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Home My WebLink About2019-01-08 Meeting Minutes Engineering Services Committee Meeting Commission Chamber - 1/8/2019 ATTENDANCE: Present: Hons. M. Williams, Chairman; Hasan, Vice Chairman; Garrett and Frantom, members. Absent: Hon. Hardie Davis, Jr., Mayor. ENGINEERING SERVICES 1. Approval Additional Funding of Professional Services Contract to implement Cityworks AMS software and Integrate with enQuesta CIS Software in the amount of $200,000.00. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 2. Approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 3. Motion to approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 for execution by Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Item Action: Approved Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC as qualified and selected contractors. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 4. Consider proposal from Zimmerman, Evans and Leopold, Inc. (ZEL Engineers) to provide engineering services to design the Utilities Department’s Fort Gordon B Street Water Main Replacement project at a cost of $80,295.00. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 5. Consider Award of Bid #18-294 for the Construction of Brussels Street Pump Station Abandonment Project to CBH Excavation in the Amount of $139,560.40. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 6. Motion to approve the minutes of the Engineering Services Committee held on December 11, 2018. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 7. Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Kissingbower Road (Marschalk Rd to White Rd, PI #0015958) as requested by AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes 8. Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Walton Way (7th Street to 11th Street, PI #0015959) as requested by AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Brandon Garrett Passes www.augustaga.gov Engineering Services Committee Meeting 1/8/2019 1:15 PM Attendance 1/8/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: STATEMENT OF WORK City of Augusta Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS City of Augusta, Georgia November 5, 2018 Prepared by Woolpert, Inc. 7400 Beaufont Springs Drive Suite 200 Richmond, VA 23225 www.woolpert.com City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page i Table of Contents INTRODUCTION ............................................................................................................................................................................... 1 OVERVIEW ....................................................................................................................................................................................... 2 TECHNICAL APPROACH .................................................................................................................................................................. 6 QUALITY MANAGEMENT PROCESS ................................................................................................................................................ 7 PHASE 1 - PROJECT MANAGEMENT ........................................................................................................................................................... 10 Project Administration .................................................................................................................................................................................. 10 Project Schedule Coordination ..................................................................................................................................................................... 11 Project Manager Status Meetings ................................................................................................................................................................. 11 Internal Coordination Meetings .................................................................................................................................................................... 12 Change Control ............................................................................................................................................................................................... 13 PHASE 1 – INTEGRATION PLANNING .......................................................................................................................................................... 15 Task 1.1: Software Requirements Specification (SRS) Development ................................................................................... 15 PHASE 2 –SYSTEM DESIGN AND CONFIGURATION ........................................................................................................................................ 17 Task 2.1: Develop Configuration Document ............................................................................................................................. 17 Task 2.2: Provide Asset Management System Configuration Training ................................................................................ 18 Task 2.3: Facilitate Core AM Software Configuration ............................................................................................................ 18 Task 2.4: Facilitate Storeroom Configuration ......................................................................................................................... 19 Task 2.5: Phase 2 Quality Control .............................................................................................................................................. 20 Task 2.6: Phase 2 Acceptance and Close .................................................................................................................................. 20 PHASE 3 – ADVANCED CONFIGURATION AND FUNCTIONALITY ...................................................................................................................... 21 Task 3.1: System Integrations ...................................................................................................................................................................... 21 Task 3.2: Legacy Data Migrations ................................................................................................................................................................ 25 Task 3.3: Custom Reports and Metrics ........................................................................................................................................................ 25 WBS Task 3.4: Phase 3 Quality Control ..................................................................................................................................... 25 WBS Task 3.5: Phase 3 Acceptance and Close ........................................................................................................................................... 25 PHASE 4: SYSTEM DEPLOYMENT .......................................................................................................................................................... 26 Task 4.1: Develop Non-Integrated Configuration User Acceptance Testing Plans .......................................................................... 26 Task 4.2: Facilitate User Acceptance Testing ....................................................................................................................................... 27 Task 4.3: Provide End-User Training ....................................................................................................................................................... 28 Task 4.4: Go-Live & Support .................................................................................................................................................................... 28 Task 4.5: Phase 4 Quality Control ........................................................................................................................................................... 29 Task 4.6: Phase 4 Acceptance and Close ............................................................................................................................................... 29 T&M RATE SHEET .................................................................................................................................................................................. 31 Table of Figures FIGURE 1 - PROJECT LIFE-CYCLE PROCESS GROUPS ............................................................................................................................................. 10 FIGURE 2 - WOOLPERT'S PROJECT COLLABORATION WEB SITE ............................................................................................................................. 10 FIGURE 3 - MICROSOFT PROJECT GANTT CHART ................................................................................................................................................ 11 FIGURE 4 - SAMPLE CHANGE CONTROL NOTICE ................................................................................................................................................. 13 FIGURE 5 - CHANGE CONTROL PROCESS ........................................................................................................................................................... 14 FIGURE 6 - SAMPLE APPLICATION INTEGRATION WORKFLOW DIAGRAM .................................................................... ERROR! BOOKMARK NOT DEFINED. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 1 Introduction The City of Augusta, Georgia Utilities Department implemented Cityworks Asset Management System (AMS) over four (4) years ago to manage operations and maintenance (O&M) work activities for nearly all of its divisions and work groups. One division that did not begin using Cityworks AMS at that time was the Meter Shop. The Meter Shop was in the midst of planning an upgrade to their enQuesta Customer Information System (CIS). In order to fully leverage Cityworks’ work management capabilities it would need to be integrated with enQuesta, so the decision was made at that time to hold of on bringing the Meter Shop onto Cityworks until the enQuesta upgrade was complete and the implementation of Cityworks could include the development of an interface between the two systems. The intent of the upgrade is to automatically send actionable Service Orders from enQuesta to Cityworks as Work Order so they can be assigned to field crews and for the completed Cityworks Work Orders to be automatically communicated back to enQuesta. The intent of the automation is to speed the communication between customer billing service representatives and field maintenance staff, eliminate duplicate entry, and ensure accurate communication between the two groups. Prior to development of this scope of work document, Woolpert met with City Meter Shop and City Customer Service staff to establish some boundaries around the integration. Those boundaries are stated as guiding assumptions within this document. They include items that define the level of complexity of the integration; such as the amount of integration triggers between the system and the number of Cityworks Work Order templates that will be involved. The estimate cost of this effort is related to these assumptions holding true. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 2 Overview The project includes aspects of a typical Cityworks AMS implementation, but it more heavily a software integration project that drives new Cityworks configurations. It is further complicated in that the City is currently using Cityworks in a live environment, so new configurations and data will require careful migration from the Development to the Production environment. The approach for this project will be similar to previous Woolpert-led Cityworks implementation at the City with the following modifications. 1. The Planning phase will be focused on driving out integration specifications and will result in a Software Requirements Specifications document. 2. There will be fewer rounds of Cityworks configuration workshops. 3. There will be a heavy reliance on the City’s Customer Billing team members to participate in design and testing workshops. The City or a third-party will co-develop the integrations with Woolpert. Services, and associated deliverables, are categorized into several groupings called phases, as more fully detailed in the following sections of this document. Completion of each phase will culminate with the execution of a Phase Acceptance and Close document signifying the City’s acceptance of the services rendered to date and authorization for Woolpert to proceed with work on subsequent phases. In some cases, work in subsequent phases will not begin until the deliverables in previous phases have been accepted by the City. In other cases, work in multiple phases will occur simultaneously. Our project plan, its associated budget, and schedule were developed based on many bounding assumptions inferred from information provided to us by the City and discussions with City staff. Both parties (Woolpert and City) agree to these bounding assumptions and understand that if they are not adhered to, there is risk for scope, schedule, and budget impact. The following assumptions apply to this scope of work: • The make-up of the City’s project team will be as follows: o City Project Manager – The City is to identify and empower a Project Manager who will jointly manage the project along with the Woolpert Project Manager. The City Project Manager will be responsible for ensuring the availability, readiness, and participation of the City resources including City-directed sub-consultants, as well as the execution of the City-assigned tasks and completion of the City-assigned deliverables. o City Implementation Team – The City is to identify and empower a set of individuals that constitute the City Core Team, also referred to as the Implementation Team. The Team will consist of Subject Matter Experts from the Meter Shop and Customer Billing department. The selected representatives from each of the participating departments will be available for the project throughout its entirety. Woolpert recommends two power users from each group. We strongly recommend that no single set of expertise / knowledge is single threaded; each group should be championed by multiple core team members so that staff workloads and turnover does not unduly affect the project. o City Technical Team – The City is to identify and empower a set of IT professionals to support this project. These individuals will be known collectively as the Technical Team. The selected City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 3 representatives will be available for the project throughout its entirety. The Technical Team will be comprised of experts on each of the software and hardware components involved in this project including, but not limited to, City servers and workstations, City network infrastructure, Esri GIS and the City’s Esri deployment, the deployed and in-use Cityworks AMS solution and the enQuesta CIS solution with which Cityworks will be implemented. When Technical Team participation is noted within the detailed scope of services, the expectation is that the appropriate Technical Team experts will participate, not all of the team members. • As many as seventy-three (73) enQuesta Service Order types across twenty (20) distinct groups will be integrated with Cityworks. Those Service Requests are listed in the following table: Item Group # Group Description Type # Type Description 1 20 New Site Meters & Ite 6 NS MTR / REM Install 2 50 Final Bills 300 Acct 52 Final Bill Seasonal Off 3 60 Final Bills 300 / 301 64 Final Bill Set New Acct 4 60 Final Bills 300 / 301 66 Final Vacant 5 60 Final Bills 300 / 301 70 Final Vacant MTR Remove 6 60 Final Bills 300 / 301 76 Final Vacant Lock WTR 7 80 Set & Activate Accts 84 SET VACANT SETA 8 80 Set & Activate Accts 86 CONTRACT MTR RENTED 9 80 Set & Activate Accts 89 SET VAC SETA MTR INST 10 80 Set & Activate Accts 5001 NON MOVEABLE 30 DAY 11 80 Set & Activate Accts 5002 NON MOVEABLE 90 DAY 12 80 Set & Activate Accts 5003 NON MOVEABLE 1 YR 13 80 Set & Activate Accts 5004 MOVEABLE 1 YER 14 90 WTR TURN ON/OFF 53 CS SEASONAL TURN ON 15 90 WTR TURN ON/OFF 96 WTR CUST REQUEST OFF 16 90 WTR TURN ON/OFF 98 WTR CUST REQUEST ON 17 90 WTR TURN ON/OFF 170 RETURN SERVICE CALL 18 100 MTR ORD EXCHG =<1" 100 MTR EXCHG ACCT ACTIVE 19 100 MTR ORD EXCHG =<1" 104 MTR EXCHG SIZE CHANGE 20 100 MTR ORD EXCHG =<1" 105 MTR EXCHG / REM EXCHG 21 100 MTR ORD EXCHG =<1" 106 MTR EXCHG / REM INSTALL 22 100 MTR ORD EXCHG =<1" 110 MTR EXCHG /REM INSTALL HW 23 100 MTR ORD EXCHG =<1" 113 ACCT VACANT 24 130 METER ORDERS INSTALL 130 MTR INST ACCT ACTIVE 25 130 METER ORDERS INSTALL 132 MTR INST ACCT VACANT 26 130 METER ORDERS INSTALL 136 MTR INST SPRINKLER 27 150 NEW ORDERS REMOVAL 150 MTR INST ACCT ACTIVE 28 150 NEW ORDERS REMOVAL 151 MTR INST ACCT VACANT 29 150 NEW ORDERS REMOVAL 152 MTR INST SPRINKLER 30 150 NEW ORDERS REMOVAL 157 MTR RMOV/REM RMOV 31 160 METER ORDERS MISC 160 MTR BOX REPAIR / REPLACE 32 160 METER ORDERS MISC 164 MTR INVESTIGATION 33 160 METER ORDERS MISC 165 MTR INVST ENDPOINT 34 160 METER ORDERS MISC 166 MTR LEAK 35 230 HAND HELD BOX 236 HH BOX CLEANOUT City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 4 36 230 HAND HELD BOX 239 HH COVERED 37 230 HAND HELD BOX 246 HH REPLACE MTR LID 38 240 HAND HELD METERS 248 HHMTR LID STUCK 39 240 HAND HELD METERS 250 HH MTR COVERED 40 240 HAND HELD METERS 252 HH MTR WATER IN REG 41 240 HAND HELD METERS 255 HH MTR IN BACKWARDS 42 240 HAND HELD METERS 258 HH MTR LEAKING 43 240 HAND HELD METERS 262 HH REG BROKEN 44 240 HAND HELD METERS 265 HH MTR BROKEN CC 45 240 HAND HELD METERS 271 HH MTR CKREAD STUCK MTR 46 240 HAND HELD METERS 272 HH REGISTER OFF 47 240 HAND HELD METERS 274 HH MTR DULL REGISTER 48 240 HAND HELD METERS 276 HH MTR UNDER WATER 49 240 HAND HELD METERS 286 HH MTR CANT LOCATE 50 240 HAND HELD METERS 287 HH VACNT CONSUMPTION 51 240 HAND HELD METERS 290 TAMPERING / STRAIGHT LINE 52 240 HAND HELD METERS 297 HH MTR GATE LOCKED 53 280 HAND HELD MISC 291 HH MISC NO SERVICE 54 330 CREDIT NSF 344 CC NSF SHUT OFF W/FEE 55 330 CREDIT NSF 347 CC NSF RET CHK W/FEE 56 330 CREDIT NSF 359 CC NSF TURN ON 57 350 CREDIT TURN OFF/ON 314 CC TURN- ON MTR INSTALL 58 350 CREDIT TURN OFF/ON 315 CC TURN- OFF RE-CHECK 59 350 CREDIT TURN OFF/ON 316 CC TURN-OFF MTR REMOVAL 60 350 CREDIT TURN OFF/ON 318 CC TURN-OFF 61 350 CREDIT TURN OFF/ON 320 CC TURN-ON 62 350 CREDIT TURN OFF/ON 2005 STOLEN METER 63 350 CREDIT TURN OFF/ON 3315 CC RE-CHECK AFTER BILLI 64 380 PRE-BILL READ EDIT 389 PB MTR PICK UP READ 65 480 CUST SERVICE READINGS 413 CS REREAD BILLING REQ 66 480 CUST SERVICE READINGS 414 CA REREAD CUST REQUEST 67 490 CUST SERVICE MISC 388 CC WATER RESTRICTION CD 68 490 CUST SERVICE MISC 4110 CITED BY MARCHALLS DEPT 69 490 CUST SERVICE MISC 4111 MARCHALLS CITED OFF 70 500 SPECIAL TESTS 600 MA REQCTIVEATE ACCOUNT 71 530 QUALITY CONTROL 1000 ADD/CHG POLLUTION FILE 72 660 METER TESTING ORDERS 670 MTR TEST FIELD =< 2" 73 660 METER TESTING ORDERS 676 MTR TEST FIELD => 3" • As many as twenty (20) Cityworks Work Order templates will be configured; approximately one (1) for each Service Order group. • In general, each Cityworks Work Order template will require only the following 3 integration touch points: • Upon creation in enQuesta or Cityworks, create a corresponding record in the other system. Each Cityworks Work Order template will always be initiated in the same system. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 5 • Upon completion of the Cityworks Work Order, a standard set of information will be sent to enQuesta. All work completion integrations will begin in Cityworks and end in enQuesta. • Cancellation of the work activity can be triggered from either system for any Work Order template. • All Cityworks Work Orders will be assigned to Service Location records in the GIS. • Any relationship between Service Location records and Meters or ERTs will be managed using the Cityworks Equipment Change Out tool. GIS record relationships will not be managed via the integration. • Only Meters and ERTs will be assets in the GIS. Registers or other components of the service connection will not be managed as an asset. • The City will ensure that enterprise GIS structure and data for those asset classes that are involved in this project are available before Woolpert can begin configuration of Cityworks AMS software and development of the integration. QA/QC of the GIS data to be consumed by the Cityworks AMS software will be the City’s responsibility. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 6 Technical Approach The Woolpert approach will consist of the following phases: Phase PM: Project Management Support Phase Phase 1: Integration Planning Technical Phase Phase 2: System Design and Configuration Technical Phase Phase 3: Advanced Configuration and Functionality Technical Phase Phase 4: System Deployment Technical Phase Project Management will occur throughout the project. The Integration Planning phase consists of a single effort with the deliverable being a Software Requirements Specification defining the integration to the level that it can be coded. The System Design and Configuration phase consists of a set of efforts to define and make the Cityworks configuration tasks that are required within the meter shop. Many will support the integration with enQuesta, but some Cityworks configurations may not be integration-related. The Advanced Configuration and Functionality phase consists of a single effort to develop and test the integrations to the point where they’re ready to deploy to the live Production Cityworks environment. The System Deployment phase consists of a set of efforts to test the configured Cityworks solution, train users on system use, deploy the Cityworks configuration and integration components to the live Production environment, and support the system throughout the critical period immediately after go-live. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 7 Quality Management Process Aligning expectations between the Woolpert and City teams is critical to producing results that satisfy the City. As each task is planned and executed, the Woolpert and City project managers will discuss the scoped deliverables. The Woolpert team will describe the deliverables that they intend to produce (agendas, documents, software configurations, software code, etc.). Where possible, the Woolpert team will provide samples created on similar projects to illustrate the deliverable. No task should begin until both Woolpert and the City expectations of the deliverables are aligned. Each type of deliverable on a project serves a purpose. And the quality review process exists to ensure that the purpose is met. In general, the deliverables that are intended for a larger audience or are expected to be used for a longer time and possibly “survive” the project (be used beyond software go-live) will undergo a more intense quality review. Other deliverables are simply a stepping stone to move the project forward. These are considered “disposable” deliverables. The following examples illustrate how different deliverables serve different purposes. • Disposable Example: Meeting Agenda will ensure that a meeting is planned according to expectations (topics and durations), that the right attendees are invited, and that the time and place for the meeting are appropriate. After the meeting, the agenda serves no further purpose. Agendas will be lightly peer- reviewed by an appropriate team member to ensure that its content and message is appropriate. The review will not place emphasis on writing style, grammar and spelling. • Surviving Example: AM Program Foundational Document will be held to a high-quality standard. The DRAFT deliverable will be reviewed for content, message, and writing style. The FINAL version will be reviewed for content, message, writing style, grammar and spelling. Deliverables will be reviewed for the following items, as appropriate for the deliverable: 1. Content: ensure that the deliverable contains the correct information and that the information is accurate 2. Messaging: ensure that the voice and tone of the writing conveys the appropriate message; ensure that the message is clear and easily understood by the intended audience 3. Writing Style: ensure that the writing is easily read and presents the content in a logical manner; writing is professional and uses minimal slang and jargon 4. Grammar: ensure that writing is free of grammatical errors that could affect the meaning of the statements 5. Spelling and Typos: ensure that the deliverable is free from spelling and typographical errors The following table lists the typical types of deliverables that will be produced on this project and the extent and focus of Woolpert’s quality reviews. Deliverable Extent of Review Areas of Focus Meeting/Workshop Agenda Low Content On-site Prep Sheets Low Content Meeting/Workshop Presentation Medium Content, Messaging Stakeholder Presentation (for audiences outside of the project team) Medium Content, Messaging City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 8 Deliverable Extent of Review Areas of Focus Stakeholder Documents (for audiences outside of the project team) DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling Industry Presentations Medium Content, Messaging Industry Documents (trade journal articles) DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling AM Foundational Document DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling System Configuration High Content Integration Components High Content Reports High Content In general, Woolpert employs five types of quality control methods. The appropriate quality control activities are executed prior to delivering to the City the DRAFT and FINAL versions of a deliverable. • Subject Matter Expert (SME) Peer Review – A Woolpert SME that is not involved in the project will review the deliverable prior to delivery to the City. External SMEs will review documents that do not require intimate knowledge of the City’s project. • Project Team Member Peer Review – Many Woolpert deliverables will be produced by a two-person team after a great deal of interaction with City team members. These deliverables require that the reviewer have detailed working knowledge of the City’s project. Deliverables that require such knowledge will be created by one member of the two-person Woolpert team and reviewed by the other. In some instances, the Woolpert project manager will also review the documents. Along with providing feedback on their quality, the project manager will also perform periodic reviews so that they can stay abreast of decisions made by others, particularly in the areas of system configuration, systems integrations and organizational change management. • Technical Writing Review – Woolpert employs several technical writers who routinely review documents that require the highest level of polish. Deliverables reviewed by these individuals are typically externally facing documents that are designed to survive the project. • Internal Demos to Peers – The Woolpert team stages an internal demonstration of deliverables such as system configuration and integration code (non-document deliverables) to one or more Woolpert peers who are not involved in the project as though they were providing the demonstration to the City team. The peer(s) prepares for the demonstration by reviewing the project documentation (configuration and/or integrations documents). They then sit through the demonstration and ask specific configuration and process questions of the presenters. Along with ensuring that the look and feel of the deliverables are up to Woolpert standards, any gaps in the configuration or documentation are addressed prior to delivery. • Client Reviews – Woolpert employs an iterative approach to configuration. As a result, this approach reduces defects and mitigates configuration issues because we’re getting valuable feedback from the City throughout the project. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 9 Any time Woolpert observes or is otherwise made aware of a project deliverable or staff performance deficiency, the Woolpert project manager will immediately undertake the efforts required to resolve the identified issue(s). This can include executing a more rigorous quality control process, re-visiting/clarifying assumptions, or removing non- performing project team members. Each quality issue often has its own set of unique circumstances that need to be addressed. Woolpert’s team dedicated to this Project takes quality and client satisfaction issues very seriously. Processes are in place internally to immediately engage all necessary parties and employ all appropriate strategies to resolve all quality issues that arise on this project. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 10 Phase 1 - Project Management Woolpert’s Project Management approach provides the resources and tools needed to successfully manage the project through all phases/processes, including: • Initiation: Project authorizations and expectations. • Planning: Project definitions, objectives, deliverables, analysis of alternatives. • Execution: Coordination of resources, quality management, product and service delivery. • Monitoring and Controlling: Monitoring and measuring to identify variances and imitate corrective actions. • Close-Out: Acceptance of project deliverables and results. To fulfill each of these objectives, Woolpert will employ the various project management tools described in the following sections. Project Administration Woolpert will provide the following general project management services: • Develop, in cooperation with the Cli- ent’s project manager, a project plan and schedule; • Proactively manage and update pro- ject plan and schedule, as required, throughout the duration of the pro- ject. Project plan and schedule modifi- cations will be facilitated upon com- mon agreement between the Client and Woolpert in accordance with the issue control process detailed in the project plan; • Coordinate project events with the Cli- ent’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, management, 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 • Develop, in cooperation with the City’s Project Manager, a project plan and schedule. Deliverables • Draft and final project plan Figure 1 - Project Life-Cycle Process Groups Figure 2 - Woolpert's Project Collaboration Web Site City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 11 • 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 within 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 conference calls • Review and accept project status reports, or otherwise provide comments on same within a reasonable time frame 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 City’s priorities and ability to make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained and available to all Woolpert and City project participants. Deliverables • Woolpert to maintain a project schedule in Microsoft Project and to update the project schedule with significant changes and percent completes on a regular basis. Assumptions • None. City Responsibilities • City to participate in project schedule reviews on a regular basis. Project Manager Status Meetings Woolpert will facilitate regular Project Manager Status Meetings with the City Project Manager. The Woolpert Project Manager and other Woolpert project team members, as appropriate, will participate in regularly scheduled project status meetings with the City Project Manager and designees, as appropriate, for the purpose of reviewing project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items, and deliverables in Figure 3 - Microsoft Project Gantt Chart City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 12 process or scheduled; 3) upcoming activities, action items, and deliverables; and 4) technical or contractual issues that require corrective action. Woolpert meeting participants will include Woolpert’s Project Manager and ad hoc team members, as required. City meeting participants will be as determined by the City Project Manager, or as requested by the Woolpert Project Manager. When feasible, Project Manager Status Meetings will be held on-site at City facilities in conjunction with other scheduled on-site tasks. Otherwise, Project Manager Status Meetings will be facilitated remotely using teleconference and web meeting tools. Deliverables • Woolpert to facilitate weekly Project Manager meetings. • Woolpert to author Meeting Minutes for each Project Manager meeting and to upload the minutes to project website. Assumptions • None. City Responsibilities • City to schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference calls. • City to review and accept project status reports, or otherwise provide comments within a reasonable time frame. • City to schedule meeting space and supporting technology peripherals suitable for on-site meetings. • City to coordinate and schedule meeting attendees. Internal Coordination Meetings Internal Woolpert-resource 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. The Woolpert Project Manager will utilize these meetings to gather information from project team members required to manage on-going resource loading. Deliverables • Regularly scheduled internal coordination meetings attended by Woolpert team members. Assumptions • See previous assumptions. City Responsibilities • None. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 13 Change Control This section defines how changes to the original objectives and/or deliverables defined in this Statement of Work will be handled. Both Woolpert and the City recognize that change is a normal part of the project life cycle. Woolpert believes that managing change to project scope, cost, and schedule is critical to a project’s success. We employ a comprehensive approach to change control. Woolpert’s established change control process is documented as follows. Any project team member (City or Woolpert) may initiate a change request whenever there is a perceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member will use a Change Control Notice (CCN) form as appropriate for the change: • Agreement to a change and execution of the CCN signifies agreement to a change in overall costs, functionality, time scales, schedule or other identified project impact. • Changes will be identified and communicated by/to the respective Project Managers by any of the prescribed communication channels. Change requests may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. • All CCN’s will be signed by both the City and Woolpert Project Managers to indicate acceptance of the changes. • All project participants should understand that time is of the essence when initiating, reviewing, negotiating, and approving requested changes, as any delays to work in progress caused by a CCN may impact the overall project schedule and budget. All change requests should be managed from their initiation through to their completion (acceptance or rejection) within five (5) business days from the start of the process. If the City and Woolpert Project Managers cannot reach common agreement on the request change within this time frame, the issue will be elevated to the next level of management (both City and Woolpert) for resolution. During the resolution process, all downstream project tasks potentially impacted by the requested change will be placed on hold until such time that resolution is achieved. Figure 4 - Sample Change Control Notice City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 14 The following workflow diagram graphically depicts the above detailed process: Figure 5 - Change Control Process Each Change Control Notice (CCN) will clearly document the following: • Date • Change Control Number • CCN Initiated By • Original Scope of Services (language from the original scope that is being considered for change) • Proposed Change (narrative of the proposed change(s) being sought) • Schedule Impact (details about the proposed change(s) impact to the overall project schedule • Fee Impact (details on the proposed change(s) impact to the project budget) • Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and the ways in which said risk will be mitigated) • Acceptance Signatures (Woolpert and City Project Managers) City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 15 Phase 1 – Integration Planning The only task in this phase is to plan the integration such that a complete Software Requirements Specification (SRS) document can be created. The SRS defines the integration in its entirety. The integration will be developed using a middleware called NService Bus (NSB). (NSB) is a tool that Woolpert licenses for development purposes but the City will use for free once the integration is deployed. NSB is a framework that allows the integration to reprocess errors (in the event of a temporary issue) such that they can be re-sent a set number of times before they are trapped and reported to the inte- gration administrator as an error. The integration administrator will use the free NSB portal to re-send the integration message once the cause of failure has been corrected. Critical Assumptions: The only business system involved in this integration effort are Cityworks, Esri and enQuesta. Woolpert will develop the integration components that extract data from or insert data into either Cityworks or the Esri geodatabase and will de- velop all code related to processing data through the NSB middleware. Woolpert will not develop any integration components that extract data from or insert data into any system other than these two. The City will be required to ensure the development, either by themselves or by a third-party, of all integration components that extract data from or insert data into enQuesta or any system / database that is not Cityworks or the Esri geodatabase. All Woolpert-assigned integration component development tasks should be assumed to include City-assigned integration component development tasks related to enQuesta. Task 1.1: Software Requirements Specification (SRS) Development Woolpert will conduct one remote Integration Pre-Planning Discovery meeting with Client project manager and key IT and Subject Matter Expert staff. Participants will discuss Client IT architecture and environments; any relevant Client policies and standards re- garding deployment of software into those environments; roles and responsibilities; and testing and deployment plans. Woolpert will deliver the meeting minutes documenting our understanding of these items following the meeting. Should Woolpert’s under- standing be incorrect, Client team should immediately contact the Woolpert project manager and a follow up discussion will be scheduled to gain clarity. Woolpert will conduct an on-site requirements-gathering meeting with key stakeholders from Client. Stakeholders will include a person designated as the lead Integration Administrator for Client; IT staff who will be responsible for administering the integra- tions; Subject Matter Experts (SMEs) for each system, and/or staff that are the primary point of contact with the vendor of the sys- tem; GIS staff (if the integration involves GIS assets); and end users of each system. During these meetings, Woolpert will lead stake- holders through discussions to identify what data is to be sent; whether the integration will be one-way or bi-directional; how fre- quently data will be sent; and what user workflows are involved. During or before these meetings, Client will provide Woolpert with necessary technical specifications to work with each 3rd party software interface (such as flat file format definitions; web service definitions; interface database table schema; etc.) as well as representative sample data. The result is a detailed, draft Software Requirements Specification (SRS) that Woolpert will provide to Client, which will include inte- gration requirements, data mappings, environment specifications, and assumptions. Woolpert will facilitate a remote review meet- ing with the stakeholders to discuss the comments and feedback from Client regarding their internal review of the SRS. Woolpert will finalize the SRS and submit a final version to Client’s integration team. During requirements meetings, the requirements and technical specifications defined in this scope (below) will be refined and, inevi- tably, changed. It is expected that the changes will not represent a significant difference in the total level of effort required; however if they do, Woolpert will discuss priorities and options with the client to determine what can be performed within the existing scope, and determining options for addressing anything that exceeds the original scope. Deliverables • Remote meeting of up to four (4) hours to discuss the architecture and environments; any relevant Client policies and standards regarding deployment of software into those environments; roles and responsibilities; and testing and deployment plans. • Up to two (2) days of onsite workshops to define the integrations to the point where the DRAFT SRS can be created. Integration Planning Deliverables • Integration Software Requirement Specification Document City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 16 • DRAFT version of the SRS document; sections to include: • Overview • Key relationships between records within and across systems • Data Work Flows and Assumptions • Integration Requirements • Data Mappings • Configuration Requirements • Formal remote review of the DRAFT SRS with City team for up to four (4) hours. • FINAL version of the SRS document. Assumptions • Woolpert will develop a DRAFT SRS in collaboration with the City so that there are few errors or omissions and the City team is delivered a document with the information that they are expecting. Therefore, a single review of, and update to, the DRAFT SRS will result in the FINAL version that is accepted by the City team. City Responsibilities • Many sections within the SRS document will require information about the enQuesta system as well as the Cityworks / Esri solutions with which it will integrate. The City is to ensure that these sections are written accurately and delivered to Woolpert for inclusion prior to delivery of the DRAFT and FINAL versions of the SRS document. • Review the DRAFT version of the SRS and be prepared to provide all feedback at the formal review meeting. • Accept the FINAL version of the SRS after all items identified in the formal review meeting have been addressed. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 17 Phase 2 –System Design and Configuration Though this project is largely an integration effort, the Meter Shop may require some workflows that are not integrated with the enQuesta solution. During this phase, Woolpert will lead discover, document findings, and build the identified configurations to support both the enQuesta- integrated and non-integrated Cityworks configurations required by the Meter Shop staff. Woolpert will provide a short demonstration of the Cityworks functionality to the Meter Shop core implementation team members. Following that introductory session, Woolpert will facilitate a single round of Configuration effort to include discussions about the Service Request / Work Order / Inspection processes and the material management / storeroom processes. Critical Assumptions: The Utilities Department has been successfully using Cityworks to process service requests, work orders and inspections for several years. They have strong analyst / technical / GIS support personnel who will facilitate the collection of configuration information beyond the onsite workshop time, if necessary, and provide that information to the Woolpert team in a format consistent with information they’ve provided to Woolpert on past implementation projects. Task 2.1: Develop Configuration Document Woolpert will compile the asset management program data gathered and docu- mented through the multiple on-site workshops and other related project meet- ings completed project-to-date (pre-planning discovery) and distill this infor- mation into a series of organized configuration documents. This configuration documentation, consisting of standard AM system elements, as well as the cus- tomized details required to support the Client’s specific asset management pro- gram, will be used to guide the configuration of the AM system such that it is lo- calized to the Client’s specific work order and asset maintenance management re- quirements. 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 dura- tion with the Client’s technical team. Assumptions • All above listed tasks will be performed remotely. Client Responsibilities • Review the prepared Draft Configuration documentation. • Participate in the remote review meeting. System Design and Configuration Deliverables • Configuration Document • Configured Cityworks Solution Figure 6: Sample AM System Configuration Documentation Table of Contents City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 18 Task 2.2: Provide Asset Management System Configuration Training Woolpert will facilitate an on-site configuration training course for the purpose of providing the Client’s project team members with the AM software knowledge needed to support the system design and implementation decisions. Configuration Training will be comprised of a two-day curriculum designed to cover all relative aspects of the AM system configuration. Completion of the configu- ration training will ensure the Client’s project participants (those with implementation responsibilities) are provided with enough exposure to, and understanding of, the AM software work order and asset management functionality such that they are able to make smart and informed configuration decisions as they relate to the overall implementation objectives. The intent of the Configu- ration Training is not to provide the skills needed to maintain the daily operations of the system. This End-User Training is provided at a later date. Configuration Training will be facilitated in a classroom environment (computer lab or training room) on-site at the Client’s facilities. Deliverables • Woolpert will develop a Configuration Training agenda and provide same to the Client project manager. • Woolpert will provide a single four (4) hour session for Configuration Training. Assumptions • Training will be facilitated utilizing the existing Cityworks TEST environment. • Woolpert will have the necessary access to the AM software environment installed on-premises to perform training. Client Responsibilities • Client project manager to review and accept agenda for training. • Client project manager to schedule and accommodate the appropriate Client project team members such that they are availa- ble, without undue interruption, for the required number of days. • Client project manager will ensure site readiness and staff participation for the training. • Client project manager will provide a conference room or training room with a projector. During Configuration Training, individ- ual computers are not needed for the participants. The software functionality will be demonstrated from the instructor’s com- puter. • Client project manager will secure an appropriate training facility suitable for participants. Task 2.3: Facilitate Core AM Software Configuration Woolpert will facilitate the Core AM Software Configuration in a single on-site configuration workshop. The workshop will address: • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system. • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establishing 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. Exam- ples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times, maintenance activities are initiated starting with a service request whose purpose is to determine if work is necessary or not. • Inspections. Templated for inspections where detailed results are recorded for each observation. • Reporting. Current or future expected reports will be discussed and designed. Woolpert will update the System Configuration Document upon completion of the configuration workshops. At the end of the work- shops, there will be a set of action items for the Client team members, such as compiling a list of employees, work crews, and con- tractors, as well as hard copies of work orders, reports, inspection forms, and other relevant data sets. Woolpert will prepare a de- tailed list of action items and submit them to the Client project manager. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 19 Deliverables • Woolpert will facilitate one (1) on-site configuration workshops for up to eight (8) hours. • Woolpert will update the configuration documentation based on the outcome of the workshop and the information provided as a result of the workshop requests. • Woolpert will perform system configuration in the Client’s on-premises development environment via remote access. • Woolpert will facilitate a single remote in-process configuration review meetings for 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 uninterrupted. • Most of the configuration requirements will be generated from the integration discussion, which is why only one configuration workshop is scheduled. • Client Cityworks administrator can provide configuration guidance to the client team after the workshop, if necessary, and pro- vide any new information to Woolpert for inclusion in the system configuration. • There will be approximately 20 Cityworks Work Order templates that integrate with enQuesta. No Cityworks Work Order tem- plates will integrate with any other systems. • No Cityworks Service Request or Inspection templates will integrate with enQuesta or any other system. 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 missing asset inventory. • Client Cityworks administrator will follow up with client core implementation team regarding any configuration items not final- ized during the workshop. Task 2.4: Facilitate Storeroom Configuration Materials management and inventory control procedures play a significant role in properly deployed asset maintenance manage- ment solutions. As materials are added to work orders, they need to be depleted from the stock and the cost of the materials added to the work orders; as materials are depleted from stock, they need to be requisitioned from the various vendors. This task is fo- cused on configuring the materials management module of the AM software to achieve these objectives. The effort required to inte- grate the AM software with the Client’s purchasing and inventory system of record is addressed in the Systems Integration tasks. Deliverables • Woolpert will facilitate one on-site configuration workshops immediately following the AMS configuration workshop for up to four (4) hours. • Woolpert will update the configuration documentation based on the outcome of the first round of configuration workshops. • Woolpert will perform system configuration in the Client’s on-premises development environment via remote access. • Woolpert will facilitate in-process configuration review meetings, each up to two (2) hours in duration, with the Client’s tech- nical team. • Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s technical team. Assumptions • All workshop preparation activities will be performed remotely. • Actual workshops will be administered on-site at Client facilities. • Client staff participating in the configuration workshops will do so uninterrupted. • Client Cityworks administrator can provide configuration guidance to the client team after the workshop, if necessary, and pro- vide any new information to Woolpert for inclusion in the system configuration. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 20 • All components at a Servicer Location will be tracked as materials. Two of those materials (Meters and ERTs) will also be tracked as assets in the GIS. Client Responsibilities • Secure an appropriate workshop facility. • Coordinate and schedule workshop participants. • Workshop participants shall actively participate in workshop activities. Task 2.5: Phase 2 Quality Control Woolpert will apply the Quality Management Process stated earlier in this scope document to Phase 2 tasks, activities and deliverables. Task 2.6: Phase 2 Acceptance and Close This is the Phase exit document that the City Project Manager signs indicating Woolpert has delivered the Configuration phase in accordance with the Scope of Work and Project Plan. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 21 Phase 3 – Advanced Configuration and Functionality The sole effort in this phase is to develop and test the Citywors-enQuesta integration components to the point where they are accepted by the City team and ready to be moved into the live Production Cityworks environment.. Legacy data migrations and custom report development efforts are not included in this scope of services. To some degree, data migration may be accomplished via the integration, if synchronizing the meter and ERT records between enQuesta and the GIS tables is deemed necessary. Else, the City team will determine the best method for ensuring that the initial data sets are loaded in the proper locations prior to going live with the Meter Shop’s use of Cityworks. Custom reports have been excluded from this scope of work be the City has staffed the Utilities Department with an experienced Cityworks Administrator who can design and develop advanced reports without assistance. Cityworks queries and inboxes will be identified during the configuration workshops and developed with users during the end-user training tasks. Task 3.1: System Integrations This task is to develop and test the integration components necessary to support the Cityworks-enQuesta integration. To support the integration, asset data for the Meters and ERTs will be synchronized between enQuesta and the GIS. Cityworks-enQuesta Integration There will be many touch-points to the Cityworks-enQuesta integration. Each time the systems exchange information, there are two end-points to develop, one for extracting data to be sent from the source system and one for inserting data into the target system. Woolpert will use a middleware called NService Bus (NSB) to manage the hand-off between the endpoints. NSB will provide error handling. Errors will be automatically re-processed a set number of times. If the error reprocesses successfully, then the data transferred is considered a success and no further action is required. If the error persists after the re-processing efforts, then the data transfer message is sent to a queue for manual intervention. An integration administrator will need to investigate the error, correct the issue, and manually trigger the data transfer to re-try. When the data successfully processes, the error is resolved. Managing errors using NSB will be documented in an Integration Admin Guide. GIS-enQuesta Integration The enQuesta database will be the system of record for Meter and ERT records. This integration will be a one-way syn- chronization between the records in enQuesta and the records in the GIS. There are several approaches to creating this integration. Using the preferred approach, a regularly scheduled integration will retrieve newly added and updated me- ter / ERT records from CIS and add or update them in GIS. The integration will use an ArcGIS Server feature service to add and update features. This assumes Enquesta or a 3rd party vendor will provide an interface (API or database table) which allows for the re- trieval of added or updated records by timestamp. When an updated record is received, the integration will simply over- write all supplied data fields with the new values; it will not attempt to compare new and old values to identify or con- firm changes. Advanced Configuration and Func- tionality Deliverables • Cityworks-enQuesta System Integration City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 22 If it is not possible to retrieve the information from Enquesta this way, we will discuss alternate approaches to retrieving the data. Integration Development The integration specifications developed during the Integration Planning phase will serve as the blueprint for this development task. Woolpert and the City will each have similar tasks in the development of the end-to-end integrations between Cityworks and enQuesta. In this document, only the Woolpert tasks will be described in detail. The City will need to determine which tasks need to be undertaken by their team. Woolpert will create a development environment on Woolpert’s network with a copy of City’s Cityworks and, if necessary, GIS solutions. Woolpert will develop mock interfaces to represent the enQuesta software according to the technical specifications defined for the interface in the SRS. Woolpert will develop and test the system integration components that extract data from, or insert data into, either the Cityworks or GIS databases in this environment. When the integration components are functional, Woolpert will demonstrate that the successfully extract data from and insert data into the Cityworks and GIS databases. The City will develop integration components that extract data from and insert data into the enQuesta database. The City may develop their integration components in an environment that includes working Cityworks and GIS applications. Is so, they will not need to develop mock integration technologies. When the City’s integration components are functional, they will provide a demonstration of the working components to the Woolpert team. After component testing is complete, Woolpert will schedule time with the City to deploy the integrations within City’s test environment. Woolpert will assist the City’s Integration Administrator during a remote session (via WebEx) as s/he installs and configures the integrations in City’s test environment. This remote session will serve as hands-on training for the City’s Integration Administrator so that s/he has the knowledge needed to manage the integrations. Following the installation onto the City’s test environment, the Woolpert developer and the City’s Integration Administrator, with support from Subject Matter Experts for each system, will perform Endpoint Communication Testing (ECT) – that is, they will kick off actions that will demonstrate that data can successfully get from system A to system B. The intent of this is simply to make sure that the two systems are communicating as expected and that the testing environment stable and ready for more thorough testing. At this point, thorough Integration Acceptance Testing (IAT) will begin. Woolpert will provide a draft Integration Administrator’s guide. This document will include a system architecture overview; installation instructions; Cityworks configuration requirements; information on administering, managing, and configuring the integration; and logging information. Certain portions of this guide, those related to the enQuesta integration components, will need to be developed by the City’s team Integration Development Woolpert and the City Integration Administrator will use the SRS as the basis for creating Integration Acceptance Test (IAT) Scripts, which incorporate necessary business processes as needed. Woolpert will conduct a remote workshop meeting to discuss the approach to developing the IAT Scripts according to the City’s policies and Woolpert recommendations, and to produce a sample testing script. A City Integration Testing Team consisting of a Subject Matter Expert for each system (Cityworks, Esri and enQuesta) and the Integration Administrator will participate in the workshop, and then will produce the necessary IAT scripts. Woolpert will review these and provide feedback within five (5) business days. When the Endpoint Communication Testing is complete and the IAT scripts are ready, the Integration Testing Team will work together to conduct the test, and record successes and failures. The team will log any issues found. Woolpert will address the issues and provide updates to the Integration Administrator. After the IAT is complete and each integration has been verified to meet each requirement, Woolpert will make any necessary updates to the Integration City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 23 Administrator’s Guide and deliver a final document. Should the Woolert-developed integration components require modification, Woolpert will make those changes on the Woolpert environment and supply them to the City’s Integration Administrator. The City’s Integration Administrator will re-install the components in the same manner that they were initially installed without Woolpert assistance. Upon acceptance of the integration components, Woolpert enQuesta to GIS Integration: One-way This will be a one-way integration going from enQuesta into ArcSDE. The integration will monitor for Meter and ERT records created or retired in enQuesta. This integration will run nightly due the fact that it will be a resource-intensive process. Assumptions: • The integration will have access to a version of the target tables (Meters and ERTs) in ArcSDE. Although the version may be dropped and recreated, the name will not change. • Only Meters and ERTs will be handled via this integration. • The City will develop the integration component(s) that provide the Meter and ERT information out of enQuesta. enQuesta-Cityworks Work Integration: Two-way This will be a two-way integration linking enQuesta Service Order (SO) records and Cityworks work order records. Information is expected to be shared across the systems at several trigger points: • New SO created in enQuesta • Existing SO in cancelled in enQuesta • Work order updated, closed, or cancelled in Cityworks A list of work order types that will be handled by the integration be identified during the creation of the Software Requirements Specification (SRS). No unique functionality will be handled across the work order types; all similar integration triggers will pass the same information. Information to be passed between the system may include: • Work type • ID numbers (SO/WO) • Description • Category (preventive, corrective, predictive) • Status • Priority • Location description • Address • Comments • Personnel who initiated/assigned/performed work • Asset information (e.g., meter or AMR identifier) • Initiated date • Projected Start date • Projected finish date • Actual start date • Actual finish date • Comments • Instructions • Account City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 24 Assumptions: • The integration will have access to a version of the Meter and ERT tables. Although the version may be dropped and recreated, the name will not change. • Only Meters and ERTs will be handled via this integration. • The City will develop the integration component(s) that provides the Service Order information from, and inserts the Work Order information into, enQuesta. Deliverables • Woolpert to develop a Cityworks / GIS environment on Woolpert infrastructure. • Woolpert to develop the integration component for each of the following ten (10) endpoints: o Endpoint 1: Service Order (poll picks up from enQuesta) o Endpoint 2: New Work Order (sends to Cityworks API) o Endpoint 3: Closed Work Order (6 main types - install, remove, replace, test, read, other) o Endpoint 4: Closed Service Order (received in enQuesta) o Endpoint 5: New Work Order (created in Cityworks) o Endpoint 6: New Service Order (sent from Cityworks) o Endpoint 7: Service Order cancelled (from enQuesta) o Endpoint 8: Cancel Work Order in Cityworks (from enQuesta) o Endpoint 9: Work Order Cancelled in Cityworks (sent from Cityworks) o Endpoint 10: Cancel SO in Enquesta (from Cityworks) • Woolpert to develop no more than two (2) nightly synchronizations between enQuesta and the GIS to update the Meter and ERT records in the GIS with the necessary changes. • Woolpert to demonstrate working integration components for each of the ten (10) endpoints. • Woolpert to observe and provide feedback on the City-developed integration endpoints. • Woolpert to develop installers / scripts to load the integration components into different environment. • Woolpert to assist the city in the initial installation of the Woolpert-developed integration components in the City’s Test environment and facilitate Endpoint Communication Testing • Woolpert to facilitate remote call to discuss how to develop integration testing scripts. • Woolpert to review and provide feedback on the City-developed integration testing scripts. • Woolpert to facilitate integration testing, make the necessary changes to the Woolpert-developed integration components, and provide them to the City Integration Administrator for re-installation. Assumptions • Woolpert will use NService Bus as the middleware / messaging / error handling solution. • Woolpert will develop integration components that extract data from, or insert data into, the Cityworks and Esri GIS software solutions. • City Technical Team will be responsible for developing, or contracting with a third-party for the development of, the integration components that extract data from, or insert data into, software systems other that Cityworks and the Esri GIS. • All 3rd party software solutions (those other than Cityworks and Esri) have documented interface capabilities (flat file, interface tables, or web APIs) that support the necessary data exchange. • City Integration Team,d business unit staff, and contracted 3rd party developers familiar with the 3rd party systems will be available and will attend each workshop; where City relies on external contractors City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 25 as subject matter experts City will ensure that these external experts attend, are prepared for and actively participate in the workshops. • The SRS document is complete and signed-off on by the City prior to commencement of any development activities. City Responsibilities • City to develop a suitable environment for developing their integration components. • City to develop the integration component for the endpoints that pass data to, or accept data from, the Woolpert-developed endpoints. • City to develop the enQuesta extracts that provide the necessary information to the two (2) nightly synchronizations between enQuesta and the GIS to update the Meter and ERT records in the GIS. • City to demonstrate working integration components for each of the endpoints. • City to observe and provide feedback on the Woolpert-developed integration endpoints. • City to develop a method, as appropriate, to load the integration components into different environments. • City to install the integration components in different environments, as necessary, for testing activities and go-live. • City to attend remote call to discuss how to develop integration testing scripts. • City to develop integration testing scripts. • City to update integration testing scripts per feedback provided by Woolpert. • City to participate in integration testing, make the necessary changes to the City-developed integration components, and re-install modified integration components for re-testing. Task 3.2: Legacy Data Migrations No legacy data migration is included in this scope of work. The only records that may require migration are the Meter and ERT records from enQuesta to the GIS. If this migration is required, then the expectation is that the City team will perform the migration. Task 3.3: Custom Reports and Metrics No custom report or metric development is included in this scope of work. The Utilities department has been using Cityworks AMS for over 4 years. Their Cityworks administrator is an experienced report developer and will create any custom reports or metrics required by the Meter Shop. WBS Task 3.4: Phase 3 Quality Control Woolpert will apply the Quality Management Process stated earlier in this scope document to Phase 3 tasks, activities and deliverables. WBS Task 3.5: Phase 3 Acceptance and Close This is the Phase exit document that City signs indicating Woolpert has delivered the Advanced Functionality Phase in accordance with the Scope of Work and Project Plan. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 26 Phase 4: System Deployment Once the Cityworks AMS solution has been configured, along with any critical related applications (inventory management, mobile, custom integrations), there are still a number of critical tasks that must be completed before the solution is placed into a production environment. Woolpert’s implementa- tion team will lead the City’s technical team through a series of related de- ployment tasks that will ensure a fully tested and accepted solution as well as a City team of fully trained system administrators and end users ready to put the system to use on a daily basis. Both the City and Woolpert understand that this project is largely an integra- tion effort which will drive configuration changes. But since the Meter Shop is not currently using Cityworks, there may be some non-integrated work- flows identified during the configuration workshops. These deployment efforts come after the integration components are accepted by the City so these efforts will focus on testing the non-integrated configurations and work processes. Woolpert will assist the City system administrators in developing a thorough Testing and Acceptance Plan, designed to step the con- figured solution through all of the technical and functional requirements that the system was configured to support. Following ac- ceptance of the test plan, Woolpert will facilitate a series of Tester Training classes for the City’s selected testing team. Immediately upon completion of this training, the City’s testing team will execute the User Acceptance Testing program in accordance with the plan. While it is the City’s responsibility to assemble a testing team and manage the testing procedures in-house, Woolpert staff will be made available to provide the scoped onsite and ad-hoc remote assistance. Once the system testing has been completed, and all of the resultant configuration updates have been made, Woolpert will deliver the required end-user training. This training will be scheduled and delivered “just in time”, immediately prior to the Go-Live activities to ensure system administrators and end users are prepared to adopt and embrace the new technology solutions right out of the gate. The final deployment task is for Woolpert to assist the City system administrators in migrating the solution from the Development / Testing environment to a live Production environment and provide on-site Go-Live support for the first several days that the new system is being placed into productive use. Task 4.1: Develop Non-Integrated Configuration User Acceptance Testing Plans The focus of system testing efforts is to thoroughly test the newly installed / configured AM System solution’s non-integrated config- urations and work processes and ensure all delivered functionality (application workflows, templates, reports, interfaces) are properly functioning. At this point in the project, all integration-related configurations and work flows should be tested and ac- cepted by the city. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared AM System Configuration documents. Functional metrics that the AM System configuration must successfully achieve prior to being promoted to the City’s production environment will be defined. Additionally, test scenarios designed to step City 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 City testing team and Woolpert and will serve as the “script” for testing and approving the system configuration. The test plan will address the AM System functionality specified and configured per the Project Plan. Deliverables • Woolpert will prepare and deliver the draft Testing and Acceptance Plan to the City project manager. • Woolpert will facilitate a remote review meeting with the City’s testing team. • Woolpert will update the testing and Acceptance Plan per the results of the review meeting and re-submit to the City’s PM Key Core System Deployment (Phase 4) Deliverables •User Acceptance and Testing (UAT) Plan •Tester Training •UAT Support •End-User Training •Go-Live Support City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 27 Assumptions • The Testing and Acceptance Plan will be developed per common agreement between the City and Woolpert. • The Testing and Acceptance Plan will derive from the system configuration documents and project plan. City Responsibilities • The City’s project manager and members of the testing team must thoroughly review and understand the Testing and Ac- ceptance Plan. Task 4.2: Facilitate User Acceptance Testing It will be the responsibility of the City to select a number of end-users who will provide testing of the newly configured Cityworks solution. In order to effectively test the system in accordance with the UAT Plan, training will be provided to these end-users, and these end users will perform the testing with Woolpert on-site support. Woolpert will train the City testing team on how to execute the test plan and record the results. Woolpert will act as a proctor in a testing room to support the testers and correct configuration issues during the tester training week. Beyond the tester training week, the City testing team is expected to complete all system testing and record their results on the Test Plan documents. Woolpert will provide remote support for the testers and correct all issues at the conclusion of the testing period. Woolpert will support the City’s retesting activities remotely via WebEx. Deliverables • Woolpert will deliver the necessary training materials to the City’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. Tester training will not exceed one (1) day. • Immediately following tester training, Woolpert will provide onsite testing support for up to two (2) days. During this time, Woolpert will immediately correct issues so the City team can immediately retest and accept the corrections. • Woolpert will provide up to twenty-four (24) hours of remote support after the onsite testing activities for the following: o Support City testers as they complete testing activities that could not be completed in the time allotted for onsite testing. o Correct and facilitate the retesting of issues that could not be corrected and retested in the time allotted for onsite testing. • Woolpert will update the AMS configuration with modifications from the acceptance testing process. • Woolpert will update the configuration documentation to reflect changes as a result of the acceptance testing. Assumptions • The City understands that failure to provide the City testing team with the appropriate training documents will impact Woolpert’s ability to properly train these users in the time allotted for classroom training. • The City understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert – City training team being unable to provide the required training to the City testers. • The City understands that failure to properly prepare for and participate in the training sessions will significantly impact the City testing team’s ability to effectively make use of the configured AM System application. City Responsibilities • Distribute training materials to the City testing team prior to the scheduled training sessions. • Ensure training room is prepared in advance. • The City’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 City testing team members such that they are available, without undue inter- ruption, for the required number of days. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 28 Task 4.3: Provide End-User Training It is important that end-user training be timed to occur immediately prior to beginning live use of the system in the Production envi- ronment. Since there is only one department (Meter Shop) who will begin using Cityworks at this time and the number of new users will be small, Woolpert will conduct all end user training classes. Also, since the Utilities Department already has an experienced Cityworks Administrator, Woolpert will not conduct Admin training. Completion of the training efforts will result in Meter Shop end-users being provided the system knowledge and capabilities neces- sary to and use the configured Cityworks AMS and integrated applications in an effective manner such that the City’s over-arching business objectives can be met through use of the newly configured system. The two (2) training classes that will be provided are for processes work activities (Service Requests, Work Orders and Inspections) and storeroom / material management activities. Each will include training system navigation, generating queries, using the map and other functions that may be a normal part of the trainee’s job function. Deliverables • Standard Cityworks training materials • Woolpert will facilitate the following training courses over a period of four (4) days: o Work Management Class 1 of 2 ............................................................................. 12 hours o Work Management Class 2 of 2 ............................................................................. 12 hours o Storeroom Management ....................................................................................... 8 hours • Class sizes will be limited to no more than ten (10) if a single instructor is conducting the class with no assistance; class sizes can increase to up to twenty (20) if a properly trained resource, City or Woolpert, assists the lead instructor Assumptions • The City has an adequate training facility that can accommodate the resultant number of staff to be trained; each ac- cessing the AM system on their own workstation • Class sizes will be appropriately limited City Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants • Training participants shall actively participate in training activities Task 4.4: Go-Live & Support As part of the go-live preparation activities (cutover), Woolpert will migrate the configured and approved Cityworks AMS configura- tions from the Development environment to the Production environment and support the City’s Integration Administrator in loading the Woolpert-developed integration components to the Production environment. The City will be responsible for making and neces- sary changes to the GIS and for loading the enQuesta-related integration components to the Production environment. Immediately following cutover, Woolpert will provide Go-Live assistance to Meter Shop Cityworks users during the first few days of system usage in the Production environment. Woolpert will assist the City’s end-users and system administrators with a combination of onsite configuration issues and application usage and remote integration support. Deliverables • Woolpert will provide up to thirty-two (32) hours of onsite Configuration (user) support and up to thirty-two (32) hours of remote integration support. Assumptions • The City’s project manager will provide project sign-off within an agreed upon timeframe following Go-Live. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 29 City Responsibilities • The City’s project manager, Cityworks administrators, 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 City is internally capable of supporting the newly deployed Cityworks AMS solution. The City system administrators and IT support staff will benefit from learning basic AM System troubleshoot- ing routines during this time. Task 4.5: Phase 4 Quality Control Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 4.6: Phase 4 Acceptance and Close This is the Phase 4 exit document that the City 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 City, Woolpert will provide a project close document for signature by the City, signifying that all items listed within this scope of work have been completed. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 30 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: $290,234.00 PROJECT MANAGEMENT $39,275.00 PHASE 1: IMPLEMENTATION PLANNING $22,762.00 Task 1.1: Software Requirements Specifications $20,962.00 Task 1.2: Phase 1 Quality Control $1,800.00 PHASE 2: SYSTEM DESIGN AND CONFIGURATION $35,226.00 Task 2.1: Prepare Configuration Documentation $2,094.00 Task 2.2: Configuration Training for Core Team $2,840.00 Task 2.3: Core Cityworks AMS Configuration $19.298.00 Task 2.4: Cityworks Storeroom Configuration $8,294.00 Task 2.5: Phase 2 Quality Control $2,700.00 PHASE 3: ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIGURATION $140,648.00 Task 3.1: Application Interfaces $135,248.00 Task 3.1.1:Perform Data Conversion of Legacy Data $74,300.00 Task 3.1.2: Develop Custom Reports and Dashboards $58,800.00 Task 3.1.3: Phase 3 Quality Control $2,148.00 Task 3.2: Phase 3 Quality Control $5,400.00 PHASE 4: SYSTEM DEPLOYMENT $52,323.00 Task 4.1: Develop Non-Integrated Configuration Test Plan $6,494.00 Task 4.2: User Acceptance Testing $13,406.00 Task 4.3: Provide End-User Training $10,761.00 Task 4.4: Provide Go-Live Support $18,962.00 Task 4.5: Quality Control $2,700.00 City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 31 T&M Rate Sheet Woolpert’s current rate schedule, for non-scoped implementation services offered on a Time & Material basis, are as listed in the following table. These rates are valid through December 31, 2019. Resource Name Hourly Rate Practice Leader ............................................................ $235.00/hr Project Director ........................................................... $225.00/hr Project Manager ........................................................... $192.00/hr Group Manager ............................................................. $184.00/hr Subject Matter Specialists ............................................... $215.00/hr Senior Developer .......................................................... $190.00/hr Developer ................................................................... $175.00/hr Senior Systems Analyst ................................................... $155.00/hr System Analyst ............................................................. $130.00/hr Admin........................................................................ $80.00/hr Engineering Services Committee Meeting 1/8/2019 1:15 PM Approval of additional funds for current Professional Services Contract with Woolpert, Inc. to implement Phase II of Augusta Utilities Cityworks Asset Management Software (AMS) for the Metering and Customer Service Divisions and integrate with enQuesta CI Department:Utilities Presenter:Tom Wiedmeier Caption:Approval Additional Funding of Professional Services Contract to implement Cityworks AMS software and Integrate with enQuesta CIS Software in the amount of $200,000.00. Background:Through the Augusta Procurement process (RFP 12-221), Augusta Utilities contracted with Woolpert, Inc. in 2014 to implement Cityworks Asset Management Software (AMS) for the Construction and Maintenance and Facilities Maintenance Divisions. At the time, CIS Software (enQuesta) utilized by the Metering and Customer Service Divisions was in the midst of a major software upgrade. The inclusion of the Metering and Customer Service Divisions in the 2014 implementation was delayed due to the enQuesta upgrade. With the enQuesta upgrade now complete, AUD would like to move into the next phase of this project and complete the Cityworks implementation and integration for Metering and Customer Service. Analysis:The intent of the Cityworks implementation for the Metering and Customer Service Divisions is to provide a seamless two- way communication venue between Metering Division field workers and Customer Service representatives. This implementation will provide a means for Customer Service staff members to initiate field service work orders in their native (enQuesta System), have them communicated to the Metering Staff as a Cityworks work order. Once a work order is completed in Cityworks, notification will be automatically sent back to enQuesta to update the customer database record. The intent of this real time automation is to speed communication between the Customer Service staff and the Metering staff, eliminate duplicate data entry and ensure accurate communication between the two groups. This work will be performed on a time and materials basis estimated to cost $290,000. There remains approximately $90,000 in funds previously approved; we therefore request approval of an additional $200,000. Financial Impact:Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 Alternatives:No alternatives recommended. Recommendation:Approval of PhaseII of the Professional Services contract with Woolpert, Inc. to implement Cityworks and integrate with CIS enQuesta Software for the AUD Metering and Customer Service Divisions. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, September 14, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-278 Articulated Dump Truck – Augusta, GA Environmental Services Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, August 31, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 9, 16, 23, 30, 2018 Metro Courier August 9, 2018 OFFICIAL Vendors Tractor & Eqquipment 3809 Mike Padgett Hwy Augusta, GA 30906 May Heavy Equipment, LLC 1330 Buckner Road Columbia, SC 29203 Flint Construction 1900 William Few Pkwy Grovetown, GA 30813 Yancey Brothers 4165 Mike Padgett Hwy Augusta, GA 30906 Attachment B Yes Yes Yes Yes E-Verify Number 49526 800934053 344722 686717 SAVE Form Yes Yes Yes Yes Year 2018 2018 2018 2018 Brand Komatsu BELL John Deere CATERPILLAR Model HM305 30E 310E 730 Bid Price $410,600.00 $318,350.00 $365,480.13 $368,410.00 Delivery Date 12/30/2018 10 DAYS ARO 90-120 Days ARO 60-90 Days ARO ARTICULATED TRUCK OR APPROVED EQUAL Total Number Specifications Mailed Out: 33 Total Number Specifications Download (Demandstar): 83 Total Electronic Notifications (Demandstar): 2 Total Number of Specifications Mailed Out to Local Vendors: 15 Total packages submitted: 4 Total Non-Compliant: 0 Bid Opening Item #18-278 Articulated Dumpr Truck for Augusta, Georgia – Environmental Services Department Bid Due: Friday, September 14, 2018 @ 11:00 a.m. Page 1 of 1 Engineering Services Committee Meeting 1/8/2019 1:15 PM Approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers Department:Environmental Services Presenter:Lori Videtto Caption:Approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers. Background:The articulated dump truck is used in and around the landfill property to haul materials. Its large 30-Ton capacity and off- road capabilities are necessary in the daily landfill operations to haul cover dirt, insure the proper amount of fire dirt is in place, move materials, and insure compliant operation of the facility. The vehicle being replaced has been in operation for over 10 years and has exceeded its recommended useful life. Analysis:Four bids were received for this truck. It is ESD’s recommendation that the truck be purchased from Yancey. This is not the lowest price option, however, the two lower priced bids did not meet the specifications. May Equipment offered the Bell 30E, however they only service portions of the vehicle, while the motor would be serviced by a third party Merdeces Benz provider. Further, the service center is located 84 miles away in Columbia, SC, adding additional time, and expense to any repair (the specification requested a service center within 25 miles). Finally, the warranty offered was 1-year, 2000-hours. The next lowest price was offered by Flint Construction, which offered the John Deere 310E. This truck has less horsepower (549 HP) than is offered in the Caterpillar truck (674 HP) which is a concern due to the varied terrain of the landfill; and the warranty offered at 1-year/1000-hours did not meet the specification. Finally, the Caterpillar truck did meet the specifications and they offered the strongest warranty to cover 3-years/3000-hours for powertrain, hydraulics, and technology, and the delivery time is acceptable to the landfill operations. Financial Impact:Funds are available in the amount of $368,410.00 in account 542-04-4210/54.22210. Alternatives:1. Award the purchase to another vendor. 2. Do not award and request the Department re-bid the truck. Recommendation:1. Approve the award to Yancey Brothers Funds are Available in the Following Accounts: Funds are available in the amount of $368,410.00 in account 542-04-4210/54.22210. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Request for Qualifications Request for Qualifications will be received at this office until Tuesday, August 28, 2018 @ 11:00 a.m. for furnishing: RFQ Item #18-263 Task Order Program for Water and Sewer Infrastructure for Augusta, GA – Utilities Department Qualifications will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Request for Qualification (RFQ) documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Qualification Conference will be held on Friday, August 10, 2018, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. 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, July 14, 2018 @ 5:00 P.M. No RFQ will be accepted by fax, all must be received by mail or hand delivered. No RFQ may be withdrawn for a period of sixty (60) days after qualifications have been opened, pending the execution of contract with the successful vendor. Request for qualifications (RFQ) and specifications. An RFQ 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 request for qualification 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 waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle July 19, 26, August 2, 9, 2018 Metro Courier July 19, 2018 OFFICIAL VENDORS Attachment "B"E-Verify #SAVE Form Original 7 Copies North American Pipeline 62 Hamby Rd SE Marietta, GA 30067 Yes 132184 Yes Yes Yes Reynolds Construction 300 East Broad Street Fairburn, GA 30213 Yes 1194932 Yes Yes Yes Legacy Water Group, LLC 10130 Bob Williams Parkway Covington, GA 30014 Yes 798569 Yes Yes Yes CBH Excavation 678 Heggies Ridge Drive Appling, GA 30802 Yes 321326 Yes Yes Yes Blair Construction, Inc. P.O. Box 770 Evans, GA 30809 Yes 224004 Yes Yes Yes Beams Construction, Inc. 15030 Atomic Road Beech Island, SC 29842 Yes 167300 Yes Yes Yes Gearig Civil Works 322 Grimaude Blvd. Grovetown, GA 30813 Yes 226337 Yes Yes Yes Garnto Southern Construction, LLC 4811 Clark Drive Evans, GA 30809 Yes 225651 Yes Yes Yes RFQ Item #18-263 Task Order Program for Water & Sewer Infrastructure for Augusta, Georgia - Utilities Department RFQ Date: Tuesday, August 28, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 16 Total Electronic Notifications (Demandstar): 564 Pre-Qualifications/Telephone Conference Attendees: N/A Total packages submitted: 8 Total Noncompliant: 0 Page 1 of 1 Engineering Services Committee Meeting 1/8/2019 1:15 PM Consider approving RFQ #18-263: Task Order Program (2018) for Water and Sewer Infrastructure for the Utilities Department in the amount of $6,000,000.00 for execution by qualified and preselected contractors. Department:Utilities Department Presenter:Tom Wiedmeier Caption:Motion to approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 for execution by Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC as qualified and selected contractors. Background:The intent of this solicitation is to establish a pool of qualified contractors from which Augusta Utilities will solicit expedited bids for work throughout Augusta and Fort Gordon. The types of work anticipated for the Task Order Program are emergency repairs or smaller construction projects that require resources beyond those of the Department. Larger projects would still be bid in the normal fashion. The purpose of the Task Order Program is to solicit competitive bids from the pool as projects arise. Analysis:AUD has evaluated Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC proposal(s) to participate in the Task Order Program. The Task Order Program and these recommended contractors will allow us to handle emergencies and smaller construction projects more effectively and efficiently. Financial Impact:The construction funds available for this project are $6,000,000.00. These funds are available from account 507043490-5425410 / 88886666-5425410 Alternatives:Rejection of this RFQ Contractor Selection would delay the Utilities Department’s ability to execute planned and emergency repairs of the water/sewer infrastructure system throughout Augusta-Richmond County. Recommendation:Recommend Commission approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 Funds are Available in the Following Accounts: $6,000,000.00 from account 507043490-5425410 / 88886666- 5425410 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 2018-P43 Proposal Letter.docx November 9, 2018 Mr. Steven M. Behrend, P.E. Augusta Utilities Department 452 Walker Street Suite 200 Augusta, GA 30901 Re: Fort Gordon, B Street Water Main Replacement Dear Mr. Behrend: Zimmerman, Evans & Leopold, Inc. (ZEL) proposes to provide engineering services to the Augusta Utilities Department (AUD) for construction of B Street Water Main Replacement on Fort Gordon. The water main replacement will consist of approximately 4500 linear feet of 12” water main routed from Rice Road to 25th Street. Detailed design will be accomplished in three (3) phases, 30 percent, 60 percent, and Final Design, to provide AUD staff with ample opportunity for input and review. Final Design will be concluded with a complete bid ready set of construction drawings and project specifications. SCOPE OF WORK Preliminary Design Phase A. Evaluation of Existing Conditions: ZEL will meet with AUD staff to determine the appropriate design parameters of the proposed work. Specifically the intent will be to confirm existing conditions and to identify service connections. ZEL will perform a design locate and survey to determine existing conditions. B. Preliminary Layouts: ZEL will prepare concept drawings showing the proposed layout. C. Preliminary Cost Estimates: ZEL will prepare Preliminary estimates of probable construction cost for the proposed work with the 30% plan submittal. D. 30% Design. Preliminary design documents will be developed to the 30% completion level. Construction drawings will provide detailed illustrations of project construction requirements. Specific areas of work will include a cover sheet with sheet index and vicinity plan; waterline route, abbreviations, legend and symbols. The drawings will be integrated into a set of 11-inch by 17-inch documents, ready for review and comment. November 9, 2018 Page 2 2018-P43 Proposal Letter.docx E. Design Review. Upon completion of the 30% plans and specifications for the project, ZEL will provide 3 sets of the 11-inch by 17-inch preliminary construction drawings to AUD for review. Following the review period by AUD, ZEL will meet with AUD staff in a workshop to review comments to proceed with the design plans. Initial Design Phase A. 60% Design: Following the 30% Design Review Workshop, ZEL will develop 60% level plans and specifications. The drawings will provide 60% level detail. Deliverables for the 60 percent Detailed Design Review package include: • Service Line Coordination • Existing waterline abandonment details and plans • Water main plans and details • Traffic Control Plan • Soil and Erosion Control Plan • Draft technical specifications B. Design Review. Upon completion of the 60% plans and specifications for the project, ZEL will provide 3 sets of the 11-inch by 17-inch preliminary construction drawings to AUD for review. Following the review period by AUD, ZEL will meet with AUD staff in a workshop to review comments to proceed with the design plans. Final Design Phase A. Final Design and Construction Documents: Following a 60% Design Review Workshop and receipt of AUD comments, ZEL will complete the Construction Documents for the project and present a final Design Package with completed plans and specifications. B. Cost Estimates: ZEL will prepare an estimate of probable construction cost for the proposed work based on the final design. C. Project Manual: The final contract documents will include a Project Manual with specification sections divided into CSI-specification format, Divisions 0 through 16. Division 0 will include standard contract forms between AUD and the contractor, information for bidders, contract general conditions, and supplementary general conditions. Division 1 will include general project requirements, describing summary of work, measurement and payment methods, temporary construction facilities, materials and equipment requirements, and quality control and contract closeout-related items. Divisions 2 through 16 will contain the technical specifications for the project. The drawings will be completed utilizing AutoCAD and integrated into a set of 11-inch by 17-inch construction documents, ready for review and comment. November 9, 2018 Page 3 2018-P43 Proposal Letter.docx Bid Phase Services A. Final Bid Documents. After incorporating comments from AUD received during the final design review workshop, ZEL will prepare and deliver three (3) sets of 22-inch by 34-inch construction drawings and digital files along with one hard copy and a digital file of the project manuals. B. Pre-Bid Meetings, RFI’s & Addenda. ZEL will attend a pre-bid meeting (if scheduled by AUD) and prepare addenda when required based on Requests for Information (RFI) from prospective bidders. C. Bid Review and Recommendation of Award. ZEL will prepare and Abstract of Bids received, evaluate bids and make recommendations of award based on bids received. Construction Phase Services A. Construction Administration – Office Services. ZEL will provide the following services during the construction phase of the project. These services are based on an estimated six month period of construction: • Construction Contract Preparation (10 Sets) • Preconstruction Conference • Submittal Review • Responses to Contractor RFI’s • Pay Application Review • Construction Monthly Progress Meetings • Record Drawing Preparation B. Resident Inspection Services. ZEL recommends and can provide Resident Inspection Services during the construction phase of the project. These services will be billed on an hourly basis. SCHEDULE ZEL is available to begin work immediately upon receipt of the Notice to Proceed. We will develop and maintain a project schedule, in MS Project, outlining the work required to ensure the project construction is complete by 30 September 2020. PROJECT FEES The attached summary provides a detailed breakdown of fees for the work defined above for each project segment. Expenses have been included in the total amount. Invoicing for the project will be submitted to AUD on a monthly basis as the work progresses. Extra Services, if ordered by AUD, will be billed on an hourly basis in accordance with the attached Rate Table. Resident Inspection Services, if required, would be billed on an hourly basis. The costs for a design locate and surveying has been included in the cost. The project segment fees are summarized as follows: November 9, 2018 Page 4 2018-P43 Proposal Letter.docx Task 1 Preliminary design $ 21,613 Task 2 Initial Design $ 15,091 Task 3 Final Design $ 12,463 Task 4 Bid Phase Services $ 2,840 Task 5 Construction Phase Services $ 18,288 Fee SubTotal $ 70,295 In addition to the fee total listed above, we propose an additional services allowance for Fort Gordon permitting and design contingency of $10,000. The total proposed project fee is $80,295. Should this approach meet with your approval, we look forward to entering into a Contract with Augusta Utilities Department. Very truly yours, ZIMMERMAN, EVANS AND LEOPOLD, INC. Stacey W. Gordon, P.E. President SWG:st Attachments: Project Fee Summary Preliminary Cost Estimate Rate Table PROJECT FEE ESTIMATE Fort Gordon, B Street Water main replacement PREPARED BY: SWG Date : 11/9/18 1 Task 1 – Preliminary Design (30%)Fee Summary 1.01 Design Locate $6,950 1.02 Survey $5,575 1.03 Existing Site Condition Layout $3,640 1.04 Preliminary Water main route $2,590 1.05 Preliminary Cost Estimate $1,075 1.06 30% Submittal and Review $1,783 Task 1 Subtotal $21,613 2 Task 2 –Initial Design (60%) 2.01 Service Line Coordination effort $2,560 2.02 Existing waterline abandonment details and plans $2,360 2.03 Water Main Plans and details $2,688 2.04 Traffic Control Plan $1,320 2.05 Soil and Erosion Control Plan $1,940 2.06 Draft technical Specifications $2,440 2.07 60% Submittal and Review $1,783 Task 2 Subtotal $15,091 3 Task 3 – Final Design (90%) 3.01 Complete Documents based on Initial Design Review $2,560 3.02 Complete Technical Specifications and Upfront documents $2,245 3.03 Update Cost Estimate $925 3.04 ZEL QA/QC $1,510 3.05 Submit for Regulatory Review $1,430 3.06 90% Submittal and Review $1,935 3.07 Final Bid Submittal $1,858 Task 3 Subtotal $12,463 4 Task 4 - Bidding Phase 4.01 Pre-Bid Questions $860 4.02 Addendums $970 4.03 Bid $275 4.04 Bid Review $505 4.05 Bid Recommendations $230 Task 4 Subtotal $2,840 5 Task 5 - Construction Phase 5.01 Construction Contract Preparation $1,540 5.02 Preconstruction Conference $1,235 5.03 Submittal Review $3,020 5.04 Responses to Contractor RFI's $6,110 5.05 Monthly Pay Application review $1,730 5.06 Construction Monthly Progress Meetings $3,304 5.07 Record Drawing Preparation $1,350 Task 5 Subtotal $18,288 Fee SubTotal $70,295 Additional Services Allowance $10,000 Fee Total $80,295 Fort Gordon, B Street Water Main Replacement Project # 1218 - P43 Preliminary Cost Item#Description Unit Quantity Unit Price Amount 1 12" DIP LF 4500 $90 $405,000 2 Compact Fittings Ton 2.5 $8,500 $21,250 3 Fire Hydrant Assembly EA 2 $5,200 $10,400 4 12" Gate Valve & Valve Box EA 11 $3,000 $33,000 5 8" Gate Valve & Valve Box EA 1 $1,700 $1,700 6 6" Gate Valve & Valve Box EA 7 $1,200 $8,400 7 Connect to 12" to Existing 12" Water Main EA 2 $4,000 $8,000 8 Connect to 12" to Existing 6" Water Main EA 7 $3,500 $24,500 9 Reconnect to Existing 6" Fire Line EA 11 $2,500 $27,500 10 Reconnect to Existing Water Meter EA 12 $1,500 $18,000 11 Remove & Replace Concrete Curb LF 120 $35 $4,200 12 Remove & Replace Sidewalk SY 70 $115 $8,050 13 Remove & Replace Asphalt Pavement SY 2580 $85 $219,300 over roadway Trench 14 Abandon Existing 8" Main and fill with Grout CY 60 $175 $10,500 15 Curb Inlet Protection EA 16 $100 $1,600 16 Sample Taps EA 5 $600 $3,000 17 Select Refill CY 100 $30 $3,000 18 Traffic Control LS 1 $5,000 $5,000 Subtotal $812,400 15% Contingency $121,860 Construction Total $934,260 Engineering Fees (6.18%)$57,770 Surveying Fees $5,575 Locate Services $6,950 Engineering Contingency $10,000 Estimated Project Total $1,014,555 ZIMMERMAN, EVANS & LEOPOLD, INC. 706-724-5627 | Fax 706-724-5789 | 435 Telfair Street | Augusta, GA 30901 zelengineers.com Engineering Standard Rates (Effective January 1, 2018) Project Manager/Management Level (Principal) ........................................$175.00/hr Professional Engineer (P.E.) .......................................................................$150.00/hr Staff Engineer .............................................................................................$ 100.00/hr Engineering Technician/Designer ...............................................................$ 90.00/hr Resident Project Representative/Inspector .................................................$ 85.00/hr Technical/CADD Personnel........................................................................$ 70.00/hr Register Land Surveyor (RLS) ...................................................................$ 105.00/hr Survey Crew................................................................................................$ 130.00hr Admin Staff .................................................................................................$ 55.00/hr Mileage .......................................................................................................$ 0.545/mile Other Direct Expenses: Actual Cost plus 10% for handling and insurance. PR O J E C T M A P B S T R E E T W A T E R M A I N AU G U S T A U T I L I T I E S DE P A R T M E N T 45 2 W A L K E R S T R E E T , S U I T E 2 0 0 AU G U S T A , G A 3 0 9 0 1 Engineering Services Committee Meeting 1/8/2019 1:15 PM Engineering Services for Utilities Department’s Fort Gordon B Street Water Main Replacement Department:Utilities Presenter:Tom Wiedmeier Caption:Consider proposal from Zimmerman, Evans and Leopold, Inc. (ZEL Engineers) to provide engineering services to design the Utilities Department’s Fort Gordon B Street Water Main Replacement project at a cost of $80,295.00. Background:Augusta Utilities Department (AUD) is the contracted water, sanitary sewer, and irrigation utility provider for Fort Gordon. Fort Gordon is planning to construct a n ew Cyber Center of Excellence ( CoE ) campus, which encompasses the entire existing campus facilities around Signal Tower. Existing b uildings are scheduled for demolition or renovation, and new buildings will be constructed to create a new cyber campus. In support of the new campus, AUD is planning to replace the water main in B Street to complete a water transmission loop around the campus. AUD requested ZEL Engineers submit a proposal to provide professional services to design the B Street Water Main Replacement project . The project will be funded by Fort Gordon under their Renewal and Replacement contract payments. Analysis:Based upon their qualifications as preapproved consultants under RFQ #18-132 Engineering Consultant Services for Utilities, the Utilities Department recommends contracting with ZEL Engineers to perform professional services to design the Fort Gordon B Street Water Main Replacement project. Utilities Department requests approval in the amount of $80,295.00 to fund the proposed services. Financial Impact:$80,295.00 funds are available from the following accounts: 507043410-5425110 / 88880200-5425110 Alternatives:No alternatives are recommended. Recommendation:Recommend approval for Utilities Department to contract with Zimmerman, Evans and Leopold, Inc. for the proposed services in the amount of $80,295.00. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5425110 / 88880200-5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Brussels Street Pump Station Abandonment Print Date Oct 31, 2018 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 200 feetMap Scale Invitation to Bid Sealed bids will be received at this office until Thursday, October 4, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-294 Brussels Street Pump Station Abandonment - Task Order – for Augusta, GA - Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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 $30.00. 294 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 Wednesday, September 12, 2018. 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. A Mandatory Pre Proposal Conference will be held on Tuesday, September 18, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. 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 Thursday, September 20, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after RFPs have been opened, pending the execution of contract with the successful vendor. A 10% Bid Bond is required. 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Mailed to Pre-Qualified Task Order Vendors September 12, 2018 Revised: 2/19/2016 OFFICIAL VENDORS Attachment "B"E-Verify Bid Bond LSBG 5% SAVE Form Bid Price Blair Construction P. O. Box 770 Evans, GA 30809 Yes 224004 Yes Yes Yes $152,920.00 CBH Excavation 678 Heggies Ridge Dr. Appling, GA 30802 Yes 321326 Yes Yes Yes $139,560.40 Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): N/A Total Electronic Notifications (Demandstar): N/A Mandatory Pre-Bid Attendees: 2 Total packages submitted: 2 Total Noncompliant: 0 Bid Opening Bid Item #18-294 Brussels Street Pump Station Abandonment Task Order Program for Augusta, GA Utilities Department Bid Date: Thursday, October 4, 2018 @ 3:00 p.m. Page 1 of 1 Blair Construction Co. Inc. Attn: Roy Mutimer 4308 Evans to Locks Rd P. O. Box 770 Evans, GA 30809 Beam’s Contracting Attn: Darrell Caudill 15030 Atomic Road Beach Island, SC 29842 CBH Construction Attn: Chris Hickman 678 Heggies Ridge Dr. Appling, Ga 30802 Tom Wiedmeier Utilities Department Sean Barr Utilities Department Kelley Irving Compliance Marie Corbin Utilities Department Bid Item# 18-294 Brussels Street Pump Station Abandonment - Task Order for Augusta Utilities Department Mailed Out Wed. 9/12/2018 Bid Item# 18-294 Brussels Street Pump Station Abandonment - Task Order for Augusta Utilities Department Bid Due: Thur. 10/04/18 @ 3:00 P.M. Engineering Services Committee Meeting 1/8/2019 1:15 PM ITB 18-294 Brussels Street Pump Station Abandonment Project Department:Utilities Presenter:Tom Wiedmeier Caption:Consider Award of Bid #18-294 for the Construction of Brussels Street Pump Station Abandonment Project to CBH Excavation in the Amount of $139,560.40. Background:This Project will consist of the installation of approximately 1 200 linear feet of 8” sanitary sewer main that runs off-site adjacent to Barton Chapel Road and tie-in to the existing sewer in the right-of-way of Barton Chapel Road to remove sanitary sewer from the Brussels Street Pump Station. Analysis:Augusta Utilities Department has reviewed the bid submitted by CBH Excavation. The bid for construction services was deemed to be fair and reasonable by Augusta Utilities Department. Financial Impact:Two bids were received on 18-294, CBH Excavation was found to be the lowest most responsive bid. Funding in the amount of $139,560.40 is available from accounts: 507043490-54-25410/ 88886666-54-25410 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission approve the Construction Services to CBH Excavation in the amount of $139,560.40 for the Brussels Street Pump Station Abandonment Project. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490-54- 25410/ 88886666-54-25410 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting Commission Chamber - 12llll20l8 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Fennoy, Chairman; Hasan, Vice Chairman; Clarke and Frantom, members. ENGINEERING SERVICES 1. Presentation by Rev. M. C. Haskell, Sr. regarding stormwater flooding at the Item Summerville Missionary Baptist Church,2200 Tubman Home Road. Action: Approved Made Seconded MotionBy By Result Unanimous consent is given to delete this item from the agenda. 2. Motion to approve awarding contract to Environmental Products of Georgia Item for Bid 18-264 Truck with Crawler and Lateral Launch Camera in the amount Action: of $283,862. Approved Motions f#:" Motion rext Motions il,"J:"" Motion Text Made By Motion to ^ aDDrove.APProve vtotion Passes 4-0. seconded By Motion Result Commissioner Commisioner S Ben Hasan Frantom tun Pu"t' 3. Approve the Assignment of Augusta's Agreement with Otto Container ltem Management to OCM Solutions and approve the Execution of the Action: Concurrence Document. Approved Motions Motion Motion Text Made By seconded By MotionTYPe Result Motion to ^ approve. Commisioner Sean CommissionerApprove Motion passes Frantom Ben Hasan Passes 4_0. 4. Approve the Award of Bid Item l8-274 to MHC Kenworth for the Purchase Item of a Water Truck. Action: Rescheduled Motions Motion r-.4:^- 'Tr^-1 r- r h Motion;:_--- Motion Text Made By Seconded By IrYPe - ----- -" Result Motion to refer this item to the full Approve Commission with no Commissioner Commisioner ..1 recommendation. Ben Hasan a;F;;;; Passes Motion Passes 4-0. 5. Approve the Award of Bid Item 18-287 to Nextran Truck Center for the Item Purchase of an Over the Road Truck. Action: Rescheduled Motions Motion Motion Text Made By seconded By f"'rtjilrype Motion to refer this item to the full ,1__- .__,_-, - Commissioner Approve commission with no commissioner recorlmendation. Ben Hasan william Passes Fennoy Motion Passes 4-0. 6. Approve the Award of Bid Item 18-288 to Vanguard Truck Center for the Item Purchase of a Roll-Off Truck. Action: Rescheduled Motions Motion Mofion Text Made By seconded By Hffir ype Approve Motion to refer this Commissioner Commisioner Passes item to the full Ben Hasan Sean Frantom Commission with no recommendation. Motion Passes 4-0. 7. Approve the Execution of the Amendment to the Lease with Georgia Waste ltem Systems. (Referred from November L3 Engineering Services Committee) Action: Approved Motions Motion Motion- ----- Motion Text Made By Seconded By'I'ype ''---- -r ----"--- -" Result Motion to approve with Ms. Videtto to bring back a report in March, 2019 a -__ . __- on the recycling data for Commisioner CommissionerApprove .." -'- '--::.':'-::^^; :""..-'"'- --^ :"^^:^j'""'""-' Passes'-rr--'- the years 2017 and2018 Sean Frantom Ben Hasan and2016 if that is available. Motion Passes 4-0. 8. Approve the Landfill Gas Purchase and Sale Agreement with Covia Item Corporation (formerly known as the Unimin Mine in Hephzibah, Georgia). Action: Approved Motions Motion rr_a!^__ m- 1 rr r h Motion;"---" Motion Text Made By Seconded Byf YPe - ---- -'t -------- -J Result Motion to approve with the correction of the Approve company name as covia ff#Tlff,ffi fi:f#*H*' passes Holding Corporation. Motion Passes 4-0. 9. Award Bid Item 18-236 Equipment for Motor Control Center Upgrades in the Item Amount of $289,935. Action: Approved Motions *j:"' Motion Text Made By seconded By MotionlYPe r --------" -" Result Motion to Approve ffi|ffiurr., ;:ffi#f*' f;mmisioner sean passes 4-0. 10. Approve award of Construction Contract to Reeves Construction Company Item subject to Value Engineering and not to exceed in the amouni of Action: 511,246,487 20 for Transportation Investment Act (T"IA) Project, Berckmans Approved Road Widening & Realignment, and Bridge Replacement Project - Phase II as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. Bid #18-195 Also, approve reallocation of $1.6M from Engineering sPlosr vI scott's way Bridge & 7th st. Bridge funds to Berckmans Rd Bridge Construction. Motions Motion Motion Text Made By seconded By Motion Type 'rEs! sJ Pluvruvu uJ Result Motion to Approve ffi|ffi** s;#?}'""ffi ;:rffIff*', Passes 4_0. 11. Discuss the construction timelines of (2) downtown TIA Projects, the 5th Item Street Bridge and Broad Street. Action: Approved Motions H:':" Motion Text Made By seconded By MotionI'ype -.----- -'I -------- -r Result Motion to approve ^ __..^_-^ receiving this item as Commissioner CommisionerApprove information. Ben Hasan Sean Frantom Passes Motion Passes 4-0. 12. Motion to approve award of Contract for Bid I 8-262: Chemical Treatment of Item Sanitary Sewer Line - Capacity Management to Duke's Root Control in the Action: Amount of $300,000. Approved Motions X:j*1" Motion Text Made By seconded By MotionIYPe - ----- -'t Result Motion to Approve ffi:ffiu*., ;:r#;il*' 3:#T1ffi; Passes 4-0. 13. Update from Utilities Director regarding assessment report of the Lock & Item Dam. @equested by Commissioner Ben Hasan) Action: Approved Motions Motion r!_1!_ m Motion- ----- Motion Text Made By Seconded By'f'YPe '''--- -r Result otion to approve ^ receiving this item as Commissioner CommisionerApprove information. Ben Hasan sean Frantom Passes Motion Passes 4-0. 14. Approve to Supplement Construction Contract to E.R. Snell Contractor, Inc. Item in the amount of $662,103.45 for completing needed supplemental Drainage Action: Improvements in conjunction with Transportation Investment Act (TIA) Approved Project, Marks Church Road & Drainage Improvement project - Phase tr as requested by AED. Bid#16-261 Motions X:'1"" Motion Text Made By seconded By MotionIype - ------ -'t --------- -'t Result Motion to Approve ffi3ffiu*., ;:rffI'#*', S:#Tl:ffi[ passes 4-0. 15. Motion to approve the minutes of the Engineering Services Committee held Item on November 27,2018. Action: Approved Motions Motion rtr^1!__-m , rr r h Motion;----- Motion Text Made By Seconded ByIYPe - ---- -'t Result Motion to Approve ffil;"";r*,,, ;:f#:il*' S:#Tl.:l:,ffi Passes 4-0. 16. Receive as Information a 60-day Update on the Performance of Inland Item Waste, the Customer Communications Plan for ESD, and a report on the Action: results of the Customer Satisfaction Survey. Rescheduled Motions Motion Made Seconded Motioniil- Motion Text By By Result Unanimous consent is given to refer this item to the full Commission with no recommendation. 17. Receive as Information Research Performed on the Handling of Blight in Item Other Cities. Action: Rescheduled Motions Motion Mofion Text Made Seconded Motion'r'ype By By Result Unanimous consent is given to refer this item to the full Commission with no recommendation. 18. Discuss GDOT PI#0013927 - SR4NS25 BUS (l3th Street) at Savannah ltem River Bridge Replacement Project and Addition of Local Proffered Action: Improvements." (Requested by Commissioner Bill Fennoy) Rescheduled Motions Motion Motion Text Made Seconded MotionrYPe By By Result Unanimous consent is given to refer this item to the full Commission with no recommendation. www.augustasa.sov Engineering Services Committee Meeting 1/8/2019 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Engineering Services Committee held on December 11, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Engineering Services Committee Meeting 1/8/2019 1:15 PM Project Framework Agreement ADA and Sidewalk Improvements Kissingbower Rd between Marschalk Rd and White Rd Department:Engineering Presenter: Caption:Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Kissingbower Road (Marschalk Rd to White Rd, PI #0015958) as requested by AED. Background:Currently, this portion of Kissignbower Road between Marschalk Road and White Road does not have any ADA standard handicap facilities. This roadway section is also missing some sidewalk sections. This project will improve Kissingbower Road for all pedestrians, including those with mobility issues, by installing ADA ramps at all intersections and repairing/installing sidewalk infrastructure. Analysis:Entering into the Project Framework Agreement with Georgia DOT will allow for Federal aid funding to move forward and provide the necessary funds to initiate the planning and development process. Financial Impact:GOT identified federal and state funding source to complete the design and construction phases of this project. Alternatives:1) Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for the ADA and Sidewalk Improvements Kissingbower Road. 2) Do not approve. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Design Phase Funding (GDOT and Federal Funds). 80% or $239,963 Federal Fund will be tracked in org key 340041110. 20% or $59,991 local match is from in-kind salary in org key 101041710-5111110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Engineering Services Committee Meeting 1/8/2019 1:15 PM Project Framework Agreement ADA and Sidewalk Improvements Walton Way from 7th St to 11th St Department:Engineering Presenter: Caption:Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Walton Way (7th Street to 11th Street, PI #0015959) as requested by AED. Background:Currently, this portion of Walton way between 7th Street and 11th Street does not have any ADA standard handicap facilities. This roadway section is also missing some sidewalk sections and curb & gutter. Several organizations that serve the disadvantaged community are located along this portion of Walton Way. This project will improve Walton Way for all pedestrians, including those with mobility issues, by installing ADA ramps at all intersections and repairing/installing sidewalk infrastructure. Analysis:Entering into the Project Framework Agreement with Georgia DOT will allow for Federal aid funding to move forward and provide the necessary funds to initiate the planning and development process. Financial Impact:GOT identified federal and state funding source to complete the design and construction phases of this project. Alternatives:1) Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for the ADA and Sidewalk Improvements Walton Way. 2) Do not approve. Recommendation:Approve Alternative Number One. Funds are Available in the Design Phase Funding (GDOT and Federal Funds). 80% or $447,569 Federal Fund will be tracked in org key 340041110. Following Accounts: 20% or $111,892 local match is from in-kind salary in org key 101041710-5111110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission