HomeMy WebLinkAboutContract 30956 Attachment A-2
Water Information Technology Program, Phase 2
Implementation of the Capital Project Management System (CPMS)
Contract No. 29129 - Amendment No. 2
Scope of Services
The role of MWH Americas, Inc ("ENGINEER") under this contract amendment will be to provide
Program Management, Provision of Best Practice Recommendations, Quality Assurance/Quality
Control, Sub Contractor Management and MBE/WBE Compliance and Monitoring Services
associated with the implementation of the Capital Project Management System (CPMS) and
integration of the CPMS with key City business systems.
The ENGINEER commits to achieving a 22% MBE/WBE participation goal in accordance with the
City of Fort Worth's requirements and guidelines. The contract amendment is scheduled for
completion in December, 2005. The ENGINEER's scope of services under the contract
amendment is described in Task 8 through Task 13.
Task 8-CPMS Program Management
The role of the ENGINEER shall be to facilitate, coordinate, and manage the implementation of
the CPMS system and integration of the CPMS with key City of Fort Worth (City) systems during
the contract period, scheduled for completion in December, 2005.
Task 8.1. Development of a Program Management Plan(i.e. baseline procedures and
methodologies)
The ENGINEER will be responsible for the development, execution, and administration of the
CPMS baseline work schedule, resource schedule, budget, MBE/WBE compliance, and
communications plans together with the formal reporting guidelines that will be incorporated into a
Program Management Plan (PMP).
8.1.1 Developing the CPMS Schedule Plan — the ENGINEER shall identify activities (critical
path, work breakdown structures, etc.), sequence the activities (dependent upon
interactivity dependencies), estimate the duration, and schedule all significant activities
required to implement the CPMS. The program schedule will be developed electronically
using MS ProjeptTM;
8.1.2 Developing the CPMS Resource Plan— the ENGINEER shall identify all the necessary
external consultant resources, hardware, software, and equipment resources necessary
to carry out the tasks identified in Item 8.1.1;
8.1.3 Developing the CPMS Budget Plan — the ENGINEER shall prepare the cost budget
required to implement the CPMS based on the activities identified in Item 8.1,I and Item
8.1.2;
81.4 L7gvelopinrr the CPMS Ccmrrruricaticn Plan — the ENGINEER shall prepare a
communication plan for the CPMS. The Communication shall include the formal protocols
and procedures for written, oral, and electronic communication within the CPMS
implementation;
8.1.5 Developing the Formal CPMS Bi-Weekly Reporting Guidelines - the ENGINEER shall
develop the formal guidelines to be used in the bi-weekly reporting to the CPMS
Executive Steering Committee. The guidelines will include the structure of the report and
the key performance metrics to assess the progress and acceptance of the CPMS;
8.1,6 DeveJcpin the CPMS ACC Pion the ENGINEER shall prepare a QA/QC plan for the
CPMS. The OA/QC shall include the formal protocols and procedures to nduct Quality
Mwff su�i,f
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Assurance/Quality Control (QA/QC) activities;
8.1.7 Developing the CPMS MBEIWBE Compliance Reportinq Guidelines — the ENGINEER
shall document the formal MBE/WBE reporting guidelines to be used in the monthly
reporting to the City's Minority Business Office;
8.1.8 Developing the Formal Process for Identifying, Assigning and Closing Out of CPMS
Issues — the ENGINEER shall develop the procedure and methodology to be
implemented for identifying, documenting, assigning, escalation, and closing out issues
as they arise throughout the CPMS implementation; and
8.1.9 Meetings with City Staff— CPMS — the ENGINEER shall meet with all necessary City
Staff to develop and document the plans, guidelines, and procedures identified in Item
8.1.1 through Item 8.1.8.
Task 8.1 Deliverables
- • • requency
8.1 Program Management Plan (PMP)that incorporates the MS Word, Single
outcomes from Tasks 8.1.1 to 8.1.8 contains: MS Excel, deliverable
Master Program Schedule Plan MS Project (3 hard
Master Program Resource Plan copies and 1
Master Program Budget Plan electronic
Master Program Communication Plan copy)
Master Program Bi-Weekly Reporting Guidelines
Master Program QA/QC
Master Program MBE/WBE Reporting Guidelines
Master Program Issues Guidelines
Task 8.2. MBEIWBE Program Monitoring and Reporting
The ENGINEER implement the MBE/WBE monitoring and reporting guidelines developed in Task
8.1 within the CPMS. This would include the following tasks.
8.2.1 Developing the CPMS MBEIWBE Compliance Reporting 7 the ENGINEER shall prepare
the monthly MBE/WBE reports for the CPMS in accordance with the guidelines
developed under Task 8.1.7 and submit these to the City's Minority Business Office. The
ENGINEER is committed to achieving a 22% MBE/WBE participation goal in accordance
with the City of Fort Worth's requirements and guidelines; and
8.2.2 CPMS MBEIWBE Compliance Report—the ENGINEER will prepare and submit quarterly
reviews of the MBE/WBE compliance goals. The review shall include the number of
participating MBE/WBE firms, ethnic and gender breakdown, status of the CPMS
implementation goals, recommended refinements to the plan, and other information
relating to the success or failure of the MBE/WBE plan.
Task 8.2 Deliverables
I Task Description Format Frequency
82.1 MB BE Monthly Report MS Word Multiple deliverable (3 hard
copies and 1 electronic
copy)
8,2.2 MB BE Compliance Report MS Word Multiple deliverable (3 hard
copies and I electronic
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Task 8.3. CPMS Program Management
The ENGINEER shall be responsible for the routine management and reporting of progress
throughout the duration of the CPMS using the management guidelines, procedures, and
methodologies developed under Tasks 8.1 and 8-2 of this Scope of Services= I Program
Management would include the following tasks.
NIWH sow 1.
,
8.3.1
weekly progress reports for the CPMS using the procedures and methodologies defined
in Task 8.1. Where appropriate, the ENGINEER shall identify any corrective actions
required such that the CPMS is suitably resourced, remains on schedule and within
budget and that the MBE/WBE Compliance Plan objectives are achieved. The
ENGINEER shall convene and facilitate the bi-weekly CPMS meetings and will provide
any immediate advice and assistance requested by the CPMS Executive Steering
Committee members to clarify and resolve any issues contained in the performance
83.2 CPMS Weekly Executive Steering Committee Meetkggs– the ENGINEER shall schedule
the weekly meeting, prepare the weekly meeting agenda and supporting documentation,
facilitate the weekly meeting, and develop meeting minutes for the CPMS Executive
Steering Committee meetings;
8.3.3 Contracting of Sub Consultants Involved with the CPMS Implementation – the
ENGINEER shall complete the following contract documentation for the
IMPLEMENTATION ENGINEER (Skire, Inc) and all other firms engaged by the
ENGINEER in implementation of the CPMS: identify the required MBE/WBE compliance
goals, prepare the contract Scope of Services, prepare the contract terms and conditions,
carry out and complete negotiations, prepare and execute the contract paperwork, and
submit all necessary paperwork to the City's CPMS Program Manager and the Minority
Business Off ice; and
8.34 CPMS Routine Program Management the ENGINEER shall provide the necessary
resources and carry out the routine day-to-day program management activities including
QA/QC and contract administration of all sub consultants required to successfully
implement the CPMS. The ENGINEER will identify and manage all necessary consultant
resources necessary to carry out the tasks identified in Item 8.1 The ENGINEER will be
responsible for identifying and escalating significant potential risks to schedule and will
take appropriate actions necessary to meet the approved schedule.
Task 8.3 Deliverables
Task Description Format Frequency
.1 Bi-weekly Progress Reports Multiple deliverable (3 hard—i
copies and 1 electronic
MS W!7
Task 9-CP&KS Business Process Development and Organizational Change Management
Planning
The ENGINEER shall be responsible for designing, documenting, and defining best practice
capital project management business processes and practices, and developing and deploying an
organizational change management communication program. This process would involve the
following tasks.
9A Chgnge Readiness and Baseline Training Needs Assessment,and Train�q�Plan – the
ENGINEER shall, in conjunction with key City staff members, conduct an assessment of
training needs through the use of various media including workshops, surveys, and
individual sessions. The task will use the ENGINEER's capital project management and
enterprise system deployment experience to determine the readiness and ability of City
departments to change process and systems and the establish the aspects of a baseline
training program. The basis for the change and training assessment will be the
documented City interim capital project solution and methods used by other City
departments. The output from this process will be a summary-level report documenting
current levels knowledge, skills and comprehension of project and financial management
aspects associated with implementing the new CPMS, discoveMd impediments to
cmange recommendations, A Master Training Plan will be prepared that identifies the
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baseline training needs in the areas cd project and financial management concepts. The
Master Training Plan will lay out the olaaeea, participants and schedules to conduct the
identified training. The Training Plan will form the basis for all Qh/ staff training to be
conducted under Task 12of the CPyWS;
9.2 Current State Business Process Research and Assessment – the ENGINEER shall
convene a series of workshops and one-on-one meetings to determine the current
business processes and supporting tools and technology used to identify, define,
estimate, fund, execute, manage, and close capital projects. Identification of gaps,
inefficient processes, and current tools and technology will be documented for
consideration of replacement with the CPMS implementation. The basis for the
assessment will be the current CPMS and capital project processes and the interim City
capital project management process. Key business process improvements and
efficiencies will be identified based on input from the City and experience of the
ENGINEER. The output from this process will be a logical process flowchart identifying
aspects under consideration for improvement or replacement by the CPMS
8.3 Capital Proiect Management Business Process Des – the ENGINEER shall in
conjunction with CPMS Implementation ENGINEER (Skire, Inc.) design an effective
business process to manage capital projects from inception through completion. Through
a best practice design from previous municipal government and CPMS implementation
experience a revised, enterprise business process will be developed to support capital
project management. The ENGINEER will conduct workshops with City departments
focusing on both project and financial management processes that will be included in the
CPMS implementation. The processes will take into account efficiencies and
measurements desired by the City. The basis for the assessment will be current CPK4S
and capital project process assessment outcomes and the desired capabilities of the
(}PK8S implementation as outlined in the functional requirements. The output from this
process will beabusiness process model and supporting documentation outlining ro/ea,
responsibilities, and enabling system functionality;
9.4 ENGINEER in
conjunction with the L/rxxS Implementation ENGINEER (8kine. Inc) will provide support
for CPK8S configuration within the City. Consulting support will be directed a1 meeting the
requirements set forth in the new capital project management business processes over
the course of the CPK8G implementation. The outcomes of the capital project
management process will be the functional requirements of the uyatnma, and
configuration requirements of the [}PK8S. The output from this process will be on-going
consulting expertise and support until the CPyWS implementation is completed for the
City; and
9.5 Change Management Communication Progra –the ENGINEER shall develop achange
management communication program to be used for the CPM8 implementation. The
plan will include a City communication strategy and media designed to inform and
discuss the CPK88 deployment, evente, and changes affecting Qty staff. The
communications will be delivered on a regular basis using various mediums such as
Internet web sites, newsletters, and status reports. The ENGINEER will be responsible
for developing the content ofthe communications and the City will be responsible for
incorporating the content vvbh|n the Qty Internet web s|0es, news|ette,o, etc.
communication med|ums. The communication program developed by the ENGINEER
will support the CPKHS program from a technical and business perspective to keep the
appropriate City employees informed ofproject activities. The output from this process
will be achonQe management communication plan for CPyNStoprovide implementation
support to the City.
Task 9 Defiverables
1 Task Description Format Frequency
1 Organizational Change Readiness Report. MS Word, Excel Single deliverable
Baseline Traini Needs Assessment
(3 hard cop— and_J1
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Report, and Master Training Plan 1 electronic copy)
9.2 Current State Capital Project Management MS Word, Visio Single deliverable
Business Process and Improvement (3 hard copies and
Opportunities Report 1 electronic copy)
9.3 Future State Capital Project Management MS Word, Visio Single deliverable
Business Process Model Report (3 hard copies and
1 electronic copy)
9.5 Organizational Change Management MS Word Single deliverable
Communication Plan (3 hard copies and
1 electronic copy)
Task Y0-Procurement and Installation of theKPMS Software
The ENGINEER shall be responsible for the procurement of the Unifier Enterprise Edition
software required toimplement theCPK8S and the subsequent assignment ofthiaaofbwaretuthe
City. This process would involve the following tasks,
10.1 Procurement of the CPMS Software- the ENGINEER shall procure the CPK89software
licenses (Unifier Enterprise Edition) for up to four hundred (400) users from the
IMPLEMENTATION ENGINEER (Gkire. Inc) and arrange for these to be delivered to the
Chv/o Chief Information Officer (CIO). The base price (1.e. exclusive of all prime contract
markups and profit) incorporated within the CPK88 pricing for the CpK4G software has
been based un the information provided in the IMPLEMENTATION ENGINEERS (Skive.
Inc) proposal dated June 10. 2004. All ouftvvana obtained under this task will be licensed
and assigned directly tothe City; and
10.2 The IMPLEMENTATION ENGINEER (8kine). under
direction of the ENGINEER, shall install the standard configuration of the CPMS software
(Unifier Enterprise Edition) on the City's environment. The base price (ie. exclusive ofall
prime contract markups and profit) incorporated within the CPK88 pricing for the CPK4S
software installation has been based on the information provided in the
IMPLEMENTATION ENGINEERS (Bkire, Inc) proposal dated June 1O. 20U4.
Task 10
Task Description Format Frequency
10.1 =MS Software-agreed upon number --MgWord -9iingle deliverable
of licenses, signed license agreement, (3 hard copies and
and signed assignment letter. 1 electronic copy)
Task y1-CPMS Implementation, Data Conversion, and Systems Integration
The ENGINEER and the IMPLEMENTATION ENGINEER (8kine. Inc) ahuU be responsible for the
configuration and integration of the Unifier Enterprise Edition with a number of key City business
systems including the Financial Data Warehouse, Project Scheduling and Reporting (MS Project),
Human Resource Management (Genemys), Geographic Information System (ESR| /\ncG|S), and
the City web-site. The ENGINEER nasen*as the right to review the allocated Task 11 budget
based on the agreed outcomes from Task 9.3 and, where appropriate and following written
agreement with the City's Executive Steering Comm|ttee, adjust the allocated Task budget to
accommodate the agreed "To- Be"' CPK4S end-to-end business processes. This process would
involve the following tasks.
Task 11.1, System Configuration
The ENGINEER and the IMPLEMENTATION ENGINEER (Skinm, Inc) shall be responsible for the
design, configuration, testing, and deployment of the Unifier Enterprise Edition application.
System Configuration m/oV|d include the following tasks.
11.1,1 - The ENGINEER and the
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IMPLEMENTATION ENGINEER (Skire. Inc) shall provide system configuration design
services. Included in the design services will be the documentation of a Customer
Requirements Document (CR0and Business Requirement Documents (BRD's)' Data
Dictionaries and Workflow Gohemao. All design work will be done in coordination with
Citywide business process activities outlined in Tasks 9.2 and 9.3. The Unifier Enterprise
Edition will be configured for nine (S) workflow activity business processes (BP). nine (H)
custom Crystal repVds, and mobile report viewing using Personnel Data Assistants
(POA'o) ina dock and walk mode;
11.1.2 CPMS System Hardware Requirements - the ENGINEER and the IMPLEMENTATION
ENGINEER (Gkire, Inc) ah8U provide the City with the required specifications and
architecture recommendations for the server/hardware environment (excluding network
infrastructure, communications, and system backup protocols) on which the Unifier
Enterprise Edition will behosted;
11.1.3 the ENGINEER and the IMPLEMENTATION ENGINEER
(Sk/nu, Inc) shall develop design documents and configure the Unifier Enterprise Edition
to meet those design specifications based on the priorities determined in the CR[} and
the BFlD'a developed in Task 11.1.1. 8yaham configuration would include building all
necessary forms and vvo/kj/ovvo, appropriate fields and field types on (onno, and
workflows based upon parameters defined in Task 11.1.1. and in accordance with the
system functionality documented in Attachment B. The ENGINEER, the
IMPLEMENTATION ENGINEER (Skire, Inc), and the City shall develop the Functional
Acceptance Teat Plan. Configuration of the Unifier Enterprise Edition will not include any
customization;
111.4 Functional Acceptance Testing of the ConAgured CPMS System - theENG(NEERand
the IMPLEMENTATION ENGINEER (Skire, Inc) shall execute the Functional Acceptance
Test Plan developed in Task 11.13. These unit tests will be performed against test
environments according tothe Functional Acceptance Test Plan. The City subject matter
experts will sign-off and testing will be complete upon achievement of the Functional
Acceptance Test Plan outcomes; and
11.1.5 Customer Acceptance Testing and Deployment of the Configured CPMS System-the
Acceptance ENGINEER and the IMPLEMENTATION ENGINEER (Skire, Inc) shall develop the
Customer in conjunction - the key - .' staff. The ENGINEER,
the IMPLEMENTATION ENGINEER (8kina. Inc) and key City staff shall execute the
criteria documented in the Customer Acceptance Test Plan.The City will sign-off and
testing will be complete upon achievement of the Customer Acceptance Test Plan
outcomes.
Task 11.1 Defiverables
Task Description Format Frequency
11.1.1 tomer Requirements Document MS Word Single deliverable (3 hard
(CRD), Business Requirement copies and 1 electronic
Documents (BRDs), Data Dictionaries copy)
and Workflow Activity Schemas
1112 Server Hardware Environment MS Word Single deliverable (3 hard
Architecture and Recommendations copies and I electronic
Report
11 1.3 System Configuration Functional MS Word Single deliverable (3 hard
Acceptance Test Plan and System Design copies and I electronic
Documentation COPY)
Systems Configuration Functional
MS Word Single deliverable(3 hard
Acceptance Test Plan execution results I copies and I electronic
and corrective actions I copy)
11.1.5 System Configuration Customer MS Word Single deliverable (3 hard
Acceptance Test Plan, City Sign-off, and 1 copies and I electronic
,
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Task 11.2. CP&0S Data Conversion and Fund Account Center (FAC) Consulting
Services
The ENG/NEER, in conjunction with the IMPLEMENTATION ENGINEER (Skire. Inc.) shall he
responsible for data conversion of the 2004 capital projects and for providing consulting and
facilitation aen/imaa to provide an effective means to restructure FAC data required to meek the
new 2OO4 format and project management criteria. This process would involve the following
tasks:
1121 CPMS Data Conversion Services — the ENGINEER aha|/' in conjunction with the
IMPLEMENTATION ENGINEER (Skine' Inc) and key City staff members will identify 2OO4
capital projects, limited to the Financial Data VVenahouae and the Department of
Engineering (DOE) Database, for conversion into the CPK88 (Unifier Enterprise Edition).
Data conversion will consist of loading active or closed 2004 oapdu/ projects via
inteQstion, up to a maximum of 150 projects, where the FAC data structure does not
conform to the 2OO4 CPKAS standard. Populating data will not require executing full
Unifier business processes. The IMPLEMENTATION ENGINEER (Gkine` Inc.) shall
create the project shells for the 2004 capital projects to be converted and allow the
integration between the Financial Data Warehouse and Unifier to export the appropriate
data contentand
.
11.2.2 -the ENGINEER will provide consulting
and facilitation services, limited to four(4)workshops, one (1) DOE database
conversion/end-of-life plan, and one (1) FAC restructure conversion progrgm, to provide
an effective means to restructure FAC data required to meet the new 2004 format and
project management criteria. Services include consulting for grants and other non-bond
funding sources that require a conversion format to the FAC.
Task 11.2 Deliverables
Task Description Format Frequency
11.2.1 Project shell (template) and converted MS Word Single deliverable (3 hard
project data into Unifier (up to 100 copies and 1 electronic
projects) and DOE database conversion copy)
plan
11.2.2 FAC Technical Memorandums (where MS Word Multiple deliverables (3
required) hard copies and 1
1 1 electronic copy)
Task 11'3. CP@YS Systems Integration
The ENGINEER and the IMPLEMENTATION ENGINEER (Shire. Inc) shall be responsible for the
deaign, testing, and deployment ofasystem integration solution between the Unifier Enterprise
Edition application and a number of key City business systems including the Financial Data
VVanmhouae, Project Scheduling and Reporting (MS Project), Human Resource Management
(8enesys). Geographic Information System (ESR| ArcG|S), and the [}hv web-site, System
Integration would include the following tasks.
11.11 System InLegration Interface Requirements Documentation — The ENGINEER and the
IMPLEMENTATION ENGINEER (Skine. Inc) shall organize and execute workshops with
the key City stakeholders and City subject matter experts to identify the system interface
requirements. The outcome of these workshops will be to produce a comprehensive
Interface Control Document that will contain the myatem, entity and attribute requirements
in enough detail to build adaia integration solution for the identified applications. The
ENGINEER and the IMPLEMENTATION ENGINEER (Sk|re. inc) will review the Interface
Control Document with key City staff to refine and validate the interface document
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outcomes;
11.12 Design and Development of the Integration Solution — the ENGINEER and the
IMPLEMENTATION ENGINEER (Skire, Inc) shall design and develop the integration
solution based on the Interface Control Document produced in Task 11.3.1. The
ENGINEER and the IMPLEMENTATION ENGINEER (Skire, Inc) shall develop the
Functional Acceptance Test Plan including all unit tests. Deliverables from this Task will
include the Functional Acceptance Test Plan (including all unit tests), scripts, and design
documentation;
11.3.3 Functional Acceptance Test Plan for the Integration Solution the ENGINEER, the
IMPLEMENTATION ENGINEER (Skire, Inc), and key City staff shall execute the unit
tests for the scripts and any executable solution components developed in Task 11.3.2.
These unit tests will be performed against test environments according to the Functional
Acceptance Test Plan. The City subject matter experts will sign-off and testing will be
complete upon achievement of the Functional Acceptance Test Plan outcomes; and
11.3.4 Customer Acceptance Test Plan and Deployment of the System Integration Solution—
the ENGINEER and the IMPLEMENTATION ENGINEER (Skire, Inc) shall develop the
Customer Acceptance Test Plan in conjunction with the key City staff. The ENGINEER,
the IMPLEMENTATION ENGINEER (Skire, Inc), and key City staff shall execute the
criteria documented in the Customer Acceptance Test Plan. The City will sign-off and the
system shall be accepted upon achievement of the Customer Acceptance Test Plan
outcomes.
Task 11.3 Deliverables
Task Description Format Frequency
11.3.1 Systems Integration Interface Control MS Word Single deliverable (3 hard
Document copies and 1 electronic
copy)
11.3.2 System Integration Functional MS Word Single deliverable (3 hard
Acceptance Test Plan, Design copies and 1 electronic
Documentation and Scripts copy)
11.3.3 Systems Integration Functional MS Word Single deliverable (3 hard
Acceptance Test Plan execution results copies and 1 electronic
and corrective actions copy)
11.3.4 System Integration Customer Acceptance MS Word Single deliverable (3 hard
Test Plan, City sign-off, and Solution copies and 1 electronic
De to t copy)
Task 12—City Staff Training
The ENGINEER shall be responsible for implementing the project management and software
systems training recommendations identified in the Task 9.1 deliverable (i.e. Master Training
Plan)for City staff, The City will be responsible for providing the required training facilities
including all supporting computer hardware, infrastructure, projection equipment, etc. in support
of these activities. The ENGINEER reserves the right to review the allocated Task 12 budget
based on the agreed outcomes from Task 9.1 and, where appropriate and following written
agreement with the City's Executive Steering Committee, adjust the allocated Task budget to
accommodate the agreed training requirements. This process would involve the following tasks.
12.1 CPMS Software and 61S Enterprise Project Software TrainLncl - the ENGINEER in
conjunction with City shall identify the appropriate training firms to provide the agreed
training and would be responsible for the overall coordination, management, and
scheduling of the training for the CPMS and MS Enterprise Project software systems.
These training sessions would accommodate management level, day-to-day user level,
and system administration level classes and could comprise a mixture of formal
classroom, web based, or one-on-one sessions as identified in the Task 9.1 deliverable
(Master Tr a ining Plan' and agreed to with the CPMS Executive Steering Commit-tee; and
NfWHSoW8-l$',
12.2 Proiect Management Trainin - the ENGINEER shall identify the appropriate training
firms and assume responsibility for the overall coordination, management, and
scheduling of the program management training for City staff who manage capital
projects. These training sessions could comprise e mixture of fonnal c|aaeroom, web
based, orone-on-unesessions as identified in the Task 8.1 deliverable (Master Training
Plan) and agreed bz with the CPKU8 Executive Steering Committee.
Task 12 Deliverables
Task Description Format Frequency
12.1 CPMS and MS Enterprise Project training MS Word, M Multiple deliveries
sessions including all necessary training PowerPoint per the training
materials session
12.2 Program management training sessions MS Word, MS Multiple deliveries
including all necessary training materials PowerPoint per the training
session
Task Y3—Supplementary Services
The ENGINEER will provide the following additional aon/icea to the City upon written authorized
agreement up to the amount budgeted for Task 13. Any additional services beyond the budgeted
Task 13 allowance or that would extend the project duration, will be performed through
Amendments to the Contract.The ENGINEER, if authorized in writing by the City, can provide the
following general external consulting, software, and hardware procurement services:
Li Additional program management services for the CPyW8implementation;
Li Additional consulting services relating to the planning, design, configuration, integration, data
conversion, and deployment o(the CPW18 software system;
L) Additional CPK88' M8 Enterprise Project, and the K88 SC)L Server 2000 database software
licenses and associated midd!eware. adapters, etc;
Li Additional hardware for hosting the CPK8S. MS Enterprise Project, and the K48 SQL Server
2UOO software applications;
Li Price escalation of the CPyWG, yWS Enterprise Project, andtheK8S8(3LSen/er2OOOda1ohaae
software licenses;
.
Li Additional CPK88, K8S Enterprise Project, and YWSSQL Server 2OOO software training; and
Ll Additional business process development and organizational change management support.
CPKNS Implementation Assumptions
The ENGINEER's and the City's ability to complete the CPMS implementation is predicated on
the following assumptions.
General:
,j The majority of activities in the project plan will be performed jointly by the ENGINEER's and
City resources, so that the team can effectively leverage the knowledge of City personnel,
that the final design represents the City's business needs, and to maximize the opportunity
for knowledge transfer b)City emnp|oyees-,
J The City has contracted with ENGINEER to be the prime contractor for the overall
implementation nf the CPW1S and will work directly with the ENGINEER as the primary
contact for the work included in this Scope of Services"
0 The ENGINEER and the IMPLEMENTATION ENGINEER (Skire, Inc.) will perform some
tasks off site msappropriate;
-i The ENGINEER will develop the Citywide business process directly related to the Project
Management activities for City Departments directly involved with managing and
implementing capital projects, The ENGINEER has allowed for the development ofuptofive
(5) City-wide end-to-end business process within this Scope of Services including: project
initiation and budget set'Up. project Ufecyc/e management, change orders and pending
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changes, and project cloee-out' audit, and completion;
a The ENGINEER will configure the Unifier
processes and nine (9) custom reports, The ENGINEER has allowed for two(2) high level
complexity, two(2) medium level complexity, and five (5) low level complexity custom reports
(total Vf &H nine custom reports;
a The ENGINEER shall provide data conversion for active or closed 2004 capital projects via
integration for uptoamaximum of 150 projects, where the FAC data structure does not
conform tothe 20O4CpKABstandard;
o The preparation of Standard Operating Procedures (SOP's) documenting the end-to-end
business processes and workflow activity processes are excluded from this Scope of
Services;
[3 The ENGINEER will provide a GIS integration that provides a Web based GIS map display
launched from within Unifier as either as ased nfJewa8uript-enab|ed HTKALframen or as a
J8vgapp|*t embedded inanHTKALpaQe. itiaeaaumedthedembeddingtheVVab-basedmap
display in 3'~ party applications is outside the Scope of Services;
[B The City will maximize the use of web-based collaborative design, testing, and
communication tools and technology such as WebEx to reduce the amount of travel required
by the IMPLEMENTATION ENGINEER (8kire, Inc.);
zi For tasks and activities where the ENGINEER is dependent on the completion of work by the
City, the respective City and ENGINEER Project Managers will assess the impact of any
delay in the completion of work by the City and will determine if any adjustment to the CPMS
schedule iarequired;
0 The ENGINEER will provide City staff with two weeks advance notice when they are required
to attend workshops, meetings, etc.The ENGINEER will be responsible for inviting
padiuiponta, booking individual ueiendana, reserving rooms, etc in support of these activities.
The City will be required to ensure that City staff required to attend these workshops,
meetings, etc when provided with two weeks advance notice make these requests apriority
in their work schedule;
ca The City will provide resolution onCPK88 issues presented to the City's Project Manager
and/or the City's CPMS Executive Steering Committee within five (5) business days; and
o The City will provide written comments on CPMS deliverables within ten (10) business days
following submission of these to the City Project Manager.
City Resources:
Li The City will make appropriate resources, systems, process documentation, etc available 0m
the ENGINEER to answer questions and respond to project issues raised by the ENGINEER
ina timely manner;
zi The City resources assigned to the CPMG will have the business and technical skills
necessary to provide relevant technical, functional, process, and business partner knowledge;
i The City will make available staff 8oco-ordinate the delivery cdthe communication plan
outcomes within the City. The City will provide staff to incorporate the communications content
developed by the ENGINEER within the various City communication mediums such as
Internet web sites, newsletters, etc; and
i The City will provide meeting rooms, training environments, and office facilities with DSL and
telephone access for the ENGINEER and the IMPLEMENTATION ENGINEER (Skimo. Inc)
personnel directly responsible for the implementation of the CPKxS.
Technical:
Li The City will be responsible for procuring the required number of MS Project, MS SOL Server
20]Q. Crystal Reports, and any other required third party software licenses;
,j The City will be responsible for procuring the required server hardware and all P[)A's on which
the Unifier Enterprise Edition will behosted and deployed;
J The City will be responsible for the installation, configuration, maintenance, and support of all
MWR8oW 10-18
technical infrastructure components for the development, test, training, and production
environments for the CPM8, including the timely application of any software fixes and patches;
Ll The ENGINEER has assumed that the GIS integration will be deployed on ESRI ArcGIS
version 8.3 or 9.0, will utilize the ESRI ArcIMS Web publishing product, the City's GIS data is
complete and ina readily accessible format(i.m. AnoG|S geodatabaae)' any data conversion or
migration efforts are not required ao part ofthis Scope od Services, and that G|S geodatebase
data resides on feature classes without joins h)external database tables. The ENGINEER has
also assumed that Geocoding within the G|8 integration (i.e. feature lookup by street address)
is excluded from the Scope ofServices;
u The City will be responsible for providing the network infrastructure, including Local Area
Networks (LAN'e)'Wide Area Networks NVAN'm>, controllers, routers, communication
protocols, speed and capacity of the network infrastructure, backup and disaster recovery
procedures and systems, load balancing and monitoring procedures and tools, etc. to support
the CPK8Simplementation; and
U Any unique software or tools used by City will be made available to the ENGINEER, with
training provided aa appropriate, sdno additional cost to the ENGINEER.
Legacy Systems and Data Conversion:
i The legacy applications test databases will be made available to the ENGINEER during the
design, development and testing phases of the project. The City will maintain responsibility for
legacy system operations and maintenance;
0 The City will provide legacy data(download files)to the ENGINEER in extract file formats and
will prepare the data conversion plan and the reconciliation procedures in accordance with
project timelines. The ENGINEER will provide extract file formats to the City, and the City will
provide files which will load in to databases "As-Is" - using load applications delivered with
each application;
-zi The City shall provide technical support and delivery of data file extractions, database formats
and creations of extract programs/jobs to input legacy City system information into the Unifier
application in conformance to data formats as prescribed by the IMPLEMENTATION
ENGINEER (Shine' Inc.);
0 The ENGINEER will provide City staff with three weeks advance notice when they require
legacy data in extract file format. The City will be required to ensure that City staff allocated to
provide legacy data when given three weeks advance notice make these requests a priority in
their work oohodu|e
'
J The City will be responsible for the setup and execution of any batch jobs associated with the
legacy system applications; and
Li The City is responsible for all data purification, data verification, and manual data loading
activities. Legacy system data integrity issues will be resolved prior to execution of the data
conversion programs.
City Staff Training:
Li The City will beresponsible for the provision of all facilities necessary hr support the Task 12
Training requirements, including training rooms, PC's, network connect|ons, projection
equipment, and all application software.
r- - - -
-
' .
'
MYVBSoxV )l-l9 `' '.
Attachment B
System Functionality
The following are the system functionality that will be included in the system configuration of the
Unifier Enterprise Edition under this Scope of Services. Configuration will of the Unifier Enterprise
edition will not include any ouatmnnizationcUthe software application.
';Portfolio Management
Generate grand totals by project covering all expenditures rolled up to the fund level,totals of all funds,
and total of all propositions
Incorporate a rule-based Citywide project priority ranking method and project linkage across all
departments for maintenance of priority list
Track all funding including budget amount, appropriations, encumbrance, expenditures with contracts
and super-projects roll-ups
Capture completed project fund account financial data for historical reference prior to fund accounts
being closed out and rolled up
Add change order amounts to original budget and track new budget and change orders combined and
separately at the project level
Generate cost estimates and details for total project funds available on projects instead of just by
budget appropriated to date versus allocations.
Automated tracking for fund appropriation according to project type and work phase
Roll-up all costs on a project/contract across all departments charging to the project/contract; with fund
and proposition level visibility.
Link all related projects sharing funding across department lines; report/track at a project, department,
fund, and proposition level
View bond fund transfers (to/from) and show total appropriations versus to total budget, including
change orders.
Track commercial paper, cash and bond fund transactions at project, program, proposition and fund
rack/report bond fund transfers from unspecified (surplus account)to specified fund accounts.
Project Controls
Relate individual projects to funds and sub-funds showing all funding sources for the project.
Track down to the work phase level in the project hierarchy with drill-down capability to detailed tasks.
Associate costs to specific work phases with ability to link to specific tasks and associated expenditures
Automatically reduce/increase estimated proiect costs associated with pending and approved change
orders
I rack developer contributions and calculate in to total job cost-, also accurately track/report City
1contributions to developer projects,
FProject details of funding shortfalls, overruns throughout the project duration based on budget bottom
line labor expenses by project work phase
�Oaintajn appropriate change order sequence to track budget and scope changes in the release order
D1WASoYP12'18
Itemize costs for each project work phase by fund account and generate detail projections regarding
budget status
Track/report developer and outside agency contributions and revenue at a project/contract and fund
level
Forecast cash flow based on remaining budgets (spends/invoices)
Executive Dashboard
View funding allocations and expenditure total by Council District at a project level.
Maintain and allow access to master list of projects and the ability to view all projects across all
departments
Configurable top project home page settings, screen tickers/message crawlers, and notification
windows specifically tailored to a named user.
Associate projects to geographic boundaries, streets, Council Districts, and other spatial features.
Accessible through City internet and intranet sites based on site security rules, using Microsoft Internet
Explorer client browsers.
Provide City Council, advisory boards, managers, directors, etc. with access to reports and status
updates from all departments
Provide web-based access to high-level project statistics, red/yellow/green status and pie chart reports
Selectable pre-configured dashboard information with download capabilities to handheld devices for
�iewinq purposes.
Reporting
Easy access to the information for data queries and reporting
Pre-configured report formats and templates with logos, proper reference footers, etc. with a
professional appearance
Report or provide access to project status and schedule timing report for City Council and citizens
Generate standard project management health check reports, like "S"curves, earned value analysis,
percent spent/complete, etc.
Generate report listing cost breakdown associated with each project or contract
Generate and publish standard financial and project reports automatically from the system
Optional report field filtering for any condition that applies to the report
Standardized reporting to produce project status, invoice payments, retainage, and expenditures to date
across various fund account centers and ability to sum by vendor, contract, project, etc.
ompatible with City standard Microsoft Office 2000 export and printing of reports, embedding of
spreadsheets, tables, and charts
Export data to MS Excel for custom report creation that includes data from sources other than the
system
Selectable pre-configured standard report with download capabilities to handheld devices for viewing
Wposes
Library of pre-configured reports available for user to select, based on security access, from a menu
ith snapshot examples
Contract Management
'Report project and/or contract status concerning invoice payments, partial pays and track/report
i�,rack a variety of contract types such as unit price, lump sum, and time and materials
4
MWH SoW 13-18
Add change order amounts to original budget and track new budget and change orders combined and
separately
Maintain appropriate change order sequence to contracts and track budget and scope changes in the
release order
Track critical dates such as bid date, award date, notice to proceed, contract date, change order dates,
and completion date
Reference all change orders, revised contract amounts, and changes in contract schedule
Summary of contract billing status including total to date, total retention, balance to complete, and
current due
Record history of change order to include the estimate, proposal, and the approved amounts on the
ud et and cost sides
Allow for billing to be applied to each contract
Now for multiple retainage on each line item by percentage or lump sum basis at a payment level
Plan for and track, reimbursement requests from outside agencies
rack request for information process, questions, answers, costs and links to documents.
Management
Link to the project actual contract, M&C communications, drawing submittals, bid packages, and
purchase orders.
Link proof of minority subcontract payment to projects.
Attach associated designs, drawings, and alternatives to projects and awarded contracts
ftach reasons for scope, schedule or budgets changes to project notes and associated corresponding
documents
Compliance .
Add change order amounts minority business goals and track original goals and new change order
pals combined and separately at a project level
Validate payments to minority business firms from City and prime contractors and report against project
goals
Identify and track Federal funded projects including all Federal government mandated compliance,
pals, and reporting requirements
Account for partial payments on a timely basis;track payments to prime and subcontractors against
minority business project goals
utomaticaNy calculate percent of contribution goal from minority business subcontract payment to
projects
Track expenditure for public art percentage content based on City Council contribution requirements for
project
Workflow Automation
Centralized. single source of project number assignment in the system that will be linked to
iund/account/center and project management
Set event triggers, approval thresholds, and escalation notifications.
Provide advance notice on amendments and change orders; project impact to contracts/projects
Route work for approval and digital signatures in the system. E
Provide configurable triggers, thresholds, and notifications to manage project scope, schedule, or
budget slippage/out of tolerance
Notification and appointments to the City email and calendar system
MW SoW 15-18
Attachment C
Task Budgets
The following are the budget allocations for each ofthe taahoasdefinedinAtt@chmerdA - Soope
of Services. These budged allocations represent the ENG|NEEH'a estimate for each task.
Transfers between 1eak allocations must be authorized by the Qty after notification by
ENGINEER before transfer can occur, providing transfers do not change the Total Budget
amount. Changes to the Total Budget will be performed through Amendments tn the Contract.
Task# Task Title Cost Budget Allocation
8 CPK8S Program Management $385.490
9 CPyW8Buainess Process Development and
Organizational Change Management $241.400
10 Procurement and Installation ofCPK8SSoftware $483.630
11 CPK8S Implementation and Integration $1,461.980
12 City Staff Training $227.780
13 Supplementary Services _$459,930
Total Budget $3,270,100
' ^
MW88oW 16,18
Attachment D
Task Deliverables
The following are the deliverables for each of the separate tasks as defined in Attachment A —
Scope of Services. The final timings for the task deliverables will be based on the agreed Water
IT Program Schedule developed under Attachment A-2 - Scope of Services, Task 8.1.1. Changes
to the scheduled timing for the task deliverables can be authorized after notification by the
ENGINEER to the City, providing the revised timings do not change the total project duration.
The completion date for the CPMS project is December, 2005.
The nominated timing for the task deliverables have been based on the ENGINEER receiving
Notice to Proceed (NTP) by the 17th November, 2004. The ENGINEER has assumed that all
written documents will be submitted in draft format, an allowance of a two weeks for review and
comments by the City, with final documents to be submitted within two weeks after receipt of all
comments from the City.
TASK 8— CPMS PROGRAM MANAGEMENT
Task 8 Deliverables
8.1 Program Management Plan January, 2005
8.2.1 MBE/WBE Compliance Reporting Monthly
8.2.2 MBE/WBE Compliance Monitoring Report Quarterly
8.3.1 Bi -Weekly CPMS Reporting and Meetings Bi-weekly
8.3.2 CPMS Executive Committee Meetings Weekly
TASK 9—CPMS BUSINESS PROCESS DEVELOPMENT AND ORGANIZATIONAL CHANGE
MANAGEMENT
Task 9 Deliverables
9.1 OCM Readiness Report and Training Plan March, 2005
9.2 Current CPMS Business Process Report January, 2005
9.3 Future CPMS Business Process Report April, 2005
9.5 OCM Communications Plan April, 2005
TASK 10—PROCUREMENT AND INSTALLATION OF CPMS SOFTWARE
Task 10 Deliverables
10.1 CPMS Software Procurement December, 2004
TASK 11—CPMS IMPLEMENTATION, DATA CONVERSION, AND INTEGRATION
Task 11 Deliverables
111-1 Business Requirement Document (BRD), June, 2004
Data Dictionaries and Workflow Activity Schemas
1112 Server Hardware Environment Recommendations Report May, 2005
11,1.3 System Configuration Functional Acceptance Test Plan August, 2005
and System Design Documentation
11 AA Systems Configuration Functional Acceptance Test Plan October, 2005
execution results and corrective actions
11.1.5 System Configuration Customer Acceptance Test Plan, November, 2005
City sign-off, and System Deployment
11,2.1 Project shell (template) and converted project data November, 2005
into Unifier (up to 150 projects',and DOE database
conversion plan
MWH SoW 17-18
-
11-2.2 FAC Technical Memorandums (where required) November, 2005
11 3 � � otenom |nteg�dion |rde�aoe (�on1vm| Document
Jun�. �0O�
11.3.2 System Plan,
Design Documentation and Scripts November, 2005
11.3.3 Syatenno |ntagmdionFun(tiona| AcceptanmaTestp|an ov� ,
execution results and corrective actions
11.3.4 8y��emIntegration Customer Acceptance Test Plan,
December, 2005
City sign-off, and Deployment
TASK/2-CITY STAFF TRAINING
Task 12 Deliverables dW18Project En(e,priaeTr�ining November, 2005
121 {��N1ban
' ~ '`'~ - '� - November 2005
12.2 Project K8anogementTn�ning .
`
N1\VBSow 18-18 '
\ _-_ ---- -�-- '--
City of Fort Worth., Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 81512004 - Ordinance No. 16059
DATE: Thursday, August 05, 2004
LOG NAME: 60MWH2 REFERENCE NO.: C-20183
SUBJECT:
Appropriation Ordinance and Amendment No. 2 to Agreement with MWH Americas, Inc. for
Acquisition, Program Management and Implementation Services for a Capital Project Management
System
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Water Capital Project Fund by $926,526, in the Sewer Capital Project Fund by $926,526, in the Aviation
Improvement Fund by $396,262, and in the New Equipment Purchases Fund by $1,188,786 from funds to
be obtained through the City's Equipment Note Program; and
2. Authorize the City Manager to execute Amendment No. 2 to the agreement with MWH Americas, Inc.
(City Secretary No. 29129) for acquisition of a capital project management system, including software and
maintenance, for a total cost not to exceed $3,438,100; and
3. Authorize the Program Manager, MWH Americas, Inc., to execute a purchase agreement with Skire,
Inc. for software and maintenance of a capital projects management system; and
4. Authorize payment of funds to MWH Americas, Inc. for payment to Skire, Inc. under the contract.
-DISCUSSION:
In the current environment, managing capital projects across the organization is facilitated through a variety
of fragmented, inefficient systems. With the passage of the 2004 Bond Program, the City will manage over
$200 million in capital projects each year. In an effort to effectively manage these projects, a
comprehensive capital projects management system is recommended.
On August 12, 2003 (M&C C-19708), the City Council authorized the execution of an agreement with MWH
Americas Inc, ("MWH") to assist in the implementation of the Water Information Technology Program (WIT),
Phase 1, Phase I included the deployment of a Maintenance Management System and a Geographic
Information System. The agreement also provided funds for an assessment of the Water Department's
current ability to manage and monitor spending for capital projects, and to make recommendations on the
need for a Capital Project Management system. During the assessment process, it was determined that the
consultant's scope of work should be accelerated and expanded to include other departments, in order to
effectively manage the capital projects in the 2004 bond program and other capital projects across the
organization.
On April 13, 2004 (M&C C-20031), the City Council authorized Amendment No- I to the agreement with
MWH to provide additional services related to the acquisition of a capital project tracking system to be used
Citywide. The additional work approved under this amendment Included the preparation of a Request for
Logname: 60MNVH2 D--- 1 -4�1
Proposal for CIP software vendors, assistance in the analysis of the proposals submitted and the
development of a business case for the program.
On May 26, 2004, the Purchasing Division issued a Request for Proposals to solicit capital project tracking
software system proposals. Six responses were received. Based on vendor presentations during the
demonstration process, the CIP selection committee, made up of representatives from the City Manager's
Office, IT Solutions, Water, Transportation and Public Works, Engineering, Parks and Community Services,
Finance, and the M/WBE Office, recommended Skire's Unifier system.
Skire's Unifier system has the functionality to allow the City to better manage and track capital projects
across departments. The primary functions include:
Portfolio Management
Project Control
Executive Dashboards
Report Generation
Contract Management
Field Inspection
Document Management
MAIVBE Compliance Tracking
Workflow Automation
Implementation of the system will enable effective tracking and instant communication of capital project
expenditures and projections to provide real-time decision-making support in monitoring and controlling
projects, to eliminate multiple sources of input into the capital project process and to consolidate disparate
systems into a single, central database.
Under the terms of the program agreement, MWH will execute a purchase agreement with Skire, Inc. and
manage the system installation. Payments will be reviewed and recommended to the City for approval by
MWH, which will then be paid by the City for payment to the vendor.
In addition to the acquisition of the software and maintenance from Skire, Inc., Amendment No. 2 will
authorize MWH to provide the following additional services to ensure successful implementation.
Capital Projects Program Management
Contract Management of Capital Projects Implementation
Project Management of Capital Projects Management Systems Implementation and Integration firm
Development of Capital Projects Program Management Procedures and Methodologies
Capital Planning Business Process Modeling Organizational Readiness Preparation
Capital Projects Management System Implementation and Technical Services
Procurement of Capital Projects Management System Implementation Services
Procurement of associated hardware and software
Integration with other City systems and data conversion
Employee Training
CIP Software and Microsoft Enterprise Project Software Training
Project Management Training
MWH Americas, Inc, is in compliance with the City's M/WBE Ordinance by committing to an additional 22%
M/WBE participation on this amendment for all hardware and professional services.
The General Fund, Municipal Airports Fund, and Water and Sewer Fund will share the total cost of system
acquisition and implementation,
Logmame: 60MWH2 Naf. ? of,
FISCAL INFORMATIONXERTIFICATION:
The Finance Director certifies that funds for this purchase will be obtained through the City's Equipment
Note Program.
TO FundfAccount/Centers FROM Fund/Account/Centers
P162 539120 060162151030 $926,526.00
P172 539120 070172131010 $926 526.00
P162 485200 060162151030 $926 52600
P172 485200 070172131010 $926,526.0{}
G193 485200 020193020020 $1 188,78�600
G193 539120 020193020020 $I-V88 786.00
GC24 485200 055240450010 $396.262.00
GC24 539120 055240450010 $396262.00
Submitted for Q#y-Manager's Office y
ice b - Marc Oft (8476)
— - --
Originatft-D"artment Head. Frank Crumb (Acting) (8243)
Additional Information Contact: Frank Crumb (Acting) (8243)
Lounarne: 60MWH2
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