intentional breach of any provision of this Agreement. 2. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies, upon an Event of Default by the Vendor, the City shall have the right to terminate this Agreement upon at least thirty (30) days written notice to the Vendor. 3. Expiration. Unless extended as provided for herein, this Agreement shall naturally expire on the Completion Date. 4. Payment Upon Termination. Upon a termination of this Agreement, the City shall pay to the Vendor the part of the Compensation which would otherwise be payable to the Vendor with respect to the Services which had been adequately completed as of the date of termination, less the amount of all previous payments with respect to the Compensation. 5. Termination by Vendor: Vendor may terminate this Agreement only upon the substantial breach by the City of a material provision of this Agreement including failure to pay. 6. Termination for Convenience: The City may terminate this contract in part or in whole upon written notice to the Vendor. The Vendor shall be paid for valid services under this Contract up to the time of termination, to include: A. For completed and acceptable work executed in accordance with the terms of the agreement prior to the effective date of termination, including fair and reasonable sums for overhead and profit on such work; B. For expenses incurred prior to the effective date of termination in performing services and furnishing labor, materials or equipment as required by the contract documents in connection with uncompleted work, plus fair and reasonable sums for overhead and profit on such expenses; 6 C. For all claims, costs, losses and damages incurred in settlement of terminated contracts with subcontractors, suppliers and others, and; for reasonable expenses directly attributable to termination. 7. Termination by Either Party. In the event of termination of this Agreement by either the City or the Vendor, both agree to the following: A. City shall destroy the software as defined in the Software License and Support Agreement, Exhibit “B”, together with all copies, modifications and merged portions, or B. Return the software together with all copies, modifications and merged portions to Vendor, or C. City may continue to use the software with the permission of the Vendor, with no expectation of continued maintenance, support, update, or upgrade. D. In cases referenced according to items A and B above, Vendor shall certify in writing that all proprietary information, data, schema, or documentation belonging to City have either been returned to Licensee or destroyed and vice versa. SECTIO VI – GEERAL PROVISIOS 1. Nondiscrimination by the Vendor. The Vendor represents and agrees that the Vendor, its affiliates, subsidiaries, or holding companies do not and will not discriminate against any subcontractor, Vendor, employee, or applicant for employment because of race, religion, color, sex, handicap, national origin or any other protected classification under federal or state law. Such nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. 2. City’s Rights to Employ Other Vendors. The City reserves the right to employ other Vendors in connection with this Project. 3. Conflicts of Interest; Prohibited Interests. Vendor maintains and warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for Vendor, to solicit or secure this Agreement. Further, Vendor warrants that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for Vendor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 4. Subcontracting. The Vendor shall not subcontract any portion of the Services except as expressly stated herein, without prior written consent of the City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 5. Temporary suspension or delay of performance of contract. To the extent that it does not alter the scope of this agreement, the City may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by Vendor under this agreement. In the event of such work stoppage or delay, the Vendor’s fees and schedules may need to be equitably adjusted. 6. Defective Pricing. To the extent that the pricing provided by Vendor is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 7. Specified Excuses for Delay or Non-Performance. Vendor is not responsible for delay in performance caused by reasons beyond its reasonable control, including but not limited to hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 8. Waiver. No waiver of any default shall constitute a waiver of any other breach or default, whether of the same or any other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by other parties shall give the other any contractual right by custom, estoppel, or otherwise. 9. Notices. All notices required hereunder shall be given in writing to the following addresses or such other addresses as the parties may designate by written notice: To the City: Hardie Davis, Jr., Mayor 7 535 Telfair Street, Suite 200 Augusta, GA 30901 T: 706.821.1833 F: 706.821.1835 Copies to: Tameka Allen, IT Director 535 Telfair Street, Building 2000 Augusta, GA 30911 T: 706.821.2522 F: 706-821-2530 To the Vendor: Edward Singer, Project Director Woolpert, Inc. 375 Northridge Road, Suite 300 Atlanta, Georgia 30350 T: 770.391.4095 F; 770.391.4104 Notice shall be deemed received as follows, depending upon the method of transmittal: by U.S. Mail, certified, return receipt requested, as of five (5) days after deposit in the U.S. Mail. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 10. Authority to Enter Agreement. The Vendor has all requisite power and authority to conduct its business and to execute, deliver and perform all of its obligations under this Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to enter into this Agreement so as to bind each respective Party to perform the conditions contemplated herein. 11. Severability. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, the remaining provisions of this Agreement shall continue in full force and effect. The parties agree that any provision that is held invalid or unenforceable shall be deemed to be restated to reflect as nearly as possible the original intentions of the parties in accordance with applicable law. 12. Time is of the Essence. Time is of the essence in this Agreement, and all parties agree to execute all documents and to proceed with due diligence to complete all covenants and conditions set forth herein. 13. Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia. All claims, disputes and other matters in question between the City and the Vendor arising out of, or relating to, this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. Vendor, by executing this Agreement, specifically consents to venue and jurisdiction in Richmond County, Georgia and waives any right to contest jurisdiction and venue in said Court. 14. Entire Agreement. This Agreement contains the entire agreement of the City and the Vendor, and supersedes any prior or written statements or agreements between the City and the Vendor. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing by both Parties. 15. Binding on Assigns. Each and all of the covenants and conditions of this Agreement shall be binding on, and shall inure to, the benefit of the successors and assigns of the respective parties. 16. Captions. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment or describe the scope, content or intent of this Agreement. 17. Construction. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language in all parts of this Agreement shall be construed simply, according to its fair meaning and not strictly for or against any party. 18. Cooperation/Further Acts. The Parties shall fully cooperate with one another in attaining the purposes of this Agreement. In connection therewith, the Parties shall take any additional further acts and steps and sign any additional documents as may be necessary, appropriate and convenient to attain the purposes of this Agreement. 19. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 8 20. Incorporation of Exhibits. The “Exhibits” constitute a material part hereof, and are hereby incorporated into the Agreement by reference as though fully set forth herein. The terms “Attachment”, “Exhibit”, and “Schedule” shall be synonymous for purposes of this agreement. 21. References. All references to the Vendor shall include all personnel, employees, agents and sub-Vendors of the Vendor. 22. Go-Live. “Go Live” shall be the date on which the software is placed into operational use by the Customer. 23. System Acceptance. “System Acceptance” as used herein means the date on which all of the following events have taken place: A. 30 calendar days have passed since “Go-Live”. B. All Requirements as described in the Statement of Work (Exhibit A) have been successfully completed, or arrangements have been made to complete them at a later date. The demonstration of the delivered solution meeting all System Requirements is the Vendor’s right and responsibility. In the event that arrangements have been made to complete some of the System Requirements at a later date, this must be with the written approval of the Director of Information Technology and the Chief Official of the customer department or office, whose operations would be impacted by the inability of the Vendor to fully implement their software. Such delays may be subject to liquidated damages, at the discretion of the City, described in Item 24 below. C. With respect to third party software, in the event that complications arise with respect to performance of the third party software, the City shall look solely to the third party software vendor although the Vendor can provide assistance to the City as may be detailed in an amendment to this Agreement. 24. Liquidated Damages. For each day past the “Go Live” date that the Vendor has not delivered a product suitable for business use, there shall be a penalty of $100 per day. City agrees to submit to Vendor, in writing, any issues that may impact the “Go Live” that are believed to be the Vendor’s responsibility and may therefore increase the likelihood of a penalty being invoked. City shall identify these issues as soon as possible so that corrective action can be taken by Vendor. The penalty shall not apply under the following circumstances: A. The Go Live date was extended or moved by mutual consent of City and Vendor. If the Go Live date is extended or moved by written mutual consent of both parties, then penalties will accrue beginning on the new Go Live date. B. City did not meet requirements or objectives required in order to facilitate Go Live as scheduled (including failure to order equipment that was the City’s responsibility to order, or failure to set up said equipment). Such failure by the City must be documented in writing by Vendor as soon as possible so that corrective action can be taken. C. City failed to notify Vendor of additional requirements which, when identified, impacted the Go Live date of the project. Such failure by the City must be documented in writing by Vendor as soon as possible so that corrective action can be taken. D. Delays or work stoppages caused or requested by the City or with respect to any delay caused by reasons beyond the reasonable control of the Vendor, including but not limited to acts of God and extreme weather, power outages, war, terrorism, or governmental order. If said penalties are enacted, all penalties will become due and payable upon failure to meet the Go Live date and shall accrue until paid in full. Additional services and/or licenses may be accepted as payment provided that this type of restitution is acceptable to the City. This Section is an alternative to the provisions in Section V regarding default or termination of Vendor. The parties agree that these provisions for liquidated damages are not intended to operate as penalties for breach of Contract but are an alternative to seeking breach of contract damages. If liquidated damages are sought, the County will not seek breach of contract damages and vice versa. 25. Hold Harmless. Except as otherwise provided in this agreement, Vendor shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses, 9 and expenses, including reasonable defense attorneys’ fees, to the extent caused by the negligent performance of its Work. 26. Prohibition Against Contingent Fees. The Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Vendor for the purpose of securing business and that the Vendor has not received any non-City fee related to this Agreement without the prior written consent of the City. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 27. Georgia Prompt Pay Act Not Applicable. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 28. Change Order Acknowledgment. “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. 29. E-Verify Requirements. All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 30. Right to Inspect Premises. Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of Vendor or any subcontractor of Vendor or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 31. Local Small Business Language. In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times 10 as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. 32. Precedence of Documents. For the resolution and interpretation of any inconsistencies in this Agreement and/or the Exhibits or Attachments hereto which are incorporated herein by this reference, the terms and conditions of this Agreement shall take precedence over any Exhibits or Attachments hereto and any inconsistency between the Exhibits and Attachments will be resolved by the priority in which they are listed as Exhibits. 33. Survival. The following sections, along with any other provisions which by their terms survive, shall survive the expiration or termination of this Agreement. A. Section II (6) – City Network Integrity and Security B. Section II (14) - Confidentiality C. Section V (6) - Termination by Either Party D. Section VI (11) - Governing Law and Venue E. Exhibit C – Vendor Network Access Policy 11 SIGATURES Wherefore the above referenced parties have caused this agreement to be executed in two originals by and through their duly authorized officials: For Augusta, Georgia For Vendor HARDIE DAVIS, JR., MAYOR JOSEPH K. MCCLURKIN, SENIOR ASSOCIATE DATE DATE Attest: LENA BONNER, CLERK OF COMMISSION DATE 12 EXHIBIT A – STATEMET OF WORK 13 EXHIBIT B – SOFTWARE LICESE AD MAITEACE AGREEMET The Support Agreement is a separate, annually renewable document relating specifically to the ongoing maintenance of the technology solution provided to Augusta by the Vendor. It will be signed separately and shall survive independently of this document. Attach Software License Agreement(s) Here 14 EXHIBIT C – VEDOR REMOTE ETWORK ACCESS POLICY AD PROCEDURES Purpose The purpose of this policy is to ensure that a secure method of connectivity is provided between Augusta-Richmond County and the vendor and to provide guidelines for the use of the network and computing resources associated with the remote connectivity in order to ensure the safety, integrity, and operability of Augusta-Richmond County Information Systems. Scope This policy applies to all Augusta-Richmond County systems, application and/or servers/devices requiring support by external vendors on behalf of Augusta-Richmond County. Definitions A Virtual Private Network (VPN) provides a secure network connection over the Internet between an individual and a private network (164 bit encryption). By utilizing the public Internet for data transport, VPN provides a low cost solution to remote access or connectivity. Policy A. Vendor Remote Access Request and Approvals All requests for remote access for vendors must be made in advance through the Project Leader responsible for the vendor. It is the Project Leader’s responsibility to ensure that the vendor has provided all of the required information in the proper format. All vendor remote access requests must first have the Assistant Director of the Business Application Services signature for approval as well as the Director of Information Technology. As part of the request and approval process, the technical and administrative contact within the vendor’s organization or someone at a higher level within the company will be required to read and sign the VPN Access policy form and any additional documents, such as the Augusta-Richmond County Non-Disclosure Agreement. Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology make it necessary, in Augusta’s estimation, to require a new form to be filed. Remote Access will only be available to Vendors that have signed Annual Support and Maintenance Contracts with Augusta. B. Connectivity 1. The vendor will be required to use Augusta-Richmond County’s standard method for connecting to the network. The current standard method is Cisco’s VPN client. 2. The vendor will be given a unique user ID and password to authenticate the VPN access. The password may be subject to regular changes. 3. Only one person may be connected to the VPN at any given time. 4. Access will be restricted to only the servers located in IT that were approved for the vendor. 5. Access will be restricted to only the ports necessary for connectivity. 6. Access will not be open 24/7. The vendor must request access every time it is necessary and only during business hours of 8:30am – 5:00pm EST. Access outside of these hours may be requested but will need additional approval and will be handled on a case by case situation. C. Vendor Request Process 1. The vendor will contact the Project Leader to request access. 2. The Project Leader is responsible for logging the request for access and justification in the change control log. 3. The Project Leader will document reason for access and email Firewall Administrators to have the VPN opened. 15 4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying them it has been opened. 5. Once the vendor has completed their work and the application has been tested, they will notify the Project Leader that the work is complete. D. etwork Security 1. Vendor will allow only the vendor’s employees approved in advance by Augusta-Richmond County to access the network connection. Vendor shall be solely responsible for ensuring that Authorized Vendor Employees are not security risks, and upon Augusta-Richmond County’s request, Vendor will provide Augusta-Richmond County with any information reasonably necessary for Augusta-Richmond County to evaluate security issues relating to any Authorized Vendor Employee. 2. Vendor will promptly notify Augusta-Richmond County whenever any Authorized Vendor Employee leaves the Vendor’s employ or no longer requires access to the Network Connection. 3. Each party will be solely responsible for the selection, implementation and maintenance of security procedures and policies that are sufficient to ensure that (a) such party’s use of the Network Connection is secure and is used only for authorized purposes, and (b) such party’s business records and data are protected against improper access, use, loss, alteration or destruction. 4. Vendor shall notify Augusta-Richmond County in writing promptly upon a change in the user base for the work performed over the Network Connection or whenever in vendor’s opinion a change in the connection and/or functional requirements of the Network Connection is necessary. E. Protection of Augusta-Richmond County Private Information and Resources The Augusta-Richmond County network support group responsible for the installation and configuration of a specific vendor connection must ensure that all possible measures have been taken to protect the integrity and privacy of Augusta-Richmond County confidential information. At no time should Augusta-Richmond County rely on access/authorization control mechanisms at the vendor’s site to protect or prohibit access to Augusta-Richmond County confidential information. Augusta-Richmond County shall not have any responsibility for ensuring the protection of vendor information. The vendor shall be entirely responsible for providing the appropriate security measures to ensure protection of their private internal network and information. F. Audit and Review of Vendor etwork Connections All aspects of the vendor network connections up to, but not including Augusta-Richmond County firewall, will be monitored by the appropriate IT staff. Where possible automated tools will be used to audit tasks. Monthly reports should be generated on the authentication database showing the specific login entries. All vendor network connections will be reviewed on a quarterly basis and information regarding specific vendor network connection will be updated as necessary. Obsolete vendor network connections will be terminated following confirmation with the Project Leader that the connection is indeed obsolete. G. Augusta-Richmond County IT Security Augusta-Richmond County IT Security has the responsibility for maintaining related policies and standards. IT Security will also provide advice and assistance regarding judgment calls, and will facilitate information gathering in order to make a correct decision. H. Enforcement Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN privileges and other action up to and including dissolution of contract and/or legal action if Augusta systems are compromised. 16 Vendor Signature JOSEPH K. MCCLURKIN, SENIOR ASSOCIATE DATE 17 EXHIBIT D – PERFORMACE BOD 18 EXHIBIT E - STATEMET OF WORK Azteca Systems, Inc., 11075 South State, Suite 24 • TEL 801.523.2751 • FAX 801.523.3734 www.cityworks.com Amendment to the Master License & Maintenance Agreement Page 1 AMENDMENT # 1 TO THE CITYWORKS® LICENSE AGREEMENT By accepting this agreement, both parties agree to amend the Cityworks License Agreement between the City of Augusta-Richmond Consolidated Government, GA (Licensee) and Azteca Systems, Inc. dated 01/13/2014, which is incorporated herein by reference, to include the terms of the Master Software License except as modified herein. Through this amendment, Azteca Systems and the Licensee have agreed to amend the terms of the Software license agreement as set forth herein below. WHEREAS, Azteca Systems and Licensee entered into a Software License agreement on or about the 15th day December 2014. WHEREAS, the Software License Agreement and the Addendums thereto, provide to Licensee certain software provided by Azteca Systems and also provide maintenance and support by Azteca and the payment of fees by Licensee, as set forth in the Software License Agreement, WHEREAS, the Parties desire to amend the License agreement to modify the software licensed, the maintenance, support, and fees to be paid; WHEREAS, the Parties are willing to amend the Software License Agreement on the terms and conditions set forth below. NOW, THEREFORE, in consideration of the foregoing and of the mutual promises contained in this Amendment, Azteca Systems and Licensee agree as follows: Addendum #1 of the Software License Agreement, “Licensed Software,” is hereby amended to read as follows: Licensed Software: Stormwater and Utilities Departmental ELA Includes unlimited users of the following products in Departmental ELA: Server AMS Storeroom Contracts Cityworks Analytics CCTV Interface to PACP Paver Interface to MicroPaver Mobile AMS (iOS & Android Native Apps) eURL Work Order API Service Request API (Basic) Service Request API Addendum # 2, Paragraph 7 of the Agreement, “IDENTIFICATION AND AMOUNTS,” is hereby amended as follows: 7.1. Licensee Information – shall remain the same 7.2 Delivery Date/Effective Date – the Effective date of this amendment is the date signed by Licensee below 7.3 Schedule of payments and fees under Maintenance Agreement – as follows: Amendment to the Master License & Maintenance Agreement Page 2 Support Period Date From/To (mm/dd/yy) Amount Year 1 01/13/2015 – 01/12/2016 $35,339.00 + 7,415.00 (pro-rated through 1/13/2016) Year 2 01/13/2016 – 01/12/2017 $65,000.00 Year 3 01/13/2017 – 01/12/2018 $65,000.00 (if still in phase I) All other terms of the License Agreement except as specifically modified by this Amendment shall remain the same. IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective, valid, and binding upon the parties as of the date below as executed by their duly authorized representatives. Accepted and Agreed: Augusta-Richmond Consolidated Government Azteca Systems, Inc. (Licensee) (Azteca) By: By: Authorized Signature Authorized Signature Printed Name: Printed Name: Brian L. Haslam Title: Title: President Date: ______/_______/_______ Date: ______/_______/_______ Update & Support Agreement, Page 1 of 14 Azteca Systems, Inc. Phone: (801) 523-2751 11075 South State St. FAX (801) 523-3734 Suite 24 Email: info@cityworks.com Sandy, Utah 84070 http://www.cityworks.com CITYWORKSÒ UPDATE & SUPPORT AGREEMENT Contract No.C156413 This agreement (Agreement) is between Augusta, Georgia,, a political subdivision of the State of Georgia, with its place of business at 530 Greene Street, Augusta, GA U.S.A., 30901 (hereafter the User), as specified in paragraph 9.1, and Azteca Systems Inc. (hereafter Azteca SystemsTM), a Utah corporation, with its principal place of business at 11075 South State Street, Suite #24 Sandy, Utah, 84070. Azteca Systems and the User have entered into a license agreement with respect to use of The Cityworks Software (the “Cityworks Software License Agreement”); and User also desires to secure software Cityworks update and support services from Azteca Systems with respect to such Software as more specifically enumerated in this Agreement. THE PARTIES AGREE AS FOLLOWS: 1. DEFINITIONS 1.1 "Covered Software" shall mean the particular Software, scripts, interfaces and custom code identified in paragraph 9.2. 1.2 "Custom Applications" shall mean any scripts, interfaces, reports or program code requested by the Licensee, other than Program Modifications to the Cityworks applications that provide specific functionality uniquely designed for the Licensee. Any Custom Applications delivered to Licensee shall NOT become part of the Licensed Software unless otherwise specified in section 9.2. The Custom Applications scripts, interfaces, reports and program code shall be provided to the client as a deliverable and client shall have full ownership rights for the Custom Applications. However, Azteca Systems shall retain the right to utilize, modify and enhance the scripts, interfaces, reports or program code of the Custom Applications as Azteca Systems deems appropriate. 1.3 "Effective Date" shall mean the date on which User receives the Software Cityworks software from Azteca Systems in accordance with the Cityworks Software License Agreement, Contract No. C156413 between User and Azteca Systems dated ____________. Update & Support Agreement, Page 2 of 14 1.4 "Licensed Software" shall mean the particular Software identified in paragraph 9.2 item (d) Description of Covered Software. 1.5 "Program Fixes" shall mean minor corrections to the Licensed Software to correct deviations in the Licensed Software. Any Program Fixes delivered to User shall become part of the Licensed Software under the Cityworks Software License Agreement. 1.6 "Program Modifications" shall mean new versions of or additions to the Licensed Software, which adds to or alters the function(s) of the Licensed Software and new modules or products adapted to interface with the Licensed Software and add to or alter the function(s) of the Licensed Software, requested by the User. Any Program Modifications delivered to User shall become part of the Licensed Software under the Cityworks Software License Agreement. 1.7 “Product Updates” are Program Fixes, Program Upgrades and Program Modifications. 1.8 "Program Upgrades" shall mean new versions of, or additions to, the Licensed Software prepared by Azteca Systems that improve its operating performance but do not add to or alter its basic function(s). Any Program Upgrades delivered to User shall become part of the Licensed Software. 1.9 "Software" shall mean Cityworks source code, machine-readable code, and related documentation. 1.10 "Update & Support Period" shall mean the initial Update and Support period commencing upon the Effective Date of this Agreement, as set forth in section 9.2, and any subsequent twelve-month period. 1.11 "Update & Support Agreement" or “Agreement” shall mean this Update & Support Agreement between Azteca Systems and User identified in paragraph 9.1, the terms and conditions of which are hereby incorporated by reference. 2. SUPPORT 2.1 The services to be provided during the Update & Support Period include Azteca Systems Product Updates to Azteca System's Cityworks applications including Program Fixes, Program Upgrades and Program Modifications (not Custom Applications). Azteca Systems will make all reasonable efforts to provide upward compatibility for The Cityworks Software applications within a reasonable timeframe for minor and major Esri® ArcGIS and Cityworks supported databases revisions. If identified as “Covered Software”, Azteca Systems will ensure upward compatibility within a reasonable timeframe for Update & Support Agreement, Page 3 of 14 Custom Applications when there are minor ArcGIS and Cityworks supported databases revisions (for example, from rev 10.1 to rev 10.2). Azteca Systems will not ensure upward compatibility for Custom Applications when there are major Esri ArcGIS and Cityworks supported databases revisions (for example, from rev 10.x to rev 11.x). 2.2 Azteca Systems shall, without additional charge (except as allowed for in paragraph 3.4 and 7.3), during the term of this Agreement: (a) Make all reasonable efforts to provide those Program Fixes, if any, that are necessary to assure the Covered Software is functioning properly; provided User provides Azteca Systems with written notice specifying particularity in narrative, non-technical terms to the best of User staff’s ability the apparent error in the system and the manner in which the Covered Software is not functioning properly (as provided in Section 8); and (b) Deliver to User any Program Upgrades relating to the Covered Software made available to others. (c) Provide Telephone User Support, Email Support, Web Support, during normal business hours, 8 AM to 5 PM Mountain Time, Monday through Friday (excepting Holidays) and after hour emergency support line, and other benefits deemed appropriate by Azteca Systems (as set forth in Section 7). (d) Implement and maintain a means of secure, remote direct network access (VPN, Web-access, dial-up, etc) to the User’s systems in order to perform thorough remote diagnostics and effect remote repairs, upgrades, and fixes. Azteca Systems and User will mutually agree on a method of connectivity that permits this level of support while ensuring the integrity of the User’s network and systems. 2.3 The following items, among others, however, are specifically excluded as support services under this section of this Agreement: (a) interpretation of program results; (b) assistance with questions related to computer hardware and peripherals that are not related to the use of the Covered Software; (c) assistance with computer operating system questions not directly pertinent to the Covered Software or Program Modifications; (d) data debugging and/or correcting; Update & Support Agreement, Page 4 of 14 (e) services necessitated as a result of any cause other than authorized ordinary and proper use by the User of the Covered Software, including but not limited to neglect, abuse, unauthorized modification, unauthorized updates or electrical, fire, water or other damage; and (f) consulting regarding Custom Applications created to function with the Covered Software unless the Custom Application is identified as Covered Software in paragraph 9.3. 3. CHARGES 3.1 For services hereunder, User shall pay Azteca Systems an annual fee. The annual fee for the initial Update & Support Period is set forth in paragraph 9.2, and shall be paid prior to the start of the initial Update & Support Period. The annual fee for successive Update & Support Periods (twelve-month periods commencing upon the anniversary of the initial Update & Support Period) shall become due prior to the end of the preceding paid-up Update & Support Period. 3.2 Upon 90 days written notice, the fee for Update and Support Periods listed in paragraph 9.2 subsequent to the third Update and Support Period may be adjusted by Azteca to reflect increases in costs of providing the services described herein and/or to reflect increases in the population, users, size, usage, and other factors of User; provided, however, that (a) if the above factors remain constant the increase in the pricing shall not exceed the Consumer Price Index and (b) if any such proposed cost increase is in User’s opinion excessive, User shall be entitled to terminate this Agreement prior to the start of the applicable Update & Support Period and shall not be liable for any further payment under this Agreement. Azteca will notify User of the new pricing no later than 90 days prior to the annual renewal date of the year preceding the year for which such adjusted pricing applies. 3.3 In addition to charges due under this Agreement, User shall pay amounts equal to any sales tax, duties, or other consumption taxes, however designated, which are levied or based upon such charges, or upon this Update & Support Agreement. 3.4 In the event User and Azteca Systems agree it becomes necessary for Azteca Systems to be on-site to provide support for the Covered Software, the User will reimburse Azteca Systems for reasonable and customary travel expenses directly related to the on-site work. Azteca Systems shall provide an estimate and get the prior approval of User before incurring any costs for which it shall seek reimbursement from User under this Section. Any reimbursement shall be subject to Azteca providing verifiable documentation of such expenses to User. User reserves the right to require an audit of any such cost related records of Azteca to the extent reimbursement has been made by User under the terms of this Section. Update & Support Agreement, Page 5 of 14 4. LIMITED WARRANTY 4.1 Azteca Systems will provide support services for the Cityworks Software, Enhancements to Cityworks Software and Custom Applications created by Azteca Systems identified as Covered Software in paragraph 9.3. The support services are provided as part of the Azteca Systems Update and Support services and will be in- force for the duration of this Agreement. Update & Support Periods beyond the initial Update & Support Period are renewable unless terminated as provided in Section 6 below. The Update and Support Services consists of software and documentation updates and access to technical support via telephone, email, web- based (MyCityworks.com) and after hours support via pager as set forth in Section 2 above. The User will provide Azteca Systems in writing the names of the User individuals who are authorized to contact Azteca Systems and request support services. 4.2 Azteca Systems warrants that trained personnel employed or contracted by Azteca Systems will perform the services performed hereunder in conformance with best industry standards. 4.3 With respect to the services provided hereunder and to the extent permitted by applicable law, this warranty is in lieu of all other warranties, whether written or oral, express or implied, including without limiting the generality of the foregoing, any warranty of non-infringement, merchantability or fitness for a particular purpose. 5. LIMITATION OF LIABILITY 5.1 The liability for Azteca Systems for damages arising under this Agreement shall be limited to the fees actually paid by User to Azteca Systems for the current Update and Support Period pursuant to Section 3 hereof. In no event shall Azteca Systems be liable for any incidental, indirect, special, or consequential damages whatsoever (including but not limited to lost profits) arising out of or related to the support and services provided hereunder by Azteca Systems, even though Azteca Systems may have been advised, know or should have known of the possibility of such damages, unless such damage is caused directly by Azteca System’s actual negligence. 6. TERM AND TERMINATION 6.1 The effective date of this Agreement, as set forth in section 9.2, shall continue through December 31 of that same year. This Agreement shall: (i) terminate absolutely and without further obligation on the part of Augusta each and every December 31st, as required by O.C.G.A. § 36-60-13, as amended, unless terminated earlier in accordance with the termination provisions in this Article of this Agreement: (ii) automatically renew on each January 1st, unless terminated in Update & Support Agreement, Page 6 of 14 accordance with the termination provisions of this Agreement; and (iii) terminate absolutely, with no further renewals, on December 31, 2020, unless extended by written amendment. The Contract Time may be extended only by written renewal approved by the Augusta, Georgia Board of Commissioners and executed by the Augusta, Georgia Mayor and the Contractor in accordance with the terms of this Contract. 6.2 This Agreement shall be terminated upon termination of the Cityworks Software License Agreement and, after the initial Update & Support Period, may be terminated by either party upon 30 days' written notice prior to the end of the then current Update & Support Period. If termination occurs during a successive Update & Support Period for which the User has paid the renewal fee in full, Azteca Systems shall return a prorated portion of the renewal fee for that period to the User. 7. PROCEDURES FOR ACCESSING SUPPORT 7.1 All problem categories from routine, non-critical and critical that occur during normal business hours shall procedurally occur as follows: 1) User’s system administration staff as first line of support, 2) Azteca Systems staff as the second line of support. Azteca Systems will make all reasonable efforts to acknowledge all requests for support during normal business hours within 4 hours. 7.2 Prior to calling Azteca Systems for support services, the User will first attempt to isolate any problems that occur with the System. The User will try to reduce the problem down to a specific software or system component. If it is determined that the problem is The Cityworks Software component the User will first try and resolve the problem without Azteca Systems’ involvement. If the User cannot resolve the problem or isolate the problem, the User will call Azteca Systems directly. 7.3 For critical problems that occur outside of Azteca Systems’ normal business hours (8 AM to 5 PM, Mountain Time) and cannot be isolated and resolved by the User, Azteca Systems will provide an after-hours phone number or pager number that will forward the call or page to the currently assigned Azteca Systems support staff. Azteca Systems will make all reasonable efforts to acknowledge and respond to the request for support for critical problems that occur outside of normal business hours within 4 hours of receipt of the call from a designated and authorized User representative. Critical problems are defined as problems that cause several users to be unable to perform their duties. Depending upon the type of problem, Azteca Systems support staff may need to be sent from Azteca Systems offices to the User location. Azteca Systems project management will confer with the User’s representative or project management before making this decision. The speed at which remote Azteca Systems staff can respond may be Update & Support Agreement, Page 7 of 14 limited by the driving time or the airline flights that are available. The User will reimburse Azteca Systems for all reasonable and customary travel expenses associated with resolving the problem (pursuant to the provisions of paragraph 3.4). For routine and non-critical problems the User will submit support requests during normal business hours. 7.4 For all problems involving The Cityworks Software component that are resolved without Azteca Systems’ involvement, the User will document the problem and the resolution and send a report to Azteca Systems so that it can be tracked, monitored, and historically recorded. 8. MISCELLANEOUS 8.1 Azteca Systems shall not be in default under this Agreement for its failure to perform or its delay in performing any obligation under this Agreement (other than the reimbursement of fees as set forth in paragraph 5.1) during any period of time during which such delay is due to fire, flood, earthquake, strike, labor trouble or other industrial disturbance, war (declared or undeclared), embargo, blockage, legal prohibition or governmental action, riot, insurrection, damage, destruction or any other cause beyond the control of Azteca Systems or any of its contractors preventing or delaying the performance of such obligation, provided that such obligation shall be performed immediately upon the termination of such cause preventing or delaying such performance; and provided further that the sole effect of any delay by Azteca Systems shall be a related delay in payment by the User pursuant to the relevant schedule. 8.2 The illegality, invalidity or unenforceability of any provision of the Agreement under the law of any jurisdiction shall not affect its legality, validity or enforceability under the law of any other jurisdiction nor the legality, validity or enforceability of any other provision. The provisions of this Agreement shall be enforceable to the extent permissible under the laws of the State of Georgia. 8.3 This Agreement constitutes the entire agreement between the parties with respect to the subject matter; all prior statements, negotiations, and undertakings are superseded hereby, and may not be amended, modified or supplemented except in a writing executed by both parties, expressly purporting to amend this Agreement. 8.4 This Agreement may not be assigned by either party without the prior written consent of the other party, which consent will not be unreasonably withheld. User may not sublicense or encumber the Licensed Software without prior written consent of Azteca Systems. Update & Support Agreement, Page 8 of 14 8.5 Section headings herein are for the sake of convenience only and are not intended to affect in any way the meaning of this Agreement or the related paragraphs. 8.6 This Agreement becomes effective only upon execution by both parties. One fully executed copy of this Agreement shall be delivered by User to Azteca Systems at its office in Sandy, Utah 84070. 8.7 Until further written notice, all payments and notices relevant to this Agreement shall be sent to the following addresses: Azteca Systems: Azteca Systems, Inc. 11075 South State St. Suite 24 Sandy, UT 84070 User: The address set forth in paragraph 9.1. 9. IDENTIFICATION AND AMOUNTS 9.1 (a) User Name: Augusta, Georgia (b) User Contact: Tameka Allen Number and Street: 530 Greene St Annex 101 City/Province/Zip/Country: Augusta, GA 30901 Phone: _706-821-2522 Email: allen@augustaga.gov (c) With Courtesy Copy to: General Counsel Number and Street: 520 Greene St City/Providence/Zip/Country: Augusta, GA 30901 Phone: 706-842-5550 Email: amackenzie@augustaga.gov 9.2 User Agreement: Between Azteca Systems and the User dated: (a) Effective Date ___________ Initial ______ (Software delivery date) (b) Initial Update & Support period: Update & Support Agreement, Page 9 of 14 From: __________ Initial ______ To: __________ (c) Renewal Date: Successive twelve-month periods from the Renewal Date specified below, subject to termination as provided in paragraph 6.2. Renewal Date: _________ Initial ______ Fee: $35,339.00 Initial ______ (d) Description of Covered Software: Departmental Site License for Augusta Utility Department including: Server AMS, Desktop, Storeroom, CCTV Interface, Equipment Manager, Contracts, Cityworks Analytics, Service Request API, Work Order API, and Use of the API’s for 3rd party Local Government Templates Initial ______ 10. DATA CONFIDENTIALITY STATEMENT: For any client data and / or confidential information (data) provided to Azteca Systems, we will take reasonable measures to assure that the data is not inappropriately accessed or distributed to any third-party. Data provided to Azteca Systems by the client will be loaded onto Azteca Systems servers or employee computers for the purpose of testing Cityworks software, database structure, or database values, and related Esri software to resolve database or software performance issues, software enhancements and software defects (“bugs”). At no time will the data be distributed to individuals or organizations who are not Azteca Systems employees without first receiving written approval from the client. If requested by the client, and once the testing has been completed, Azteca Systems will delete all data provided by the client. 11. AUGUSTA, GEORGIA CONTRACT PROVISIONS: This Agreement is subject to certain provisions included in Attachment A of this agreement. These provisions have been approved by the Augusta Commission as part of its Procurement Code, and as such should be included in all contracts made by Augusta, Georgia. Update & Support Agreement, Page 10 of 14 IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective, valid, and binding upon the parties as of the date below as executed by their duly authorized representatives. Accepted and Agreed: Augusta, Georgia Azteca Systems, Inc. (User) (Azteca Systems) By: By: Authorized Signature Authorized Signature Printed Name: Deke Copenhaver Printed Name: Title: Mayor Title: Date:_______________ Date:______________ Attest: Witness By:_________________________________ By:_______________________________ Lena J. Bonner, Clerk of Commission This Agreement may be executed in any number of counterparts, each of which will be deemed to be an original and all of which taken together will be deemed to constitute one and the same instrument. Counterparts may be executed either in original, faxed or other agreed electronic form. The parties adopt any signatures received by a receiving fax machine or other agreed electronic form as valid and binding original signatures of the parties even if an original paper document bearing a party's original signature is not delivered. Any party providing its signature in such manner will upon request promptly forward to the other party an original of the signed copy of this Agreement. Update & Support Agreement, Page 11 of 14 Attachment A Augusta, Georgia Contract Provisions 1. Georgia Open Records Act. Azteca Systems acknowledges that this Agreement and certain documentation may be subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70, et seq.). Azteca Systems shall cooperate fully in responding to such requests and shall make all records, not exempt, available for inspection and copying as required by law. Azteca Systems shall clearly mark any information provided to City which Azteca Systems contends is Proprietary Information. Azteca Systems shall notify City immediately of any Open Records request arising out of this contract and shall provide to City a copy of any response to the same. 2. Defective Pricing: To the extent that the pricing provided by Azteca Systems is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 3. Specified Excuses for Delay or Non-Performance: Azteca Systems is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 4. Termination A. Events of Default. Each of the following events shall constitute an “Event of Default”: 1).Azteca Systems shall fail to observe, perform or comply with any material term, covenant, agreement or condition of this Agreement which is to be observed, performed or complied with by Azteca Systems, if such failure continues uncured for thirty (30) calendar days after the City gives Azteca Systems written notice of the failure and the specific nature of such failure. 2).Azteca Systems shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or intentional breach of any provision of this Agreement. B. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies, upon an Event of Default by Azteca Systems, the City shall have the right to terminate this Agreement upon at least thirty (30) days written notice to Azteca Systems. In addition to any other available legal or equitable rights or remedies, upon an Event of Default by the City, Azteca Systems shall have the right to terminate this Agreement upon at least thirty (30) days written notice to the City. C. Termination by Either Party. In the event of termination of this Agreement by either the City or Azteca Systems, both agree to the following: Update & Support Agreement, Page 12 of 14 1).Return the Software Cityworks together with all copies, modifications and merged portions to Azteca Systems, or 2).User may continue to use the Software Cityworks with the permission of Azteca Systems, with no expectation of continued maintenance, support, update, or upgrade. 3).In cases referenced according to items A and B above, Azteca Systems shall certify in writing that all proprietary information, data, schema, or documentation belonging to User have either been returned to User or destroyed and vice versa. D. Termination of the Agreement for Default: Failure of either party, which has not been remedied or waived, to perform or otherwise comply with a material condition of the Agreement shall constitute default. Either party may terminate this contract is part or in whole upon written notice to the defaulting party pursuant to this term. E. Termination for Convenience: User may terminate this contract in part or in whole upon written notice to Azteca Systems. Azteca Systems shall be paid for any validated services under this Contract up to the time of termination. 5. Hold Harmless: Except as otherwise provided in this agreement, Azteca Systems shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from the performance of its Work. 6. Prohibition Against Contingent Fees: Azteca Systems warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Azteca Systems for the purpose of securing business and that Azteca Systems has not received any non- User fee related to this Agreement without the prior written consent of User. For breach or violation of this warranty, User shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 7. Governing Law and Venue: The laws of the State of Georgia shall govern the Agreement between User and Azteca Systems with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between User and Azteca Systems arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. Azteca Systems, by executing this Agreement, specifically consents to jurisdiction and venue in Update & Support Agreement, Page 13 of 14 Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 8. Georgia Prompt Pay Act Not Applicable: The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 9. Change Order Acknowledgment: “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. 10. E-Verify Requirements: All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services Update & Support Agreement, Page 14 of 14 pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 11. Right to Inspect Premises: Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of Azteca Systems or any subcontractor of Azteca Systems or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 12. Local Small Business Language: In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10- 129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. Software License Agreement, Page 1 of 9 Azteca Systems, Inc. Phone: (801) 523-2751 11075 South State St. FAX (801) 523-3734 Suite 24 Email: info@cityworks.com Sandy, Utah 84070 http://www.cityworks.com CITYWORKSÒ SOFTWARE LICENSE AGREEMENT Contract No. C156413 This is a license agreement and not an agreement for sale. This license agreement (Agreement) is between Augusta, Georgia, a political subdivision of the State of Georgia, with its place of business at 530 Greene Street, Augusta, GA U.S.A., 30901 (Licensee) and Azteca Systems Inc. (Azteca SystemsTM), a Utah corporation, with its principal place of business at 11075 South State Street, Suite #24 Sandy, Utah, 84070, and gives Licensee certain limited rights to use the proprietary software The Software Cityworks and Related Materials. All rights not specifically granted in this Agreement are reserved to Azteca Systems. 1. Definitions: As used herein, the following words, phrases, or terms in this Agreement shall have the following meanings: 1.1 “The Software Cityworks” means the actual copy of all or any portion of the computer programs delivered as listed in paragraph 5.1 Licensed Software, inclusive of backups, updates, or merged copies permitted hereunder or subsequently supplied by Azteca Systems. 1.2 “Related Materials” means all of the printed materials, user documentation, training documentation, and confidential activation code for The Software Cityworks supplied by Azteca Systems under this Agreement. 1.3 "Effective Date" shall mean the date on which Licensee receives the Software Cityworks and Related Material from Azteca Systems. 2. Term: This Agreement shall become effective on the Effective Date and shall be valid for as long as Licensee complies with the Permitted Uses and Uses Not Permitted provisions of this Agreement unless otherwise terminated in accordance with this Agreement. Azteca Systems may terminate this Agreement by 30 calendar days’ prior written notice to Licensee if Licensee fails to comply with the Permitted Uses and Uses Not Permitted provisions of this Agreement. Unless otherwise agreed in writing, Licensee shall have 60 days after receiving notice of such failed compliance from Azteca Systems to cure the default. If this Agreement is terminated either under Section 8 or Section 17 below, Licensee shall then return to Azteca Systems all of The Software Cityworks, related modules, related updates, and any whole or partial copies, codes, modifications, and merged portions in any form. Azteca will likewise return all materials, digital or otherwise, belonging to Licensee. Azteca will for no additional charge to Software License Agreement, Page 2 of 9 Licensee and at Licensee’s option either grant a perpetual license to the Licensee which will allow Licensee to retain the ability to access records and data contained in The Cityworks Software or will provide hard copies of all files needed by the Licensee. The parties hereby agree that all provisions which operate to protect the intellectual rights of Azteca Systems shall remain in force should breach occur. 3. Reservation of Ownership and Grant of License: Azteca Systems retains exclusive title and ownership of any copy of The Software Cityworks and Related Material licensed under this Agreement and grants to Licensee a personal, nonexclusive, nontransferable license to use The Software Cityworks and Related Materials pursuant to the terms and conditions of this Agreement. From the Effective Date, Licensee agrees to use reasonable effort to protect The Software Cityworks and Related Materials from unauthorized use, reproduction, distribution, or publication. 4. Copyright: The Software Cityworks and Related Material are owned by Azteca Systems and are protected by United States copyright laws and applicable international treaties and/or conventions. Licensee agrees not to export The Software Cityworks into a country which does not have copyright laws that will protect Azteca System’s proprietary rights. 5. Licensing and/or Royalty Fees: In consideration of the License fees (“License Fees”) paid under Purchase Order No.___________ dated______________(see attachment A), Azteca Systems grants to Licensee a nonexclusive, nontransferable license to use the Licenses obtained under this Agreement as follows: 5.1 Licensed Software Departmental Site License for Augusta Utility Department including: Server AMS, Desktop, Storeroom, CCTV Interface, Equipment Manager, Contracts, Cityworks Analytics, Service Request API, Work Order API, and Use of the API’s for 3rd party Local Government Templates Initial ______ 5.2 Permitted Uses: · Licensee may use the number of copies of The Software Cityworks specified in paragraph 5.1 for which License Fees have been paid on the computer systems(s) and/or specific computer networks(s) for Licensee’s own internal use. · Licensee may install the number of copies and modules of The Software Cityworks specified in paragraph 5.1 for which License Fees have been paid onto the permanent storage device(s) on the computer system(s) and/or specific computer network(s). · Licensee may maintain one (1) copy of The Software Cityworks to a CD or DVD type medium for archival purposes during the term of this Agreement unless the right to make additional copies is granted to Licensee in writing by Azteca Systems. Regularly Software License Agreement, Page 3 of 9 scheduled full system and partial system archival backups are allowable and specifically exempted from this provision. · Licensee may use, copy, alter, modify, merge, reproduce, and create derivative works of the on-line documentation accessible on MyCityworks.com for Licensee’s own internal use. The portions of the on-line documentation merged with other software, hard copy, and digital materials shall continue to be subject to the terms and conditions of this Agreement and shall provide the following copyright attribution notice acknowledging Azteca Systems proprietary rights in the on-line documentation: “Portions of this document include intellectual property of Azteca Systems and are used herein by permission. Copyright Ó 2013 Azteca Systems Inc. All Rights Reserved.” 5.3 Uses Not Permitted: · Licensee shall not sell, rent, lease, sub-license, lend, assign, time-share, transfer or export, in whole or in part to unlicensed third parties, or provide access to prior or present versions of The Software Cityworks, any updates, or Licensee’s rights under this Agreement. Nothing in this Section shall prevent use of and access to The Software Cityworks by Licensee’s employees, agents or others performing work for or on behalf of the Licensee. · Licensee shall not reverse engineer, decompile, or disassemble The Software Cityworks, or make any attempt to unlock or bypass The Software Cityworks keycode, as applicable, subject to local law. · Licensee shall not make additional copies of The Software Cityworks and Related Materials beyond that described in the Permitted Uses section above. · Licensee shall not remove or obscure any Azteca Systems copyright or trademark notices. 6. The Software Cityworks Update and Support: Update and support services for The Software Cityworks is available if Licensee and Azteca Systems have executed a Cityworks Update and Support Agreement. Fees for any such support services shall be governed by the Cityworks Update and Support Agreement. 7. Limited Warranty: Limited Warranty: Azteca Systems warrants that it owns or has the full right and authority and all associated intellectual property rights necessary to grant Licensee rights and licenses set forth in this Agreement to The Software Cityworks and Related Materials. Azteca Systems warrants that The Software Cityworks, unaltered, will substantially conform to the Related Materials for a period of one (1) year from the Effective Date (“Warranty Period”). Azteca Systems warrants that the media upon which The Software Cityworks is provided will be free from defects in materials and workmanship under normal use and service during the Warranty Period. Software License Agreement, Page 4 of 9 AZTECA SYSTEMS DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE SOFTWARE CITYWORKS. AZTECA SYSTEMS DOES NOT WARRANT THAT THE OPERATIONS OF ITS RESPECTIVE SOFTWARE AND RELATED MATERIALS WILL BE UNINTERRUPTED AND/OR ERROR FREE. 8. Exclusive Remedy and Limitation of Liability: Exclusive Remedy and Limitation of Liability: One (1) year from the Effective Date and during the Warranty Period, Azteca System’s entire liability and Licensee’s exclusive remedy for breach of the warranties against defect(s) in materials and workmanship shall be to request Azteca Systems correct the defect(s) by whatever means reasonably available to Azteca Systems such as remedy the defect(s), or provide a suitable work around, or replace The Software Cityworks in accordance with the Cityworks Update and Support Agreement (if then in effect with Licensee). If Azteca Systems exhausts available remedies and is unable to remedy the defect(s) Licensee may by written notice of its election to Azteca Systems, terminate this Agreement for its convenience and have Azteca Systems return 100% of the License Fees paid upon the Licensee’s return of The Software Cityworks to Azteca Systems. Azteca Systems shall not be liable for indirect, special, incidental, or consequential damages related to Licensee’s use of The Software Cityworks, unless such damage is caused by Azteca System’s actual negligence. IN NO EVENT SHALL AZTECA SYSTEMS BE LIABLE TO THE LICENSEE FOR COSTS OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, LOST PROFITS, LOST SALES OR BUSINESS EXPENDITURES, INVESTMENTS, OR COMMITMENTS IN CONNECTION WITH ANY BUSINESS, LOSS OF ANY GOODWILL, OR FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES ARISING OUT OF THIS AGREEMENT OR USE OF THE SOFTWARE AND RELATED MATERIALS, UNLESS SUCH LOSS OR DAMAGE IS CAUSED BY AZTECA SYSTEM’S ACTUAL NEGLIGENCE. 9. Indemnity: Indemnity: Azteca Systems, at its own expense, will hold harmless, defend and indemnify Licensee from all claims that The Software Cityworks or Related Materials furnished under this Agreement infringes a U.S. Copyright or other intellectual property rights of a third party, provided that Licensee gives Azteca Systems prompt written notice of such claims. As to The Software Cityworks which are or in the opinion of Azteca Systems may become subject to a claim of infringement, Azteca Systems, at its option, will obtain the right for Licensee to continue using The Software Cityworks or replace or modify The Software Cityworks so as to make them non-infringing. If none of the alternatives is available on commercially reasonable terms, then Licensee agrees to, upon Azteca Systems’ written request, terminate for convenience the Agreement upon the Licensee returning The Software Cityworks to Azteca Systems and Azteca Systems will refund to the Licensee 100% of the License Fees paid. Azteca Systems will not indemnify or defend Licensee from any infringement claim resulting from Licensee’s unauthorized modification or alteration of The Software Cityworks or Related Materials. Software License Agreement, Page 5 of 9 This section states Azteca System’s entire obligation to Licensee and Licensee’s sole and exclusive remedy for infringement. 10. Additional Software Licenses: Azteca Systems acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Azteca Systems is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Azteca Systems' provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Azteca Systems may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Azteca Systems agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Azteca Systems provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Azteca Systems. Azteca Systems assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity. 11. Export Regulations: Licensee acknowledges that this Agreement and the performance thereof are subject to compliance with any and all applicable United States laws, regulations, or orders relating to the export of computer software or know-how relating thereto. The Software Cityworks are determined to be Technical Data under United States export laws. Licensee agrees to comply with all laws, regulations, and orders of the United States in regard to any export of such Technical Data. Licensee agrees not to disclose or re-export any Technical Data received under this Agreement in or to any countries for which the United States government requires an export license or other supporting documentation at the time of export or transfer, unless Licensee has obtained prior written authorization from Azteca Systems and the U.S. Office of Export Control. 12. Force Majeure: Neither party shall be liable to the other for failure or delay in the performance of a required obligation during any period where such failure or delay is caused by strike, riot, fire, flood, natural disaster, or other similar cause beyond such party’s control, provided that such party gives prompt written notice of such condition and resumes its performance as soon as possible. 13. Severability: If any provision(s) of this Agreement shall be held to be invalid, illegal, or unenforceable by a court or other tribunal of competent jurisdiction, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. The provisions of this Agreement shall be enforceable to the extent permissible under the laws of the State of Georgia. Software License Agreement, Page 6 of 9 14. No Implied Waivers: No failure or delay by Azteca Systems or Licensee in enforcing any right or remedy under this Agreement shall be construed as a waiver of any future or other exercise of such right or remedy by Azteca Systems. 15. Order of Precedence: Any conflict between the terms of this License Agreement and any Purchase Order or other terms shall be resolved in favor of the terms of this License Agreement. 16. Governing Law: The law of the State of Georgia shall govern this Agreement between Azteca Systems and Licensee with regard to its interpretation and performance, and any other claims related to this Agreement. All claims, disputes and other matters in question between Azteca Systems and Licensee arising out of or relating to the Agreement or the breach thereof, shall be decided by a court of competent jurisdiction in Richmond County, Georgia. Azteca Systems, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in Richmond County, 17. Termination for Convenience: In the event that either funding from the Licensee or other sources is withdrawn, reduced, or limited, or the authority of the Licensee to perform any of its duties is withdrawn, reduced, or limited in any way after the Effective Date of this Agreement and prior to normal completion, or the Licensee determines that it is in its best interest to sever the agreement, the parties shall have the authority to exercise the Termination for Convenience option to terminate this Agreement, in whole or in part. If a party to this Agreement chooses to terminate for convenience that party may do so by thirty (30) days written notice to the other party. If this Agreement is terminated for convenience, the Licensee is only liable for payment required by the terms of this Agreement for services rendered or software received and accepted prior to the Effective Date of termination. Also, set forth elsewhere in this Agreement are specific provisions which allow the parties to terminate this Agreement for convenience (see Exclusive Remedy and Limitation of Liability provision). 18. Mediation Clause: Azteca Systems and Licensee will attempt to settle any claim or controversy arising out of this Agreement through consultation and negotiation in good faith and a spirit of mutual cooperation. If those attempts fail then the dispute will be mediated by a mutually acceptable mediator to be chosen by Azteca Systems and the Licensee within thirty (30) days after written notice by one of the parties demanding non-binding mediation. Neither party may unreasonably withhold consent to the selection of a mediator. Azteca Systems and the Licensee will share the cost of the mediation equally. By mutual agreement, however, Azteca Systems and Licensee may postpone mediation until both parties have completed some Software License Agreement, Page 7 of 9 specified limited discovery about the dispute. The parties may also agree to replace mediation with some other form of non-binding alternate dispute resolution procedure (“ADR”). Any dispute which cannot be resolved between the parties through negotiation or mediation within two (2) months of the date of the initial demand for it by one of the parties may then be submitted to a court of competent jurisdiction in the County of Richmond, Georgia. Both Azteca Systems and Licensee consent to jurisdiction by such a court. The use of any ADR procedures will not be considered under the doctrine of latches, waiver or estoppel to affect adversely the rights of either party. Nothing shall prevent either of the parties from resorting to the judicial proceedings mentioned in this paragraph if (a) good faith efforts to attempt resolution of the dispute under these procedures have been unsuccessful; or (b) interim relief from the court is necessary to prevent serious and irreparable injury to one of the parties or others. 19. Entire Agreement: This Agreement constitutes the sole and entire agreement of the parties as to the matter set forth herein and supersedes any previous agreements, understandings, and arrangements between the parties relating hereto. Except as otherwise expressly provided herein, any Amendments to this Agreement must be in writing and signed by an authorized representative of each party. 20. Data Confidentiality Statement: For any client data and / or confidential information (data) provided to Azteca Systems, we will take reasonable measures to assure that the data is not inappropriately accessed or distributed to any third-party. Data provided to Azteca Systems by the client will be loaded onto Azteca Systems servers or employee computers for the purpose of testing Cityworks software, database structure, or database values, and related Esri software to resolve database or software performance issues, software enhancements and software defects (“bugs”). At no time will the data be distributed to individuals or organizations who are not Azteca Systems employees without first receiving written approval from the client. If requested by the client, and once the testing has been completed, Azteca Systems will delete all data provided by the client. Software License Agreement, Page 8 of 9 IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective, valid, and binding upon the parties as of the date below as executed by their duly authorized representatives. Accepted and Agreed: Augusta, Georgia. Azteca Systems, Inc. (Licensee) (Azteca Systems) By: By: Authorized Signature Authorized Signature Printed Name: Deke Copenhaver Printed Name: Title: Mayor Title: Date:___________________ Date:__________________ Attest Witness By:__________________________________ By:_________________________________ Lena J. Bonner, Clerk of Commission Date:___________________ Date:__________________ This Agreement may be executed in any number of counterparts, each of which will be deemed to be an original and all of which taken together will be deemed to constitute one and the same instrument. Counterparts may be executed either in original, faxed or other agreed electronic form. The parties adopt any signatures received by a receiving fax machine or other agreed electronic form as valid and binding original signatures of the parties even if an original paper document bearing a party's original signature is not delivered. Any party providing its signature in such manner will upon request promptly forward to the other party an original of the signed copy of this Agreement. Software License Agreement, Page 9 of 9 Attachment A – Purchase Order City of Augusta, Georgia Engineering Department Stormwater, Engineering and Traffic Engineering Divisions Cityworks Enterprise Asset Management System Implementation STATEMENT OF WORK October 28, 2015 Statement of Work Cityworks Enterprise Asset Management System Implementation City of Augusta, Georgia Engineering Department; Stormwater, Engineering and Traffic Engineering Divisions October 28, 2015 Prepared by Woolpert, Inc. 6802 Paragon Place, Suite 410 Henrico, VA 23230 www.woolpert.com Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Engineering Department October 28, 2015 i CONTENTS CONTENTS ........................................................................................... i DOCUMENT ACCEPTANCE ....................................................................... iii CHANGE CONTROL................................................................................ iii GENERAL ............................................................................................ 1 PROJECT MANAGEMENT .......................................................................... 3 Task PM.1: Project Administration ............................................................................ 3 Task PM.2: Project Kick-Off Meeting .......................................................................... 3 Task PM.3: Project Schedule Coordination ................................................................... 4 Task PM.4: Client Status Meetings ............................................................................. 4 Task PM.5: Internal Coordination Meetings .................................................................. 5 TECHNICAL APPROACH ........................................................................... 6 PHASE 1 – IMPLEMENTATION PLANNING ..................................................................... 7 Task 1.1: Conduct Pre-Planning Discovery ................................................................. 7 Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment ......... 8 Task 1.3: Provide Asset Management (AM) Software Demonstrations ................................. 9 Task 1.4: Conduct Business Process Reviews ............................................................. 10 Task 1.5: Phase 1 Quality Control .......................................................................... 11 Task 1.6: Phase Acceptance and Close .................................................................... 12 PHASE 2 – STORMWATER CORE SYSTEM DESIGN AND CONFIGURATION ....................................13 Task 2.1: Prepare Configuration Documentation ........................................................ 13 Task 2.2: Conduct Core Team Training .................................................................... 13 Task 2.3: Core Cityworks AMS Configuration ............................................................. 14 Task 2.4: Cityworks Storeroom 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 – STORMWATER ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION ..........20 Task 3.1: Application Interfaces ............................................................................ 20 Task 3.2: Perform Data Conversion of Legacy Data Sets ................................................ 20 Task 3.3: Develop Custom Reports and Dashboards ..................................................... 21 Task 3.4: Phase 3 Quality Control .......................................................................... 22 Task 3.5: Phase Acceptance and Close .................................................................... 22 PHASE 4 – STORMWATER SYSTEM DEPLOYMENT ...........................................................23 Task 4.1: Develop Test Plan ................................................................................. 23 Task 4.2: Provide Tester Training .......................................................................... 23 Task 4.3: Provide End-User Training ....................................................................... 25 Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Engineering Department October 28, 2015 ii Task 4.5: Provide Go-Live Support ......................................................................... 26 Task 4.5: Phase 4 Quality Control .......................................................................... 27 Task 4.6: Phase Acceptance and Close .................................................................... 27 PHASE 5 – ENGINEERING AND TRAFFIC ENGINEERING CORE SYSTEM DESIGN AND CONFIGURATION .......28 Task 5.1: Prepare Configuration Documentation ........................................................ 28 Task 5.2: Conduct Core Team Training .................................................................... 28 Task 5.3: Core Cityworks AMS Configuration ............................................................. 29 Task 5.4: Cityworks Storeroom Configuration ............................................................ 31 Task 5.5: Review and Approval of Updated System Configuration and Documentation ........... 32 Task 5.6: Provide Cityworks AMS Software Demonstrations ............................................ 33 Task 5.7: Phase 5 Quality Control .......................................................................... 34 Task 5.8: Phase Acceptance and Close .................................................................... 34 PHASE 6 – ENGINEERING AND TRAFFIC ENGINEERING ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION ............................................................................................35 Task 6.1: Application Interfaces ............................................................................ 35 Task 6.2: Perform Data Conversion of Legacy Data Sets ................................................ 35 Task 6.3: Develop Custom Reports and Dashboards ..................................................... 35 Task 6.4: Phase 6 Quality Control .......................................................................... 36 Task 6.5: Phase Acceptance and Close .................................................................... 36 PHASE 7 – ENGINEERING AND TRAFFIC ENGINEERING SYSTEM DEPLOYMENT ..............................37 Task 7.1: Develop Test Plan ................................................................................. 37 Task 7.2: User Acceptance Testing ......................................................................... 37 Task 7.3: Provide End-User Training ....................................................................... 39 Task 7.5: Provide Go-Live Support ......................................................................... 40 Task 7.5: Phase 7 Quality Control .......................................................................... 41 Task 7.6: Phase Acceptance and Close .................................................................... 41 CITYWORKS AMS SOFTWARE LICENSING .................................................... 42 PROJECT COST ESTIMATES .................................................................... 43 PROJECT SCHEDULE ............................................................................ 46 Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Engineering Department October 28, 2015 iii DOCUMENT ACCEPTANCE Table 1: Document Acceptance Name Client, Project Manager Date: Steve Schwabe Woolpert, Project Manager Date: Carla Muscarella Woolpert, Project Director Date: CHANGE CONTROL Table 2: Document Control Change Record Date Author Version Change Reference 2015.09.19 Steve Schwabe 1.0 Initial Draft 2015.10.09 Steve Schwabe 2.0 Included Engineering and Traffic Engineering Divisions 2015.10.28 Steve Schwabe 3.0 Included cost for performance bond File name: Statement of Work_Cityworks AMS Implementation_City_of Augusta_EngineeringDepartment_2015-10-28.docx Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 1 GENERAL The City of Augusta Cityworks Server AMS implementation project for the Engineering Department con- sists of the following main components: 1. Fast-track implementation of Cityworks Service AMS for the Stormwater Division 2. Implementation of Cityworks Server AMS for the Engineering and Traffic Engineering Divisions to begin after the Stormwater implementation is complete or near complete 3. Implementation of Cityworks Storeroom for materials management 4. Configuration of the Cityworks Server AMS solution to work in conjunctions with the City‘s Motorola CSR application for service requests 5. Development of spreadsheets to collect work order information until Cityworks Server AMS is ready for Go-Live; loading of the spreadsheets into Cityworks at Go-Live 6. Custom report development 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. For this project, the Implementation Planning Phase will be conducted for all par- ticipating divisions. The Configuration, Advanced Functionality and Deployment Phases will be execut- ed as Phases 2-4 for the Stormwater implementation and then again as Phases 5-7 for the Engineering and Traffic Engineering implementation. Completion of each phase will culminate with the execution of a Phase Acceptance and Close document signifying the Client‘s acceptance of the services defined in that phase. Each of these phases, along with the relevant tasks / sub-tasks is described in detail in the following sections. Our project plan and associated budget and schedule were developed based on the following bounding assumptions and subsequent discussions with Stormwater Department staff: • All three divisions within the Engineering Department, Stormwater, Engineering and Traffic Engi- neering will be implemented under this Scope of Services. • The Stormwater Division‘s asset data is relatively complete and accurate within the GIS system • The Engineering and Traffic Engineering asset data is not complete within the GIS. This infor- mation is currently being collected so that there will be some data for use during the implementa- tion. More, but not all, of the remaining data will exist by Go-Live. A business process will be de- fined that simplifies the creation of new asset records in the field so that the remaining assets can be collected post-Go-Live in a streamlined manner. • All divisions will use Cityworks for Service Requests, Work Orders, Inspections and Inventory Man- agement. o Service requests will be configured such that the Motorola CSR system can leverage the configuration via the existing interface between the Motorola and Cityworks softwares Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 2 o Work orders will be configured to support a range of maintenance activities including preventative maintenance, scheduled corrective maintenance, un-planned reactive maintenance o Inspections will be configured to support various regulatory reporting requirements • None of these divisions use CCTV to perform inspections. • The Stormwater Division requires a method for recording work performed starting on January 1, 2016. This method will be external to Cityworks AMS. The information recorded about the work will be loaded into the Cityworks AMS around Go-Live. • The City is to identify and empower a Project Manager • The City is to identify and empower a Cityworks System Administrator for the Engineering Depart- ment • The City is to identify and empower a minimum of two (2) power users from each of the three (3) implementing divisions, Stormwater, Engineering and Traffic Engineering, one (1) Cityworks System Administrator and one (1) GIS Analyst for a total of eight (8) power users and one project manager. This will constitute the Client Core Team. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 3 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 work groups with- in the division to be 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 4 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 5 Client Responsibilities  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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 6 TECHNICAL APPROACH Multi-phased implementation approach with continuous project management, quality management, knowledge transfer, and change management:  Phase 1: Implementation Planning  Phase 2: Stormwater System Design and Configuration  Phase 3: Stormwater Advanced System Functionality  Phase 4: Stormwater System Deployment  Phase 5: Engineering and Traffic Engineering System Design and Configuration  Phase 6: Engineering and Traffic Engineering Advanced System Functionality  Phase 7: Engineering and Traffic Engineering System Deployment  Project Management (Duration of Project)  Knowledge Transfer & Change Management (Duration of Project)  Quality Management (Duration of Project) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 7 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 implementation objectives defined in the RFP, as well as uncover other factors (sys- tem 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 update the Project Plan to include these additional tasks, or place them in a park- ing-lot for future attention. Based upon the results of this discovery, Woolpert will make any necessary 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 Audit of Collected Information  Sub-Task 1.1.5: Woolpert to Prepare for On-Site Discovery Workshops  Sub-Task 1.1.6: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task)  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 PM and a Systems Analyst will facilitate a series of discovery workshops, on-site at the Client‘s facilities, over the course of one and a half (1.5) 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  Workshop will take place during the same business week as, and immediately following, the project kick-off meeting to minimize travel-related expenses  The Client PM will provide the Data gathered from the Request for Information no later than one week before the pre-discovery workshops  All activities, other than the actual workshop will be performed remotely  The Client‘s project manager will ensure site readiness and staff participation for the workshop Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 8 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  Installation will take place during the same business week as, and immediately following, the pre-planning discovery workshop in Task 1.1 to minimize travel-related expenses  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 one and a quarter (1.25) consec- utive 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 9 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: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS Once the initial AM software sandbox environment has been installed and configured, Woolpert will facilitate a series of on-site software demonstrations for the purpose of introducing the Client‘s project end user community to the core functionality and features of the AM software application(s). For many of the future users this will be their first exposure to the new AM software. These demonstrations will provide an initial overview of the features and functions of the new software and will serve as a basis of on-going software training and knowledge transfer that will increase in frequency and complexity as the project progresses through the subsequent design, configuration and deployment phases. The on- site software demonstrations will be facilitated multiple times over a one (1) day period to accommo- date project team member schedules. Shortly after completion of the on-site software demonstrations, a Woolpert Implementation Specialist will work with the Client‘s identified AM System Administrator to establish Sandbox log-ins for each identified project team member so that they may log into the system at their leisure to further explore the AM software workflows and capabilities. Related sub-tasks are as follows:  Sub-Task 1.3.1: Woolpert to Prepare Software Demonstration Agenda  Sub-Task 1.3.2: Woolpert to Submit Agenda to Client PM  Sub-Task 1.3.3: Client PM to Prepare Site for Software Demonstrations (Client-Owned Task)  Sub-Task 1.3.4: Woolpert to Provide Software Demonstrations (On-Site Task) Deliverables  Demonstrations will take place during the same business week as, and immediately following, the software installation in Task 1.2 to minimize travel-related expenses  Woolpert will develop a Software Demonstration agenda and provide same to the Client project manager  Woolpert will provide a Systems Analyst onsite for up to one (1) business day to facilitate the Software Demonstrations Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 10 Assumptions  Software Demonstrations will be facilitated utilizing the newly installed on-premise AM software environment; alternatively, demonstrations can be conducted by the Woolpert Analyst using an environment installed locally on their work station.  The Client‘s project manager will ensure site readiness and staff participation for the Soft- ware Demonstrations  The Client‘s project manager will provide a conference room or training room with a pro- jector. During the Software Demonstrations, individual computers are not needed for the participants. The software functionality will be demonstrated from the instructor‘s com- puter.  The Client‘s project manager will ensure Woolpert is provided access to the AM software environment installed on-premise Client Responsibilities  Client project manager to review and accept agenda for Software Demonstrations  Client project manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required num- ber of days  Secure an appropriate training facility suitable for participants TASK 1.4: CONDUCT BUSINESS PROCESS REVIEWS The objective of the business process reviews is three-fold: 1) provide Woolpert‘s implementation team with a deep understanding of the Client‘s 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, Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 11 Woolpert will update the workflow documentation. Woolpert will then commence to of the next round of workshops. 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 o Sub-Task 1.4.1.2: Woolpert to Facilitate Business Process Review Workshops - Sub-Task 1.4.1.2.1: Stormwater Business Process Reviews (On-Site Task) o Sub-Task 1.4.1.3: Woolpert to Document Business Process Review Workshop Findings  Sub-Task 1.4.2: Woolpert to Prepare Business Process Review Technical Memorandum  Sub-Task 1.4.3: Woolpert to Submit Technical Memorandum to Client PM  Sub-Task 1.4.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team  Sub-Task 1.4.5: Woolpert to Prepare Updates to Business Process Review Technical Memo- randum Deliverables  A Woolpert Project Manager and Senior System Analyst will facilitate a series of initial on-site Business Process Review Workshops as follows: o Stormwater for up to two (2) consecutive business days  Woolpert team members will document the outcomes of the workshops in the form of a Tech- nical Memorandum and submit to the Client project manager for review  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  The business work management business processes will be the starting point for this workshop. It is expected that the Stormwater Division will accept these processes with minimal changes. NOTE: Should the Stormwater Division require significant changes to the workflows, a follow-up onsite workshop and additional effort during the configuration phase may be required.  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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 12 TASK 1.6: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has deliv- ered the Phase 1 services in accordance with the Scope of Work and Project Plan. Phase 2 of this scope will not begin until Phase 1 has been approved by the Client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 13 PHASE 2 – STORMWATER CORE SYSTEM DESIGN AND CONFIGURATION TASK 2.1: PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site work- shops and other related project meetings and distill same into a series of organized configuration doc- uments that will be used to guide the required Cityworks configuration such that it supports the Cli- ent‘s work order and asset maintenance management activities. Related sub-tasks are as follows:  Sub-Task 2.1.1: Woolpert to Prepare Draft Configuration 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 Technical Team Deliverables  Woolpert team members will develop a set of configuration documents as more fully detailed above  Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Cli- ent‘s technical team Assumptions  All above listed tasks will be performed remotely Client Responsibilities  Review the prepared Draft Configuration documentation  Participate in the remote review meeting TASK 2.2: 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 2.2.1: Woolpert to Prepare Core Team Training Agenda  Sub-Task 2.2.2: Woolpert to Submit Agenda to Client PM  Sub-Task 2.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task)  Sub-Task 2.2.4: Woolpert to Provide Core Team Training (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 14 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  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 2.3: 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 • Inspections. Templates for each inspection that will be executed for the assets within the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initi- ated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and designed. • Projects. Projects to be managed within 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 15 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 2.3.1: Round 1 AMS 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: Stormwater AMS Configuration Workshop 1 (On-Site Task) o Sub-Task 2.3.1.3: Woolpert to Update Configuration Documentation (Round 1) o Sub-Task 2.3.1.4: Woolpert to Perform Configuration in Development Environment 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 2.3.1.1: 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: Stormwater AMS Configuration Workshops 2 (On-Site Task) o Sub-Task 2.3.2.3: Woolpert to Update Configuration Documentation (Round 2) o Sub-Task 2.3.2.4: Woolpert to Perform Configuration in Development Environment 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 and System Analyst will facilitate Round 1 On-Site Configura- tion Workshops as follows: o Stormwater 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: Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 16 o Stormwater up to two (2) 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 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 TASK 2.4: CITYWORKS STOREROOM CONFIGURATION Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will con- sist 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 2.4.1: Round 1 Configuration Workshops o Sub-Task 2.4.1.1: Woolpert to Prepare for Configuration Workshops o Sub-Task 2.4.1.2: Woolpert to Facilitate Configuration Workshops - Sub-Task 2.4.1.2.1: Stormwater Storeroom Configuration Workshop (On-Site Task) o Sub-Task 2.4.1.3: Woolpert to Update Configuration Documentation o Sub-Task 2.4.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 2.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 2.4.1.5.1: Remote Review Meeting 1 - Sub-Task 2.4.1.5.2: Remote Review Meeting 2 Deliverables  A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows: o Stormwater up to one (1) business day  Woolpert will update the configuration documentation based on the outcome of the configura- tion workshop Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 17  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 Assumptions  Workshop will be conducted in the same business week as the Round 2 Configuration Workshops  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 PM  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 Assumptions  The Client PM will ensure that the necessary people review and understand the documentation for its accuracy Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 18 Client Responsibilities  The Client PM and technical team will review and provide feedback on the configuration docu- ment  The Client PM and technical team will participate in a remote configuration document review meeting  The Client PM will approve and sign the configuration document TASK 2.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS After completion of the configuration workshops and associated system configuration and documenta- tion efforts as well as the initial review of the documents and system as configured in the development environment, Woolpert will provide an onsite, full system demonstration to Client project participants, end user community 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 anticipated that there may be some minor requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi- ronment. Woolpert will facilitate a four (4) hour workshops to discuss the potential changes and next steps in order to ready the project for the deployment phase. 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) o Sub-Task 2.6.2.4: Facilitate Demonstration Wrap-Up (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  Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 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. NOTE: Phase 3 of this scope is not dependent upon completion of either Phase 1 or Phase 2 to be com- pleted. Phase 3 actually begins during Phase 1 activities and runs concurrently with Phase 2. NOTE: Phase 4 will not begin until Phase 2 activities have been accepted and signed-off by the client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 20 PHASE 3 – STORMWATER 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. No integrations for this project have been defined so Task 3.1 will not be executed. TASK 3.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS The Client has a need to start collecting Work Order and Inspection data performed by their field work crews beginning on January 1, 2016. Currently, they do not use a system to record their work activi- ties. The legacy conversion task will begin with a workshop to define the information that needs to be collected starting on January 1. Woolpert will work with the Implementation Team to define a process for collecting this information using spreadsheets. Woolpert will develop the data collection spread- sheets such that the collected data can easily be loaded into the Cityworks database. The Client field crews and supervisors will utilize the spreadsheets to record their work activities be- ginning on January 1 and continue with this practice until the Cityworks software is ready to go live. Data collection reviews are schedules periodically so that Woolpert can evaluate the data collection process and provide feedback on the quality / completeness of the data and / or review the process as necessary. Prior to the Phase 2 On-Site Software Demonstrations in Task 2.6, Woolpert will load the data collected up to that time. This will serve as both a test of the data loading process and an evaluation of the col- lected data. Subsequent to this data loading exercise, Woolpert may adjust the data loading tools to optimize the loading process prior to the PROD cutover. Also, the Client may adjust their data collec- tion process to improve the quality / completeness of the collected data. Prior to the Phase 4 Go-Live activities in Task 4.4, Woolpert will load the collected data into the City- works PROD database. At that time, no more Stormwater work activities and inspection results will be collected on the spreadsheets. 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: Manual Work Orders and Inspections (On-Site Task) o Sub-Task 3.2.1.4: Develop Data Collection Plan Document o Sub-Task 3.2.1.5: Submit Draft Data Collection Plan Documentation to Client PM o Sub-Task 3.2.1.6: Client Technical Team to Review Draft Data Collection Plan Document (Client-Owned Task) o Sub-Task 3.2.1.7: Woolpert to Facilitate Review of Data Collection Plan Document o Sub-Task 3.2.1.8: Woolpert to Update and Submit Data Collection Plan Document o Sub-Task 3.2.1.9: Client to Accept Data Collection Plan Document  Sub-Task 3.2.2: Data Collection o Sub-Task 3.2.2.1: Client to Collect Data on Spreadsheets (Client-Owned Task) o Sub-Task 3.2.2.2: In-Progress Data Collection Review Meetings Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 21 - Sub-Task 3.2.2.2.1: Data Collection Review Meeting 1 - Sub-Task 3.2.2.2.2: Data Collection Review Meeting 2 - Sub-Task 3.2.2.2.3: Data Collection Review Meeting 3 - Sub-Task 3.2.2.2.4: Data Collection Review Meeting 4  Sub-Task 3.2.3: Migrate Legacy Data Sets to Cityworks AMS Database o Sub-Task 3.2.3.1: TEST Data Conversion - Sub-Task 3.2.3.1.1: Client to Deliver Data Collection Spreadsheets to Woolpert (Cli- ent-Owned Task) - Sub-Task 3.2.3.1.2: Woolpert to Load Data Into TEST Environment - Sub-Task 3.2.3.1.3: Woolpert to Facilitate Review of Data in TEST Environment - Sub-Task 3.2.3.1.4: Woolpert to Document Recommended Changes to Data Collection Process o Sub-Task 3.2.3.2: PROD Data Conversion - Sub-Task 3.2.3.2.1: Client to Deliver Data Collection Spreadsheets to Woolpert (Cli- ent-Owned Task) - Sub-Task 3.2.3.2.2: Woolpert to Load Data Into PROD Environment Deliverables  One Woolpert Sr. System Analyst will conduct a Data Collection Workshop for up to one (1) business day  Woolpert will prepare a DRAFT Data Conversion Plan and submit to the Client PM  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 FINAL Data Conversion Plan to the Client PM  Woolpert will develop the tools for data loading Assumptions  The Data Collection Workshop will be conducted during the same week as, and immediately following, the Task 1.4: Business Process Review Workshops.  The TEST Data Conversion Process will occur prior to the Task 2.6: On-Site Software Demon- strations  The PROD Data Conversion Process will occur prior to the Task 4.4: System Go-Live  No data cleansing will be performed by Woolpert; all data will be loaded as collected by the Client staff Client Responsibilities  Participate in the on-site data conversion workshops  Review and comment upon the data conversion plan  Perform all data collection starting as early as January 1 (or whenever the data conversion spreadsheets are approved) and continuing until the Cityworks Go-Live 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- Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 22 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- 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 ninety three (93) man-hours (inclusive of discovery, development, and review)  Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in duration, over the course of report development Assumptions  Some reports may not be able to be developed or accepted until the system is live and ample data exists; approval of these reports will be noted as exceptions to the Phase 3 Acceptance and Close document. The Phase 3 Acceptance and Close document will still be signed by the Client indicating that all other tasks are complete and accepted prior to commencement of Phase 4: Deployment. Client Responsibilities  Provide a prioritized list of reports or development consideration  Participate in the remote in-process review meetings TASK 3.4: 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 3.5: 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 23 PHASE 4 – STORMWATER 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 Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the City- works configuration must successfully achieve prior to being promoted to the Client‘s production envi- ronment will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per 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 configu- ration. 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 PM  Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Cli- ent testing team.  Woolpert will update the testing and Acceptance Plan per the results of the review meeting and submit the FINAL Testing and Acceptance Plan to the Client PM Assumptions  The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities  The Client‘s PM and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 4.2: PROVIDE TESTER TRAINING 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 tester training for the Cli- ent testing administrator and testers and then on-site support during the Client‘s testing activities. Should the Client testing extend beyond the scoped on-site testing support period, the Client testing team will complete the testing the following week. Woolpert will make the required configuration up- dates / modifications / corrections to achieve testing acceptance and demonstrate the correction for Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 24 acceptance either while on-site during the on-site testing period or remotely after the on-site testing period. 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. It will be the responsibility of the Client to select a number of end-users who will perform 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) con- secutive business days of training. The following training will include the following:  Training Course 1 – System Administration ............................................... 4 hours  Training Course 2 – Work Management ................................................... 4 hours  Training Course 3 – Storeroom ............................................................. 2 hours Related sub-tasks are as follows:  Sub-Task 4.2.1: Woolpert to Prepare Training Materials  Sub-Task 4.2.1.1: Woolpert to Prepare Training Materials  Sub-Task 4.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task)  Sub-Task 4.2.1.3: 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)  Sub-Task 4.2.2: Woolpert to Support User Acceptance Testing  Sub-Task 4.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task)  Sub-Task 4.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task)  Sub-Task 4.2.2.3: Woolpert to Provide Remote Testing Support  Sub-Task 4.2.2.4: Woolpert to Update AMS and Related Application Configurations per Testing Results o Sub-Task 4.2.2.4.1: AMS Configuration o Sub-Task 4.2.2.4.2: Configuration Documentation 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 Tester Training over a one and a quarter (1.25) consecutive business days as detailed above.  Woolpert will support testing on-site for three and a quarter (3.25) consecutive business days  Woolpert will provide remote assistance over five (5) consecutive business days immediately following the on-site testing period for up to twenty (20) hours Assumptions  Total on-site time for Tester Training and On-Site Testing Support will not exceed four and a half (4.5) business days Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 25  If UAT is not completed during the on-site testing period, the Client team will complete all UAT and provide feedback to the Woolpert team within five (5) business days after the on-site test- ing period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be impacted resulting in a delay to the schedule and possibly additional fees to the project.  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. 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: 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 lead all end user training. Each training class will be supported by one or more Client Core Team Members. Classes will not exceed twelve (12) students. Woolpert will adapt Cityworks standard training materials for the end user training. However, these training materials will not be heavily customized for the Client‘s purposes. Related sub-tasks are as follows:  Sub-Task 4.3.1: Woolpert to Prepare Training Materials  Sub-Task 4.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task)  Sub-Task 4.3.3: Woolpert to Provide On-Site End User Training o Sub-Task 4.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train- ing (On-Site Task) o Sub-Task 4.3.3.2: EUT - SW Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 4.3.3.3: EUT - SW Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 4.3.3.4: EUT - SW Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 4.3.3.5: EUT - SW Managers Service Requests, Work Orders and Inspection Train- ing (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 26 o Sub-Task 4.3.3.6: EUT – Inventory Managers Cityworks Storeroom Training (On-Site Task) Deliverables  Preparation of training materials  Delivery of the following training classes by a single Woolpert team members: o Cityworks Administrator Training ..................................8 hours o Cityworks Technician Training – Class 1 ........................ 12 hours o Cityworks Technician Training – Class 2 ........................ 12 hours o Cityworks Technician Training – Class 3 ........................ 12 hours o Cityworks Managers Training ..................................... 12 hours o Cityworks Storeroom Training ......................................8 hours Assumptions  Training courses will occur over two (2) consecutive business weeks  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 configuration from the Development environment to the Production environment and load the work order and inspection information being collected by the Stormwater Technicians and Supervi- sors. During this time a Senior Developer will work with the Senior Systems Analyst to migrate the in- tegration 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. During the week immediately following the on-site go-live sup- port, Woolpert will ensure that both analysts are available to support the Stormwater Division remote- ly. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 27 Related sub-tasks are as follows:  Sub-Task 4.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site Task)  Sub-Task 4.4.2: Woolpert to Perform Data Load to Production Environment AMS Database (On-Site Task)  Sub-Task 4.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task)  Sub-Task 4.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support Deliverables  Woolpert will migrate all system configuration from Development to Production environment  Woolpert will perform a final data load manually collected datasets 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 4.5: 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 4.6: 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 28 PHASE 5 – ENGINEERING AND TRAFFIC ENGINEERING CORE SYSTEM DESIGN AND CONFIGURATION TASK 5.1: PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site work- shops and other related project meetings and distill same into a series of organized configuration doc- uments that will be used to guide the required Cityworks configuration such that it supports the Cli- ent‘s work order and asset maintenance management activities. Related sub-tasks are as follows:  Sub-Task 5.1.1: Woolpert to Prepare Draft Configuration Documentation  Sub-Task 5.1.2: Woolpert to Submit to Client PM for Review  Sub-Task 5.1.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables  Woolpert team members will develop a set of configuration documents as more fully detailed above  Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Cli- ent‘s technical team Assumptions  All above listed tasks will be performed remotely Client Responsibilities  Review the prepared Draft Configuration documentation  Participate in the remote review meeting TASK 5.2: 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 5.2.1: Woolpert to Prepare Core Team Training Agenda  Sub-Task 5.2.2: Woolpert to Submit Agenda to Client PM  Sub-Task 5.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task)  Sub-Task 5.2.4: Woolpert to Provide Core Team Training (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 29 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  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 5.3: 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 • Inspections. Templates for each inspection that will be executed for the assets within the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initi- ated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and designed. • Projects. Projects to be managed within 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 30 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 5.3.1: Round 1 AMS Configuration Workshops o Sub-Task 5.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round) o Sub-Task 5.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1) - Sub-Task 5.3.1.2.1: Engineering AMS Configuration Workshop 1 (On-Site Task) - Sub-Task 5.3.1.2.2: Traffic Engineering AMS Configuration Workshop 1 (On-Site Task) o Sub-Task 5.3.1.3: Woolpert to Update Configuration Documentation (Round 1) o Sub-Task 5.3.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 5.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 5.3.1.5.1: Remote Review Meeting 1 - Sub-Task 5.3.1.5.2: Remote Review Meeting 2  Sub-Task 5.3.2: Round 2 Configuration Workshops o Sub-Task 5.3.1.1: Woolpert to Prepare for Configuration Workshops (Second Round) o Sub-Task 5.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2) - Sub-Task 5.3.2.2.1: Engineering AMS Configuration Workshops 2 (On-Site Task) - Sub-Task 5.3.2.2.2: Traffic Engineering AMS Configuration Workshops 2 (On-Site Task) o Sub-Task 5.3.2.3: Woolpert to Update Configuration Documentation (Round 2) o Sub-Task 5.3.2.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 5.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 5.3.2.5.1: Remote Review Meeting 1 - Sub-Task 5.3.2.5.2: Remote Review Meeting 2 Deliverables  A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura- tion Workshops as follows: o Engineering up to two (2) consecutive business days o Traffic Engineering up to two (2) 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 31  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 Engineering up to one and a half (1.5) consecutive business days o Traffic Engineering 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 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 TASK 5.4: CITYWORKS STOREROOM CONFIGURATION Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will con- sist 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 5.4.1: Round 1 Configuration Workshops o Sub-Task 5.4.1.1: Woolpert to Prepare for Configuration Workshops o Sub-Task 5.4.1.2: Woolpert to Facilitate Configuration Workshops - Sub-Task 5.4.1.2.1: Stormwater Storeroom Configuration Workshop (On-Site Task) o Sub-Task 5.4.1.3: Woolpert to Update Configuration Documentation o Sub-Task 5.4.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 5.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 5.4.1.5.1: Remote Review Meeting 1 - Sub-Task 5.4.1.5.2: Remote Review Meeting 2 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 32 Deliverables  A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows: o Engineering up to six (6) hours o Traffic Engineering up to six (6) hours  Woolpert will update the configuration documentation based on the outcome of the configura- tion workshop  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 Assumptions  Workshop will be conducted in the same business week as the Round 2 Configuration Workshops  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 5.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Tasks 5.1 through 5.4) 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 5.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM  Sub-Task 5.5.2: Client Technical Team to Review Updated Configuration and Documenta- tion (Client-Owned Task)  Sub-Task 5.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team  Sub-Task 5.5.4: Woolpert to Update Configuration Documentation per Client Technical Team Review Comments  Sub-Task 5.5.5: Woolpert to Submit Updated Pre-Final Configuration Documentation to Cli- ent PM Deliverables  Woolpert will submit updated configuration documentation to the Client PM  Woolpert will facilitate a remote configuration documentation review meeting, up to four (4) hours in duration, with the Client‘s technical team Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 33  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 Assumptions  The Client PM will ensure that the necessary people review and understand the documentation for its accuracy Client Responsibilities  The Client PM and technical team will review and provide feedback on the configuration docu- ment  The Client PM and technical team will participate in a remote configuration document review meeting  The Client PM will approve and sign the configuration document TASK 5.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS After completion of the configuration workshops and associated system configuration and documenta- tion efforts as well as the initial review of the documents and system as configured in the development environment, Woolpert will provide an onsite, full system demonstration to Client project participants, end user community 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 anticipated that there may be some minor requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi- ronment. Woolpert will facilitate a four (4) hour workshops to discuss the potential changes and next steps in order to ready the project for the deployment phase. Related sub-tasks are as follows:  Sub-Task 5.6.1: Woolpert to Prepare for On-Site Software Demonstrations  Sub-Task 5.6.2: Woolpert to Facilitate On-Site Software Demonstrations o Sub-Task 5.6.2.1: Facilitate Software Demonstration 1 (On-Site Task) o Sub-Task 5.6.2.2: Facilitate Software Demonstration 2 (On-Site Task) o Sub-Task 5.6.2.3: Facilitate Software Demonstration 3 (On-Site Task) o Sub-Task 5.6.2.4: Facilitate Demonstration Wrap-Up (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  Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 34 TASK 5.7: PHASE 5 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 5.8: 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. NOTE: Phase 6 of this scope is not dependent upon completion of either Phase 1 or Phase 2 to be com- pleted. Phase 6 actually begins during Phase 1 activities and runs concurrently with Phase 2, 3, 4 and 5. NOTE: Phase 7 will not begin until Phase 6 activities have been accepted and signed-off by the client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 35 PHASE 6 – ENGINEERING AND TRAFFIC ENGINEERING ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION TASK 6.1: 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. No integrations for this project have been defined so Task 6.1 will not be executed. TASK 6.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS No legacy or external datasets will be loaded into the Cityworks database for either of these divisions. Deliverables  NA Assumptions  NA Client Responsibilities  NA TASK 6.3: 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- 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 6.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client-Owned Task)  Sub-Task 6.3.2: Woolpert to Review Reports Provided by Client  Sub-Task 6.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team  Sub-Task 6.3.4: Woolpert to Develop Custom Reports  Sub-Task 6.3.5: Woolpert to Facilitate In-Process Review Meetings with Client Technical Team o Sub-Task 6.3.5.1: In-Process Report Development Review Meeting #1 o Sub-Task 6.3.5.2: In-Process Report Development Review Meeting #2 o Sub-Task 6.3.5.3: In-Process Report Development Review Meeting #3  Sub-Task 6.3.6: Configure and Test Reports in Development Environment  Sub-Task 6.3.7: Update Reports Based on Feedback from Review Meetings Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 36 Deliverables  Woolpert will develop as many custom reports as can be achieved within the allocated budget of ninety three (93) man-hours (inclusive of discovery, development, and review)  Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in duration, over the course of report development Assumptions  Some reports may not be able to be developed or accepted until the system is live and ample data exists; approval of these reports will be noted as exceptions to the Phase 3 Acceptance and Close document. The Phase 3 Acceptance and Close document will still be signed by the Client indicating that all other tasks are complete and accepted prior to commencement of Phase 4: Deployment. Client Responsibilities  Provide a prioritized list of reports or development consideration  Participate in the remote in-process review meetings TASK 6.4: PHASE 6 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 6.5: 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 37 PHASE 7 – ENGINEERING AND TRAFFIC ENGINEERING SYSTEM DEPLOYMENT TASK 7.1: 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 Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the City- works configuration must successfully achieve prior to being promoted to the Client‘s production envi- ronment will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per 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 configu- ration. Related sub-tasks are as follows:  Sub-Task 7.1.1: Woolpert to Develop Draft User Acceptance Test (UAT) Plan  Sub-Task 7.1.2: Woolpert to Submit Draft UAT Plan to Client PM  Sub-Task 7.1.3: Client Technical Team to Review Draft UAT Plan (Client-Owned Task)  Sub-Task 7.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team  Sub-Task 7.1.5: Woolpert to Update Draft UAT Plan per Client Comments  Sub-Task 7.1.6: Woolpert to Submit Updated UAT Plan to Client PM Deliverables  Woolpert will prepare and deliver the DRAFT Testing and Acceptance Plan to the Client PM  Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Cli- ent testing team.  Woolpert will update the testing and Acceptance Plan per the results of the review meeting and submit the FINAL Testing and Acceptance Plan to the Client PM Assumptions  The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities  The Client‘s PM and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 7.2: USER ACCEPTANCE TESTING 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 tester training for the Cli- ent testing administrator and testers and then on-site support during the Client‘s testing activities. Should the Client testing extend beyond the scoped on-site testing support period, the Client testing team will complete the testing the following week. Woolpert will make the required configuration up- dates / modifications / corrections to achieve testing acceptance and demonstrate the correction for Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 38 acceptance either while on-site during the on-site testing period or remotely after the on-site testing period. 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. It will be the responsibility of the Client to select a number of end-users who will perform 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) con- secutive business days of training. The following training will include the following:  Training Course 1 – System Administration ............................................... 4 hours  Training Course 2 – Work Management ................................................... 4 hours  Training Course 3 – Storeroom ............................................................. 2 hours Related sub-tasks are as follows:  Sub-Task 7.2.1: Woolpert to Prepare Training Materials  Sub-Task 7.2.1.1: Woolpert to Prepare Training Materials  Sub-Task 7.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task)  Sub-Task 7.2.1.3: Woolpert to Provide On-Site Training o Sub-Task 7.2.3.1: Training Course 1 – System Administration (On-Site Task) o Sub-Task 7.2.3.2: Training Course 2 – Work Management (On-Site Task) o Sub-Task 7.2.3.3: Training Course 3 – Storeroom (On-Site Task)  Sub-Task 7.2.2: Woolpert to Support User Acceptance Testing  Sub-Task 7.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task)  Sub-Task 7.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task)  Sub-Task 7.2.2.3: Woolpert to Provide Remote Testing Support  Sub-Task 7.2.2.4: Woolpert to Update AMS and Related Application Configurations per Testing Results o Sub-Task 7.2.2.4.1: AMS Configuration o Sub-Task 7.2.2.4.2: Configuration Documentation 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 Tester Training over a one and a quarter (1.25) consecutive business days as detailed above.  Woolpert will support testing on-site for three and a quarter (3.25) consecutive business days  Woolpert will provide remote assistance over five (5) consecutive business days immediately following the on-site testing period for up to twenty (20) hours Assumptions  Total on-site time for Tester Training and On-Site Testing Support will not exceed four and a half (4.5) business days Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 39  If UAT is not completed during the on-site testing period, the Client team will complete all UAT and provide feedback to the Woolpert team within five (5) business days after the on-site test- ing period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be impacted resulting in a delay to the schedule and possibly additional fees to the project.  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. 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 7.3: 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 lead all end user training. Each training class will be supported by one or more Client Core Team Members. Classes will not exceed twelve (12) students. Woolpert will adapt Cityworks standard training materials for the end user training. However, these training materials will not be heavily customized for the Client‘s purposes. Related sub-tasks are as follows:  Sub-Task 7.3.1: Woolpert to Prepare Training Materials  Sub-Task 7.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task)  Sub-Task 7.3.3: Woolpert to Provide On-Site End User Training o Sub-Task 7.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train- ing (On-Site Task) o Sub-Task 7.3.3.2: EUT – Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 7.3.3.3: EUT – Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 7.3.3.4: EUT –Technician Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 7.3.3.5: EUT - Managers Service Requests, Work Orders and Inspection Training (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 40 o Sub-Task 7.3.3.6: EUT – Inventory Managers Cityworks Storeroom Training (On-Site Task) Deliverables  Preparation of training materials  Delivery of the following training classes by a single Woolpert team members: o Cityworks Administrator Training ..................................8 hours o Cityworks Technician Training – Class 1 ........................ 12 hours o Cityworks Technician Training – Class 2 ........................ 12 hours o Cityworks Technician Training – Class 3 ........................ 12 hours o Cityworks Managers Training ..................................... 12 hours o Cityworks Storeroom Training ......................................8 hours Assumptions  Training courses will occur over two (2) consecutive business weeks  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 7.5: 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 configuration from the Development environment to the Production environment and load the work order and inspection information being collected by the Stormwater Technicians and Supervi- sors. During this time a Senior Developer will work with the Senior Systems Analyst to migrate the in- tegration 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. During the week immediately following the on-site go-live sup- port, Woolpert will ensure that both analysts are available to support the Stormwater Division remote- ly. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 41 Related sub-tasks are as follows:  Sub-Task 7.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site Task)  Sub-Task 7.4.2: Woolpert to Perform Data Load to Production Environment AMS Database (On-Site Task)  Sub-Task 7.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task)  Sub-Task 7.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support Deliverables  Woolpert will migrate all system configuration from Development to Production environment  Woolpert will perform a final data load manually collected datasets 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 7.5: PHASE 7 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 7.6: PHASE ACCEPTANCE AND CLOSE This is the Phase 7 exit document that the Client signs indicating Woolpert has delivered the Phase 7 services in accordance with the Scope of Work. After the Phase 7 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 42 CITYWORKS AMS SOFTWARE LICENSING Client will procure the necessary licenses directly from Cityworks. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 43 PROJECT COST ESTIMATES Estimated Project Costs, inclusive of all labor and reimbursables, are provided in the following table. Work will be performed on a Time & Materials, Not-to-Exceed basis. Task Cost PROJECT ROLL-UP: $487,094.50 PROJECT MANAGEMENT ............................................................................. $53,126.50 PHASE 1: IMPLEMENTATION PLANNING .......................................................... $42,484.00 Task 1.1: Conduct Pre-Planning Discovery ................................................... $17,134.00 Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment .......................................................................... $1,860.00 Task 1.3: Conduct Cityworks Demonstrations ............................................... $4,493.00 Task 1.4: Conduct Business Process Reviews ................................................ $17,373.00 Task 1.5: Phase 1 Quality Control ............................................................. $1,624.00 PHASE 2: STORMWATER SYSTEM DESIGN AND CONFIGURATION ............................ $86,538.00 Task 2.1: Prepare Configuration Documentation ........................................... $4,266.00 Task 2.2: Configuration Training for Core Team ............................................ $5,092.00 Task 2.3: Core Cityworks AMS Configuration ................................................ $47,859.00 Task 2.4: Cityworks Storeroom Configuration ............................................... $7,643.00 Task 2.5: Review and Approval of Updated System and Configuration Documentation ....................................................................... $5,002.00 Task 2.6: Provide Cityworks AMS Software Demonstrations............................... $12,616.00 Task 2.7: Phase 2 Quality Control ............................................................. $4,060.00 PHASE 3: STORMWATER ADVANCED AMS FUNCTIONALITY AND CONFIGURATION ....... $40,840.50 Task 3.1: Application Interfaces ............................................................... $0.00 Task 3.2: Perform Data Conversion of Legacy Data ........................................ $26,046.00 Task 3.3: Develop Custom Reports and Dashboards ........................................ $12,764.00 Task 3.4: Phase 3 Quality Control ............................................................. $2,030.00 PHASE 4: STORMWATER SYSTEM DEPLOYMENT ................................................ $70,264.00 Task 4.1: Develop Test Plan .................................................................... $7,442.00 Task 4.2: User Acceptance Testing ........................................................... $16,933.00 Task 4.3: Provide End-User Training .......................................................... $20,322.00 Task 4.4: Provide Go-Live Support ............................................................ $22,319.00 Task 4.5: Quality Control ....................................................................... $3,248.00 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 44 PHASE 5: ENGINEERING AND TRAFFING ENGINEERING SYSTEM CONFIGURATION ........ $97,552.00 Task 5.1: Prepare Configuration Documentation ........................................... $4,266.00 Task 5.2: Configuration Training for Core Team ............................................ $5,092.00 Task 5.3: Core Cityworks AMS Configuration ................................................ $51,414.00 Task 5.4: Cityworks Storeroom Configuration ............................................... $15,102.00 Task 5.5: Review and Approval of Updated System and Configuration Documentation ....................................................................... $5,002.00 Task 5.6: Provide Cityworks AMS Software Demonstrations............................... $12,616.00 Task 5.7: Phase 5 Quality Control ............................................................. $4,060.00 PHASE 6: ENGINEERING AND TRAFFING ENGINEERING ADVANCED AMS FUNCTIONAL- ITY DESIGN AND CONFIGURATION ................................................................. $49,777.00 Task 6.1: Application Interfaces ............................................................... $0.00 Task 6.2: Perform Data Conversion of Legacy Data ........................................ $0.00 Task 6.3: Develop Custom Reports and Dashboards ........................................ $12,764.00 Task 6.4: Phase 6 Quality Control ............................................................. $609.00 PHASE 7: ENGINEERING AND TRAFFING ENGINEERING SYSTEM DEPLOYMENT ............ $73,404.00 Task 7.1: Develop Test Plan .................................................................... $7,442.00 Task 7.2: User Acceptance Testing ........................................................... $16,933.00 Task 7.3: Provide End-User Training .......................................................... $20,322.00 Task 7.4: Provide Go-Live Support ............................................................ $25,459.00 Task 7.5: Phase 7 Quality Control ............................................................. $3,248.00 PERFORMANCE BOND ................................................................................ $9,552.00 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 45 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, 2015. 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 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Engineering Department October 28, 2015 46 PROJECT SCHEDULE A Microsoft Project Schedule Gantt Chart will be developed upon receipt of a Notice-to-Proceed. An expected schedule for the 7-phase implementation is as follows. Task Name Start Finish Project Summary Oct 30 ‗15 Sept 30 ‗16 PHASE PM: PROJECT MANAGEMENT Nov 9 ‗15 Sept 30 ‗16 PHASE 1: IMPLEMENTATION PLANNING Nov 9 ‗15 Dec 17 ‗15 PHASE 2 STORMWATER SYSTEM DESIGN AND CONFIGURATION Dec 17 ‗15 Mar 16 ‗16 PHASE 3: STORMWATER ADVANCED AMS FUNCTIONALITY AND CONFIGURATION Dec 1 ‗15 Apr 29 ‗16 PHASE 4 STORMWATER SYSTEM DEPLOYMENT Feb 29 ‗16 May 13 ‗16 PHASE 5 ENGINEERING SYSTEM DESIGN AND CONFIGURTION Apr 18 ‗16 Aug 2 ‗16 PHASE 6: ENGINEERING ADVANCED AMS FUNCTIONALITY AND CONFIGURATION Oct 30 ‗15 Aug 8 ‗16 PHASE 7: ENGINEERING SYSTEM DEPLOYMENT Jul 15 ‗16 Sept 29 ‗16 Engineering Services Committee Meeting 11/24/2015 1:10 PM Cityworks Implementation for Augusta Engineering Department Department:Abie L. Ladson, Director Caption:Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Engineering Department. Background:The Augusta Engineering Department (AED) has been a user of Lucity (formerly GBA) software since the early 2000s. The primary function of this software, which is known as a Computerized Maintenance Management System (CMMS), is managing work requests, work orders, and various assets. The Lucity software tools have remained fairly static since the initial implementation. Multiple upgrades to the software have taken place, but these changes have yielded no significant updates to the user interface, and the changes in software capability have not benefited the department in regard to efficiency improvements. AED, needs to improve the ability of personnel in the field to have better access to work order and asset management information, particularly the data which is stored in the city’s Geographic Information System (GIS). Additionally, AED wants to improve workflow and streamline business processes within the department so that efficiency gains can be seen across the entire organization. Analysis:AUD sought out a new vendor for a CMMS through an RFQ process managed by the Procurement Department. Six statements of qualification were received from interested vendors. The selection committee reviewed the proposals and recommended Woolpert as the implementer for Cityworks AMS (Asset Management System) software. Woolpert’s proposal was approved by the Augusta Commission in October 2013, and the software was implemented in AUD in 2014 and 2015. AED has participated in demonstrations of Cityworks, and has viewed the work done by AUD and Woolpert. Woolpert was instrumental in the successful implementation of Cityworks, and has extensive experience reviewing business processes, recommending changes, enhancing workflows, and customizing the software as needed. This implementation has potential to change how AED conducts business and provide increased accountability much as it has done for AUD. The software suite includes reporting and dashboards so that reporting on storm water expenses and progress can be made available for viewing. This agenda item includes the full implementation of the software as well as all hardware (servers and mobile devices) and associated licensing that is needed for implementation. Financial Impact:This project will cost $643,460.50 and shall be funded from multiple sources: Engineering for Software Implementation and additional hardware for field operations: $487,134.50. Engineering hardware for field operations: $20,000. IT operating for import and configuration of Engineering GIS data $20,000. IT SPLOST for hardware to support the implementation (Application Consolidation) $50,000. IT SPLOST for Azteca licensing (Application Consolidation) $66,326. Alternatives:N/A Recommendation:Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Engineering Department. Funds are Available in the Following Accounts: IT SPLOST (Application Consolidation) 328-01-2110.5424220, 212925102.5424220 $116,330 IT Operating 101015410 $20,000 Engineering - TIA Discretionary Funds $174,830 Engineering - SPLOST VI Funds 328-04-1110.5212115, 211828002.5212115 $323,320 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting 11/24/2015 1:10 PM Gracie Martin Department:Clerk of Commission Caption:Presentation by Ms. Gracie Martin regarding low irritating sounds coming from the electric substation. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371-041110/T13049127 to award the Construction Contract to JHC Corp for the Milledgeville Road Bridge at Rocky Creek - Bridge Maintenance in the amount of $470,995 upon receipt of signed contracts and proper bonds. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 30,000$ 8,866$ TIA Construction 50,353$ SPLOST VI 420,642$ 509,861$ Section 3: 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 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 Honorable Hardie Davis, Jr., Mayor CPB#371-041110/T13049127 CAPITAL PROJECT BUDGET Milledgeville Road Bridge @ Rocky Creek - Bridge Maintenance TIA Design TIA Discretionary CHANGE NUMBER ONE 1 of 2 11.11.2015 Augusta-Richmond County, Georgia CPB#371-041110/T13049127 CAPITAL PROJECT BUDGET Milledgeville Road Bridge @ Rocky Creek - Bridge Maintenance CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Funds (30,000)$ (30,000)$ 371-04-1110-5212115/T13049127 TIA Discretionary Funds (8,866)$ (8,866)$ TIA Construction Funds (50,353)$ (50,353)$ SPLOST VI 328-041110-5414210-211828012 (420,642)$ (420,642)$ TOTAL SOURCES: (38,866)$ (470,995)$ (509,861)$ USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13049127 38,866$ 38,866$ CONSTRUCTION 371-041110-5414210-T13049127 470,995$ 470,995$ TOTAL USES:38,866$ 470,995$ 509,861$ 2 of 2 11.11.2015 Invitation to Re-Bid Sealed re-bids will be received at this office on Wednesday, October 28, 2015 @ 3:00 p.m. for furnishing: Re-Bid Item #15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance for Engineering Department Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Re-Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $150.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Tuesday. October 6, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. 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 Tuesday, October 13, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Re-Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 5% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Revised: 1/12/2015 VENDORS JHC Corp 1029 N. Peachtree Pkwy Peachtree City, GA 30269 E R Snell 5102 Pierce Court Evans, GA 30809 Massana Construction 115 Howell Road Tyrone, GA 30290 E & D Contracting Service Inc., 2001 Mills B. Lane Blvd Savannah, GA 31405 Attachment "B"YES YES YES YES E-Verify #413897 22114 139279 444759 Addendum #1 YES YES YES YES SAVE Form YES YES YES YES Bid Bond YES YES YES YES BASE BID TOTAL/ 11th Street Bridge $871,733.20 $1,411,798.95 BASE BID TOTAL/ 15th Street over Augusta Canal $1,704,045.90 $2,462,941.09 BASE BID TOTAL/ CR2720 Broad St over Augusta Canal $1,124,388.80 $1,658,517.00 BASE BID TOTAL/ Milledgeville Rd at Rocky Creek $470,995.00 $721,897.00 Bid Opening Bid Item #15-211A Various Bridges over Augusta Canal & Rocky Creek Repairs, Restoration & Maintenance for Augusta, Georgia - Engineering Department Bid Due: Wednesday, October 28, 2015 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Mandatory Pre-Bid/Telephone Conference: Not Applicable Total packages submitted: 4 Total Noncompliant: 0 Non-responsive Non-responsive Page 1 of 1 ATTN: Q. WILLIAM HAMMACK C. W. MATTHEWS CONTRACTING P. O. DRAWER 970 MARIETTA, GA 30061-0970 ATTN: MATTHEW WALSH ARCHER WESTERN CONTRACTORS 2410 PACES FERRY RD SE, STE 600 ATLANTA, GA 30339-1821 ATTN: ROBIN J. SNELL E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 ATTN: LOUIE A. PITTMAN, III PITTMAN CONSTRUCTION CO P. O. BOX 155 CONYERS, GA 30012-0155 E & D CONTRACTING SERVICES 2001 MILLS B. LANE BLVD. SAVANNAH, GA 31405 BLAIR CONSTRUCTION ATTN PATRICK DILLARD PO BOX 770 EVANS, GA 30809 REEVES CONSTRUCTION ATTN: GREG HAMILTON 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 BEAMS CONTRACTING ATTN: BUDDY ROWLAND 15030 ATOMIC ROAD BEECH ISLAND SC 29842 MASSANA CONSTRUCTION 115 HOWELL ROAD TYRONE, GA 30290 ENGINEERED RESTORATIONS INC. ATTN: AUSTIN MCQUEEN 225 BUFORD DRIVE LAWRENCEVILLE, GA 30046 DABBS-WILLIAMS 319 S. WALNUT STREET STATESBORO, GA 30458 GEARIG ATTN: LING FAN 631 PONDER PLACE DR., SUITE 603 EVANS, GA 30809 SCOTT BRIDGE COMPANY ATTN: BEN MILLER/STEPHEN SUMMERS 2641 INTERSTATE DRIVE OPELIKA, AL 36804 JHC CORPORATION ATTN: CAMERON COOK 1029 N PEACHTREE PKWY # 359, PEACHTREE CITY, GA 30269 LARRY PITTMAN & ASSOC. ATTN: TIMMY PITTMAN 1249 GORDON PARK ROAD AUGUSTA, GA 30901 ABIE LADSON DIRECTOR ENGINEERING ENGINEERING ADM. HAMEED MALIK ASST. DIRECTOR ENGINEERING ENGINEERING ADM. Yvonne Gentry Compliance Department-LSBOP Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Mailed: Tue. Oct 6, 2015 Bid Item 15-211A Various Bridges Over Augusta Canal and Rocky Creek Repairs, Restoration & Maintenance For Engineering Department Bid Due: Tue., 10/28/15 @ 3:00 p.m. RRB TRUCKING LLC C/O RUBY JENKINS-BASEY 4054 OLD WAYNESBORO RD. AUGUSTA, GA 30906 RICHMOND CONCRETE LLC C/O TARA LEAPHART 920 MOLLY POND ROAD AUGUSTA, GA 30901 ENVIROTEK SODA BLASTING C/O JAMES TRAVIS ANSLEY 514 NATIONAL AVENUE AUGUSTA, GA 30901 SOUTHERN CONCRETE FINISHING C/O CHRIS TOMAS 3109 CAWLEY COURT AUGUSTA, GA 30909 BLADE TRUCKING C/O BRENDA SHEDRICK 3893 GRAPE AVENUE AUGUSTA, GA 30909 ELITE CONCRETE & STONE CONCEPTS C/O JARED REAGAN 2708 YORK COURT AUGUSTA, GA 30909 DJ CONSTRUCTION C/O DWIGHT JOHNSON 611 SEA ISLE DRIVE AUGUSTA, GA 30901 KENDRICK’S CLEARING & HAULING C/O CEDRICK KENDRICK 1247 NEW SAVANNAH ROAD AUGUSTA, GA 30901 GEORGIA-CAROLINA PAVING COMPANY C/O WILLIE T. WOODEN 3020 MILLEDGEVILLE RD. AUGUSTA, GA 30904 Engineering Services Committee Meeting 11/24/2015 1:10 PM Milledgeville Road Bridge Maintenance at Rocky Creek – TIA-Contract Award-15-211A Department:Abie L. Ladson , Director Caption:Approve award of Construction Contract to JHC Corporation in the amount of $470,995.00 for Transportation Investment Act (TIA) Project, Milledgeville Road Bridge Maintenance at Rocky Creek as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds (Bid 15-211A) Background:Milledgeville Road Bridge Maintenance at Rocky Creek Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. This project consists of maintenance of spalls with exposed reinforcement, severe cracking, repairing of expansion joints, wingwalls and aprons, and cleaning the structure. Analysis:Bids were received on October 28, 2015 with JHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. JHC Corporation $470,995.00 2. ER Snell Construction $721,897.00 It is the recommendation of the Engineering Department to award this project to JHC Corporation. Financial Impact:Funds are available in Project TIA funds and Engineering SPLOST VI (General Bridge Rehab and Maintenance account) with Commission approval Alternatives:1). Approve award of Construction Contract to JHC Corporation in the amount of $470,995.00 for Transportation Investment Act (TIA) Project, Milledgeville Road Bridge Maintenance at Rocky Creek as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One. Funds are Available Project TIA Funds ($50,353) 371-041110-T13049127// in the Following Accounts: SPLOSTVI (General Bridge Rehab and Maintenance) ($420,642) 328-041110-211828012 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting 11/24/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Engineering Services Committee held on November 10, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB# 371-041110-T13045129 to award the Construction Contract to Reeves Construction in the amount of $245,136 for Phase 1 funded from TIA project account. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 500,000$ TIA CONSTRUCTION 245,136$ 745,136$ Section 3: 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 Hardie Davis, Jr., Mayor CPB#371-041110-T13045129 CAPITAL PROJECT BUDGET North Leg Road Corridor Improvements TIA Project Budget (Wrightsboro Road to Sibley Road) 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 of 2 11.11.2015 Augusta-Richmond County, Georgia CPB#371-041110-T13045129 CAPITAL PROJECT BUDGET North Leg Road Corridor Improvements SOURCE OF FUNDS CPB CPB TIA Project Funds (500,000)$ (500,000)$ 371-04-1110-5212115/T13045129-5212115 TIA CONSTRUCTION 371-041110-T13049129 (245,136) (245,136) TOTAL SOURCES:(500,000)$ (245,136) (745,136)$ USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13045129-5212115 500,000$ 500,000$ TIA CONSTRUCTION 371-041110-5414110-T13045129 245,136$ 245,136$ TOTAL USES:500,000$ 245,136$ 745,136$ 2 of 2 11.11.2015 Invitation to Bid Sealed bids will be received at this office on Tuesday, October 27, 2015 @ 3:00 p.m. for furnishing: Bid Item #15-222 North Leg Road/C.R. 371 Improvements, Phase 1 for Engineering Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $265.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, September 17, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid/Telephone Conference will be held on Friday, October 9, 2015, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. The call-in telephone number is 1-888-428-7458 (U.S. & Canada) and 877-331-7677 (International). Call one of the dial-in numbers at least five (5) minutes prior to conference. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 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 Tuesday, October 13, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Augusta Chronicle September 17, 24 October 1, 8, 2015 Metro Courier September 23, 2015 Revised: 1/12/2015 UNOFFICIAL Bid Opening Bid Item #15-222 North Leg Road/C.R. 371 Improvements, Phase 1 for Augusta, Georgia - Engineering Department Bid Due: Tuesday, October 27, 2015 @ 3:00 p.m. VENDORS REEVES CONSTRUCTION 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 Attachment "B"YES E-Verify #48048 Addendum #1 YES SAVE Form YES Bid Bond YES BASE BID TOTAL $245,136.00 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 125 Mandatory Pre-Bid/Telephone Conference: 4 Total packages submitted: 1 Total Noncompliant: 0 The following vendors did not respond: JHC CORPORATION / 1029 PEACHTREE PARKWAY N #359 / PEACHTREE CITY, GA 30269 BLAIR CONSTRUCTION / PO BOX 770 / EVANS, GA 30809 SITEC / 217 FAIRFIELS STREET NE / AIKEN, SC 29801 Page 1 of 1 Engineering Services Committee Meeting 11/24/2015 1:10 PM North Leg Road Improvements - Phase 1- TIA-Contract Award – 15-222 Department:Abie L. Ladson, Director Caption:Approve award of Construction Contract to Reeves Construction Company in the amount of $245,136.00 for Transportation Investment Act (TIA) Project, North Leg Road Improvements Project - Phase 1 as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid 15- 222) Background:North Leg Road Improvements Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. Project limits are approximately 0.20 miles south of the intersection of Wrightsboro Road and North Leg Road and approximately 0.17 miles north of the intersection. The total project length is approximately 0.79 miles. This project consists of realigning two intersections (Wrightsboro Road with North leg Road/Jackson Road and Sibley Road with North Leg Road), addition of turn lanes, adding curb & gutter, sidewalks and a storm sewer. This Project will be completed in two phases (Phase 1 and Phase 2). Phase I scope consist of clearing the right-of-way and maintaining soil and erosion control measures throughout the corridor. Phase I purpose is to allow utility companies (e.g., electrical, gas, cable, etc.) to relocate their facilities before commencing construction work on the corridor (Phase II). The separation of the project into phases will help reduce delays. Analysis:Bids were received on October 27, 2015 with Reeves Construction being the low bidder. The bid results are as follow: CONTRACTORS BID 1. Reeves Construction Co $245,136.00 Note: Only one bid was received Financial Impact:Funds are allowable in Project TIA funds upon Commission approval Alternatives:1). Approve award of Construction Contract to Reeves Construction Company in the amount of $245,136.00 for Transportation Investment Act (TIA) Project, North Leg Road Improvements Project - Phase 1 as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Project TIA Funds 371-041110-T13049129 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission