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Home My WebLink About2017-03-14 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 3/14/2017 ATTENDANCE: Present: Hons. D. Williams, Chairman; Smith, Vice Chairman; Jefferson and Sias, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAFETY 1. Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Central Services Department and the Recreation & Parks Department. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes 2. Approve Agreement with Harris Computer to Implement Electronic Plans Review Solution and approve for the funding to come from Fund 217 (Building Inspections Fund) Fund Balance. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes 3. Approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other Item Action: www.augustaga.gov telecommunication devices, and MDTs) as well as the purchase of any required computer software upgrades. Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Grady Smith Passes 4. Motion to approve the minutes of the Public Safety Committee held on February 28, 2017. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Grady Smith Passes 5. Approve the replacement of end of life radios and reprogramming of radios that are currently P25 compliant. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes Public Safety Committee Meeting 3/14/2017 1:20 PM Attendance 3/14/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Central Services Department and Recreation & Parks Department Cityworks Project Budget Cost Item Cost PROJECT MANAGEMENT $43,841.00 PHASE 1: CENTRAL SERVICES - IMPLEMENTATION PLANNING Task 1.1: Conduct Pre-Planning Discovery $10,148.00 Task 1.2: Install and Configure Core Cityworks AMS Software in Sandbox Environment $1,495.00 Task 1.3: Conduct Cityworks Demonstrations $3,277.00 Task 1.4: Conduct Business Process Reviews $13,019.00 Task 1.5: Phase 1 Quality Control $1,624.00 SubTotal $29,563.00 PHASE 2: CENTRAL SERVICES - SYSTEM DESIGN AND CONFIGURATION Task 2.1: Prepare Configuration Documentation $1,160.00 Task 2.2: Configuration Training for Core Team $4,377.00 Task 2.3: Core Cityworks AMS Configuration $37,922.00 Task 2.4: Cityworks Storeroom Configuration $5,463.00 Task 2.5: Review and Approval of Updated System and Configuration Documentation $3,016.00 Task 2.6: Provide Cityworks AMS Software Demonstrations $7,768.00 Task 2.7: Phase 2 Quality Control $2,436.00 Phase Total $62,142.00 PHASE 3: CENTRAL SERVCES - ADVANCED AMS FUNCTIONALITY AND CONFIG. Task 3.1: Application Interfaces $12,000.00 Task 3.2: Perform Data Conversion of Legacy Data $18,036.00 Task 3.3: Develop Custom Reports and Dashboards $4,505.00 Task 3.4: Phase 3 Quality Control $1,624.00 Phase Total $36,165.00 PHASE 4: CENTRAL SERVICES - SYSTEM DEPLOYMENT Task 4.1: Develop Test Plan $6,646.00 Task 4.2: User Acceptance Testing $12,005.00 Task 4.3: Provide End-User Training $18,105.00 Task 4.4: Provide Go-Live Support $19,502.00 Task 4.5: Quality Control $3,248.00 Phase Total $59,506.00 PHASE 5: REC & PARKS - IMPLEMENTATION PLANNING Task 5.1: Conduct Pre-Planning Discovery $14,262.00 Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment $1,495.00 Task 5.3: Conduct Cityworks Demonstrations $4,633.00 Task 5.4: Conduct Business Process Reviews $13,019.00 Task 5.5: Phase 5 Quality Control $1,624.00 Phase Total $35,033.00 PHASE 6: REC & PARKS - SYSTEM CONFIGURATION Task 6.1: Prepare Configuration Documentation $2,068.00 Task 6.2: Configuration Training for Core Team $3,337.00 Task 6.3: Core Cityworks AMS Configuration $37,297.00 Task 6.4: Cityworks Storeroom Configuration $5,463.00 Task 5.5: Review and Approval of Updated System and Configuration Documentation $3,016.00 Task 6.6: Provide Cityworks AMS Software Demonstrations $7,768.00 Task 6.7: Phase 6 Quality Control $3,045.00 Phase Total $61,994.00 PHASE 7: REC & PARKS - ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIG. Task 7.1: Application Interfaces $12,000.00 Task 7.2: Perform Data Conversion of Legacy Data $0.00 Task 7.3: Develop Custom Reports and Dashboards $4,505.00 Task 7.4: Phase 7 Quality Control $1,218.00 Phase Total $17,723.00 PHASE 8: REC & PARKS - SYSTEM DEPLOYMENT Task 8.1: Develop Test Plan $6,646.00 Task 8.2: User Acceptance Testing $13,125.00 Task 8.3: Provide End-User Training $22,585.00 Task 8.4: Provide Go-Live Support $21,404.00 Task 8.5: Phase 8 Quality Control $2,436.00 Phase Total $66,196.00 Project Totals Woolpert Services Total $412,163.00 Central Services Hardware Surface Pros for Field Personnel 5 Cost of Surface Pro, Netmotion License, and accessories 7,500.00$ Total Cost of Central Services Hardware 7,500.00$ Recreation & Parks Hardware Surface Pros for Field Personnel 3 Cost of Surface Pros and Ancillary Equipment 4,500.00$ Total Cost of Recreation & Parks Hardware 4,500.00$ Total Project Cost $424,163.00 City of Augusta, Georgia Central Services & Parks Recreation Departments Cityworks Enterprise Asset Management System Implementation STATEMENT OF WORK March 1, 2017 Statement of Work Cityworks Enterprise Asset Management System Implementation City of Augusta, Georgia Central Services & Parks Recreation March 1, 2017 Prepared by Woolpert, Inc. 6802 Paragon Place, Suite 410 Henrico, VA 23230 www.woolpert.com Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 i CONTENTS CONTENTS .......................................................................................... i DOCUMENT ACCEPTANCE ....................................................................... iii CHANGE CONTROL ............................................................................... iii GENERAL ........................................................................................... 1 PROJECT MANAGEMENT ........................................................................ 3 Task PM.1: Project Administration .............................................................................. 3 Task PM.2: Project Kick-Off Meeting ........................................................................... 3 Task PM.3: Project Schedule Coordination .................................................................... 4 Task PM.4: Client Status Meetings .............................................................................. 4 Task PM.5: Internal Coordination Meetings .................................................................... 5 Task PM.6: Project Administration .............................................................................. 5 TECHNICAL APPROACH .......................................................................... 6 PHASE 1 – CENTRAL SERVICES - IMPLEMENTATION PLANNING ............................................. 7 Task 1.1: Conduct Pre-Planning Discovery ................................................................... 7 Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment .......... 8 Task 1.3: Provide Asset Management (AM) Software Demonstrations .................................. 9 Task 1.4: Conduct Business Process Reviews .............................................................. 10 Task 1.5: Phase 1 Quality Control ........................................................................... 11 Task 1.6: Phase Acceptance and Close ..................................................................... 11 PHASE 2 – CENTRAL SERVICES - CORE SYSTEM DESIGN AND CONFIGURATION ............................ 12 Task 2.1: Prepare Configuration Documentation ......................................................... 12 Task 2.2: Conduct Core Team Training ..................................................................... 12 Task 2.3: Core Cityworks AMS Configuration .............................................................. 13 Task 2.4: Cityworks Storeroom Configuration ............................................................. 15 Task 2.5: Review and Approval of Updated System Configuration and Documentation ........... 16 Task 2.6: Provide Cityworks AMS Software Demonstrations ............................................ 17 Task 2.7: Phase 2 Quality Control ........................................................................... 17 Task 2.8: Phase Acceptance and Close ..................................................................... 17 PHASE 3 – CENTRAL SERVICES - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION ... 19 Task 3.1: Application Interfaces ............................................................................. 19 Task 3.2: Perform Data Conversion of Legacy Data Sets / PMs ........................................ 19 Task 3.3: Develop Custom Reports and Dashboards ...................................................... 20 Task 3.4: Phase 3 Quality Control ........................................................................... 21 Task 3.5: Phase Acceptance and Close ..................................................................... 21 PHASE 4 – CENTRAL SERVICES - SYSTEM DEPLOYMENT ................................................... 22 Task 4.1: Develop Test Plan .................................................................................. 22 Task 4.2: User Acceptance Testing ......................................................................... 22 Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 ii Task 4.3: Provide End-User Training ........................................................................ 24 Task 4.5: Provide Go-Live Support .......................................................................... 25 Task 4.5: Phase 4 Quality Control ........................................................................... 26 Task 4.6: Phase Acceptance and Close ..................................................................... 26 PHASE 5 – RECREATION & PARKS - IMPLEMENTATION PLANNING ......................................... 27 Task 5.1: Conduct Pre-Planning Discovery ................................................................. 27 Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment ........ 28 Task 5.3: Provide Asset Management (AM) Software Demonstrations ................................ 29 Task 5.4: Conduct Business Process Reviews .............................................................. 30 Task 5.5: Phase 5 Quality Control ........................................................................... 31 Task 5.6: Phase Acceptance and Close ..................................................................... 31 PHASE 6 – RECREATION & PARKS - CORE SYSTEM DESIGN AND CONFIGURATION ......................... 32 Task 6.1: Prepare Configuration Documentation ......................................................... 32 Task 6.2: Conduct Core Team Training ..................................................................... 32 Task 6.3: Core Cityworks AMS Configuration .............................................................. 33 Task 6.4: Cityworks Storeroom Configuration ............................................................. 35 Task 6.5: Review and Approval of Updated System Configuration and Documentation ........... 36 Task 6.6: Provide Cityworks AMS Software Demonstrations ............................................ 37 Task 6.7: Phase 6 Quality Control ........................................................................... 37 Task 6.8: Phase Acceptance and Close ..................................................................... 38 PHASE 7 – RECREATION & PARKS - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION 39 Task 7.1: Application Interfaces ............................................................................. 39 Task 7.2: Perform Data Conversion of Legacy Data Sets ................................................ 39 Task 7.3: Develop Custom Reports and Dashboards ...................................................... 39 Task 7.4: Phase 7 Quality Control ........................................................................... 40 Task 7.5: Phase Acceptance and Close ..................................................................... 40 PHASE 8 – RECREATION & PARKS - SYSTEM DEPLOYMENT ................................................ 41 Task 8.1: Develop Test Plan .................................................................................. 41 Task 8.2: User Acceptance Testing ......................................................................... 41 Task 8.3: Provide End-User Training ........................................................................ 43 Task 8.4: Provide Go-Live Support .......................................................................... 44 Task 8.5: Phase 8 Quality Control ........................................................................... 45 Task 8.6: Phase Acceptance and Close ..................................................................... 45 CITYWORKS AMS SOFTWARE LICENSING .................................................... 46 PROJECT COST ESTIMATES .................................................................... 47 PROJECT SCHEDULE ............................................................................ 50 Cityworks Enterprise Asset Management System Implementation Statement of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 iii DOCUMENT ACCEPTANCE Table 1: Document Acceptance Name Client, Project Manager Date: Steve Schwabe Woolpert, Project Manager Date: Carla Muscarella Woolpert, Project Director Date: CHANGE CONTROL Table 2: Document Control Change Record Date Author Version Change Reference 3.1.2017 Steve Schwabe 1.0 Initial Draft File name: Statement of Work - Cityworks AMS Implementation Central Services Parks Rec.docx Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 1 GENERAL The City of Augusta Cityworks Server AMS implementation project for the Central Services and Recreation & Parks Departments consists of the following main components: 1. Implementation of Cityworks Service AMS for the Central Services Department 2. Implementation of Cityworks Server AMS for the Parks and Recreation Department to begin after the Central Services implementation is complete or near complete 3. Implementation of Cityworks Storeroom, for materials management, for both Central Services and Recreation & Parks 4. Configuration of the Cityworks Server AMS solution to work in conjunctions with the City’s Motorola CSR application for service requests 5. Integration with the third-party 311 solution that will be determined by the City of Augusta IT De- partment at a later date. The details of the integration cannot be known at this time. Efforts are capped at $50,000. 6. Integration with the third-party software Active New which is used for park and league scheduling. The details of the integration cannot be known at this time. Efforts are capped at $50,000. 7. Custom report development There are many related tasks and sub-tasks that have to be properly executed to ensure a successful outcome to this important project (such as business process review, custom application configuration, training, and testing). Our project methodology addresses all of the details of this complex project and ensures all aspects (people, processes, and technology) are comprehensively addressed in a logical order. Our approach includes many opportunities for our technical staff to work alongside Client staff to transfer knowledge, such that by the time we take you live with your new Cityworks Server AMS solution, you will be system experts in your own right. Services, and associated deliverables, are categorized into four (4) major phases, as presented in the following sections. For this project, the Implementation Planning Phase, Configuration, Advanced Func- tionality and Deployment Phases will be executed as Phases 1-4 for the Central Services implementation and then again as Phases 5-8 for the Recreation & Parks implementation. Completion of each phase will culminate with the execution of a Phase Acceptance and Close document signifying the Client’s ac- ceptance of the services defined in that phase. Each of these phases, along with the relevant tasks / sub-tasks is described in detail in the following sections. Our project plan and associated budget and schedule were developed based on the following bounding assumptions and subsequent discussions with the IT Department staff: • All three departments within the Central Services Department, Facilities, Records Retention, and Real Estate, will be implemented under this Scope of Services. • The Central Services and Recreation & Parks asset data is not complete within the GIS. This infor- mation needs to be collected so that there will be some data for use during the implementation. More, but not all, of the remaining data needs to exist by Go-Live. A business process will be defined that simplifies the creation of new asset records in the field so that the remaining assets can be collected post-Go-Live in a streamlined manner. • All departments will use Cityworks for Service Requests, Work Orders, Inspections and Inventory Management. o Service requests will be configured such that the Motorola CSR system and/or its replace- ment can leverage the configuration via the existing interface between the Motorola and Cityworks softwares Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 2 o Work orders will be configured to support a range of maintenance activities including preventative maintenance, scheduled corrective maintenance, un-planned reactive maintenance o Inspections will be configured to support various regulatory reporting requirements • The Central Services Department requires a method for retaining work performed in Lucity, the prior work order management system. The information recorded about the work will be loaded into the Cityworks AMS around Go-Live. • The Recreation & Parks Department will not have any data brought over to Cityworks. • The City is to identify and empower a Project Manager. • The City is to identify and empower a Cityworks System Administrator for Central Services and Rec- reation & Parks Department. • The City is to identify and empower a minimum of two (2) power users from each of the two (2) implementing departments, Central Services and Recreation & Parks, one (1) Cityworks System Ad- ministrator and one (1) GIS Analyst for a total of six (6) power users and one project manager. This will constitute the Client Core Team. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 3 PROJECT MANAGEMENT TASK PM.1: PROJECT ADMINISTRATION Woolpert will provide the following general project management services: · Develop, in cooperation with the Client’s project manager, a project plan and schedule; · Proactively manage and update project plan and schedule, as required, throughout the duration of the project. Project plan and schedule modifications will be facilitated upon common agreement between the Client and Woolpert in accordance with the issue control process detailed in the project plan; · Coordinate project events with the Client’s project manager and Woolpert team members; · Author, edit, review, and distribute project documentation and technical reports as required; · Facilitate in-process review meetings with the Client’s project manager, committees, 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 Deliverables · Draft and final project plan · Monthly project status reports · On-going project management, including resource allocation, invoicing and general consulting · Password protected project collaboration environment and issue log management Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities · Assemble a team of domain and technical experts and have representation of all work groups within the department 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 reason- able time frame TASK PM.2: PROJECT KICK-OFF MEETING As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert’s project manager will work with the Client’s project manager to schedule the kick-off meeting. This meeting will be facilitated on-site at the Client’s offices for the purpose of: 1) establishing the necessary Project Management protocols to be adhered to by all stakeholders, 2) reviewing the Client’s implementation goals and objectives with all team members, 3) identifying any Client-owned source documentation nec- essary to support the project, 4) identifying all critical path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stakeholders may have. Said meeting shall be of a duration suitable for addressing each of the items previously listed. Development of the kick-off meeting agenda shall be the joint responsibility of Woolpert’s and the Client’s project managers. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 4 Deliverables · Kickoff meeting agenda · On-site project kick-off meeting (half day) · Kickoff meeting minutes Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities · Schedule meeting space and supporting technology peripherals suitable for the kick-off meeting · Coordinate and schedule meeting attendees TASK PM.3: PROJECT SCHEDULE COORDINATION Project schedule coordination and management will be performed using Microsoft Project software. Pro- ject schedules and tasks will be monitored and adjusted as needed, depending upon the Client’s priorities and ability make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained and available to all Woolpert and Client project participants. Deliverables · Project schedule maintained and monitored on an on-going basis Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities · Review project schedule on an on-going basis TASK PM.4: CLIENT STATUS MEETINGS Woolpert will facilitate a regular occurring status meeting. Woolpert’s Project Manager will participate in regularly scheduled project status meetings with the Client’s Project Manager and designees for the purpose of reviewing project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items, and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert meeting participants will include Woolpert’s Project man- ager and ad hoc team members, as required. Client meeting participants will be as deemed necessary by the Client’s project manager, or as requested by Woolpert’s project manager. Deliverables · Monthly project status reports upload to project website · Monthly project status meetings Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 5 Client Responsibilities · Schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference calls · Review and accept project status reports, or otherwise provide comments on same within a reason- able time frame · Schedule meeting space and supporting technology peripherals suitable for on-site meetings · Coordinate and schedule meeting attendees TASK PM.5: INTERNAL COORDINATION MEETINGS Internal coordination meetings will be held on a regular basis to ensure continuous communication about tasks in process, scheduled tasks, and any issues impacting a successful implementation. Woolpert’s project manager will also utilize these meetings to gather information from project team members re- quired to manage on-going resource loading. Deliverables · Regularly scheduled internal coordination meetings (twice monthly) Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities · None TASK PM.6: PROJECT ADMINISTRATION On-going project administration activities. Deliverables · Regularly scheduled internal coordination meetings (twice monthly) Assumptions · The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities · None Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 6 TECHNICAL APPROACH Multi-phased implementation approach with continuous project management, quality management, knowledge transfer, and change management: · Phase 1: Central Services - Implementation Planning · Phase 2: Central Services - System Design and Configuration · Phase 3: Central Services - Advanced System Functionality · Phase 4: Central Services - System Deployment · Phase 5: Recreation & Parks - Implementation Planning · Phase 6: Recreation & Parks - System Design and Configuration · Phase 7: Recreation & Parks - Advanced System Functionality · Phase 8: Recreation & Parks - System Deployment · Project Management (Duration of Project) · Knowledge Transfer & Change Management (Duration of Project) · Quality Management (Duration of Project) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 7 PHASE 1 – CENTRAL SERVICES - IMPLEMENTATION PLANNING TASK 1.1: CONDUCT PRE-PLANNING DISCOVERY A pre-planning discovery task will be facilitated by Woolpert’s Project Manager for the purpose of aligning the Client’s implementation / functionality requirements with the project plan. This discovery process will clarify implementation objectives defined in the RFP, as well as uncover other factors (system in- terfaces, workflow details, reporting requirements, data conversion requirements, etc.) that may not have been clearly addressed to date. In these events, a decision will be made by the Client’s Project Manager to update the Project Plan to include these additional tasks, or place them in a parking-lot for future attention. Based upon the results of this discovery, Woolpert will make any necessary adjustments to the Project Plan and obtain acceptance from the Client. Related sub-tasks are as follows: · Sub-Task 1.1.1: Prepare Request for Information · Sub-Task 1.1.2: Submit RFI to Client PM · Sub-Task 1.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert (Client-Owned Task) · Sub-Task 1.1.4: Woolpert to Perform Desktop Audit of Collected Information · Sub-Task 1.1.5: Woolpert to Prepare for On-Site Discovery Workshops · Sub-Task 1.1.6: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task) · Sub-Task 1.1.7: Woolpert to Document Workshop Findings and Update Implementation Scope of Services, Assumptions, and Risk Plan · Sub-Task 1.1.8: Woolpert to Submit Updated Documentation to Client PM · Sub-Task 1.1.9: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables · Woolpert will prepare a Request for Information and submit it to the Client PM · Woolpert will perform a desktop review of the data provided by the Client PM · Woolpert PM and a Senior Systems Analyst will facilitate a series of discovery workshops, on-site at the Client’s facilities, over the course of one (1.0) business days · Woolpert will document the workshop discussions and finding in the form of a Technical Memo- randum and submit it to the Client PM · Woolpert will facilitate a remote conference call meeting with the Client team to review the contents of the Technical Memorandum Assumptions · Workshop will take place during the same business week as, and immediately following, the project kick-off meeting to minimize travel-related expenses · The Client PM will provide the Data gathered from the Request for Information no later than one week before the pre-discovery workshops · All activities, other than the actual workshop will be performed remotely · The Client’s project manager will ensure site readiness and staff participation for the workshop Client Responsibilities · The Client PM will facilitate the data gathering process to collect the information detailed in Woolpert’s RFI Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 8 · The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work- shops · The Client PM will schedule all Client workshop attendees · All identified Client workshop attendees will actively participate in the on-site meetings without undue interruption · The Client PM and technical project team members will review the Technical Memorandum and provide feedback to Woolpert in a timely fashion · The Client PM and technical project team members will participate in a remote conference call review meeting with the Woolpert PM TASK 1.2: INSTALL AND CONFIGURE CORE CITYWORKS AMS SOFTWARE IN A SANDBOX ENVIRONMENT This task includes installing the core Cityworks AMS software, other supporting Cityworks applications, and a test version of a sample Cityworks database within the Client’s networked environment. Woolpert will perform the necessary testing and configuration modifications needed to ensure a successful City- works install within the Client’s on-premise testing environment. Woolpert will request that one of the three existing databases be utilized for the sample database. A Woolpert System Analyst will be onsite to confirm the installation of the core Cityworks software and related test database. Related sub-tasks are as follows: · Sub-Task 1.2.1: Woolpert to Install and Configure AMS Software in a Sandbox Environment (On-Site Task) · Sub-Task 1.2.2: Woolpert to Test Installation and Configuration and Modify as Required (On- Site Task) · Sub-Task 1.2.3: Woolpert to Provide Core Cityworks AMS Software Administration Training to Client System Administrators Deliverables · Installation will take place during the same business week as, and immediately following, the pre-planning discovery workshop in Task 1.1 to minimize travel-related expenses · Woolpert’s Senior Systems Analyst will perform on-site installation, configuration, and testing of the core Cityworks Server AMS test applications and database in the Client’s on-premise network environment (Test) over the course of (4) hours. · Woolpert’s Senior Systems Analyst will provide Core Cityworks AMS installation and back-up train- ing to the Client’s system administrators during the time on-site to perform the installation ser- vices over the course of (4) hours. Assumptions · Activities including Installation, configuration, testing and training will be performed onsite at the Client’s facilities. · Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi- ronment · The Client’s Project Manager will ensure site readiness and staff participation for the training · The Client’s Project Manager will ensure IT Staff are available during the Cityworks Server AMS installation and testing to ensure the proper access and permissions are granted · The Client will create a login for Woolpert for the necessary access to install software, set up databases, and test the software Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 9 Client Responsibilities · Create the logins for Woolpert with the necessary permissions · Ensure the Servers are prepared for the installation of Cityworks Server AMS including ArcGIS Server, SDE and RDBMS (SQL Server or Oracle) · Client project manager to ensure the necessary staff participate in the training TASK 1.3: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS Once the initial AM software sandbox environment has been installed and configured, Woolpert will fa- cilitate a series of on-site software demonstrations for the purpose of introducing the Client’s project end user community to the core functionality and features of the AM software application(s). For many of the future users this will be their first exposure to the new AM software. These demonstrations will provide an initial overview of the features and functions of the new software and will serve as a basis of on-going software training and knowledge transfer that will increase in frequency and complexity as the project progresses through the subsequent design, configuration and deployment phases. The on-site software demonstrations will be facilitated multiple times over a one (1) day period to accommodate project team member schedules. Shortly after completion of the on-site software demonstrations, a Woolpert System Analyst will work with the Client’s identified AM System Administrator to establish Sandbox log-ins for each identified project team member so that they may log into the system at their leisure to further explore the AM software workflows and capabilities. Related sub-tasks are as follows: · Sub-Task 1.3.1: Woolpert to Prepare Software Demonstration Agenda · Sub-Task 1.3.2: Woolpert to Submit Agenda to Client PM · Sub-Task 1.3.3: Client PM to Prepare Site for Software Demonstrations (Client-Owned Task) · Sub-Task 1.3.4: Woolpert to Provide Software Demonstrations (On-Site Task) Deliverables · Demonstrations will take place during the same business week as, and immediately following, the software installation in Task 1.2 to minimize travel-related expenses · Woolpert will develop a Software Demonstration agenda and provide same to the Client pro- ject manager · Woolpert will provide a Systems Analyst onsite for up to one (1) business day to facilitate the Software Demonstrations Assumptions · Software Demonstrations will be facilitated utilizing the newly installed on-premise AM soft- ware environment; alternatively, demonstrations can be conducted by the Woolpert Analyst using an environment installed locally on their work station. · The Client’s project manager will ensure site readiness and staff participation for the Soft- ware Demonstrations · The Client’s project manager will provide a conference room or training room with a projec- tor. During the Software Demonstrations, individual computers are not needed for the par- ticipants. The software functionality will be demonstrated from the instructor’s computer. · The Client’s project manager will ensure Woolpert is provided access to the AM software environment installed on-premise Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 10 Client Responsibilities · Client project manager to review and accept agenda for Software Demonstrations · Client project manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required number of days · Secure an appropriate training facility suitable for participants TASK 1.4: CONDUCT BUSINESS PROCESS REVIEWS The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team with a deep understanding of the Client’s planned / desired work management processes, 2) provide Client project participants with a deeper understanding of the impending business process improvements introduced by the planned Cityworks AMS solution, and 3) establish asset life-cycle management and work management workflows in the context of Cityworks’ asset management capabilities. One of the main features of a Cityworks asset and maintenance, management system is the ability of the software to be configured to fit the unique manner in which an organization executes and manages its infrastructure maintenance management activities. To accomplish this, Woolpert will work with Client staff to document the work processes related to asset and maintenance management activities and Key Performance Indicators (KPIs). This will be accomplished via one round of on-site – hands-on workshops. The purpose is to gather the following information: · What are the current issues and challenges related to asset and maintenance management? · Who will use the software? · How will they use the software—what tasks do they need to perform? · In what environment will they use it? · What difference should it make for their jobs? · How will your staff use the data—how is data analyzed, how are reports prepared, etc.? These work process reviews will play a critical role in defining and establishing the configuration require- ments for the Cityworks system. Using the information gathered during the business process assessment task, and informed by the identified needs of the Client, the Woolpert team will evaluate the current business processes to identify workflow issues. Business processes that might require enhancement or replacement will be identified. The team will then design improved workflows. Following the workshops, Woolpert will document pertinent work processes in a Workflow Document supported by graphical diagrams and text numerical format (i.e.: Step 1, Step 2, etc.). Woolpert will provide the documented workflows to Client staff to review and comment upon. Once finalized, Woolpert will update the workflow documentation. Related sub-tasks are as follows: · Sub-Task 1.4.1: Business Process Review Workshops o Sub-Task 1.4.1.1: Woolpert to Prepare for Business Process Review Workshops o Sub-Task 1.4.1.2: Woolpert to Facilitate Business Process Review Workshops · Sub-Task 1.4.2: Woolpert to Prepare Business Process Review Technical Memorandum · Sub-Task 1.4.3: Woolpert to Submit Technical Memorandum to Client PM · Sub-Task 1.4.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 1.4.5: Woolpert to Prepare Updates to Business Process Review Technical Memo- randum Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 11 Deliverables · A Woolpert Project Manager and Senior System Analyst will facilitate a series of initial on-site Business Process Review Workshops as follows: o Central Services for up to two (2) consecutive business days · Woolpert team members will document the outcomes of the workshops in the form of a Technical Memorandum and submit to the Client project manager for review · Woolpert team members will facilitate a remote review meeting up to two (2) hours in duration with the client technical team and update the Technical Memorandum based on the outcome of the review meeting Assumptions · The business work management business processes will be the starting point for this workshop. It is expected that the Central Services Department will accept these processes with minimal changes. NOTE: Should the Central Services Department require significant changes to the work- flows, a follow-up onsite workshop and additional effort during the configuration phase may be required. · All activities, other than the actual workshops will be performed remotely. · The Client’s project manager will ensure site readiness and staff participation for the workshops Client Responsibilities · Secure an appropriate meeting facility suitable for participants, · Schedule and accommodate the appropriate Client project participants such that they are avail- able, without undue interruption, for the required number of days. TASK 1.5: PHASE 1 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. TASK 1.6: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 1 services in accordance with the Scope of Work and Project Plan. Phase 2 of this scope will not begin until Phase 1 has been approved by the Client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 12 PHASE 2 – CENTRAL SERVICES - CORE SYSTEM DESIGN AND CONFIGURATION TASK 2.1: PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site workshops and other related project meetings and distill same into a series of organized configuration documents that will be used to guide the required Cityworks configuration such that it supports the Client’s work order and asset maintenance management activities. Related sub-tasks are as follows: · Sub-Task 2.1.1: Woolpert to Prepare Draft Configuration Documentation · Sub-Task 2.1.2: Woolpert to Submit to Client PM for Review · Sub-Task 2.1.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables · Woolpert team members will develop a set of configuration documents as more fully detailed above · Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s technical team Assumptions · All above listed tasks will be performed remotely Client Responsibilities · Review the prepared Draft Configuration documentation · Participate in the remote review meeting TASK 2.2: CONDUCT CORE TEAM TRAINING Core Team Training will be facilitated for the purpose of providing the Client’s Project Team members with the Cityworks Server AMS knowledgebase needed to support the system design and implementation decisions. Core Team Training will be comprised of a one-day curriculum designed to introduce the City- works asset management tools to the Client’s Project Team members. The purpose of the Core Team Training is to provide the Client’s project participants (those with imple- mentation responsibilities) with enough exposure to, and understanding of, the Cityworks work order and asset management functionality such that they are able to make smart and informed decisions as they relate to the overall implementation objectives. The intent of the Core Team Training is not to provide the skills needed to maintain the daily operations of the system. This End-User Training is provided at a later date. Core Team Training will be facilitated in a classroom environment (computer lab or training room) on- site at the Client’s facilities. Related sub-tasks are as follows: · Sub-Task 2.2.1: Woolpert to Prepare Core Team Training Agenda · Sub-Task 2.2.2: Woolpert to Submit Agenda to Client PM · Sub-Task 2.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task) · Sub-Task 2.2.4: Woolpert to Provide Core Team Training (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 13 Deliverables · Woolpert will develop a Core Team Training agenda and provide same to the Client project man- ager · Woolpert will provide a Systems Analyst onsite for up to two (2) consecutive business day to provide the Core Team Training Assumptions · Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi- ronment · The Client’s project manager will ensure site readiness and staff participation for the training · The Client’s project manager will provide a conference room or training room with a projector. During Core Team Training, individual computers are not needed for the participants. The soft- ware will be demonstrated · Ensure Woolpert access to the Cityworks Server AMS environment installed on-premise to perform training Client Responsibilities · Client project manager to review and accept agenda for training · Client project manager to schedule and accommodate the appropriate Client project team mem- bers such that they are available, without undue interruption, for the required number of days · Secure an appropriate training facility suitable for participants TASK 2.3: CORE CITYWORKS AMS CONFIGURATION Cityworks AMS configuration will be facilitated by Woolpert through a series of on-site configuration workshops. The first round of workshops will address: • Domains. This is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping of employees for assignments to work orders and service requests (e.g. crews). • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system • Inspections. Templates for each inspection that will be executed for the assets within the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initi- ated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and designed. • Projects. Projects to be managed within Cityworks Woolpert will update the System Configuration Document after the first round of configuration workshops is complete. The extra planning steps that are taken during the initial phases of an implementation, such as this will reap tremendous rewards when the system goes into production. As part of the meetings, Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 14 Woolpert will have a full version of Cityworks available to help facilitate ideas and approaches to the configuration – this is also part of the overall iterative learning process. At the end of the first round of workshops, there will be a set of action items for the Client team members such as gathering the current list of employees, people, contractors and hard work orders, reports, in- spection forms, etc. Woolpert will prepare a full list of action items and submit to the Client project manager. At the end of these meetings, Woolpert will have enough information to configure approxi- mately 70% of the Client’s needs. The second and final workshops will address proposed configuration approaches to service requests, work orders, and inspections identified in the initial meetings. During these workshops, the Client’s actual configured data will be available for viewing within Cityworks. At the end of these meetings, Woolpert will have enough information to configure approximately 100% of the Client’s needs. Related sub-tasks are as follows: · Sub-Task 2.3.1: Round 1 AMS Configuration Workshops o Sub-Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round) o Sub-Task 2.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1) - Sub-Task 2.3.1.2.1: Central Services AMS Configuration Workshop 1 (On-Site Task) o Sub-Task 2.3.1.3: Woolpert to Update Configuration Documentation (Round 1) o Sub-Task 2.3.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 2.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 2.3.1.5.1: Remote Review Meeting 1 - Sub-Task 2.3.1.5.2: Remote Review Meeting 2 · Sub-Task 2.3.2: Round 2 Configuration Workshops o Sub-Task 2.3.1.1: Woolpert to Prepare for Configuration Workshops (Second Round) o Sub-Task 2.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2) - Sub-Task 2.3.2.2.1: Central Services AMS Configuration Workshops 2 (On-Site Task) o Sub-Task 2.3.2.3: Woolpert to Update Configuration Documentation (Round 2) o Sub-Task 2.3.2.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 2.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 2.3.2.5.1: Remote Review Meeting 1 - Sub-Task 2.3.2.5.2: Remote Review Meeting 2 Deliverables · A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura- tion Workshops as follows: o Central Services up to three (3) consecutive business days · Woolpert will update the configuration documentation based on the outcome of the first round of configuration workshops · Woolpert staff will perform system configuration in the Woolpert development environment and restore to the client environment · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team · A Woolpert Senior System Analyst and System Analyst will facilitate Round 2 On-Site Configura- tion Workshops as follows: Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 15 o Central Services up to two (2) consecutive business days · Woolpert will update the configuration documentation based on the outcome of the second round of configuration workshops · Woolpert staff will perform system configuration in the Woolpert development environment and restore to the client environment · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team Assumptions · All workshop preparation activities will be performed remotely · Actual workshops will be administered on-site at Client facilities · Client staff participating in the Configuration workshops will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule workshop participants · Workshop participants shall actively participate in workshop activities TASK 2.4: CITYWORKS STOREROOM CONFIGURATION Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will consist of a series of on-site meetings with Client staff to address all of the configuration elements that will need to be put into place to support materials management. Upon completion of these workshops, the configu- ration documentation will be updated and then the Storeroom application will be configured. Related sub-tasks are as follows: · Sub-Task 2.4.1: Configuration Workshops o Sub-Task 2.4.1.1: Woolpert to Prepare for Configuration Workshops o Sub-Task 2.4.1.2: Woolpert to Facilitate Configuration Workshops - Sub-Task 2.4.1.2.1: Central Services Storeroom Configuration Workshop (On-Site Task) o Sub-Task 2.4.1.3: Woolpert to Update Configuration Documentation o Sub-Task 2.4.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 2.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 2.4.1.5.1: Remote Review Meeting 1 - Sub-Task 2.4.1.5.2: Remote Review Meeting 2 Deliverables · A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows: o Central Services up to one (1) business day · Woolpert will update the configuration documentation based on the outcome of the configuration workshop · Woolpert staff will perform system configuration in the Woolpert development environment and restore to the client environment Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 16 · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team Assumptions · Workshop will be conducted in the same business week as the Round 2 Configuration Workshops to minimize travel expenses · All workshop preparation activities will be performed remotely · Actual workshops will be administered on-site at Client facilities · Client staff participating in the Configuration workshops will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule workshop participants · Workshop participants shall actively participate in workshop activities TASK 2.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Tasks 2.1 through 2.4) to the Client for review. The Client’s project manager and technical team members will undertake an internal review of this documentation, providing pertinent feedback to Woolpert. Upon completion of this task, we will have delivered a comprehensive set of configuration documents, updated to reflect the current as-is system configuration. There will be additional opportunities to update this documentation in future project phases up to and including the final / accepted configuration documents delivered just prior to go-live. Related sub-tasks are as follows: · Sub-Task 2.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM · Sub-Task 2.5.2: Client Technical Team to Review Updated Configuration and Documentation (Client-Owned Task) · Sub-Task 2.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 2.5.4: Woolpert to Update Configuration Documentation per Client Technical Team Review Comments · Sub-Task 2.5.5: Woolpert to Submit Updated Pre-Final Configuration Documentation to Cli- ent PM Deliverables · Woolpert will submit updated configuration documentation to the Client PM · Woolpert will facilitate a remote configuration documentation review meeting, up to two (2) hours in duration, with the Client’s technical team · Woolpert will update the configuration documentation based on the outcome of the Client review and re-submit the updated documentation to the Client project manager Assumptions · The Client PM will ensure that the necessary people review and understand the documentation for its accuracy Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 17 Client Responsibilities · The Client PM and technical team will review and provide feedback on the configuration docu- ment · The Client PM and technical team will participate in a remote configuration document review meeting · The Client PM will approve and sign the configuration document TASK 2.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS After completion of the configuration workshops and associated system configuration and documentation efforts as well as the initial review of the documents and system as configured in the development environment, Woolpert will provide an onsite, full system demonstration to Client project participants, end user community and stakeholders. Woolpert will provide two (2) separate demonstrations. Each demonstration will be up to four (4) hours in duration in order to review the configuration in depth and answer any questions. At the end of these meetings, it is anticipated that there may be some minor requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi- ronment. Woolpert will facilitate a four (4) hour workshops to discuss the potential changes and next steps in order to ready the project for the deployment phase. Related sub-tasks are as follows: · Sub-Task 2.6.1: Woolpert to Prepare for On-Site Software Demonstrations · Sub-Task 2.6.2: Woolpert to Facilitate On-Site Software Demonstrations o Sub-Task 2.6.2.1: Facilitate Software Demonstration 1 (On-Site Task) o Sub-Task 2.6.2.2: Facilitate Software Demonstration 2 (On-Site Task) o Sub-Task 2.6.2.3: Facilitate Demonstration Wrap-Up (On-Site Task) Deliverables · Woolpert will provide two (2) on-site Cityworks AMS solution demonstrations. Each demonstra- tion will be up to four (4) hours in duration · Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours Assumptions · All demonstration preparation activities will be performed remotely · Client staff participating in the demonstrations will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule demonstration participants TASK 2.7: PHASE 2 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. TASK 2.8: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 2 services in accordance with the Scope of Work and Project Plan. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 18 NOTE: Phase 3 of this scope is not dependent upon completion of either Phase 1 or Phase 2 to be com- pleted. Phase 3 actually begins during Phase 1 activities and runs concurrently with Phase 2. NOTE: Phase 4 will not begin until Phase 2 activities have been accepted and signed-off by the client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 19 PHASE 3 – CENTRAL SERVICES - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURATION TASK 3.1: APPLICATION INTERFACES To fully meet the Client’s over-arching asset management program objectives, the core Cityworks AMS solution will need to be integrated with the new (yet to be determined) Motorola 311 replacement. Since it is not known what the replacement 311 system will be, Woolpert will scope this integration at a later time. Effort for the design, development and deployment of this interface is estimated in this scope of work at $12,000. TASK 3.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS / PMS Currently, Central Services uses Lucity to record all of the reactive and preventative maintenance work orders. The legacy conversion task will begin with a workshop to define the information that needs to be imported into Cityworks. Woolpert will work with the Implementation Team to define a process for gathering this legacy information and providing it to Woolpert. Woolpert will develop the data migration spreadsheets / scripts such that the legacy data can easily be loaded into the Cityworks database. Central Services utilizes the preventative maintenance work order functionality heavily inside Lucity. Of these preventative maintenance work orders, eight (80) percent are on HVAC systems inside the facili- ties. Woolpert will work with Central Services to determine what preventative maintenance work orders will be continues in the new Cityworks AMS and import those work orders so the client does not have to create all the PM work orders in Cityworks. Prior to the Phase 2 On-Site Software Demonstrations in Task 2.6, Woolpert will load the data collected up to that time. This will serve as both a test of the data loading process and an evaluation of the collected data. Subsequent to this data loading exercise, Woolpert may adjust the data loading tools to optimize the loading process prior to the PROD cutover. Also, the Client may adjust their data collection process to improve the quality / completeness of the collected data. Prior to the Phase 4 Go-Live activities in Task 4.4, Woolpert will load the collected data into the City- works PROD database. At that time, no more Central Services work activities and inspection results will be collected on the spreadsheets. Related sub-tasks are as follows: · Sub-Task 3.2.1: Facilitate Data Conversion Workshops o Sub-Task 3.2.1.1: Woolpert to Prepare for Data Conversion Workshops o Sub-Task 3.2.1.2: Client PM to Prepare Site for Workshops (Client-Owned Task) o Sub-Task 3.2.1.3: Woolpert to Facilitate Data Conversion Workshops - Sub-Task 3.2.1.3.1: Existing PM Work Order Data (On-Site Task) - Sub-Task 3.2.1.3.2: Future PM Work Order Data (On-Site Task) o Sub-Task 3.2.1.4: Develop Data Conversion Plan Document o Sub-Task 3.2.1.5: Submit Draft Data Conversion Plan Documentation to Client PM o Sub-Task 3.2.1.6: Client Technical Team to Review Draft Data Collection Plan Document (Client-Owned Task) o Sub-Task 3.2.1.7: Woolpert to Facilitate Review of Data Conversion Plan Document o Sub-Task 3.2.1.8: Woolpert to Update and Submit Data Conversion Plan Document o Sub-Task 3.2.1.9: Client to Accept Data Conversion Plan Document · Sub-Task 3.2.2: Data Conversion o Sub-Task 3.2.2.1: In-Progress Data Conversion Review Meetings - Sub-Task 3.2.2.1.1: Data Conversion Review Meeting 1 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 20 - Sub-Task 3.2.2.1.2: Data Conversion Review Meeting 2 - Sub-Task 3.2.2.1.3: Data Conversion Review Meeting 3 - Sub-Task 3.2.2.1.4: Data Conversion Review Meeting 4 · Sub-Task 3.2.3: Migrate Legacy Data Sets to Cityworks AMS Database o Sub-Task 3.2.3.1: TEST Data Conversion - Sub-Task 3.2.3.1.1: Woolpert to Load Data Into TEST Environment - Sub-Task 3.2.3.1.2: Woolpert to Facilitate Review of Data in TEST Environment o Sub-Task 3.2.3.2: PROD Data Conversion - Sub-Task 3.2.3.2.1: Woolpert to Load Data Into PROD Environment Deliverables · A Woolpert Sr. System Analyst will conduct a Data Conversion Workshop for up to two (2) business days · Woolpert will prepare a DRAFT Data Conversion Plan and submit to the Client PM · Woolpert will facilitate a remote data conversion plan review meeting, up to two (2) hours in duration, with the Client technical team · Woolpert will update the data conversion plan based on the outcome of the review meeting and re-submit to the FINAL Data Conversion Plan to the Client PM · Woolpert will develop the tools for data loading Assumptions · The Data Conversion Workshop will be conducted during the same week as, and immediately following, the Task 1.4: Business Process Review Workshops. · The TEST Data Conversion Process will occur prior to the Task 2.6: On-Site Software Demonstra- tions · The PROD Data Conversion Process will occur prior to the Task 4.4: System Go-Live · No data cleansing will be performed by Woolpert; all data will be loaded as collected by the Client staff Client Responsibilities · Participate in the on-site data conversion workshops · Review and comment upon the data conversion plan TASK 3.3: DEVELOP CUSTOM REPORTS AND DASHBOARDS Woolpert will catalogue all of the necessary reports learned throughout document discovery, work-shops, and other various project meetings. Once the reports have been prioritized, Woolpert’s implementation / report development team will subsequently deploy as many of the identified reports as possible within the allocated budget. Woolpert will utilize Crystal Reports to configure and deploy the resultant reports. The reports will be reviewed with Client staff through a series of in-process development reviews. Woolpert will incorporate requested changes into the reports. The reports will be tested as part of the overall User Acceptance Testing efforts. Related sub-tasks are as follows: · Sub-Task 3.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client-Owned Task) · Sub-Task 3.3.2: Woolpert to Review Reports Provided by Client Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 21 · Sub-Task 3.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 3.3.4: Woolpert to Develop Custom Reports · Sub-Task 3.3.5: Woolpert to Facilitate In-Process Review Meetings with Client Technical Team o Sub-Task 3.3.5.1: In-Process Report Development Review Meeting #1 o Sub-Task 3.3.5.2: In-Process Report Development Review Meeting #2 o Sub-Task 3.3.5.3: In-Process Report Development Review Meeting #3 · Sub-Task 3.3.6: Configure and Test Reports in Development Environment · Sub-Task 3.3.7: Update Reports Based on Feedback from Review Meetings Deliverables · Woolpert will develop as many custom reports as can be achieved within the allocated budget of forty (40) man-hours (inclusive of discovery, development, and review) · Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in duration, over the course of report development Assumptions · Some reports may not be able to be developed or accepted until the system is live and ample data exists; approval of these reports will be noted as exceptions to the Phase 3 Acceptance and Close document. The Phase 3 Acceptance and Close document will still be signed by the Client indicating that all other tasks are complete and accepted prior to commencement of Phase 4: Deployment. Client Responsibilities · Provide a prioritized list of reports or development consideration · Participate in the remote in-process review meetings TASK 3.4: PHASE 3 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. TASK 3.5: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 3 services in accordance with the Scope of Work and Project Plan. Phase 4 of this scope will not begin until Phase 3 has been approved by the Client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 22 PHASE 4 – CENTRAL SERVICES - SYSTEM DEPLOYMENT TASK 4.1: DEVELOP TEST PLAN The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server AMS solution and ensure all delivered functionality (application workflows, templates, reports, inter- faces) are properly functioning. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks configuration must successfully achieve prior to being promoted to the Client’s production environment will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common agreement between the Client testing team and Woolpert and will serve as the “script” for testing and approving the system configuration. The test plan will address the core Cityworks configuration. Related sub-tasks are as follows: · Sub-Task 4.1.1: Woolpert to Develop Draft User Acceptance Test (UAT) Plan · Sub-Task 4.1.2: Woolpert to Submit Draft UAT Plan to Client PM · Sub-Task 4.1.3: Client Technical Team to Review Draft UAT Plan (Client-Owned Task) · Sub-Task 4.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 4.1.5: Woolpert to Update Draft UAT Plan per Client Comments · Sub-Task 4.1.6: Woolpert to Submit Updated UAT Plan to Client PM Deliverables · Woolpert will prepare and deliver the DRAFT Testing and Acceptance Plan to the Client PM · Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Client testing team. · Woolpert will update the testing and Acceptance Plan per the results of the review meeting and submit the FINAL Testing and Acceptance Plan to the Client PM Assumptions · The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities · The Client’s PM and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 4.2: USER ACCEPTANCE TESTING Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user acceptance testing activities defined within the plan. Woolpert will provide tester training for the Client testing administrator and testers and then on-site support during the Client’s testing activities. Should the Client testing extend beyond the scoped on-site testing support period, the Client testing team will complete the testing the following week. Woolpert will make the required configuration updates / modifications / corrections to achieve testing acceptance and demonstrate the correction for acceptance either while on-site during the on-site testing period or remotely after the on-site testing period. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 23 The Client testers (Cityworks users) will “step” the Cityworks configuration through the test scripts de- fined within the Testing and Acceptance Plan. The test scenarios will be marked as either “pass” or “fail” with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related config- uration updates will continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. It will be the responsibility of the Client to select a number of end-users who will perform testing of the newly configured Cityworks PLL system. In order to effectively test the system in accordance with the testing plan, training will be provided to these end-users. The training will consist of four (4) consecutive business days of training. The following training will include the following: · Training Course 1 – Work Management .................................................... 4 hours · Training Course 2 – Storeroom .............................................................. 4 hours Related sub-tasks are as follows: · Sub-Task 4.2.1: Woolpert to Prepare Training Materials · Sub-Task 4.2.1.1: Woolpert to Prepare Training Materials · Sub-Task 4.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task) · Sub-Task 4.2.1.3: Woolpert to Provide On-Site Training o Sub-Task 4.2.3.1: Training Course 1 – Work Management (On-Site Task) o Sub-Task 4.2.3.2: Training Course 2 – Storeroom (On-Site Task) · Sub-Task 4.2.2: Woolpert to Support User Acceptance Testing · Sub-Task 4.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task) · Sub-Task 4.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task) · Sub-Task 4.2.2.3: Woolpert to Provide Remote Testing Support · Sub-Task 4.2.2.4: Woolpert to Update AMS and Related Application Configurations per Testing Results o Sub-Task 4.2.2.4.1: AMS Configuration o Sub-Task 4.2.2.4.2: Configuration Documentation Deliverables · Woolpert project team members will prepare and deliver Tester Training over a one a (1.0) business day as detailed above. · Woolpert will support testing on-site for three (3.0) consecutive business days · Woolpert will provide remote assistance over five (5) consecutive business days immediately following the on-site testing period for up to eight (8) hours Assumptions · Total on-site time for Tester Training and On-Site Testing Support will not exceed four and a half (4.5) business days · If UAT is not completed during the on-site testing period, the Client team will complete all UAT and provide feedback to the Woolpert team within five (5) business days after the on-site testing period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be impacted resulting in a delay to the schedule and possibly additional fees to the project. · The Client understands that failure to provide the Client testing team with the appropriate test- ing documents will impact Woolpert’s ability to properly train these users in the time allotted for classroom training. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 24 · The Client understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert – Client training team being unable to provide the required training to the Client testers. · The Client understands that failure to properly prepare for and participate in the training sessions will significantly impact the Client testing team’s ability to effectively make use of the config- ured Cityworks Server AMS application. Client Responsibilities · Distribute testing materials to the Client testing team prior to the scheduled training sessions. · Ensure training room is prepared in advance. · The Client’s project manager and testing team must thoroughly review and understand the train- ing syllabus developed by Woolpert. · Secure an appropriate training facility suitable for participants, · Schedule and accommodate the appropriate Client testing team members such that they are available, without undue interruption, for the required number of days. TASK 4.3: PROVIDE END-USER TRAINING Completion of the testing efforts will result in Client system administrators and end-users being provided the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server AMS and integrated applications in an effective manner such that the Client’s over-arching business ob- jectives can be met through use of the newly configured system. Woolpert team members will lead all end user training. Each training class will be supported by one or more Client Core Team Members. Classes will not exceed twelve (12) students. Woolpert will adapt Cityworks standard training materials for the end user training. However, these training materials will not be heavily customized for the Client’s purposes. Related sub-tasks are as follows: · Sub-Task 4.3.1: Woolpert to Prepare Training Materials · Sub-Task 4.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task) · Sub-Task 4.3.3: Woolpert to Provide On-Site End User Training o Sub-Task 4.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train- ing (On-Site Task) o Sub-Task 4.3.3.2: EUT - Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 4.3.3.3: EUT - Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 4.3.3.4: EUT –Storeroom Training (On-Site Task) Deliverables · Preparation of training materials · Delivery of the following training classes by a single Woolpert team members: o Cityworks Administrator Training .................................. 8 hours o Cityworks SR,WO,INSP Training – Class 1 ........................ 12 hours o Cityworks SR,WO,INSP Training – Class 2 ........................ 12 hours o Cityworks Storeroom Training ...................................... 4 hours Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 25 Assumptions · Training courses will occur over one (1) consecutive business week · The Client has an adequate training facility that can accommodate the resultant number of staff to be trained Client Responsibilities · Secure an appropriate training facility · Coordinate and schedule training participants · Training participants shall actively participate in training activities TASK 4.5: PROVIDE GO-LIVE SUPPORT Immediately following the Cityworks Training, Woolpert will provide on-site System Go-Live support in order to assist with the successful start-up of the Cityworks system. During this time, Woolpert’s Senior Systems Analyst and a Systems Analyst will assist the Client’s end-users and system administrators with site-specific configuration issues. Additional coaching and supplemental training services will also be provided during this time. In preparation for go live, Woolpert’s Senior Systems Analyst will work on-site with the Client’s project manager and IT support staff to ensure that all terminals requiring access to the Cityworks application are tested for connectivity; all terminals requiring the ability to print documents are tested for connec- tivity; and all system user accounts are tested for login ability. Additionally, as part of the go-live prep- aration activities, Woolpert’s Senior Systems Analyst will migrate the configured and approved Cityworks configuration from the Development environment to the Production environment. During the first week of live Cityworks operations, Woolpert’s Senior Systems Analyst and Systems Analyst will provide the on-site support required to coach new users and provide detailed technical systems support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommo- date the Client schedules. During the week immediately following the on-site go-live support, Woolpert will ensure that both analysts are available to support the Central Services Department remotely. Related sub-tasks are as follows: · Sub-Task 4.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site Task) · Sub-Task 4.4.2: Woolpert to Perform Data Load to Production Environment AMS Database (On-Site Task) · Sub-Task 4.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task) · Sub-Task 4.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support Deliverables · Woolpert will migrate all system configuration from Development to Production environment · Woolpert will perform a final data load manually collected datasets to Production database · A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to thirty two (32) hours each to support system go-live activities · Woolpert will provide up to sixteen (16) hours of remote post go-live support during the first week of full system use immediately following the go-live activities. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 26 Assumptions · The Client’s project manager will provide project sign-off within agreed upon timeframe follow- ing Go-Live. Client Responsibilities · The Client’s project manager and IT support staff should equally assist in administering the Go- Live tasks to make sure it is clear to the End-Users that the Client is internally capable of sup- porting the newly deployed Cityworks Server AMS solution. The Client system administrators and IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during this time. TASK 4.5: PHASE 4 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independ- ent quality review of the work processes and deliverable products in accordance with the Woolpert To- tal Quality Plan. TASK 4.6: PHASE ACCEPTANCE AND CLOSE This is the Phase 4 exit document that the Client signs indicating Woolpert has delivered the Phase 4 services in accordance with the Scope of Work. After the phase 4 has been approved by the Client, Woolpert will provide a project close document for signature by the Client, signifying that all items listed within this scope of work have been completed. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 27 PHASE 5 – RECREATION & PARKS - IMPLEMENTATION PLANNING TASK 5.1: CONDUCT PRE-PLANNING DISCOVERY A pre-planning discovery task will be facilitated by Woolpert’s Project Manager for the purpose of aligning the Client’s implementation / functionality requirements with the project plan. This discovery process will clarify implementation objectives defined in the RFP, as well as uncover other factors (system in- terfaces, workflow details, reporting requirements, data conversion requirements, etc.) that may not have been clearly addressed to date. In these events, a decision will be made by the Client’s Project Manager to update the Project Plan to include these additional tasks, or place them in a parking-lot for future attention. Based upon the results of this discovery, Woolpert will make any necessary adjustments to the Project Plan and obtain acceptance from the Client. Related sub-tasks are as follows: · Sub-Task 5.1.1: Prepare Request for Information · Sub-Task 5.1.2: Submit RFI to Client PM · Sub-Task 5.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert (Client-Owned Task) · Sub-Task 5.1.4: Woolpert to Perform Desktop Audit of Collected Information · Sub-Task 5.1.5: Woolpert to Prepare for On-Site Discovery Workshops · Sub-Task 5.1.6: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task) · Sub-Task 5.1.7: Woolpert to Document Workshop Findings and Update Implementation Scope of Services, Assumptions, and Risk Plan · Sub-Task 5.1.8: Woolpert to Submit Updated Documentation to Client PM · Sub-Task 5.1.9: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables · Woolpert will prepare a Request for Information and submit it to the Client PM · Woolpert will perform a desktop review of the data provided by the Client PM · Woolpert PM and a Senior Systems Analyst will facilitate a series of discovery workshops, on-site at the Client’s facilities, over the course of two (2.0) consecutive business days · Woolpert will document the workshop discussions and finding in the form of a Technical Memo- randum and submit it to the Client PM · Woolpert will facilitate a remote conference call meeting with the Client team to review the contents of the Technical Memorandum Assumptions · The Client PM will provide the Data gathered from the Request for Information no later than one week before the pre-discovery workshops · All activities, other than the actual workshop will be performed remotely · The Client’s project manager will ensure site readiness and staff participation for the workshop Client Responsibilities · The Client PM will facilitate the data gathering process to collect the information detailed in Woolpert’s RFI · The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work- shops Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 28 · The Client PM will schedule all Client workshop attendees · All identified Client workshop attendees will actively participate in the on-site meetings without undue interruption · The Client PM and technical project team members will review the Technical Memorandum and provide feedback to Woolpert in a timely fashion · The Client PM and technical project team members will participate in a remote conference call review meeting with the Woolpert PM TASK 5.2: INSTALL AND CONFIGURE CORE CITYWORKS AMS SOFTWARE IN A SANDBOX ENVIRONMENT This task includes installing the core Cityworks AMS software, other supporting Cityworks applications, and a test version of a sample Cityworks database within the Client’s networked environment. Woolpert will perform the necessary testing and configuration modifications needed to ensure a successful City- works install within the Client’s on-premise testing environment. Woolpert will request that one of the three existing databases be utilized for the sample database. A Woolpert System Analyst will be onsite to confirm the installation of the core Cityworks software and related test database. Related sub-tasks are as follows: · Sub-Task 5.2.1: Woolpert to Install and Configure AMS Software in a Sandbox Environment (On-Site Task) · Sub-Task 5.2.2: Woolpert to Test Installation and Configuration and Modify as Required (On- Site Task) · Sub-Task 5.2.3: Woolpert to Provide Core Cityworks AMS Software Administration Training to Client System Administrators Deliverables · Installation will take place during the same business week as, and immediately following, the pre-planning discovery workshop in Task 5.1 to minimize travel-related expenses · Woolpert’s Senior Systems Analyst will perform on-site installation, configuration, and testing of the core Cityworks Server AMS test applications and database in the Client’s on-premise network environment (Test) over the course of four (4) hours. · Woolpert’s Senior Systems Analyst will provide Core Cityworks AMS installation and back-up train- ing to the Client’s system administrators during the time on-site to perform the installation ser- vices over the course of (4) hours. Assumptions · Activities including Installation, configuration, testing and training will be performed onsite at the Client’s facilities. · Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi- ronment · The Client’s Project Manager will ensure site readiness and staff participation for the training · The Client’s Project Manager will ensure IT Staff are available during the Cityworks Server AMS installation and testing to ensure the proper access and permissions are granted · The Client will create a login for Woolpert for the necessary access to install software, set up databases, and test the software Client Responsibilities · Create the logins for Woolpert with the necessary permissions Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 29 · Ensure the Servers are prepared for the installation of Cityworks Server AMS including ArcGIS Server, SDE and RDBMS (SQL Server) · Client project manager to ensure the necessary staff participate in the training TASK 5.3: PROVIDE ASSET MANAGEMENT (AM) SOFTWARE DEMONSTRATIONS Once the initial AM software sandbox environment has been installed and configured, Woolpert will fa- cilitate a series of on-site software demonstrations for the purpose of introducing the Client’s project end user community to the core functionality and features of the AM software application(s). For many of the future users this will be their first exposure to the new AM software. These demonstrations will provide an initial overview of the features and functions of the new software and will serve as a basis of on-going software training and knowledge transfer that will increase in frequency and complexity as the project progresses through the subsequent design, configuration and deployment phases. The on-site software demonstrations will be facilitated multiple times over a one (1) day period to accommodate project team member schedules. Shortly after completion of the on-site software demonstrations, a Woolpert System Analyst will work with the Client’s identified AM System Administrator to establish Sandbox log-ins for each identified project team member so that they may log into the system at their leisure to further explore the AM software workflows and capabilities. Related sub-tasks are as follows: · Sub-Task 5.3.1: Woolpert to Prepare Software Demonstration Agenda · Sub-Task 5.3.2: Woolpert to Submit Agenda to Client PM · Sub-Task 5.3.3: Client PM to Prepare Site for Software Demonstrations (Client-Owned Task) · Sub-Task 5.3.4: Woolpert to Provide Software Demonstrations (On-Site Task) Deliverables · Demonstrations will take place during the same business week as, and immediately following, the software installation in Task 5.2 to minimize travel-related expenses · Woolpert will develop a Software Demonstration agenda and provide same to the Client pro- ject manager · Woolpert will provide a Systems Analyst onsite for up to one (1) business day to facilitate the Software Demonstrations Assumptions · Software Demonstrations will be facilitated utilizing the newly installed on-premise AM soft- ware environment; alternatively, demonstrations can be conducted by the Woolpert Analyst using an environment installed locally on their work station. · The Client’s project manager will ensure site readiness and staff participation for the Soft- ware Demonstrations · The Client’s project manager will provide a conference room or training room with a projec- tor. During the Software Demonstrations, individual computers are not needed for the par- ticipants. The software functionality will be demonstrated from the instructor’s computer. · The Client’s project manager will ensure Woolpert is provided access to the AM software environment installed on-premise Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 30 Client Responsibilities · Client project manager to review and accept agenda for Software Demonstrations · Client project manager to schedule and accommodate the appropriate Client project team members such that they are available, without undue interruption, for the required number of days · Secure an appropriate training facility suitable for participants TASK 5.4: CONDUCT BUSINESS PROCESS REVIEWS The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team with a deep understanding of the Client’s planned / desired work management processes, 2) provide Client project participants with a deeper understanding of the impending business process improvements introduced by the planned Cityworks AMS solution, and 3) establish asset life-cycle management and work management workflows in the context of Cityworks’ asset management capabilities. One of the main features of a Cityworks asset and maintenance, management system is the ability of the software to be configured to fit the unique manner in which an organization executes and manages its infrastructure maintenance management activities. To accomplish this, Woolpert will work with Client staff to document the work processes related to asset and maintenance management activities and Key Performance Indicators (KPIs). This will be accomplished via one round of on-site – hands-on workshops. The purpose is to gather the following information: · What are the current issues and challenges related to asset and maintenance management? · Who will use the software? · How will they use the software—what tasks do they need to perform? · In what environment will they use it? · What difference should it make for their jobs? · How will your staff use the data—how is data analyzed, how are reports prepared, etc.? These work process reviews will play a critical role in defining and establishing the configuration require- ments for the Cityworks system. Using the information gathered during the business process assessment task, and informed by the identified needs of the Client, the Woolpert team will evaluate the current business processes to identify workflow issues. Business processes that might require enhancement or replacement will be identified. The team will then design improved workflows. Following the workshops, Woolpert will document pertinent work processes in a Workflow Document supported by graphical diagrams and text numerical format (i.e.: Step 1, Step 2, etc.). Woolpert will provide the documented workflows to Client staff to review and comment upon. Once finalized, Woolpert will update the workflow documentation. Related sub-tasks are as follows: · Sub-Task 5.4.1: Business Process Review Workshops o Sub-Task 5.4.1.1: Woolpert to Prepare for Business Process Review Workshops o Sub-Task 5.4.1.2: Woolpert to Facilitate Business Process Review Workshops · Sub-Task 5.4.2: Woolpert to Prepare Business Process Review Technical Memorandum · Sub-Task 5.4.3: Woolpert to Submit Technical Memorandum to Client PM · Sub-Task 5.4.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 5.4.5: Woolpert to Prepare Updates to Business Process Review Technical Memo- randum Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 31 Deliverables · A Woolpert Project Manager and Senior System Analyst will facilitate a series of initial on-site Business Process Review Workshops as follows: o Recreation and Parks for up to two (2) consecutive business days · Woolpert team members will document the outcomes of the workshops in the form of a Technical Memorandum and submit to the Client project manager for review · Woolpert team members will facilitate a remote review meeting up to two (2) hours in duration with the client technical team and update the Technical Memorandum based on the outcome of the review meeting Assumptions · The business work management business processes will be the starting point for this workshop. It is expected that the Recreation & Parks Department will accept these processes with minimal changes. NOTE: Should the Recreation & Parks Department require significant changes to the workflows, a follow-up onsite workshop and additional effort during the configuration phase may be required. · All activities, other than the actual workshops will be performed remotely. · The Client’s project manager will ensure site readiness and staff participation for the workshops Client Responsibilities · Secure an appropriate meeting facility suitable for participants, · Schedule and accommodate the appropriate Client project participants such that they are avail- able, without undue interruption, for the required number of days. TASK 5.5: PHASE 5 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 5.6: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 5 services in accordance with the Scope of Work and Project Plan. Phase 6 of this scope will not begin until Phase 5 has been approved by the Client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 32 PHASE 6 – RECREATION & PARKS - CORE SYSTEM DESIGN AND CONFIGURATION TASK 6.1: PREPARE CONFIGURATION DOCUMENTATION Woolpert will compile the information gathered and documented through the multiple on-site workshops and other related project meetings and distill same into a series of organized configuration documents that will be used to guide the required Cityworks configuration such that it supports the Client’s work order and asset maintenance management activities. Related sub-tasks are as follows: · Sub-Task 6.1.1: Woolpert to Prepare Draft Configuration Documentation · Sub-Task 6.1.2: Woolpert to Submit to Client PM for Review · Sub-Task 6.1.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team Deliverables · Woolpert team members will develop a set of configuration documents as more fully detailed above · Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s technical team Assumptions · All above listed tasks will be performed remotely Client Responsibilities · Review the prepared Draft Configuration documentation · Participate in the remote review meeting TASK 6.2: CONDUCT CORE TEAM TRAINING Core Team Training will be facilitated for the purpose of providing the Client’s Project Team members with the Cityworks Server AMS knowledgebase needed to support the system design and implementation decisions. Core Team Training will be comprised of a two-day curriculum designed to introduce the City- works asset management tools to the Client’s Project Team members. The purpose of the Core Team Training is to provide the Client’s project participants (those with imple- mentation responsibilities) with enough exposure to, and understanding of, the Cityworks work order and asset management functionality such that they are able to make smart and informed decisions as they relate to the overall implementation objectives. The intent of the Core Team Training is not to provide the skills needed to maintain the daily operations of the system. This End-User Training is provided at a later date. Core Team Training will be facilitated in a classroom environment (computer lab or training room) on- site at the Client’s facilities. Related sub-tasks are as follows: · Sub-Task 6.2.1: Woolpert to Prepare Core Team Training Agenda · Sub-Task 6.2.2: Woolpert to Submit Agenda to Client PM · Sub-Task 6.2.3: Client PM to Prepare Site for Core Team Training (Client-Owned Task) · Sub-Task 6.2.4: Woolpert to Provide Core Team Training (On-Site Task) Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 33 Deliverables · Woolpert will develop a Core Team Training agenda and provide same to the Client project man- ager · Woolpert will provide a Systems Analyst onsite for up to one (1) consecutive business day to provide the Core Team Training Assumptions · Training will be facilitated utilizing the newly installed on-premise Cityworks Server AMS envi- ronment · The Client’s project manager will ensure site readiness and staff participation for the training · The Client’s project manager will provide a conference room or training room with a projector. During Core Team Training, individual computers are not needed for the participants. The soft- ware will be demonstrated · Ensure Woolpert access to the Cityworks Server AMS environment installed on-premise to perform training Client Responsibilities · Client project manager to review and accept agenda for training · Client project manager to schedule and accommodate the appropriate Client project team mem- bers such that they are available, without undue interruption, for the required number of days · Secure an appropriate training facility suitable for participants TASK 6.3: CORE CITYWORKS AMS CONFIGURATION Cityworks AMS configuration will be facilitated by Woolpert through a series of on-site configuration workshops. The first round of workshops will address: • Domains. This is the security architecture that determines how employees, work orders and other information can be shared across organizational boundaries. • Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping of employees for assignments to work orders and service requests (e.g. crews). • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system • Inspections. Templates for each inspection that will be executed for the assets within the system • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establish traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times maintenance activities are initi- ated starting with a service request whose purpose is to determine if a work is necessary or not. • Reporting. Current or future expected reports will be discussed and designed. • Projects. Projects to be managed within Cityworks Woolpert will update the System Configuration Document after the first round of configuration workshops is complete. The extra planning steps that are taken during the initial phases of an implementation, such as this will reap tremendous rewards when the system goes into production. As part of the meetings, Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 34 Woolpert will have a full version of Cityworks available to help facilitate ideas and approaches to the configuration – this is also part of the overall iterative learning process. At the end of the first round of workshops, there will be a set of action items for the Client team members such as gathering the current list of employees, people, contractors and hard work orders, reports, in- spection forms, etc. Woolpert will prepare a full list of action items and submit to the Client project manager. At the end of these meetings, Woolpert will have enough information to configure approxi- mately 70% of the Client’s needs. The second and final workshops will address proposed configuration approaches to service requests, work orders, and inspections identified in the initial meetings. During these workshops, the Client’s actual configured data will be available for viewing within Cityworks. At the end of these meetings, Woolpert will have enough information to configure approximately 100% of the Client’s needs. Related sub-tasks are as follows: · Sub-Task 6.3.1: Round 1 AMS Configuration Workshops o Sub-Task 6.3.1.1: Woolpert to Prepare for Configuration Workshops (First Round) o Sub-Task 6.3.1.2: Woolpert to Facilitate Configuration Workshops (Round 1) - Sub-Task 6.3.1.2.1: Recreation & Parks AMS Configuration Workshop 1 (On-Site Task) o Sub-Task 6.3.1.3: Woolpert to Update Configuration Documentation (Round 1) o Sub-Task 6.3.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 6.3.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 6.3.1.5.1: Remote Review Meeting 1 - Sub-Task 6.3.1.5.2: Remote Review Meeting 2 · Sub-Task 6.3.2: Round 2 Configuration Workshops o Sub-Task 6.3.1.1: Woolpert to Prepare for Configuration Workshops (Second Round) o Sub-Task 6.3.2.2: Woolpert to Facilitate Configuration Workshops (Round 2) - Sub-Task 6.5.3.2.2.1: Recreation & Parks AMS Configuration Workshops 2 (On-Site Task) o Sub-Task 6.3.2.3: Woolpert to Update Configuration Documentation (Round 2) o Sub-Task 6.3.2.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 6.3.2.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 6.3.2.5.1: Remote Review Meeting 1 - Sub-Task 6.3.2.5.2: Remote Review Meeting 2 Deliverables · A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 On-Site Configura- tion Workshops as follows: o Recreation & Parks up to three (3) consecutive business days · Woolpert will update the configuration documentation based on the outcome of the first round of configuration workshops · Woolpert staff will perform system configuration in the Client’s on-premise development envi- ronment via remote access or internally on Woolpert servers and restore to the client environ- ment · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 35 · A Woolpert Senior System Analyst will facilitate Round 2 On-Site Configuration Workshops as follows: o Recreation & Parks up to two (2.0) consecutive business days · Woolpert will update the configuration documentation based on the outcome of the second round of configuration workshops · Woolpert staff will perform system configuration in the Client’s on-premise development envi- ronment via remote access · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team Assumptions · All workshop preparation activities will be performed remotely · Actual workshops will be administered on-site at Client facilities · Client staff participating in the Configuration workshops will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule workshop participants · Workshop participants shall actively participate in workshop activities · Populate the updated GIS database with the Recreation and Parks asset inventory TASK 6.4: CITYWORKS STOREROOM CONFIGURATION Cityworks Storeroom is utilized for materials management within the Cityworks AMS framework. This task addresses the core configuration of Storeroom. The Storeroom Configuration Workshops will consist of a series of on-site meetings with Client staff to address all of the configuration elements that will need to be put into place to support materials management. Upon completion of these workshops, the configu- ration documentation will be updated and then the Storeroom application will be configured. Related sub-tasks are as follows: · Sub-Task 6.4.1: Storeroom Configuration Workshops o Sub-Task 6.4.1.1: Woolpert to Prepare for Storeroom Configuration Workshops o Sub-Task 6.4.1.2: Woolpert to Facilitate Storeroom Configuration Workshops - Sub-Task 6.4.1.2.1: Recreation & Parks Storeroom Configuration Workshop (On-Site Task) o Sub-Task 6.4.1.3: Woolpert to Update Configuration Documentation o Sub-Task 6.4.1.4: Woolpert to Perform Configuration in Development Environment o Sub-Task 6.4.1.5: Woolpert to Facilitate Remote Configuration Review Meetings With Cli- ent Technical Team - Sub-Task 6.4.1.5.1: Remote Review Meeting 1 - Sub-Task 6.4.1.5.2: Remote Review Meeting 2 Deliverables · A Woolpert Senior System Analyst will facilitate On-Site Configuration Workshop as follows: o Recreation & Parks up to eight (8) hours Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 36 · Woolpert will update the configuration documentation based on the outcome of the configuration workshop · Woolpert staff will perform system configuration in the Client’s on-premise development envi- ronment via remote access · Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one (1) hour in duration, with the Client’s technical team Assumptions · Workshop will be conducted in the same business week as the Round 2 Configuration Workshops · All workshop preparation activities will be performed remotely · Actual workshops will be administered on-site at Client facilities · Client staff participating in the Configuration workshops will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule workshop participants · Workshop participants shall actively participate in workshop activities TASK 6.5: REVIEW AND APPROVAL OF UPDATED SYSTEM CONFIGURATION AND DOCUMENTATION Woolpert will submit the updated Configuration Documentation (completed in Tasks 6.1 through 6.4) to the Client for review. The Client’s project manager and technical team members will undertake an internal review of this documentation, providing pertinent feedback to Woolpert. Upon completion of this task, we will have delivered a comprehensive set of configuration documents, updated to reflect the current as-is system configuration. There will be additional opportunities to update this documentation in future project phases up to and including the final / accepted configuration documents delivered just prior to go-live. Related sub-tasks are as follows: · Sub-Task 6.5.1: Woolpert to Submit Updated Configuration Documentation to Client PM · Sub-Task 6.5.2: Client Technical Team to Review Updated Configuration and Documentation (Client-Owned Task) · Sub-Task 6.5.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 6.5.4: Woolpert to Update Configuration Documentation per Client Technical Team Review Comments · Sub-Task 6.5.5: Woolpert to Submit Updated Pre-Final Configuration Documentation to Cli- ent PM Deliverables · Woolpert will submit updated configuration documentation to the Client PM · Woolpert will facilitate a remote configuration documentation review meeting, up to two (2) hours in duration, with the Client’s technical team · Woolpert will update the configuration documentation based on the outcome of the Client review and re-submit the updated documentation to the Client project manager Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 37 Assumptions · The Client PM will ensure that the necessary people review and understand the documentation for its accuracy Client Responsibilities · The Client PM and technical team will review and provide feedback on the configuration docu- ment · The Client PM and technical team will participate in a remote configuration document review meeting · The Client PM will approve and sign the configuration document TASK 6.6: PROVIDE CITYWORKS AMS SOFTWARE DEMONSTRATIONS After completion of the configuration workshops and associated system configuration and documentation efforts as well as the initial review of the documents and system as configured in the development environment, Woolpert will provide an onsite, full system demonstration to Client project participants, end user community and stakeholders. Woolpert will provide three (3) separate demonstrations. Each demonstration will be up to four (4) hours in duration in order to review the configuration in depth and answer any questions. At the end of these meetings, it is anticipated that there may be some minor requested changes to the system. Woolpert will make those changes to the Cityworks Server AMS envi- ronment. Woolpert will facilitate a four (4) hour workshop to discuss the potential changes and next steps in order to ready the project for the deployment phase. Related sub-tasks are as follows: · Sub-Task 6.6.1: Woolpert to Prepare for On-Site Software Demonstrations · Sub-Task 6.6.2: Woolpert to Facilitate On-Site Software Demonstrations o Sub-Task 6.6.2.1: Facilitate Software Demonstration 1 (On-Site Task) o Sub-Task 6.6.2.2: Facilitate Software Demonstration 2 (On-Site Task) o Sub-Task 6.6.2.3: Facilitate Demonstration Wrap-Up (On-Site Task) Deliverables · Woolpert will provide two (2) on-site Cityworks AMS solution demonstrations. Each demonstra- tion will be up to four (4) hours in duration · Woolpert will provide an on-site Demonstration Wrap-Up workshops of up to four (4) hours Assumptions · All demonstration preparation activities will be performed remotely · Client staff participating in the demonstrations will do so un-interrupted Client Responsibilities · Secure an appropriate workshop facility · Coordinate and schedule demonstration participants TASK 6.7: PHASE 6 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. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 38 TASK 6.8: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 6 services in accordance with the Scope of Work and Project Plan. NOTE: Phase 7 of this scope is not dependent upon completion of either Phase 5 or Phase 6 to be com- pleted. Phase 7 actually begins during Phase 5 activities and runs concurrently with Phase 6 and 8. NOTE: Phase 8 will not begin until Phase 7 activities have been accepted and signed-off by the client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 39 PHASE 7 – RECREATION & PARKS - ADVANCED AMS FUNCTIONALITY DEVELOPMENT & CONFIGURA- TION TASK 7.1: APPLICATION INTERFACES To fully meet the Client’s over-arching asset management program objectives, the core Cityworks AMS solution will need to be integrated with the ActiveNet software. The ActiveNet software is used for Recreation & Parks scheduling. Effort for the design, development and deployment of this interface is estimated in this scope of work at $12,000. TASK 7.2: PERFORM DATA CONVERSION OF LEGACY DATA SETS No legacy or external datasets will be loaded into the Cityworks database for this department. Deliverables · NA Assumptions · NA Client Responsibilities · NA TASK 7.3: DEVELOP CUSTOM REPORTS AND DASHBOARDS Woolpert will catalogue all of the necessary reports learned throughout document discovery, work-shops, and other various project meetings. Once the reports have been prioritized, Woolpert’s implementation / report development team will subsequently deploy as many of the identified reports as possible within the allocated budget. Woolpert will utilize either Crystal to configure and deploy the resultant reports. The reports will be reviewed with Client staff through a series of in-process development reviews. Woolpert will incorporate requested changes into the reports. The reports will be tested as part of the overall User Acceptance Testing efforts. Related sub-tasks are as follows: · Sub-Task 7.3.1: Client to Provide Woolpert a Prioritized List of Reports (Client-Owned Task) · Sub-Task 7.3.2: Woolpert to Review Reports Provided by Client · Sub-Task 7.3.3: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 6.3.4: Woolpert to Develop Custom Reports · Sub-Task 7.3.5: Woolpert to Facilitate In-Process Review Meetings with Client Technical Team o Sub-Task 7.3.5.1: In-Process Report Development Review Meeting #1 o Sub-Task 7.3.5.2: In-Process Report Development Review Meeting #2 o Sub-Task 7.3.5.3: In-Process Report Development Review Meeting #3 · Sub-Task 7.3.6: Configure and Test Reports in Development Environment · Sub-Task 7.3.7: Update Reports Based on Feedback from Review Meetings Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 40 Deliverables · Woolpert will develop as many custom reports as can be achieved within the allocated budget of forty (40) hours (inclusive of discovery, development, and review) · Woolpert will facilitate up to three in-process review meetings, each up to one half (0.5) hour in duration, over the course of report development Assumptions · Some reports may not be able to be developed or accepted until the system is live and ample data exists; approval of these reports will be noted as exceptions to the Phase 7 Acceptance and Close document. The Phase 7 Acceptance and Close document will still be signed by the Client indicating that all other tasks are complete and accepted prior to commencement of Phase 8: Deployment. Client Responsibilities · Provide a prioritized list of reports or development consideration · Participate in the remote in-process review meetings TASK 7.4: PHASE 7 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 7.5: PHASE ACCEPTANCE AND CLOSE This is the Phase exit document that the Client project manager signs indicating Woolpert has delivered the Phase 7 services in accordance with the Scope of Work and Project Plan. Phase 8 of this scope will not begin until Phase 7 has been approved by the Client. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 41 PHASE 8 – RECREATION & PARKS - SYSTEM DEPLOYMENT TASK 8.1: DEVELOP TEST PLAN The focus of system testing efforts is to thoroughly test the newly installed / configured Cityworks Server AMS solution and ensure all delivered functionality (application workflows, templates, reports, inter- faces) are properly functioning. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared Cityworks Configuration documents. Functional metrics that the Cityworks configuration must successfully achieve prior to being promoted to the Client’s production environment will be defined. Additionally test scenarios, designed to step Client Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common agreement between the Client testing team and Woolpert and will serve as the “script” for testing and approving the system configuration. The test plan will address the core Cityworks configuration. Related sub-tasks are as follows: · Sub-Task 8.1.1: Woolpert to Develop Draft User Acceptance Test (UAT) Plan · Sub-Task 8.1.2: Woolpert to Submit Draft UAT Plan to Client PM · Sub-Task 8.1.3: Client Technical Team to Review Draft UAT Plan (Client-Owned Task) · Sub-Task 8.1.4: Woolpert to Facilitate Remote Review Meeting with Client Technical Team · Sub-Task 8.1.5: Woolpert to Update Draft UAT Plan per Client Comments · Sub-Task 8.1.6: Woolpert to Submit Updated UAT Plan to Client PM Deliverables · Woolpert will prepare and deliver the DRAFT Testing and Acceptance Plan to the Client PM · Woolpert will facilitate a remote review meeting, up to two (2) hours in duration, with the Client testing team. · Woolpert will update the testing and Acceptance Plan per the results of the review meeting and submit the FINAL Testing and Acceptance Plan to the Client PM Assumptions · The Testing and Acceptance Plan will be developed per common agreement between the Client and Woolpert. Client Responsibilities · The Client’s PM and members of the testing team must thoroughly review and understand the Testing and Acceptance Plan. TASK 8.2: USER ACCEPTANCE TESTING Once the Testing Plan has been approved by all parties, the Client testing team will undertake the user acceptance testing activities defined within the plan. Woolpert will provide tester training for the Client testing administrator and testers and then on-site support during the Client’s testing activities. Should the Client testing extend beyond the scoped on-site testing support period, the Client testing team will complete the testing the following week. Woolpert will make the required configuration updates / modifications / corrections to achieve testing acceptance and demonstrate the correction for acceptance either while on-site during the on-site testing period or remotely after the on-site testing period. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 42 The Client testers (Cityworks users) will “step” the Cityworks configuration through the test scripts de- fined within the Testing and Acceptance Plan. The test scenarios will be marked as either “pass” or “fail” with appropriate notes and screen shots provided to Woolpert for resolution. Testing and related config- uration updates will continue until acceptable performance is achieved as defined within the Testing and Acceptance Plan. During testing, a regular scheduled phone meeting will be held to review issues and resolutions. It will be the responsibility of the Client to select a number of end-users who will perform testing of the newly configured Cityworks PLL system. In order to effectively test the system in accordance with the testing plan, training will be provided to these end-users. The training will consist of four (4) consecutive business days of training. The following training will include the following: · Training Course 1 – Work Management .................................................... 4 hours · Training Course 2 – Storeroom .............................................................. 4 hours Related sub-tasks are as follows: · Sub-Task 8.2.1: Woolpert to Prepare Training Materials · Sub-Task 8.2.1.1: Woolpert to Prepare Training Materials · Sub-Task 8.2.1.2: Client PM to Prepare Client Site for Training (Client-Owned Task) · Sub-Task 8.2.1.3: Woolpert to Provide On-Site Training o Sub-Task 8.2.1.3.1: Training Course 1 – Work Management (On-Site Task) o Sub-Task 8.2.1.3.2: Training Course 2 – Storeroom (On-Site Task) · Sub-Task 8.2.2: Woolpert to Support User Acceptance Testing · Sub-Task 8.2.2.1: Woolpert to Support User Acceptance Testing (On-Site Task) · Sub-Task 8.2.2.2: Client to Complete User Acceptance Testing (Client-Owned Task) · Sub-Task 8.2.2.3: Woolpert to Provide Remote Testing Support · Sub-Task 8.2.2.4: Woolpert to Update AMS and Related Application Configurations per Testing Results o Sub-Task 8.2.2.4.1: AMS Configuration o Sub-Task 8.2.2.4.2: Configuration Documentation Deliverables · Woolpert’s Senior Systems Analyst will deliver the necessary training materials to the Client’s project manager. Preparation and delivery of training materials shall be within two (2) business days prior to the scheduled start of on-site training activities. · Woolpert project team members will prepare and deliver Tester Training over a one (1.0) busi- ness days as detailed above. · Woolpert will support testing on-site for three (3.0) consecutive business days · Woolpert will provide remote assistance over five (5) consecutive business days immediately following the on-site testing period for up to ten (10) hours Assumptions · Total on-site time for Tester Training and On-Site Testing Support will not exceed four (4.0) business days · If UAT is not completed during the on-site testing period, the Client team will complete all UAT and provide feedback to the Woolpert team within five (5) business days after the on-site testing period. Should client-led testing extend beyond this period, Training and Go-Live tasks may be impacted resulting in a delay to the schedule and possibly additional fees to the project. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 43 · The Client understands that failure to provide the Client testing team with the appropriate train- ing documents will impact Woolpert’s ability to properly train these users in the time allotted for classroom training. · The Client understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert – Client training team being unable to provide the required training to the Client testers. · The Client understands that failure to properly prepare for and participate in the training sessions will significantly impact the Client testing team’s ability to effectively make use of the config- ured Cityworks Server AMS application. Client Responsibilities · Distribute training materials to the Client testing team prior to the scheduled training sessions. · Ensure training room is prepared in advance. · The Client’s project manager and testing team must thoroughly review and understand the train- ing syllabus developed by Woolpert. · Secure an appropriate training facility suitable for participants, · Schedule and accommodate the appropriate Client testing team members such that they are available, without undue interruption, for the required number of days. TASK 8.3: PROVIDE END-USER TRAINING Completion of the training efforts will result in Client system administrators and end-users being provided the training necessary to manage (administrators) and use (end-users) the configured Cityworks Server AMS and integrated applications in an effective manner such that the Client’s over-arching business ob- jectives can be met through use of the newly configured system. Woolpert team members will lead all end user training. Each training class will be supported by one or more Client Core Team Members. Classes will not exceed twelve (12) students. Woolpert will adapt Cityworks standard training materials for the end user training. However, these training materials will not be heavily customized for the Client’s purposes. Related sub-tasks are as follows: · Sub-Task 8.3.1: Woolpert to Prepare Training Materials · Sub-Task 8.3.2: Client PM to Prepare Client Site for Training (Client-Owned Task) · Sub-Task 8.3.3: Woolpert to Provide On-Site End User Training o Sub-Task 8.3.3.1: EUT - CWKS Administrators Cityworks Designer and Administrator Train- ing (On-Site Task) o Sub-Task 8.3.3.2: EUT – Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 8.3.3.3: EUT – Service Requests, Work Orders and Inspection Training (On-Site Task) o Sub-Task 8.3.3.4: EUT –Storeroom Training (On-Site Task) Deliverables · Preparation of training materials · Delivery of the following training classes by a single Woolpert team members: o Cityworks Administrator Training .................................. 8 hours o Cityworks Technician Training – Class 1 ......................... 12 hours Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 44 o Cityworks Technician Training – Class 2 ......................... 12 hours o Cityworks Storeroom Training ...................................... 4 hours Assumptions · Training courses will occur over one (1) consecutive business week · The Client has an adequate training facility that can accommodate the resultant number of staff to be trained · Upon completion of one full round of training, Client trainers will be able to further train their end-users with little to no support Client Responsibilities · Secure an appropriate training facility · Coordinate and schedule training participants · Training participants shall actively participate in training activities TASK 8.4: PROVIDE GO-LIVE SUPPORT Immediately following the Cityworks Training, Woolpert will provide on-site System Go-Live support in order to assist with the successful start-up of the Cityworks system. During this time, Woolpert’s Senior Systems Analyst and a Systems Analyst will assist the Client’s end-users and system administrators with site-specific configuration issues. Additional coaching and supplemental training services will also be provided during this time. In preparation for go live, Woolpert’s Senior Systems Analyst will work on-site with the Client’s project manager and IT support staff to ensure that all terminals requiring access to the Cityworks application are tested for connectivity; all terminals requiring the ability to print documents are tested for connec- tivity; and all system user accounts are tested for login ability. Additionally, as part of the go-live prep- aration activities, Woolpert’s Senior Systems Analyst will migrate the configured and approved Cityworks configuration from the Development environment to the Production. During the first week of live Cityworks operations, Woolpert’s Senior Systems Analyst and Systems Analyst will provide the on-site support required to coach new users and provide detailed technical systems support. This support will occur between the hours of 8:00 am and 5:00 pm local time Monday through Friday of the first week of production. Scheduling variances can be facilitated by Woolpert to accommo- date the Client schedules. During the week immediately following the on-site go-live support, Woolpert will ensure that both analysts are available to support the Recreation & Parks Department remotely. Related sub-tasks are as follows: · Sub-Task 8.4.1: Woolpert to Migrate AMS Configuration to Production Environment (On-Site Task) · Sub-Task 8.4.2: Woolpert to Perform Data Load to Production Environment AMS Database (On-Site Task) · Sub-Task 8.4.3: Woolpert to Provide One Week of On-Site Go-Live Support (On-Site Task) · Sub-Task 8.4.4: Woolpert to Provide One Week of Remote Post Go-Live Support Deliverables · Woolpert will migrate all system configuration from Development to Production environment · A Woolpert Senior Systems Analyst and System Analyst will be provided on site for up to thirty two (32) hours each to support system go-live activities Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 45 · Woolpert will provide up to ten (10) hours of remote post go-live support during the first week of full system use immediately following the go-live activities. Assumptions · The Client’s project manager will provide project sign-off within agreed upon timeframe follow- ing Go-Live. Client Responsibilities · The Client’s project manager and IT support staff should equally assist in administering the Go- Live tasks to make sure it is clear to the End-Users that the Client is internally capable of sup- porting the newly deployed Cityworks Server AMS solution. The Client system administrators and IT support staff will benefit from learning basic Cityworks AMS troubleshooting routines during this time. TASK 8.5: PHASE 8 QUALITY CONTROL Woolpert technical resources, not regularly involved with this implementation will perform independ- ent quality review of the work processes and deliverable products in accordance with the Woolpert To- tal Quality Plan. TASK 8.6: PHASE ACCEPTANCE AND CLOSE This is the Phase 7 exit document that the Client signs indicating Woolpert has delivered the Phase 7 services in accordance with the Scope of Work. After the Phase 7 has been approved by the Client, Woolpert will provide a project close document for signature by the Client, signifying that all items listed within this scope of work have been completed. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 46 CITYWORKS AMS SOFTWARE LICENSING Client will procure the necessary licenses directly from Cityworks. Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 47 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: $412,163.00 PROJECT MANAGEMENT $43,841.00 PHASE 1: CENTRAL SERVICES - IMPLEMENTATION PLANNING $29,563.00 Task 1.1: Conduct Pre-Planning Discovery $10,148.00 Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment $1,495.00 Task 1.3: Conduct Cityworks Demonstrations $3,277.00 Task 1.4: Conduct Business Process Reviews $13,019.00 Task 1.5: Phase 1 Quality Control $1,624.00 PHASE 2: CENTRAL SERVICES - SYSTEM DESIGN AND CONFIGURATION $62,142.00 Task 2.1: Prepare Configuration Documentation $1,160.00 Task 2.2: Configuration Training for Core Team $4,377.00 Task 2.3: Core Cityworks AMS Configuration $37,922.00 Task 2.4: Cityworks Storeroom Configuration $5,463.00 Task 2.5: Review and Approval of Updated System and Configuration Documentation $3,016.00 Task 2.6: Provide Cityworks AMS Software Demonstrations $7,768.00 Task 2.7: Phase 2 Quality Control $2,436.00 PHASE 3: CENTRAL SERVCES - ADVANCED AMS FUNCTIONALITY AND CONFIG. $36,165.00 Task 3.1: Application Interfaces $12,000.00 Task 3.2: Perform Data Conversion of Legacy Data $18,036.00 Task 3.3: Develop Custom Reports and Dashboards $4,505.00 Task 3.4: Phase 3 Quality Control $1,624.00 PHASE 4: CENTRAL SERVICES - SYSTEM DEPLOYMENT $59,506.00 Task 4.1: Develop Test Plan $6,646.00 Task 4.2: User Acceptance Testing $12,005.00 Task 4.3: Provide End-User Training $18,105.00 Task 4.4: Provide Go-Live Support $19,502.00 Task 4.5: Quality Control $3,248.00 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 48 PHASE 5: REC & PARKS - IMPLEMENTATION PLANNING $35,033.00 Task 5.1: Conduct Pre-Planning Discovery $14,262.00 Task 5.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment $1,495.00 Task 5.3: Conduct Cityworks Demonstrations $4,633.00 Task 5.4: Conduct Business Process Reviews $13,019.00 Task 5.5: Phase 5 Quality Control $1,624.00 PHASE 6: REC & PARKS - SYSTEM CONFIGURATION $61,994.00 Task 6.1: Prepare Configuration Documentation $2,068.00 Task 6.2: Configuration Training for Core Team $3,337.00 Task 6.3: Core Cityworks AMS Configuration $37,297.00 Task 6.4: Cityworks Storeroom Configuration $5,463.00 Task 5.5: Review and Approval of Updated System and Configuration Documentation $3,016.00 Task 6.6: Provide Cityworks AMS Software Demonstrations $7,768.00 Task 6.7: Phase 6 Quality Control $3,045.00 PHASE 7: REC & PARKS - ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIG. $17,723.50 Task 7.1: Application Interfaces $12,000.00 Task 7.2: Perform Data Conversion of Legacy Data $0.00 Task 7.3: Develop Custom Reports and Dashboards $4,505.00 Task 7.4: Phase 7 Quality Control $1,218.00 PHASE 8: REC & PARKS - SYSTEM DEPLOYMENT $66,196.00 Task 8.1: Develop Test Plan $6,646.00 Task 8.2: User Acceptance Testing $13,125.00 Task 8.3: Provide End-User Training $22,585.00 Task 8.4: Provide Go-Live Support $21,404.00 Task 8.5: Phase 8 Quality Control $2,436.00 Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 49 Woolpert’s current rate schedule, for non-scoped implementation services offered on a Time & Mate- rial basis, are as listed in the following table. These rates are valid through December 31, 2017. Resource Name Hourly Rate Practice Leader .................................................. $220.00/hr Project Director .................................................. $203.00/hr Project Manager ................................................. $184.00/hr Group Manager ................................................... $184.00/hr Subject Matter Specialists ..................................... $215.00/hr Senior Developer ................................................. $175.00/hr Developer ......................................................... $150.00/hr Senior Systems Analyst ......................................... $155.00/hr System Analyst ................................................... $135.00/hr Admin .............................................................. $80.00/hr Cityworks Enterprise Asset Management System Implementation Scope of Work City of Augusta, Georgia – Central Services / Recreation & Parks March 1, 2017 50 PROJECT SCHEDULE A Microsoft Project Schedule Gantt Chart will be developed upon receipt of a Notice-to-Proceed. The estimated total duration of this project is twelve (12) months. 1 SOFTWARE IMPLEMENTATION SERVICES AGREEMENT THIS AGREEMENT (hereinafter the "Agreement") is made this ______ day of ______________, 2017, (the "Effective Date") by and between Augusta, GA, a political subdivision of the State of Georgia, with its place of business at 535 Telfair Street, Augusta, GA U.S.A., 30901, (hereinafter the "City"), and Woolpert, Inc. with its principal place of business at 375 Northridge Road, Suite 100, Atlanta, GA 30350 (hereinafter the "Vendor"). The City and the Vendor are sometimes hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties." RECITALS A. The Vendor desires to perform and assume responsibility and obligation for the provision of certain professional services, as hereinafter described, on the terms and conditions set forth herein. Vendor represents that it is experienced in providing business process automation and implementation services to public clients, can legally do business in the State of Georgia, and is familiar with the scope of work of the City. B. The City desires to engage Vendor to render such services, as hereinafter described, for the Work Order and Asset Management Software Implementation Project (the “Project”) on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the City and the Vendor agree as follows: EXHIBITS The following exhibits are attached to this agreement and are hereby incorporate by reference. Exhibit A: Statement of Work for Cityworks Enterprise Asset Management System Implementation Exhibit B: Software License and Maintenance Agreement Exhibit C: Vendor Access Policy Exhibit D: Performance Bond OPERATIVE PROVISIONS SECTION I – ENGAGEMENT AND SERVICES OF THE VENDOR 1. Engagement of Vendor. The City hereby engages the Vendor, and the Vendor promises and agrees to furnish to the City, subject to the terms and conditions set forth in this Agreement, all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional services necessary for the Project (the "Services"). The Services are more particularly described in Exhibit A attached hereto and incorporated herein by reference. The Vendor agrees to perform the Services in accordance with the terms and conditions of this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations in effect at the time the Services are provided. As provided in Exhibit A, the Services shall also include the delivery of specific Vendor proprietary software and assistance by the Vendor with procuring certain third party software on behalf of the City. With respect to Vendor’s proprietary software, the license agreement shall be as provided in Exhibit B. With respect to third party software, the City shall enter into the software license directly with the third party software developer and the City shall reimburse the Vendor for any license fees advanced by the Vendor for the third party software. Any and all warranties or matters of performance with respect to third party software shall be between the City and the third party software developer and the City shall look solely to the third party software developer for all matters pertaining to the third party software. The third party software licenses may be included in Exhibit B for reference purposes. The Services include all activities necessary to successfully implement the Statements of Work (hereinafter “SOW”) as supplied by the Vendor and attached as Exhibit A and E. . Additionally, future Statements of Work as prepared by the Vendor may be attached to and shall be bound by this agreement provided that they include no provisions which shall render sections of this agreement null and void and that they abide by all regulations for Procurement and that they receive approval by the Augusta Commission. 2 2. Performance of the Vendor; Standard of Care. The Vendor covenants with the City to perform all Services under this Agreement in accordance with the professional standard of skill, quality and care. Vendor represents and maintains that it is skilled in the professional calling necessary to perform the Services, and that it shall employ customary proven and tested methods known for successfully implementing the services required to satisfy this contract. Vendor shall also cooperate with the City and any other consultants or contractors engaged by or on behalf of the City in performance of the Project. The Vendor covenants to use its commercially reasonable efforts to perform its duties and obligations under this Agreement in a diligent manner, consistent with the professional standard of care set forth in this Agreement. SECTION II – RESPONSIBILITIES OF THE VENDOR 1. The Vendor's Responsibilities for Costs and Expenses. Except as otherwise expressly stated herein, the Vendor shall be solely responsible for all costs and expenses incurred relative to the Vendor, personnel of the Vendor and sub-contractors of the Vendor in connection with the performance of the Services, including, without limitation, payment of salaries, fringe benefits contributions, bonding fees, payroll taxes, withholding taxes and other taxes or levies, office overhead expense, travel expenses, telephone and other telecommunication expenses, and document reproduction expenses. 2. Independent Contractor. The Services shall be performed by Vendor or under its supervision. Vendor shall determine the means, methods and details of performing the Services subject to the requirements of this Agreement. The Vendor represents that it possesses the professional and technical personnel required to perform the Services. The City retains Vendor on an independent contractor basis and not as an employee of the City. Vendor retains the right to perform similar or different services for others during the term of this Agreement. The personnel performing the Services on behalf of the Vendor shall at all times be under the Vendor's exclusive direction and control. The Vendor shall pay all expenses, including, without limitation, all wages, salaries, fringe benefit contributions, payroll taxes, withholding taxes, other taxes or levies and all other amounts due such personnel for the Services or due others as a result of the performance by such personnel of the Services. Vendor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to, all reports for social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3. Vendor’s Project Manager. The Vendor shall designate and assign a project manager ("Project Manager"), who shall coordinate all phases of the Services and act as the Vendor’s representative for performance of this Agreement. The Project Manager shall have full authority to represent and act on behalf of the Vendor for all purposes under this Agreement, and shall be available to the City at all reasonable times. The Project Manager shall supervise and direct the Services, using professional skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures employed by Vendor’s personnel, as well as the satisfactory coordination of all portions of the Services under this Agreement. The Vendor designates Steve Schwabe to be its Project Manager, but reserves the right to appoint another person as Project Manager upon written notice to the City, or to appoint no project manager if none is needed by mutual agreement with the City. 4. Key Personnel. Vendor has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Vendor may substitute other personnel of at least equal competence upon written approval of City. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Vendor at the request of the City. 5. Personnel; Licenses. The Vendor represents and warrants that it and all personnel engaged in performing Services are and shall be fully qualified, authorized and permitted under state and local law to perform such Services. The Vendor shall be responsible to City to correct any negligent errors or omissions in the execution of the Services under this Agreement. The Vendor represents and warrants that it and all personnel and sub-Vendors engaged in performing the Services have all business and professional licenses, permits, qualifications, and approvals of whatever nature that are legally required to perform the Services under this Agreement. The City shall be responsible for any and all project specific or software licenses, permits, qualifications, and approvals although the Vendor shall provide assistance to the City to the extent provided in Exhibit A with applying or procuring such licenses, permits, qualifications, and approvals. The Vendor further represents and warrants that it, its employees and sub-contractors shall keep in effect all such licenses, permits, qualifications and other approvals during the term 3 of this Agreement. Any personnel performing Services under this Agreement who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, or a threat to the safety of persons or property, or any personnel who fail or refuse to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Vendor and shall not be re-employed to perform any of the Services or to work on the Project. 6. City Network Security and Integrity. Provided that the Vendor requires access to system(s) through the City computer network firewall, the Vendor will sign a VPN Vendor Access Agreement, verifying that the Vendor will respect the integrity of City’s network and security protocols. This agreement is attached as Exhibit C. 7. Time of Performance. Vendor shall use commercially reasonable efforts to complete the services covered under and pursuant to this Agreement as directed by the City's Project Administrator by the date of project completion (the “Completion Date”) as described in Exhibit A, Statement of Work), unless earlier terminated as provided herein, or as may be modified by mutual written agreement. Vendor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with any schedule of services mutually acceptable to the Parties. Delays in implementation will be subject to a Penalty, under certain conditions, as described in Section VI in this agreement 8. Software License and Support Agreement. The Vendor will provide the Vendor software licenses identified in Exhibit A for the City’s use as governed by the Software License and Support Agreement, attached as Exhibit B. The Vendor will provide assistance in procuring third party software licenses identified in Exhibit A for the City’s use as governed by the third party Software License and Support Agreements, which may be attached for reference in Exhibit B. 9. Consistency with City Policies. City and Vendor Project Manager shall discuss in advance of all critical decision points all matters relating to the Services in order to ensure that the Services proceed in a manner consistent with the goals and policies of the City. 10. Conformance to Applicable Requirements. All aspects of the provision of the Services by Vendor shall conform to all applicable city, county, state, and federal laws, rules and regulations in effect at the time the services are provided. 11. Prohibition Against Transfers. Neither party shall assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly by operation of law without the prior written consent of the other party. Any attempt to do so without the prior written consent of the other party shall be null and void, and any assignee, sub- lessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation, or transfer. 12. Progress. The Vendor is responsible to keep the City Project Manager and/or his or her duly authorized designee informed on a regular basis regarding the status and progress of the Services, activities performed and planned, and any meetings that have been scheduled or are desired relative to the Services or this Agreement. 13. Confidentiality. No news releases, including photographs, public announcements or confirmations of the same, of any part of the subject matter of this Agreement or any phase of the Services shall be made without prior written consent of the City, such consent to not be unreasonably withheld, and provided in a timely manner. The information which results from the Services in this Agreement is to be kept confidential, unless the release of information is authorized by the City. All Report Materials, either created by or provided to Vendor in connection with the performance of this Agreement, shall be held confidential by Vendor. Such materials shall not, without the prior written consent of City, by used by Vendor for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Vendor which is otherwise known to Vendor or is otherwise generally known, or has become known, to the related industry, shall be deemed confidential. Vendor shall not use City’s name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. Notwithstanding anything to the contrary, the Vendor may disclose such materials in response to a valid court or government order, it being understood that the Vendor shall, where permitted by applicable law, rule or order, give the City prior written notice to object to, or seek to limit, any such mandated disclosure. 14. Georgia Open Records Act. The Vendor acknowledges that this Agreement and certain documentation may be subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70, et seq.). Vendor shall cooperate fully in responding to such requests and shall make all records, not exempt, available for inspection and copying as required by law. Vendor shall clearly mark any information provided to City which Vendor contends is Proprietary Information. 4 Vendor shall notify City immediately of any Open Records request arising out of this contract and shall provide to City a copy of any response to the same. 15. No Set Hours/Right to Contract. The Vendor’s obligation hereunder is to complete the Services in accordance with this Agreement and to meet any deadlines established pursuant to this Agreement. The Vendor has no obligation to work any particular schedule, hours or days, or any particular number of hours or days. However, the Vendor shall coordinate with the City in achieving the results and meeting the goals established pursuant to this Agreement. 16. Accounting Records. Vendor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Vendor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Vendor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 17. Safety. Vendor shall execute and maintain its Services so as to avoid injury or damage to any person or property. In carrying out its Services, the Vendor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. 18. Performance Bond. Within fifteen (15) days of the making of this contract, Vendor shall have obtained a performance bond for the total amount of software and services provided for this project per Exhibit A. Proof of the acquisition of the bond shall be provided to the City and attached to the contract as Exhibit E. Depending on the contract amount of the project and the type of service(s) provided, vendor may be exempt from performance bond requirement. SECTION III – RESPONSIBILITIES OF THE CITY 1. Cooperation. The City shall cooperate with the Vendor relative to the provisions of the Services. To the extent permitted by applicable law, the City shall provide criteria and information in its possession, or reasonably obtainable by it, as requested by Vendor, and shall make that information and related data available for Vendor’s use during the performance of this Agreement and Vendor shall have the right to rely upon such information and data. The City shall render decisions required by this Agreement within the time indicated, or if not specifically stated, with reasonable promptness so as not to unduly delay the progress of Vendor’s Services. 2. City’s Project Manager and Project Staff. The City shall designate and assign a City project manager (“City Project Manager”) who shall have authority to represent and act on behalf of the City for all purposes under this Agreement, within the rules and regulations as established by the Augusta Commission. The City Project Manager, or his/her designee, shall be the principal officer of the City for liaison with the Vendor, and shall review and give approval to the details of the Services as they are performed, in particular, but not exhaustively, Project Plan, Functional Requirement Specifications, Statements of Work, Acceptance Plans, Statements of Completion, Change Order Requests. In addition, the City Project Manager shall ensure proper and timely availability of all City personnel required by the Vendor for successful completion of project tasks, in particular, but not exhaustively, Business and Systems Analysts, IT staff, Subject Matter Experts. The City designates Michael Blanchard of the Information Technology Department to be its City Project Manager, but reserves the right to appoint another person as City Project Manager upon written notice to the Vendor. 3. Project Plan. The City shall be responsible for meeting specific milestones and providing specific deliverables that have been agreed to in Exhibit A. Should the City fail to meet the agreed milestones or to provide the agreed deliverables, the Vendor will inform the City of the consequences thereof and reserves the right to modify the project plan accordingly. SECTION IV - COMPENSATION 1. Compensation. In consideration of the performance by Vendor of the Services, the City shall pay to the Vendor compensation at the rates set forth in the SOW attached hereto and incorporated herein by reference. While estimates have been provided for certain work items in the project, such as data conversion, total compensation under this Agreement shall not exceed the Total Project amount as indicated in the SOW without written approval of the Augusta Commission depending on the amount of the excess and the reason why the initial amount was insufficient. 5 2. Extra Service. The Vendor shall not receive additional compensation for any extra service unless such extra service has been authorized in writing by the City prior to the commencement of the extra service. The City shall pay the Vendor for extra service in accordance with the fee schedule set forth in the SOW. As used herein, “Extra Service” means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement. 3. Payment of Compensation. The Vendor shall submit invoices to the City as defined in the payment milestones in the SOW, or on such other basis as may be mutually agreed upon by the Parties. Each invoice will be itemized. The City shall make payments to the Vendor within thirty (30) days following the date of receipt of the invoice, unless the City disputes the amount of the Compensation the Vendor claims it is owed under this Agreement within thirty days of receipt. Any disputed amount shall be handled as discussed herein. 4. Reimbursements. Vendor shall not be reimbursed for any expenses unless they are authorized in writing by City and they are of a type approved in advance as part of this contract. Such reimbursable expenses, if approved, shall include only those expenses which are reasonably and necessarily incurred by Vendor in the interests of the Project. Reimbursable expenses will be paid only at the actual cost to the Vendor, with no mark-up for overhead or profit. Expenses may be included as part of the overall project cost, provided that they are “Not to Exceed” a certain amount as determined by the Vendor. 5. Disputed Sums. The City will withhold up to one hundred percent (100%) of any disputed portion of Compensation until resolution of the dispute with the Vendor. Such withholding shall only take place due to non-performance of the Vendor, with non-performance being defined as the inability to complete the project or parts thereof when Augusta, Georgia has fulfilled its obligation to the vendor, and shall not be deemed to constitute a failure to pay by the City. The Vendor shall not have the right to allege a breach of this Agreement for failure to pay by the City and to discontinue its performance of the Services hereunder for a period of thirty (30) days from the date Compensation is withheld hereunder. The City’s Project Manager and the Vendor’s Project Manager shall attempt to promptly resolve the dispute. SECTION V – EXPIRATION AND TERMINATION 1. Events of Default. Each of the following events shall constitute an “Event of Default”: A. The Vendor shall fail to observe, perform or comply with any material term, covenant, agreement or condition of this Agreement which is to be observed, performed or complied with by the Vendor, if such failure continues uncured for thirty (30) calendar days after the City gives the Vendor written notice of the failure and the specific nature of such failure. B. The Vendor shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or intentional breach of any provision of this Agreement. 2. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies, upon an Event of Default by the Vendor, the City shall have the right to terminate this Agreement upon at least thirty (30) days written notice to the Vendor. 3. Expiration. Unless extended as provided for herein, this Agreement shall naturally expire on the Completion Date. 4. Payment Upon Termination. Upon a termination of this Agreement, the City shall pay to the Vendor the part of the Compensation which would otherwise be payable to the Vendor with respect to the Services which had been adequately completed as of the date of termination, less the amount of all previous payments with respect to the Compensation. 5. Termination by Vendor: Vendor may terminate this Agreement only upon the substantial breach by the City of a material provision of this Agreement including failure to pay. 6. Termination for Convenience: The City may terminate this contract in part or in whole upon written notice to the Vendor. The Vendor shall be paid for valid services under this Contract up to the time of termination, to include: A. For completed and acceptable work executed in accordance with the terms of the agreement prior to the effective date of termination, including fair and reasonable sums for overhead and profit on such work; B. For expenses incurred prior to the effective date of termination in performing services and furnishing labor, materials or equipment as required by the contract documents in connection with uncompleted work, plus fair and reasonable sums for overhead and profit on such expenses; 6 C. For all claims, costs, losses and damages incurred in settlement of terminated contracts with subcontractors, suppliers and others, and; for reasonable expenses directly attributable to termination. 7. Termination by Either Party. In the event of termination of this Agreement by either the City or the Vendor, both agree to the following: A. City shall destroy the software as defined in the Software License and Support Agreement, Exhibit “B”, together with all copies, modifications and merged portions, or B. Return the software together with all copies, modifications and merged portions to Vendor, or C. City may continue to use the software with the permission of the Vendor, with no expectation of continued maintenance, support, update, or upgrade. D. In cases referenced according to items A and B above, Vendor shall certify in writing that all proprietary information, data, schema, or documentation belonging to City have either been returned to Licensee or destroyed and vice versa. SECTION VI – GENERAL PROVISIONS 1. Nondiscrimination by the Vendor. The Vendor represents and agrees that the Vendor, its affiliates, subsidiaries, or holding companies do not and will not discriminate against any subcontractor, Vendor, employee, or applicant for employment because of race, religion, color, sex, handicap, national origin or any other protected classification under federal or state law. Such nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. 2. City’s Rights to Employ Other Vendors. The City reserves the right to employ other Vendors in connection with this Project. 3. Conflicts of Interest; Prohibited Interests. Vendor maintains and warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for Vendor, to solicit or secure this Agreement. Further, Vendor warrants that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for Vendor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 4. Subcontracting. The Vendor shall not subcontract any portion of the Services except as expressly stated herein, without prior written consent of the City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 5. Temporary suspension or delay of performance of contract. To the extent that it does not alter the scope of this agreement, the City may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by Vendor under this agreement. In the event of such work stoppage or delay, the Vendor’s fees and schedules may need to be equitably adjusted. 6. Defective Pricing. To the extent that the pricing provided by Vendor is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 7. Specified Excuses for Delay or Non-Performance. Vendor is not responsible for delay in performance caused by reasons beyond its reasonable control, including but not limited to hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 8. Waiver. No waiver of any default shall constitute a waiver of any other breach or default, whether of the same or any other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by other parties shall give the other any contractual right by custom, estoppel, or otherwise. 9. Notices. All notices required hereunder shall be given in writing to the following addresses or such other addresses as the parties may designate by written notice: To the City: Hardie Davis, Jr., Mayor 7 535 Telfair Street, Suite 200 Augusta, GA 30901 T: 706.821.1833 F: 706.821.1835 Copies to: Tameka Allen, IT Director 535 Telfair Street, Building 2000 Augusta, GA 30911 T: 706.821.2522 F: 706-821-2530 To the Vendor: Steven Schwabe, Project Director Woolpert, Inc. 6802 Paragon Place Suite 410 Richmond, VA 23230 T: 757-549-3546 M: 786-999-9460 Notice shall be deemed received as follows, depending upon the method of transmittal: by U.S. Mail, certified, return receipt requested, as of five (5) days after deposit in the U.S. Mail. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 10. Authority to Enter Agreement. The Vendor has all requisite power and authority to conduct its business and to execute, deliver and perform all of its obligations under this Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to enter into this Agreement so as to bind each respective Party to perform the conditions contemplated herein. 11. Severability. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, the remaining provisions of this Agreement shall continue in full force and effect. The parties agree that any provision that is held invalid or unenforceable shall be deemed to be restated to reflect as nearly as possible the original intentions of the parties in accordance with applicable law. 12. Time is of the Essence. Time is of the essence in this Agreement, and all parties agree to execute all documents and to proceed with due diligence to complete all covenants and conditions set forth herein. 13. Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia. All claims, disputes and other matters in question between the City and the Vendor arising out of, or relating to, this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. Vendor, by executing this Agreement, specifically consents to venue and jurisdiction in Richmond County, Georgia and waives any right to contest jurisdiction and venue in said Court. 14. Entire Agreement. This Agreement contains the entire agreement of the City and the Vendor, and supersedes any prior or written statements or agreements between the City and the Vendor. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing by both Parties. 15. Binding on Assigns. Each and all of the covenants and conditions of this Agreement shall be binding on, and shall inure to, the benefit of the successors and assigns of the respective parties. 16. Captions. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment or describe the scope, content or intent of this Agreement. 17. Construction. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language in all parts of this Agreement shall be construed simply, according to its fair meaning and not strictly for or against any party. 18. Cooperation/Further Acts. The Parties shall fully cooperate with one another in attaining the purposes of this Agreement. In connection therewith, the Parties shall take any additional further acts and steps and sign any additional documents as may be necessary, appropriate and convenient to attain the purposes of this Agreement. 19. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 8 20. Incorporation of Exhibits. The “Exhibits” constitute a material part hereof, and are hereby incorporated into the Agreement by reference as though fully set forth herein. The terms “Attachment”, “Exhibit”, and “Schedule” shall be synonymous for purposes of this agreement. 21. References. All references to the Vendor shall include all personnel, employees, agents and sub-Vendors of the Vendor. 22. Go-Live. “Go Live” shall be the date on which the software is placed into operational use by the Customer. 23. System Acceptance. “System Acceptance” as used herein means the date on which all of the following events have taken place: A. 30 calendar days have passed since “Go-Live”. B. All Requirements as described in the Statement of Work (Exhibit A) have been successfully completed, or arrangements have been made to complete them at a later date. The demonstration of the delivered solution meeting all System Requirements is the Vendor’s right and responsibility. In the event that arrangements have been made to complete some of the System Requirements at a later date, this must be with the written approval of the Director of Information Technology and the Chief Official of the customer department or office, whose operations would be impacted by the inability of the Vendor to fully implement their software. Such delays may be subject to liquidated damages, at the discretion of the City, described in Item 24 below. C. With respect to third party software, in the event that complications arise with respect to performance of the third party software, the City shall look solely to the third party software vendor although the Vendor can provide assistance to the City as may be detailed in an amendment to this Agreement. 24. Liquidated Damages. For each day past the “Go Live” date that the Vendor has not delivered a product suitable for business use, there shall be a penalty of $100 per day. City agrees to submit to Vendor, in writing, any issues that may impact the “Go Live” that are believed to be the Vendor’s responsibility and may therefore increase the likelihood of a penalty being invoked. City shall identify these issues as soon as possible so that corrective action can be taken by Vendor. The penalty shall not apply under the following circumstances: A. The Go Live date was extended or moved by mutual consent of City and Vendor. If the Go Live date is extended or moved by written mutual consent of both parties, then penalties will accrue beginning on the new Go Live date. B. City did not meet requirements or objectives required in order to facilitate Go Live as scheduled (including failure to order equipment that was the City’s responsibility to order, or failure to set up said equipment). Such failure by the City must be documented in writing by Vendor as soon as possible so that corrective action can be taken. C. City failed to notify Vendor of additional requirements which, when identified, impacted the Go Live date of the project. Such failure by the City must be documented in writing by Vendor as soon as possible so that corrective action can be taken. D. Delays or work stoppages caused or requested by the City or with respect to any delay caused by reasons beyond the reasonable control of the Vendor, including but not limited to acts of God and extreme weather, power outages, war, terrorism, or governmental order. If said penalties are enacted, all penalties will become due and payable upon failure to meet the Go Live date and shall accrue until paid in full. Additional services and/or licenses may be accepted as payment provided that this type of restitution is acceptable to the City. This Section is an alternative to the provisions in Section V regarding default or termination of Vendor. The parties agree that these provisions for liquidated damages are not intended to operate as penalties for breach of Contract but are an alternative to seeking breach of contract damages. If liquidated damages are sought, the County will not seek breach of contract damages and vice versa. 25. Hold Harmless. Except as otherwise provided in this agreement, Vendor shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses, 9 and expenses, including reasonable defense attorneys’ fees, to the extent caused by the negligent performance of its Work. 26. Prohibition Against Contingent Fees. The Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Vendor for the purpose of securing business and that the Vendor has not received any non-City fee related to this Agreement without the prior written consent of the City. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 27. Georgia Prompt Pay Act Not Applicable. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 28. Change Order Acknowledgment. “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. 29. E-Verify Requirements. All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 30. Right to Inspect Premises. Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of Vendor or any subcontractor of Vendor or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 31. Local Small Business Language. In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times 10 as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. 32. Precedence of Documents. For the resolution and interpretation of any inconsistencies in this Agreement and/or the Exhibits or Attachments hereto which are incorporated herein by this reference, the terms and conditions of this Agreement shall take precedence over any Exhibits or Attachments hereto and any inconsistency between the Exhibits and Attachments will be resolved by the priority in which they are listed as Exhibits. 33. Survival. The following sections, along with any other provisions which by their terms survive, shall survive the expiration or termination of this Agreement. A. Section II (6) – City Network Integrity and Security B. Section II (14) - Confidentiality C. Section V (6) - Termination by Either Party D. Section VI (11) - Governing Law and Venue E. Exhibit C – Vendor Network Access Policy 11 SIGNATURES Wherefore the above referenced parties have caused this agreement to be executed in two originals by and through their duly authorized officials: For Augusta, Georgia For Vendor HARDIE DAVIS, JR., MAYOR DAVID A. FEUER, VICE PRESIDENT DATE DATE Attest: LENA BONNER, CLERK OF COMMISSION DATE 12 EXHIBIT A – STATEMENT OF WORK See Separate Statement of Work for this Project entitled City of Augusta, Georgia, Central Services & Parks Recreation Departments, Cityworks Enterprise Asset Management Sys-tem Implementation 13 EXHIBIT B – SOFTWARE LICENSE AND MAINTENANCE AGREEMENT The Support Agreement is a separate, annually renewable document relating specifically to the ongoing maintenance of the technology solution provided to Augusta by the Vendor. The Support Agreement is already in effect due to the existing relationship between Augusta and Azteca. 14 EXHIBIT C – VENDOR REMOTE NETWORK ACCESS POLICY AND PROCEDURES Purpose The purpose of this policy is to ensure that a secure method of connectivity is provided between Augusta-Richmond County and the vendor and to provide guidelines for the use of the network and computing resources associated with the remote connectivity in order to ensure the safety, integrity, and operability of Augusta-Richmond County Information Systems. Scope This policy applies to all Augusta-Richmond County systems, application and/or servers/devices requiring support by external vendors on behalf of Augusta-Richmond County. Definitions A Virtual Private Network (VPN) provides a secure network connection over the Internet between an individual and a private network (164 bit encryption). By utilizing the public Internet for data transport, VPN provides a low cost solution to remote access or connectivity. Policy A. Vendor Remote Access Request and Approvals All requests for remote access for vendors must be made in advance through the Project Leader responsible for the vendor. It is the Project Leader’s responsibility to ensure that the vendor has provided all of the required information in the proper format. All vendor remote access requests must first have the Assistant Director of the Business Application Services signature for approval as well as the Director of Information Technology. As part of the request and approval process, the technical and administrative contact within the vendor’s organization or someone at a higher level within the company will be required to read and sign the VPN Access policy form and any additional documents, such as the Augusta-Richmond County Non-Disclosure Agreement. Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology make it necessary, in Augusta’s estimation, to require a new form to be filed. Remote Access will only be available to Vendors that have signed Annual Support and Maintenance Contracts with Augusta. B. Connectivity 1. The vendor will be required to use Augusta-Richmond County’s standard method for connecting to the network. The current standard method is Cisco’s VPN client. 2. The vendor will be given a unique user ID and password to authenticate the VPN access. The password may be subject to regular changes. 3. Only one person may be connected to the VPN at any given time. 4. Access will be restricted to only the servers located in IT that were approved for the vendor. 5. Access will be restricted to only the ports necessary for connectivity. 6. Access will not be open 24/7. The vendor must request access every time it is necessary and only during business hours of 8:30am – 5:00pm EST. Access outside of these hours may be requested but will need additional approval and will be handled on a case by case situation. C. Vendor Request Process 1. The vendor will contact the Project Leader to request access. 2. The Project Leader is responsible for logging the request for access and justification in the change control log. 3. The Project Leader will document reason for access and email Firewall Administrators to have the VPN opened. 4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying them it has been opened. 5. Once the vendor has completed their work and the application has been tested, they will notify the Project Leader that the work is complete. 15 D. Network Security 1. Vendor will allow only the vendor’s employees approved in advance by Augusta-Richmond County to access the network connection. Vendor shall be solely responsible for ensuring that Authorized Vendor Employees are not security risks, and upon Augusta-Richmond County’s request, Vendor will provide Augusta-Richmond County with any information reasonably necessary for Augusta-Richmond County to evaluate security issues relating to any Authorized Vendor Employee. 2. Vendor will promptly notify Augusta-Richmond County whenever any Authorized Vendor Employee leaves the Vendor’s employ or no longer requires access to the Network Connection. 3. Each party will be solely responsible for the selection, implementation and maintenance of security procedures and policies that are sufficient to ensure that (a) such party’s use of the Network Connection is secure and is used only for authorized purposes, and (b) such party’s business records and data are protected against improper access, use, loss, alteration or destruction. 4. Vendor shall notify Augusta-Richmond County in writing promptly upon a change in the user base for the work performed over the Network Connection or whenever in vendor’s opinion a change in the connection and/or functional requirements of the Network Connection is necessary. E. Protection of Augusta-Richmond County Private Information and Resources The Augusta-Richmond County network support group responsible for the installation and configuration of a specific vendor connection must ensure that all possible measures have been taken to protect the integrity and privacy of Augusta-Richmond County confidential information. At no time should Augusta-Richmond County rely on access/authorization control mechanisms at the vendor’s site to protect or prohibit access to Augusta-Richmond County confidential information. Augusta-Richmond County shall not have any responsibility for ensuring the protection of vendor information. The vendor shall be entirely responsible for providing the appropriate security measures to ensure protection of their private internal network and information. F. Audit and Review of Vendor Network Connections All aspects of the vendor network connections up to, but not including Augusta-Richmond County firewall, will be monitored by the appropriate IT staff. Where possible automated tools will be used to audit tasks. Monthly reports should be generated on the authentication database showing the specific login entries. All vendor network connections will be reviewed on a quarterly basis and information regarding specific vendor network connection will be updated as necessary. Obsolete vendor network connections will be terminated following confirmation with the Project Leader that the connection is indeed obsolete. G. Augusta-Richmond County IT Security Augusta-Richmond County IT Security has the responsibility for maintaining related policies and standards. IT Security will also provide advice and assistance regarding judgment calls, and will facilitate information gathering in order to make a correct decision. H. Enforcement Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN privileges and other action up to and including dissolution of contract and/or legal action if Augusta systems are compromised. Vendor Signature DAVID A. FEUER, VICE PRESIDENT DATE 16 EXHIBIT D – PERFORMANCE BOND Not Required for this Project Public Safety Committee Meeting 3/14/2017 1:20 PM Cityworks for Central Services and Recreation Department:Information Technology Presenter:Michael Blanchard Caption:Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Central Services Department and the Recreation & Parks Department. Background:The City of Augusta has been a user of Lucity Asset Management and Work Order Software since 1999. The current Central Services Department (CSD) as well as its precursors (the former Augusta Public Services Department and the Facility Maintenance Division of Recreation, Parks, and Facilities) likewise used the software to manage work tasks and equipment maintenance. The Augusta Utilities Department (AUD) was also a user of Lucity software, but in 2014 the department switched to Cityworks Software, a very flexible, capable, and mobile-friendly system that interfaces directly with the Geographic Information System (GIS) that Augusta uses. In 2016, the Augusta Engineering Department (AED) switched to Cityworks from Lucity in order to track Stormwater-related issues as well as maintenance work tasks, signage, and street lighting. The primary function of this type of software, which is known as a Computerized Maintenance Management System (CMMS), is managing work requests, work orders, and various assets. The Lucity software tools have remained fairly static since the initial implementation. AUD and AED both switched in order to take advantage of the more capable tools offered by the Cityworks software. Central Services and Recreation & Parks have seen demonstrations of the Cityworks software, and both departments are interested in using Cityworks to enhance their business processes. Analysis:AUD originally sought out a new vendor for a CMMS through an RFQ process managed by the Procurement Department. Six statements of qualification were received from interested vendors. The selection committee reviewed the proposals and recommended Woolpert as the implementer for Cityworks AMS (Asset Management System) software. Woolpert’s proposal was approved by the Augusta Commission in October 2013, and the software was implemented in AUD in 2014 and 2015. Woolpert was also the implementer of the AED software in 2016. Woolpert was instrumental in the successful implementation of Cityworks at AUD and AED. The company has extensive experience reviewing business processes, recommending changes, enhancing workflows, and customizing the software as needed. This implementation has potential to change how CSD and REC conduct business and provide increased accountability for those departments as it has done for AUD and AED. The software suite includes reporting and dashboards so that reporting on equipment and facilities can be made available for viewing. This agenda item includes the full implementation of the software as well as all hardware (mobile devices) that is needed for implementation. Financial Impact:This project will cost $424,163 and shall be funded from IT SPLOST VI Application Consolidation Funds. Alternatives:N/A Recommendation:Approve contracts with Woolpert and Azteca for the implementation of Cityworks Software and associated hardware for the Augusta Central Services Department and the Recreation & Parks Department. Funds are Available in the Following Accounts: IT SPLOST (Application Consolidation) 328-01-2110.5424220, 212925102.5424220 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission Sales Order – Proprietary and Confidential SALES ORDER DESCRIPTION Request Date: January 30, 2017 Order Number Augusta 2017-01 Client / Project: Augusta, GA Requestor: Debbie Freeman Created By Steve Favalaro Description of the Requested Enhancement: Purpose: Augusta has requested the following sales order for the purchase and implementation of CityView Electronic Plans Review for Building Permits. As part of the workflow re-write contract Augusta purchased a partial license to allow for online submittals for Building Permit Application. This sales order includes the additional license fee for Electronic Plans Review, Bluebeam Revu licensing and implementation services as described in the Statement of Work. List of attached documents: Included herein Impact Assessment: Estimated impact to budget, work effort and schedule $24,420 Implementation services $21,820 licensing $4,725 annual maintenance. Travel expenses will be billed at cost and as incurred, and is assumed to be completed with the workflow re-write project. This quote is good for 30 days and the proposal & scope are subject to the Software License and Support Agreement approved by the Augusta Commission on November 15, 2016. Total Estimated Cost: As above Planned Delivery Date: TBD Payment Terms: As per Schedule A of the Statement of Work QUOTATION APPROVAL Print Name Signature Date Client Executive: CityView Executive: Statement of Work I. Table of Contents I. TABLE OF CONTENTS ............................................................................................................................. 3 II. BACKGROUND & OBJECTIVES ............................................................................................................... 4 III. SCOPE ................................................................................................................................................. 5 IV. WORK APPROACH ............................................................................................................................... 7 V. POST IMPLEMENTATION SUPPORT ....................................................................................................... 12 VI. ROLES & RESPONSIBILITIES ................................................................................................................. 13 VIII. SCHEDULE ....................................................................................................................................... 19 IX. PROJECT ACCEPTANCE ...................................................................................................................... 20 X. CHANGE ORDER MANAGEMENT ........................................................................................................ 21 XI. ISSUES & PROBLEM RESOLUTION ........................................................................................................ 23 II. Background & Objectives II. Background & Objectives Augusta (hereinafter the “City”) has been a valued CityView customer since 2007. Over the years there have been numerous enhancements and technology changes to CityView. In an effort to gain further efficiencies, reduce paper and improve electronic communication with its customers, Augusta has purchased the licensing and implementation services for CityView Electronic Plans Review. As the City does not currently use CityView for Planning, this implementation only pertains to Building Permits. The objectives of this project are to implement CityView Electronic Plans Review for Building Permits in order to: 1. Increase checks and balances to improve accuracy and consistency of application processing to ensure quality. 2. Reduce the amount of paper being submitted and stored 3. Improve online access and communications with the City’s customers. III. Scope III. Scope The Project scope: 1. Fully license CityView Electronic Plans Review and provide licensing and support for Bluebeam Revu. 2. Collect City-specific data through a remote data collection (6 hours) for lookup table values, letters, workflow-specific values (assigned to, required dates, responsible departments, resource groups, email triggers), and other related values for Permits & Inspections. This data will be collected, providing the CityView Project Team relevant documentation, letter templates, and by City’s completion of the CityView workbook pertaining to CityView Electronic Plans Review. 3. Configure the CityView Electronic Plans Review for Permits & Inspections, using the data collected in the workbooks. This will include the following: a. Lookup table data. b. Custom data fields for specific data capture requirements. c. Adjustments to the solution workflows, including the assigned to, required dates, email notifications, responsible departments and resource groups. d. Configuration of three (3) letter templates for Permits & Inspections. 4. Implement user security settings according to customer completion of organizational role spreadsheets defining the out the box organizational roles inherent in the solutions. 5. Deployment of the configuration changes to the City’s Hosted Test environment (Orion V) in preparation for final testing, followed by deployment of changes to the City’s Production environment in preparation for go live. 6. Conduct one (1) day of training. 7. Provide one (1) day onsite Go Live Facilitation 8. Ongoing support and maintenance of the software under the CityView Software License and Support Agreement. Exclusions: 1. Provision of hardware, databases and third party software. 2. Setup and support of network infrastructure supporting CityView. 3. Letters over and above the three (3) included in the budget, unless agreed to through change order. 4. Customizations and interfaces unless agreed to through change order. III. Scope 5. Custom workflows, unless agreed to through change order. As part of the workflow re-write project CityView Select workflows are delivered and tailored during that implementation, with sub- workflows connected or disconnected as described in the Inclusions. 6. Any Batch/Scheduled processes unless agreed to through change order. 7. No custom reports unless agreed to through change order. 8. Non-standard configuration – standard configuration would be what is provided in the “Inclusions” above and what comes preconfigured in the system. Examples of non-standard configuration would include: modifying record-level security from what is pre-defined; defining organizational role security criteria other than those defined in the out of the box organizational roles (e.g. read-only access to some sheets, read-write to others); creating batch processes other than those defined in the product for permit expirations and license renewals; creating business rules defining specific outcomes that are tied to specific users of the system only (e.g. message box reminding of a process that needs to be followed but where that message box is only invoked where a specific users is logged into the system). While these are not included in the Project’s scope, the configuration tools are provided for City to undergo such configuration itself. IV. Work Approach IV. Work Approach The implementation will follow the methodology described below. Sign off will be required following the testing of the configuration prior to Bluebeam user training. Project Kickoff The CityView Project Manager will review all documentation with respect to the implementation in order to prepare the materials for project kickoff. CITYVIEW will prepare an Implementation Project Plan. Module Walkthrough/Data Collection CityView will conduct remote walkthroughs with Augusta subject matter experts (SMEs) to review the best practice workflows for Electronic Plans Review. Following the walkthroughs, the City will be asked to complete workbooks to define the changes required to allow the best-practice workflows for Electronic Plans Review to be adapted, where necessary, to Augusta’s practices. Configuration CityView will configure the environment to incorporate the required changes identified during the remote walkthroughs and defined in the workbook. Quality Assurance CITYVIEW will undertake quality assurance activities throughout the project. The configuration changes are verified by a peer review committee which includes the project team, members of research and development and management, and occasionally subject matter experts from the customer’s side. Review and Validation Remote walkthrough will be conducted to show the SMEs how the environment is now configured and any in-scope changes, identified through testing, will be made by CityView. The City will then complete testing of the new configuration and be asked to formally accept the final configuration prior to end user training. During the Review and Validation sessions CityView will document any changes, corrections, or deficiencies for further action. A customer feedback mechanism is provided within the environment for immediate feedback and reporting of issues to our implementation specialists and developers should the City’s SME’s conduct additional reviews without the CityView Implementation Specialist present. In Scope Refinements In scope corrections from the process of Review and Validation will be conducted. If out of scope issues are raised through Validation, these will be handled through approved change orders. User Acceptance Testing IV. Work Approach On completion of the Review and Validation session, the City will be provided a period of 2-4 weeks for additional User Acceptance Testing on their own completely installed test system. The CityView Implementation Specialist will monitor the client’s feedback and continue to make any in scope corrections. Provided the acceptance criteria have been met, the City is asked to formally accept the delivered solution for go-live. Final Environment After the final environment receives client sign off CityView will restore the City’s Hosted Test environment (Orion V) with the new configured system in order to establish an environment that can be used for training purposes. CityView will also deploy the changes to production just prior to go live. User Training CityView will conduct 1 day onsite training (up to 10 students) to include 4 hours on CityView Electronic Plans Review and four (4) hours of training on the use of Bluebeam Revu markup tools. Additional training tools are available on Bluebeam’s website Go-Live CityView will deploy the configuration changes to the Production environment ready for go-live. During go-live CityView will provide one (1) day onsite Go Live Facilitation and will work with the City to record any known issues. The CityView project team is responsible for the resolution of these known issues. 30 days after Go Live CityView will request a formal letter of acceptance (the Statement of Completion, pursuant to the Contractual Services Agreement) that substantiates the product has been delivered and is being used successfully in a live, production environment. In the case of a partial go-live, a completion statement will be requested for that part of the solution that has gone live. During the first 4 weeks after go-live, the project team will begin to familiarize and transition the project to the Technical Support group. At the end of 4 weeks the Project Manager will arrange a formal hand-off involving the City of Augusta the CityView Project Manager and the CityView Support group formalizing the transition of any new defects, bugs and support issues to the Support team. IV. Work Approach IV1 Training plan The training program is designed to provide your end users with the ability to use CityView for their day to day activities and your Subject Matter Experts (SMEs) with the skills to maintain your solution. The table below details the training plan. Training Plan Course Objectives CityView End User Training (onsite) This course is designed to train the City’s users on the business use related to Electronic Plans Review. Users are able to: 1. Understand the key concepts that make up the business process. 2. Be able to navigate and complete tasks relevant to the Electronic Plans Review process. Duration: 4 hours Users: End Users as defined below Maximum#: 10/session Bluebeam Markup Training (remote) This training will focus on basic use of Bluebeam Revu markup tools. Duration: 4 hours Users: TBD Maximum#: 10 IV. Work Approach IV2 Matrix of Responsibilities and Work Products The following table provides a summary of the Project. Responsibility and the lead for each step in the Project are defined and the deliverables received by City are presented. Step Responsibility Lead Deliverables Project Kickoff CityView CityView PM Hosted Development Environment, Project Plan Data collection Share CityView PM Completed workbooks & signed-off Scope Document, including Budget Validation Configuration CityView CityView PM Configured Development Environment, ready for Validation & Refinement Review and Validation Sessions Share CityView PM Completed Validation sessions Refinements based on Review and Validation sessions CityView CityView PM Development Environment for Final Acceptance Testing User Acceptance Testing City City PM User acceptance of the fully delivered system based on test scripts User Training Share CityView Trainer Completed training Go-live Share CityView PM Live production environment IV.3 Documentation Documentation is available through CityView Connect, CityView’s on-line content management system. This is the source for the most updated CityView information at any time. City can search for a particular topic or browse through the menu items. The Product Training Guides will step City through a full training session for a particular topic. CityView Connect is accessible directly and within the CityView modules. By clicking the Help button, direct access is provided to the content in CityView Connect. Documentation is targeted to three main groups: business users, system administrators and application developers. Documentation is provided at every level of training, focused on the enabling objectives of the training in question. CityView Connect is the main source of documentation for the City throughout implementation of the Project and beyond. With each CityView release, detailed release notes document the changes IV. Work Approach to the release both for new features, feature changes, and bug fixes. Any exceptions or changes for installation and upgrade are also noted. CityView offers the following documentation:  System technical documentation  System end user’s documentation  On-line Help Desk documentation  System/Architecture diagrams  Data Dictionary – under Non-disclosure Agreement  Scope Documentation including – signed-off data collection materials V. Post Implementation Support V. Post Implementation Support Detailed in the CityView Service Level Agreement. VI. Roles & Responsibilities VI. Roles & Responsibilities Below is a description of the roles and responsibilities of each of the resources in the Project. Your CityView project team is comprised of:  Project Manager  Implementation Specialist/Trainer,  Application Development Team,  Quality Assurance Team. Project Manager He/she is involved in both the facilitation of the project as well as hands-on work in each project phase to ensure that requirements are met and project deliverables are clearly defined. The responsibilities include: 1. Be the primary point of contact for the City’s Project Manager 2. Ensure successful delivery of CityView’s tasks 3. Participate, where necessary, in gathering of the business process requirements 4. In coordination with the City’s Project Manager, create the project schedule and keep this schedule up-to-date throughout the project 5. Coordinate the scheduling of tasks for the implementation according to the project schedule 6. Manage the CityView project resources 7. In coordination with the City’s Project Manager, co-conduct the project Kick-off meeting 8. Review and approve CityView’s data collection scope documents for Sign-off 9. Seek sign-off on all CityView deliverables and approval documents from the City’s Project Manager 10. In coordination with the City’s Project Manager, manage scope change control 11. Assist the City’s Project Manager in defining the training and Go-Live plans 12. Support City in the Go-Live preparation steps 13. Hold review & status meetings with City’s resources 14. Facilitate and provide timely resolutions to issues and concerns as it relates to CityView resources, project issues, etc. VI. Roles & Responsibilities Implementation Specialist/Trainer The Implementation Specialist/Trainer (IS) will work closely with the City through on-site visits, follow up calls, training, and demonstrations in order to define the scope of the configuration effort. The IS configures your CityView environment and prepares the environment for the onsite activities. Typically the IS’s also deliver the end-user training and Go-live assistance. Responsibilities include: 1. Provide progress status to the CityView Project Manager 2. Perform the data collection and work with the City’s Subject Matter Experts (SMEs) to understand and collect the business requirements 3. Work with the SMEs in designing the CityView Activities workflows 4. Provide best practices recommendation and solutions where applicable 5. Compile the data collection documents for the scope document 6. Configure the Software based on the scope documents 7. Unit test the configuration 8. Provide configured system to Application Developer Team Lead and QA Team lead for configuration review and testing 9. Provide validation and acceptance testing support 10. Work with the City’s SMEs to log Validation feedback and correct misconfiguration items 11. Work closely with the CityView, Developers and QA Lead to answer any business related question that might arise Often the IS’s are also the Trainers as they are qualified as such and they have the best understanding of the City’s configured environment going into the training. Trainers have the following responsibilities: 1. Provide training to the different City groups as follows: i. End Users 2. Provide electronic copies of training materials where applicable 3. Provide electronic copies of training sessions’ agendas 4. Leverage adult learning methodology and teaching techniques while documenting and escalating any concerns to the implementation Project Managers Application Development Team Reporting to the CityView Project Manager, the Developers will be responsible for the development of any assigned custom reports or customization requirements. Below is a list of responsibilities to be performed by the Developers: 1. Periodically review the ISs configuration for adherence to best practices and efficiencies and provide guidance and oversight where necessary VI. Roles & Responsibilities Quality Assurance Team Responsible for testing the quality of your CityView Modules and any customizations and interfaces. They use a combination of automated and manual testing on your environment. Bug Tracker Tools, Unit Testing, and Manual Test Cases are used in a strategic test plan that results in a stable, error free application for delivery. Responsibilities include: 1. Maintain QA environments on the same version as the City’s Development Environment for parallel testing and troubleshooting 2. Log test results, log issues in detail and provide issues logs to Application Development team 3. Provide unit testing as detailed within roles above 4. Provide advice on timing and readiness of version releases. We envisage the City’s project team is comprised of:  Project Manager,  Subject Matter Experts (SMEs),  Database Administrator,  Systems and Network Administrators,  Testers (often the same people as the SMEs),  Application Administrators  Trainers  End Users City Project Manager The City Project Manager is responsible for the overall City deliverables and the day-to-day management of the project. This resource is the primary liaison between the CityView Team, the City’s project team and the Steering Committee. Both Project Managers will work together to meet the objectives, address issues, facilitate resolution and participate in active management of the teams. Below is a list of responsibilities to be performed by the City’s Project Manager: 1. Manage all City resources for project related activities 2. Manage the project (budget, timeline, quality, risks, scope, issues, deliverables, etc.) in cooperation with CityView’s Project Manager 3. Communicate project status to the Steering Committee, the Executive Sponsor and the project team leveraging updates from CityView’s status updates VI. Roles & Responsibilities 4. Create, maintain, manage and refine the project schedule with all its elements in cooperation with the CityView Project Manager 5. Maintain project standards especially Scope & Status reporting 6. Prepare, organize and co-conduct with the project kick-off meetings 7. Manage the delivery and coordination of City project tasks 8. Manage all project deliverables in coordination with CityView’s Project Manager 9. Manage and streamline the issue management process in conjunction with CityView Project Manager 10. Manage project deviations and take necessary corrective actions 11. Participate in gathering of the City’s business process requirements when required 12. Plan, manage and execute the Acceptance Test efforts 13. Plan, manage and execute the end user training efforts 14. Provide timely reviews and potential sign-offs on all project deliverables approval documents as presented by the CityView Project Manager 15. Review and accept project milestones 16. Manage the logistical activities of the end user training a. Training facilities b. Students booking c. Scheduling of sessions d. Monitoring and logging the end user attendance 17. Capture the end user feedback 18. Responsible for internal & project communication 19. Provide guidance to project team members 20. Lead the Go-Live preparation planning 21. Participate heavily in the Go-Live preparation tests 22. Must provide Go / No Go Decision throughout the project phases 23. Must be present for Go-Live City Subject Matter Experts The Business Experts own the business process within their functional areas since they perform these day-to-day business processes. These people collectively form the knowledge base of the City’s business process requirements. Such resources will be involved in the Data Collection, as well as approval of the Scope Documentation and testing and acceptance of the configured system. They will further verify that the new configured system meets the City’s business requirements as outlined in the Scope Documentation. They will participate in making decisions regarding the business processes and they will help both Project Managers manage the project scope and all the associated deliverables. Below is a list of responsibilities to be performed by the SMEs VI. Roles & Responsibilities 1. Attend data collection & validation training sessions 2. Participate in appropriate project team meetings 3. Work with the CityView IS to provide input into the analysis of the business requirements and review the Scope Documentation 4. Work with the CityView IS to validate the configuration through validation testing 5. Develop appropriate validation test cases based on business scenarios 6. Assist in the development of user procedures 7. Assist the project team in defining user access levels and privileges 8. Assist the project team in the Go-Live support planning 9. Provide end user post implementation Go-Live support where applicable 10. Assist the City’s Project Manager in problem resolution 11. Support End User Training and documentation preparation 12. Must be present for Go-Live City Database Administrator This resource will be responsible for setup and maintenance of the different databases (Testing/ Training and Production) during the initial project phase and for any subsequent requirement. Below is a list of responsibilities to be performed by the City’s Database Administrator: 1. On-going database configuration, monitoring, tuning and troubleshooting of the database environments 2. Manage production database growth 3. Provide support to the project team during the project implementation as identified in the project schedule 4. Manage the performance of the database 5. Establish and maintain database security and coordinate with application administration the application security levels 6. Include the databases in the normal backup routines and add them to the recovery management plan 7. Coordinate activities with City network and workstation administrators 8. Manage and execute database installation and upgrade patches 9. Participate in user access rights and privileges planning, definition & testing City Systems & Network Administrators These resources will be required to provide assistance to the project team on an as needed basis. Below is a list of responsibilities to be performed by the City’s Systems & Network Administrators: VI. Roles & Responsibilities 1. Prepare servers for initial software setup and configuration 2. Provide setup of servers and provide network connectivity 3. Setup testing environments as requested by the City’s Project Manager 4. Participate in Go-Live preparation tests 5. Should be present for Go-Live City End Users These resources will be trained on the proposed Modules and components. Below is a list of responsibilities to be performed by the City’s End Users: 1. Attend and actively participate in the appropriate training sessions provided by CityView 2. Understand existing business processes as well as the project scope at a reasonable level of detail 3. Have good Windows navigation skills VIII. Schedule VIII. Schedule The current project plan for the Workflow Re-write project, that was approved by the Augusta Commission on November 15, 2016, will be revised to include the services provided in this Statement of Work. Currently this project plan has a tentative go live of August, 2017 IX. Project Acceptance IX. Project Acceptance After delivery of the fully configured solution, we expect the City to undertake acceptance testing using self-generated testing scenarios. Should the testing identify any defects, CityView will provide in-scope fixes at no additional charge in parallel to, or immediately subsequent to, the acceptance testing. After all fixes deemed essential for go-live are provided and retested, the code will be frozen and deployment will commence. Provided the acceptance criteria have been met, the City will be asked to formally accept the delivered solution for Go-live. Following go-live the CityView project team will work with the City to record any known issues. The project team is responsible for the resolution of these known issues. 30 days after Go Live CityView will request a formal letter of acceptance that substantiates the product has been delivered and is being used successfully in a live, production environment to accept permit applications, generate fees, record fee payments and generate correspondence associated with permit and license processing. During the first 4 weeks after go-live, the project team will begin to familiarize and transition the project to the Technical Support group. At the end of 6 weeks the Project Manager will arrange a formal hand-off involving the City, the CityView Project Manager and the CityView Support group formalizing the transition of any new defects, bugs and support issues to the Support team. X. Change Order Management X. Change Order Management To ensure timely and effective delivery of the project, the scope will be tightly managed. Project change control procedures will be reviewed with the team at the beginning of the project to ensure that they are clearly understood. This review helps establish a common understanding of the need for project change control and the mechanics for implementing any changes to the scope of the project. Any alterations to the project scope, budget, or schedule will be documented and authorized via the Change Control process. A Change Control refers to any modification and/or new development deviating from the baseline established in the Statement of Work and Scope Document. It includes changes to the software, database, training, consulting services, or related processes. Each modification (or group of modifications) to the Contract, Statement of Work, or Scope Document must be documented and approved by a Change Control Form. All potential changes are compared against the project baseline in terms of functionality, schedule, cost, upgrade capability, maintainability and resources. Change Control requests can be raised by any member of the CityView or City Project Teams. The following steps will be followed with any changes to the baseline system:  The change control process will begin with a team member identifying a function or design alternative not already identified as part of the baseline system or a function that is part of the baseline but because of design issues may impact cost, schedule, or resources  The person requesting the change will complete a Change Control Form and forward it to the appropriate Project Manager to determine cost, resources, and schedule impact, and the PM will forward the request on to their counter-part. Once these are determined, approval by the CityView Project Manager and City Project Manager is required.  Once approved (or denied), the change request is entered into the change control log and is placed on the agenda of the next Joint PM meeting Any impact to the cost, schedule and/or resources will be elevated to City Project Manager and CityView Project Manager for their review and approval. X. Change Order Management Sample Change Order Document CHANGE ORDER DESCRIPTION Request Date: Change #: Client / Project: Requestor: Created By Description of the Requested Change: List of attached documents: Impact Assessment: Estimated impact to budget, work effort and schedule Total Estimated Cost: Planned Delivery Date: Payment Terms: CHANGE ORDER APPROVAL Comments By: Date: Comments: Print Name Signature Date Client PM: Client Executive: CityView PM: CityView Executive: XI. Issues & Problem Resolution XI. Issues & Problem Resolution An issue refers to any matter that requires someone to make a decision, and about which no agreement has been reached or can be routinely reached. Typically, issues impede project progress until they are resolved. Change Control items may become issues if they’re not dealt with quickly, but Change Control items are specific to the process of authorizing design changes that impact scope, schedule or budget whereas issues can be related to anything about the project that needs to be decided. The CityView Project Manager will maintain an issue log and will assign responsibility for the resolution of project issues and reports progress to City’s Project Manager and the CityView Project Team. Any Project Manager or team member can submit an issue for logging and resolution. Most project issues are expected to be resolved within the overall Project Team. If the issues are not resolved to the satisfaction of the Project Team, they may need to be escalated to the Project Executive Sponsor or appropriate level. Typical project situations requiring escalation include conflicting resource demands threatening project staffing, group dependencies not being met, scope disagreements and issues with functionality of the project's deliverables nearing release time. XI1 Escalation Process: CityView escalation levels in the order listed below: 1. Project Manager 2. Director, Professional Services 3. VP Business Operations City escalation levels in the order listed below: 1. Project Manager 2. Director of IT 3. City Manager Schedule “A” – Payments and Milestones Schedule “A” – Payments and Milestones Software Licensing Deliverables Payment Milestone Payment Terms Software Licenses Include: CityView Electronic Plans Review 10 named user licenses of Bluebeam Revu eXtreme Provides: • Send licensing key for CityView Electronic Plans Review • Send instructions for downloading Bluebeam Revu $21,820 Invoiced on execution of this agreement and due net 30 days Mandatory Annual Software Maintenance Deliverables Payment Milestone Payment Terms Annual Software Maintenance Provides: • All major and minor software upgrades • Unlimited technical support; • Unlimited access to the CityView FTP site • Unlimited access to the CityView Connect $4,125 Invoiced on execution of this agreement and due net 30 days Bluebeam Revu Annual Software Maintenance First line of support for Bluebeam Revu $600 Invoiced on execution of contract and due net 30 days Solution Implementation Deliverables Payment Milestone Payment Terms Project Kickoff, Workbook Sessions, Data Collection (remote) Project kick-off and confirmation of project plan. CityView Select configuration review sessions, with up to 6 Subject Matter Experts/session. Delivery of Workbook. Collection of Workbook data for Electronic Plans Review for Building Permits. $1,650 Invoiced upon delivery by CityView of data collection workbook & due net 30 days Environment Management Deployment of configuration changes to the City’s Test and Production environment in conjunction with the workflow re-write configuration changes. May include up to 1 upgrade. Deliverable is successful set up of CityView configuration changes in Production and Hosted Test environment (Orion V). $1,980 Due upon completion of the deployment to the Hosted Test environment (Orion V) Configuration Configuration based on completed Scope Document and workbooks. Deliverable is CityView- Hosted Test environment (Orion V).ready for review & validation & configuration refinement. $9,075 50% invoiced upon commencement of the configuration and due net 30 days; and 50% invoiced upon scheduling of the first review & validation session and due on or before the first review & validation session. Schedule “A” – Payments and Milestones Remote Review Sessions for Validation and Refinement Perform remote review session, focusing on configuration and workflow. If it is determined that additional reviews are required outside what is stated in the Statement of Work, an estimate will be provided. Gather validation feedback. Identify in-scope vs. out of scope feedback. Implement any in-scope refinements arising out of the validation. Complete in-scope refinements arising from two to four week final client- acceptance testing. Deliverable is final, end-user-training-ready environment. Written acceptance by client is required. $3,960 Invoiced on the first remote review session and due net 30 days Training (onsite unless otherwise specified) 1 day end-user training for: • CityView Electronic Plans Review (up to 10 students) • Bluebeam Revu (up to 10 students) $2,310 Invoiced upon scheduling of end user training and due on or before the first day of training. Project Management Ongoing management of all implementation services. Based on 24 hours of Project Management, should delays by the customer occur and require additional project management, time may be billed at $165/hr. upon authorization by the customer. $3,465 Due upon commencement of data collection Onsite Go Live Facilitation 1 day of onsite facilitation to provide over-the-shoulder guidance and training to users $1,980 Invoiced on the first day of Go Live Facilitation and due net 30 days. Travel & Expenses Budget for travel and expenses for services to be conducted on site customer (budget assumes 2 days spent on site, 1 day for end user training and 1 day for Go-Live Facilitation). This training is to be conducted at the same time as the workflow re-write project training or additional travel costs may be required. If additional travel is mutually agreed to be warranted, this will be charged at cost of flights, accommodation and expenses plus $55/weekday ($110/weekend day) per diems & $75/h travel time. $600 Invoiced and due as incurred Total Services $25,020 Summary of Investment Price Total Professional Services (not including travel & expenses) $24,420 Total Licensing $21,820 Total Project $46,240 Travel (estimate) $600 Notes:  The City will ensure the hardware and software requirements necessary for the efficient operation of CityView are present, according to the specifications included herein Schedule “A” – Payments and Milestones  The City shall reimburse CityView for its direct travel expenses, including but not limited to, hotel, airfare, car rental, tolls, parking and airline and travel agent fees; including a travel time rate of $75.00 per hour; a per diem rate of $55.00 for week days and a $110.00 for weekends and statutory holidays that includes all meal, food and telecommunications expenses; and a mileage charge based on the current recommended rate per mile. Public Safety Committee Meeting 3/14/2017 1:20 PM Electronic Building Plan Review Department:Information Technology Presenter:Michael Blanchard Caption:Approve Agreement with Harris Computer to Implement Electronic Plans Review Solution and approve for the funding to come from Fund 217 (Building Inspections Fund) Fund Balance. Background:The Augusta Licensing & Inspections Department (now part of the Planning & Development Department (APDD)) implemented CityView software from Municipal Software Corporation beginning in 2007. CityView manages Business Licenses, Building Permits, and Code Enforcement functions for APDD. Municipal Software was purchased by Harris Computer Corporation, Inc. (“Harris”) and maintenance and support of the software product transitioned to the new company. One of the responsibilities of APDD is the review process related to site and building plans that are submitted by developers and builders. The existing process by which plans are reviewed is manual and “paper-driven”, meaning that the work goes from person-to- person through the use of paper plans and forms. The current leadership of APDD realizes that automation would help to streamline the process by which this work is done, helping staff to be more efficient and providing a quicker review and approval process. Electronic Plan Review is one of the modules that Harris offers to its customers, but which Augusta does not currently use. Analysis:Harris has proposed to implement their Electronic Plan Review software, which works with the existing Harris solution, in order to meet the following objectives: 1. Fully license CityView Electronic Plans Review and provide licensing and support for Bluebeam Revu (for online plan review and markup). 2. Configure the CityView Electronic Plans Review for Permits & Inspections, using data collected in collaboration with city staff. This will include developing lookup table data, setting up custom data fields for specific data capture requirements, adjusting workflows and notifications within the software, configuring letter templates, and re-establishing user security settings. 3. Deployment of the configuration changes to the Augusta’s test environment in preparation for final testing, followed by deployment of changes to the City’s Production environment in preparation for go live. 4. Training and onsite Go-Live facilitation. 5. Ongoing support and maintenance of the software under the CityView Software License and Support Agreement. The project is expected to be complete in the Summer of 2017. Financial Impact:The budgeted amount for this project is $50,000. The vendor proposal is $46,240, with the remainder to be used to cover additional training or customizations as needed. Alternatives:N/A Recommendation:Approve Agreement with Harris Computer to Implement Electronic Plans Review Solution Funds are Available in the Following Accounts: Funds to be moved from Fund 217 Fund Balance into 217-07- 2210-5424220 $50,000 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission Department: Information Technology Caption: Approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs) as well as the purchase of any required computer software upgrades. Background: In an effort to provide the employees of Augusta Richmond County with current technology, the Information Technology Department (IT) schedules the replacement of EOL (end of life) equipment that, due to age and capability, is not compatible with current standards and is unable to support current software requirements. Information Technology developed an IT Technology Replacement plan that replaces obsolete computer equipment every 4 to 6 years (the normal life expectancy for the equipment). The replacement of computer and communication equipment will consist of any devices that are not capable of meeting current software or business needs to include the scheduled laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs. Information Technology is also continuing with the standardization of current operating systems and Microsoft Office products throughout the organization. Therefore, required computer software and hardware upgrades may need to be purchased for the computers that are not scheduled to be replaced. Regardless of funding source, all technology equipment removed from production will be disposed of in accordance with the technology disposal policy previously approved by the Commission. Inoperable equipment will be taken to the electronic recycling drop point at the Augusta Richmond County Landfill. Qualified equipment that meets determined specifications will either be sold in the Employee Lottery or redistributed to appropriate locations for use in Community Outreach Programs (i.e. Recreation Department Community Centers). All other functional equipment will be taken to the Fleet Department for sale at auction. All data will be erased from any devices using a DOD certified method. Analysis: Currently there are approximately 2000+ desktop computers, 500+ laptops and tablets, and 400+ MDTs deployed by the city. The life expectancy of a computer is 4-5 years. In some cases, these computers, servers, printers, laptops, and MDTs are incapable of operating the software required by the current business environment. Certain printers in operation are no longer capable of printing documents of acceptable quality. These items will be purchased through the state contract or through some other means that meets current Procurement requirements. (SWC90813-04; 99999-SPD-T20120501-0011; 99999-SPD- T20120702-0003; GS-35F-0195J; S000546-044; 252-001-09-1; 250-000-09-1; 252-030-09-ACS; SPD-0000021-0005; SWC90814-02; 252-000-09-ACS; and SWC- 90813). Financial Impact: The approximate estimated cost for the items identified as needing to be replaced or upgraded is $950,000.00. Funds for these replacements are included in the Information Technology 2017 Capital Budget and SPLOST VII. Alternatives: Leave existing devices in place. However, this will increase the cost of replacements in future budgets and will affect other technology related implementations, projects, and normal business processes. Supporting and maintaining this out-of-date equipment another year could result in unpredictable outcomes, reduced efficiency for certain departments, and an increased risk of failure. Recommendation: Approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs), the purchase of any required computer software or hardware upgrades, and the reallocation of equipment. Funds: 272015410-5316220 (Desktops) 272015410-5316230 (Laptops) 272015410-5316260 (Printers) 272015410-5424210 (Servers) 272015410-5316250 (Peripherals) 272015410-5424210 (Servers) 272015410-5232111 (Telephone-Other) Public Safety Committee Meeting 3/14/2017 1:20 PM Information Technology 2017 Replacements Department:Information Technology Presenter:Reggie Horne Caption:Approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs) as well as the purchase of any required computer software upgrades. Background:In an effort to provide the employees of Augusta Richmond County with current technology, the Information Technology Department (IT) schedules the replacement of EOL (end of life) equipment that, due to age and capability, is not compatible with current standards and is unable to support current software requirements. Information Technology developed an IT Technology Replacement plan that replaces obsolete computer equipment every 4 to 6 years (the normal life expectancy for the equipment). The replacement of computer and communication equipment will consist of any devices that are not capable of meeting current software or business needs to include the scheduled laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs. Information Technology is also continuing with the standardization of current operating systems and Microsoft Office products throughout the organization. Therefore, required computer software and hardware upgrades may need to be purchased for the computers that are not scheduled to be replaced. Regardless of funding source, all technology equipment removed from production will be disposed of in accordance with the technology disposal policy previously approved by the Commission. Inoperable equipment will be taken to the electronic recycling drop point at the Augusta Richmond County Landfill. Qualified equipment that meets determined specifications will either be sold in the Employee Lottery or redistributed to appropriate locations for use in Community Outreach Programs (i.e. Recreation Department Community Centers). All other functional equipment will be taken to the Fleet Department for sale at auction. All data will be erased from any devices using a DOD certified method. Analysis:Currently there are approximately 2000+ desktop computers, 500+ laptops and tablets, and 400+ MDTs deployed by the city. The life expectancy of a computer is 4-5 years. In some cases, these computers, servers, printers, laptops, and MDTs are incapable of operating the software required by the current business environment. Certain printers in operation are no longer capable of printing documents of acceptable quality. These items will be purchased through the state contract or through some other means that meets current Procurement requirements. (SWC90813-04; 99999-SPD-T20120501-0011; 99999-SPD-T20120702-0003; GS- 35F-0195J; S000546-044; 252-001-09-1; 250-000-09-1; 252-030- 09-ACS; SPD-0000021-0005; SWC90814-02; 252-000-09-ACS; and SWC-90813). Financial Impact:The approximate estimated cost for the items identified as needing to be replaced or upgraded is $950,000.00. Funds for these replacements are included in the Information Technology 2017 Capital Budget and SPLOST VII. Alternatives:Leave existing devices in place. However, this will increase the cost of replacements in future budgets and will affect other technology related implementations, projects, and normal business processes. Supporting and maintaining this out-of-date equipment another year could result in unpredictable outcomes, reduced efficiency for certain departments, and an increased risk of failure. Recommendation:Approve the replacement of obsolete computer equipment (laptops, computers, servers, printers, scanners, switches, routers, VOIP phones, other telecommunication devices, and MDTs), the purchase of any required computer software or hardware upgrades, and the reallocation of equipment. Funds are Available in the Following Accounts: 272015410-5316220 (Desktops) 272015410-5316230 (Laptops) 272015410-5316260 (Printers) 272015410-5424210 (Servers) 272015410-5316250 (Peripherals) 272015410-5424210 (Servers) 272015410-5232111 (Telephone-Other) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Public Safety Committee Meeting Commission Chamber - 212812017 ATTENDANCE: Present: Hons. D. Williams, Chairman; Smith, Vice Chairman; Jefferson and Sias, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAFETY 1. Present the Information Technology 2016 Annual Report.Item Action: Approved Motions f#:"" Motion rext Motion Result Motion Result Passes Motion to approve a _____.__-_ receiving this item as Commissioner Commissioner hApprove informat-ion. Sammie Sias Andrew Jefferson rasses Motion Passes 4-0. 2. Motion to approve the minutes of the Public Safety Committee held on February Item 14,2017 . Action: Approved Motion Text Made By Motion toapprove. Commissioner Motion Passes Sammie Sias Made By Seconded By Seconded By Commissioner Grady Smith Motions Motion Type Approve 4-0. 3. Presentation of the Hazard Mitigation Plan Update provided by Atkins North Item America, Inc. and authorize the Mayor to execute the Updated Hazard Action: Mitigation Plan following the 30-day public review period. Approved Motions Y:i1"' Motion Text Made By seconded Bv ffiTil'l'ype Motion to. armrove. Commissioner CommissionerApprove illi"r aur.., sammie sias Andrew Jefferson Passes 4-0. 4. Discuss Probation Services Department. (Referred from February 21 Item Commission meeting) Action: Approved Motions Y:jt1" Motion Text Made By Seconded By f;t#'l'ype Motion to provide a 60-day notice to the Magistrate judges that the City of Augusta plans to change the in-house probation ^ ! ! -^- Commissioner Approve order and requests a- H##,:tj|*t Andrew Passes meeting with the judges as Jefferson within ten days of the approval by the Commission. Motion Passes 4-0. www.augustaqa.gov Public Safety Committee Meeting 3/14/2017 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on February 28, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Proposal TO:RICHMOND COUNTY Spiro Papadopoulos 113 Cherry Street Augusta, Ga. 30907 ATTN:STEVE 706-533-5175 Cell 706-855-0404 Office Quantity Model Number Description or Unit Extended Specification Price Price 32 M25URS9PW1-N APX6500 MID POWER MOBILE $1,758.00 $56,256.00 32 Q806 ASTRO DIGITAL $386.25 $12,360.00 32 G51 SMARTZONE OPERATION $1,125.00 $36,000.00 32 Q361 9600 BAUD OPERATION $225.00 $7,200.00 32 QA00580AC TDMA OPERATION $337.50 $10,800.00 32 QA03399 ENHANCED DATA $112.50 $3,600.00 32 QA01767AT RADIO AUTHENTICATION $75.00 $2,400.00 32 G442 APX 05 CONTROL HEAD $324.00 $10,368.00 32 G444 CONTROL HEAD SOFTWARE NC NC 32 W22 PALM MICROPHONE $54.00 $1,728.00 32 G66 DASH MOUNT $93.75 $3,000.00 32 G174 3BD LOW PROFILE ANTENNA $32.25 $1,032.00 32 B18 SPEAKER $45.00 $1,440.00 32 G996 OVER THE AIR PROGRAMMING $75.00 $2,400.00 32 G24 THREE YR SERVICE ADVANTAGE $121.00 $3,872.00 $0.00 $0.00 32 SVC03SVC0123 INSTALLATION $225.00 $7,200.00 32 SVC03SVC0115 PROGRAMMING $50.00 $1,600.00 1 SVC03SVC0115 CODEPLUG $200.00 $200.00 32 TRADE-IN ($800.00) ($25,600.00) Equipment $135,856.00 Terms: net 30 days Taxes @ 8% Shipment FOB Origin Installation Delivery 4 weeks Other Date 27-Feb-17 TOTAL $135,856.00 State Contract # #980-280008 B&Q # 19009 Proposal TO:RICHMOND COUNTY Spiro Papadopoulos 113 Cherry Street Augusta, Ga. 30907 ATTN:STEVE 706-533-5175 Cell 706-855-0404 Office Quantity Model Number Description or Unit Extended Specification Price Price 17 M25URS9PW1-N APX6500 MID POWER MOBILE $1,758.00 $29,886.00 17 Q806 ASTRO DIGITAL $386.25 $6,566.25 17 G51 SMARTZONE OPERATION $1,125.00 $19,125.00 17 Q361 9600 BAUD OPERATION $225.00 $3,825.00 17 QA00580AC TDMA OPERATION $337.50 $5,737.50 17 QA03399 ENHANCED DATA $112.50 $1,912.50 17 QA01767AT RADIO AUTHENTICATION $75.00 $1,275.00 17 G442 APX 05 CONTROL HEAD $324.00 $5,508.00 17 G444 CONTROL HEAD SOFTWARE NC NC 17 W22 PALM MICROPHONE $54.00 $918.00 17 G174 3BD LOW PROFILE ANTENNA $32.25 $548.25 17 B18 SPEAKER $45.00 $765.00 17 G996 OVER THE AIR PROGRAMMING $75.00 $1,275.00 17 G24 THREE YR SERVICE ADVANTAGE $121.00 $2,057.00 17 Q97 REMOTE MOUNT KIT $297.00 $5,049.00 17 SVC03SVC0123 INSTALLATION $275.00 $4,675.00 17 SVC03SVC0115 PROGRAMMING $50.00 $850.00 1 SVC03SVC0115 CODEPLUG $200.00 $200.00 17 TRADE IN ($800.00)($13,600.00) Equipment $76,572.50 Terms: net 30 days Taxes @ 8% Shipment FOB Origin Installation Delivery 4 weeks Other Date 27-Feb-17 TOTAL $76,572.50 State Contract # #980-280008 B&Q # 19009 Proposal TO:RICHMOND COUNTY Spiro Papadopoulos 113 Cherry Street Augusta, Ga. 30907 ATTN:STEVE SMEAD 706-533-5175 Cell 706-855-0404 Office Quantity Model Number Description or Unit Extended Specification Price Price 3 L30URS9PW1-N APX 7500 SINGLE BAND CONS $3,284.25 $9,852.75 3 Q806 ASTRO DIGITAL $386.25 $1,158.75 3 G51 SMARTZONE OPERATION $1,125.00 $3,375.00 3 Q361 9600 BAUD OPERATION $225.00 $675.00 3 QA00580AC TDMA OPERATION $337.50 $1,012.50 3 QA03399 ENHANCED DATA $112.50 $337.50 3 W969 MULTI KEY ENCRYPTION $247.50 $742.50 3 CA01598 AC LINE CORD NC 3 G996 PROGRAMMING OVER P25 $75.00 $225.00 3 L998 LIMITED FRONT PANEL $360.00 $1,080.00 3 G843 AES ENCRYPTION $356.25 $1,068.75 3 QA03399 ENHANCED DATA $112.50 $337.50 3 G78 THREE YR SERVICE ADVANTAGE $158.00 $474.00 3 GA00244 7/800 PRIMARY BAND NC 3 HKN6233 RACK MOUNTS $150.00 $450.00 $0.00 3 PROGRAMMING $50.00 $150.00 1 CODEPLUGS $200.00 $200.00 3 INSTALLATION $150.00 $450.00 3 TRADE-IN ($800.00) ($2,400.00) Equipment $19,189.25 Terms: net 30 days Taxes @ 8% Shipment FOB Origin Installation Delivery 4 weeks Other Date 27-Feb-17 TOTAL $19,189.25 State Contract # #980-280008 B&Q # 19009 Proposal TO:RICHMOND COUNTY Spiro Papadopoulos FIRE 113 Cherry Street Augusta, Ga. 30907 ATTN:STEVE SMEAD 706-533-5175 Cell 706-855-0404 Office Quantity Model Number Description or Unit Extended Specification Price Price 50 H98UCF9PW6BN APX 6000 PORTABLE 2.5 MODEL $2,203.50 $110,175.00 50 Q806 ASTRO DIGITAL $386.25 $19,312.50 50 H38 SMARTZONE OPERATION $900.00 $45,000.00 50 Q361 9600 BAUD OPERATION $225.00 $11,250.00 50 QA00580AC TDMA OPERATION $337.50 $16,875.00 50 QA03399 ENHANCED DATA $112.50 $5,625.00 50 QA01767AT RADIO AUTHENTICATION $75.00 $3,750.00 50 QA011833 EXTREME AUDIO $18.75 $937.50 50 G996 PROGRAMMING OVER P25 $75.00 $3,750.00 50 H43 REMOTE MONITOR $56.25 $2,812.50 50 QA09001 WIFI $225.00 $11,250.00 50 QA05575 BATT IMPRESS IP68 3400T $123.75 $6,187.50 50 Q885 THREE YR SERVICE ADVANTAGE $84.00 $4,200.00 50 QA02006 APX6000XE RUGGED RADIO $600.00 $30,000.00 50 H64 APX YELLOW HOUSING $18.75 $937.50 50 NNTN8860 IMPRESS CHARGERS $120.00 $6,000.00 50 NNTN8575 XE REMOTE SPEAKER MIC BLK $384.00 $19,200.00 50 NNTN8921 SPARE BATTERY $141.60 $7,080.00 50 PROGRAMMING $50.00 $2,500.00 1 CODEPLUGS $200.00 $200.00 50 TRADE IN OF XTS2500 ($800.00) ($40,000.00) Equipment $267,042.50 Terms: net 30 days Taxes @ 8% Shipment FOB Origin Installation Delivery 4 weeks Other Date 27-Feb-17 TOTAL $267,042.50 State Contract # #980-280008 B&Q # 19009 Proposal TO:RICHMOND COUNTY Spiro Papadopoulos 113 Cherry Street Augusta, Ga. 30907 ATTN:STEVE SMEAD 706-533-5175 Cell 706-855-0404 Office Quantity Model Number Description or Unit Extended Specification Price Price 134 H98UCF9PW6BN APX 6000 PORTABLE 2.5 MODEL $2,203.50 $295,269.00 134 Q806 ASTRO DIGITAL $386.25 $51,757.50 134 H38 SMARTZONE OPERATION $900.00 $120,600.00 134 Q361 9600 BAUD OPERATION $225.00 $30,150.00 134 QA00580AC TDMA OPERATION $337.50 $45,225.00 134 QA03399 ENHANCED DATA $112.50 $15,075.00 134 QA01767AT RADIO AUTHENTICATION $75.00 $10,050.00 134 QA011833 EXTREME AUDIO $18.75 $2,512.50 134 G996 PROGRAMMING OVER P25 $75.00 $10,050.00 134 H43 REMOTE MONITOR $56.25 $7,537.50 134 QA09001 WIFI $225.00 $30,150.00 134 QA0557 BATT IMPRESS IP68 3400T $75.00 $10,050.00 134 Q885 THREE YR SERVICE ADVANTAGE $84.00 $11,256.00 134 NNTN8860 IMPRESS CHARGERS $120.00 $16,080.00 110 PMMN4060B PUBLIC SAFETY MIC 24 IN $144.32 $15,875.20 110 PMAF4002 PSM ANTENNA $9.60 $1,056.00 134 PMNN4486 SPARE BATTERY $113.60 $15,222.40 25 PMMN4062 IMPRESS RSM, NC,EB,3.5mm $94.16 $2,354.00 134 PROGRAMMING $50.00 $6,700.00 4 CODEPLUGS $200.00 $800.00 134 TRADE IN OF XTS2500 ($800.00)($107,200.00) Equipment $590,570.10 Terms: net 30 days Taxes @ 8% Shipment FOB Origin Installation Delivery 4 weeks Other Date 27-Feb-17 TOTAL $590,570.10 State Contract # #980-280008 B&Q # 19009 CONFIGURING OF CODEPLUGS MODEL NO.QTY.EQUIPMENT DESCRIPTION TOTAL SYSTEM COST EQUIPMENT TOTAL INSTALLATION / LABOR TRANSPORTATION TAXES $64,875.00 SITE VISITS FOR PROGRAMMING 1200 60 $12,000.00 TOTAL PRICE $48,000.00REPROGRAM RADIOS FOR P25 UPGRADE 19 $100.00 $125.00 $1,500.00UPGRADE AND CONFIGURING 911 CENTER SITE VISITS TO UPGRADE FIRE STATIONS $1,500.00 $1,000.00 $2,375.00 STEVE SMEAD DATE $200.00 PROPOSAL NO $64,875.00 UNIT PRICE $40.00 ACCEPTED BY PRESENTED BY SPIRO PAPADOPOULOS CUSTOMER RICHMOND COUNTY IT 19-Jan-17 ATTN. PHONE 1 10 AUGUSTA COMMUNICATIONS, INC. 113 CHERRY STREET AUGUSTA, GA 30907 PHONE: (706) 855-0404 FAX: (706) 855-2878 www.augustacommunications.com Page 1 Statewide Contract Number SWC980-2800008 NIGP Codes 93972 Name of Contract Two Way Radio Equipment and Accessories Effective Date July 1, 1998 Expiration Date June 30, 2017 Contract Table of Contents Suppliers Awarded 1 Contract Information: Convenience Contract Information for Supplier Page Number Motorola Solutions Inc. 2 Additional Contract Information Item Schedule 3 Ordering Instructions 4 Contract Renewals/ Extensions/ Changes 5 DOAS Contact Information 6 Page 2 Supplier Information Sheet Contract Information Statewide Contract Number SWC980-2800008 Contract Name Two-Way Radio Hardware PeopleSoft Supplier Number 0000008244 Supplier Name & Address Motorola Solutions 1700 Belle Meade Court Lawrenceville, GA 30042 Contract Administrator Tino Rugerio +1 (770) 286-7485 tino.rugerio@motorolasolutions.com Contact Details Ordering Information Through local Motorola Representative Remitting Information As invoiced Delivery Days Varies by product Discounts In discount schedule document Payment Terms Net 30 Days Bid Offer includes State and Local Government Acceptable payment method Supplier will accept Purchase Orders and the Purchasing Card under this contract as permitted by current policies governing the Purchasing Card program. Return Process Contact local representative Special Quote/High Volume Process Contact local representative Page 3 Item Schedule Products and Pricing: See Team Georgia Marketplace for State products and pricing or contact supplier directly. Availability and Special Instructions: The use of new radio frequencies requires the review by the telecommunications personnel of the State of Georgia. Please call Ralph Bevan at 404.656.2042 for information regarding this process. Page 4 Ordering Instructions Contract period: July 1, 2016, to June 30, 2017 Contract Number: SWC980-2800008 Orders should be mailed or emailed to: Motorola Solutions 1700 Belle Meade Court Lawrenceville, GA 30042 Attn: Phillip Landgrebe philip@motorolasolutions.com Payments should be mailed to: Motorola Solutions P.O. Box 404059 Atlanta, GA 30384 Contract Administrator: Phillip Landgrebe Sr Account Manager Mobile: 678.873.2706 Fax: 678.802.0570 philip@motorolasolutions.com For complaints about service that cannot be resolved by the person above, contact Tino Rugerio, Area Sales Manager tino.rugerio@motorolasolutions.com (770) 286-7485. Orders will be shipped within 45 days after purchase release order is received. Payment Terms: Net 30 days Warranty Period: One year parts, labor and shipping. During the warranty period, agencies must return problem equipment to any authorized Motorola service center in Georgia. Equipment will be repaired or exchanged and returned to user agency within 30 days of shipment. An extended warranty is available for each of the radio models bid. Pricing for the extended warranty is listed as part of our bid response. Onsite warranty is available for fixed network equipment at no additional charge. Onsite warranty for mobile and portable radios will be quoted on an as-needed basis. Technical Assistance: 888.567.7347 Page 5 Contract Renewals/ Extensions/ Changes 1. RENEWAL FY2016 Effective Date of this Renewal Notice: July 1, 2015 Initial Effective Date of Contract: March 1, 2004 Expiration Date: June 30, 2016 2. EXTENSION FY2017 Effective Date of this Extension Notice: July 1, 2016 Initial Effective Date of Contract: March 1, 2004 Expiration Date: June 30, 2017 Page 6 DOAS Contact Information Name: Kim Ford Phone: 404-657-4295 email: kimberly.ford@doas.ga.gov Public Safety Committee Meeting 3/14/2017 1:20 PM P25 Compliant Radio Project Department:Information Technology Presenter:Gary Hewett Caption:Approve the replacement of end of life radios and reprogramming of radios that are currently P25 compliant. Background:Augusta has 1,483 radios on the South Carolina Statewide 800 MHz Radio and Mobile Data System, which is a cost-shared public/private partnership between state government, local governments and power utilities. This shared system has over 30,000 primary users and 750 agencies representing state government, federal government, local government, law enforcement agencies, fire services, EMS services, and power utilities in South Carolina, North Carolina, and Georgia. The State of South Carolina is upgrading their radio system to be P25 compliant. Analysis:The South Carolina State Wide 800MHz Radio system is currently in the process of upgrading their entire system to be P25 compliant. This will provide an open architecture and promote interoperability. To maintain interoperability and purchase our own system all Augusta radios must be P25 compliant. Augusta will replace 234 end of life radios, which are approximately nine (9) years old. Augusta will reprogram the remaining 1,249 radios. The new replacement radios will be capable of operating on any P25 compliant radio system. Financial Impact:This is an approved SPLOST project. The cost for the replacement of the 234 radios will be $1,089,230.35. All radios will be purchased off state contract number 980-280008. The cost for reprogramming the remaining inventory of 1,249 radios will be $64,875.00. The total amount of this phase of Augusta’s new radio system will be $1,154,105.35. Funds, in the amount of $1,154,105.35, are available in the following accounts (329012110/216725901). Alternatives:N/A Recommendation:Approve the replacement of end of life radios and reprogramming of radios that are currently P25 compliant. Funds are Available in the Following Accounts: Funds, in the amount of $1,154,105.35, are available in the following accounts (329012110/216725901). REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission