HomeMy WebLinkAboutContract 53942 9
c �/gy�CFj�iF� CITY OF FORT WORTH, TEXAS CSC No. 53942
STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
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9Fr9y ry This AGREEMENT is between the City of Fort Worth, a Texas home-rule municipality
("City"), and GHD Inc., authorized to do business in Texas ("Consultant"), for a PROJECT
generally described as: Strategic Asset Management Plan.
Article I
Scope of Services
(1) Consultant hereby agrees to perform the professional services set forth in the
Scope of Services attached hereto as Attachment "A". These services shall be
performed in connection with Strategic Asset Management Plan.
(2) Additional services, if any, will be requested in writing by the City. City shall not pay
for any work performed by Consultant or its subconsultants, subcontractors and/or
suppliers that has not been ordered in writing. It is specifically agreed that
Consultant shall not be compensated for any alleged additional work resulting from
oral orders of any person.
Article II
Compensation
Consultant shall be compensated an amount up to $396,879.00 in accordance with the
Fee Schedule shown in Attachment "B". Payment shall be considered full compensation
for all labor, materials, supplies, and equipment necessary to complete the services
described in Attachment "A".
The Consultant shall provide monthly invoices to the City. Payment for services rendered
shall be due within thirty (30) days of the uncontested performance of the particular
services so ordered and receipt by City of Consultant's invoice for payment of same.
Acceptance by Consultant of said payment shall operate as and shall release the City from
all claims or liabilities under this Agreement for anything related to, done, or furnished in
connection with the services for which payment is made, including any act or omission of
the City in connection with such services.
Article III
Term
Unless terminated pursuant to Article Vlll herein, this Agreement shall be for a term
beginning on the effective date, as described below, and shall continue until the expiration of
the funds or completion of the subject matter contemplated herein, whichever occurs first.
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17 OFFIr
Page 1 of 8
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Article IV
Independent Contractor
Consultant shall operate hereunder as an independent contractor, and not as an officer,
agent, servant, or employee of the City. Consultant shall have exclusive control of and the
exclusive right to control the details of the work to be performed hereunder and of all persons
performing same, and shall be solely responsible for the acts and omissions of its officers,
agents, employees, contractors and subcontractors. The doctrine of respondent superior
shall not apply as between City and Consultant, its officers, agents, employees, contractors,
and subcontractors, and nothing herein shall be construed as creating a partnership or joint
venture between City and Consultant.
Article V
Professional Competence and Indemnification
(1) Work performed by Consultant shall comply in all aspects with all applicable local,
state and federal laws and with all applicable rules and regulations promulgated by
the local, state and national boards, bureaus and agencies. Approval by the City
shall not constitute or be deemed to be a release of the responsibility and liability of
Consultant or its officers, agents, employees, contractors and subcontractors for the
accuracy and competency of its services performed hereunder.
(2) THE CONSULTANT, AT NO COST TO THE CITY, AGREES TO FUND THE
DEFENSE OF, INDEMNIFY AND HOLD THE CITY, ITS OFFICERS, AND
EMPLOYEES, HARMLESS AGAINST CLAIMS, LAWSUITS, ACTIONS, COSTS
AND EXPENSES TO THE EXTENT CAUSED BY CONSULTANT'S BREACH OF
(i) THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (ii) NEGLIGENT
ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS
OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER
THAN THE CITY) OR SUBCONTRACTORS, RELATED TO THE
PERFORMANCE OR NON-PERFORMANCE OF THIS AGREEMENT. THIS
SECTION SHALL SURVIVE ANY TERMINATION OR EXPIRATION OF THIS
AGREEMENT.
Article VI
Insurance
(1) Consultant shall not commence work under this Agreement until it has obtained all
insurance required under this Article and the City has approved such insurance, nor
shall Consultant allow any subcontractor to commence work on its subcontract until
all similar insurance of the subcontractor has been so obtained and approval given
by the City; provided, however, Consultant may elect to add any subconsultant as
an additional insured under its liability policies.
Commercial General Liability
$1,000,000 each occurrence
$2,000,000 aggregate
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 2 of 8
Automobile Liability
$1,000,000 each accident (or reasonably equivalent limits of
coverage if written on a split limits basis). Coverage shall be
on any vehicle used in the course of the Project.
Worker's Compensation
Coverage A: statutory limits
Coverage B: $100,000 each accident
$500,000 disease - policy limit
$100,000 disease - each employee
(2) Additional Insurance Requirements
a. Except for employer's liability insurance coverage under Consultant's worker's
compensation insurance policy, the City, its officers, employees and servants shall
be endorsed as an additional insured on Consultant's insurance policies.
b. Certificates of insurance shall be attached to this Agreement prior to its execution.
c. Any failure on part of the City to attach the required insurance documentation
hereto shall not constitute a waiver of the insurance requirements specified
herein.
d. Each insurance policy shall be endorsed to provide the City a minimum thirty days
notice of cancellation, non-renewal, and/or material change in policy terms or
coverage. A ten days notice shall be acceptable in the event of non-payment of
premium.
e. Insurers must be authorized to do business in the State of Texas and have a
current A.M. Best rating of A: VII or equivalent measure of financial strength and
solvency.
f. Other than worker's compensation insurance, in lieu of traditional insurance, City
may consider alternative coverage or risk treatment measures through insurance
pools or risk retention groups. The City must approve in writing any alternative
coverage.
g. Workers' compensation insurance policy(s) covering employees employed on the
Project shall be endorsed with a waiver of subrogation providing rights of recovery
in favor of the City.
h. City shall not be responsible for the direct payment of insurance premium costs
for Consultant's insurance.
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 3 of 8
i. Consultant's insurance policies shall each be endorsed to provide that such
insurance is primary protection and any self-funded or commercial coverage
maintained by City shall not be called upon to contribute to loss recovery.
j. In the course of the Agreement, Consultant shall report, in a timely manner, to
City's officially designated contract administrator any known loss occurrence which
could give rise to a liability claim or lawsuit or which could result in a property loss.
k. Consultant's liability shall not be limited to the specified amounts of insurance
required herein.
I. Upon the request of City, Consultant shall provide redacted copies of all
insurance policies required by these Agreement documents.
Article VII
Transfer or Assignment
City and Consultant each bind themselves, and their lawful successors and assigns, to this
Agreement. Consultant, its lawful successors and assigns, shall not assign, sublet or transfer
any interest in this Agreement without prior written consent of the City.
Article VIII
Termination of Contract
(1) a. City may terminate this Agreement for its convenience on 30 days' written notice
to Consultant.
b. Either the City or the Consultant, for cause, may terminate this Agreement if
either party fails substantially to perform through no fault of the other and the
nonperforming party does not commence correction of such nonperformance within
5 days' written notice or thereafter fails to diligently complete the correction.
(2) If City chooses to terminate this Agreement, upon receipt of notice of termination,
Consultant shall discontinue services rendered up to the date of such termination
and City shall compensate Consultant based upon calculations in Article II of this
Agreement and Exhibit "B" attached hereto and incorporated herein.
(3) All reports, whether partial or complete, prepared under this Agreement, including
any original drawings or documents, whether furnished by the City, its officers,
agents, employees, consultants, or contractors, or prepared by Consultant, shall be
or become the property of the City, and shall be furnished to the City prior to or at
the time such services are completed, or upon termination or expiration of this
Agreement.
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 4 of 8
Article IX
Right to Audit
(1) Consultant agrees that the City shall, until the expiration of three (3) years after final
payment under this Agreement, have access to and the right to examine any directly
pertinent books, documents, papers and records of Consultant involving transactions
relating to this Agreement. Consultant agrees that the City shall have access during
normal working hours to all necessary facilities and shall be provided adequate and
appropriate workspace in order to conduct audits in compliance with the provisions of
this section. City shall give Consultant reasonable advance notice of intended audits.
(2) Consultant further agrees to include in all its subcontracts hereunder, a provision to
the effect that the subcontracting consultant agrees that the City shall, until the
expiration of three (3) years after final payment under the subcontract, have access
to and the right to examine any directly pertinent books, documents, papers and
records of such sub-consultant, involving transactions to the subcontract, and
further, that City shall have access during normal working hours to all sub-
consultant facilities, and shall be provided adequate and appropriate work space in
order to conduct audits in compliance with the provisions of this article. City shall
give Consultant and any sub-consultant reasonable advance notice of intended
audit.
(3) Consultant and sub-consultants agree to photocopy such documents as may be
requested by the City. The City agrees to reimburse Consultant for the cost of copies
at the rate published in the Texas Administrative Code in effect as of the time copying
is performed.
(4) Notwithstanding the foregoing, City's right to audit shall not extend to proprietary
information such as the composition of the amount of Consultant's fixed rates and
fees, standard charges, and percentage multipliers.
Article X
Minority Business and Small Business Enterprise (MBE)(SBE) Participation
In accordance with the City's Business Diversity goals (Chapter 20, Article X of the City's
Code of Ordinances a/k/a Ordinance No. 20020-12-2011, as amended), the City has goals
for the participation of minority business enterprises and/or small business enterprises in City
contracts. Consultant acknowledges the MBE and SBE goals established for this Agreement
and its accepted written commitment to MBE and SBE participation. Any misrepresentation
of facts (other than a negligent misrepresentation) and/or the commission of fraud by the
Consultant may result in the termination of this Agreement and debarment from participating
in City contracts for a period of time of not less than three (3) years.
Article XI
Observe and Comply
Consultant shall at all times observe and comply with all federal, state, and local laws and
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 5 of 8
regulations and with all City ordinances and regulations which in any way affect this
Agreement and the work hereunder, and shall observe and comply with all orders, laws
ordinances and regulations which may exist or may be enacted later by governing bodies
having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance
thereof shall be considered. Consultant agrees to defend, indemnify and hold harmless City
and all of its officers, agents and employees from and against all claims or liability arising out
of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its
employees.
Article XII
Immigration Nationality Act
Consultant shall verify the identity and employment eligibility of its employees who perform
work under this Agreement, including completing the Employment Eligibility Verification
Form (1-9). Upon request by City, Consultant shall provide City with copies of all 1-9 forms
and supporting eligibility documentation for each employee who performs work under this
Agreement. Consultant shall adhere to all Federal and State laws as well as establish
appropriate procedures and controls so that no services will be performed by any
Consultant employee who is not legally eligible to perform such services. CONSULTANT
SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES,
LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY
CONSULTANT, CONSULTANT'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Consultant, shall have the right to immediately
terminate this Agreement for violations of this provision by Consultant.
Article XIII
Venue and Jurisdiction
If any action, whether real or asserted, at law or in equity, arises on the basis of any
provision of this Agreement, venue for such action shall lie in state courts located in
Tarrant County, Texas or the United States District Court for the Northern District of Texas
— Fort Worth Division. This Agreement shall be construed in accordance with the laws of
the State of Texas.
Article XIV
Contract Construction
The parties acknowledge that each party and, if it so chooses, its counsel have reviewed
and revised this Agreement and that the normal rule of construction to the effect that any
ambiguities are to be resolved against the drafting party must not be employed in the
interpretation of this Agreement or any amendments or exhibits hereto.
Article XV
Severability
The provisions of this Agreement are severable, and if any word, phrase, clause,
sentence, paragraph, section or other part of this Agreement or the application thereof to
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 6 of 8
any person or circumstance shall ever be held by any court of competent jurisdiction to be
invalid or unconstitutional for any reason, the remainder of this Agreement and the
application of such word, phrase, clause, sentence, paragraph, section, or other part of this
Agreement to other persons or circumstances shall not be affected thereby and this
Agreement shall be construed as if such invalid or unconstitutional portion had never been
contained therein.
Article XVI
Notices
Notices to be provided hereunder shall be sufficient if forwarded to the other Party by
hand-delivery or via U.S. Postal Service certified mail return receipt requested, postage
prepaid, to the address of the other Party shown below:
City of Fort Worth
Attn: Chris Harder, P.E.
Water Department
200, Texas Street
Fort Worth, Texas 76102
Consultant:
GHD Inc.
Attn: Gage Muckleroy PE, BCEE
4747 N. 22nd Street, Suite 200
Phoenix, AZ 85016
Article XVII
Prohibition On Contracts With Companies Boycotting Israel
Consultant acknowledges that in accordance with Chapter 2270 of the Texas Government
Code, the City is prohibited from entering into a contract with a company for goods or
services unless the contract contains a written verification from the company that it: (1)
does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The
terms "boycott Israel" and "company" shall have the meanings ascribed to those terms in
Section 808.001 of the Texas Government Code. By signing this contract, Consultant
certifies that Consultant's signature provides written verification to the City that
Consultant: (1) does not boycott Israel; and (2) will not boycott Israel during the
term of the contract.
Article XVIII
Headings
The headings contained herein are for the convenience in reference and are not intended
to define or limit the scope of any provision of this Agreement
City of Fort Worth,Texas
Standard Agreement for Professional Services
Revision Date:11.07.17
Page 7 of 8
Article XIX
Attachments, Schedules and Counterparts
This Agreement may be executed in one or more counterparts and each counterpart shall,
for all purposes, be deemed an original, but all such counterparts shall together constitute
but one and the same instrument.
The following attachments and schedules are hereby made a part of this Agreement:
Attachment A-Scope of Services & Project Schedule
Duly executed by each party's designated representative to be effective on the date
subscribed by the City's designated Assistant City Manager.
BY: BY:
CITY OF FORT WORTH CONSULTANT
GHD Inc.
Dana BurAhd%fF
Dana BurghdofF ay 21,202016:59 CDT)
Dana Burghdoff q6jMjfkIeroy PE, E
Assistant City Manager Principal Asset Management
May 21, 2020
Date: Date: .5 2/12-020
APPROVAL RECOMMENDED: APPROVED AS TO FORM AND LEGALITY
CAVI, tO�bizyd2-
ByChdstopherHinder(Maayy 2w1,1202010:a1 CDT)
Chris Harder, P.E. Byprrista R.Lopez-Reynol (May21,202 6:03 CDT)
Director,Water Department Christa Reynolds
Senior Assistant City Attorney
Contract Compliance Manager:
By signing, I acknowledge that I am the Form 1295 No. 2020-596120
person responsible for the monitoring and
administration of this contract, including M&C No.:-G-20fft ao-034q
ensuring all performance and reporting
requirements. M&C Date: 05/19/20 _
Tejal Kshatriya ATTEST:
Management Analyst 11
Mary J. Kayser `
City Secretary
CRy d Fart Wad.Texas —' 3
StandardApreement for Prdesdonal Services 1
Revisbn Daw 11.07.17 OFFICIAL Id V- 5'
Pape 8 of
CITY SECRETARt
FT.WORTH,T-X
--- _J
City of Fort Worth, Texas
Mayor and Council Communication
DATE: Tuesday, May 19, 2020 REFERENCE NO.: **M&C 20-0344
LOG NAME: 60STRATEGIC AMPLAN
SUBJECT:
Authorize Execution of a Professional Services Agreement with GHD, Inc., in an Amount Not to Exceed
$396,879.00, for Development of a Strategic Asset Management Plan (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a Professional Services
Agreement with GHD, Inc., for the development of a Strategic Asset Management Plan for the Water
Utility in an amount not to exceed $396,879.00.
DISCUSSION:
On May 1, 2018, by Mayor and Council Communication (M&C) C-28671, the City Council authorized an
amendment to an agreement with Freese and Nichols, Inc. to conduct an asset management maturity
assessment for the Water Utility, as a component of its ongoing asset management initiatives. The
resulting assessment produced several recommendations for initiatives that would further the City's asset
management objectives. One of the recommendations was the development of a Strategic Asset
Management Plan (SAMP). Creation of a Strategic Asset Management Plan will allow the Utility to
implement an overarching asset management framework to guide decision making across the
organization.
A Request for Proposals was issued in December 2019. An extensive review of the seven submissions
resulted in the selection of GHD, Inc. GHD, Inc. has extensive experience working with water and
wastewater utilities across the globe in the development of asset management strategies and objectives.
GHD, Inc. will work with staff to develop a Strategic Asset Management Plan that follows the Institute of
Asset Management(IAM) guidelines. The plan will include an Asset Management Framework and an
Asset Management implementation Plan (roadmap/schedule).
M/WBE—A waiver of the goal for SBE subcontracting requirements was requested by the Water
Department and approved by OBD, in accordance with the BDE Ordinance, because the purchase of
goods and services is from sources where subcontracting or supplier opportunities are negligible.
The Agreement with GHD, Inc. will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously
appropriated, in the Water& Sewer Fund to support the approval of the above recommendation and
execution of the agreement. Prior to any expenditure being incurred, the Water Department has the
responsibility to validate the availability of funds.
FUND IDENTIFIERS (FIDs):
TO _
Fund Department Accoun Project �ProgramlActiviity Budget Reference # u
ID ID _ Year (Chartfield 2)�
FROM
Fund Department lAccoun Project ProgramActivity Budget Reference# mount
ID ID Year (Chartfield 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Dana Burghdoff (8018)
Originating Department Head: Chris Harder (5020)
Additional Information Contact: Tejal Kshatriya (8583)
ATTACHMENTS
1. 60STRATEGIC AMPLAN FID TABLE.xlsx (CFW Internal)
2. 60STRATEGICAMPLAN 1295.pdf (CFW Internal)
3. 60STRATEGICAMPLAN CIQ.pdf (Public)
4. 60STRATEG]CAM PLAN MWBE.pdf (CFW Internal)
5. AM PLAN funding availability.PNG (CFW Internal)
6. GHD Inc. Sam Search.pdf (CFW Internal)
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Fort Worth Water Strategic Asset Management Plan
Asset Management Program
Phase 1
SCOPE OF WORK
April 20, 2020
The following is the Scope of Work(SOW)for the development of a Strategic Asset Management Plan
(SAMP) for Fort Worth Water Department (FWW).
The Scope of Work outline is divided into the following work breakdown tasks:
Task 1 Project Management
Task 2 SAMP Implementation Strategy
Task 3 Asset Management Framework
Task 4 Return on Investment(ROI)Analysis
Task 5 Strategic Asset Management Plan (Roadmap)
Task 6 Pilot Tactical Asset Management Plan
`task 1 e Project Management
Subtasks 1.1 —Project Kickoff Meeting and Data Request
The GHD team will conduct a 2-hour kick-off meeting with FWW. The GHD team will prepare a Work Plan
in advance of the kick-off meeting that charters the work to be performed, including:
• An explanation of the project purpose and objectives
• Proposed approach & methodology to accomplish each Task—Project Work Plan
• Key stakeholders (internal and external)
• Project Schedule and Deliverables
• Project Communication Plan
• Data Request Information Memorandum
Prior to the project kick-off meeting, GHD will request asset management(AM) related documents from
FWW. The document request will be discussed at the kick-off meeting. Examples of documents the GHD
Team will be interested in receiving include but are not limited to, asset commissioning documents,
condition and risk scoring models, condition assessment protocols, rehabilitation planning documents,
strategic plans, master plans, budget documents, asset data (Maximo CMMS and GIS), ITpipes (CCTV),
[CAP system, and similar related information.
GHD will review the data and information provided by FM from the perspective of identifying the
portfolio of assets to include in the SAMP, as well as to identify existing AM processes, procedures,
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 1 of 9
Levels of Service and KPIs, and workflows on which to build upon. Outputs of this task will be direct inputs
into Tasks 2 and 3.
Subtask 1.2—Project Management
GHD will provide project management associated tasks throughout the project, including monthly updates
of the project schedule, invoicing, and bi-weekly project meetings. This scope of work is based on a
twelve-month project schedule.
Please note that for workshops the following sequence will be used for scheduling purposes:
Step 1 -GHD Team obtains information on FWW existing KPIs, processes, work practices, and KPI
results.
Step 2—GHD Team develop draft recommendations. (10 days ahead of scheduled FWW workshop)
Step 3—FWW staff to schedule an internal meeting with a small Executive Team to review draft
recommendations.
Step 4-GHD Team to schedule a conference call with FWW and GHD to capture comments and
thoughts.
Step 5- GHD Team address comments and revise recommendations and present at FWW
Scheduled Workshop
Step 6-GHD Team capture additional comments and develop Final Deliverable Back to FWW
(Within one (1)week after Workshop)
Subtask 1.3—Project Collaboration Website
GHD will set up a Project on Microsoft Teams as a collaborative worksite. Microsoft Teams will provide a
repository for project files, deliverables, and virtual meetings and workshops.
Task 1 Deliverables:
• Agenda, minutes and other materials for 2-hour kick-off meeting agenda (Webex)
• Asset Data and Information Request Technical Memorandum
• Project Work Plan including Project Schedule
• Project QA/QC
• Monthly invoices based on a 12-month Project Schedule
• Bi-weekly PM Meetings Communication (total of 26)
• Project website
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 2 of 9
Task 2 - SAMP Implementation Strategy
The purpose of this task is to perform a strategic assessment of FWW's current asset management
program. The output of the assessment will be used to develop an implementation strategy for the
Strategic Asset Management Plan. This assessment will be based on the GHD Team's existing
experience and knowledge of FWW's current asset management practices.
The GHD Team will establish a clear definition of what will be included in the SAMP and develop initial AM
objectives and strategies for the physical infrastructure assets, as well as asset-related activities. Specific
details are outlined in the following subtasks.
Subtask 2.1 —Existing Asset Management Program Assessment
Based on data and information received as a result of the data request memorandum in Task 1 and
building upon work already completed, the GHD Team will develop an assessment summary of the
current AM Program.
The current state review will include:
• Review of asset data and information available (e.g., condition/performance, risk) including linear
(e.g., pipes) and vertical (e.g., facility).
• Financial planning strategy (capital and O&M financial planning and funding strategies)
• Existing roles and responsibilities, resources, and personnel job requirements
• Decision-making processes and practices, prioritization methodology and decision support systems
• Engineering standard specifications
• Capital project management and inspection document
• Business plans and contingency planning
• Risk management planning
• Key Performance Indicators (KPIs) and historical data
• Replacement, rehabilitation and disposal strategy
• Current and historical system renewal investment
• Existing communication strategies
FWW's existing asset investment decision-making methodology, over the complete asset lifecycle
(planning, design, construction, commissioning, operations& maintenance, decommissioning, and
disposal), will be reviewed from the perspective of how it aligns with AM best practices such as risk and
levels of service(LOS) evaluation.
The AM Program assessment will include one 3-hour workshop to review AM Program and evaluate the
current KPI's in terms of data captured and benefits achieved in driving AM needs of Fort Worth Water.
and address questions.
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 3 of 9
Subtask 2.1 Deliverables:
• Agenda, minutes and materials for one 3-hour review workshops
• Draft and Final Technical Memorandum summarizing Assessment of AM Program.
Subtask 2.2—Assessment and Review of Existing AM Analytic Tools and Systems
The GHD team will perform a strategic level assessment of FWW's existing data and information
technology systems that support key AM framework elements. In order to effectively implement the AM
Program, FWW will need to collect, store, and analyze data in an effective manner aligned to the asset
activities and functional strategies identified in the SAMP. Our Team will determine the types of systems
and supporting practices that are required and evaluate how they align with FWW's existing systems. Our
findings will be used to develop a business case for improving technology solutions in support of FWW,
achieving its asset management objectives, and implementing the SAMP. The technology review will
include, but not be limited to:
• ESRI ArcGIS
• Sensus Flexnet AM]
• IBM Maximo Asset Management
• Customer Information System (CIS)
• Infrastructure Technologies ITPipes
• Supervisory Control and Data Acquisition (SCADA) systems.
• Innovyze InfoAsset Planner, InfoWater and InfoWorks ICM
• Other Analytic Tools and Systems
The Analytic Tools and Systems Systems' review will also include data capture needs and integration
requirements. The review will examine current business processes and make recommendations to
optimize and integrate tools into the asset management program more effectively. Outputs of the
assessment will inform both Tasks 4 and 5.
Subtask 2.2 Deliverables:
• Agenda, minutes and materials for one 2-hour Systems Review Workshop
• Draft and Final Current State of IT Systems Technical Memorandum will include recommendations to
add/modify and integrate with other data sources.
Subtask 2.3—SAMP Implementation Strategy Vision and Goals
The objective of this subtask is to:
• Present alternative approaches used by other utilities in developing a SAMP and asset management
implementation strategy.
• Create a shared understanding and vision of the SAMP as well as longer-term SAMP implementation
goals.
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 4 of 9
• Develop an AM Program Team Charter.
The GHD team will facilitate a Workshop in order to develop an approach and outline for the SAMP and
implementation strategy. GHD will use the outcomes from Subtasks 2.1 and 2.2 (assessments of the AM
Program and IT Systems) to support the program, the FWW existing AM Policy, existing Business Plan,
and examples from other Utilities in order to develop the implementation strategy and form the basis of a
Project Team Charter.
This task will develop short term, medium-term and longer-term implementation strategies for the Asset
Management Program that identifies needs related to Physical Assets, Existing Roles and
Responsibilities, Decision Making Process, Prioritization Methodology, and Return of Investment (ROI)
Financial Strategy to justify continued investment in Asset Management Program.
The GHD team understands that FWW is developing an overall Communication Plan for the Department
and will take into account as part of developing the implementation strategy for the Asset Management
Program.
These strategies will be incorporated into each of the various frameworks identified and developed in
detail in Task 3.
Subtasks 2.1, 2.2 and 2.3 will be summarized in a technical memorandum and that will be inputs into
developing the Return on Investment (Task 4) and overall SAMP Implementation Plan (Task 5).
Subtask 2.3 Deliverables:
• Agenda, minutes and materials for one 2-hour workshops
• Draft and Final AM Program Team Charter
• Draft SAMP Table of Contents
• Draft and Final SAMP Implementation Strategy Technical Memorandum
'task 3 — Asset Management Framework
The GHD team will conduct a series of workshops focused on developing the primary AM Framework
elements and business processes needed for data-driven AM decision making. The purpose of the
workshops will be to review best practices and develop recommendations for improving existing elements
of the AM Framework that FWW is currently doing and to develop an overall enterprise decision-support
framework. It is important to develop and document an overall AM Framework that will allow different
asset classes (e.g., pipes vs. pumps, water vs. wastewater) to be able to be compared from a cost of
service, risk, and level of service perspective for asset management decision making.
The initial AM Framework elements identified for the workshops with the purpose of alignment into an
overall AM Framework would include the following:
• Workshop No. 1
- Asset Register, Hierarchy and Asset Definition
- Condition and Performance Assessment Framework
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 5 of 9
Risk Management Framework
• Workshop No. 2
- Levels of Service Framework and Key Performance Indicators
• Workshop No. 3
Asset Lifecycle(Whole Lifecycle including Capital and O&M) Strategies and Financial Planning
Strategy
- Tactical Asset Management Plan (TAMP) Framework and Structure (including Table of Contents,
Frequency, etc.)
Capital Improvement Planning, Business Case Evaluation (BCE) Process, and Project
Prioritization
• Workshop No. 4
- Data and Digital Strategy (including Decision Support Systems, data visualization, etc.)
- Organization and People Strategy including Roles and Responsibilities
- Communication Strategy
The above AM Framework elements will be reviewed and further developed as part of four 4-hour
workshops facilitated by the GHD Team. The content and initial AM Framework recommendations will be
based on the review of the existing asset portfolio and outputs of the Task 2 SAMP Implementation
Strategy.
Based on the input received during the workshops, the GHD Team will develop a Draft and Final AM
Framework document.
The AM Framework document will incorporate the output of the four workshops into a recommended
FWW utility-wide (e.g., common to all) asset management framework. For example, the GHD team will
work with FWW to develop an enterprise (or utility-wide) risk framework that may be applied to different
asset groups and classes in a similar manner that will allow comparison and used in a common
prioritization process. For example, this will include a common scoring methodology for likelihood and
consequence of failure.
The utility-wide AM Framework will be structured to incorporate and build upon ongoing and previous work
that considers key performance indicators (KPIs), financial reporting structure (hierarchy) and that allows
roll-up/comparison of AM metrics such as risk, performance and other measures across different asset
classes and systems.
Task 3 Deliverables:
• Agenda, minutes and materials for four 4-hour workshops
• Draft and Final AM Framework Technical Memorandum
Task 4 - Return on Investment and Asset Portfolio Investment
Requirements
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 6 of 9
Task 4 will include a lifecycle cost and investment analysis based on existing asset data and information
and an overall Return on Investment(ROI) assessment needed to meet current Levels of Service Key
Performance Indicators (KPIs).
GHD Team will do a detailed review asset portfolio. The detailed review will be based on available
information for linear and vertical assets that include existing asset data, asset type, class, age, condition,
consequence of failure, replacement cost, and current replacement/rehabilitation strategies.
Using the available data and information on the asset portfolio and current asset management practices,
and inputs from the AM Framework developed in Task 3, the GHD team will review and calculate an
estimated ROI for the AM Program. The ROI analysis will include modelling a run to fail strategy and a risk
based strategy. Inputs into the ROI determination will include:
• Estimated investment requirements for the current asset portfolio based on available information,
including assignment of initial asset class strategies.
• Estimated investment requirements for the overall SAMP based on the GHD Team's experience
working with other utilities and identified needed improvements.
• Estimated improvements to KPIs, Levels of Service, and projected efficiencies in costs of delivering
services.
Considering existing KPI performance to date and associated expenditures, GHD will estimate FWW's
ROI related to asset management activities trending over a 5-10-year period.
Task 4 includes one 2-hr Workshop. The objective of the Workshop will be to present to Executive
Leadership the initial ROI of the AM Program including initial findings and recommendations of the SAMP
development process and to determine an initial level of required investment required to maintain the
current asset portfolio based on the existing Levels of Service and KPIs.
Outputs from the Workshop will be used to guide the project team during the development of the SAMP.
Task 4 Deliverables:
• Agenda, minutes and materials for one 2-hour Current State of the Assets and Asset Management
Program Workshop
• Draft Return on Investment Summary Technical Memorandum (Final ROI TM will be incorporated into
Task 6 Strategic Asset Management Plan report)
Task 5 — Strategic Asset Management Plan
The GHD Team will develop recommended improvement tasks for the AM Implementation Strategy and
AM Framework based on outputs of Tasks 2 and 3. The recommended improvement tasks will be aligned
to the organization structured around four primary core functional process areas as follows:
• Planning Function
• Core-Service Delivery Function
• Performance Management Function
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 7 of 9
• Support Services Function
Implementation tasks will include:
• Implementation task description
• Task objectives and benefits
• Internal costs (e.g., general staff requirements expressed as full-time equivalents (FTEs))
• External costs (e.g., consulting, software, condition assessment contracting)
• Priority level recommendations (timing Short-term, Medium-term and Long-term)
• Organizational and staff ownership, roles and responsibilities
Based on the AM Implementation Strategy and AM Framework, the GHD team will update the ROI
analysis completed as part of Task 4, considering final.recommendations on tasks, scope, and priority.
The final SAMP will be linked to the FWW Business Plan and incorporate existing and proposed KPIs for
the recommended short, medium, and long-term strategies. The recommended list of improvement tasks
and priorities will be presented at a 2-hour Roadmap Planning Workshop with the Executive Leadership
Team.
Based on the results and input from the Roadmap Planning Workshop, the GHD Team will develop a
Draft and Final SAMP. The SAMP will include:
• Current State of The Asset Portfolio
• AM Program and IT System Assessment Summary (Task 2)
• AM Implementation Strategy (Short, Medium and Long-term) (Task 2)
• AM Framework(Task 3)
• Prioritized AM Implementation Tasks
• Organizational Roles and Responsibilities
• Return on Investment for the AM Program (updated from Task 4)
• AM Implementation Schedule (Roadmap)
The SAMP will include a recommendation on level, frequency, and structure for developing Tactical Asset
Management Plans. The roadmap schedule will include a prioritized list and scope for TAMPs.
The GHD team will present the Draft and Final SAMPs at on-site workshops.
Task 5 Deliverables:
• Agenda, minutes and materials for one 2-hour Roadmap Planning Workshop
• Draft and Final Strategic Asset Management Plan
• Presentation of Final SAMP to FWW's Senior Leadership
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 8 of 9
Task 6 - Pilot Tactical Asset Management Plan
This task is part of the pilot approach to asset management process implementation, which will enable a
test-phase for making adjustments before rolling out the various frameworks to the entire organization.
The pilot will consist of developing a Tactical Asset Management Plan (TAMP)for a sample group of
assets to be determined by FWW(e.g., a single treatment process at the Water Treatment Plant).
A major objective of the pilot TAMP is to demonstrate an ROI for implementing the asset management
process and procedures. Other benefits include refinement of implementation strategies, including leading
and managing change.
The GHD team understands that FWW is currently executing RISK ASSESSMENT FRAMEWORK
DEVELOPMENT project for facility assets. The GHD team will incorporate the outputs of that work into the
pilot TAMP. Based on the risk project results, FWW will provide the GHD team with an asset register
(including hierarchy) populated with asset data to be used in the pilot TAMP development. Required
populated data will include:
Asset Hierarchy and Register for the pilot group of assets including material and sizing information
(e.g. diameter, HP, voltage, etc.).
• Condition/Performance scoring for the pilot group of assets.
• Consequence of Failure scoring including identifying existing mitigation (e.g. redundant systems,
critical spares)for the pilot group of assets.
The following tasks will be completed in the development of the pilot TAMP:
• Pilot the AM Framework elements developed in Task 3.
• Assign Management Strategy Groups (asset class Lifecycle Capital and O&M strategies).
• Develop Risk Mitigation Strategies (Capital and O&M) for the pilot group of assets.
• Develop Levels of Service and KPIs for the pilot group of assets.
• Develop Capital and O&M Investment Strategies for the pilot group of assets.
• Develop Financial Funding Strategy for the pilot group of assets.
• Develop Pilot Tactical Asset Management Plan.
Task 6 Deliverables:
• Agenda and materials for three 4-hour workshops to pilot the framework elements
• Draft and Final Pilot TAMP
• Agenda, minutes and materials for two 2-hour Draft TAMP review meetings
GHD Inc.April 20,2020 SOW Strategic Asset Management Plan 9 of 9
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