HomeMy WebLinkAbout05-15-2012 c10 acquisition implementation utilities pwcmmsA counci l
agenba RepoRt
Meeting Date
May 15, 2012
Item Number
C1 0
C I T Y O F S A N L U I S O B I S P O
FROM :
Carrie Mattingly, Utilities Directo r
Jay D . Walter, Public Works Directo r
Prepared By :David Hix, Wastewater Division Manage r
Wade Horton, Water Division Manage r
Noah Evans, Water Distribution Superviso r
Bud Nance, Wastewater Collection Superviso r
Melissa C . Mudgett, Administrative Analyst
SUBJECT : ACQUISITION/IMPLEMENTATION OF A UTILITIES/PUBLTC WORK S
COMPUTERIZED MAINTENANCE MANAGEMENT AND ASSET
MANAGEMENT SYSTEM ("CMMS")
RECOMMENDATIO N
1 . Approve the attached contract with Woolpert (Attachment 1)for the acquisition an d
implementation of CityWorks, a computerized maintenance management and asse t
management system ("CMMS") for water, wastewater, stormwater, parks, open space ,
streets, and facilities ; authorize the City Manager to execute this contract .
2 . Approve the project budget of $723,400 .
3 . Approve $292,300 in additional funding for this project :
a.Authorize the use of $225,000 available in completed capital project funding to pa y
for the increased costs for Utilities, water and wastewater ;
b.Authorize the appropriation and use of $66,800 of available General Fund fundin g
from Equipment Replacement Fund balance to pay for the parks, streets, an d
facilities share of the contract .
4 . Authorize a purchase order to NexLevel in the amount of $35,000 for assistance wit h
integration with City software and business systems .
DISCUSSIO N
In May 2011 Council authorized the Utilities Department to solicit proposals for a Utilitie s
Computerized Maintenance Management System and Asset Management System ("CMMS") t o
replace the existing Hansen and FoxPro database solutions which were old and increasingl y
unsupported .
After a period of nearly nine months of evaluation and refining the scope of work, Utilities,Public
Works, and IT staff are jointly recommending CityWorks software for a Utilities/Public Work s
CMMS solution . This software is packaged and delivered by the Woolpert firm at a cost o f
$575,100 . The total project budget (detailed below), including hardware, contingency, an d
consultant services is $723,400 .
During the evaluation process, it became increasingly apparent that this software package is one tha t
better suits Public Works asset management activities (Parks, Streets, Facilities) than the EnerGo v
d o-I
solution that was selected for the FoxPro Database replacement project . Staff is therefor e
recommending that the project be expanded to include implementation of the CMMS strategy i n
those sections as well,using funding originally allocated for EnerGov asset management projects .
The EnerGov contract has already been modified to remove the asset management portion of th e
project .
Originally,Council authorized $265,000 for the software acquisition, which included $240,00 0
from the Water and Sewer Funds for Utilities and $25,000 from the General Fund for Stormwater .
Since the original authorization, the scope of work has been expanded to include a closed circui t
television component for wastewater operations, full integration with GIS and City software and
business systems, and full CMMS/asset management functionality for parks, streets, and facilitie s
assets . The revised contract amount is $575,100 . The cost for hardware to support these dat a
intensive programs is estimated at $55,300 . The cost for the consultant who is reviewing th e
contract to ensure the City gets the best possible solution and is identifying the best course for ful l
integration with existing City business systems is estimated at $35,000 . Included is a ten percen t
contingency for potential change orders if required by the project .
The proposed project budget is outlined below with funding source detail outlined in the Fisca l
Impact section :
COMPUTERIZED ASSET MANAGEMENT PROJECT BUDGE T
Utilities Public Works Tota l
CityWorks/Woolpert $370,700 $204,400 $575,10 0
IT Hardware 31,300 24,000 55,300
Contingency 41,000 17,000 58,00 0
NexLevel 22,500 12,500 35,00 0
Pro eel Bud e $465,500 $257,900 $723,40 0
Previously Approved $240,000 $191,000 431,000
Additional Re ' uest $225,500 $66,800 292,300
Backgroun d
The CityWorks/Woolpert solution has been carefully evaluated . Utilities staff conducted an on-sit e
visit with the City of Hesperia, full service water and wastewater city with a CityWorks installation .
IT staff has talked to other cities using CityWorks, as well . Woolpert is the highest rankin g
("platinum") partner offering the implementation and integration of CityWorks . (CityWorks is onl y
available through a partner, as the software vendor never deals directly with clients .)
If Council approves this recommendation, the project will take approximately 15 months for ful l
implementation, including a 60 day period of test driving the newly implemented software solution .
There will be ongoing annual licensing fees for the software, as there are for Hansen . Thesecost s
will be included as part of the next financial plan development . Ongoing, the annual licensing fee s
are $45,000 per year, with the Utilities portion at $28,000 and the General Fund portion at $17,00 0
per year. The EnerGov annual fee was proposed at $10,257 for General Fund asset management ;
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however, final negotiations on scoping were never completed for this area of the application .
Operating programs in Public Works previously carried a total of $6,900 for FoxPro application s
upgrades and maintenance work . The current annual fee for Hansen licensing and maintenance i s
$13,000 . Total annual license fees will increase by $15,000 for Utilities and by $6,743 for Publi c
Works .
Why is it important to do this now ?
For Utilities, this is a solution arrived at after nearly seven years of study and research for the bes t
alternative to replace the existing Hansen software as well as move from the legacy FoxPr o
applications which are no longer supported and increasingly unstable . Public Works also must mov e
quickly from its existing FoxPro applications due to instability, and City Works is a better solutio n
for their asset management than the EnerGov product .
What is asset management and why is it important to City operations ?
The Water Distribution, Wastewater Collection, Stormwater programs are responsible for overal l
operation, maintenance and capital planning of the City's water distribution, wastewater collectio n
and stormwater infrastructure . This vital infrastructure includes storage tanks, pump stations ,
pressure control stations, valves, hydrants, lift stations, stormdrain inlets and outfalls, catch basin s
and hundreds of miles of pipelines . Parks, streets, and facilities provide operation and maintenanc e
and capital planning for the City's parks, streets and facilities . This infrastructure includes roads ,
sidewalks, street signs/signals, trees, parks, public planters, buildings, HVAC, heat and securit y
systems . Each of these pieces of infrastructure can be characterized as an "asset ."
The CMMS software will identify these "assets" (physical infrastructure such as lines, vaults ,
manholes, meters) and then use the information to enhance system operations, maintenance an d
analysis . Specifically, this type of software can be used for daily dispatching and work orders ,
long-range planning, life-cycle cost analysis and capital replacement planning . This allows staff t o
look forward and anticipate infrastructure maintenance needs rather than responding to failures .
How does this meet the Council's goals of Maintaining Essential Services and Fiscal Health, an d
Infrastructure Maintenance ?
Maintaining, replacing, and managing these assets is critical to providing excellent service to th e
community in a fiscally sound and efficient manner. This CMMS software will tie daily wor k
orders and maintenance to long-range planning, life-cycle cost analysis and aid in the development
of sound capital replacement plans. An entire section of the recent Public Works Departmen t
Assessment was devoted to asset management and the Department's need to increase work in thi s
area.
What is currently being done ?
For the past twenty years, the Water Distribution and Wastewater Collection staff have used Hanse n
software to manage and record maintenance tasks . The Stormwater section began using thi s
software in 2006 . Staff directly relates the reduction in sewer line blockages and correspondin g
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sewage spills to the use of this software . Public Works has been using the FoxPro General Servic e
Request program for a similar duration .
However, in 2005, Hansen informed Utilities that the software version used by the City would n o
longer be supported and the City would need to upgrade to the newest version . Accordingly ,
Utilities included migration to the newer version of Hansen in the 2005-07 Capital Improvemen t
Plan. In 2007, Hansen was sold to Infor Global Solutions (Infor). Infor agreed to continue to suppor t
the older version of Hansen for a certain period of time, which decreased the urgency to migrate . In
2007, Utilities studied options for asset management software . After reviewing the marketplac e
options and the needs within the department, Utilities decided it was time to evaluate other softwar e
vendor options .
In 2009, the City found it necessary to move from a number of customized FoxPro softwar e
programs due to a lack of support and compatibility . One of the FoxPro Applications is a
maintenance work order program, used heavily by Public Works, that allows staff to track incomin g
work and ensure it is completed in a timely manner . The program also allows programming o f
preventive maintenance work orders, and research and reporting to document maintenance efforts i n
the event of a claim against the City . Utilities decided it would be prudent to delay its decision on a
separate CMMS evaluation until a city-wide solution was selected and implemented . The City
elected to move to EnerGov for a number of its database software needs . Utilities and Finance an d
Information Technology staff arranged for EnerGov demonstrations to determine if the softwar e
would meet Utilities' goals for a new CMMS program (May 17, 2011 Council Report). The
stakeholders concluded that the "off-the-shelf' EnerGov system did not have the capabilities t o
meet the Utilities requirements and, with Council approval, Utilities moved forward with a reques t
for proposal seeking options for CMMS software .
Why is staff recommending City Works ?
Nine proposals were received in response to the computerized maintenance management and asse t
system request for proposals, Specification No . 91079 . The City stakeholders group, consisting o f
Utilities, Public Works and Information Technology staff, reviewed the proposals and selected thre e
finalists who were invited to give a detailed presentation. After the three presentations and a perio d
of additional discovery, Woolpert/Cityworks was selected and negotiations began to define th e
project costs and scope .
As part of this discussion, the possibility of moving Public Works maintenance functions t o
CityWorks was explored . CityWorks has greater capabilities for asset management than EnerGo v
does . Consistency in maintenance management software will allow for easier interface for th e
public and staff entering work orders, and allow for transference of information and work order s
across program lines . For example, a waterline break receives a work order in the water program ,
but has follow up in either the streets or engineering program for final trench patching . The program
will allow for a single work order entry to be passed to other parts of the organization for trackin g
and closure . There was clear staff consensus to move the FoxPro Application replacement work fo r
maintenance functions to CityWorks in conjunction with the Hansen migration .
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CONCURRENCE S
Utilities, Public Works, and Information Technology staff have worked closely together to arrive a t
this solution and concur with the recommend ~ ations in this report .
FISCAL IMPAC T
Project Costs by Typ e
Projec Costs
Budget-to-Date 011-12 Total
Software Acquisition 431,100 1 4,000 575,10 0
Computer Hardware 5,300 55,30 0
Consultant-NexLevel 35,000 35,00 0
Contingency 5~I ,000
3 5
58,00 0
Total 431,100 29,300 723,400
Project Costs by Funding Source
Project Funding Source s
Budget-to-Date 2011-12 Tota l
Water Fund 120,000 112;750 232,750
Sewer Fund 120,000 112,750 232,750
General Fun d
-Prior Appropriation for Cityworks 25,000 25,000
- EnerGov Transfer 140,000 140,000
- Sign Program Energov Transfer 26,100 26,100
- Equipment Rplcmnt Fund Balance 66,800 66,800
Total 431,100 292,300 723,40 0
request is proposed to come from each Fund's
s . Funding for the additional General Fund portio n
he current encumbrances previously approved b y
Works . Furthermore it is recommended that th e
quipment Replacement Fund balance . This fund i s
puter equipment . In the current year additiona l
blishing a reliable computer hardware replacemen t
ate software replacements staff believes softwar e
e establishment of a replacement fund resulting i n
enditures system for the replacement of software .
Master Plan and bringing that back to the Cit y
ndation is to establish a funding system for th e
software replacement and it is currently anticipated that as part of the 2013-15 financial Plan staf f
will propose such a fund . When this fund is created the use of this funding for replacing the CMM S
will be considered in order to ensure that both hardware and software replacement are appropriatel y
funded.
The Water and Sewer Funds' portion of thi s
completed capital improvement projects accoun
of the request is accomplished by transferrin g
Council for EnerGov asset management to C i
General Fund portion be appropriated from the
intended to be used to replace fleet and c o
contributions were made to cover the cost of es t
system . While the funding does not yet incorp o
replacement should be funded in the future via t
the creation of an on-going contributions and e x
Staff is working on finalizing the Technolog y
Council during the early summer. One recomm
ALTERNATIVE S
Deny approval of CityWorks.The Council could deci s e to deny approval of CityWorks for either
one or both departments . Staff does not recommend l is option . The existing databases are n o
longer adequately supported to ensure smooth functions g . The EnerGov option has been explored
in-depth and does not have the level of sophistication neded to do proper asset management . The
City has considerable infrastructure,which if properl maintained will ultimately have lowe r
maintenance costs and higher customer service .
Use alternative funding sources .The Council could • ecide to use funding undesignated fun d
balances to make this purchase . Staff does not recomme ~ d this option as there are other viable an d
appropriate funding sources to effectuate this priority project .
ATTACHMENT S
1.Proposed contract with Woolpert for CityWorks CMMS solutio n
2.May 17, 2011 Council Agenda Report - CMMS Asset Management.do c
t1cownal agenda reports\2012\2012-05-i ~t~~~~es-NOblicworks anms {mattinglyvaalter)1car corms 5-3-2012.docx
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AGREEMEN T
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on May , 2012, by an d
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, an d
WOOLPERT, INC ., hereinafter referred to as Contractor .
WITNESSETH :
WHEREAS, on May 18, 2011, City invited requested proposals for a COMPUTERIZE D
MAINTENANCE MANAGEMENT AND ASSET MANAGEMENT SYSTEM (CMMS), per Specification No .
91079 .
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for th e
acquisition of CITYWORKS asset management software, and implementation and integration services .
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafte r
contained, the parties hereto agree as follows :
1.TERM . The term of this Agreement shall be from the date this Agreement is made and entered ,
as first written above, until acceptance or completion of the implementation and acceptance of said software an d
services .
2.INCORPORATION BY REFERENCE .City Specification No . 91079 and Contractor's
proposal dated February 27, 2012, are hereby incorporated in and made a part of this Agreement .
3.CITY'S OBLIGATIONS .For providing services and software as specified in this Agreement ,
City will pay and Contractor shall receive compensation in a total sum not to exceed $575,122 .13 as shown in the
services fee and schedule, page 35, of the Contractor's proposal .
4.CONTRACTOR'S OBLIGATIONS .For and in consideration of the payments and agreement s
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide implementatio n
and integration services and CITYWORKS software as described in Exhibit A, scope of work, attached hereto an d
incorporated into this Agreement .
5.AMENDMENTS .Any amendment, modification or variation from the terms of this Agreemen t
shall be in writing and shall be effective only upon approval by the City Manager of the City .
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6.COMPLETE AGREEMENT .This written Agreement, including all writings specificall y
incorporated herein by reference, shall constitute the complete agreement between the parties hereto . No ora l
agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be o f
any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties
hereto.
7.
NOTICE .All written notices to the parties hereto shall be sent by United States mail, postag e
prepaid by registered or certified mail addressed as follows :
City Cler k
City of San Luis Obisp o
990 Palm Street
San Luis Obispo, CA 9340 1
Kirk McClurki n
Woolpert, Inc .
116 Inverness Drive East, Suite 10 5
Englewood, CO 80112-512 5
8 .AUTHORITY TO EXECUTE AGREEMENT .Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party .
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and yea r
first above written .
Cit y
Contracto r
ATTEST:
Sheryll Schroeder, Interim City Cler k
APPROVED AS TO FORM :
Christine Dietrick, City Attorney
CITY OF SAN LUIS OBISP O
By :
Katie Lichtig, City Manage r
CONTRACTOR
By:
Kirk McClurkin, Woolpert
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CITYWORK S
IMPLEMENTATION AND INTEGRATION PROJEC T
FOR UTILITIES AND PUBLIC WORK S
City of San Luis Obispo, Californi a
March 27, 2012
Scope of Service s
Cityworks Implementation and Integration Project for Utilities an d
Public Works (Woolpert and ITPipes )
City of San Luis Obispo, Californi a
March 27, 2012
Prepared by Woolpert, Inc .
116 INVERNESS DRIVE EAST, SUITE 10 5
ENGLEWOOD, CO 80112-512 5
303 .925 .1400 www,wcotper°t,c::o
Table of Content s
SCOPE OF SERVICES 1 DOCUMENT ACCEPTANCE 4
DOCUMENT CONTROL 4
SERVICES OVERVIEW 5
WORK BREAKDOWN STRUCTURE (WBS)6
SERVICES CLARIFICATIONS 6
PROJECT MANAGEMENT 9
TECHNICAL SCOPE OF SERVICES 1 2
PHASE 1 PROJECT PLANNING 1 2
Task 1 .1 I Conduct Core Team Training 1 2
Task 1 .2 ( Conduct Business Process Review 1 4
PHASE 2 1 SYSTEM DESIGN a CONFIGURATION 1 6
Task 2 .1 I Prepare Initial System Configuration Document 1 6
Task 2 .2 I Hold Onsite Configuration Meetings 1 6
Task 2 .3 I Perform Pilot Data Migration (Hansen)1 8
Task 2 .3a I Perform Pilot Data Migration (Public Works)20
Task 2 .4 ( Implement Pilot Infrastructure Optimization Tool 20
Task 2 .5 I Develop Reports__2 1
Task 2 .6 I Provide Final Demonstration 22
PHASE 3 I SYSTEM INTEGRATION 2 2
Task 3 .1 I Onsite Assessment 2 3
Task 3 .2 I Prepare Software Requirements Specification ::24
Task 3 .3 I Software Development 2 5
PHASE 4 I SYSTEM DEPLOYMENT .... 2 6
Task 4 .1 I Install Cityworks 2 6
Task 4 .2 I Perform Full Data Migration 2 6
Task 4 .2a I Perform Full Data Migration 2 7
Task 4 .3 I Provide System Integration Validation 2 7
Task 4 .4 I Provide System Training i 27
Task 4 .5 I Provide System Testing and Acceptance 2 8
Task 4 .6 I Prepare Cityworks and System Integration Documentation 2 9
Task 4 .7 I Conduct GO-LIVE 3 0
PHASE 5 I ONGOING SUPPORT 3 2
Task 5 .1 I Provide Ongoing Cityworks and Integration Support 3 2
Task 5 .2 I Provide Extended Review and Modifications 3 2
SERVICES FEE a SCHEDULE :3 4
10 SOFTWARE COSTS 3 4
PROJECT SCHEDULE 3 6
ITPipes Statement of Work and Fee 3 6
Overview :t 3 7
ITpipes Mobile a Office System Requirements 3 7
Mobile System ;3 7
Pricing 3 7
Core License Requirements :~3 7
Video Capture Module Requirements ::3 7
Overlay Control Module Requirements :`f 3 7
PACP module Requirements :ti 3 8
Recommendations :3 8
GIS send module Requirements :3 8
Administrative Setup or Support :3 8
Recommendations :38
Office System 3 8
Pricing I 3 8
Core license, 3 user network SQL Requiremen 's :3 9
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GIS send module Requirements ::3 9
GIS receive module Requirements ::3 9
Cityworks Integration Module Requirements 39
Administrative Setup or Support 3 9
Legacy Data Migration 4 0
Pricing 40
Administrative Setup or Support 4 0
Project Approach 4 0
Timeline 4 1
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SCOPE OF SERVICES I DOCUMENT ACCEPTANC E
Noah Evans (Utilities )
City of San Luis Obisp o
Eric Geddes (Public Works )
City of San Luis Obisp o
Kirk McClurki n
Woolpert, Project Directo r
Dave Feue r
Woolpert, Project Manage r
DOCUMENT CONTROL
Date :
Date :
Date :
Date :
Change Record
Change ReferenceVersionAuthorDate
10 .13 .2011 Dave Feuer 1 .0 Original Draft Scope of Service s
01 .21 .2011 Dave Feuer an d
Kirk McClurkin
2 .0 Updates to integration and migrations sections .
02 .23 .2012 Dave Feuer an d
Kirk McClurkin
3 .0 Inclusion of Public Works
02 .27 .2012 Kirk McClurkin 4 .0 Inclusion of ITPipes
03 .27 .2012 Kirk McClurkin 5 .0 Inclusion of Cityworks ELA pricing
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SERVICES OVERVIE W
This Scope of Services identifies the services and activities that will be provided by Woolper t
during the City of San Luis Obispo Cityworks MMS Implementation and Integration Project ef-
forts . Roles and responsibilities are identified for each stakeholder and member of the pro-
ject team (City of San Luis Obispo and Woolpert), as well as specific services, deliverable ,
and timeframes .
Sections within this document correspond to specific tasks identified in the Project Schedule .
Tasks have been described in detail, as this document forms the basis for the scope of
Woolpert's consulting, implementation, and integration services (Services) to be provided i n
accordance with the terms and conditions of the Contract executed between the City of Sa n
Luis Obispo and Woolpert .
Services will be provided in order to meet the City's business objectives, as articulated t o
Woolpert via City-developed documents, telephone meetings and in person meetings . Th e
services support the following two groups and six (6) subgroups :
1 .Utilitie s
•Wate r
•Wastewate r
•Stormwate r
2 .Public Work s
•Parks
•Facilities/Equipmen t
•Streets/Sidewalks
Where, applicable, details and/or assumptions are provided . Generally, the business objec-
tives are as follows :
Utilities
•Implement the Cityworks maintenance management system (MMS) software application t o
meet the City's water distribution, sewer collection and stormwater system infrastructur e
management business requirements .
• Migrate Hansen data to be available in Cityworks
•Integrate Energov and Springbrook with Cityworks to streamline field work orders and in -
spection activities .
•ITPipes : The City will also be procuring software, software installation, Cityworks integra-
tion, training and data conversion from ITPipes . This contract will be utilized by the Cit y
to procure a comprehensive solution for the Stormwater Group . The management and ex-
ecution of this part of the ITPipes project will be directly managed by the City .
Public Works
•Implement the Cityworks maintenance management system (MMS) software application t o
meet the City's Public Works infrastructure management business requirements specific t o
Parks, Facilities, Equipment, Streets and Sidewalks .
•Provide a shared approach to leverage and share core implementation activities initiall y
develop for the Cityworks implementation for Utilities .
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WORK BREAKDOWN STRUCTURE (WBS )
The following sections of this document collectively present the Scope of Services :
•Project Management (Refer to the previously prepared and maintained Project Plan Doc-
ument )
• Technical Scope of Service s
•Phase 1 Project Planning
•Task 1 .1 Conduct Core Team Trainin g
•Task 1 .2 Conduct Business Process Revie w
•Phase 2 I System DesignEt Configuratio n
•Task 2 .1 Prepare Initial System Configuration Documen t
•Task 2 .2 Hold Onsite Configuration Meeting s
• Task 2 .3 I Pilot Data Migration
•Task 2 .4 1 Pilot Infrastructure Optimization Too l
•Task 2 .5 Develop Report s
•Task 2 .6 I Provide Final Demonstratio n
•Phase 3 System Integration
• Phase 4 I System Deploymen t
• Task 4 .1 Install Cityworks
•Task 4 .2 I Provide System Integration Validatio n
•Task 4 .3 I Provide System Trainin g
•Task 4 .4 I Provide System Testing and Acceptanc e
•Task 4 .5 Prepare Cityworks and System Integration Documentatio n
•Task 4 .6 Conduct GO-LIV E
•Phase 5 Ongoing Suppor t
•Fee Schedul e
• Project Schedul e
Services, and associated deliverables, are categorized into five major phases, as presente d
above . Completion of each phase (in order) will culminate with the execution of a Phase Ac -
ceptance and Close document signifying the City's acceptance of the services rendered t o
date and authorization for Woolpert to proceed with work on the next subsequent task . Eac h
of these phases, along with the relevant tasks / sub-tasks is described in detail in the Tech-
nical Scope . of Services section of this document .
SERVICES CLARIFICATION S
The following assumptions have been made in preparing this document :
•All work shall be performed by Woolpert on a fixed-fee basis, as detailed in the Contrac t
and Fee Schedule section of this document .
• Payment terms are as defined in the Contract .
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• The Woolpert Project Manager will be involved in all phases of this project, includin g
scoping, management, and delivery of services, up until the project close-out defined i n
the Project Plan .
• Woolpert's Project Manager will coordinate with the City's Project Manager to ensur e
schedule develop and compliance . Woolpert will utilize the project management task t o
develop a final comprehensive SOW and Schedule .
•Woolpert's Project Manager will submit a list of requirements (work space, network ac-
cess, internet access, etc .) needed to facilitate on-site work efforts . The City will con -
firm availability of the necessary resources / requirements prior to confirming on-site tas k
readiness .
•Confirmation of on-site task readiness received by Woolpert's Project Manager from th e
City will be considered by Woolpert as authorization to commit billable Woolpert re -
sources to the Project . Failure to achieve on-site task readiness by the City will impac t
both the project completion schedule and budget .
•Travel by Woolpert personnel to City work sites will be as required to facilitate the on-sit e
work detailed in the Technical Scope of Services .
•In order to confirm the availability and scheduling of Woolpert resources, a written Notic e
to Proceed (signed Contract) must be issued to Woolpert by the City .
•The content of this Scope of Services is not intended to supersede any Contract details . I n
the case of discrepancies, the Contract shalt rule .
• In the event that changes to the Scope of Services are requested, or required, by eithe r
City or Woolpert, said changes shall be addressed and negotiated on a per occurrence ba -
sis in accordance with the established Change Control Procedure defined in the Projec t
Plan that will be developed as part of the Project Management task .
•Treatment plant facilities assets haven't been considered in the proposed approach .
• The Cityworks MMS product will be the primary solution . The Cityworks MMS product wil l
serve as the mobile solution for the City . The city is responsible for field computers an d
wireless access .
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• The following assets are the focus of this implementation :
•Water (17 assets provided )
•Fire Hydran t
•Mete r
•Moto r
•Pum p
•Service Latera l
•Tan k
•Water Mai n
•Backflow Devic e
•Control Valve
•Pump Station (as a building structure )
•System Valv e
•Air Release Valv e
•Pressure Reducing Valv e
•Pressure Reducing Statio n
•Curb Stop
•Water bo x
•SCADA senso r
•Wastewater (7 assets provided )
•Latera l
•Pressurized Mai n
•Gravity Mai n
Cleanout
Control Valve
•Lift Statio n
•Manhol e
•Stormwater (4 assets provided )
•Inlet
•Lift Statio n
•Mai n
•Manhole
Public Works (45 assets provided)
•Parks (8 assets provided )
•Sign
•Rec Equipmen t
•Sports Field
•Cour t
•Pool
•Par k
•Furnitur e
• Ligh t
•Facilities (9 assets provided )
•Ope n
•Covered
•Restroo m
•Concessio n
•Buildin g
• Room (format )
•Fence
•Lo t
•Parking Spac e
•Equipment (9 assets provided )
• Ligh t
•Mechanica l
•Electrica l
•Major Electrica l
•HVAC/Heate r
•Securit y
•Irrigatio n
•Access
•Furniture
•Streets (9 assets provided )
• Bridge
•Path/Trai t
•Road
•Intersection
•Media n
• Markin g
•On-street Parking Spac e
•Fiber Condui t
•Fiber Junction Bo x
•Sidewalk(1I assets provided )
•Edge/Sidewal k
•Furniture
•Pole
•Cabinet/Box/Pane l
•Parking Mete r
•Signa l
•Sig n
•Handicap Ram p
•Ligh t
•Tree
•Planter
PROJECT MANAGEMEN T
Woolpert will provide the following general Project Management services :
• Develop, in cooperation with the SLO's Project Manager, a Project Plan and Schedule ;
Woolpert will work with the SLO Project Manager to coordinate 15 minute phone call s
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with key project stakeholders as part of the preparation of the project plan and kickof f
meeting .
•Proactively manage and update Project Plan and Schedule, as required, throughout th e
duration of the Project . Project Plan and Schedule modifications will be facilitated upo n
common agreement between SLO and Woolpert in accordance with the Issue Control pr o -
cess detailed in the Project Plan ;
▪Coordinate project events with the SLO's Project Manager and Woolpert Team members ;
• Author, edit, review, and distribute project documentation and technical reports as re -
quired ;
•Facilitate in-process review meetings with the SLO's Project Manager and end-users as
scheduled, and appropriate, throughout the duration of the project ;
•Perform miscellaneous project administration (e .g . arrange travel, internal project up -
dates); an d
•Anticipate problem areas and propose and facilitate solution s
Project Kick-Off Meetin g
As soon as is reasonably feasible, following receipt of the Written Notice to Proceed ,
Woolpert's Project Manager will work with the SLO's Project Manager to schedule the Kick-Off
Meeting . This meeting will be facilitated on-site at SLO offices for the purpose of: 1) estab-
lishing the necessary Project Management protocols to be adhered to by all stakeholders, 2 )
reviewing the SLO's implementation goals and objectives with all team members, 3) identify-
ing any SLO-owned source documentation necessary to support the Project, 4) identifying al l
critical path schedule milestones, and 5) addressing any outstanding scope or schedule ques-
tions that City stakeholders may have . Development of the Kick-Off Meeting agenda shall b e
the joint responsibility of Woolpert's and the SLO's Project Managers .
Project Schedule Coordinatio n
Project Schedule coordination and management will be performed using Microsoft Projec t
software . Project Schedules and Tasks will be monitored and adjusted as needed, dependin g
upon the SLO's priorities and ability to make its staff and facilities available at the appropri-
ate times throughout the Project . An updated Project Schedule delineating resources, sched -
uled tasks, and completed tasks will be maintained and available to all Woolpert and SLO pro -
ject participants .
Status Meeting s
Woolpert will facilitate a regular occurring status meeting . Woolpert's Project Manager wil l
participate in regularly scheduled on-site and/ or offsite Project Status Meetings with th e
SLO'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, an d
deliverables in process or scheduled ; 3) technical or contractual issues that require corrective
action . Woolpert meeting participants will include Woolpert's Project Manager and ad ho c
team members, as required . SLO meeting participants will be as deemed necessary by th e
SLO's Project Manager, or as requested by Woolpert's Project Manager . All on-site Projec t
Status Meetings will be co-facilitated with the scheduled Review Workshops .
Internal Status Meetings
CI 0-20
Internal status meetings will be held on a weekly basis to ensure communication and statu s
about tasks and requirements are discussed and understood by key Woolpert resources . On e
of the key areas these status meetings will address is how the configuration and the integra-
tion will successfully be implemented . Throughout the project,it is imperative that the con -
figuration and integration lead resources fully understand current project requirements an d
decisions . These meetings will allow the Woolpert team to ensure the configuration is devel-
oped in a way to support a set of sustainable integrations and vice versa .
Deliverable s
•Draft Project Plan in MS Word or Adobe PDF format .
•Kickoff meeting agenda in MS Word and/or Adobe PDF format .
•On-site project kickoff meeting (1 day).
•Final Project Plan in MS Word or Adobe PDF format .
•Monthly status reports uploaded to project website . This monthly report will serve at th e
project status report deliverable .
•Monthly project status meetings or off-site status meetings, depending on other corre-
sponding onsite project tasks .
•Internal status meetings .
•On-going project management, including resource allocation, invoicing and general con-
sulting .
•Password protected project website and issue tog managemen t
Assumption s
Provide a point of contact for all project management issues and questions .
Review, comment, and acceptance of Draft Project Plan within five (5) days of documen t
delivery .
Schedule with staff and provide facilities for on-site meetings and off-site conferenc e
calls .
•Review and accept project status reports .
•Schedule meeting space appropriate for the kickoff meeting .
Coordinate and schedule meeting attendees .
The invoice should be accompanied by an updated MS Project file with updated % com -
pletes .
Client Responsibilitie s
•SLO will create and structure a core project team . Team will contain a mix of domain and
technical experts and have representation from, at minimum, each of the different sec-
tions involved in the implementation .
•Invoices wilt be uploaded to project website and a notification wilt be sent to the SLO Pro-
ject Manager for review and approval .
C10-21
TECHNICAL SCOPE OF SERVICE S
In order to achieve these objectives and ensure the City's identified project benefits are real-
ized, Woolpert will undertake the project in the manner depicted in the following flowchar t
and more fully described within this section .
Figure 1 - Phase Workflo w
PHASE 1 I PROJECT PLANNIN G
Task 1 .1 I Conduct Core Team Trainin g
Core Team Training will be comprised of a two-day curriculum designed to introduce th e
Cityworks maintenance / work management toots to SLO Project Team members .
The purpose of the Core Team Training is to provide SLO project participants (those with im -
plementation responsibilities) with enough exposure to, and understanding of, the Cityworks
maintenance / work order management functionality such that they are able to make smar t
and informed decisions as they relate to the overall implementation objectives . The intent o f
the Core Team Training is not to provide the skills needed to maintain the daily operations o f
the system . This End-User Training is provided at a later date . Core Team Training does not
have to be facilitated in a classroom environment (computer lab or training room).
C10-2 2
Project Managemen t
PHASE 1 I PROJECT
PLANNING
PHASE 3 I SYSTEM
INTEGRATION
PHASE 4 I SYSTE M
DEPLOYMENT
PHASE 5 1 ONGOIN G
SUPPORT
Task 1 .1 i Conduct Core
Team Training
Task 3 .2 Hold Onsite
Assessment Task 4 .1 j Install Cityworks
Task 5,1 1 Provide Ongoing
Cityworks and Integratio n
Supppor t
Task 1 .2 l Conduct Business 1~,_Task 3 .3 I Prepare Software
Process Review Requirements Specification Task 4 .2 I Perform Ful l
System Migration `+-Review Modification s
Task 5 .2 i Provide Extende d
PHASE 2 SYSTEM DESIGN &
CONFIGURATION
Task 3 .4 Complete
Software Development Task 4 .3 Provide System
Integration Validation
Task 4 .4 I Provide Syste m
Trainin g
Task 4 .5 Provide Syste m
Testing and Acceptanc e
Task 4 .6 Prepare
Cityworks and System
Integration Documentatio n
Task 4 .7 1 Conduct Go-Live
Task 2 .5 Develop Report s
Task 2 .6 .1 Provide Final .
DenionSHotiod
Subtask1 .1 .1 IPrepare Training Agendas ,-Woolpert's Project Manager will prepare an d
submit a detailed agenda of the Core Team Training to the SLO's Project Manager for revie w
no less than three (3) days prior to the scheduled training . This agenda will outline the ke y
components and core functionality of each product that will be addressed during the demon-
stration .
Subtask1 .1 .2 IFacilitate Training - Woolpert's Project Manager and System Configuratio n
Specialist will review BPR and System Configuration Document and provide SLO an in-depth
on-site overview and demonstration of the following Cityworks MMS software applications :
•Cityworks MM S
•Cityworks Deskto p
•Cityworks Anywhere
The following application functionality, as it pertains to the SLO's responsibilities, will b e
demonstrated :
•End-User Application Navigation and Data Entry ,
• Application Administration, Configuration, and Management ,
Work Management Functionalit y
Service Request s
Problem Codes Labo r
Caller / Requestor Information Service Request Managemen t
Submit To / Dispatch To Service Request Report s
Work Orders
Work Order Types Equipmen t
Work Order Tasks Labo r
Inspections Work Order Managemen t
Crews Work Order Report s
Materials
•Metrics (External Work Order Data Collection Based on Measured Events )
•GIS (Asset Inventory, Geocoding, Event Layers), an d
•Customized Reportin g
•Cityworks Integration Toolsets (PowerPoint Overviews )
o CCTV Viewe r
o MicroPave r
Deliverable s
•Woolpert's Project Director, Project Manager and/or System Configuration Specialist wil l
facilitate on-site Core Team Training activities over a two (2) consecutive business day pe -
riod, as specified above .
Client Responsibilities
• In support of the Core Team Training efforts,it shall be the SLO's responsibility to :
o Secure an appropriate training facility suitable for participants,
C10-2 3
o Provide the required number of printed training manuals (Woolpert will provid e
the City with one digital copy), an d
o Schedule and accommodate the appropriate SLO Team Members such that they ar e
available, without undue interruption, for the required number of days.
Assumption s
•Ensure staff participates in Core Team Training activities .
Task 1 .2 I Conduct Business Process Revie w
The objective of this task is to understand how the SLO currently performs maintenance -
related business processes and propose any potential changes with Cityworks in mind .
Subtask 1 .2 .1 I Define Enterprise-wide Work Management Strategy - This task will begi n
with a workshop to address organization-wide standards for :
•Work order lifecycle statuses
•Common types of service requests (eg : flood on street )
Potential common work order types (eg : handling emergencies )
•Expected roles and responsibilities of a maintenance technician (eg :as an organization ,
we expect our maintenance personnel to log into a computer and record their work ele c
tronically, book their labor etc .)
•Expected roles and responsibilities of a supervisor (eg : as an organization,we expect the
supervisors to review each and every work order each day before closing )
•Key performance measures and metrics that need to be captured organization-wide for t o
meet the City's asset management strategy and objectives .
Each group will still be able to define unique work order cases as part of the more focu s
workshops ; however, all work orders and will still follow these same work order lifecycle de-
termined in this work order, just the particular asset and tasks will be unique .
Wootpert will document the results of the strategy in a memorandum to be submitted to al l
participants for validation . The results of this workshop provide direction for the more fo -
cused workshops for each department .
Subtask 1 .2 .21Business Process Workshops (Round 1)-One of the main features of a
Cityworks asset and maintenance, management system is the ability of the software to b e
configured to fit how SLO goes about performing maintenance on and managing its infrastruc-
ture assets . To accomplish this, Woolpert will work with SLO staff to document the relevan t
work processes related to asset and maintenance management activities and Key Performanc e
Indicators (KPIs). This will be accomplished via two rounds of on-site workshops over th e
course of this task . Woolpert will coordinate with the SLO Project Manager in advance to co -
ordinate the onsite workshops . The workshops will be divided by key groups within the Cit y
that will be using Cityworks and will be based on how the City is organized . Woolpert has as-
sumed the following six (6) work groups :
1.Wate r
2.Sewe r
3.Stormwate r
4.Parks
5.Facilities / Equipment
C10-24
6 . Streets/Sidewalk s
Subtask 1 .2 .3 Document Business Processes (Round 1) -Following the workshops ,
Woolpert will create a summary document that will include :
• Standard Processe s
o Service Request Proces s
o Work Order Proces s
o Warranty Proces s
o Asset Creation Proces s
o Asset Disposal Proces s
o Accountin g
o KPI/ReportinglQueryin g
•Department/Divisional Section s
o Purpose of Grou p
o Rotes and Responsibilitie s
o Asset s
o Current System s
o Key Service Request s
o Key Work Orders 1 Preventative Maintenanc e
o Key Inspections
o Recommendation s
Woolpert will then commence to of the next round of workshops .
Subtask 1 .2 .4I Business Process Workshops (Round 2)- Prior to Round 2, Woolpert ma y
want to hold a conference call with key stakeholders to discuss any key or critical areas of th e
system where agreement is required . If this meeting is deemed necessary, Woolpert wilt co -
ordinate with the SLO Project Manager . Woolpert will come back onsite for a second round o f
three day meetings to review and refine the documented businesses process and discuss an d
key potential changes to existing business processes .
Subtask1 .2 .5 I Document Business Processes (Round 2)- Wootpert will update the busines s
process documentation following Round 2 workshops and resubmit to the SLO .
Deliverables
▪One day Enterprise-wide Work Management Strategy Worksho p
•Enterprise-wide Work Management Strategy Memorandum in MS Word or Adobe PDF for -
mat .
•Three days of on-site meetings (Round 1 )
•Three day of on-site meetings (Round 2 )
•Draft Business Process Workshop document in MS Word or Adobe PDF format .
▪Final Business Process Workshop document in MS Word or Adobe PDF format .
Assumption s
•Enterprise-wide Work Management Strategy Memorandum in MS Word or Adobe PDF for -
mat will not exceed 10 pages .
Client Responsibilitie s
•Schedule with staff and provide facilities for the Workshops .
C10-25
• Review, comment and acceptance of Work Management Strategy Memorandum within fiv e
(5) days of document submittal .
•Review, comment and acceptance of Business Process Workshop document within ten (10 )
days of document submittal .
PHASE 2 I SYSTEM DESIGN Et CONFIGURATIO N
Task 2 .1 ~ Prepare Initial System Configuration Documen t
Woolpert will compile the information gathered and documented through the multiple work -
shops and distill into a System Configuration document that will be used to guide the require d
Cityworks configuration to support the groups that are part of the project . This document wil l
include the required service request, work order and inspection documentation necessary t o
configure Cityworks . Throughout the configuration process, Woolpert wilt facilitate a series o f
in-process reviews with SLO staff .
Task 2 .2 I Hold Onsite Configuration Meetings
Subtask 2 .2 .1IProvide Recommended Geodatabase Enhancements -Cityworks leverage s
the geodatabase for work order and asset management . If there are assets where work orde r
and inspections are required and an asset schema doesn't current exist in the GIS,it will need
to be created . Woolpert will prepare a set of recommendations for the City to review, an d
they will be included in the Business Process Workshop document that will be prepared a s
part of Task 1 .2 . Woolpert has allocated three (3) hours assistance time for each of the six (6 )
defined sub groups .
Subtask 2 .2 .2 I Hold On-site Configuration Meetings (Round 1)-This will consist of a (4 )
four-day onsite meeting to initially address :
•Domains .This is the security architecture that determines how employees, work order s
and other information can be shared across organizational boundaries . It is intended tha t
one domain be provided for ease of maintenance of the system .
•Employee Hierarchy . Determines security protocols for each user of the system as wel l
as practical grouping of employees for assignments to work orders and service request s
(e .g . crews).
•Work Orders .Templates for each of the type of maintenance activities that will be per -
formed on each asset in the system, initially focusing on Water Distribution, Wastewate r
Collection and Stormwater .
•Tasks . Individual work items associated with a work order . For example, a repair wate r
main work order might have tasks for establish traffic control,shut off water, etc .
•Materials Hierarchy . Organization and rules for items that are used to repair assets . Ex -
amples of materials are things such as pipes and valves .
•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,vacu-
um trucks, etc .
•Inspections .Any required utility inspections can be set up in advance with the require d
observations and criteria necessary .
C10-26
•Service Requests .Templates for requests for service . Many times maintenance activitie sare initiated starting with a service request whose purpose is to determine if a work i snecessary or not.•Reporting :Current or future expected reports will be discussed and designed .•Projects :Projects to be managed within Cityworks .
In addition to typical items discussed above, the meeting wilt also include discussio on hard -ware environment in order to prepare for a Cityworks install in future task . Woolpe t willprepare Update 2 of the System Configuration Document . As part of the meetings, oolper twill have a full version of Cityworks available to help facilitate ideas and approached to th econfiguration - this is also part of the overall iterative learning process .
At the end of this meeting, there wilt be a set of action items for SLO staff such as gatherin gthe current list of employees, materials, equipment and hard copy work orders and srvic erequirements. Woolpert will prepare a full list of action items and submit to the SLO J At theend of these meetings, Woolpert will have enough information to configure approximatel y30% of the SLO's needs .
Subtask 2 .2 .3IHold On-site Configuration Meetings (Round 2)-This will consist of a se-cond, (4) four-day onsite meeting to propose configuration approaches to service req ests ,work orders and inspections based in the initial meetings . At this meeting, SLO data ill b eavailable to be viewed within Cityworks . Woolpert will update the System Configuration wit hany new information or requirements learned . At the end of these meetings, Woolpert wil lhave enough information to configure approximately 75% of the SLO's needs .
Subtask 2 .2 .4IHold On-site Configuration Meetings (Round 3)-This will consist of third ,(4) four-day onsite meeting to final the configuration for service requests, work orders an dinspections. At this meeting, Woolpert will be looking for a verbal confirmation from S 0 staf fdecision makers that the overall configuration approach meets the SLO's maintenance an-agement needs because after this meeting Woolpert will move on to fully configure Cit work sin preparation for a final demonstration and acceptance by the SLO . Woolpert will update th eSystem Configuration with any new information or requirements learned . At the end of hes emeetings, Woolpert will have enough information to configure 100% of the SLO's needs .
Deliverables•Initial System Configuration Guid e
• Hold On-site Configuration Review Meetings (Round 1 )
•Updated System Configuration Guide Following Round 1
•Hold On-site Configuration Review Meetings (Round 2 )•Updated System Configuration Guide Following Round 2
•Hold On-site Configuration Review Meetings (Round 3 )
Client Responsibilitie s• The SLO's Project Manager and SLO staff members) responsible must thoroughly revi-w
and understand the configuration documentation developed by Woolpert .
•Ensure appropriate staff participates in configuration meetings .
•Following Final Demonstration, provide written sign-off of the configuration in order t
move onto the System Integration phase .
•Update the geodatabase with any agreed upon recommendations within 10 days of th e
recommendations being provided in order to keep the project moving forward without •e -
lays .
C10-R7
Assumption s
•Water, wastewater and stormwater geodatabase is already in place, so a geodatabase de -
sign is not required for the SLO .
•Parks, facilities, equipment, streets, and sidewalks geodatabase is already in place, so a
geodatabase design is not required for the SLO .
•Parks, facilities, equipment, streets, and sidewalks groups have decided on standard wor k
order types (repair, replace, install, remove, and inspect). Based on forty-five 45 asset s
for Public Works (no stormwater), Woolpert assumes two-hundred and twenty-five (225 )
core work orders and wilt extend the configuration to allow for 50 additional work orders .
In total we do not expect to exceed two-hundred and seventy-five (275).
• Woolpert also assumes Public Works will not exceed five (5) inspections . However, a ge n
eral condition assessment inspection will be generated for all forty-five (45) assets,i f
deemed necessary by SLO .
•Public Works Preventive Maintenance schedules wilt require asset association and creatio n
by SLO . The templates will be configured by Woolpert .
•MicroPaver installation and configuration is included in the fee .
•CCTV installation and configuration is included in the fee .
Task 2 .3 ~Perform Pilot Data Migration (Hansen )
Subtask 2 .3 .1 I Define Pilot Datatobe Migrated -Woolpert will hold up to a 1-day meetin g
to review the data available in Hansen . Within this meeting, the exact data to be migrate d
wilt be defined . Woolpert and SLO have agreed that the migration includes the followin g
items :
40-50 PM schedules, about a dozen revolving PM schedules .Wootpert wilt ensure tha t
these work order types have a corresponding template in Cityworks as well as a default
cycle (at the template level) when Cityworks is configured . The work order history wil l
then be migrated to the corresponding work order types . Due to the handling of work or -
der cycles in Cityworks (they are handled with the code and not the database), setting th e
schedules on future work orders will be the responsibility of the City . This process is fair-
ly simple in that the new cycle will begin when the first work order of each type for eac h
individual asset is created .
•CCTV main ratings (sum of 1MSMNTV .MAINRAT) available in CW ; inspection details
available in ITPipe).It is assumed that ITPipes will be performing all migration of CCT V
inspections to both the ITPipes database as well as the Cityworks database .
• Maintenance activities, types,groups,and inspections for each asset . Woolpert will mi-
grate maintenance activities, types, and groups to the appropriate work order template s
in Cityworks for each existing work order in the current Hansen database . These will b e
mapped to the work order types configured as part of the Cityworks implementation . In-
spections will be mapped to the corresponding configured inspections in Cityworks wher e
a unique identifying attribute exists in both Hansen and the GIS in order to relate the in-
spection to a GIS feature .
+Authorized-by, assigned-to, and crew designations for work orders (simple, crew -
based,for reference not supervision purposes). Woolpert will migrate these values fo r
each work order as defined by the field mapping document . As stated before, there likely
will not be a one-to-one correspondence between Hansen fields and Cityworks fields .
Where this occurs, SLO, in collaboration with Woolpert, wilt need to define another fiel d
in which to migrate this data . In some cases, this might require concatenation into a
C10-28
comments field . Additionally, crew designations may need to be configured as employee s
in order for the crew name to be assigned to specific work orders .
•Asset/address/location, description, begin/end date and time, problem code, mainte-
nance type, and work order number .Woolpert will migrate all of these items along wit h
the work orders from Hansen . Some of these fields from Hansen may require repurposin g
available Cityworks fields or using concatenation into a comments field . For example, th e
Hansen Work Order number cannot be migrated to Cityworks because the Cityworks soft -
ware manages its own work order numbering, so another field would have to be used fo r
this number .
•Extensive notes for work orders and inspections ; often includes data typically assigne d
to fields or contacts . Any existing comments will be migrated to the comments section o f
the Cityworks work order or inspection .
•No associated parts, failures,or contacts (formal module). These items are not current-
ly tracked in Hansen and will not be migrated to Cityworks .
Subtask 2 .3 .2I Prepare Draft Data Mapping Document - A draft data mapping documen t
will be created that list each origin and destination table and relevant fields, so it is clea r
where data from Hansen will reside in Cityworks . This draft document will be submitted t o
the City for review .
Subtask 2 .3 .31 Incorporate Feedback from City -The City will have up to 10 days to provid e
feedback on the draft data mapping document . Woolpert will incorporate the City's feedbac k
into the document prior to developing migration scripts .
Subtask 2 .3 .4 (Prepare Migration Scripts - Woolpert will use SQL to prepare a set of migra-
tion scripts that will appropriately extract data from Hansen to Cityworks test database .
Subtask 2 .3 .51 Run Migration Scripts This task includes the effort to run and modify script s
accordingly .
Subtask 2 .3 .61 Validation Meeting -After Woolpert has reviewed the migrated data in City -
works against the data mapping document it will be ready to validate the result with Cit y
staff. A validation meeting will be held with staff onsite to review the results in Cityworks .
Woolpert will demonstrate where both transactional and non-transactional data resides i n
Cityworks that came from Hansen .
Deliverable s
•Pilot data migration meetin g
•Draft pilot data migration documen t
•incorporate feedback from City on draft pilot data migration documen t
•Draft pilot data migration script s
•Pilot data migration validation meetin g
Client Responsibilitie s
•The City's Project Manager and City staff member(s) responsible must thoroughly revie w
and understand the configuration documentation developed by Woolpert .
• Ensure appropriate staff participates in meeting s
•Begin each preventative maintenance schedule by creating the first work order of each P M
type in the cycle .
CIO-29
Assumption s
•City understands that data will not and cannot be migrated 1-to-1 into Cityworks . Anytim e
data is migrated between two completely separate systems, sometimes tradeoffs must b e
made . Woolpert will reviews these cases with the City to ensure they understand how da-
ta will appear in Cityworks .
•PM cycles will be configured at the work order template level . The migration of transac-
tional data will not create the future schedules .
• ITPipes will be responsible for all migration of CCTV Inspection data .
Linkage of work orders to the GIS will only be performed if and where a unique identifyin g
attribute (e .g . UnitlD, UnitID2) exists in both the Hansen and GIS databases and has bee n
maintained to preserve the linkage .
Task 2 .3a ~ Perform Pilot Data Migration (Public Works )
The Public Works department has not fully defined the migration requirements to a leve l
where pricing can be established by the Woolpert team . At this point Woolpert is estimatin g
an amount of effort that wilt not exceed $10,000 on a time and material basis . Woolpert
will utilize the approach outlined in Task 2 .3 as needed and requested by Public Works .
Task 2 .4 I Implement Pilot Infrastructure Optimization Too l
Subtask 2 .4 .1 I Install Infrastructure &tOptimization Toot (10) -Woolpert will coordinat e
and assist the City with installing the 10 toolset and the supporting SQL database, and it wil l
be performed remotely . The 10 toolset will be an extension of ArcGIS . Woolpert wilt docu -
ment the major steps of the install . The system will be tested for acceptance .
Subtask2 .4 .2 I Identify Factors, Weights and Ratings for 10 Configuration ofRisk -
Woolpert will demonstrate the `Risk' functionality of 10, to educate staff on the concept o f
risk factors, review infrastructure data and determine potential risk factors . The results wil l
be a document outlining risk factors by asset type including weights and ratings that can be
generated with existing data as welts as recommendations for risk factors where data could
be developed over time .
Woolpert will begin this task by evaluating available data in order to define potential `Proba -
bility of Failure' and `Consequence of Failure' risk factors' for generating a `Business Risk Ex -
posure' score - this what the 10 Tool uses for asset management .
In the context of asset management, risk can be defined as the probability of failure (PoF )
multiplied by the consequence of failure (CoF) multiplied by a redundancy factor (R),and i s
often used as a measure of `criticality'. The preferred industry term used for this criticality i s
`Business Risk Exposure' (BRE). The BRE can provide a consistent methodology for evaluatin g
assets in support of predicting and prioritizing repair and/or replacement projects .
Subtask 2 .4 :3IConfigure and Calibrate10for PilotArea -The purpose of this task is to
configure 10 for up to five designated asset types and up to 40 risk factors for a pilot area .The goal of this task is not to setup the 10 tool for every asset and for every possible risk fa c -tor . instead,it is to expose the City to the tool, so City staff can leverage its a capabilitie sindependently. Using the process that Woolpert uses, the City will be able to setup any asse tin the future .
C10-30
Woolpert will provide `Risk' training for up to 5 resources through hands on configuration o f
risk factors . This training will cover scenario creation and management, factor administratio n
and configuration, features overview and reporting . As necessary the 10 Factors Document
will updated to address any modifications or additional recommendations . A pilot area will b e
establish and used to minimize the volume of records during training .
Armed with this framework, the City wilt be able to leverage their GIS for long term financia l
forecasting .
Deliverable s
•Install Infrastructure 8: Optimization Tool (10 )
o Installation of 10 and Configuration of the SQL databas e
o Installation Documentation in MS Word
o Woolpert will install 10 Tool on 1-5 machines designated by the County .
o Installation and documentation of 10 Tool wilt not exceed 8 hours .
•Identify Factors, Weights and Ratings - 10 Configuration for Ris k
o Two Woolpert subject Matter Experts will provide two consecutive - 8 hour work -
shops (8 am to 5 pm) to identify 10 factors, weights and ratings . The last hour o f
each workshop will validate the documentation .
o Up to 40 Factors, weights and ratings and data recommendations for generating fu-
ture factors in MS Word (10 Factors Document) will be identified within two, con-
secutive, 8 hours workshops .
• Configure and Calibrate 10 for Pilot dat a
Assumption s
•Implementation of the 10 toolset for Public Works is not included . Woolpert is assumin g
that Public Works resource can shadow the Task 2 .4 as needed .
Client Responsibilitie s
Ensure appropriate staff participates in configuration meetings .
Task 2 .5 Develop Report s
Woolpert wilt catalogue all of the necessary reports learned throughout meetings . Once th e
reports have been prioritized, Woolpert's implementation 1 report development team wil l
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 re -
ports wilt be submitted to SLO as drafts for review and feedback . SLO will have up to 10 days
to provide feedback . Woolpert will incorporate requested changes into the reports . The re -
ports will be tested with system testing in Phase 4 .
Deliverable s
•120 hours of report design, development, feedback and testin g
Client Responsibilitie s
• Prioritize the requested reports .
Assumptions
•Some reports may not be able to be developed until integration(s) are in place - this wil l
depend on the exact reports required by SLO .
• Cityworks management reporting, dashboard, and general out-of-the-box reporting will b e
used .
CIO-31
This task is limited to 120 hours of report design, development, feedback and testin g
Task 2 .6 ~ Provide Final Demonstratio n
After the 3 rd round of configuration meetings, Woolpert will come back onsite for a full sys-
tem demonstration to staff participants and stakeholders . This will be up to two (2) full da y
meetings to review the configuration in depth and answer any questions . At the end of thi s
meeting, it is anticipated that they're may be some minor requested changes to the system .
Woolpert wilt make those changes once Cityworks is installed on a SLO server prior to train-
ing . It is expected that the SLO provide a written sign-off following this task and, therefore ,
approve Woolpert to move onto the System Integration .
Deliverables
•Final Demonstration (Onsite )
Client Responsibilitie s
•Following Final Demonstration, provide written sign-off of the configuration in order t o
move onto the System Integration phas e
Assumption s
•It is currently assumed that the SLO will not Go-Live with Cityworks until the integration s
are developed and tested .
PHASE 3 ~ SYSTEM INTEGRATIO N
Some organizations have critical integrations between systems that must be in place prior t o
using a new system like Cityworks . If this is the case for the City, then System Integration wil l
begin immediately after Phase 2 . Alternatively, for non-critical integrations, this entire phas e
may be addressed after Phase 4 I System Deployment . Woolpert is open to discussing thes e
options with the City .
Woolpert has held multiple conference calls with City staff to discuss the integration need s
and the City of San Luis Obispo has identified the following integrations :
Real-time, Event-based Integrations - The following four systems will participate in vari-
ous real-time integrations :
o EnerGov -Generates certain types of service requests that become work orders i n
Cityworks, and receives updated information when those work orders are closed i n
Cityworks .
o Springbrook -Generates certain types of service requests that become work or-
ders in Cityworks, and receives updated information when those work orders ar e
closed in Cityworks .
o Cityworks - Work orders are automatically created when certain types of servic e
requests are generated in EnerGov or Springbrook, and as work orders are closed ,
updated information is sent back to the appropriate system .
o ArcGIS -Receives updated meter information as it is available (for example,when
a work order is closed by Cityworks)
C10-32
•Data Synchronizations - The following two data synchronizations have been identified .
These will run on a fixed schedule (such as nightly).
o Meter data from ArcGIS to Springbroo k
o Customer information from Springbrook to Citywork s
Woolpert Middleware and Cityworks Service s
Woolpert has developed a middleware service-oriented integration architecture tier tha t
works with Cityworks and proposes exploring web services as an option for systems integratio n
if appropriate and deems required .
Task 3 .1 ~ Onsite Assessmen t
Subtask 3 .1 .1 I Integration Kickoff MeetingEt Requirements Gathering Meeting - This tas k
will include a kick-off meeting to initiate integration . Woolpert wilt lead an integration kick -
off meeting to discuss expectations for integration design and development for all of the in-
tegrations determined to be part of the project .
This meeting will be led by up to two (2) Woolpert consultants . The goal of this meeting wil l
be to review the feasibility and priority the integrations . This wilt include :
• An evaluation of the current status and usage of each system at the City ;
•Out-of-the-box and custom options for integrating with each system ;
•Critical goals and constraints of each integration ; and
• Any need for City in-house or external third-party development .
Woolpert will provide the expertise necessary for defining each integration to and from City -
works, and wilt work with City in-house experts or external vendor experts as required . At th e
end of this meeting the list of integrations to be agreed upon to be completed prior to City -
works Go-Live and after Cityworks Go-Live .
This meeting will also define the details of each integration, including integration frequenc y
and direction, the mechanism triggering the integration, validation rules, error and reportin g
conditions, and data format . The result of this workshop will be a Draft Software Require-
ments Specification .
Subtask 3 .1 .2 I Server Setup and Maintenance -This is an ongoing task throughout the inte -
gration portion of the project . This task includes initial server setup on Woolpert develop-
ment server and access to the appropriate software and servers in a development environ -
ment at the City of San Luis Obispo . Throughout the project, changes to the Cityworks data -
base will take place and will require an update to the system configuration used for integra-
tion development . Woolpert will update the integration development environment on an on -
going basis .
Deliverable s
• Agenda for Integration kickoff meetin g
•Meetings minutes from Integration kickoff meetin g
• 3 Days Integration kickoff meeting a requirements gatherin g
•Server setup in preparation for developmen t
•Testing and coordination of VPN setup
C10-33
Assumption s
•All associated hardware has already been procured and is in place at the City .
•Woolpert will have access to development/testing environments via virtual private network
(VPN) connection
•City project manager will send an email approving functionality for each integration .
•All development will be done in C# with the Microsoft .Net Framework version 4 .
•Defects are not considered changes, therefore additional hours will not be charged to cor -
rect defects .
•The City will setup and maintain a staging/test environment during development .
•The data and frequency in passing the data between Cityworks and Springbrook will nee d
to Server Integration Services is the proposed method .be defined ; however SQL
Client Responsibilitie s
•Non e
Task 3 .2 ~ Prepare Software Requirements Specificatio n
Subtask 3 .2 .1 Prepare Draft Software Requirements Specifications -Following the work -
shops, Woolpert will a Software Requirement Specification for the integrations . Woolpert's
SRS document provides :
•A Vision for the Application/Integration s
•High-level System Architecture Diagra m
•Assumptions Learne d
•Screenshots of Prototypes, where applicabl e
•List of the Requirements and their Priority Numbe r
•Detailed Requirements - this section will consist of a narrative description for each re-
quirement, identifying integration frequency, mechanism, validation rules, reporting condi-
tions and data .
•Use Case Narratives, where applicabl e
•Glossary of Terms, as require d
The SRS is considered a living document . Woolpert recognizes that the City project team ma y
request changes to the agreed upon functionality, and it is expected . As changes are request -
ed and mutually agreed upon, this document will be modified and redistributed among th e
project personnel . This flexible process enables Woolpert to communicate clearly and honest-
ly with the City when changes could impact schedules, budgets, or resources .
The requirements matrix in the SRS will serve as a backlog of prioritized needs and, there -
fore, provides a road map of moving forward with development .
Woolpert will submit both Draft versions of SRS documents for review .
Subtask3 .2 .2IConference CallstoReview Draft Software Requirements Specifications-
Woolpert will allocate 2 weeks of review time for the City to review the Draft documents .
Over the 2 week period, a series of 2-3 conference calls will be setup to discuss specific spec -
ifications . Multiple conference calls will allow the team to focus on a just a few documents o n
each call instead of trying to address all of them at once .
Subtask 3 .2 .3IIncorporate Feedback into Software Requirements Specifications - Follow-
ing conference calls, Woolpert will incorporate the feedback from the City into the draft doc -
C 10-34
uments . AR of the SRS documents will be submitted once last time for approval prior to mov -
ing onto development .
Deliverables
•Draft software requirements specifications in MS Wor d
•Up to 3 conference calls approximately day for each call to discuss functionality and dat a
migration .
•Final software requirements specifications in MS Wor d
Assumption s
•City in-house staff or third-party staff with a technical understanding of the third party sys -
tems will participate in all integration meetings .
•City in-house staff or third-party staff will be responsible for integrating data to/fro m
third-party software if Woolpert isn't allowed full system access to these systems .
•It is expected that the software vendors will participate in the requirements gatherin g
meetings, as necessary .
Client Responsibilitie s
•None .
Task 3 .3 I Software Developmen t
Subtask 3 .3 .1IProgramming -Programming and configuration for each identified syste m
completed within this task .
Deliverables
• EnerGov, Springbrook, GIS, and Cityworks integration s
Assumptions
A schedule frequency of 15 minutes is sufficient for the integrations .
•SLO will provide a single view or stored procedure containing all required data ele-
ments of the new inserted service request data within EnerGov .
• Every service request or work order within Energov or Springbrook will have a date as -
sociated with it in order filter data for Cityworks within the database view .
•One user-defined TEXT field within Cityworks to store external system ID's .
•Energov and Springbrook must provide unique identifier for service request and wor k
order coming into Cityworks .
•At most 3 integration tables within Cityworks will be designed/authored to suppor t
this project . Anticipated content of these tables may be :
o A configurable list of EnerGov Service Type codes for which we are intereste d
in capturing as workorders in Cityworks .
o Service Type code mapping between EnerGov and Cityworks .
o A transaction audit log (CW workorder insert transactions generated by this in-
tegration )
•Woolpert will use Cityworks' standard available stored procedures for inserting wor k
orders provided and maintained by Azteca .
• Service requests and Work orders initiated from Energov or Springbrook will not hav e
default labor, material, equipment and attachments - this will have to be manuall y
added by users .
• Work orders created by this method are unattached ; no association is made with GI S
features because EnerGov does not provide this detail .
C10-35
•Location data (address or intersection)is copied to the new work order "as-is"fro m
EnerGov without validation or geocode . There is no guarantee it will geocode accu -
rately .
•6 fields of data are to be transmitted from Cityworks workorder to EnerGov tables
(workorderid, workorder status, workorder closed date, workorder closed by person ,
other fields to be determined )
•Early requirements meeting will identify the final set of data to be transmitted .
•Data pulled into GiS from Energov or Springbrook is registered as unversioned .
City Responsibilitie s
•Non e
PHASE 4 I SYSTEM DEPLOYMEN T
The configuration and integrations will be completed, so at this point in the project it is tim e
to validate how the two work together, move on to train staff, prepare final documentation ,
test and Go-Live .
Task 4 .1 I Install Citywork s
Subtask 4 .1 .1IData Migration and Preparation -Prior to beginning the Cityworks installa-
tion, Woolpert will assist SLO in preparing the MS Access database and MS Excel spreadsheet s
to be migrated into Cityworks .
Subtask 4 .1 .2ICityworks Installation -This task includes installing Cityworks Server MMS t o
be used with the Oracle database, as well as with ArcSDE . Additionally, this task includes in -
stalling the Cityworks Desktop/Anywhere software on each designated client machine, as re-
quired . Prior to beginning the installation, Woolpert wilt provide a full readiness checklist t o
SLO IT staff to ensure the computers and server are prepared in advance .
Following the installation, Woolpert will be onsite to review the configuration against the up -
coming validation meetings in Task 4 .3 I Provide System Integration Validation .
Task 4 .2 Perform Full Data Migratio n
Subtask 4 .2 .1IUpdate Data Migration Document -Based on any new feedback receive d
from the City, Woolpert will update the data migration document .
Subtask 4 .2 .2IUpdate Data Migration Scripts-The migration scripts will be updated to re -
flect any changes in the data migration document .
Subtask 4.2 .3IPerform DataMigration - Within this task, the full data migration from Han-
sen to Cityworks will take place .
Deliverables
•Updated data migration document fina l
•Updated data migration script s
•Perform final data migration to Citywork s
Assumptions
•None
C10-36
Client Responsibilitie s
•Review final data migration document and approve .
Task 4 .2a I Perform Full Data Migratio n
The Public Works group has not fully defined the migration requirements to level where pric-
ing can be established by the Woolpert team . At this point Woolpert is estimating a amount of
effort not to exceed $3,500 on a time and material basis . Woolpert will utilize the approac h
outlined in Task 4 .2 as needed and requested by Public Works .
Task 4 .3 I Provide System Integration Validatio n
Both the configuration and integrations will be validated in this task . To do so, a two-da y
workshop will be held to demonstrate the key business process workflows where both City -
works and the integrations play a role in some part .
Deliverables
• Software installation readiness checklis t
•Install of desktop license s
•Cityworks database installatio n
• Data preparation and migration of MS Access database and MS Exce l
Client Responsibilitie s
•Ensure SLO IT is available to support software installs during designated timeframe .
•Required technical tasks of readiness checklist must be completed by the City technica l
staff prior to onsite installation .
Assumption s
•Woolpert will have administrative rights to the servers and computer or have access to I T
support to install software .
•If it is deems that 3 rd party vendors such as Energov and/or Springbrook are required i n
order to not violate a software maintenance agreement,it is assumed the SLO will con -
tract directly with these vendors .
Task 4 .4 I Provide System Trainin g
Completion of the training efforts will result in SLO system administrators and end-users bein g
provided the training necessary to manage (administrators) and use (end-users) the config -
ured Cityworks application and integrations in an effective manner such that the SLO's over -
arching business objectives can be met through use of the newly configured system .
Subtask 4 .4 .1I Prepare Training Materials - Woolpert will prepare a series of digital train-
ing documents that will be used to facilitate the classroom training of SLO users . We will lev-
erage Azteca Systems' existing training documentation, with minimal customizations . Train-
ing materials will be delivered to the SLO in digital format .
Subtask 4 .4 .2I Prepare Client Site for Training - THIS IS A SLO-OWNED TASK -This is a
SLO-led task that wilt be supported by Woolpert . Prior to delivering the necessary user train-
ing, the SLO's designated training facilities will need to be prepared . Each student work sta =
C 10-37
tion will need to be configured with the Cityworks software,a connection to the Citywork sdatabase on the development server, and inter/intranet access (as necessary). All work -
stations will need to be tested for connectivity prior to the initiation of the training sessions .
Subtask 4 .4 .3I Deliver Training toSLOStaff - Woolpert's Project Manager System and/o r
Configuration Specialist and/or Integration Specialist will co-facilitate a series of trainin g
classes . Each full day class will be facilitated on-site at the SLO's identified training facility .
Prior to the training, Woolpert will prepare a training syllabus detailing each topic to be cov-
ered . On-site training can be facilitated twice, over a period of four (4) consecutive busines s
days (Monday through Friday). This will provide the City with the flexibility to have City t o
have Utilities and Public Works trained at separate times . Woolpert will work with the Cit y
to ensure tis will work with the methodology in Task 4 .5 I Provide System Testing and Ac-
ceptance
Deliverable s
•Wootpert's Project Manager will deliver the necessary training materials to the SLO's Pro-
ject Manager . Preparation and delivery of training materials shall be within two (2) busi-
ness days prior to the scheduled start of on-site training activities .
•Woolpert Project Team Members will prepare and deliver training as detailed abov e
SLO Requirement s
•Distribute training materials to SLO users prior to the scheduled training sessions .
•Ensure training room is prepared in advance .
Assumption s
•SLO understands that failure to provide SLO administrators and end users with the appro-
priate training documents will impact Woolpert's ability to properly train these users i n
the time allotted for classroom training .
•SLO understands that failure to properly prepare the training site and ensuring adequat e
available training re-sources will result in the Woolpert - SLO training team being unabl e
to provide the required training to SLO administrators and end-users .
• SLO understands that failure to property prepare for and participate in the training ses-
sions will significantly impact SLO staff's ability to effectively make use of the re -
configured Cityworks application and the newly delivered CRP web application .
Task 4 .5 I Provide System Testing and Acceptanc e
The focus of these efforts is to develop a series of system criteria (test plan) that SLO staf f
will use to guide the in-house testing of the configured Cityworks solution .
Subtask 4 .5 .1IDevelop Draft Testing and Acceptance Plans -Woolpert will take the lead on
developing a Testing and Acceptance Plan . The Plan will derive its focus from the previousl y
prepared Cityworks Configuration documents . Functional metrics that the Cityworks configu-
ration must successfully achieve prior to being promoted to the SLO's production environmen t
will be defined . Additionally test scripts, designed to step SLO Testers through the User Ac-
ceptance Testing (UAT) process will be developed as part of this plan . Final plan contents
will be per common agreement between the SLO and Woolpert and wilt serve as the "script "
for testing and approving the required system configuration . This plan will include the follow-
ing Testing and Acceptance Plans :
CIO 38
• Cityworks System Testing and Acceptance Pla n
•Energov Testing and Acceptance Na n
•Springbrook Testing and Acceptance Pla n
Subtask 4 .5 .2IIncorporate Feedback -Woolpert's Project Manager will update the draf t
document per SLO comments to create the final Testing and Acceptance Plan .
Subtask 4 .5 .3I Perform User Acceptance Testing - THIS IS A SLO-OWNED TASK . This is a
SLO-led task that will be supported by Woolpert team members . SLO staff (Cityworks users )
will "step" the Cityworks configuration through the test scripts defined within the Testing an d
Acceptance Plan . The test scripts will be marked as either "pass" or "fail" with appropriat e
notes and screen shots provided to Woolpert for resolution . Testing and related configuratio n
updates will continue until acceptable performance is achieved as defined within the Testin g
and Acceptance Plan . Four weeks has been allocated for testing each aspect of the overal l
system including integrations . During testing,a weekly phone will be held to discuss issue s
and bugs found .
Subtask 4 .5 .4IUpdate Application and Database Configuration per UAT Results Woolpert
configuration team members will make modifications to the Cityworks application / databas e
and integrations based upon the results of (noted defects) the UAT process . Once all of th e
database and application updates have been facilitated and pass testing, the collective sys-
tem will be deemed ready for promotion to the SLO's production environment .
Deliverable s
•Woolpert will prepare and deliver the Testing and Acceptance Plan to the SLO as detaile d
above .
•Woolpert's Project Manager, System Configuration Specialist and Systems Integration De-
veloper will collectively support the SLO's testing and acceptance process .
Incorporate changes to configuration and integrations as per bugs found .
Woolpert's implementation team will facilitate any necessary configuration modification s
as determined through the SLO's testing and acceptance process, as detailed within th e
Testing and Acceptance Plan .
Deployment of each interfac e
Client Responsibilitie s
• The SLO's Project Manager, SLO staff member(s) responsible for application management ,
application testing and other pertinent SLO staff must thoroughly review and understan d
the Testing and Acceptance Plan developed by Woolpert .
• SLO is responsible for fully testing the configured Cityworks application and integration
per the criteria established within (and only within) the accepted Testing and Acceptanc e
Plan .
Assumption s
•Testing to be based on Software Requirements and use cases, as required, to be led b y
SLO .
Task 4 .6 I Prepare Cityworks and System Integration Documentatio n
Final documentation will be updated and delivered to the SLO prior to Go-Live within thi s
task .
C10-39
Subtask 4 .6 .11 Review and Update SystemConfiguration Document - The System Configu-
ration Document will be reviewed one last time and updated to reflect any changes that hav e
been made since Phase 2 of the project .
Subtask 4 .6 .21Prepare Integration Administration Guides Woolpert will first hold a meet-
ing with SLO System Administrator staff to discuss a draft template for system administrato r
guides . Following this meeting, Woolpert will move onto prepare administration guides fo r
each of the integrations :
• Energov / Cityworks Administration Guid e
•Springbrook / Cityworks Administration Guid e
Subtask 4 .6 .31 Conference Call toReview Administrative Guides- Woolpert will two con -
ference calls to discuss feedback from SLO . It is expected that SLO bring any comments to th e
conference calls .
Subtask 4 .6 .41 Incorporate Feedback on Administrative Guides -Woolpert will documen t
SLO feedback and make changes to the administrative guides accordingly.
Deliverable s
•Final System Configuration Documen t
•Meeting to discuss outline and format of System Administrator Guide s
•Draft System Integration Administrator Guide s
•Incorporate Feedback into System Integration Administrator Guide s
•Final System Integration Administrator Guide s
Client Requirement s
• Review and provide feedback on all draft deliverables within specified timeframe .
Assumption s
•Administration guide are brief documents focused on key aspects to administer integra-
tions .
Task 4 .7 I Conduct GO-LIV E
Completion of the training efforts should result in City Cityworks administrators being able t o
assist in the Go live . This approach requires the City to determine and assign resources t o
assume this role . Woolpert will work in partnership with these resources to prepare for g o
live . Immediately following the System Testing and Acceptance, Woolpert and the City will
provide on-site System Go-Live support in order to assist with the successful start-up of th e
Cityworks system . During this time, Wootpert's Project Manager, System Configuration Spe-
cialist and Integration Specialist will assist the SLO's End-Users and System Administrator s
with site-specific configuration issues . Additional coaching and supplemental training ser-
vices will also be provided during this time .
Subtask 4 .7 .11Prepare for Go-Live-In preparation for go live, Woolpert's System Configu-
ration Specialist will work on-site with the SLO's go live team to ensure that all terminals re -
quiring access to the Cityworks application are tested for connectivity ; all terminals requirin g
the ability to print Work Orders and Service Requests are tested for connectivity ; and all sys -
C10-40
tern user accounts are tested for login ability . Additionally, as part of the go-live preparation
activities, Woolpert's System Configuration Specialist will migrate the configured and ap -
proved Cityworks database from the Development environment to a Production environment .
Subtask 4 .7 .21Go-Live Support-During the first week of live Cityworks operations ,
Woolpert's Project Manager and System Configuration Specialist and SLO's go live team wil l
provide the on-site support required to coach new users and provide detailed technical sys-
tems support . This support will occur between the hours of 8 :00 am and 5 :00 pm local time
Monday through Friday of the first week of production . Scheduling variances can be facilitat-
ed by Wootpert to accommodate SLO schedules .
Deliverables
• Woolpert's Project Manager and System Configuration Specialist will facilitate on-site Sys-
tem Go-Live activities over a five (5) consecutive business day period,as specified above .
SLO Responsibilitie s
•The SLO's Project Manager and IT Support staff should equally assist in administering th e
Go-Live tasks to make sure it is clear to the End-Users that the SLO is internally capable o f
supporting Cityworks . SLO System Administrators and IT Support staff wilt benefit fro m
learning basic Cityworks troubleshooting routines during this time .
Assumption s
•Project sign-off within agreed upon timeframe following Go-Live .
•Go Live will support Public Works and Utilities .
C10-41
PHASE 5 ~ ONGOING SUPPORT
Task 5 .1 ( Provide Ongoing Cityworks and Integration Suppor t
Woolpert proposes 80 hours of support time at a flat rate of $140 .00 hour for any assistanc e
requested by the City specifically where Woolpert is needed .
Deliverable s
80 hours of support at $140 / hou r
Assumption s
•None .
City Responsibilities
•City will send an email or call designated contact when support is re-
quired . Priority designations to issues will be discussed prior to beginning this task .
Task 5 .2 ( Provide Extended Review and Modification s
Upon the completed implementation, testing and acceptance, and go-live of the primar y
Cityworks system, Woolpert will facilitate a series of extended system configuration review s
and modifications . The intent of these extended configuration reviews is to provide the Cit y
an opportunity to review the usage of the Cityworks system and determine configuration mod-
ifications that are desirable to support new, additional, or modified business objectives .Tw o
(2) review / modification milestones will be administered, one at thirty (30) days and anothe r
at sixty (60) days as specified in the following sections .
Subtask 5 .2.1 130 Day Review and Modifications -Woolpert will facilitate a 30 Day ReviewandModifications meeting for up to four (4) hours with the City for the purpose of reviewin g
the Cityworks implementation and determining any desired system modifications based on th eCity's use of the system during the first thirty (30) days after go-live .
This meeting will be held on-site at the City's facilities . Prior to the meeting Woolpert wil t
spend up to eight (8) hours on-site to meet with end-users users to receive their input an d
document the desired modification requirements . This information will be used as a founda-
tion to conduct the meeting .
Following this meeting Woolpert will generate a 30 day review and modification document t o
be submitted to the City for review and acceptance . This document will prioritize the orde r
of enhancements by user groups . The City will have five (5) working days to review this doc-
ument and provide Woolpert with any and all comments pertaining to said review configura-
tion document .
Upon acceptance of this document Woolpert will spend up to twenty four (24) hours makin g
modifications to the system configuration . Woolpert will facilitate the required configuratio n
modifications within ten (10) working days of the City's acceptance of the modifications doc-
ument . Should any of the identified modifications require longer than the allocated twent y
four (24) hours to complete, they will be shelved and addressed during the completion of the
60 Day Review and Modifications subtask .
C10-42
Subtask 5 .2 .2 1 60 Day Review and Modifications -Woolpert will facilitate a 60 Day Revie w
and Modifications meeting for up to four (4) hours with the City for the purpose of reviewin g
the Cityworks implementation and determining any desired system modifications based on th e
City's use of the system during the first sixty (60) days after go-live .
This meeting will be facilitated remotely . Woolpert will spend up to four (4) hours meetin g
with end-users via teleconference to receive their input and document the desired modifica-
tion requirements .
Following this meeting Woolpert will generate a 60 day review and modification document t o
be submitted to the City for review and acceptance . This document will prioritize the orde r
of enhancements by user groups . The City will have five (5) working days to review this doc-
ument and provide Woolpert with any and all comments pertaining to said review ! configura-
tion document .
Upon acceptance of this document Woolpert will spend up to sixteen (16) hours making modi -
fications to the system configuration . Woolpert will facilitate the required configuratio n
modifications within ten (10) working days of the City's acceptance of the modifications doc-
ument . Should any of the identified modifications require longer than the allocated sixtee n
(16) hours to complete, Woolpert will notify the City's Project Manager of the need for addi-
tional scope and fee to complete the desired modifications .
Deliverable s
• Woolpert will facilitate a series of 30 and 60 day system review 1 modifications, as speci -
fied above, in order to accommodate configuration changes suitable to the City's asse t
management workflows .
Assumption s
•None .
City Responsibilities
•None
C10-43
SERVICES FEE Et SCHEDUL E
The following is a breakdown of the fee by maior task :
Table 1 : Costs by Tas k
Phas e
No .
N/A
Descriptio n
Project Management
Hours
253
Cost
$54,160 .3 8
1 Project Planning 302 $60,703 .50
2 System Design and Configuration 932 $168,838 .7 5
3 System Integration 466 $77,953 .50
4 System Deployment 667 $103,553 .5 0
5 Ongoing Support 124 $18,887 .5 0
ITPipes Mobile Software and Services N/A $13,125 .0 0
ITPipes Office System : Software and Services N/A $25,400 .0 0
ITPipes legacy Data Migration N/A $7,500.00
Total $530,122 .1 3
10 SOFTWARE COST S
Woolpert is providing the City an unlimited license of 10 free of charge .
Table 1 : Costs b Software
Description License Cost
Infrastructure Optimization Toolset (IO)*Unlimited $0
Update and Support
Tota l
Total $3,00 0Year 2 : Update and Support
Year 3 : Update and Support Total 3,00 0
Year 4 : Update and Support Total 3,00 0
Year 5 : Update and Support Total 3,000
*Maintenance and Support :
*Infrastructure Optimization Toolset (10): $3,000 per year (starting in year 1)in lieu of soft -
ware cost of $15,000 . This is included in the fee .
04 0-44
CITYWORKS SOFTWARE COST S
Woolpert is providing the City an unlimited license of 10 free of charge .
Table 2 : Costs b Software .
Unlimited (Server AMS, Desk -
top, Anywhere, Storeroom ,
Equipment Manager, CCT V
Interface for PACP, PAVE R
Interface.) *Due at time o f
Cityworks Enterprise License Agreement (ELA)d elivery)
Tota l
Update and Support
Cos tLicenseDescription
45,00 0
45,00 0
Tota l
Total
Tota l
Tota l
Year 2 : Update and Support
Year 3 : Update and Support
Year 4 : Update and Support
Year 5 :Update and Support
45,000 _
45,000___
45,000
45,000
PRICING SUMMARY
Pricing Summary
Cityworks Implementation Services (Includes 10 Toolset)$484,097 .1 3
IT Pipes (Software and Services)$46,025 .00
Year 1 : Software Cityworks $45,000 .00
Total $575,122 .1 3
Cityworks ITPIpes 10 Tota l
Year 2 $45,000 .00 $5,205 .00 $3,000 .00 $53,205 .0 0
Year 3 $45,000 .00 $5,205 .00 $3,000 .00 $53,205 .0 0
Year 4 $45,000 .00 $5,205 .00 $3,000 .00 $53,205 .0 0
Year 5 $45,000 .00 $5,205 .00 $3,000 .00 $53,205 .0 0
Total Year 2-4 $ 180,000.00 $ 20,820 .00 $ 12,000.00 $ 212,820 .00
C10-4 5
PROJECT SCHEDUL E
The schedule will be set once notice to proceed has been given by the City of San Luis Obispo .
Woolpert has estimated this project to be 15 months in duration . This includes the sixty (60 )
day support task . Core project should be executed in 13 months .
ITPipes Statement of Work and Fe e
Overview :3 7
ITpipes Mobile a Office System Requirements 3 7
Mobile System 3 7
Pricing 3 7
Core License Requirements :3 7
Video Capture Module Requirements :3 7
Overlay Control Module Requirements :3 7
PACP module Requirements :3 8
Recommendations :3 8
GIS send module Requirements :3 8
Administrative Setup or Support :3 8
Recommendations :3 8
Office System 3 8
Pricing 3 8
Core license, 3 user network SQL Requirements :39
GIS send module Requirements :3 9
GIS receive module Requirements :39
Cityworks Integration Module Requirements :39
Administrative Setup or Support 3 9
Legacy Data Migration 40
Pricing 40
Administrative Setup or Support 40
Project Approach 40
Timeline 41
C10-46
Overview :
In this document we have included detailed pricing and requirements for the mobile and of-
fice system, along with a basic implementation plan and timeline .
ITpipes Mobile & Office System Requirement s
Below we have listed requirements for each license and/or module included in the estimate .
Requirements displayed in grey are considered automatically included or non-essential base d
on your needs as we understand them . However, please ensure you review all items as w e
may be unaware of special circumstances within your organization .
Mobile Syste m
Pricin g
1 Core license $2,90 0
2 Video capture module $2,62 5
3 Overlay control module $2,100
4 PACP module $0
5 GIS send $2,500
6 On-site installation $3,000
Total $13,125
Core License Requirements :
•Laptop or full-sized pc hardware must meet current specs on the Sates Lounge.
Tr ?ri g TM
•The core license does require a current Service Agreement to be reactivated or sup -
ported at any time ; an initial one year period is included with the initial purchase .
•Windows 7, 32 bit or Windows XP SP 3
Video Capture Module Requirements :
licens e
•Hardware requirements including the video capture card kit (purchased with system )
T ,rm ii .rer nit:d to
Overlay Control Module Requirements :
gi ITpipes core licens e
•Hardware requirements including the overlay and/or an e I000 o r
VL5000 overlay and/or an Ipek L03sw overlay
C10-4 7
PACP module Requirements :
•ITpipes core licens e
Recommendations :
•We highly recommend all users go through NASSCO PACP training as this standardize d
coding system, in fact, NASSCO requires this ..T, and I .T . Authorized Dealers are Mas-
ter Trainers and can provide NASSCO training courses .
GIS send module Requirements :
•ESRI ArcGIS Desktop with a unique identification system for assets that matches uniqu e
id entered into ITpipes ; ArcGIS Desktop needs .net support installed (this is no cost ,
but not installed as part of the ArcGIS default install )
• Microsoft .net Framework 2 .0+ installed ; this is no cost and will be installed if yo u
have the latest Windows OS updates
Administrative Setup or Support :
•Network connection or setup of hard drive transfer of data from vehicle to offic e
•Network connection login credentials for use r
•GIS file access and plan for updating GIS files on mobile syste m
•If computer is built internally or purchased, there may be hardware support involve d
to setup pc or laptop for mobile system . I .T.has full pc specs and recommendation s
on the I .T . Sales Lounge .
Recommendations :
•Recommended antivirus setup on mobile system p c
Office Syste m
Pricing
1 Core license, 3 user network SQL $8,400
2 PACP module $0
3 GIS receive $2,500
4 GIS send $2,500
5 Online Setup $2,000
6 On-site setup and training $3,000
7 Cityworks Integration Module $5,000
8 Online setup $2,000
Total $25,400
C'10-4 8
Core license, 3 user network SQL Requirements :
•SQL Server 2005 or highe r
Administrative permissions are required to create the initial SQL databas e
Client pcs must meet minimum specs on Sales Loung e
•1 gb connection recommended for data access from users this is critical if reviewin g
video across the network . WMV files are highly compressed but we recommend testin g
review prior to committing towards this course of data review for networked users .
GIS send module Requirements :
ESRI ArcGIS Desktop with a unique identification system for assets that matches uniqu e
id entered into ITpipes ; ArcGIS Desktop needs .net support installed (this is no cost ,
but not installed as part of the ArcGIS default install )
•Microsoft .net Framework 2 .0+ installed ; this is no cost and will be installed if yo u
have the latest Windows OS update s
GIS receive module Requirements :
• Edit permissions are required for user access to this module .
• We highly recommend this only be setup and used by a GIS administrator .
Cityworks Integration Module Requirements :
•Network or other access to the location where the Cityworks database is locate d
•Cityworks login credentials are required to run this module .
Administrative Setup or Suppor t
•Network access to Cityworks database locatio n
•SQL db initial creation and initial testing - 10-30 minute s
•Single unit testing - "live office installation" - 2 to 4 hour s
•Merge/Sync initial testing 2 to 4 hours
• Training on client installs and time for client installs - training 20 minutes, installs 5 -
10 mins eac h
•GIS edit permissions for user with GIS receive setu p
•GIS app and data access for users with GIS send and/or receive
C10-49
Legacy Data Migratio n
Pricing
Consultation services - this is a not t o
exceed amoun t
1 $7,50 0
Administrative Setup or Suppor t
• Setup of access to archived data, maintenance of connected setup i .e . request fo r
logins, etc .
• Assistance with any Hansen code related question s
• Assistance with loading up batch migration and final migratio n
Project Approac h
I .T . begins any project with the end in mind . This means performing comprehensive plannin g
to begin any project implementation . This involves looking at the different aspects of th e
project and determining the desired end results . From there, a road map is defined that wil l
assist us in guiding you towards successfully reaching your goals . In this situation, we have a
good overview of desired features and possible database and/or application integrations .
We've outlined a general roadmap to give you an overview of the project approach and time -
line .
1.Investigation/Discovery meetings :
a .We will reach out to main contacts for the project implementation and ideall y
week I have investigation and discovery . These phone and/or online session s
help us determine main contacts for various roles necessary during the projec t
implementation .
2.Review of legacy data for migration :
a . The process would be broken out into the following steps, which can all b e
worked on simultaneously :
i.Database comparison : We will compare the Hansen database with th e
PACP requirements and offer a review document for confirmatio n
and/or modifications .
ii.Database conversion : After confirmation, we will begin database con -
version to move the legacy data into an ITpipes "PACP generic" tem-
plate . This will give us the flexibility to have the migration done, ye t
allow for modification to the template after the fact .
iii.Template Build Et Modification : we will compare GIS, Cityworks setup ,
and PACP template to define the best template option available fo r
SLOCity . After confirmation of the ITpipes template, we will move th e
ITpipes data into the defined template .
iv.Media conversion : We will need to assess the current data storage an d
backup system first . Once backups are confirmed, we can then begi n
any data conversion necessary or recommended .
C10-50
3 . Discovery confirmation :
a . This includes reviewing all options for implementation . A known list of catego -
ries to cover is shown below, however, this would be expanded as discover y
occurs .
•ITpipes inspection database setup preferences and setu p
•ITpipes template configuration based on NASSCO PAC P
•Mobile system installation : pc hardware, camera hardware/distance encod-
er,video check, test installatio n
•Office system installation : viewlT setup and licensed version setu p
•Data sync between mobile system and office : connection and setu p
•ArcGIS integration options
•Cityworks integration option s
•QA/QC requirement s
4 .Begin Data Migratio n
a.Discuss migration steps and requirements .
b.This would ideally be performed on IT's systems via remote access so all dat a
stays in one place although we can also provide external drives for SLOCity t o
copy the information onto . We will migrate a large batch set of data initially ,
if crews need to continue working . Then, when gotive is going to occur,the fi-
nal data will be converted and merged into ITpipes .
5 .Development and/or testing for any software licensing and/or integration ex-
pected :
a . Any integration outside of the core license, for example to Cityworks and/o r
GIS would be setup and tested this week prior to a go live situation .
6 .Single unit testing -"live"office installation :
a . This would include setup on an SLOCity "office" machine for confirmation o f
successful installation . This would,also include detailing access needed for al l
users and installation steps, allowing SLOCity administrators to perform furthe r
client installations internally .
7 . Complete/test data access for migrated legacy data :
a . Review data migrated wit h SLOCity personnel and make modifications .
8 .Test any integration options :
a . This would include testing with sample databases and/or live databases de -
pending on the situation .
9 .Field implementation/training :
a . This will include a classroom training session and an overview in each mobil e
unit .
10 . Administrative office training :
a . This will include training on Sync, Integration options, database setup, end-use r
viewlT installation and setup, mobile unit setup, and more .
11 .Office/viewlT training :
a . This will include a classroom training session to review the viewlT software .
12.Integration training
13.User Acceptance Testin g
Timelin e
This timeline gives you a rough idea on an implementation schedule of this size . It is highly
dependent on planning and responsiveness from SLOCity .
C10-51
Wee k
1 2 3 4 5 6 7 8
Investigation/Discovery meetings
Review of legacy data for migra -
tion
X X
Discovery confirmation and prep -
aration of road map
X
Begin data migration X
Development and/or testing fo r
any software licensing and/or in -
tegration expected
X X
Single unit testing - "live" fiel d
installation
X
Single unit testing - "live" offic e
installation
x
Complete/test data access fo r
migrated legacy data
X
Test any integration options X
Field implementation/training x
Administrative training X
Office/viewlT training x
Integration training x x
User Acceptance Testing X
'Timeline is highly dependent upon client responsiveness and availability of client resource s
and personnel .
C10-5 2
counci lj acEnaa RepoRt
C I T Y O F S A N L U I S O B I S P O
FROM :
Carrie Mattingly, Utilities Directo r
Jay Walter, Public Works Directo r
Prepared By :David Hix, Wastewater Division Manage r
Wade Horton, Water Division Manage r
Noah Evans, Water Distribution Superviso r
Bud Nance, Wastewater Collection Superviso r
SUBJECT : ACQUISITION/IMPLEMENTATION OF A UTILITIES/PUBLIC WORK S
COMPUTERIZED MAINTENANCE MANAGEMENT AND ASSET
MANAGEMENT SYSTEM ("CMMS")
RECOMMENDATION S
1.Approve the attached contract with Woolpert (Attachment 1) for the acquisition an d
implementation of CITYWORKS, a computerized maintenance management and asse t
management system ("CMMS") for water, wastewater, stormwater, parks, streets, an d
facilities and authorize the City Manager to execute this contract .
2.Approve the project budget of $723,400, of which $417,000 was previously approved .
($265,000 for the Utilities project, which included $25,000 for Stormwater, at the time of
authorization to solicit bids, and $152,000 for the Public Works component as part of the
EnerGov project)
3.Approve $306,400 in additional funding for this project ($225,500 for Utilities and $80,90 0
for Public Works);
4.Authorize the use of available completed capital project funding to pay for the increase d
costs for water and wastewater ;
5.Authorize the use of funds retained from the EnerGov contracts ($140,000 from th e
EnerGov FoxPro Replacement and $12,000 from the EnerGov Signs Management contract ,
for a total of $152,000) and General Fund Reserve ($80,900) to pay for the parks, streets ,
and facilities share of the contract .
6.Authorize a purchase order to NexLevel in the amount of $35,000, for assistance wit h
integration with City software and business systems .
DISCUSSIO N
In May 2011, Council authorized the Utilities Department to solicit proposals for a Utilitie s
Computerized Maintenance Management System and Asset Management System ("CMMS") t o
replace the existing Hansen and FoxPro database solutions which were old and increasingl y
unsupported .
After a period of nearly nine months of evaluation and refining the scope of work, Utilities, Publi c
Works and IT staff are jointly recommending CityWorks software for a Utilities-Public Work s
CMMS solution . This software is packaged and delivered by the Woolpert firm at a cost o f
$575,100 . The total project budget (detailed below), including hardware, contingency, an d
consultant services is $723,400 .
CI 0-5 3
Meeting Date
April 17, 201 0
Item Number
During the evaluation process, it became increasingly apparent that this software package is one that
better suits Public Works asset management activities (Parks, Streets, Facilities) than the EnerGo v
solution that was selected for the FoxPro Database replacement project . Staff is therefor e
recommending that the project be expanded to include implementation of the CMMS strategy i n
those sections as well, using funding originally allocated for EnerGov asset management projects .
The EnerGov contract has already been modified to remove the asset management portion of th e
project .
Originally, Council authorized $265,000 for the software acquisition, which included $240,00 0
from the Water and Sewer Funds for Utilities and $25,000 from the General Fund for Stormwater .
Since the original authorization, the scope of work has been expanded to include a closed circuit
television component for wastewater operations, full integration with GIS and City software an d
business systems, and full CMMS/asset management functionality for parks, streets, and facilitie s
assets . The revised contract amount is $575,100 . The cost for hardware to support these dat a
intensive programs is estimated at $55,300 . The cost for the consultant who is reviewing th e
contract to ensure the City gets the best possible solution and is identifying the best course for full
integration with existing City business systems is estimated at $35,000 . Included is a ten percen t
contingency for potential change orders if required by the project .
The proposed project budget is outlined below with funding source detail outlined in the Fisca l
Impact section :
COMPUTERIZED ASSET MANAGEMENT PROJECT BUDGET
Utilities Public Works Tota l
CityWorks/Woolpert $370,700 $204,400 $575,100
IT Hardware 31,300 24,000 55,300
Contingency 41,000 17,000 58,00 0
NexLevel 22,500 12,500 35,000
Pro Sect Bud e $465,500 $257,900 $723,400
Previously Approved $240,000 $177,000 417,7,000
Additional Re uest $225,500 $80,900 306,400
Backgroun d
The CityWorks/Woolpert solution has been carefully evaluated . Utilities staff conducted an on-sit e
visit with the City of Hesperia, full service water and wastewater city with a CityWorks installation.
IT staff has talked to other cities using CityWorks, as well . Woolpert is the highest ranking
("platinum") partner offering the implementation and integration of CityWorks . (CityWorks is only
available through a partner, as the software vendor never deals directly with clients .)
If Council approves this recommendation, the project will take approximately 15 months for ful l
implementation, including a 60 day period of test driving the newly implemented software solution .
There will be ongoing annual licensing fees for the software, as there are for Hansen .These costs
will be included as part of the next financial plan development . Ongoing, the annual licensing fee s
C10-54
are $45,000 per year, with the Utilities portion at $28,000 and the Public Works portion at $17,00 0
per year . The EnerGov annual fee was proposed at $10,257 for Public Works asset management ;
however, final negotiations on scoping were never completed for this area of the application .
Operating programs in Public Works previously carried a total of $6,900 for FoxPro application s
upgrades and maintenance work . The current annual fee for Hanson licensing and maintenance i s
$13,000 .
Why is it important to do this now ?
For Utilities, this is a solution arrived at after nearly seven years of study and research for the bes t
alternative to replace the existing Hansen software as well as move from the legacy FoxPr o
applications which are no longer supported and increasingly unstable . Public Works also must
move quickly from its existing FoxPro applications due to instability, and CityWorks is a bette r
solution for their asset management than the EnerGov product .
What is asset management and why is it important to City operations ?
The Water Distribution, Wastewater Collection, Storm Water programs are responsible for overal l
operation, maintenance and capital planning of the City's water distribution, wastewater collectio n
and stormwater infrastructure . This vital infrastructure includes storage tanks, pump stations ,
pressure control stations, valves, hydrants, lift stations, stormdrain inlets and outfalls, catch basin s
and hundreds of miles of pipelines . Parks, streets, and facilities provide operation and maintenanc e
and capital planning for the City's parks, streets and facilities . This infrastructure includes roads ,
sidewalks, street signs/signals, trees, parks, public planters, buildings, HVAC, heat and securit y
systems . Each of these pieces of infrastructure can be characterized as an "asset ."
The CMMS software will identify these "assets" (physical infrastructure such as lines, vaults ,
manholes, meters) and then use the information to enhance system operations, maintenance an d
analysis . Specifically, this type of software can be used for daily dispatching and work orders ,
long-range planning, life-cycle cost analysis and capital replacement planning . This allows staff t o
look forward and anticipate infrastructure maintenance needs rather than responding to failures .
How does this meet the City's goal of lean, efficient operations ?
Maintaining, replacing, and managing these assets is critical to providing excellent service to th e
community in a fiscally sound and efficient manner . This CMMS software will tie daily work
orders and maintenance to long-range planning, life-cycle cost analysis and aid in the developmen t
of sound capital replacement plans . An entire section of the recent Public Works Department
Assessment was devoted to asset management and the Department's need to increase work in thi s
area .
What is currently being done ?
For the past twenty years, the Water Distribution and Wastewater Collection staff have used Hanse n
software to manage and record maintenance tasks . The Storm Water section began using this
software in 2006 . Staff directly relates the reduction in sewer line blockages and correspondin g
C10-55
sewage spills to the use of this software . Public Works has been using the FoxPro General Servic e
Request program for a similar duration.
However, in 2005, Hansen informed Utilities that the software version used by the City would no
longer be supported and the City would need to upgrade to the newest version . Accordingly ,
Utilities included migration to the newer version of Hansen in the 2005-07 Capital Improvemen t
Plan . In 2007, Hansen was sold to Infor Global Solutions (Infor). Infor agreed to continue t o
support the older version of Hansen for a certain period of time, which decreased the urgency t o
migrate . In 2007, Utilities studied options for asset management software . After reviewing the
marketplace options and the needs within the department, Utilities decided it was time to evaluat e
other software vendor options .
In 2009, the City found it necessary to move from a number of customized FoxPro softwar e
programs due to a lack of support and compatibility . One of the FoxPro Applications is a
maintenance work order program, used heavily by Public Works, that allows staff to track incomin g
work and ensure it is completed in a timely manner . The program also allows programming o f
preventive maintenance work orders, and research and reporting to document maintenance efforts i n
the event of a claim against the City . Utilities decided it would be prudent to delay its decision on a
separate CMMS evaluation until a city-wide solution was selected and implemented . The City
elected to move to EnerGov for a number of its database software needs . Utilities and Finance an d
Information Technology staff arranged for EnerGov demonstrations to determine if the softwar e
would meet Utilities' goals for a new CMMS program (May 17, 2011 Council Report). Th e
stakeholders concluded that the "off-the-shelf' EnerGov system did not have the capabilities t o
meet the Utilities requirements and, with Council approval, Utilities moved forward with a reques t
for proposal seeking options for CMMS software .
Why is staff recommending CityWorks ?
Nine proposals were received in response to the computerized maintenance management and asset
system request for proposals, Specification No . 91079 . The City stakeholders group, consisting o f
Utilities, Public Works and Information Technology staff, reviewed the proposals and selected thre e
finalists who were invited to give a detailed presentation. After the three presentations and a perio d
of additional discovery Woolpert/Cityworks was selected and negotiations began to define th e
project costs and scope .
As part of this discussion, the possibility of moving Public Works maintenance functions t o
CityWorks was explored. CityWorks has greater capabilities for asset management than EnerGo v
does . Consistency in maintenance management software will allow for easier interface for th e
public and staff entering work orders, and allow for transference of information and work order s
across program lines . For example, a waterline break receives a work order in the water program ,
but has follow up in either the streets or engineering program for final trench patching . The progra m
will allow for a single work order entry to be passed to other parts of the organization for trackin g
and closure. There was clear staff consensus to move the FoxPro Application replacement work fo r
maintenance functions to CityWorks in conjunction with the Hansen migration .
CONCURRENCES
C10-56
Utilities, Public Works and Information Technology staff have worked closely to arrive at thi s
solution and concur with the recommendations in this report .
FISCAL IMPAC T
Project Costs by Type
Project Costs
Budget-to-Date 2011-12 Tota l
Software Acquisition 417,000 158,100 575,10 0
Computer Hardware 55,300 55,30 0
Consultant-NexLevel 35,000 35,00 0
Contingency 58,000 58,00 0
Total 417,000 306,400 723,400
Project Costs by Funding Sourc e
Project Funding Source s
Budget-to-Date 201142 Tota l
Water Fund 120,000 112,750 232,75 0
Sewer Fund 120,000 112,750 232,75 0
General Fun d
- Reserve 80,900 80,900
- EnerGov Transfer 140,000 140,000
- Prior Appropriation for Cityworks 25,000 25,000
- Sign Program Funding 12,000 12,000
Total 417,000 306,400 723,40 0
The Water and Sewer Funds' portion of this request is proposed to come from each Fund's
available balance in its completed capital improvement projects account . General Fund Reserve wil l
be needed to fund the remaining project support for the General Fund assets .
ALTERNATIVE S
Deny approval of CityWorks .The Council could decide to deny approval of CityWorks for eithe r
one or both departments . Staff does not recommend this option . The existing databases are no
longer adequately supported to ensure smooth functioning . The EnerGov option has been explore d
in-depth and does not have the level of sophistication needed to do proper asset management . The
City has considerable infrastructure, which if properly maintained will ultimately have lowe r
maintenance costs and higher customer service .
ATTACHMENT S
1.Proposed contractwithWoolpert for CityWorks CMMS solution ,
Exhibit A . ScopeofWork, dated March 27, 201 2
2.May 17, 2011 Council Agenda Report - CMMS Asset Management .doc
C10-5 7
ticouncl agenda reports1201212012-04-171c e s software - woolpe t (mattingly-walter)tcar-cmms .doox
C10-58