HomeMy WebLinkAboutCONTRACT WITH WOOLPERT AND AZTECA FOR THE IMPLEMENTATION OF CITYWORKS SOFTWARE SOFTWARE IMPLEMENTATION SERVICES AGREEMENT
THIS AGREEMENT(hereinafter the"Agreement")is made this cur ' day of Marc) ,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.
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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
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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.
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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.
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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;
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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
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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.
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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,
8
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.2ov. 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
9
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
10
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
____11.= —:L(::T:j:)____ .62.,-Itizi F,euer
A6ni HARDIE DAVIS,JR.,MAYOR DAVID A.FEUER,VICE PRESIDENT
*1-02/i7
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DATE DATE
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11
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
12
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.
13
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.
14
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
Q E---eU'e`K k ' I
DAVID A.FEUER,VICE PRESIDENT DATE
15
EXHIBIT D-PERFORMANCE BOND
Not Required for this Project
16
City of Augusta, Georgia
Central Services & Parks Recreation Departments
Cityworks Enterprise Asset Management System
Implementation
7
_T ORGi ..
STATEMENT OF WORK
April 7, 2017
'II AI
WOO L P E R T
DESIGN I GEOSRATIALI INFRASTRUCTURE
Statement of Work
Cityworks Enterprise Asset Management System Implementation
City of Augusta, Georgia
Central Services &Parks Recreation
April 7, 2017
Prepared by Woolpert, Inc.
6802 Paragon Place, Suite 410
Henrico, VA 23230
www.woolpert.corn
\AI
WOOLPE RT
DESIGN GEOSPATIAL I INFRASTRUCTURE
Cityworks Enterprise Asset Management System Implementation
Statement of Work
CONTENTS
CONTENTS
DOCUMENT ACCEPTANCE
iii
CHANGE CONTROL
GENERAL
1
PROJECT MANAGEMENT
Task PM.1: Project Administration 3
Task PM.2: Project Kick-Off Meeting 3
Task PM.3: Project Schedule Coordination 3
Task PM.4: Client Status Meetings 4
Task PM.5: Internal Coordination Meetings 4
Task PM.6: Project Administration 5
5
TECHNICAL APPROACH
6
PHASE 1 - CENTRAL SERVICES - IMPLEMENTATION PLANNING
Task 1.1: Conduct Pre-Planning Discovery7
7
Task 1.2: Install and Configure Core Cityworks8
g AMS Software in a Sandbox Environment 8
Task 1.3: Provide Asset Management (AM) Software Demonstrations
Task 1.4: Conduct Business Process Reviews 9
Task 1.5: Phase 1 10
Quality Control 11
Task 1.6: Phase Acceptance and Close
11
PHASE 2 - CENTRAL SERVICES - CORE SYSTEM DESIGN AND CONFIGURATION
Task 2.1: Prepare Configuration Documentation 12
Task 2.2: Conduct Core Team Training 12
12
Task 2.3: Core Cityworks AMS Configuration 13
Task 2.4: Cityworks Storeroom Configuration
Task 2.5: Review and Approval of Updated System Configuration and Documentation 1
5
Task 2.6: Provide Cityworks AMS Software Demonstrations16
17
Task 2.7: Phase 2 Quality Control
Task 2.8: Phase Acceptance and Close 17
17
PHASE 3 - CENTRAL SERVICES -ADVANCED AMS FUNCTIONALITY DEVELOPMENT Et CONFIGURATION... 19
Task 3.1: Application Interfaces
Task 3.2: Perform Data Conversion of Legacy Data Sets / PMs 19
19
Task 3.3: Develop Custom Reports and Dashboards
Task 3.4: Phase 3 20
Quality Control 21
Task 3.5: Phase Acceptance and Close
21
PHASE 4- CENTRAL SERVICES - SYSTEM DEPLOYMENT
Task 4.1: Develop Test Plan 22
Task 4.2: User Acceptance Testing 22
22
City of Augusta, Georgia- Central Services / Recreation & Parks
April 7, 2017 i
%Al Cityworks Enterprise Asset Management System Implementation
� �- - Statement of Work
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 8 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 a 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 a PARKS -ADVANCED AMS FUNCTIONALITY DEVELOPMENT Et 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 Et 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
City of Augusta, Georgia- Central Services / Recreation & Parks ii
April 7, 2017
A I Cityworks Enterprise Asset Management System Implementation
Statement of Work
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
Dai Author Version Chn e Reference
4 7.2017 Steve.Schwabe l 0 Initial;Draft,
File name: Statement of Work - Cityworks AMS Implementation Central Services Parks Rec.docx
City of Augusta, Georgia - Central Services / Recreation Ft Parks
April 7, 2017
Cityworks Enterprise Asset Management System Implementation
° Scope of Work
GENERAL
The City of Augusta Cityworks Server AMS implementation project for the Central Services and Recreation
ft 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 It 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 It 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 a 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
City of Augusta, Georgia - Central Services / Recreation ft Parks 1
April 7, 2017
A l Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 &t 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.
City of Augusta, Georgia - Central Services / Recreation & Parks
April 7, 2017 2
I A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
City of Augusta, Georgia -Central Services / Recreation ft Parks 3
April 7, 2017
`A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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
City of Augusta, Georgia- Central Services / Recreation Et Parks
April 7, 2017 4
11 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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
City of Augusta, Georgia- Central Services / Recreation Et Parks 5
April 7, 2017
`A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 Et Parks - Implementation Planning
• Phase 6: Recreation Et Parks - System Design and Configuration
• Phase 7: Recreation Et Parks - Advanced System Functionality
• Phase 8: Recreation Et Parks - System Deployment
• Project Management (Duration of Project)
• Knowledge Transfer Et Change Management (Duration of Project)
• Quality Management (Duration of Project)
City of Augusta, Georgia-Central Services / Recreation 8 Parks
April 7, 2017 6
1 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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
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`A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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
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:. ..- Scope of Work
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
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Scope of Work
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 wilt 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
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Scope of Work
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.
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Scope of Work
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 2.2.4: Woolpert to Provide Core Team Training (On-Site Task)
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Scope of Work
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,
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Scope of Work
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 wilt 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:
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11 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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
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Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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
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Scope of Work
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.
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Scope of Work
NOTE: Phase 3 of this scope is not dependent upon completion of either Phase 1 or Phase 2 to be corn-
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.
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Scope of Work
PHASE 3 - CENTRAL SERVICES - ADVANCED AMS FUNCTIONALITY DEVELOPMENT Et 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 3.2.1.3: 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 3.2.1.7: 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
• 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
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`A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
- 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 3.3.2: Woolpert to Review Reports Provided by Client
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`A l Cityworks Enterprise Asset Management System Implementation
w- Scope of Work
• 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.
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`A ICityworks Enterprise Asset Management System Implementation
vr-vScope of Work
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
..•.a >i'�^'-'. ._, t t. Bs 'o' fs= <a l• „'-r•t t.,= _. }' , C a,-'` ;t ;�
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.
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•I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 4.2.1.3: 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 4.2.2.3: 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.
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I A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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 4.3.3: 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
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%AI Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
PHASE 5 - RECREATION ft 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
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`A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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 wilt 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
minsinft
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11 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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: Wootpert 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: Wootpert 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
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Cityworks Enterprise Asset Management System Implementation
Scope of Work
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
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1 A l Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 U Parks Department will accept these processes with minimal
changes. NOTE: Should the Recreation Et 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.
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Cityworks Enterprise Asset Management System Implementation
Scope of Work
PHASE 6 - RECREATION Et 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 6.2.4: Woolpert to Provide Core Team Training (On-Site Task)
.r
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11A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
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,
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. 1 1 Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 a 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
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t / Cityworks Enterprise Asset Management System Implementation_...._ Scope of Work
• A Woolpert Senior System Analyst will facilitate Round 2 On-Site Configuration Workshops as
follows:
o Recreation Et 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 a 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 Et Parks up to eight (8) hours
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t�
Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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 6.5.3: 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
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11 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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I A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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%AI Cityworks Enterprise Asset Management System Implementation
Scope of or
PHASE 7 - RECREATION Et PARKS - ADVANCED AMS FUNCTIONALITY DEVELOPMENT Et 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 a 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 7.3.2: 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
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Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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11A/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
PHASE 8 - RECREATION Et 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 8.1.4: 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.
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IA/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 8.2.1.3: 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)
▪ 21 t
• 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.
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1 A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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 8.3.3: 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
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11.A1 Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 Et 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
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I•I Cityworks Enterprise Asset Management System Implementation
Scope of Work
• 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.
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A I Cityworks Enterprise Asset Management System mplIepe mentatofWorkion
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CITYWORKS AMS SOFTWARE LICENSING
Client will procure the necessary licenses directly from Cityworks.
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1
Cityworks Enterprise Asset Management System Implementation
Scope of Work
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 £t 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
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A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
PHASE 5: REC £t 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 Et 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 Et 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 Et 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
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IA/ Cityworks Enterprise Asset Management System Implementation
Scope of Work
Woolpert's current rate schedule, for non-scoped implementation services offered on a Time It 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
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A I Cityworks Enterprise Asset Management System Implementation
Scope of Work
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.
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