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HomeMy WebLinkAboutContract 46815-A2 tto CSC: 46815-A2 RECEIVED SECOND AMENDMENT TO JUN 1 2020 FORT WORTH CITY SECRETARY CONTRACT NO. 46815 Cirr of FORT WORTH CITY SECRETARY This Second Amendment to Fort Worth City Secretary Contract No. 46815 ("Second Amendment") is made between the City of Fort Worth("Fort Worth"), a municipal corporation, acting herein by and through Dana Burghdoff, its duly authorized Assistant City Manager and Brio Services, LLC d/b/a Brio Consulting LLC ("Vendor"), acting herein through Nancy Lerner, its duly authorized CEO; WHEREAS, Fort Worth and Vendor entered into a Professional Services Agreement for a period of three years beginning July 2, 2015 ("Agreement")to implement the Water Department Asset Management System; and WHEREAS, Fort Worth and Vendor executed a First Amendment to the Agreement on July 1, 2018 to upgrade the Water Department Asset Management System; and WHEREAS, Fort Worth determined it was necessary and prudent to modify the schedule necessitating an extension of the project schedule and contract terms, and it is the collective desire of both Fort Worth and Vendor to proceed with these tasks in accordance with the modified schedule: NOW THEREFORE,known by all these present, Fort Worth and Vendor, acting herein by the through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: 1. Paragraph 2 Term is hereby deleted and replaced in its entirety with the following: This Agreement shall commence on July 2, 2015 ("Effective Date") and shall expire no later than September 30, 2022 ("Expiration Date"), unless terminated earlier in accordance with the provisions of this Agreement or otherwise extended by the parties. This Agreement may be renewed for three (3) additional terms of one (1) year each upon mutual written consent of the parties." 2. All other terms,provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. Executed effective as of the date signed by the Assistant City Manager below. [Signature Page Follows] ®FFOCIAL CITY SECRET ' FT WORTH, 1`- CSC: 46815-A2 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all By: Dana Burghdoff(J 8,2020 4:30CDT) performance and reporting requirements. Name: Dana Burghdoff Title: Assistant City Manager Date: Jun 8,2020 By: Ricbar Lisenbee(Jun s,202014:07 CDT) Name: Richard Lisenbee Approval Recommended: Title: Senior IT Manager,Water Department Approved as to Form and Legality: ChrisT�he�rrar�lev By: Christopher Harder(Jun a,2020 09:36 CDT) Name: Chris Harder - Title: Director, Water Department By: trDng(JDn8,202013:37 T) Name:�John B. Strong Attest: (� "(/(� Title: Assistant City Attorney E... `Contract Authorization: M&C: No M&C required By: r lJ Name: Mary Kayser Title: City Secretary VENDOR: BRIO SERVICES, LLC d/b/a BRIO CONSULTING LLC By: Nancy Cerner(J un 5,202014:04 CDT) Name: Nancy Lerner Title: Chief Executive Officer Date: J u n 5, 2020 CITY SECRE 54,". ADDITIONAL BACKGROUND INFORMATION FOR BRIO SECOND AMENDMENT TO CSC 46815 City Secretary Contract No. FORT WORT ff, t �y� ON,. 4e !9 1; PROFESSIONAL SERVICES AGREEMENT (fnformo ion Technology) This PROFESSIONAL SERVICES AGREEMENT ("Agreement') is made and entered into by and between the CITY OF FORT WORTH (the "City" or"Client"), a Texas home-rule municipal corporation, and Brio Services, LLC,("Consultant" or"Contractor"), a Texas Limited Liability Company. City and Consultant are each individually referred to herein as a"party"and collectively referred to as the"parties." CONTRACT DOCUMENTS: The Contract documents shall include the following: I. This Agreement for Professional Services 2. Exhibit A—Statement of Work plus any amendments to the Statement of Work 3. Exhibit B—Payment Schedule 4. Exhibit C— Milestone Acceptance Form 5. Exhibit D—Network Access Agreement 5. Exhibit E—Signature Verification Form All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the event of any conflict between the documents, the terms and conditions of this Professional Services Agreement shall control. The term "Consultant" or"Contractor" shall include the Consultant or Contractor, and its officers, agents, employees, representatives, servants, contractors or subcontractors. The term "City" shall include its officers, employees,agents,and representatives. I. Scope of Services. Consultant hereby agrees, with good faith and due diligence, to provide the City with professional consulting services for the purpose of improving the City Water Department's asset management program by strategically outsourcing certain technology, optimizing and standardizing processes and tools, upgrading the asset management software, extending the technology to additional City Water Department divisions, and improving coordination and communication with other departments. Specifically,Consultant will direct the activities of the City's technical service provider (TSP) and hosting service provider (HSP) for the asset management program, Total Resource Management, Inc., including communication of functional requirements as well as review of specifications, deliverables, milestone acceptance forms and invoices, and will provide program management, process improvement, functionat configuration, user training, and all other duties outlined and described in the Statement of Work, which is attached hereto as Exhibit "A" and incorporated herein for all purposes, and further referred to herein as the "Services." Consultant shall perform the Services in accordance with standards in the industry for the same or similar services. In addition, Consultant shall perform the Services in accordance with all applicable federal, state, and local laws, rules, and regulations. If there is any conflict between this Agreement and Exhibit A,the terms and conditions of this Agreement shall control, 2. Term, This Agreement shall commence upon the date that both the City and Consultant have executed this Agreement ("Effective Date")and shall expire no later than twenty-four(24)months following the Effective Date ("Expiration Bate"), unless terminated earlier in accordance with the provisions of this Agreement or otherwise extended by the parties. This Agreemen 7may bc reRwer or (3)additional terms for one(1)year each upon OFFICIAL RECORD Brio Services,LLC CITY SECRETARY Professional Services Agreement-Technology Page 1 of 49 FT, WORTH, TX Rev 11 rzo 14 City Secretary Contract No. mutual %Titten consent of'the parties. 3. Compensation. The City shall pay Consultant an amount not to exceed$1,603,103.00 in accordance with the provisions of this Agreement and Exhibit "B," Payment Schedule, which is attached hereto and incorporated herein for all purposes. Consultant shall not perform any additional services for the City not specified by this Agreement unless the City requests and approves in writing the additional costs for such services. The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless the City first approves such expenses in writing.City agrees to pay all invoices of Consultant within thirty(30)days of receipt of such invoice. 4. Termination. 4.1. Convenience. Either the City or Consultant may terminate this Agreement at any time and for any reason by providing the other party with 60 days written notice of termination. 4,2 Breach. Subject to Section 29 herein, either party may terminate this Agreement for breach of duty, obligation or warranty upon exhaustion of all remedies set forth in Section 29. 4.3 Fiscal Funding Out. In the event no funds or insufficient funds are appropriated by the City in any fiscal period for any payments due hereunder, the City will notify Consultant of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.4 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date,the City shall pay Consultant for services actually rendered up to the effective date of termination and Consultant shall continue to provide the City with services requested by the City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason,Consultant shall provide the City with copies of all completed or partially completed documents prepared under this Agreement. In the event Consultant has received access to City information or data as a requirement to perform services hereunder,Consultant shall return all City provided data to the City in a machine readable format or other format deemed acceptable to the City. 5. Disclosure of Conflicts and Confidential Information. 5.1 Disclosure of Conflicts. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement. Consultant hereby agrees immediately to make full disclosure to the City in writing. 5.2 Confidential information. The City acknowledges that Consultant may use products, materials, or methodologies proprietary to Consultant. The City agrees that Consultant's provision of services under this Agreement shall not be grounds for the City to have or obtain any rights in such proprietary products, materials,or methodologies unless the parties have executed a separate written agreement with respect thereto. Consultant, for itself and its officers, agents and employees, agrees that it shall treat all information provided to it by the City ("City Information") as confidential and shall not disclose any such information to a third party without the prior written approval of the City. 5.3 Unauthorized Access. Consultant shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Consultant shall notify the City immediately if the security or integrity of any City information has been compromised or is believed to have been compromised, in which event, Consultant shall, in good faith, use all commercially reasonable efforts to cooperate with the City in identifying what 'information has been accessed by unauthorized means and shall fully cooperate with the City to protect such information from further unauthorized disclosure. Brio Services,LLC Professional Services Agreement-Teehnoiagy Page 2 of48 Rev. 11/2014 } City Secretary Contract No. b. Rip-ht to Audit. 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 at reasonable times any directly pertinent books, documents, papers and records of the Consultant involving transactions relating to this Agreement at no additional cast to the City. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Consultant not less than 10 days written notice of any intended audits. Consultant further agrees to include in all its subcontractor agreements hereunder a provision to the effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final payment of the subcontract, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of such subcontractor involving transactions related to the subcontract, and further that City shall have access during normal working hours to all subcontractor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this paragraph, City shall give subcontractor not less than 10 days written notice of any intended audits. 7. Independent Contractor. It is expressly understood and agreed that Consultant shall operate as an independent contractor as to all rights and privileges granted herein. and not as agent, representative or employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, contractors and subcontractors. Consultant acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and employees, and Consultant,its officers,agents,employees, servants,contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant. . It is further understood that the City shall in no way be considered a Co-employer or a Joint employer of Consultant or any officers, agents, servants, employees or subcontractors of Consultant. Neither Consultant, nor any officers, agents, servants, employees or subcontractors of Consultant shall be entitled to any employment benefits from the City. Consultant shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself,and any of its officers,agents,servants,employees or subcontractors. 8. LIABILITY AND INDEMNIFICATION. A. LIABILITY - CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. B. INDEMNIFICATION - CONSULTANT HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS, AND ANY RESULTING LOST PROFITS) PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, AND DAMAGES FOR CLAIMS OF INTELLECTUAL PROPERTY INFRINGEMENT, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT,TO THE EXTENT CAUSED BY THE ACTS OR OMISSIONS OF CONSULTANT, ITS OFFICERS, AGENTS, SUBCONTRACTORS, SERVANTS OR EMPLOYEES. Brio Services,:,LC Professional Services Agreement-Technology Page 3 of 48 Rev. 1 112414 City Secretary Contract No. C. INTELLECTUAL PROPERTV INFRINGEMENT—(i)The Consultant warrants that all Deliverables, or any part thereof, furnished hereunder, including but not limited to: programs, documentation, software, analyses, applications, methods, ways, and processes (in this Section SC each individually referred to as a "Deliverable" and collectively as the"Deliverables,") do not infringe upon or violate any patent, copyrights, trademarks,service marks, trade secrets,or any intellectual property rights or other third party proprietary rights,in the performance of services under this Agreement. (ii)Consultant shall be liable and responsible for any and all claims made against the City for infringement of any patent,copyright, trademark, service mark,trade secret,or other intellectual property rights by the use or or supplying or any Deliverable(s) in the course of performance or completion of, or in any way connected with providing the services,or the City's continued use of the Deliverables)hereunder. (iii)Consultant agrees to indemnify,defend,settle,or pay,at its own cost and expense,including the payment of attorney's fees,any claim or action against the City for infringement of any patent, copyright,trade mark, service mark,trade secret,or other intellectual property right arising from City's use or the Deliverable(s),or any part thereof, in accordance with this Agreement, it being understood that this agreement to indemnify, defend, settle or pay shall not apply if the City modifies or misuses the Deliverable(s).So long as Consultant bears the cost and expense of payment for claims or actions against the City pursuant to this section 8, Consultant shall have the right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, City shall have the right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect the City's interest, and City agrees to cooperate with Consultant in doing so. In the event City, for whatever reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against the City for infringement arising under this Agreement,the City shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, Consultant shall fully participate and cooperate with the City in defense of such claim or action. City agrees to give Consultant timely written notice of any such claim or action, with copies of all papers City may receive relating thereto. Notwithstanding the foregoing,the City's assumption of payment of costs or expenses shall not eliminate Consultant's duty to indemnify the City under this Agreement. If the Deliverable(s), or any part thereof,is held to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or compromise,such use is materially adversely restricted, Consultant shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to continue to use the Deliverable(s); or (b) modify the Deliverable(s) to make them/it non-infringing, provided that such modification does not materially adversely affect City's authorized use of the Deliverable(s); or (c) replace the Deliverable(s) with equally suitable, compatible, and functionally equivalent non-infringing Deliverable(s) at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Consultant, terminate this Agreement,and refund all amounts paid to Consultant by the City,subsequent to which termination City may seek any and all remedies available to City under law. CONSULTANT'S OBLIGATIONS HEREUNDER SHALL BE SECURED BY THE REQUISITE INSURANCE COVERAGE AND AMOUNTS SET FORTH IN SECTION 10 OF THIS AGREEMENT. 9. Assitrnment and Subcontracting. Consultant shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of the City. If the City grants consent to an assignment, the assignee shall execute a written agreement with the City and the Consultant under which the assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations under this Agreement prior to the assignment. If the City grants consent to a subcontract, the subcontractor skull execute a written agreement with the Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. 10. INSURANCE 10.1 Consultant shall provide the City with certificates) of insurance documenting policies of the following Brio Services,LLC Professional Services Agreement-Technology Page 4 of 48 Rev. 11 f2014 City Secretary Contract No. minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: I. Commercial General Liability $1,000.000 Each Occurrence $1,000,000 Aggregate 2, Automobile Liability $1,000,000 Each occurrence on a combined single limit basis Coverage shall be on any vehicle used by the Consultant, its employees, agents, representatives in the course of the providing services under this Agreement. "Any vehicle" shall be any vehicle owned, hired and non-owned 3. Worker's Compensation -Statutory limits Employer's liability S100,000 Each accident/occurrence S 100,000 Disease-per each employee S500,000 Disease-policy limit This coverage may be written as follows: Workers' Compensation and Employers' Liability coverage with limits consistent with statutory benefits outlined in the Texas workers' Compensation Act (Art. 8308 — 1.01 et seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers' Liability of$100,000 each accident/occurrence, $500,000 'bodily injury disease policy limit and$[00,000 per disease per employee 4. Technology Liability(E&O) S1,000,000 Each Claim Limit S 1,000,000 Aggregate Limit Coverage shal i include, but not be limited to,the Following: (i)Failure to prevent unauthorized access (ii)Unauthorized disclosure of information (iii) Implantation of malicious code or computer virus (iv)Fraud, Dishonest or Intentional Acts with final adjudication language Technology coverage may be provided through an endorsement to the Commercial General Liability (COL) policy, or a separate policy specific to Technology E&O. Either is acceptable if coverage meets all other requirements. Any deductible will be the sole responsibility of the Prime Vendor and may not exceed $50,000 without the written approval of the City_ Coverage shall be claims-made, with a retroactive or prior acts date that is on or before the effective date of this Contract. Coverage shall be maintained for the duration of the contractual agreement and for two(2)years following completion of services provided. An annual certificate of insurance shall be submitted to the City to evidence coverage. 10.2 General Insurance Requirements: I. All applicable policies shall name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. 2. The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of the City of Fart Worth. Brio Ssrvices,LLC Professional Services Agreemeni-Technology Page 5 or 4A Rev, 1112014 City Secretary Contract No. 3. A minimum of Thirty (30)days' notice of cancellation or reduction in limits of coverage shal be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of premium. Notice shall be sent to the Risk Manager,City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 4. The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A- Vil in the current A.M. Best Key Rating Guide. or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required,written approval of Risk Management is required,. 5. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. 6. Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to and approved by the City's Risk Management Division prior to execution of this Agreement. 1 1. Com2liance with Laws,Ordinances, Rules and Regulations. Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations, Consultant shall immediately desist from and correct the violation. 12. Nan-Discrimination Covenant. Consultant, for itself, its personal representatives,assigns, subcontractors and successors in interest, as part of the consideration herein„ agrees that in -he performance of Consultant's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. if any claim arises from an alleged violation of this non-discrimination covenant by Consultant, its personal representatives, assigns, subcontractors or successors in interest, Consultant agrees to assume such liability and to indemnify and defend the City and hold the City harmless from such claim. 13. Notices. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other parry by United States Mail,registered, return receipt requested, addressed as follows: TO THE CITY: City of f•'ort Worth With Copy to the City Attorney Attn: Fernando Costa at same address 1000 Throckmorton Fort Worth TX 76102 Facsimile:(817)392-6134 TO CONSULTANT: Brio Services,LLC DISIA Brio Consulting, LLC Attn.Nancy Lerner [1152 Westheimer 0685 Houston,TX 77042 Facsimile: 713-975-82 l 9 14. Solicitation of Employees. Neither the City not Consultant shall, during the term of this Agreement and additionally for a period of one year after its termination, solicit for employment or employ, whether as employee or independent contractor, any person who is or has been employed by the other during the term of this Agreement, without the prior written consent of the person's employer. This provision shall not apply to an employee who responds to a general solicitation or advertisement of employment by either party. Brio Services,LLC Professional Services Agreement-Technology Page 6 of 49 Rev. I I f2A 1.4 0 City Secretary Contract No. 15. Governmental Powers. It is understood and agreed that by execution of this Agreement,the City does not waive or surrender any of its governmental powers. 16. No Waiver. The failure of the City or Consultant to insist upon the performance of any term or provision of this Agreement or to exercise any right grarted herein shall not constitute a waiver of the City's or Consultant's respective right to insist upon appropriate performance or to assert any such right on any Future occasion. 17. Governing Law and Venue. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action,whether real or asserted,at law or in equity, is brought on the basis 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. 18. 5e►•erahility. If any provision of this Agreement is held to be invalid, illegal or unenforceable,the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 19. Force Maieure. The City and Consultant shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control (force majeure), including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, tires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 20. Headings Not Controlling. Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 21. Review of Counsel. The parties acknowledge that each party and its counsel have reviewed this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto. 22. Amendments. No amendment of this Agreement shall be binding upon a party hereto unless such amendment is set Forth in a written instrument,and duly executed by an authorized representative of each party. 23. Entirety of Agreement. This Agreement, including any exhibits attached hereto and any documents incorporated herein by reference, contains the entire understanding and agreement between the City and Consultant, their assigns and successors in interest,as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. Brio Services,LLC Professional Services Agreement-Teehnologv Page 7 of 4$ Rev. 1 1/2014 City Secretary Contract No. 24. 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 one and the same instrument. An executed Agreement, modification, amendment, or separate signature page shall constitute a duplicate if it is transmitted through electronic means, such as fax or a-mail, and reflects the signing of the document by any party. Duplicates are valid and binding even if an original paper document bearing each party's original signature is not delivered. 25, Warranty of Services. Consultant warrants that its services will be of a professional quality and conform to generally prevailing industry standards. City must give written notice of any breach of this warranty within thirty (30)days from the date that the services are completed, In such event, at Consultant's option, Consultant shall either(a) use commercially reasonable efforts to re-perform the services in a manner that conforms with the warranty, or(b)refund the fees paid by the City to Consultant for the nonconforming services. 26. Milestone Acceptance. Consultant shall verify the quality of each deliverable before submitting it to the City for review and approval. The City will review all deliverables to determine their acceptability and signify acceptance by execution of the Milestone Acceptance Form, which is attached hereto as Exhibit "C." If the City rejects the submission, it will notify the Consultant in writing as soon as the determination is made listing the specific reasons for rejection. The Consultant shall have ten (10)days to correct any deficiencies and resubmit the corrected deliverable. Payment to the Consultant shall not be authorized unless the City accepts the deliverable in writing in the Form attached. The City's acceptance will not be unreasonably withheld. 27. Network Access. 27.1 City Network Access. if Consultant, and/or any of its employees, officers, agents, servants or subcontractors(for purposes of this section"Consultant Personnel"), requires access to the City's computer network in order to provide the services herein, Consultant shall execute and comply with the Network Access Agreement which is attached hereto as Exhibit"0"and incorporated herein for all purposes. 27.2 Federal Law Enforcement Database Access. if Consultant, or any Consultant Personnel, requires access to any federal law enforcement database or any federal criminal history record information system, including but not limited to Fingerprint Identification Records System ("FIRS"), Interstate Identification Index System ("III System"), National Crime Information Center ("NCIC") or National Fingerprint File ("NFF"), that is governed by and/or defined in Title 28, Code of Federal Regulations Part 20 ("CFR Part 20"), for the purpose of providing services for the administration of criminal justice as defined therein on behalf of the City under this Agreement, Consultant shall comply with the Criminal Justice Information Services Security Policy and CFR Part 20, and shall separately execute the Federal Bureau of Investigation Criminal Justice Information Services Security Addendum. 28. Immieratiion Nationality Act. The City of Fart Worth actively supports the immigration & Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Consultant shall verify the identity and employment eligibility of all employees who perform work under this Agreement.Consultant shall complete the Employment Eligibility Verification Form (1-9), maintain photocopies of all supporting employment eligibility and identity documentation for all employees, and upon request, provide City with copies of all 1-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Consultant shall establish appropriate procedures and controls so that no services will be performed by any employee who is not legally eligible to perform such services. Consultant shall provide City with a certification letter that it has complied with the verification requirements required by this Agreement.Consultant shall indemnify Brio Services,LLC Professional Services Agreement-Technology Page 9 oV48 Rev I tr+tl l4 i City Secretary Contract No. City from any penalties or liabilities due to violations of this provision. City shall have the right to immediately terminate this Agreement for violations of this provision by Consultant. 29. Informal Dispute Resolution. Except in the event of termination pursuant to Section 4.2. if either City or Consultant has a claim, dispute, or other matter in question for breach of duty, obligations, services rendered or any warranty that arises under this Agreement, the parties shall first attempt to resolve the matter through this dispute resolution process. The disputing party shall notify the other party in writing as soon as practicable after discovering the claim, dispute, or breach_ The notice shall state the nature of the dispute and list the party's specific reasons for such dispute. Within ten(10)business days of receipt of the notice, both parties shall commence the resolution process and make a good faith effort, either through email, mail, phone conference, in person meetings, or other reasonable means to resolve any claim, dispute. breach or other matter in question that may arise out of, or in connection with this Agreement. If the parties fail to resolve the dispute within sixty(60)days of the date of receipt of the notice of the dispute,then the parties may submit the matter to non-binding mediation in Tarrant County,Texas,upon written consent of authorized representatives of both parties in accordance with the industry Arbitration Rules of the American Arbitration Association or other applicable rules governing mediation then in effect The mediator shall be agreed to by the parties. Each party shall be liable for its own expenses, including attorney's fees; however.the parties shall share equally in the costs of the mediation. If the parties cannot resolve the dispute through mediation, then either party shall have the right to exercise any and all remedies available under law regarding the dispute. Notwithstanding the fact that the parties may be attempting to resolve a dispute in accordance with this informal dispute resolution process, the parties agree to continue without delay all of their respective duties and obligations under this Agreement not affected by the dispute. Either party may,before or during the exercise of the informal dispute resolution process set forth herein,apply to a court having jurisdiction for a temporary restraining order or preliminary injunction where such relief is necessary to protect its interests. 30. Reportios Requirements. For purposes of this section,the words below shall have the following meaning: Child shall mead a person under the age of 18 years of age. Child pornography means an image of a child engaging in sexual conduct or sexual performance as defined by Section 43.25 of the Texas Penal Code. Computer means an electronic, magnetic, optical, electrochemical, or other high-speed data processing device that performs logical, arithmetic, or memory functions by the manipulations of electronic or magnetic impulses and includes all input,output,processing,storage, or communication facilities that are connected or related to the device. Computer technician means an individual who, in the course and scope of employment or business, installs, repairs, or otherwise services a computer for a fee. This shall include installation of software, hardware, and maintenance services. if Consultant meets the definition of Computer Technician as defined herein,and while providing services pursuant to this Agreement, views an image on a computer that is or appears to be child pornography, Consultant shall immediately report the discovery of the image to the City and to a local or state law enforcement agency or the Cyber Tip Line at the National Center for Missing and Exploited Children. The report must include the name and address of the owner or person claiming a right to possession of the computer, if known, and as permitted by law. Failure by Consultant to make the report required herein may result in criminal and/or civil penalties. M. Signature Authorl_ty. The person signing this agreement hereby warrants that he/she has the legal authority to execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper order. resolution, ordinance or other authorization of the entity. This Agreement, and any amendment(s) hereto, may be executed by any authorized representative of Consultant whose name, title and signature is affixed on the Brio Services,LLC Profmional Services Agreement-Tee hnology Page 9 of 48 Rev. 1 1l2414 City Secretary Contract No. Verification of Signature Authority Form, which is attached hereto as Exhibit "E" and incorporate herein by reference. Each party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. Executed in multiples this the day of ,20 Ka. AGREED: AGREED: CITY OFF RT W7RTii: BRIO SERVICES,L C: By: Fernando Costa Nancy L,emer Assistant City� ,m a�}a er Chief Executive Officer Date: ` /�/,r,� Date: / 1 ATT7xi ATTEST; 1A BBy: y: Mary Kayser Mark a meyer 4/pl-I City Secretary President APPROVED ITO FORM AND LEGALITY: By: Jessica Sangsva Assistant City A ey `q 0 CONTRACT AUTHORIZATIONg g M&C. � $ [late Approved: 14o >� 4 TLe~}CAa' OFFICIAL RECORD Brio Services,LLC CITY SECRETARY Professional Services Agreement-Technology Page 10 of48 FT. 'WORTH, Tx Rev, 1 1/2014 City Secretary Contract No. EXHIBIT A STATEMENT OF WORK On November 12,2013,the City Council adopted resolution 4258-1 1-2013 approving recommendations of the Water Utility Task Force and requesting the City Manager take certain specific actions, including: • Expand Water Utility's existing continuous improvement program; • Explore the new revenue stream suggestions submitted to Water Utility Task force; • Consider opportunities for the Water Utility to partner with other departments to optimize interdepartmental business processes;and • Continue internal departmental evaluation of strategic outsourcing opportunities for specific services. The Water Utility evaluated its asset management program in response to this Council directive. This evaluation revealed several opportunities: • improve the overall effectiveness and efficiency of the program by standardizing and optimizing processes and supporting technology ■ Apply asset management techniques to enhance revenue streams and effectively manage the schedule and costs of needed capital improvements • Improve coordination with ether departments, including coordination of capital project activities with Transportation and Public Works and coordination of hydrant maintenance activities with the Fire Department • Strategically outsource certain services associated with the asset management program,including administration ofassociated technology The Water Utility established the following goals and objectives for its asset management program improvement efforts: Goa!41:Standardize the prioritization process for asset rehabilitation and replacement projects using reliable data on failure risk, financial value,and other strategic considerations. Objectives include: • Provide accurate performance,cost,and condition data • Create a standard method for quantifying failure risk addressed by a project • Create a standard method for quantifying financial value of a project.Consider the net present value of the investment by comparing the anticipated project costs to projected benefits due to efficiency gains,cost avoidance(including costs associated with repairs and other potential costs of asset failure), potential for additional revenue collection, etc, • Coordinate the Water Utility's needs with the needs of the Transportation and Public Works Department (responsible for street rehabilitation and replacement). Goal#2: Establish consistent work management practices across the City Water Department.Objectives include. ■ Develop and use a common vocabulary and common codes and classifications for work and asset management Brio Services,LLC Professional Services Agreement-Technology Page 11 oF48 Rev. 102014 City Secretary Contract No. • Support all Water divisions' asset classes and modes of failure ■ Preserve existing preventive maintenance rules,asset hierarchies,and key performance indicators that have been developed in Maximo 5.2,and incorporate data from ether maintenance management systems to the extent practical ■ Improve procedures where practical, including job costing,material tracking,etc. The Water Utility is actively pursuing these goals, objectives and opportunities.This scope of work provides strategic direction, business process optimization, functional design and development,training,quality assurance, and program management, inctuding oversight of technical services and hosting services,to achieve the following outcomes: • Strategically outsource the asset management technoiogy to a hosting services provider(HSP) • Optimize and standardize asset and work management processes and tools • Upgrade the software and extend to all Water divisions,with the support of a Technical Services Provider (T SP) • Improve coordination and communication with other departments, including the Department of Transportation and Public Works and the Fire Department The scope of work consists of the following tasks and milestones: I. Project Management This task includes Project Team coordination, communications, issue management,and maintenance of the project plan and schedule. 1.1 Project Kick-off project flan and Kickoff Meeting. The Consultant will prepare a project plan and schedule using.Microsoft Project to document task durations,resources,and interdependencies. The plan will include assignments for City Water Department Project-ream members as well as the Consultant, HSP and TSP. The plan document will include names,roles and contact information for all Project Team members. The Consultant will deliver version i of the plan to the City's Project Manager for review prior to the project kick-off meeting. The Consultant will facilitate a kick-off meeting with the Project Team to review the project plan, schedule and team responsibilities. Milestone 1.1.1.1 Initial, Version I, Project plan and Schedule Delivered and Kick-gaff Meelint;Conducted 1.1.2 Comprehensive Configuration plan Template. The Consultant will prepare a document template for compilation of system requirements and configuration plans, including system settings and configurations to be applied as well as the status ofthese configurations„The Consultant will deliver version 1 of the plan to the City's Project Manager for review and acceptance. The document will include protocols for coordination and documentation of configuration design and development. Milestone 1.1.1.2 Version I of Comprehensive Configuration flan Template Delivered and Accepted 1.2 Ongoing Project Management 1.2.1 Team Coordination. The Consultant will assist the City Water Department Project Manager with the coordination of the City Water Department Project Team and will engage subject matter experts and technical team members as necessary during design,configuration,testing and training. The Consultant will assist the Water Department Project Manager to communicate progress and issues to the Executive Team. The Consultant will directly manage the work of the TSP and HSP. Brio Services,LLC Professional Services Agreement-Technology Page 12 of 49 Rev, 1 112014 City.Secretary Contract No. Assumption:The City will require its staff,the TSP,the HSP,and other contractors with access to the Development environment to follow the coordination and documentation protocols defined in the Comprehensive Configuration Plan. There are no milestones far Task 1.2.1. L 2.2 Project Status and Issue Reports_ The Consultant will facilitate regular project status meetings and prepare monthly progress reports.The Consultant will maintain a log of project risks and other issues and track these to resolution. The Consultant will assist the City Water Department Project Manager with action items to address the risks and issues and to escalate to the Executive Team when needed. There are no mileslanesfor Task 1.2.2. 1,2.3 Project Document Mlanagement. The Consultant will set up and manage a SharePoint site for team access to project documents.The Consultant will update the project plan and schedule as needed to reflect project progress and modifications.The Consultant will work with City Water Department staff to populate and maintain the Comprehensive Configuration Plan.The Consultant will consolidate documentation from team members and will update and re Fresh the configuration plan and various other planning,testing, training and QA/QC documents as the project progresses. There are no milestones for Task 1.2.3. 2. Enterprise Wide Activities This task consists of enterprise-wide activities to instaii the upgraded Maximo system,configure it to support standard asset and work management practices,and develop software interfaces. ZI Set-up and Refresh Environments 2.1.1 ,System Specifications.-Consultant will provide quality assurance(QA)services for the system specifications for the Development,Test/Train and Production Maximo environments. After the City's TSP and/or HSP has delivered draft specifications,Consultant will facilitate Project Team review of the specifications,will provide feedback to the TSP and/or HSP as needed, and will incorporate the specifications in the Comprehensive Configuration Plan once they are approved by the Water Department. Milestone 2.1,1.l System Specifications Reviewed and Added to Comprehensive Configuration Document 2.1.2 Set up Derelop►nenl System: Consultant will provide QA and management services for the Development environment set-up activities and will facilitate resolution of issues that may arise with respect to conformance with specifications, facilitate the City's review and acceptance of the Development environments,and update the Comprehensive Configuration Plan with set-up status and URLs for the Development servers,applications and databases. Assumptions:The HSP or City will set up the Maximo Development environment in accordance with the agreed-to specifications and will provide Consultant with reference information for the servers, application,and database as well as system administrator access to the application.The City will set up or make available Development environments for the systems to be integrated with Maximo, including the Esri GIS,Oracle Customer Relationship Management System(CRM),SunGard billing system(CIS) and FireI-touse system and will provide Consultant with reference information for the servers, applications,and databases. Milestone 2.1.2.1 Maximo Development Environment Available and URLs Documented in Comprehensive Configuration Plan Brio Services,LLC Professional Services Agreement-Technology Pagc 13 of48 Rev 11/2014 City Secretary Contract No. 2.1.3 Set up Test/Train System_ Consultant will provide QA and management services for the Test/Train environment set-up activities, facilitate resolution of issues that may arise with respect to conformance with specifications, facilitate the City's review and acceptance of the Test/Train environments,and update the Comprehensive Configuration Plan with set-up status and URLs for the Test/Train servers, applications and databases. Assumptions:The HSP or City will set up the Maximo Test/Train environment in accordance with the agreed-to specifications and will provide Consultant with reference information for the servers, application,and database as well as system administrator access to the application, The City will set up or make available Test/Train environments for the systems to be integrated with Maximo, including the Esri GIS, Oracle Customer Relationship Management System(CRM)„SunGard billing system(CIS)and F'ireHouse system and will provide Consultant with reference information for the servers,applications, and databases. Milestone 2.1.3.1 Maxima TesIlTrain,Environment Available and URLs Documented in Comprehensive Configuration Plan 2.1.4 Draft Configuration illigralion Plan:Consultant will provide QA and management services for the Configuration Migration Plan.Consultant will review the TSP's recommendations for migrating system configurations from the Development environment to other environments. Consultant will facilitate Project Team review and refinement of the Configuration Migration Plan. Milestone 2.1.4.1 Configuration Migration Plan Review Completer! 2.L5 Migration Plan Demonstration:Consultant will provide QA and management services for the demonstration of the migration plan. Once core configurations are ready for testing and the Test environment is available,Consultant will facilitate a Migration Plan Demonstration by the TSP. Consultant will facilitate Project Team verification of the migrated configurations in the Test/Train environment. Consultant will facilitate subsequent migrations of configurations from Development to Test/Train in accordance with the Configuration Migration Plan. Assumptions:The TSP will migrate the core configurations from the Development to the Test/Train environment in accordance with the agreed-to Configuration Migration Plan.,demonstrating the process to Water IT personnel and the Program Manager. This task will be completed during the development process prior to the completion of all configurations. Once the Water IT Department has verified and approved the process, City Water Department IT,TSP and HSP personnel will execute their configuration migration responsibilities in accordance with the Configuration Migration Plan. All team members, including City, HSP and TSP personnel,will provide Consultant with complete and accurate information about configurations they develop and migrate, including configurations related to the migration process. Milestone 2.1.5.1 Migration Demonstration Complete and Verified 2.1.6 Confrguralion Migration Management: Consultant will provide QA and management services for the configuration migration process.Consultant will update the Configuration Migration Plan in conjunction with the maintenance of the Comprehensive Configuration Plan, facilitating periodic review by Water IT personnel as needed. Assumptions: The TSP,HSP and City staff will provide the Consultant with complete and accurate information about all configuration designs and configurations they develop, including configurations to support the migration plan. Consultant is not responsible for the execution of the migrations or the effectiveness of migration packages developed by others. Milestone 2.1.6.1 Maximo Core Functional Configurations Migrated to Test Environment Milestone 2.1.6.2 Maximo Confrgural ons for Water Reclamation Migrated to Test Environment Brio Services,LLC" Professional Services Agrcemenf-Technology Page 14 of 49 Rev. 1 112014 City Secretary Contract No. Milestone 2.1.6.3 Maximo Configurations for Water Production Migrated 10 Test Environment Milestone 2.1.6.4 Maximo Configurations for Field Operations Migrated to Test Environment Milestone 2.1.6.5 Maximo Configurations for Meier Services Migrated to Test Environment Milestone 2.1.6.6 Maximo Configurations for Geodatabase interface Migrated to Test Environment Milestone 2.1.6.7 Maximo Configurations for Map Application Interface Migrated to Test Environment Milestone 2.L&8 Maximo Configurations for Oracle CRM Interface Migrated to Test Environment Milestone 2.1.6.9 Maximo Configurations for Firehouse interface Migrated to Test Environment Milestone 2.1.6.10 Maximo Confgurations for SunGard CIS Interface Migrated to Test Environment 231 7 Setup Production S},stem: Consultant will provide QA and management services for the Maximo Production environment set-up activities, facilitate resolution of issues that may arise with respect to conformance with specifications, facilitate the City's review and acceptance of the Maximo Production environment, and update the Comprehensive Configuration Plan with set-up status and URLs for the Production servers,applications and databases. Consultant facilitate the migration of configurations to the Production environment in accordance with the Configuration Migration Plan. This includes facilitation of the migration of core configurations prior to the First go-live in the Production environment as well as facilitation of subsequent migrations of configurations needed for interfaces and/or other divisions. Assumptions:The HSP or City will set up a Production environment according to the agreed-to specifications. Water IT will document the instances of the GIS,Oracle CRM,SunGard Cis and FireHouse systems to be used with the Production Maximo instance. Water IT personnel and/or the TSP will migrate configurations to the Production environment_ Consultant will verity functionality in accordance with the Configuration Migration Plan. The City will provide Consultant with system administrator access to the Production environment for purposes of verifying configuration migration. Milestone 2.1.7.1 Maximo Production Environment Availahle and URLs Documented in Comprehensive Configuration Plan Milestone 2.1.7.2 Core Maximo Functional Configurations Migrated to Production Milestone 2.1.7.3 Maximo Configurations for Water Reclamation Migrated to Production Milestone 2.1.7.4 Maximo Configurations for Water Production Migrated to Production Milestone 2.1.7.5 Maximo Confrgurationsfor Field Operations Migrated to Production Milestone 2.1,7.6 Maximo Configurations for Meter Services Migrated to Production Milestone 2.1.7.7 Maximo Configurations for Gendrrtabase Interface Migrated to Production Milestone 2.1,7,8 Maximo Configurations for Map Application Interface Migrated to Production Milestone 2.1.7.9 Maximo Configurations for Oracle CRM Interface Migrated to Production Milestone 2.1.7.1 D Maximo Configurations for FireHouse Interface Migrated to Production thou Services,LLC Professional Services Agreement-Technology Page 15 of48 Rev 11/2014 City Secretary Contract No. Milestone 2.1.7.11 Maximo Co<igurations for SunCard CIS Interface Migrated to Production 2.1.8 Develop Protocol far Data Refresh from Production:Consultant will provide QA and management services for the Data Refresh Protocol. After the City's TSP and/or HSP has delivered the first draft o-the Data Refresh Protocol,the Consultant will facilitate Project Team review of the written protocol,will provide feedback to the TSP and/or HSP as needed,and will Facilitate a demonstration of the Protocol by the TSP and verification of the refresh by the Project Team. Assumptions: System configurations will be developed and unit-tested in the Development environment and then propagated to Test/Tram and Production according to the Configuration Migration Plan. However,the asset and transactional data in Test/Train and Development environments may periodically be refreshed from Production. The TSP will develop and document a protocol for refreshing she Test/Train and Development environments with data from Production. The TSP will demonstrate the agreed-to protocol for refreshing the Test/Train or Development environment with data from Production. The City Water Department will be responsible for ensuring that integrated environments(Esri CIS, Oracle CRM,SunGard CIS,and Fire House)are refreshed appropriately in coordination with the Maximo refresh. Consultant will assist the City Water Department in verifying the successful execution of the refresh process and will update the protocol document as needed. The City Water Department will then assume responsibility for periodic data refreshes Milestone 2-1-8-1 Data Refresh Protocol Document Review Completed A,filesione 2.L8.2 Data Refresh Protocol Demonstrated and Verified Z2 Project Team Training 3.2.1 Alaximo Cor?figuration Overview. Consultant will provide the technical members of the Project Team (Water IT and super users)with an overview of Maximo 7 and will demonstrate the use of the Administration and Configuration modules to set up some of the asset and work management standards adopted by the City Water Depart rent(such as work order and asset life cycle status values). During this week-long interactive session, the team will prepare the Development environment for use in Project Team training. The Consultant will update the Comprehensive Configuration Plan as needed during the session. Milestone 2.2.1.1 Maximo Configuration Overview Session Completed 2.2.2 Maximo Overview: The Consultant will provide an overview of core system functionality for the Project Team and will review preliminary configurations and configuration options with the Project Team. This one-day overview session will demonstrate the Asset, Work Order,and Inventory applications and will demonstrate how divis ion-spec it'1c requirements for asset and work order data are addressed. Milestone 2.2.2.1 Maximo Overview Session Completed 2.3 Core Configuration Planning 2.3.1 Detailed Process Documentation.The Consultant will facilitate up to five full-day work sessions with the Project Team to document standard processes for asset and work management and warehouse operations. Consultant will add the agreed-to process diagrams to the Comprehensive Configuration Plan. Milestone 2.3.1.1 Process Diagrams Delivered and accepted 2.3.2 Functional Requirements:The Consultant will facilitate up to ten(10) full-day work sessions with the Project Team to document the data and functional requirements associated with the previously documented steps in the asset management,work management,and inventory processes. The Consultant will advise the Project Team on configuration options and implications for the planned interfaces and will facilitate the development of core configuration and data plans.The Consultant will update the Brio Services.LLC Professional Services Agreement-Technology Page 16 of49 Rev. 11/2014 City Secretary Contract No.. Comprehensive Configuration Plan to reflect the planned configurations.(Note:These discussions will focus on general asset and work order data,not on the data specific to particular classes of assets or work;the class-specific data will be planned separately for each division.) To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the T5P as needed to prepare a preliminary estimate of the cost ofadditional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs,and benefits of the configuration so that the Team can determine whether to proceed, Assumption: Mobile access requirements are handled separately. Milestone 2 3.2.1 Plan for Core Functional Configuration Delivered and Accepted 2.3.3 Data Access Plaint_ The Consultant will facilitate up to five(5) full day Work sessions to discuss options for accessing data from Maximo, including the use of saved queries,start centers, business intelligence tools and reports. During these sessions.the Project Team will review the nut-of-the-box work order details report and will prepare specifications for modifications to the Work Carder Detail report.The Comprehensive Configuration Plan will be updated to reflect the planned data access methods, including the specifications for the Work Carder Details report modifications. Milestone 2.3.3.1 Data Access Updates to the Comprehensive Configuration Plan Delivered and Accepted 2,3.4 Asset Management Business Case Evaluation Requirements. The Consultant will facilitate up to three(3) full-day work sessions to review business case evaluation processes and templates for developing and evaluating maintenance strategies and prioritizing requirements for asset rehabilitation and replacement. This will include identification of additional Maximo data or functional requirements to support the business case evaluation process. it will also include the deve)opment of specifications For a cost report that allows users to view selected types of costs for an asset,group of assets, process or group of processes. The Consultant will incorporate the additional requirements in the Core Configuration Plan. Milestone 2.3.4.1 Business Case Evaluation Templale Delivered and Accepted Milestone 2.3.4.2 Comprehensive Confrguralion Plan Updates for Cost Report and Business Case Evaluation 1)Plrvnred and Areepred 2.4 Develop System-'Wide Core Functional Configurations 2.4.1 Apply Core Functional Configurations:The Consultant will work with the City Water Department technical team to apply the core functional configurations documented in the Comprehensive Configuration Plan in the Development system. (NNote: Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.Configuration modifications needed for division-specific functionality will be addressed in the division-specific tasks).The Consultant will facilitate interactive workshops with the Project Team to review and refine the application screens as configurations are applied. During these work sessions,the Consultant will update the Comprehensive Configuration Plan as needed. During these sessions_the Consultant will apply or modify configurations to the core Maximo Development environment as the Project Team makes decisions about data requirements, screen appearance and basic functionality. Milestone 2.4.1.1 Core Configuration Sessions Completed for Asset and Locations Applicalions Milestone 2.4.1.2 Core Configuration Sessions Completed for Job Plan Application Milestone 2.4.1.3 Core Configuration Sessions Completed for Condition Monitoring Application Brio Services,LLC Professional Services Agreement-Technology Page 17 of 48 Rev I I t2014 City Secretary Contract No. Milestone 2,4.1.4 Core Configuration Sessions Completed for Route and PM Applications Milestone 2.4.1.5 Core Configurations for Work Order Tracking application Approved Milestone 2.4.1.6 Core Configuration Sessions Completed(or Purchasing Application Milestone 2.4.1.7 Core Configuration Sessions Completed for inventory Application Milestone 2.4.1_8 Core Configuration Sessions Completedfor Quick Reporting application 2.4.2 Test Core Configurations; Once the core configurations have been migrated to the Test environment.the Consultant will facilitate up to three(3)days of workshops with the Project Team to test the system's alignment with planned business processes.The Consultant will develop and update a list of issues discovered during the testing. The Consultant will update the process documentation as needed and will identify new or modified configurations needed to support the business processes.The Consultant will update the Comprehensive Configuration Plan to reflect the planned configurations.(Note: These discussions will focus on general asset and work order data,not on the data specific to particular classes of assets or work;the class-specific data will be planned separately for each division.) To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maxima administration user interface. If the Project Team identifies the need for complex configurations, the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed. Milestone 2 4.2.1 Core Configuration Testing Session Completed Milestone 2.4-2.2 Updated Comprehensive Configuration Plan Delivered and Accepted 2_4 3 Finalize Core Configurations. The Consultant will work with the City Water Department technical team to add and modify the core functional configurations identified during the testing sessions in task 2.4.2. (Note: Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately. Configuration modifications needed for division-specific functionality will be addressed in the division-specific tasks).The City Water Department will migrate Development configurations to Test environment,and the Consultant will facilitate interactive workshops with the Project Team to test the new and updated configurations and approve core application functionality. Milestone 2.4.3,1 Core Configurations for Asset and Locations Applications Approved Milestone 2.4.3.2 Core Configurations far Job Plan Application Approved Milestone 2.4.3.3 Core Configuralio►rs fir Condition Monitoring Application Approved Milestone 2.4.3.4 Core Configurations for Route and PM Applications Approved Milestone 2.4.3,5 Care Cor figurations for Work Order Tracking Application Approved Milestone 2.4.3.6 Core Configurations for Purchasing application approved Milestone 2.4.3.7 Core Configurations jbr Inventory Application Approved Milestone 2.4.3.8 Core Configurations for Quick Reporting Application Approved 2.4.4 Test the Work Order Detail and Cost Reports. The Consultant will verify the functionality of the modified Work Order Details Report and the new Cost Report in the Development environment and will facilitate Brio Services.,t.t,C Professional Services Agreement-Technology Page 18 of 48 Rev, 1 112D 14 City Secretary Contract No. review by the Project Team in the Test environment. The Consultant provide feedback to the TSP and assist the City Water Department with registration of the approved reports. Assumptions:The TSP will modify the Work Order Details report and develop the Cost Report according to the specifications in the Comprehensive Configuration Plan and will register reports iri the Developitient environment, Milestone 2.4,4.1 Modified Work Order Details Report Review Completed Milestone 2.4.4.2 Cost Report Review Completed 2.5 Mobile Access Strategy 2.5.1 Test Direct Access from Mobile Computers:The Consultant will facilitate up to two(2)days of work sessions to develop a plan for testing access to the Quick Reporting, inventory,and(if applicable) Everyplace applications from mobile computers with persistent wireless connections. The City Water Department will identify individuals to participate in the test and will provide mobile devices that meet the minimum requirements identified by the HSP. The plan will include criteria for determining whether the wireless access to Maximo is sufficient to support field technicians and warehouse personnel. The Consultant will assist with Water Department Project Manager in coordinating the testing process and will facilitate a full day work session to review the results of the initial testing. If the testing team determines that Maximo iwveryplace is needed for mobile work management and/or mobile inventory management, then the City Water Department will proceed with Task 2.5.2. If the testing team determines that direct access to the Maximo applications is not suitable for mobile work management or mobile inventory management,then the Consultant will proceed with Task 2.5.3. Assumption:The City Water Department will provide the necessary mobile devices and wireless access for mobile workers. Milestone 2.5.1.1 Test Place for Direct Mobile Access Delivered and Approved Milestone 2.5.1.2 Direct Mobile Access Test Review Session Completed 2.5.2 Configure and Deploy Everyplace(ifneeded):This task will be completed only if the Project Team determines it is needed following Task 2.5.1, If needed. the Consultant will facilitate up to ten(10)days of work sessions to document Everyplace configuration requirements and to configure Everyplace in the Development environment,To the extent possible,configurations will be limited to,those that can be applied easily through the Maximo administration user interface.If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed. (Note:Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.). The City Water Department will migrate configurations to the Test environment in accordance with the Configuration Migration Plan, and the Consultant will facilitate up to three(3)days of workshops with the Project Team to test the configurations.The Consultant will develop and update a list of issues discovered during the testing. The Consultant will update the Comprehensive Configuration Plan as needed.To the extent possible,the configuration plans will be limited to those that can be applied easily by the City Water Department through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed. The Consultant will work with the City Water Department technical team to add and modify the Brio 5ervices.LLC Professional Services Agreement-Technology Page 19 of 48 Rev. t F 120 l4 City Secretary Contract No. Everyplace Functional configurations identified during the testing sessions. (Note:Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately). The Consultant will update the Comprehensive Configuration Document to include the Everyplace configurations. The Consultant wi11 augment training materials with material suitable for users of Everyplace and will provide a draft of the material to the Project Team for review. The Consultant will revise the training material based on Project Team input. This material will be used in subsequent training tasks. Assumptions: Everyplace configuration will be limited to the functionality provided by software vendor_ The module will not be customized to increase Functionality. A single mobile device platform will be identified as the standard device far which Everyplace is configured,and the application screens will be configured for this standard device without regard to the suitability of the configurations for non-standard devices. Milestone 2.5.2.1 Everyplace C'onjigurafion Planning and Development,Sessions Completed Milestone 2.5.2.2 Everyplace ConJigurafion Testing Sessions Compleled A,filesione 2.5.2.3 Everyplace User Training Material Completed 2.5.3 Develop Alternative Mobile Srralegy for Work Management andlar Inventor}!:This task will be completed only if the Project Team determines it is needed following Task 2.5_I. If needed,the Consultant will advise the Project Team on alternative strategies For mobile access and associated development and maintenance costs. If needed,the Consultant will develop and test one or more of these mobile strategies, including performance testing in the Test/Train environment if needed, If needed,the Consultant will develop an action plan for refining and executing the mobile strategy, including procurement and/or configuration of mobile software modules. This task will either be billed on a time-and-expense basis,or milestones will be defined based on the outcome of Task 2.5.1. 3. Develop Interface Requirements, Review Technical Designs and Test Interfaces 3.1 Esri GIS Geodalabase inlerfrace 3.1.I Develop Esri GIS Data Interface Requirements The Consultant will facilitate three(3)full day sessions to document requirements for data integration between the Esri GiS and Maximo.This will include documentation of the Esri GIS feature classes to be loaded and updated as assets, locations and addresses as well as the corresponding Maximo attributes and business rules associated with the migration of data From Esri GIS to Maximo. During these sessions,the team will document the processes for maintaining asset and address data in the Esri GiS and processes for reporting map errors and additions. The team will also identify requirements for display of Maximo work order data in the Esri GIS. The Consultant will compile the requirements identified during the session into an Esri GIS Data Integration Requirements Document. Note:Configuration of classifications and attributes that correspond to Esri GiS Feature classes and attributes will be planned and executed as part of the division-specific tasks. Milestone 3.1.1.1 Esri GIS Data Interface Requirements Document Delivered and Accepted 3.1.2 Review Esri GIS Data Interface Design and Test Plan:Once the TSP has submitted the Esri GIS data interface design and testing plan,the Consultant will facilitate Project Team review of the documentation, including discussion of implications For the geodatabase and/or data maintenance practices. Upon approval by the Project Team,the Consultant will incorporate the interface design and testing plan into the Comprehensive Configuration Plan. Brio Services,LLC Professional Services Agreement-Technology Page 20 of48 Rev 1 11201a City Secretary Contract No. Assumptions:The City's TSP will prepare a design and specifications for the interface based on the requirements developed in Task 3.1.1 and will submit this design to the Consultant prior to the design review session The design document will include a plan for testing the interface once it is developed. The City's TSP will modify the design and specifications based on feedback during the review session and will submit the updated documents to the program manager. Milestone 11.2.1 Esri GIS Data Interface Design and rest Plan Review Complete 3.1_3 rest Esri GIS Data interface: During the Esri GIS data interface development process,the Consultant will facilitate up to three(3)half day work sessions for technical members of the: Project Team and the TSP to review the functionality of the Esri GIS data interface in the Development environment. The purpose of these sessions is to provide the TSP with feedback prior to formal testing of the interface. After the Esri GIS data interface has been Migrated to the Test/Train environment, the Consultant will facilitate testing of the interface in the Test/Train environment in accordance with the interface testing plan. The Consultant will document issues observed during the testing process, including interface defects,user training or business practice issues, issues with commercial software used in the interface,and user requests for enhancements to be scheduled for future consideration. The Consultant will compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan. Assumptions:The TSP will develop, install and unit test interface components in the Development environment in accordance with the approved design and specifications. The City Water Department will modify its geodatabase and/or CISiGIS integration as may be agreed in Task 3.1.2.The TSP will migrate the interface to the Tesv7rain system,and the City Water Department will migrate any of its own related configurations as needed. The TSP will address issues with interface components developed by the TSP. The City will address issues with the Esri GIS that affect the interface functionality. Issues with third party software products will be reported to the appropriate software vendor. Software patches and fixes will be applied to the Maximo application and database software by the City or its HSP or TSP. The City will apply software patches and fixes to the Esri GIS if needed. Milestone 3.1.3.1 Esri GIS Data interface Components Developed and heady to Test Milestone 3.1.3.2 Esri GIS Data Interface resting Completed 3.2 Esri CIS Application Integration 3.2.1 Develop Map Application Requirements: The Consultant will facilitate up to two(2) full day sessions to document requirements for a map application integrated with Maximo.This will include documentation of work flows and associated functional requirements as well as documentation of map layers needed (i e.,requirements for filtering data for display purposes). The Consultant will compile the requirements identified during the sessions into an Esri GIS Application Integration Requirements Document. Milestone 3.2.1.1 Esri GIS Application.lnlerface Requirements Document Delivered and Accepled 3.2.2 Review Map Application Interface Design and rest Plan: Once the TSP has submitted the map application interface design and testing plan,the Consultant will facilitate review of the design and testing plan by the Project Team, including discussion of implications for business processes as well as requirements for ongoing administration of the application and interface. Upon approval by the Project Team,the Consultant will incorporate the interface design and testing plan into the Comprehensive Configuration Plan. Assumptions:The City's TSP will prepare a design and specifications for the interface based on the requirements developed in Task 3.2.1 and will submit this design to the Consultant prior to the design review session. The design document will include a plan for testing the interface once it is developed. The City's TSP will modify the design and specifications based on feedback during the review session and will submit the updated documents to the program manager. Brio Services,LLC Professional Services Agreement-Technology Page 21 of48 Rev 11l20t4 City Secretary Contract No. Milestone 3.2.2.1 Esri GIS Application Interface Design and Test Plan Review Completed 3,2.3 Test Esri GiS Application Interface: During the map application and interface development process,the Consultant will facilitate up to three(3)half day work sessions for technical members of the Project Team to review the interface functionality in the Development environment. The purpose of these sessions is to provide the TSP with feedback prior to formal testing of the interface. After the map application interface has been migrated to the Test/Train environment,the Consultant will facilitate testing of the interface in the Test/Train environment in accordance with the Test Plan.The Consultant will document issues observed during the testing,process, including interface defects,user training or business practice issues, issues with commercial software used in the interface,and user requests for enhancements to be scheduled for future consideration. The Consultant wil I compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan. Assumptions:The TSP will develop, install and unit test interface components in the Development environment in accordance with the approved design and specifications. The Water Department will modify its Esri 01S servers and applications as may be agreed in Task 3.2.2.The TSP will migrate the interface to the TestlTrain system,and the City Water Department will migrate any of its own related configurations as needed. The TSP will address issues with interface components developed by the TSP. The City will address issues with the Esri GIS that affect the interface functionality. Issues with third party software products will be reported to the appropriate software vendor. Software patches and fixes will be applied to the Maximo application and database software by the City or its HSP or TSP.The City will apply software patches and fixes to the Esri GIS if needed. Milestone 3.2.3.1 Esri GIS Map application Interface Components Developed and Ready to Test Milestone 3.2.3.2 Esri GIS Map application Interface Testing Completed 3.3 Oracle C'Rltf Interface 33.1 Develop Oracle CRM lnterface Requirements:The Consultant will facilitate two(2)full day sessions to document requirements for integration between the Oracle CRM and Maximo.This will include documentation of work flow and data requirements.This includes the case types to be transmitted to Maximo and the corresponding mechanism(s)in Maximo For reflecting the case type(either a customer report code or other mechanism as may have been be defined in Task 2). it will also include assignment of case type to specific responsibility centers(e.g.,Field Services, Meter Services). It will also include documenting the work order statuses that correspond to specific case statuses. The Consultant will compile the requirements identified during the session into an Oracle CRM Interface Requirements Document_ This will include requirements for a phased activation of the case types handled by the interface(to accommodate different go-live schedules for different responsibility centers).Note: Should the Oracle CRM interface affect work classifications,the configuration of such classifications and attributes will be planned and executed as part of the division-specific tasks. Milestone 3.3.I.1 Oracle CRA4Interface Requirements Document Delivered and Accepled 3.3.2 Review Oracle CRAM Interface design and Test Plan_ Once the TSP has submitted the Oracle CRM interface design and testing plan,the Consultant will facilitate review of the design and testing plan by the Project Team, including discussion of implications for business processes as well as requirements for ongoing administration of the interface, Upon approval by the Project Tear",the Consultant will incorporate the interface design and testing plan into the Comprehensive Configuration Plan. Assumptions.The City's TSP will prepare a design and specifications for the interface based on the requirements developed in Task 3.3.1 and will submit this design to the Consultant prior to the design review session. The design document will include a plan for testing the interface once it is developed. The City's TSP will modify the design and specifications based on feedback during the review session Brio Services,LIX Professional Services Agreement-Technology Page 22 oF48 Rev, 11l2014 City Secretary Contract No. and will submit the updated documents to the program manager. Milestone 3.3.2.1 Oracle CRAJ Interface Design and Test Plan Review Completed 3.3.3 Test Oracle CRAI Interface: During the Oracle CRM interface development process,the Consultant will facilitate up to three(3)halfday work sessions for technical members of the Project Team to review the interface functionality in the Development environment. The purpose of these sessions is to provide the TSP with feedback prior to formal testing,of the interface. After the Oracle CRM interface has been migrated to the Test/Train environment, the Consultant will facilitate testing of the interface in the Test/Train environment in accordance with the Test Plan.The Consultant will document issues observed during the testing process, including interface defects,user training or business practice issues, issues with commercial software used in the interface,and user requests for enhancements to be scheduled for future consideration. The Consultant will compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan. Assumptions:The TSP will develop, install and unit test interface components in the Development environment in accordance with the approved design and specifications. The City Water Department or TSP will modify the Oracle CRM as may be agreed in Task 3.3.2.The TSP will migrate the interface to the Test/Train system, and the Water Department will migrate any of its own related configurations as needed. The TSP will address issues with interface components developed by the TSP. The City or TSP will address issues with the Oracle CRM that affect the interface functionality. Issues with third party software products will be reported to the appropriate software vendor. Software patches and fixes will be applied to the Maximo application and database software by the City or its HSP or TSP. The City or TSP will apply software patches and fixes to the Oracle CRM if needed. Milestone 3.3.3.1 Oracle CRAI Interface Components Developed and Ready to Test Milestone 3.3.3.2 Oracle CRM Interface Testing Completed 3.4 Firehouse lnterfuce 3.4.1 Develop FireHouse Inter ace Requirements.-The Consultant will facilitate two(2)full day sessions to document requirements for integration between FireHouse and Maximo. These sessions will include the Project Team and representatives from the Fire Department, The Consultant will update documentation of work flow and data requirements. This includes documenting the work order statuses that correspond to specific FireHouse hydrant statuses. The Consultant will compile the requirements identified during the session into a FireHouse Interface Requirements Document. Note: Should the FireHouse interface affect work classifications,the configuration of such classifications and attributes will be planned and executed as part of the division-specific tasks. Milestone 3.4_I.I FireHouse Interface Requirements Document Delivered and Accepted 3.4.2 Review FireHouse Interface Design and Test Plan:Once the TSP has submitted the FireHouse interface design and testing plan,the Consultant wilt facilitate review of the design and testing plan by the Project Team, including discussion of implications for business processes as well as requirements for ongoing administration of the interface. Upon approval by the Project Team, the Consultant will incorporate the interface design and testing plan into the Comprehensive Configuration Plan. Assumptions:The City's TSP will prepare a design and specifications for the interface based on the requirements developed in Task 3.4.1 and will submit this design to the Consultant prior to the design review session. The design document will include a plan for testing the interface once it is developed. The City's TSP will modify the design and specifications based on feedback during the review session and will submit the updated documents to the program manager. Milestone 3.41.1 FireHouse Interface Design and Test Plan Review Completed Brio Services,LLC Professional Services Agreement-Technology Page 23 of48 Rev. 11/2014 City Secretary Contract No. 3.13 Test Firehouse interface: During the FireHouse interface development process,the Consultant will Facilitate up to three(3)half day work sessions for technical members of the Project Team to review the interface Functionality in the Development environment. The purpose of these sessions is to provide the TSP with feedback prior to formal testing of the interface. After the FireHouse interface has been migrated to the Test/Train environment, the Consultant will facilitate testing of the interface in the Test/Train environment in accordance with the Test Plan.The Consultant will document issues observed during the testing process, including interface defects, user training or business practice issues,issues with commercial software used in the interface,and user requests for enhancements to be scheduled for Future consideration. The Consultant will compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan, Assumptions: The.TSP will develop, install and unit test interface components in the Development environment in accordance with the approved design and specifications. The City or TSP will modify the FireHouse application or database as may be agreed in Task 3.4.2. The TSP will migrate the interface to the Test/Train system,and the City will migrate any of its own related configurations as heeded. The TSP will address issues with interface components developed by the TSP. The City or TSP will address issues with FireHouse that affect the interface functionality. Issues with third party software products will be reported to the appropriate software vendor. Software patches and fixes will be applied to the Maximo application and database software by the City or its HSP or TSP.The City or TSP will apply software patches and hates to the FireHouse application if needed. Milestone 3.4.3.1 FireHouse Interface Components Developed and Readv to Test Milestone 3_4 3.2 FireHouse Interface Testing Completed 3.5 SunGard CIS Interface 3,5.1 Develop SunGard CIS interface Requirements:The Consultant will facilitate four(4)full day sessions to document requirements for integration between the SunGard CIS and Maximo. This will include documentation of work Flow and data requirements.This includes field work order types to be transmitted to Maximo,the corresponding mechanism(s) in Maximo for reflecting the field work order types(either a customer report code or other mechanism as may have been be defined in Task 2),and the relationship to Oracle CRM case types. It will also include documenting the work order statuses in Maximo that correspond to field work order statuses in the SunGard CIS. It will also include requirements for transmitting meter and appurtenance data and meter readings from Maximo to the SunGard CIS,The Consultant will compile the requirements identified during the session into a SunGard CIS Interface Requirements Document. Note:Should the SunGard CIS interface affect work classifications,the configuration of such classifications and attributes will be planned and executed as part of the division-specific tasks, Milestone 3.5.1.1 SunGard CLS Interface Requirements Document Delivered and Accepted 3.5.2 Review SunGard CIS Interface Design and Test Plan:Once the TSP has submitted the SunGard CIS interface design and testing plan,the Consultant will facilitate review of the design and testing plan by the Project Team, including discussion of implications for business processes as well as requirements for ongoing administration of the interface. Upon approval by the Project Team,the Consultant will incorporate the interface design and testing plan into the Comprehensive Configuration Plan. Assumptions: The City's TSP will prepare a design and specifications for the interface based on the requirements developed in Task 3.5.1 and will submit this design to the Consultant prior to the design review session. The design document will include a plan for testing the interface once it is developed. The City's TSP will modify the design and specifications based on feedback during the review session and will submit the updated documents to the program manager. Milestone 3.5,2,1 SunGard CIS lnierface Design and Test Plan Review Completed Brio Services,LLC Proressional Services Agreement-Technology Page 24 of 49 Rev. l 1/20l4 City Secretary Contract No_ 3.5.3 Test SunGard CIS interface: During the SunGard CIS interface development process,the Consultant will facilitate up to five(5)half day work sessions for technical members of the Project Team to review the interface functionality in the Development environment. The purpose of these sessions is to provide the TSP with feedback prior to formal testing of the interface. After the SunGard CIS interface has been migrated to the Test/Train environment,the Consultant will facilitate testing of the interface in the Test/Train environment in accordance with the Test Plan.The Consultant will document issues observed during the testing process, including interface defects,user training or business practice issues, issues with commercial software used in the interface,and user requests For enhancements to be scheduled for future consideration. The Consultant will compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan. Assumptions: The TSP will develop, install and unit test interface components in the Development environment in accordance with the approved design and specifications. The Water Department or TSP will modify the SunGard CIS as may be agreed in Task 3.5.2.The TSP will migrate the interface to the Test/Train system, and the City Water Department will migrate any of its own related configurations as needed. The TSP will address issues with interface components developed by the TSP. The City or TSP will address issues with the SunGard CIS that affect the interface functionality. Issues with third party software products will be reported to the appropriate software vendor. Software patches and fixes will be applied to the Maximo application and database software by the City or its HSP or TSP.The City or TSP will apply software patches and fixes to the SunGard CIS if needed. Milestone 3.5.3.1 S-unGard CIS Interface Components Developed and Ready to Test Milestone 3.5.3.2 SunGard CIS Interface Testing Completed 4. Uivisioti Specific Activities 4.1 Field©perretions 4.1.1 Field Operations Data Plans--The Consultant will facilitate up to fifteen(15) full day work sessions to develop and refine plans for structuring field asset and work order data and migrating data from Maximo 5.2 to Maximo 7. During the first of these sessions,the Consultant will facilitate review of the current field infrastructure, street segment and premises data in the Esri GIS. The City Water Department will provide geodatabase documentation for review during these sessions.The Consultant will recommend methods for representing the assets and locations in Maximo. During these sessions,the Consultant will work with Field Operations super-users and Water IT personnel to develop or modify asset and location classifications and attributes in Maximo(or in a spreadsheet template to be used for class structure data loading)while the City Water IT Department modifies the corresponding feature classes as may be needed and in accordance with the data plan. During these sessions, if data scrubbing requirements are identified, the Consultant will work with the Project Team to develop an action plan for data scrubbing. Once the asset and location data plan is completed,and in conjunction with Task 4.1.5,the Consultant will facilitate a review of the classes of work performed by Field Operations and custom fields in Maximo 5.2 that were designed to track data specific to Field Operations work classes. During these sessions,the Consultant will work with field Operations super-users and Water IT personnel to develop work order or activity classifications and attributes in Maximo(or in a spreadsheet template to be used for class structure data loading)as well as a crosswalk that shows how custom work order fields in Maximo 5.2 correspond to the data structures planned for Maximo 7. During these sessions. if data scrubbing requirements are identified,the Consultant will work with the Project Team to develop an action plan for data scrubbing. Once the work order data plan is completed,the Consultant will facilitate sessions to review other custom fields in Maximo 5.2 and to identify corresponding data structures in Maximo 7(to the extent that Field Operations needs the custom data to be converted). During these sessions, if data scrubbing requirements Brio Services,LLC Professional Services Agreement-Technology Page 25 of48 Rev.1 W014 City Secretary Contract No. are identified,the Consultant will work with the Project Team to develop an action plan for data scrubbing. Assumptions: The City's TSP will prepare a data migration strategy and design document for Field Operations that addresses and incorporates the data plans prepared as part of Task 4.L 1. The strategy for migrating Field Operations' data into the Maximo 7 environment will minimize impact on the divisions that may already be using that Production environment. If the strategy includes integration objects or other configurations,the TSP will document these designs as part of the strategy documentation. The strategy document will describe the planned migration processed and will include processes For error handling and verification. Milestone 4.1.1.1 Field Operations Xssel and Location Data Plan Delivered and accepted Milestone 4r 1.1.2 Field Operations Work Order Data Plan Delivered and Accepted Milestone 4.1.1.3 Field Operations Data Plan for Other Custom Fields Delivered and,4ccepled 4.1.2 Field Operations Data Migration roots:The Consultant will review the data migration strategy document prepared by the City's TSP. The Consultant will then facilitate a review session with the technical members of the Project Team to review and refine the migration design documentation. After the Project Team approves the design documentation,the Consultant will incorporate relevant portions into the Comprehensive Configuration Plan. The Consultant will Facilitate one(I)half-day technical session to review the data migration tools and configurations in the Development environment for the purpose of providing Feedback to the TSP during the development process.After the data migration tools and configurations are migrated to the Test/Train environment,the Consultant will facilitate a demonstration oFthe migration process and tools by the TSP, with participation from City Water Department team members in accordance with the agreed-to migration strategy.The Consultant will facilitate Project Team verification of the migration in the Test/Train environment and document issues with the process and/or tools. Assumptions: The City's TSP will participate in the data migration strategy review session facilitated by the Consultant.The City Water Department will scrub its data in accordance with the agreed-to data scrubbing plans. The City's TSP will develop tools and configurations according to the designs in the agreed-to data migration strategy document. The TSP will migrate the data migration tools and configurations to the Test/Train environment.The TSP will demonstrate the migration process to the Project Team. The TSP will refine the tools and configurations and update its technical documentation as needed. Milestone 4.1.2.1 Field Operations Data Migration Strategy Review Completed Milestone 4.122 Field Operations Data Migration Testing Completed 4.1.3 Field Operations Cutover Plan: The Consultant will review a draft Field Operations Cutover Plan prepared by the City's TSP and will then Facilitate a full-day Project Team review session to discuss and refine the plan and to determine who wilt be responsible for each step. The Consultant will update the Cutover Plan based on the outcomes of the review session. Assumptions: The City's TSP will prepare a detailed cutover plan for Field Operations and will submit this cutover plan to the Consultant for review.The document will define all steps that will be taken to move the field Operations Division from Maximo 5.2 to the Maximo 7 Production environment, including migration and activation of the new Maximo interfaces and retirement of the 5.2 interfaces. The TSP will participate in a full-day review session facilitated by the Consultant. Milestone 4.1J 1, Field Operations Cutover Plan Document Completed Brio Services,LLC Professional Services Agreement-Technology Page 26of49 Rev_ 11/2014 City Secretary Contract No. 4.1.4 Align Maximo 5.2 Asset and Work Order Data with Plans for Maximo 7: The Consultant will facilitate a full day review session with technical members of the Project Team to examine the structure of asset and location data and asset-linked work orders in Maximo 5.2. The Consultant will recommend steps for aligning the data with the structures to be used in Maximo 7 and will prepare a technical memo documenting the alignment steps. The City Water Department will modify the asset catalog and otherwise modify data in Maximo 5.2,and the Consultant will update the Comprehensive Configuration Plan as needed to reflect the impact on data migration. Milestone 4.1.4.1 Maximo 5.2 Data Alignment Documentation Delivered and rt ccepted 4.1.5 Evaluate and Refine Field Operations Business Processes: The Consultant will facilitate up to ten (10) full day work sessions to review current work order life cycle,asset data management, and materials management processes with division personnel, introducing the functionality of the upgraded system and discussing the process standards established in Task 2.The Consultant will document division-specific wink and activity classifications and attributes required as well as other division-specific configurations that may be needed. To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed.The Consultant will facilitate discussions of inventory management processes and the potential use of truck-based storerooms. The Consultant will add division-specific work order classifications and criheragreed-to configurations to the Comprehensive Configuration Plan and will develop a draft technical memorandum describing process modifications that will be implemented in conjunction with the migration to Maximo 7. The Consultant will facilitate a full-day work session with the Project Team to review and refine the process modification memorandum. Milestone 4.1.5.1 Field Operations Division-specefic Updates to the Comprehensive Configuration Plan Delivered and Accepted Milestone 4.1_5.2 Technical Memorandum Describing Modiijications to Current Field Operations Processes Delivered and Accepted 4.1.6 Develop Plans Related to Field Operations'Customizations: The Consultant will facilitate up to five(5) fill day sessions with the Project Team to review the City Water Department's Maxima 5.2 customizations and determine how to accommodate the associated business needs in Maximo 7. This process will include evaluating the functionality provided by the customizations and documenting the strategy for achieving comparable functionality(if needed) in Maximo 7. The Consultant wi:l document new configuration requirements associated with the accommodation of Maximo 5.2 customization. To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations, the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed.The Consultant will review and refine the proposed configurations with the Project Team and update the Comprehensive Configuration Plan as needed. Assumptions: The City's TSP and/or HSP will prepare a list of customizations discovered in the City Water Department's Maximo 5.2 environment, including QuickPick customizations,custom fields and database processes,and other configurations/customizations associated with the Syclo, Oracle CRM,Esd GIS, and FireHouse interfaces. The TSP and/or HSP will submit this list to the Consultant for review and will participate in Task 4.1.6 planning sessions. Milestone 4.1.6.1 Comprehensive Configuration Plan Updated with Agreed-to Configurations for Accommodating the Functionality of the Maximo 5.2 Customizations Brio Services,LLC Professional Services Agreement-Technology Page 27 of48 Rev. 1 10-014 City Secretary Contract No. 4.1.7 Extend Marirno 5.2 for Inspection Work Requests from the Department of Transportation and Public Works(TPW): The Consultant will facilitate a full day work session with the Project Team and TPW representatives to discuss the process for TRW requests for inspection-related work, including current processes and processes that will be in place with Maximo 7. The City Water Department will demonstrate the current work order creation process in Maximo 5.2,and the team will identify TRW users to be trained. The City Water Department will create accounts for the identified TPW users in Maximo 5.2 and will install software and provide on the job training so that TPW can begin creating work requests and monitoring status directly in Maximo.The Consultant will prepare a user reference document(screen shots and a description of the work order creation and query processes) to be used in the on-the-job training. In conjunction with Task 4.1.1,the Consultant will update the Comprehensive Configuration Plan to accommodate requirements for TPW-specific work classifications. Milestone 4.1.7.I TPW Planning Session Completed Milestone 4.1.7.2 TPW Maximo 5.2 User Reference Document Delivered and Accepted 4.1.8 Apply}Field Operations Division-specific Functional Configurations:The Consultant will work with the City Water Department technical team to apply the Division-specific functional configurations documented in the Comprehensive Configuration Plan in the Development system. (Note: Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.)The Consultant will facilitate interactive workshops with the Project Team to review and refine the system configurations as they are applied. The City Water Department will migrate the configurations to the Test environment in accordance with the protocols developed in Task 2. The Consultant will prepare a plan for testing the division-specific configurations, including testing of general system functionality that may be affected by the configurations. Note:This does not include interface testing or testing of complex configurations assigned to the TSP,which will be addressed separately. Milestone 4.1.8.1 Field Operations Division-specific Business Rules Configured in Development Milestone 4.1.8.2 Field Operations Division-specific Configuration Test Plan Delivered and Accepted 4.1.9 Test Field Operations Functional Configurations:Once the functional configurations have been migrated to the Test environment,the Consultant will facilitate up to three (3)days of workshops with the Project Team to test configurations. The Consultant will develop and update a list of issues discovered during the testing, including configuration defects, user training or business practice issues, issues with commercial software, and user requests for enhancements to be scheduled for future consideration. The Consultant will compile documentation of configuration modifications made during the testing process and will update the Comprehensive Configuration Plan. Assumptions: This subtask does not include interface testing or testing of complex configurations assigned to the TSP,which will be addressed separately.The Consultant will work with the Project Team to address issues with functional configurations(correcting defects and identifying requests for enhancements to be scheduled for future consideration).The City will report issues with third party software products to the appropriate software vendor. The City,TSP or HSP will apply software patches and fixes to the Maximo application and database. The City will set up user accounts and security groups and will address issues with user accounts and security. Milestone 4.L 9.1 Field Operations Functional Configuration Testing Session Completed Milestone 4.1.9.2 Past-testing Updales to the Comprehensive Configuration Plan Delivered and Accepled 4.1.10 Integrated System Testing The Consultant will prepare a draft integrated system testing plan that incorporates the interfaces and complex configurations and tests functionality using the City Water Department's documented business processes. The Consultant will facilitate a full-day work session with the Project Team to review and refine the plan and associated issue management protocols.Once the testing plan is complete and all core functional configurations., division-specific configurations for Field Brio Services,LLC Professional Services Agreement-Technology Page 29 of48 Rev 1 1/2014 City Secretary Contract No. Operations and any other divisions that are in Production, interfaces,and complex configurations have been migrated to the Test environment,the Consultant will facilitate up to five(5)days of integrated system testing. The Consultant will develop and update a list of issues discovered during the integrated system testing, including configuration defects, user training or business practice issues, issues with commercial software,and user requests for enhancements to be scheduled for future consideration. The Consultant will work with the Project Team to address defects in functional configurations. The Consultant will update the Comprehensive Configuration Plan as needed to reflect modifications to address configuration defects. Assumptions: The City will set up user accounts and security groups and will address issues with user accounts and security. The TSP will correct defects with complex configurations and interfaces developed by the TSP.The City or TSP will correct issues with the external systems(Esri GIS,Oracle CRM, SunGard CIS and FireHouse)that affect the interface functionality. The City will report issues with third party software products to the appropriate software vendor. The City,TSP or YISP will apply patches and fixes to commercial software if needed. Milestone 4.1.10.1 Integrated System Testing Plan Delivered and Accepted Milestone 4.1.10.2 Integrated System Testing Sessions and Issue Documentation Completed Milestone 4.1.10.3 Functional Configuration Issues Resolved 4.1.11 Field Operations Training and Cralover. Once integrated system testing is completed,the Consultant will facilitate the migration of configurations to the Production environment in accordance with the Configuration Migration Plan. The Consultant will facilitate a rehearsal ofthe cutover process in the Test environment and will update the cutover plan as needed based on lessons learned during the rehearsal. The Consuhant will prepare user reference material for the Work Order Tracking and Quick Reporting applications that incorporates use of the map application interface. The Consultant will conduct up to four (4)days of user training prior to the cutover. The Consultant will facilitate the cutover to the Production environment in accordance with the agreed-to cutover plan. The Consultant will provide on-site support for a week following cutover. During the first week following cutover,the Project Team members and Consultant will assist end users and update reference material as needed. Approximately one month fallowing the cutover,the Consultant will facilitate a review session with the Project Team and representative end users to discuss issues encountered by end users and to develop an action plan for addressing the issues. Assumptions:The City, HSP and TSP will participate in the migration rehearsal and will modify tools and configurations based on lessons leamed during the rehearsal.The City,IISP and TSP will participate in the cutover in accordance with the cutover plan. The City Water Department will prepare the training environment and schedule the training sessions to prepare Maximo 5.2 and 5yclo users for changes in application screens and processes in Maximo T. The City's TSP will provide technical support for its complex configurations and interfaces during and following the cutover process. Milestone 4.1,11.1 Cutover Rehearsal Completed Milestone 4.I.111 User Reference Material for Work Order Tracking and Quick Reporting(including Use of Map Application)Delivered and Accepted Milestone 4.1.11.3 Field Operations User Training Sessions Completed Milestone 4.1.11.4 Culover Completed(Maximo 5.2 Retired) Milestone 4.1.11.5 Post-cutover Review Completed and Action flan Delivered and Accepted 4.2 Water Reclamation Division(Village Creek Treatment Plant and Warehouse) Brio Services,U.0 Professional Services Agreement-Technology Page 29 of48 Rev_ 1112014 City Secretary Contract No. 4.2.! Develop Water Reclamation Maxima Hierarchy. The Consultant will facilitate up to four(4)full day planning sessions with the Project Team to design a process-based location hierarchy for the Village Creek facility and identify classifications of assets maintained at the facility. The Consultant will work with the Project team to load or enter the location hierarchy in the Development environment during the course of the review sessions. The City Water Department will provide a report of Village Creek asset records from TM A. The Consultant will facilitate up to three(3)days of asset review sessions to determine whether specific assets should be tracked in Maximo(i.e.,to distinguish maintainable units from component parts and to determine whether equipment records are current and reliable enough to warrant migration)and to identify appropriate installation points(locations)and classifications for assets that will be tracked in Maximo. The City Water Department will complete the review of TMA asset records and identify locations and classifications for those records that will be migrated to Maximo. The Consultant will facilitate up to two(2)days of work sessions with the Project Team to define attributes to be tracked for each Water Reclamation asset classification and to identify fields in TMA where the data for these attributes is currently stared. The Consultant will work with the Project Team to enter or load the class structure data into Maximo and to review and confirm the classification and attribute structures. The Consultant will update the Comprehensive Configuration Plan with the asset classifications and attributes defined for the Water Reclamation Division. Milestone 4.2.1.1 Water Reclamation Plant Process-based Location Hierarchy Added to Maximo Development Environment Milestone 4.2.1.2 TAM Water Reclamalion Asset Data Review Sessions Completed Milestone 4.2.1.3 Water Reclamation Plant Asset Class.Structures(Classifications and Attributes)Added to Development Environment 4.2.2 Evaluate and Refine Water Reclamation Business Processes. The Consultant will facilitate up to ten (10) full day work sessions to review the work order life cycle end to end with Village Creek personnel and discuss specific business processes and the use of Maximo to support those processes, including inventory management activities, The Consultant will document division-specific work and activity classifications and attributes required as well as other division-specific configurations that may be needed. To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed.The Consultant will add division-specific work order classifications and ether agreed-to configurations to the Comprehensive Configuration Plan and will develop a draft technical memorandum describing process modifications that will be implemented in conjunction with the migration to Maximo T The Consultant will facilitate a full-day work session with the Project Team to review and refine the process modification memorandum. Milestone 4.2.2.1 Water Reclamation Division-specific Updates to the Comprehensive Ca►fguralion Plan Delivered and Accepted Milestone 4,2.2.2 Technical Memorandum Describing Modifications to Water Reclamation Business Processes Deliverer!and Accepted 4.2.3 ripply Water Reclamation Division-specific Functional Configurations.-The Consultant will work with the City Water Department technical team to apply the Division-specific functional configurations documented in the Comprehensive Configuration Plan in the Development system. (Note: Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.)The Consultant will facilitate interactive workshops with the Project Team to review and refine the system configurations as they are applied. The City Water Department will migrate the configurations to the Test environment in accordance with the protocols developed in Task 2. The Consultant will prepare a plan for testing the division-specific configurations, including testing of general Brio Services,LLC Professional Services Agreement-Technology Page 30 4F48 Rev. 1112014 City Secretary Contract No. system functionality that may be affected by the configurations. (Note: This does not include testing of complex configurations assigned to the TSP,which will be addressed separately.) Milestone 4.2.3.1 Water Reclamation Division-specific Business Rules Configured in Development hfilestone 4.2.3.2 Water Reclamation Division-specific Confrguralion Test Plan Delivered and Accepted 4.24 Water Reclamation Data Migration;The Consultant will conduct a half-day work session with the Project Team to review the design for the data loading tools to be developed by the TSP and to discuss data scrubbing requirements. The Consultant will update the Comprehensive Configuration Plan with the agreed-to designs. Once the data migration tools and configurations are available, the Consultant will facilitate up to three(3)days of Data Scrubbing sessions with the Project Team to scrub and organize data into the loading templates and to test the loading tools with small sample sets of source data. The Consultant will document issues with the data loading process, including defects in the tools and issues with the source data. Once defects in the tools are corrected and the source data is scrubbed, the Consultant will work with the City Water Department to load the source data into the Development environment and review the results of the data load to identify additional data scrubbing requirements or other issues with the data loading tiles. Once the source data loads are completed and verified in the Development environment, the Consultant will facilitate the migration of the division-specific data loading configurations from the Development environment to the Test environment in accordance with the Configuration Migration Plan,The Consultant will assist the City Water Department with loading the original scrubbed data to the Test/Train environment. The City Water Department will then extract inventory, work order and asset records that were added or modified since the first extraction and will scrub and organize these into data loading files and load the records to the Test environment. Assumptions:The City's TSP wi 11 design data loading tools for the TMA work order and asset data and for the 'Water Reclamation Division's inventory records.The TSP will participate in the design review session and will update the designs as needed and develop and unit-test the tools.The City Water Department will export existing asset,work order and inventory data to be loaded to Maximo and will scrub as needed to support the testing and loading processes. The City Water Department will complete the data scrubbing and organization of the data into loading files. The TSP will correct defects in the tools that are discovered during the testing and data loading processes. ,Milestone 4.2.4.1 Planl Inventory,Asset and fork Order Data Loading Configuration Design Review Completed Milestone 4.2.4.2. Water Reclamation Inventory,, Asset and Work Order Data Scrubbing Sessions and Data Loading Configuration Testing Completed Milestone 4.2.4.3 Water Reclamation Invento►y, Asset and Work Order Data Loaded to Test Environment 4.2.5 Writer Reclamation Configuration Testing, Once the Water Reclamation division-specific configurations and data have been migrated to the Test/Train environment, the Consultant will facilitate up to three(3) days of workshops with the Project Team to test the configurations in accordance with Water Reclamation division-specific configuration test plan. The Consultant will develop and update a list of issues discovered during the testing, including configuration defects, user training or business practice issues,issues with commercial software,and user requests for enhancements to be scheduled for Future consideration. The Consultant will work with the Project Team to address defects in functional configurations. The Consultant will update the Comprehensive Configuration Plan as needed to reflect modifications to address configuration defects Assumptions:The City will set up user accounts and security groups and will address issues with user accounts and security.The TSP will correct defects with complex con fgurations and interfaces Brio Services.L; C Protessionai Services Agreement-Technology Page 31 of 48 Rev 1 1/2014 f City Secretary Contract No. developed by the TSP,The City will report issues with third party software products to the appropriate software vendor. The City, TSP or HSP will apply patches and fixes to commercial software if needed. Milestone 4.2.5.1 Water Reclamation Functional Configuration Testing Session Complete Milestone 4.2.5.2 Water Reclamation Post-testing Updates to the Comprehensive Configuration Plan Deliverer)and Accepted 4.2.6 Water Reclamation Maarimo Training and Go Live:Once testing is completed,the Consultant will facilitate migration of configurations to the Production environment in accordance with the Configuration Migration Plan. The Consultant will facilitate a half-day planning session with the Project Team to develop an action plan and schedule for go-live activities.The Consultant will Facilitate the loads of inventory, asset and work order records to the Production environment. The Consultant will develop a training plan and user reference material for process-based training. The Consultant will conduct up to Five(5)days of user training in the Test/Train environment. The Water Reclamation Division will stop adding or editing data in the legacy work order and inventory applications and will extract from these systems any new or updated records since the previous extraction. The Project Team will scrub these new and updated records and organize into source files. The Consultant will assist the Project Team with loading these records to the Test-nvironment, scrubbing source data as needed to complete the load, and then loading the data to the Production environment. The Consultant will then provide two(2) weeks of on-site support as the Water Reclamation Division begins using Maximo. if configuration issues are discovered during this two-week period,the Consultant wiIi work with the Project Team and TSP to resolve Functional configuration defects,notify the appropriate third party software vendors of software defects..and document requests for enhancements. The Consultant will update the Comprehensive Configuration Plan as needed, Assumptions: The City, H S P and TSP will participate in the go-live planning session and will support the go-live in accordance with the resulting action plan.The City Water Department will prepare the training environment and schedule the training sessions. The City's TSP will provide technical support for its complex configurations and interfaces during and following the go-live process. Milestone 4.2.6.1 Water Reclamation Training Plan and User Reference Material Delivered and Accepted Milestone 1.2.6.2 Water Reclamation Go-live Aclion Plan Document Delivered and Accepled Milestone 4.2.6.3 Water Reclamation User Training Sessiuna•Completes! Milestone 4.2.6.4 Water Reclamation Division Live in Maximo(Two Weeks o''On-Sile Support by Consultant Provided) 4.3 Water Production 4.3,1 Develop Water Plant, Pump Station, and L t Stsalion Alacrimo Hierarchies_ The Consultant will Facilitate up to ten(10)bill day planning sessions with the Project Team to design process-based location hierarchies for the water treatment plants,pump stations, lift stations and other major facilities managed by the Water Production Division. During these sessions,the Project Team will identify classifications of assets maintained at the facilities. The Consultant will work with the Project team to load or enter the location hierarchies in the Development environment during the course of the review sessions. The City Water Department will provide a report of Water Production Division asset records from TMA. The Consultant will facilitate up to three(3)days of asset review sessions to determine whether specific assets should be tracked in Maximo(i.e.,to distinguish maintainable units from component parts and to determine whether equipment records are current and reliable enough to warrant migration)and to identify appropriate installation points (locations)and classifications for assets that will be tracked in Maximo. The City Water Department will complete the review of TMA asset records and identify locations and classifications for those records that will be migrated to Maximo. The Consultant will facilitate up to Brio Services,LLC Professional Services Agreement-Technology Page 32 or48 Rev 1 1/2014 City Secretary Contract No. two(2)days of work sessions with the Project Team to define attributes to be tracked for each Water Production asset classification and to identify fields in TMA where the data for these attributes is currently stored. The Consultant will work with the Project Team to enter or load the class structure data into Maximo and to review and confirm the classification and attribute structures. The Consultant will update the Comprehensive Configuration Plan with the asset classifications and attributes defined for the Water Production Division. Xtileslone 4.3.1.1 Wafer Production Fac&4i Location Hierarchies Added to Maximo Development Environment Milestone 4.3.1.2 TA IA Production Division asset Data Review Sessions Completed Milestone 4.3.1.3 Water Production Asset Class Structures (Classifications and.411ributes)Added 10 Development Environment 4 3.2 Evaluate and Refine Water Production Business Processes, The Consultant will facilitate up to ten(10) full day work sessions to review the work order life cycle end to end with Water Production personnel and discuss specific business processes and the use of Maximo to support those processes.The Consultant will document division-specific work and activity classifications and attributes rewired as well as other division-specific configurations that may be needed. To the extent possible,the configuration plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cost of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed. The Consultant will add division-specific work order classifications and other agreed-to configurations to the Comprehensive Configuration Plan and will develop a draft technical memorandum describing process modifications that will be implemented in conjunction with the migration to Maximo 7. The Consultant will facilitate a full-day work session with the Project Team to review and refine the process modification memorandum. Milestone 4.3.2.1 Water Production Division-spec fic Updates to the Comprehensive Configuration Plan Delivered and Accepted Milestone 4.3.2.3 Technical hfemorandum Describing Modifications to Water Production Business Processes Delivered and accepted 4.3.3 Apply Water Production Division-specific Functional Configurations: The Consultant will work with the City Water Department technical team to apply the Division-specific functional configurations documented in the Comprehensive Configuration Plan in the Development system, (Note. Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.)The Consultant will facilitate interactive workshops with the Pro ject Team to review and refine the system configurations as they are applied. The City Water Department will migrate the configurations to the Test environment in accordance with the protocols developed in Task 2. The Consultant will prepare a plan for testing the division-specific configurations, including testing of general system functionality that may be affected by the configurations. (Note:This does not include testing of complex configurations assigned to the TSP,which will be addressed separately.) Milestone 4.3..3.1 Water Production Division-specific Business Rules Configured in Development Milestone 4.3.3.2 Water Production Division-specific Configuration Test Plan Delivered and Accepted 4.3.4 Water Production Data Migration: This task leverages the data loading tools and processes developed in Task 4.2.4. if needed,the Consultant will modify the templates to accommodate Water Production classifications. The City Water Department will export Water Production data from TMA. The Consultant will facilitate up to three(3)days of Data Scrubbing Sessions with the Project Team to scrub and organize data into the loading templates and to test load sample sets of the data. The City Water Brio Services,LUC Professional Services Agreement-Technology Page 33 of48 Rev, t 112014 City Secretary Contract No. Department will complete the data scrubbing and organization of the data into loading files. The Consultant will work with the City Water Department to load the source data into the Development environment,review the results of the data load and refinelscrub data loading files as needed. The Consultant will work with the City Water Department to rn igrate division-spmific configurations from the Development environment to the Test environment. The Consultant will assist the City Water Department with loading the original scrubbed data to the Test/Train environment. The City Water Department will then extract wont order and asset records that were added or modified since the first extraction and will scrub and organize these into data loading tiles and load the records to the Test ervironment. Assumptions: The City's TSP will develop data loading tools for the TMA work order and asset data;, The City Water Department will export existing asset,work order and inventory data to be loaded to Maximo and will scrub as needed to support the testing and loading processes. The City Water Department will complete the data scrubbing and organization of the data into loading tiles. The TSP will correct defects in the tools that are discovered during the testing and data loading processes. Milestone 4.3.4.1 Water Produc.*ion Data Scrubbing Sessions with Consultant Completed Milestone 4,3,4.2. Water Production 4sset and Work Order Data Loaded to Test Environment 4.3.5 Wafer Production Configuration Testing.Once the Water Production division-specific configurations and data have been migrated to the Test/Train environment,the Consultant will facilitate up to three(3)days of workshops with the Project Team to test the configurations in accordance with Water Reclamation division-specific configuration test plan.The Consultant will develop and update a list of issues discovered during the testing, including configuration defects. user training or business practice issues, issues with commercial software, and user requests for enhancements to be scheduled for future consideration. The Consultant will work with the Project Team to address defects in functional configurations, The Consultant will update the Comprehensive Configuration Plan as needed to reflect modifications to address configuration defects Assumptions: The City will set up user accounts and security groups and will address issues with user accounts and security. The TSP will correct defects with complex configurations.The City will report issues with third party software products to the appropriate software vendor. The City,TSP or HSP will apply patches and fixes to commercial software if needed. Milestone 4.3.5.1 Water Pruducliun Funcliunul Cunji'guraliun Testing Sessions Completed Milestone 4.3.5.2 Water Production Post-lesling Updates to the Comprehensive Configuration Pion Delivered and.4ccepied 4.3.6 Water Production Maximo Training and Go Live: Once testing is completed, the Consultant will facilitate migration of division-specific configurations to the Production environment in accordance with the Configuration Migration Plan. The Consultant will facilitate a half-day planning session with the Project Team to develop an action plan and schedule for go-live activities.The Consultant will facilitate the loads of inventory,asset and work order records to the Production environment, The Consultant will develop a training plan for Water Production and will update the previously developed user reference material as needed to support Water Production training. The Consultant will conduct up to five(5)days of user training in the TesdTrain environment. The Water Production Division will stop entering or editing data in TM A.The City Water Department will extract TM records that were added or updated since the previous extraction. The Project Team will scrub these new and updated records and organize into source flies, The Consultant will assist the Project Team with loading these records to the Test environment,scrubbing source data as needed to complete the load,and then loading the data to the Production environment. The Consultant will then provide two(2) weeks of on-site support as the Water Production Division begins using Maximo. if configuration issues are discovered during this two-week period,the Consultant will work with the Project Team and TSP to resolve functional configuration Brio Smices,LLC Professional Services Agreement-Technology Page 31 of 48 Rev t 1/2014 Y City Secretary Contract No. defects, notify the appropriate third party software vendors of software defects, and document requests for enhancements. The Consultant will update the Comprehensive Configuration Plan as needed. Assumptions The City, HSP and TSP will participate in the go-live planning,session and will support the go-live in accordance with the resulting action plan.The City Water'Department will prepare the training environment and schedule the training sessions. The City's TSP will provide technical support for its complex configurations during and following,the go-live process. Milestone 4.3.6./ Water Production Training Plan and Updated Reference Material Delivered and A ccepled Milestone 4.3.6.2 Water Production Go-live Action Plan Do"ment Delivered and Accepled Milestone 4.3.6.3 Water Production User Training Sessions Completed Milestone 4.3.6.4 Water Production Division Live in Maximo(Two Weeks of On-Site Supporl by Consultant Provided) 4.4 Meter Services 4,4.1 Develop Data Strategy for Meters andrlppurtenances. The Consultant will facilitate up to three(3)full day planning sessions with the Project Team to discuss service premises,service points,meter boxes/vaults, meter assets, registers,transmitters and other appurtenances. The team will review the data structures in the billing system and will select strategies for representing the data in Maximo and in the Esri GIS. The Consultant will document the team's decisions in the Comprehensive Configuration Plan, including documentation of asset classifications that may be needed in Maximo. The City Water Department will develop additional Esri GIS feature classes and views as needed to support the selected strategies. The Consultant will work with the Project Team to add or load Meter Services asset classifications and attributes to Maximo. Milestone 4.4.1.l Meter-related Data Planning Sessions Completed and Strategy Added to the Comprehensive Configuration Plan 4.4.2 Evaluate and Refine Meter Services Business Processes The Consultant will facilitate up to five(5) full day work sessions to review the work order life cycle end to end with Meter Services personnel and discuss specific business processes and the use of Maxima to support those processes. The Consultant will document section-specific work and activity classifications and attributes required as welt as other section-specific configurations that may be needed. To the extent possible,the configtuation plans will be limited to those that can be applied easily through the Maximo administration user interface. If the Project Team identifies the need for complex configurations,the Consultant will work with the TSP to prepare a preliminary estimate of the cast of additional technical services to develop and test the complex configuration and will facilitate Project Team review of the costs and benefits of the configuration so that the Team can determine whether to proceed.The Consultant will add section-specific work order classifications and other agreed-to configurations to the Comprehensive Configuration Plan and will develop a draft technical memorandum describing process modifications that will be implemented in conjunction with Maximo 7. The Consultant will facilitate a full-day worst session with the Project Team to review and refine the process modification memorandum. Milestone 4,4.2.1 Meter Services Section-speck Updates to the Comprehensive Configuration Plan Delivered and.4ccepted Milestone 4.4.2.3 Technical Memorandum Describing Modrficalions to Meter Services lousiness Processes Delivered and Accepted 4.4.3 Apply Meter Services Section-specific Functional Configurations. The Consultant will work with the City Water Department technical team to apply the section-specific functional configurations documented in Brio Services.LLC Professional Services Agnmrnent-Technology Page 35 nf48 Rev 1 1/ZU14 City Secretary Contract No. the Comprehensive Configuration Plan in the Development system. (Note: Complex configurations assigned to the TSP will be flagged in the Comprehensive Configuration Plan and will be addressed separately.)The Consultant will facilitate interactive workshops with the Project Team to review and refine the system configurations as they are applied. The Water Department will migrate the configurations to the Test environment in accordance with the protocols developed in Task 2. The Consultant will prepare a plan for testing the section-specific configurations, including testing of general system functionality that may be affected by the configurations. (Note: This does not include testing of complex configurations assigned to the TSP, which will be addressed separately.) Milestone 4.4.3.1 Meier Services Section-specific$airiness Rules Configured in Development Milestone 4.4.3.2 Meter Services Section-spec f c Configuration Test Plan Delivered and Accepted 4.4.4 Meter Services Data Migration: This task leverages the data loading tools and processes developed in Task 4.2.4. Ifneeded,the Consultant will modify the templates to accommodate Meter Services classifications.The City Water Department will complete any Esri G15 configurations needed to support the strategy developed in Task 4.2.4 and will export meter and appurtenance asset data from the SunGard CIS. The Consultant will facilitate up to three(3)days of Data Loading and iteview Sessions with the Project Team to organize meter-related data into the loading templates and to test load sample sets of records. The City Water Department will complete the organization of the data into loading files. The Consultant will work with the City Water Department to load the source data into the Development environment, review the results of the data load and refine/scrub data loading files as needed. The Consultant will facilitate migration of the section-specific configurations from the Development environment to the Test environment in accordance with the Configuration Migration Plan_The Consultant will assist the City Water Department with loading the original scrubbed data to the Test/Train environment. The City Water Department will then extract meter-related records that were added or modified since the first extraction and will organize these into data loading files and load the records to the Test environment. Assumptions:The City's TSP will develop data loading tools for the asset data.The City Water Department will export existing asset data to be loaded to Maximo and will scrub as needed to support the testing and loading processes.The City Water Department will complete the data scrubbing and organization of the data into loading files. The TSP will correct defects in the tools that are discovered during the testing and data loading processes. Milestone 4.4.4.1 Meier Services Duia Scrubbing Sessions with C'unsultunt Curnpleted Milestone 4.4.4.2. Meier Services Meter-related Data Goaded to Test Environment 4.4.5 Meter Services Configuration Testing: Once the Meter Services section-specific configurations and data have been migrated to the Test/Train environment,the Consultant will facilitate up to three(3)days of workshops with the Project Team to test configurations. The Consultant will develop and update a list of issues discovered during the testing, including configuration defects, user training or business practice issues, issues with commercial software,and user requests for enhancements to be scheduled for future consideration. The Consultant will work with the Project Team to address defects in functional configurations.The Consultant will update the Comprehensive Configuration Plan as needed to reflect modifications to address configuration defects. Assumptions.The City will set up user accounts and security groups and will address issues with user accounts and security.The TSP will correct defects with complex configurations.The City will report issues with third party software products to the appropriate software vendor- The City,TSP or HSP will apply patches and fixes to commercial software if needed. Milestone 4.4.5.1 Meter Services Functional Configuration Testing Sessions Completed Brio Services,LLC 'rolessional Services Agreement-Technology Page 36 of 48 Rev, 1 1/2014 City Secretary Contract No. Milestone 4.4.5.2 Meier Services Post-testing Updates to the Comprehensive Configuration Plan Delivered and Accepted 4.4.6 Meter Services Maximo Training and Go Live:Once testing is completed,the Consultant will facilitate migration of section-specific configurations to the Production environment in accordance with the Configuration Migration Plan. The Consultant will facilitate a half-day planning session with the Project Team to develop an action plan and schedule for go-live activities. The Consultant will facilitate the load of meter-related records to the Production environment. The Consultant will develop a training plan for Meter Services and will update the previously developed user reference material as needed to support Meter Services training. The Consultant will conduct up to five(5)days of user training in the Test/Train environment. The City Water Department will extract meter-related records that were added or updated since the previous extraction. The Project Team will review these new and updated records and organize into source files. The Consultant wilt assist the Project Team with loading these records to the Test environment,scrubbing source data as needed to complete the load,and then loading the data to the Production environment. The Consultant will facilitate activation of the SunGard CIS interface in Production as well as the Meter Services components of the Oracle CRM interface, in accordance with the go-live action plan. The Consultant will then provide two(2)weeks of on-site support as the Meter- Services Section begins using Maximo. If configuration issues are discovered during this two-week period, the Consultant will work with the Project Team and TSP to resolve functionai configuration defects,notiFy the appropriate third party software vendors of software defects,and document requests for enhancements. The Consultant will update the Comprehensive Configuration Plan as needed. Assumptions: The City, HSP and TSP will participate in the go-live planning session and will support the go-live in accordance with the resulting action plan. The City Water Department will prepare the training environment and schedule the training sessions. The City's TSP will provide technical support for its complex configurations and interfaces during and following the go-live process. Milestone 4.4.6.1 Meter Services Training Plan and Updated Reference Material Delivered and Accepted Milestone 4.4.6.2 Meter Services Go-live Action Plan Document Delivered and Accepted Milestone 4.4.6.3 Meter Services User Training Sessions Completed Milestone 4.4.6.4 Meter Services Live in Maximo(Two Weeks of'On-Site Support by Consultant Provided) 5 .4dditional Services to be.4uthorized as Needed The Consultant may provide additional services for which milestones have not been defined. The City and Consultant must agree to the scope of services provided and a not-to-exceed amount for these additional services, and execute an amendment to this Agreement. Additional services may include. but are not limited to,the following: ■ Facilitate or complete the installation and/or configuration of one or more potential software solutions for mobile work or inventory management. • Develop testing and/or training plans and materials for a mobile software module. • Provide testing and training for a mobile software module or product. • Provide requirements definition,design review, test plans,testing, and general facilitation for complex technical configurations. ■ Specify,design,develop, and/or test reports. grin Services,LLC Professional Services Agreement-Technology Page 37 of 48 Rev 1 1/1014 s City Secretary Contract No. • Assist with defect reports to software vendors and associated troubleshooting. • Provide general assistance to City Water Department System Administrators beyond what is described in tasks 1-4. Provide additional user training and on-site support beyond what is described in tasks 1-4. General Assumptions The City will provide Consultant and other Project Team members and contractors with access to the computer systems and networks necessary to complete the project properly and efficiently. The City will ensure that all City employees and contractors"designated project managers with access to the Maximo system are aware of and adhere to the rules for system configuration coordination and documentation that are established for this project. The City is responsible for maintaining adequate software licenses to cover the use of its software by employees and the configuration ofthe software by contractors. The City and its HSP(s) will schedule and support system outages and will reboot or restart applications,databases and servers as needed to support the development, testing and migration of configurations and interfaces. The City will ensure the attendance and active participation of Project Team members and other employees assigned to project tasks.The City will ensure that its employees execute assigned project tasks in accordance with the agreed-to project plans and schedules. If Consultant has to repeat work sessions or training sessions due to inadequate participation by City personnel,the make-up sessions will fall outside the milestone pricing of project tasks and will be invoiced on a Time and Expense basis under Task 5. in such cases,the City agrees that Consultant can invoice the original milestone fee in advance of completion of the make-up sessions. If the City's TSP or HSP fails to meet contractual obligations or to deliver timely services of acceptable quality, the City will take prompt and reasonable action either to compel appropriate service or to replace the contractor(s)with a qualified alternative service provider. The Consultant will assist the City with such matters on a Time and Expense basis under Task 5. Consultant is not responsible for defects in code developed or provided by others or for bugs or Other defects in the commercial, off-the-shelf software used by the City.The City is responsible for reporting such software defects to the appropriate software vendors and for applying and testing fixes provided by the software vendor. At the City"s request,Consultant will assist with troubleshooting and reporting software bugs to software vendors and/or applying and testing software fixes;such services will be performed on a Time and Expense basis under Task 5. The City will provide conference rooms and other appropriate meeting facilities with audio-visual equipment and network connections as needed to conduct project activities. Brio services,LLC Professional Services Agreement-Technology Page 38 of 48 Rev 1 1/2014 City Secretary Contract No. EXHIBIT B PAYMENT SCHEDULE The following table lists each project milestone, the flat-rate milestone fee,and the month of milestone achievement calculated from the Effective Date of this Agreement. Project milestone fees will be charged on the monthly invoice for the month the milestone is achieved. The fees listed in this Exhibit shall not change. Any change to the milestone cost must be done as an amendment to this Agreement_ Milestone Fee Month of Achievement Milestone I.I.1.1 Initial,Version 1, Project Plan and Schedule Delivered and $14,908 1 Kick-off Meeting Conducted Milestone 1.1.1.2 Version 1 of ComprehensiveConfiguration Plan Template $10,037 1 Delivered and Accepted Milestone 2.1.1.1 System Specifications Reviewed and Added to $3,395 2 Comprehensive Configuration Document Milestone 2.12.1 Maximo Development Environment Available and URLs $3,838 2 Documented in Comprehensive Configuration Plan Milestone 2.1.3.1 Maximo Test/Train Environment Available and URLs $3,838 3 Documented in Comprehensive Configuration Plan Milestone 2.1.4.1 Configuration Migration Plan Review Completed $5,018 5 1 Milestone 2.1.5.1 Migration Demonstration Complete and Verified $6,052 6 Milestone 2,1,6.1 Maximo Core Functional Configurations Migrated to Test $2,900 7 Environment Milestone 2.1.6.2 Maximo Configurations For Water Reclamation Migrated to $2,900 8 Test Environment Milestone 2.1.6.3 Maximo Configurations for Water Production Migrated to $2,900 13 Test Environment Milestone 2.1.6.4 Maximo Configurations For Field Operations Migrated to $2,900 14 Test Environment Milestone 2,1.6.5 Maximo Configurations for Meter Services Migrated to Test $2,900 13 Environment Milestone 2.1.6.6 Maximo Configurations for Geodatabase Interface Migrated $967 11 to Test Environment Milestone 2.1.6.7 Maximo Configurations for Map Application Interface $967 11 Migrated to Test Environment Milestone 2.1.6.8 Maximo Configurations for Oracle CRM Interface Migrated $967 12 to Test Environment Milestone 2.1.6.9 Maximo Configurations for FireHouse Interface Migrated to $967 13 Test Environment Milestone 2.1.6.i0 Maximo Configurations for SunGard CIS Interface $967 14 Migrated to Test Environment Milestone 2.1,7.1 Maximo Production Environment Available and URLs $2,823 10 Documented in Comprehensive Confi uration Plan Milestone 2.1.7.2 Core Maximo Functional Configurations Migrated to $2,823 10 Production _ Milestone 2.1.7.3 Maximo Configurations for Water Reclamation Migrated to $2,823 11 Production Milestone 2.1,7.4 Maximo Configurations for Water Production Migrated to $2,823 14 Production Milestone 2.1.7.5 Maximo Configurations for Field Operations Migrated to $2,823 16 Production Milestone 2.1.7.6 Maximo Configurations for Meter Services Migrated to $2,823 16 Brio Services,LLC Professional Services Aureemeni-T"briology Page 39 of48 R.ev. 1 tf2014 City Secretary Contract No. Milestone Fee Month of Achievemeat Production Milestone 2.1.7.7 Maximo Configurations for Geodatabase Interface Migrated $1,129 18 to Production Milestone 2.1.7.8 Maximo Configurations for Map Application Interface $1,129 t 8 Mi ated to Production Milestone 2.1.7.9 Maximo Configurations for Oracle CRM Interface Migrated $1,129 18 to Production Milestone 2.1.7.10 Maximo Configurations for FireHouse Interface Migrated $1,129 18 to Production Milestone 2.1.7.11 Maximo Configurations for SunGard CIS Interface $1,129 18 Migrated to Production Milestone 2.1.8.1 Data Refresh Protocol Document Review Completed $3,395 12 Milestone 2.1.8.2 Data Refresh Protocol Demonstrated and Verified $3,395 13 Milestone 2 2.1.1 Maximo Configuration Overview Session Com leted $21,845 2 Milestone 2.2.2.1 Maximo Overview Session Com feted $21,255 2 Milestone 2.3.1.1 Process Diagrams Delivered and Accepted $37,196 3 Milestone 2,3,2.1 Plan for Core functional Configuration Delivered and $57,712 4 Accepted Milestone 2.3.3.1 Data Access Updates to the Comprehensive Configuration $21,402 4 Plan Delivered and Accepted Milestone 2.3.4.1 Business Case Evaluation Template Delivered and Acce ted $12,362 5 Milestone 2.3.4.2 Comprehensive Configuration Plan Updates for Cost Report $12,362 5 and Business Case Evaluation Delivered and Acce ted Milestone 2.4.1.1 Core Configuration Sessions Completed for Asset and $9,151 6 Locations Applications Milestone 2.4.1.2 Core Configuration Sessions Completed for Job Plan $5,314 6 APplication Milestone 2.4.1.3 Core Configuration Sessions Completed for Condition $5,314 6 Monitoring Application Milestone 2.4.l.4 Core Configuration Sessions Completed for Route and PM $5,314 6 Applications Milestone 2.4.1.5 Core Configurations For Work Order Tracking Application $1 1,908 6 Approved Milestone 2.4.1.6 Core Configuration Sessions Completed for Purchasing $5,314 7 Application Milestone 2.4.1.7 Core Configuration Sessions Completed for Inventory $9,151 7 Application Milestone 2.4.1.8 Core Configuration Sessions Completed for Quick $6,790 7 Reporting Application Milestone 2.4.2.1 Care Configuration Testing Session Completed $17,269 7 Milestone2.4.2.2 Updated Comprehensive Configuration Plan Delivered and 51,919 7 Accepted Milestone 2.4.3.1 Core Configurations for asset and Locations Applications $3,542 8 Approved Milestone 2,4.3.2 Core Conti urations for Jab Plan Application Approved $1,993 8 Milestone 2.4.3.3 Core Configurations for Condition Monitoring Application $1,993 8 Approved Milestone 2.4.3.4 Core Configurations for Route and PM Applications $1,993 8 Approved Milestone 2.4.3.5 Core Configurations for Work Order Tracking Application $4,207 8 Approved Milestone 2.4.3.6 Core Configurations for Purchasing Application Approved $1,993 8 13rio Services.LLC Professional services Agreement-Technology Page 40 of48 Rev. 1112014 City Secretary Contract No. Milestone Fee Month of Achievement Milestone 2.4.3.7 Core C.onfi urations for Invento2 AepIication-,APproved 53,542 8 Milestone 2.4.3.8 Core Configurations For Quick Reporting Application $2,878 8 Approved Milestone 2.4.4.1 Modified Work Carder Details Report Review Completed $3,616 8 Milestone 2.4.4.2 Cost Re ort Review Completed $3,616 8 Milestone 2.5.1.1 Test Plan for Direct Mobile Access Delivered and Approved $9,151 6 Milestone 2.5.1.2 Direct Mobile Access Test Review Session Completed $9,151 8 Milestone 2.5.2.1 Everyplace Configuration Planning and Development $27,159 9 Sessions Completed Milestone 2.5.2.2 Eve lace Configuration Testing Sessions Completed $16,827 10 ivlilestone 2.5.2.3 Everyp lace User Train ing Material Completed $8,266 10 Milestone 3.1.1.1 Esri GIS Data Interface Requirements Document Delivered $13,801 6 and Accepted Milestone 3.1.2.1 Esri GIS Data Interface Design and Test Plan Review $3,063 8 Complete Milestone 3.1.3.1 Esri GIS Data Interface Components Developed and Ready $3,063 10 to Test Milestone 3.1.3.2 Esri GIS Data Interface Testing Comp leted $12,030 13 Milestone 31.1.1 Esri GIS Application Interface Requirements Document $11,292 6 Delivered and Accepted Milestone 3.2.2.1 Esri GIS Application Interface Design and Test Plan Review S3,063 8 Completed Milestone 3.2.3.1 Esri GIS Map Application Interface Components Developed $3,063 10 and Ready tc Test Milestone 3.2.3.2 Esri GIS Map Application Interface Testin Completed $12,030 13 Milestone 3.3.1.1 Oracle CRM Interface Requirements Document Delivered $1 1,292 7 and Accepted Milestone 3.3.2.1 Oracle CRM Interface Design and Test Plan Review $2,841 9 Completed Milestone 3.3.3.1 Oracle CRM Interface Components Developed and Ready to $2,841 11 Test Milestone 3.3.3.2 Oracle CRM Interface Testing Completed $1 1 292 14 Milestone 3.4.1.1 FireHouse interface Requirements Document Delivered and $9,520 7 Accepted Milestone 3.4.2.1 FireHouse Interface Design and Test Plan Review $2,841 9 Completed Milestone 3.4.3.1 FireHouse Interface Components Developed and Ready to $2.841 11 Test Milestone 3.4.3.2 FireHouse Interface Testing Completed $l 1,292 14 Milestone 3.5.1.I SunGard CIS Interface Requirements Document Delivered $26,716 8 and Accepted Milestone 3.5.2.1 SunGard CIS Interface Design and Test Plan Review $2,841 10 Completed l Milestone 3.5.3.1 SunGard CIS Interface Components Developed and Ready $2,841 12 to Test Milestone 3.5.3.2 SunGard CIS Interface Testing Completed $29,520 15 Milestone 4.1.I.I Field Operations Asset and Location Data Plan Delivered $15,35 I 1 7 and Accepted Milestone 4.1.1.2 Field Operations Work Order Data Plan Delivered and $15,351 8 Accepted Milestone 4.1.1.3 Field Operations Data Plan for Other Custom Fields $7,675 9 Delivered and Accepted Brio Services.L LC Professional Services Agreement-Technology Page 41 oF48 Rev. 1 U20 14 City Secretary Contract No. Milestone Fee Month of Achievement Milestone 4.1.2.1 Field Operations Data Migration Strategy Review $9,151 11 Completed Milestone 4.1.2.2 Field Operations Data Migration Testing Completed $9J 51 12 Milestone 4.1.3.1. Field 02crations Cutover Plan Document Completed $13,432 15 Milestone 4.1.4.1 Maximo 5.2 Data Alignment Documentation Delivered and $12,103 9 Accepted Milestone 4.1.5.1 Field Operations Division-specific Updates to the $42,775 10 Com rehensive Con figuration Plan Delivered and Accepted Milestone 4.1.5.2 Technical Memorandum Describing Modifications to $18,332 10 Current Field Operations Processes Delivered and Accepted Milestone 4.1.6.1 Comprehensive Configuration Plan Updated with Agreed-to $21,255 I l Configurations for Accommodating the Functionality of the Maximo 5.2 Customizations Milestone 4.1.7.1 TPW Planning Session Completed $4,908 3 Milestone 4.1.7.2 TPW Maximo 5.2 User Reference Document Deliverer!and S4,908 4 Accepted Milestone 4.1.8.1 Field Operations Division-specific Business Rules $21,727 12 Configured in Development 7 Milestone 4.1.8.2 Field Operations Division-specific Configuration Test Plan $5,432 13 Delivered and Accepted Milestone 4.1,9.1 Field Operations Functional Configuration Testing Session $15,144 14 Completed Milestone 4.1.9.2 Post-testing Updates to the Comprehensive Configuration $1,683 15 Plan Delivered and Accepted Milestone 4.1.10.I lnte rated System Testing Plan Delivered and Accepted $7,675 16 Milestone 4.I.10.2 Integrated System Testing Sessions and Issue $23,026 17 Documentation Completed Milestone 4.1.10.3 Functional Configuration Issues Resolved $7,675 18 Milestone 4.1.1 1.1 Cutover Rehearsal Completed $12,458 19 Milestone 4,1.11.2 User Reference Material for Work Order Tracking and 512,458 14 Quick Reporting(including Use of Map Application)Delivered and Accepted Milestone 4.1.11.3 Field Operations User Training Sessions Completed $15,572 21 Milestone 4.1.11.4 Cutover Completed(Maximo 5.2 Retired) 518,686 22 Milestone 4.1.11.5 Post-cutover Review Completed and Action Plan Delivered $3,114 23 and Accepted Milestone 4.2.1.1 Water Reclamation Plant Process-based Location Hierarchy $22,140 3 Added to Maximo Development Environment Milestone 4.2.1.2 TMA Water Reclamation Asset Data Review Sessions $7,380 4 Completed Milestone 4 2.1.3 Water Reclamation Plant Asset Class Structures $7,380 5 (Classifications and Attributes)Added to Development Environment Milestone 4.2.2.1 Water Reclamation Division-specific Updates to the 536,251 6 Comprehensive Configuration Plan Delivered and Accepted Milestone 4.2.2.2 Technical Memorandum Describing Modifications to plater $9,063 6 Reclamation Business Processes Delivered and Accepted Milestone 4.2.3.1 Water Reclamation Division-specific Business Rules $17,476 7 Configured in Development Milestone 4,2.3.2 Water Reclamation Division-specific Configuration Test $4,369 7 Plan Delivered and Accepted Milestone 4.2.4.1 Plant inventory, Asset and Work Order Data Loading $4,871 8 Configuration Design Review Com feted Milestone 4.2.4.2. Water Reclamation Invento , Asset and Work Order Data $9,742 8 Brio Services,LLC Professional Services Agreement-Technology Page 42 oF48 Rev. 1 112014 City Secretary Contract No. Milestone Fee Month of Achievement Scrubbing Sessions and Data Loading Configuration Testing Completed Milestone 4.2.4.3 Water Reclamation Inventory, Asset and Work Order Data $4,871 9 Loaded to Test Environment Milestone 4.2.5.1 Water Reclamation Functional Configuration Testing $20,192 9 Session Complete Milestone 4.2.5.2 Water Reclamation Post-testing Updates to the $5,048 10 Comprehensive Confi uration Plan Delivered and Accepted Milestone 4.2.6.1 Water Reclamation Training Plan and User Reference S16,207 10 Material Delivered and Acce ted Milestone 4.2.6.2 Water Reclamation Go-live Action Plan Document $5,402 10 i Delivered and Accepted Milestone 4.2.6.3 Water Reclamation User Training Sessions Completed $16,207 11 Milestone 4.2.6.4 Water Reclamation Division Live in Maximo(Two Weeks S16,207 l2 of On-Site Support by Consultant Provided) Milestone 4.3.1.1 Water Production Facility Location Hierarchies Added to $29,225 6 Maximo Development Environment Milestone 4.3.1.2 TMA Production Division Asset Data Review Sessions $9,742 8 Completed Milestone 4.3.1.3 Water Production Asset Class Structures(Classifications $9,742 8 and Attributes)Added to Development Environment Milestone 4.3.2.1 Water Production Division-specific Updates to the $36,251 j 10 Comprehensive Configuration Plan Delivered and Accepted Milestone 4.3.21.3 Technical Memorandum Describing Modifications to Water $9,063 10 I Production Business Processes Delivered and Accepted Milestone 4.3.3.1 Water Production Division-specific Business Rules $20,310 1 1 Configured in Development Milestone 4.1.3.2 Water Production Division-specific Configuration Test Plan $5,078 12 Delivered and Accepted Milestone 4.3.4.1 Water Production Data Scrubbing Sessions with Consultant $10,959 12 Completed Milestone 4.3.4.2. Water Production Asset and Work Order Data Loaded to $3,653 13 Test Environment Milestone 4.3.5.l Water Production Functional Configuration Testing Sessions $27,749 13 Completed Milestone 4.3.5.2 Water Production Post-testing Updates to the $6,937 14 Comprehensive Configuration Plan Delivered and Accepted Milestone 4.3.6.1 Water Production Training Plan and Updated Reference $16,207 14 Material Delivered and Accepted Miiestone 4.3.6.2 Water Production Go-live Action Plan Document Delivered $5,402 15 and Accepted Milestone 4.3.6.3 Water Production User Training Sessions Completed $16,207 15 Milestone 4.3.6.4 Water Production Division Live in Maximo(Two Weeks of $16,207 16 On-Site Support by Consultant Provided) Milestone 4.4.1.1 Meter-related Data Planning'Sessions Completed and $19,188 4 Strategy Added to the Comprehensive Configuration Plan Milestone 4.4.2.1 Meter Services Section-specific Updates to the $21,491 6 Comprehensive Conti uration Plan Delivered and Accepted Milestone 4A.2.3 Technical Memorandum Describing Modifications to Meter $5,373 7 Services Business Processes Delivered and Acce ted Milestone 4.4.3.1 Meter Services Section-specific Business Rules Configured $9,682 9 in Development Milestone 4.4.3.2 Meter Services Section-spec i fic Confi uration Test Plan I S2,420 10 Brio Services,t,LC Professional Svrviees Agrcerrient-Technology Page 43 of48 Rev 1112014 City Secretary Contract No. Milestone Fee Mouth of Achievement Delivered and Accepted Milestone 4.4.4.1 Meter Services Data Scrubbing Sessions with Consultant $1 1,689 I i Completed Milestone 4.4.4.2. Meter Services Meter-related Data Loaded to Test $2,922 12 Environment Milestone 4.4.5.1 Meter Services Functional Configuration Testing Sessions $9,446 13 Completed Milestone 4.4.5.2 Meter Services Post-testing Updates to the Comprehensive $2,361 W Conjuration Plan Delivered and Accepted Milestone 4.4.6.1 Meter Services Training Plan and Updated Reference $1 1,601 16 i Material Delivered and Accepted Milestone 4,4.6.2 Meter Services Go-live Action Plan Document Delivered $3,866 18 and Accepted Milestone 4.4.6.3 Meter Services User Training Sessions Completed $1 1,601 19 Milestone 4.4.6.4 Meter Services Live in Maximo(Two Weeks ofOn-Site $1 1,601 20 Support by Consultant Provided) Task 2.5.2 and Task 5 will proceed only under the execution of an amendment to this Agreement specifying the scope of services and the fees associated. The total, not to exceed amount for these tasks is $100,000,00. There are no milestones associated with Task 1.2 Ongoing Project Management. The cost of ongoing project management for up to twenty-four months is included in the milestone fees noted above. After twenty-four months, if City determines there is a need for Consultant to provide ongoing project management services,City and Consultant will negotiate additional scope of work and fees and agree to such through an amendment to this Agreement. Brio Services,11C Professional Services Agreement-Technology Page 44 of48 Rev. l IaOl4 City'Secretary Contract No. EXHISIT C MILESTONE/DELIVERABLE ACCEPTANCE FORM Services Delivered: M ilestone 1 Deliverable Re'F. #: Milestone 1 Deliverable Name: Unit Testing Completion Date: Milestone I Deliverable Target Completion Date: Milestone/deliverable Actual Completion Date: Approval Date: Comments(if needed): Approved by Consultant: Approved by City Department Director: Signature: Signature: Printed Name: Printed Name: Title: Title: Date: Date: For Director Use Only i Contracted Payment Amount: Adjustments. including penalties: Approved Payment Amount: Brio Services.LLC Professional Services Agreement-Technology Page 45 of 48 Rev. 11/2014 City Secretary Contract No. EXHIBIT D NETWORK ACCESS AGREEMENT 1. The Network. The City owns and operates a computing environment and network (collectively the "Network"). Contractor wishes to access the City's network in order to provide Maximo upgrade, configuration, integration, testing and training services. In order to provide the necessary support, Contractor needs access to the Maximo, Esri GIS,SunGard CIS,Oracle CR.M and FireHouse Development,Test and Train environments. 2. Grant of Limited Access, Contractor is hereby granted a limited right of access to the City's Network for the sole purpose of providing Maximo software upgrade, configuration, testing and training. Such access is granted subject to the terms and conditions forth in this Agreement and applicable provisions of the City's Administrative Regulation D-7(Electronic Communications Resource Use Policy), of which such applicable provisions are hereby incorporated by reference and made a part of this Agreement for all purposes herein and are available upon request. 3. Network Credentials. The City will provide Contractor with Network Credentials consisting of user IDs and passwords unique to each individual requiring Network access on behalf of the Contractor. Access rights will automatically expire one (1) year from the date of this Agreement. If this access is being granted for purposes of completing services for the City pursuant to a separate contract, then this Agreement will expire at the completion of the contracted services, or upon termination of the contracted services, whichever occurs first. This Agreement will he associated with the Services designated below. ❑ Services are being provided in accordance with City Secretary Contract No. ❑ Services are being provided in accordance with City of Fort Worth Purchase Order No. ® Services are being provided in accordance with the Agreement to which this Access Agreement is attached. ❑ No services are being provided pursuant to this Agreement_ 4_ Renewal. At the end of the first year and each year thereafter,this Agreement may be renewed annually if the following conditions are met: 4.1 Contracted services have not been completed. 4.2 Contracted services have not been terminated. 4.3 Within the thirty (30) days prior to the scheduled annual expiration of this Agreement, the Contractor has provided the City with a current list of its officers, agents, servants, employees or representatives requiring Network credentials. Notwithstanding the scheduled contract expiration or the status of completion of services, Contractor shall provide the City with a current list of officers, agents, servants, employees or representatives that require Network credentials on an annual basis. Failure to adhere to this requirement may result in denial of access to the Network and/or termination ofthis Agreement. 5. Network Restrictions. Contractor officers,agents,servants,employees or representatives may not share the City-assigned user iDs and passwords.Contractor acknowledges,agrees and hereby gives its authorization to the City to monitor Contractor's use of the City's Network in order to ensure Contractor's compliance with this Agreement. A breach by Contractor, its officers, agents, servants, employees or representatives, of this Agreement and any other written instructions or guidelines that the City provides to Contractor pursuant to this Agreement shall be grounds for the City immediately to deny Contractor access to the Network and Contractor's Data, terminate the Agreement,and pursue any other remedies that the City may have under this Agreement or at law or in equity. 5.t Notice to Contractor Personnel — For purposes of this section, Contractor Personnel shall include all officers, agents, servants, employees, or representatives of Contractor. Contractor shall be responsible for specifically notifying all Contractor Personnel who will provide services to the City under this agreement of the following City requirements and restrictions regarding access to the City's Network: [trio services.LLC Professional Services Agreement-Technology Page 46 oF48 Rev 1 t120 t4 J City Secretary Contract No. (a) Contractor shall be responsible for any City-owned equipment assigned to Contractor Personnel, and will immediately report the loss or theft of such equipment to the City (b) Contractor, and/or Contractor Personnel, shall be prohibited from connecting personally-owned computer equipment to the City's Network (c) Contractor Personnel shall protect City-issued passwords and shall not allow any third party to utilize their password and/or user ID to gain access to the City's Network (d) Contractor Personnel shall not engage in prohibited or inappropriate use of Electronic Communications Resources as described in the City's Administrative Regulation D7 (e) Any document created by Contractor Personnel in accordance with this Agreement is considered the property of the City and is subject to applicable state regulations regarding public information (f) Contractor Personnel shall not copy or duplicate electronic information for use on any non-City computer except as necessary to provide services pursuant to this Agreement (g) All network activity may be monitored for any reason deemed necessary by the City (h) A Network user ID may be deactivated when the responsibilities of the Contractor Personnel no longer require Network access 6. Termination. In addition to the other rights of termination set forth herein, the City may terminate this Agreement at any time and for any reason with or without notice,and without penalty to the City. Upon termination of this Agreement,Contractor agrees to remove entirely any client or communications software provided by the City from all computing equipment used and owned by the Contractor, its officers, agents, servants, employees and/or representatives to access the City's Network. 7. Information Security. Contractor agrees to make every reasonable effort in accordance with accepted security practices to protect the Network credentials and access methods provided by the City from unauthorized disclosure and use. Contractor agrees to notify the City .immediately upon discovery of a breach or threat of breach which could compromise the integrity of the City's Network, including but not limited to,theft of Contractor-owned equipment that contains City-provided access software, termination or resignation of officers, agents, servants, employees or representatives with access to City-provided Network credentials, and unauthorized use or sharing of Network credentials. ACCEPTED AND AGREED: CITY OF FORT WORTH: BRIO SERVIC ,LL By. By. f3� Fernando Costa Nam .Nancy Lerner Assistant City Manager ' R r itle:Chief'Executive Officer Date: �,� te: ATTEST: By: �1 r "J,j i City Secretary cep �� c� e: Mark Wehmeye_ ]' aJ itle:President APPROVED AS 0*ORM AND LEGALITY: By: Assistant City Atto ey li ►+ ,StA'�^�, M&C: no1nA re uired tJ J OFFIMai RECORD Erin Services,t.LC CITY SECRETARYPcofessinnel Services Agreement-Technology Paige 47 of 48 ". WORTH, TX Rev_ '1/2014 City Secretary Contract No, EXHIBIT E VERIFICATION OF SIGNATURE AUTHORITY Full Legal Name of Company: Brio Services, LLC D/B/A Brio Consulting, LLC Legal Address: 1 1 152 Westheimer Rd 9685, Houston TX 77042 Services to be provided: Professional consulting services for the purpose of improving the asset management program by strategically outsourcing certain technology,optimizing and standardizing processes and tools, upgrading the asset management software,extending the technology to additional Water divisions,and improving coordination and communication with other departments. Execution of this Signature Verification Form ("Form.") hereby certifies that the following individuals and/or positions have the authority to legally bind the Company and to execute any agreement,amendment or change order on behalf of Company. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Company. The City is fully entitled to rely on the warranty and representation set forth in this Form in entering into any agreement or amendment with Company.Company will submit an updated Form within ten{ld} business days if there are any changes to the signatory authority.The City is entitled to rely on any current executed Form until it receives a revised Form that has been properly executed by the Company. I. Name: Nancy Lerner Position: Chief Executive Officer Sign ure - — 2. Name: Mark Wehmeyer Position: Pr id Signature 3. Name: Position. Signature Name: Signature of President CEO Other Title: ,� Late: z- OFFICIAL RECORD CITY SECRETARY Brio Services,LLC yIf Professional Services Agreement Technaley Page 49 of 48 Rev- 1112014 M&C Review Page I of 3 CITY COUNCIL AGENDA FosxWu,k,II COUNCIL ACTION: Approved on 6/16/2015 DATE: 6/16/2015 REFERENCE NO.: C-27349 LOG NAME: 60BRIO CODE: C TYPE: NON-CONSENT PUBLIC HEARING. NO SUBJECT: Authorize Execution of a Contract with Brio Services, LLC, for an Amount Not to Exceed $1,603,103.00 to Provide Program and Software Configuration Program Management for the Upgrade of the Water Department's Work Order and Asset Management System and Authorize Execution of a Contract with Total Resource Management, Inc., for an Amount Not to Exceed $1,237,884,08 to Provide Software Interface Development and Two Years of Hosting Services to Support the Asset Management System Upgrade (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council- 1. Authorize the execution of a contract with Brio Services, LLC, for an amount not to exceed $1,603,103.00 to provide Program and Software Configuration Program Management for the upgrade of the Water Department's Work Order and Asset Management System known as Maximo; and 2_ Authorize the execution of a contract with Total Resource Management, Inc., for an amount not to exceed $1,237,884.08 to provide software interface development, technical services and two years of hosting services to support the Maxima software. DISCUSSION: The Water Department (Department) IT Master Plan recommended an upgrade to the Maximo System (Maximo) and also recommended expanding Maximo to other divisions throughout the Department. The Department deployed its Work Management Software known as Maximo in its Field Operations Division (Division) in 2005. The Division uses Maximo to plan, schedule and assign work, manage warehouse stock and issue parts. Crews use mobile devices to document work performed. Maximo is integrated with the City's Fire Records Management System known as Firehouse and the Department's PeopleSoft Customer Relationship Management System (CRM), both of which generate work orders for Field Operations. Currently, the Water Reclamation and Water Production Divisions manage work using a combination of spreadsheets, an older work order system and paper, The Meter Services Section uses paper printouts from the billing and CRM systems, Upgrade and expansion of Maximo will not only improve efficiency across the Department, but will also support the broader Asset Management Program the Department launched in March 2014, in response to the City Council's directions following its assessment of public private partnership options. City Council Resolution No. 4258-11-2013 directed the City Manager to take five specific actions, three of which are addressed by this project: . Expand Water Utility's Existing Continuous Improvement Program - Supported by improving the technology, data and processes for replacement and rehabilitation/renewal of critical water utility vertical and horizontal infrastructure. • Consider Opportunities for the Water Utility to Partner with Other Departments to Optimize Interdepartmental Business Processes -Supported by partnering with Transportation and Public Works (TPW)to streamline processes and support integrated analysis of Water and TPW condition and replacement priorities and with the Fire Department to effectively and efficiently communicate fire hydrant data and maintenance activities. • Continue Internal Departmental Evaluation of Strategic Outsourcing Opportunities for Specific h.ttp://apps.cfwnet.oi-g/council_packet/me_review.asp?ID=`?1174&councildate=6116P2015 716120 t 5 M&C Review Page 2 of 3 Services -Supported by strategic outsourcing of specialized application skills required for the maintenance and technical administration of Maximo- On January 28, 2015, the City released Request for Proposal (RFP) No. 15-0102 to procure technical and hosting services for the implementation and upgrade of Maximo. After receiving bids, the Maximo Project Team (Project Team) conducted a review of the top two respondents based on the following criteria: experience and certifications in the software run by the City (Maximo 5), experience and certifications in the latest version of the core application software (Maximo 7). quality and relevance of experience with water and wastewater utilities, quality and relevance of experience with the other software products to be implemented, experience with development of interfaces to applications similar to those run by the City and years of experience and general credentials held. Based on the criteria, the Project Team selected Total Resource Management, Inc_ (TRM) as the most qualified respondent to this RFP offering the best value to the City for technical and hosting services. TRM is also highly experienced with Maximo technology forwater utilities. The Project Team recommends the City contract with TRM for technical services and the development of software system interfaces with existing City applications necessary for the upgrade of Maximo and to provide hosting services for the Maximo software for a period of two years. In addition to technical and hosting services, Staff wishes to engage a consultant to assist with the implementation of the Maximo upgrade and expansion. The Project Team selected Brio Services, LLC (Brio)to serve as the consultant for this project because of its expertise in Work and Asset Management, the water utility industry and the use of the Maximo software product as well as their knowledge of the Department's business processes and requirements. Brio was engaged previously by the Department to assist with the development of Work and Asset Management Program strategy, Department-wide standards, implementation planning and preparation of the RFP for hosting and technical services (RFP No. 15-0102). The Project Team recommends the City enter into a Professional Services Agreement with Brio for program management, process improvement, functional direction, user training and other services related to the implementation of an Asset Management Program and upgrade of the Department's Maximo software. CONTRACT TERMS - The upgrade will begin immediately upon execution of the contracts and is anticipated to be complete within 24 months. The contracts may be renewed upon mutual, written consent of the parties for up to three additional one-year periods for ongoing consulting or hosting services without additional City Council authorization as long as funds have been appropriated. M/WBE OFFICE -A waiver of the goals for MBEISBE subcontracting requirements was requested by the Water Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or service is from sources where subcontracting or supplier opportunities are negligible. ADMiNSTRATIVE AMENDMENT -An increase or administrative amendment for this Agreement may be made by the City Manager or his designee, for an amount up to$50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATI©NICERTIFICATI©N; The Financial Management Services Director certifies that funds are available in the current capital budget, as appropriated, of the 04 Water Capital Projects Fund and 04 Sewer Capital Projects Fund. The Bond Transfer attached is depicted in the table below. FUND Existing Amount of Bal ince After Appropriations Transfer Transfer Water Commercial $3,301,235,83 $1,846,641.00 $1,454,594,83 Paper Fund (P164) Sewer Commercial $1,295,277.58 $994,346-08 $ 300,931.50 littp:Happs.cfwnet.org/couiicil_aacket/mc_review.asp?ID=21174&councildate=6/1612015 7/612015 M&C Review Page 3 of 3 Paper Fund (P174) I TO FundlAccount/Centers FROM Fund/Account/Centers P164 541200 060164055101 jl_fiO3.103.00 P164 541200 060164055101 $243 53$.00 P174 541200 070174055101 $994,346.08 Submitted for City_Manager's Office by: Fernando Costa (6122) Originating Department Head: John Carman (8246) Additional Information Contact: David Hatt(2515) ATTACHMENTS littp://apps.cfwnet.org/council_packet/mc_review.asp'?ID=21174&councildatc=6/16/2015 7/6/2015 FIRST AMENDMENT TO CITY,9KRETARY RECEIVED PROFESSIONAL SERVICES AGREEMEAOr'"i kGTNO. S A is`Tl NA Amendment to Professional Services Agreement(the"Amendment")is made between the City of Fort Worth C►TY,, 1'cF9M FORTH"), a municipal corporation, acting herein by and through Jesus J. Chapa,its duly authorized Assistant C0?FhAager and Brio Services,LLC d/b/a Brio Consulting LLC, acting herein through Nancy Lerner, its duly authorized CEO; WHEREAS, FORT WORTH and Brio Consulting entered into a Professional Services Agreement identified as Fort Worth City Secretary Contract No.46815 for a period of three years beginning July 1,2015; and WHEREAS, in this,the Amendment, it is the collective desire of both FORT WORTH and Brio Consulting to make the following additions to Exhibit A of the Agreement,in order to upgrade the Water Maximo Asset Management System: NOW THEREFORE,KNOWN ALL BY THESE PRESENT: The Agreement is hereby amended to be effective on Friday,July 1,2018 with the following additions and services,to Exhibit A of the Agreement: 5.5 Develop Integrated Materials Requisition Tools Milestone 5.5.1:Configuration of Maximo applications "Create Desktop Requisitions," "View Desktop Requisitions," "View Drafts," and"View Templates" complete and ready for testing in the Test environment. $37,625.00 Milestone 5.5.2: Integration of the Maximo Quick Reporting and Work Order Tracking applications with"Create Desktop Requisitions"and "View Desktop Requisitions"applications complete and ready for testing in the Test environment $22,875.00 Milestone 5.5.3:Configurations to automate the flow of requisitions to purchase orders and inventory usage records are complete and ready for testing in the Test environment $30,250.00 Milestone 5.5.4: Integrated materials requisition tools are migrated to the Production environment $6,050.00 5.6 Develop Tools for Enhanced Work Order Data Analysis Milestone 5.6.1:Work order specification object and data management automation scripts configured in Maximo and added to reporting objects used with work order tracking and quick reporting(ready for testing in the Test environment) $27,300.00 Milestone 5.6.2:Work order specification viewing application configured in Maximo(ready for testing in the Test environment) $12,100.00 Milestone 5.6.3: Maximo work order advanced search functions configured in Maximo(ready for testing in the test environment) $12,100.00 Milestone 5.6.4: Maximo enhanced work order data analysis tools migrated to Production environment $4,500.00 5.7 Coordinate with Advanced Metering Effort to Streamline and Strengthen Processes Affected by AMI Milestone 5.7.1: Participate in review sessions for up to 10 AMI processes(set 1) $12,612.50 Milestone 5.7.2: Participate in review sessions for 11"'through up to 201h AMI processes (set 2) First Amendment to Professional Services Agreement OFFICIAL RECORD Page 1 of 4 CITY SECRETARY FT.WORTH,TX $12,612.50 Milestone 5.7.3: Maximo configured to support changes identified in process review sessions for process sets 1 and 2 $16,600.00 Milestone 5.7.4: Milestone: Participate in review sessions for 20th up to 30 AM processes (set 3) $12,612.50 Milestone 5.7.5: Participate in review sessions for 30th through up to 40 AM processes(set 4) $12,612.50 Milestone 5.7.6: Maximo configured to support additional changes identified in process review sessions $16,600.00 5.8 Develop Functional Specifications and Manage Development of Maximo Interface to New Financial System Milestone 5.8.1: Maximo/PeopleSoft interface functional specification completed $28,325.00 Milestone 5.8.2: Maximo Configurations to Support Purchasing Process Modifications Completed in the Dev and Test Environments. $16,600.00 Milestone 5.8.3: Maximo/PeopleSoft interface testing complete $33,750.00 Milestone 5.8.4: Maximo Training Materials Updated and Training Session for Maximo Purchasing Personnel Completed $6,675.00 Milestone 5.8.5: Maximo/PeopleSoft interface in Production $9,000.00 5.9 Manage Updates to Maximo Interfaces to CRM,CIS and Firehouse to Use the Enterprise Bus Milestone 5.9.1: Bus modification planning sessions and action plan completed $12,100.00 Milestone 5.9.2: Maximo/CRM interface modification testing complete $10,550.00 Milestone 5.9.3: Maximo/Firehouse interface modification testing complete $10,550.00 Milestone 5.9.4: Maximo/CIS interface modification testing complete $10,550.00 Milestone 5.9.5: Maximo/CRM interface modification in Production $7,600.00 Milestone 5.9.6: Maximo/Firehouse interface modification in Production $7,600.00 Milestone 5.9.7: Maximo/CIS interface modification in Production $7,600.00 5.10 Develop Functional Specifications and Manage Development of Maximo Interface to Water SCADA Historians Milestone 5.10.1:Maximo/SCADA Historian interface functional specification completed. $11,175.00 Milestone 5.10.2:Maximo Configurations for Tracking SCADA Source on Asset Meters Complete $7,600.00 Milestone 5.10.3:Maximo/Water SCADA Historian interface testing complete $10,550.00 Milestone 5.10.4: Maximo/Wastewater SCADA Historian interface testing complete $10,550.00 Milestone 5.10.5:Maximo/Water SCADA Historian interface in Production First Amendment to Professional Services Agreement Page 2 of 4 $6,050.00 Milestone 5.10.6: Maximo/Wastewater SCADA Historian interface in Production $6,050.00 5.11 Support Extension of Maximo Warehouse Management Processes to New Department Milestone 5.11.1: Planning and training sessions completed for new Maximo storeroom staff $12,575.00 5.12 Develop Functional Specifications and Manage Development of Maximo Interface to Accela Development System Milestone 5.12.1: Maximo/Accela interface functional specification completed $33,990.00 Milestone 5.12.2: Maximo configurations to support development process completed in the Dev and Test environments $16,200.00 Milestone 5.12.3: Maximo/Accela interface testing complete $31,650.00 Milestone 5.12.4: Pre go-live process review and training session complete $14,340.00 Milestone 5.12.5: Maximo/Accela interface in Production $18,060.00 TOTAL MILESTONE FEES FOR NEW TASKS $576,140.00 TOTAL NOT TO EXCEED AMOUNT FOR TASK 5.13 HOURLY SUPPORT SERVICES $250,000.00 LIMIT OF CONTRACT AMENDMENT $826,140.00 All otherternis,provisions,conditions,covenants and recitals ofsaid Agreement not expressly amended herein shall remain in full force and effect. APPROVED FOR APPROVED FOR CITY O RT RTH: BRIO SERVICES,LLC d/b/a BRIO CONSULTING LLC: i By: By: Jay C pa Nand erner , Assistant City a CEO " Date: ! Date. 6/Z 5/Z 018 APPROVED FOR CITY OF FORT WORTH: RECOMMENDED BY: /'V Chris Harder,Interim Director, Water Department Date: John B. S ng,Assistant City orney First Amendment to Professional Services Agreement Page 3 of 4 Date: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. w William Bailey, IT Manage , Water Department Date: �-2S-18 ATTEST: � CaT� M y 1. ea3ffS c tary ?_ x Date: AS wc: C 0416 1295: AQa - OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX First Amendment to Professional Services Agreement Page 4 of 4 M&C Review Page 1 of 4 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoR COUNCIL ACTION: Approved on 5/15/2018 -Ordinance No. 23214-05-2018 & Resolution No. 4934-05-2018 DATE: 5/15/2018 REFERENCE NO.: **C-28683 LOG NAME: 60MAXIMO AMEND 1 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Contract Amendment No. 1 with Brio Services, LLC in the Amount of $826,140.00 to provide Additional Program Design Services and Software Configuration Program Management for the Upgrade of the Water Department's Work Order and Asset Management System and Authorize Contract Amendment No. 1 with Total Resource Management, Inc. in the Amount of$1,176,200.00 to Provide Additional Software Interface Development, Technical Services and Hosting Services, Adopt Resolution Expressing Official Intent to Reimburse Expenditures with Proceeds of Future Debt and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached resolution expressing Official Intent to Reimburse expenditures with proceeds of future enterprise fund debt for the Maximo Asset Management Project; 2. Adopt the attached appropriation ordinance reducing unallocated receipts and appropriations in the Water and Sewer Commercial Paper Fund in the amount of $2,002,340, for the Maximo Asset Management Project; 3. Authorize the execution of an amendment to the contract with Brio Services, LLC, (City Secretary Contract No. 46815) in the amount of $826,140.00 for an amount not to exceed of $2,429,243.00 to provide program and software configuration program management for additional services related to the upgrade of the Maximo work order and asset management system; and 4. Authorize the execution of an amendment to the contract with Total Resource Management, Inc., (City Secretary Contract No. 46814) in the amount of $1,176,200.00 for an amount not to exceed $2,352,400.00 to provide additional software interface development, technical services and two years of hosting services to support the Maximo software. DISCUSSION: On June 16, 2015, Mayor and Council Communication (M&C C-27349), authorized contracts with Brio Services, LLC (Brio) and Total Resource Management, Inc. (TRM)to support the Water and Wastewater Asset Management Program through the enterprise-wide implementation of Maximo. Maximo was initially deployed within the Field Operations Division in 2005, as a part of the implementation of the Water Information Technology Program, authorized by the City Council in August 2003. Since that time, Field Operations has used Maximo to plan, schedule and assign work, manage warehouse stock and issue parts. At that time, Maximo was also integrated with the City's Fire Records Management System (Firehouse) and the Department's PeopleSoft Customer Relationship Management System (CRM), both of which generate work orders for Field Operations. The agreements authorized by M&C C-27349 allowed for the expansion of the Maximo system to water and wastewater plant operations, as well as meter services and a re-implementation of the upgraded system in Field Operations. The systems and services provided support of the Water Department's overall asset management program, implemented the recommendations from the Water Information Technology Master Plan (2010), and responded to the recommendations derived from the Public-Private Partnership process (2013). http://apps.cfwnet.org/council_packet/mc review.asp?ID=25868&councildate=5/15/2018 6/26/2018 M&C Review Page 2 of 4 Amendment No. 1 to the Brio Services, LLC and Total Resource Management, Inc. agreements will provide the following additional services to allow the Water Department to take advantage of new opportunities to further improve functionality, transparency and efficiency: • Configure integrated materials requisition tools to improve business process for warehouse materials management and specialized services; •Coordinate with the MyH20 Project to automate and streamline associated processes; • Develop functional specifications and manage development of Maximo to the PeopleSoft financial system for procurement activities, SCADA historians to enable automatic creation of certain work orders, and Accela to improve the customer experience and improve transparency for developer projects; • Provide necessary updates to the PeopleSoft CRM, Customer Information System, and Firehouse to accommodate new integration points; • Configure and enhance asset life cycle management and maintenance practices; • Extend the TRM hosting of Maximo for 24 months,which includes system performance and optimization services, system architecture services and upgrade specific analysis, diagnostic and testing services; • Rebuild the training and development environments to accommodate GeoWorx special services and database sync capabilities; and •Add associated software and integration services for GeoWorx CONTRACT TERMS-The upgrade will begin immediately upon execution of the contracts and is anticipated to be complete within 24 months. The contracts may be renewed upon mutual,written consent of the parties for up to three additional one-year periods for ongoing consulting or hosting services without additional City Council authorization as long as funds have been appropriated. This project is anticipated to be included in a future revenue bond issue for the Water and Sewer Fund. Available cash within the Water and Sewer portfolio and the City's portfolio along with the appropriation authority authorized under the Callable Commercial Paper Program (CP)will be used to provide interim financing for this project until debt is issued. To the extent resources other than the Water and Sewer portfolio are used to provide interim financing, the Water and Sewer Fund will be charged interest that is equivalent to the overall rate of return being earned by the City portfolio (currently approximately one- percent annually). Should the City' s portfolio not support the liquidity needed to provide an interim short- term financing source, another funding source will be required, which could mean issuance of securities under the CP Program or earlier issuance of Water and Sewer revenue bonds than is currently planned. Once debt associated with this project is sold, bond proceeds will be used to reimburse the Water and Sewer portfolio and the City's portfolio in accordance with the attached Reimbursement Resolution. The City Council adopted the Water Department's Fiscal Year 2018-2022 Five Year Capital Improvement Plan on December 12, 2017, Mayor and Council Communication (M&C G-19187). This City Council adopted plan includes this specific project, with funding identified through the CP program to be reimbursed with future revenue bonds. In accordance with the provisions of the Financial Management Policy Statement, Staff anticipates presenting revenue-supported debt issuances to the City Council for consideration within the next three years. This debt must be issued within approximately three years to provide reimbursement for these expenses. If that does not occur, the costs will no longer be reimbursable by issuing tax-exempt debt and the funding source will have to be made whole through budgetary methods. Adoption of this resolution does not obligate the City to sell bonds, but preserves the ability to reimburse the City from tax-exempt bond proceeds. MWWBE OFFICE -A waiver of the goals for MBE/SBE subcontracting requirements was requested by the Water Department and approved by the MWWBE Office, in accordance with the BDE Ordinance, because the MWBE Waiver is solicited based on the sole source information provided to the MWBE Office by the managing department's project manager. This project will have no impact on the Water Department' s operating budget and this project serves ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations and adoption of the http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018 'M&C Review Page 3 of 4 attached appropriation ordinance, funds will be available in the Water/Sewer Commercial Paper Fund for the Maximo Asset Management Project. The Water and Sewer Commercial Paper Fund includes authority of$150,000,000.00 for the purpose of providing interim funding for Water and Sewer Capital Projects. After this transfer, the balance will be$137,587,630.00 for future capital projects. Funding for the Maximo Asset Management Project is depicted in the table below. Fund Existing Additional IlProject ]AppropriationsIlAppropriationsIT tal* Water & Sewer Commercial $0.00 $2,002,340.00 $2,002,340.00 Paper Fund 56016 Water Capital Projects $1,846,641.00 $0.00 $1,846,641.00 Close Fund 59605 Sewer Capital Projects $994,346.00 $0.00 $994,346.00 Close Fund 59608 Project $2,840,987.00 $2,002,340.00 F$4,843,327.00 Total *Numbers rounded for presentation purposes. TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year ChartField 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 Submitted for City Manager's Office by: Jay Chapa (5804) Originating Department Head: Chris Harder(5020) Additional Information Contact: David Holt (2515) ATTACHMENTS 60MAXIMO AMEND 1 60 AO 18.docx 60MAXIMO AMEND 1TRM Form 1295.pdf 60MAXIMO AMEND1- REIMB RESOLUTION.docx http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018 M&C Review Page 4 of 4 Brio Certified Form 1295.pdf http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018