MaintStar, Inc ~ C120041 CITY OF TIGARD, OREGON
ANIENDMENT TO CONTRACT
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS)
#C120041
AMENDMENT #1
The _'agreement between the Cit- of Tigard, a municipal corporation of the State of Oregon, hereinafter
called Cit', and MaiitStar, Inc., hereinafter referred to as Contractor, entered into on the 2nd daw of I
Januan-, 2012 is hereb7 amended as follows:
Fxtend contract for 12 months from end of current expiration dated June W", 2013. New expiration date
will be June 30`", 201.1.
IN WTINESS WHEREOF, Cit- has caused this _Amendment to be executed br- its duh- authorized
undersigned officer and Contractor has executed this_Amendment upon signature and date listed below.
CITY OF TIGARD MAINTSTAR `
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ATTACHMENT C
CITY OF TIGARD,OREGON
PURCHASE AGREEMENT FOR
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM(CMMS)-SUPPLY AND SERVICES
THIS AGREEMENT made and entered into this 2"a of January,2012,by and between the City of Tigard,a
municipal corporation of the State of Oregon, hereinafter called City, and MaintStar, Inc., hereinafter called
Seller.
RECITALS
WHEREAS,Seller has submitted a proposal to City for the sale of certain software;and
WHEREAS,Seller is in the business of selling certain software and is aware of the purposes for which City will
use the software;and
WHEREAS, City and Seller wish to enter into a contract under which City shall purchase the goods
described in Seller's bid or proposal;
THEREFORE,The Parties agree as follows:
1. GOODS TO BE PROVIDED
City shall purchase a complete computerized maintenance management system (CMMS) and all
necessary services that accompany the purchase from Seller in accordance with:
A. The specifications (including any addenda) attached hereto as Exhibit A and incorporated
herein by this reference;
B. The complete Request for Proposal packet;and
C. The Seller's proposal dated February 4, 2011, which, along with minor modifications, was
accepted by the Contract Review Board on December 20, 2011 attached hereto and
incorporated by this reference.
2. EFFECTIVE DATE AND DURATION
This Agreement shall become effective upon the date of execution by the City's Local Contract Review
Board and shall expire,unless otherwise terminated or extended, on June 30,2013. All software under
this Agreement shall be delivered, installed, and integrated as necessary prior to the expiration of this
Agreement
3. COMPENSATION
A. City hereby agrees to pay Seller an amount not exceeding Four Hundred Nine Thousand
Four Hundred Fifty and No/100 Dollars ($409,450.00) for the software, including
installation,integration,data conversion and other services. The total purchase price shall be
considered payment for all Sellers' obligations described in this agreement. Seller shall
invoice City the purchase price upon the delivery of the software. City shall have thirty (30)
days after receipt of invoice in which to make payment. Seller shall be responsible for the
payment of all taxes associated with the sale of the goods. City is exempt from the payment
of Federal Excise Tax.
B. Seller shall promptly advise City of all reasonably available technological advances that are
known or become known to Seller while this agreement is in effect which may result in the
goods having added value, capacity, or usefulness when used for City's purpose. If Seller
intends to provide goods incorporating technological advances and still meeting the
specifications and the City's needs at no additional charge,Seller shall provide City with not
less than ten (10) business days' notice of the proposed change. The City may require that
only goods not incorporating the changes be supplied by providing written notice to seller
within 5 days of receiving the notice of the proposed change. Any other changes
incorporating technological advances shall only be approved as an amendment to this
agreement.
C. The City certifies that sufficient funds are available and authorized for expenditure to finance
costs of this contract
4. DELIVERY
Seller agrees to provide software and related services as specified in Exhibit A. Seller shall deliver the
software and related services in accordance with the project schedule detailed in Exhibit A. A notice to
proceed,together with an executed copy of this Agreement,shall kickoff the project
Upon installation of the software, the City reserves six (6) months to test the software before final
acceptance of a successful system. The City will notify the Seller within five (5) business days of any
issue that is discovered during the testing period. No language contained in a purchase order,work
order,or delivery order shall vary,amend,modify, or add terms or conditions to this Agreement under
which the order is placed
5. INSTALLATION
The Seller shall install the software purchased under this Agreement in accordance to Exhibit A,
including the proposed timeframe laid out Exhibit A. Seller shall immediately notify the City of any
delay or issues related to installation, including any interface issues that may arise with other City-
used software.
6. TESTING AND ACCEPTANCE
Seller shall test the software extensively after installation and before the City goes live with the
products. Seller's tests shall determine whether the goods meet Seller's specifications and are fit for
the purpose intended. Acceptance or rejection of the goods purchased shall occur 10 days after
delivery and inspection by Buyer. Failure to inspect and accept or reject goods shall neither relieve
Seller from responsibility for such goods, which do not meet the requirements in this Agreement
not impose liability on Buyer.
7. RISK OF LOSS
Risk of loss to goods in shipment (including damage, destruction, theft, or loss) shall be borne by
the Seller. Risk of loss shall not pass to Buyer until the goods are delivered to and checked in at the
location specified by Buyer.
8. ASSIGNMENT/DELEGATION
Neither party shall assign or transfer any interest in or duty under this Agreement without the written
consent of the other and any attempted assignment or transfer without the written consent of the other
party shall be invalid.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 2
9. SUBMITTING BILLS AND MAKING PAYMENTS
All notices and bills shall be made in writing and may be given by personal delivery, mail or fax.
Payments may be made by personal delivery,mail,or electronic transfer. The following addresses shall
be used to transmit notices,bills,payments,and other information:
CITY OF TIGARD MAINTSTAR,INC.
Attn:Brian Rager,Asst Public Works Director Attn:Louis j.Tonetti
Address: 13125 SW Hall Blvd. Address: 28 Hammond,Unit D
Tigard,Oregon 97223 Irvine,California 92618
Phone:(503)718-2471 Phone:(949)458-7560
Fax: (503)718-2401 Fax: (949)458-7626
Email Address:briar &ti"d-or.Qvv Email Address:Lowsq)Seller.COm
10. TERMINATION
City has the right,in its sole discretion, to terminate without cause or for no cause, to temunation this
Agreement at any time by giving notice to Seller. If City terminates the contract pursuant to this
section, it shall pay Seller for goods shipped by Seller prior to receipt by Seller of the notice of
tern-nmtion. City may deduct the amount of damages, if any, sustained by City due to any breach of
contract or warranty by Seller. Damages for breach of contract or warranty shall be those allowed by
Oregon law, reasonable and necessary attorney fees, witness fees (expert and non-expert), and other
costs of litigation at trial and on appeal.
11. ACCESS TO RECORDS
City shall have access to such books,documents,papers and records of Seller as are directly pertinent to
this Agreement for the purpose of making audit,examination,excerpts and transcripts.
12. FORCE M=URE
Neither City nor Seller shall be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the part
of the parties so disenabled,including but not restricted to, natural disaster,war, civil unrest,volcano,
earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually
severe weather or delay of subseller or supplies due to such cause; provided that the parties so
disenabled shall within ten (10) days from the beginning of such delay,notify the other party in writing
of the cause of delay and its probable extent. Such notification shall not be the basis for a claim for
additional compensation. Each party shall,however,make all reasonable efforts to remove or eliminate
such a cause of delay or default and shall,upon cessation of the cause,diligently pursue performance of
its obligation under the Agreement
13. NON-DISCRIMINATION
Seller agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation
statues,rules,and regulations.Seller also shall comply with the Americans with Disabilities Act of 1990,
ORS 659.425,and all regulations and administrative rules established pursuant to those laws.
14. WARRANTY AGAINST DEFECTS
Seller warrants that the goods shall remain free of defects in material and workmanship for a period
of one (1) year commencing the date of City's acceptance. Such defects shall include any failure of
the goods to meet Seller's specifications or the description contained in Sellers product literature. If
within the warranty period City discovers such a defect, Seller shall repair or replace the defective
item or component free of charge. If after three attempts Seller is unable to eliminate a defect, or if
Seller does not commence the warranty work within the time allowed in this paragraph, City shall
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 3
have the right to return the defective item or component and, at City's option, either obtain a full
refund of the purchase price of the goods or obtain a refund,in an amount to be agreed upon by the
parties, of the portion of the purchase price of the goods that is allocable to the defective item or
component. Seller shall commence all warranty work within 48 hours of receiving notice of the
warranty claim. All warranty work shall be performed at City's facilities unless otherwise agreed by
the parties. If warranty work is performed at Seller's facilities, Seller shall pay all shipping costs,
including the cost of return shipment. This warranty shall apply to all repair parts furnished by
Seller and all repairs performed by Seller.
15. INTELLECTUAL PROPERTY WARRANTY
Seller warrants that none of the goods, the use thereof or any of the applications, processes or
designs employed in the manufacture thereof infringes the valid claims of any letter patent, patent
application, copyright, trade secret or any other property right of any third party. If as a result of
any suit or proceeding alleging an infringement of any of the foregoing property rights City's use of
the equipment is enjoined, Seller shall at no cost to City either obtain for City a license to use the
goods or modify the goods so as to avoid the infringement without any degradation in performance.
If Seller cannot obtain such a license and cannot so modify the equipment, Seller shall promptly
refund to City the purchase price,less a reasonable amount for depreciation.
16. MAINTENANCE SERVICES
Unless otherwise provided in the Specifications (Exhibit A) or the Proposal (Exhibit B), the City
shall have the right to maintain the software purchased under this Agreement. If provided for in the
Specifications (Exhibit A) or the Proposal (Exhibit B), Seller shall provide maintenance services for
an agreed upon period commencing on the date of installation under the guidelines established in
the Specifications (Exhibit A). All maintenance services shall be performed on City's premises,
unless otherwise agreed by the Parties. City may terminate Seller's maintenance services at any time
without cause upon the delivery of written notice. In the event of such termination, Seller's other
obligations under this Agreement shall remain unchanged and Seller shall promptly refund to City all
amounts prepaid for maintenance services and unused.
17. ASSIGNMENT OF MANUFACTURER'S WARRANTIES
Seller hereby assigns all warranties of the manufacturers of components of the goods to City to the
extent such warranties are assignable. In the event Seller must obtain the consent of the
manufacturer or take other action before any such warranties are assignable, Seller shall do so prior
to delivery.
18. INDEMNITY/HOLD HARMLESS
Seller shall defend, indemnify and hold harmless City, City's officers, employees, agents and
representatives from and against all liability, claims, demands, judgments, penalties, and causes of
action of any kind or character, or other costs or expenses incidental to the investigation and
defense thereof, of whatever nature,resulting from or arising out of the activities of the Seller or its
subsellers, agents, or employees under this contract, except, however, that the foregoing shall not
apply to liability that arises out of City's negligence.
19. INSURANCE
Contractor and its subcontractors shall maintain insurance acceptable to City in full force and effect
throughout the term of this contract. Such insurance shall cover all risks arising directly or indirectly
out of Contractor's activities or work hereunder,including the operations of its subcontractors of any
tier.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 4
The policy or policies of insurance maintained by the Contractor and its subcontractor shall provide at
least the following limits and coverages:
A. Commercial General Liability Insurance: If Seller will be installing or testing the goods, or
otherwise performing services on City's premises,Seller shall provide a certificate indicating
that Seller has commercial general liability insurance covering Bodily Injury and Property
Damage on an "occurrence" form (1996 ISO or equivalent). This coverage shall include
Contractual Liability insurance. Coverage will include $1,000,000 per occurrence and
$2,000,000 general annual aggregate. Said insurance shall name City as an additional insured.
If Seller hires a subseller to perform services on City's premises, Seller shall ensure that
Seller's subseller complies with this paragraph.
B. Business Automobile Liability Insurance: If Seller will be delivering the goods, Seller shall
provide City a certificate indicating that Seller has business automobile liability coverage for
all owned, hired,and non-owned vehicles. The Combined Single Limit per occurrence shall
not be less than$1,000,000. Said insurance shall name City as an additional. If Seller hires a
carrier to make delivery,Seller shall ensure that said carrier complies with this paragraph.
C. Workers' Compensation Insurance: The Seller, its subsellers, if any, and all employers
providing work, labor or materials under this Contract that are either subject employers
under the Oregon Workers' Compensation Law and shall comply with ORS 656.017,which
requires them to provide workers' compensation coverage that satisfies Oregon law for all
their subject workers or employers that are exempt under ORS 656.126. Out-of-state
employers must provide Oregon workers' compensation coverage for their workers who
work at a single location within Oregon for more than 30 days in a calendar year. Sellers
who perform work without the assistance or labor of any employee need not obtain such
coverage. This shall include Employer's Liability Insurance with coverage limits of not less
than$500,000 each accident.
D. Certificates of Insurance:As evidence of the insurance coverage required by the contract,the
Seller shall furnish a Certificate of Insurance to the City. No contract shall be effected until
the required certificates have been received and approved by the City. The certificate will
specify and document all provisions within this contract.
20. ATTORNEY'S FEES
In case suit or action is instituted to enforce the provisions of this contract, the parties agree that the
losing party shall pay such sum as the court may adjudge reasonable attorney fees and court costs,
including witness fees (expert and non-expert),attorney's fees and court costs on appeal.
21. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES
Seller shall comply with all applicable federal, state and local laws, rules and regulations, including,
but not limited to, the requirements concerning working hours, overtime, medical care, workers
compensation insurance, health care payments, payments to employees and subsellers and income
tax withholding contained in ORS Chapter 279, the provisions of which are hereby made a part of
this agreement.
22. CONFLICT BETWEEN TERMS
It is further expressly agreed by and between the parties hereto that should there be any conflict
between the terms of this instrument in the proposal of the contract, this instrument shall control and
nothing herein shall be considered as an acceptance of the terms of proposal conflicting herewith.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 5
23. SEVERABILITY
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any
court of competent jurisdiction,the validity of the remaining terms and provisions shall not be affected
to the extent that it did not materially affect the intent of the parties when they entered into the
agreement.
24. COMPLETE AGREEMENT
This Agreement, including the exhibits, is intended both as a final expression of the Agreement
between the parties and as a complete and exclusive statement of the terms. In the event of an
inconsistency between a provision in the main body of the Agreement and a provision in any Exhibit,
the provision in the main body of the Agreement shall control. No modification of this Agreement
shall be effective unless and until it is made in writing and signed by both parties. No waiver, consent,
modification, or change of terms of this Agreement shall bind either party unless in writing and signed
by both parties. Such waiver, consent, modification, or change if made, shall be effective only in
specific instances and for the specific purpose given. There are no understandings, agreements, or
representations,oral or written,not specified herein regarding this Agreement.Seller,by the signature of
its authorized representative, hereby acknowledges that Seller has read this Agreement, understands it
and agrees to be bound by its terms and conditions.
IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized
undersigned officer and Seller has executed this Agreement on the date hereinabove first written. Approved by
Tigard's Local Contract Review Board at their December 20,2011 business meeting.
CITY OF TIGARD MAINTS NC.
By:Authorized City Representative By:Au orized Co actor Representative
Vf--;,//"-
Date Date
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EXHIBIT A
SPECIFICATIONS AND SCOPE OF SERVICES
THE BLUEPRINT FOR THE CITY OF TIGARD'S SUCCESSFUL COMPUTERIZED MAINTENANCE
MANAGEMENT SYSTEM(CMMS)IMPLEMENTATION
PHASE 1-PROTECT MANAGEMENT/PLANNING
1. Task 1: Seller will provide the professional project management necessary to ensure proper
planning, execution, and reporting of the progress on the City of Tigard's new CMMS
implementation.
Objectives: Seller will develop processes for tracking project status, a change control
procedure,and an initial project schedule in a critical path format.
Activities: The Seller Project Manager will provide (but is not limited to) the following services:
A. A single source of contact for all project issues from beginning through Implementation.
B. Management of an Implementation Plan, which will document all project goals, objectives,
and milestones.
C. Guidance and support to both Seller and Tigard Project staff.
D. Resolution of any scheduling or communication problems that may arise between Seller and
Tigard.
E. Responsibility for all deliverables and customization as required by Tigard and agreed upon
by Seller.
F. Management, from onset to completion, of all aspects of the project, including overseeing
Seller personnel at each step along the way.
G. Responsibility for Testing, Implementation, Support after system acceptance and for
addressing all performance problems,which might occur during this project.
Deliverables: Seller will submit progress reports on the Project's status bi-weekly.These reports
will include incremental work completed, work scheduled for the next period, and an updated
project schedule.
Seller will also coordinate with the City Project Manager and CMMS Project Team to prepare an
Implementation Plan for review and acceptance by the City.
Assumptions: Seller will coordinate with the City's Project Manager to ensure Tigard staff
resource requirements are available when they are needed.
PHASE 2-SYSTEM DEVELOPMENT
1. Task 1: Seller will conduct a Business Process Analysis phase prior to commencing the
Implementation of the City's new CMMS.
Objectives: Seller will develop a comprehensive understanding of the work flows and processes
of all the City's Public Works Divisions.
Activities: Seller will identify straightforward configurations and/or customizations necessary.
Seller will conduct web-based conference call interviews with designated staff from each of the
Public Works Divisions: Customer Service, Storm Water, Streets, Sanitary Sewer, Water, Fleet
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 7
Maintenance, Parks and Facilities, in order to understand what they do and how they do it.
There will be as many as necessary to make sure there is complete understanding on Seller's part.
Seller will analyze the work flows and processes and make any suggestions for streamlining or
improving these.
Deliverables: Business Process Mapping Documentation that will be used for the extensive Set
Up procedures for System Implementation.
Assumptions: The City's Project Manager will help coordinate all scheduling for the staff
interviews.
2. Task 2: Seller will design and configure the required integrations with the City's business
systems.
Objectives: Establish the business systems required to be integrated and the functionality
desired to be accomplished.
Activities: Seller will conduct extensive web-based conference call interviews with staff from all
divisions involved in order to discover the exact specifications and operational requirements and
functionalities to be integrated with data within the System. Since the goal is to develop a
comprehensive understanding of the City's needs, as many meetings as necessary will be held by
Seller with Tigard's Team to achieve this goal. Seller will coordinate with the City to determine
what data from the City's other systems will be used to update Seller's records;conversely,what
Seller generated data could be used to update the tables of those systems. Upon agreement,
Seller will define and map the Interface parameters, clearly indicating the Interface functionality
and data exchange capability. Seller programmers will develop and test the agreed upon
Interfaces to the City's existing systems. Seller will create the appropriate transfer processes.
Data routines will be tested and refined until performance is determined to be correct and
reliable.
Deliverables: All required agreed upon City business systems properly integrated and interfaced.
Itemized specifications for configuration, integration, interfaces and customization, including
GIS customization with the City's web mapping application.
Assumptions: All parties will sign the Data Interface Document for approval. This interface
development will take place at our Home Office in order to move the Project forward in the
most cost effective manner possible. The rest of Seller's Implementation Team will continue
with other aspects of the system configuration.
3. Task 3: Seller will design and build and test a bi-directional Interface with Tigard Maps and
Seller and build ArcMap desktop tools for synchronization between Seller and GIS features.
Objectives: The purpose of this Task is to design and develop the bi-directional interfaces
between the City's web-based mapping application (MapOptix, which is an administrative
extension/presentation environment to ESRI's ArcGIS Server) as well as ArcMap desktop
synchronization tools between the GIS database and Seller based on the Requirements defined
in the GIS Requirements section of the CMMS RFP.
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Activities: Create the detailed GIS Interface Design Document for the interface in both
directions. This design document will detail specific components to be built to satisfy the GIS
Requirements of the CMMS RFP.The major Activity areas are detailed below, however,specific
tasks will be defined in the design document. Additionally responsibilities for specific tasks will
be identified.
Deliverables: GIS Interface Design Document
Assumptions: The City will provide documentation/technical input/consultation on the
MapOptix environment and City's GIS architecture.
Activities: Develop launching Tigard Maps application from Seller functionality
A. Create a "Show Map" button in Seller in a work order. This will allow the passage of the
assets associated with a work order (or multiple) or query off to the map environment (as
selected sets. Seller will create a URL consisting of:
1) The URL to Tigard Maps
2) Security information
3) The GIS Layer Name,and
4) A set of key values to select
5) It will then open Internet Explorer with this URL.
6) Tigard Maps will respond by:
a. Displaying the layer requested
b. Selecting the features requested
c. Zooming to the Selected Features
d. This is how our existing Seller Web Map Interface works. The URL is customizable
within the Seller GIS Module.
Deliverables: Develop functionality to allow user to launch Tigard Maps from Seller and pass
identified information (`selections'/queries), such as assets. The functionality will allow the
passage of multiple asset types.
Assumptions: Coordination with GIS subject matter experts from both Project Teams.
Activities: Develop functionality to the launch Tigard Maps application from Seller functionality
using addresses. As identified in the GIS requirements an address in the CMMS will be passed
to Tigard Maps and show the selected address.
Deliverables: Functionality to pass an address from the CMMS to Tigard Maps in the map
frame as a selection
Assumptions: Coordination with GIS subject matter experts from both Project Teams. City is
responsible for the quality of the address data to be successfully used in the operation.
Activities: Develop functionality to allow Tigard Maps to Seller operations. While in Tigard
Maps, select some features (for example,Hydrants or multiple assets)and create a work order.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 9
A. A"Create Work Order"button.
B. Tigard Maps will call a Web Service and supply,in XML format,the following:
1) Security Information(to tie back to the user who made the request)
2) The GIS Layer Name
3) The set of key values
4) The button which was pressed(for example,"Create W/O")
C. The Web Service will receive the XML,and,if it passes proper edits,
D. It will insert a row into the GIS Request table in the Seller database.
E. Seller for this user will automatically discover this inserted row,and then
F. Create and display the Work Order.
G. Create and test the Web Service
H. Make any needed modifications to Seller (if any)
Deliverables: Integration between Tigard Maps and Seller to allow initiation of work order in
Seller from selected features in Tigard Maps.
Assumptions: Tigard and Seller will jointly create the following new buttons in Tigard Maps
(specific buttons and responsibilities will be identified in the GIS Interface Design Document):
A. Make Work Order
B. Make Report
C. Inventory
D. Copy
E. Unit Plan
Seller will be primarily responsible for designing and creating specifications for new
buttons/specific web calls, whereas Tigard will be responsible for actually installing the buttons
and working with the MapOptix interface;however,the end success of the functionality will be a
combined team effort. Tigard and Seller will both sign the GIS Interface Design Document for
approval prior to commencing GIS development work
Activities: Create desktop tools for synchronization between Seller and GIS features. The
system must be able to allow for the mapping of attributes of GIS features to corresponding
attributes of CMMS assets and then compare discrepancies between the two systems (orphans
e.g-,)
A. Seller will build desktop synchronization tools for synchronization between GIS database
features and corresponding CMMS assets
B. Seller will build reporting comparison capabilities between asset IDs and GIS to verify
discrepancies
C. Seller will coordinate with the City to test synchronization tools prior to going live
Deliverables: Functioning desktop and reporting tools in ArcMap desktop application.
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4. Task 4: Seller will make its final recommendations of the exact modules which will precisely
meet all the City's CMMS requirements.
Objectives: To provide the highest quality CMMS to the City of Tigard in a precise,methodical
and timely manner, with all products and services specifically outlined, with all costs and
expenses set forth explicitly beforehand,and agreed to by both the City and Seller. The intent is
to preclude the need for any further negotiations between the parties.
Activities: Seller's Implementation and Technical Staff will meet extensively to evaluate the
information gathered from the interview process and the previous meetings with the City's
Team. Seller will consequently be in a better position to identify any gaps which might exist and
how best to address and solve them with its proposed solution.
Deliverables: An outline of the exact modules which the City should purchase in order to
accomplish its goals. A recommended optimal hardware (server, OS, core software)
specification sheet for the City based on the module configuration and proposed hardware
environment(e.g.,test and production environments).
Assumptions: Tigard's Project Team will coordinate its requirements with Seller to ensure all
Project goals are met using the right selection of tools. City's IT staff will be available for
consultation on server environment
PHASE 3-SYSTEM IMPLEMENTATION
1. Task 1:Seller will install the City's new CMMS.
Objectives: Place the Seller System into the hands of the Project Team as quickly as possible to
enable a timely,smooth installation and implementation process.
Activities: The Seller technical crew and Tigard IT Staff will conduct the installation jointly. Our
"remote installations" are usually taking one to two hours. City's IT personnel will need to
"accompany"Seller staff members throughout all installation processes.
Deliverables: Successfully installed Seller System.
Assumptions: City's IT personnel will have administrative rights and passwords available in
order for the Seller technical team to complete the installation on Tigard hardware. Seller's
technical staff will train City's IT staff in all installation and upgrade procedures at this time.
2. Task 2: Seller will work with the City Project Manager to ensure that the development
environment accurately reflects the production environment in terms of the modules, database
version,server and workstation operating systems.
Objectives: Seller will create Two MS SQL Server database instances. One will be a
development environment used for testing and training; the second will be the live Production
environment for actual use.
Activities: Databases will be installed on the City's Server with workstation and internet access.
E-Mail Work Request configuration will be established. Seller technical staff will configure the
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 11
E-Mail Interface to a fully MAPI compliant system on the City's network. Profiles will then be
created and integration tested. The Web Service will be installed and tested for connectivity and
functionality.
Deliverables: development and production environments are ready.
Assumptions: All stages from installation through implementation will be reviewed and tested
to ensure that the City of Tigard will receive a trouble-free system which will be extremely
comprehensive,but very user friendly. The City will provide database server(s) for development
and production. Seller will have primary responsibility for data conversion and migration;
however,work will at all times be closely coordinated with City staff.
3. Task 3: After having analyzed the City's business processes and procedures in order to
understand what is done, how it's done, how it's initiated, how it progresses, and when it is
completed,Seller will then configure and customize the system.
Objectives: Create a configured and customized system that will optimize the ease of day-to-day
data input and facilitate the generation of daily,monthly,quarterly and annual reports.
Activities: Seller will conduct a detailed review of Tigard's setup files. Joint determination will
be made regarding how to populate the data most effectively to existing Seller fields. The
following data structure will be defined:
A. Cost Centers
B. Asset ID System
C. PM Tasks,Templates Coding
D. Vendors
E. Parts and Materials
F. Work In Progress Coding
G. Work Order Types and Priorities
H. Custom Screen Layouts
I. Billing Structure
J. Etc.
Seller will define the work order fields (names and intended usage) Seller will configure work
tasks (and associated hours) Seller will configure the work status and failure codes including the
PACP codes for Wastewater TV inspections. Once the basic set up data has been imported,
Seller will create the Preventative Maintenance (PM) Schedule. The Seller's Project Manager or
Seller's Trainer will work directly with Tigard's Maintenance Supervisor to create a sampling of
PM scheduling. Create templates of various service procedures to be done at various
meter/calendar intervals. Discuss how to assign maintenance staff,parts and contractors to the
PM. Show how these templates will then be linked to the appropriate assets to be scheduled.
Sample schedules will be produced and signed for approval. Seller will then train the City's staff
in the daily processing of the scheduled services. Seller and City will jointly define Inventory
coding and entry criteria.Determination will be made for the following areas:
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 12
• Open or Closed Inventory
• Stock ID Structure
• Model Numbering
• Warehouse Locations
• Sub Locations
• Parts Classes
• Vendor Identification
• Alternate Vendor Notation
• Minimum and Maximum Quantities
• Parts Quantity Updating
• Receiving Transactions
• Issuing Transactions
If Inventory Stock data exists in electronic format, Seller will import it at this time. Seller will
help customize screen layout and field colorization. Joint determination will be made regarding
how to name the rich supply of user definable fields. Seller will draft a Data Flow Document
detailing the workflow and business rules that will affect the system configuration.
Deliverables: Configured and Customized Seller's system for the City of Tigard's Public Works
Department.
Assumptions: Once the work order screens are defined, all parties will be required to signal
approval by signing a Work Order Configuration Document. All Parties will be required to sign
the Data Flow Document for acceptance.
4. Task 4:Seller will conduct a detailed phased data conversion/migration of City's data.
Objectives: Data conversion of the City's existing data.
Activities: Seller will analyze the data sources that exist and convert all relevant City data to the
proper format. Seller will make the following data elements usable by the System without the
need for Tigard staff to manually key in this data.
• Asset ID Information
• Asset Types
• Work Order Types
• PM Templates and PM Scheduling Information
• Failure Codes (includes PACP codes for sewer TVI)
• Work In Progress Codes
• Priority Codes
• Craftsman Data
• Location Codes
• Sub Location Codes
• Account Codes
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 13
• Contractors and Vendors
• Inventory and Materials
• Etc.
Seller's Project Manager will meet with Tigard's Project Manager and IT Staff to review the
existing data sources in order to develop a clear understanding of what data is contained and
how it is structured and used. Seller will define the overall structure of the system. Seller will
create the necessary mapping linkage logic for the importation of the data, creating and defining
a data mapping structure. Seller will develop a Data Conversion Document detailing the
conversion program. The document will identify the source data fields that will be extracted
from the existing data sources,and will associate those fields with the Seller's system data fields
to be populated. Seller will perform the actual data conversion of the existing data at its home
office. Technical staff members who have conducted dozens of data conversion projects will
administer the process. The Conversion Process will be performed in three (3) or more stages:
A. The initial stage will be a test conversion with a small sampling of data. The test conversion
will be sent to Tigard for inspection and discussion. It has been our experience that the
initial conversion test usually raises some issues, and may clarify others. This will therefore
result in a revision of the importation plan.
B. A second stage of testing will be done to the data under the revised importation plan. This
may prove to be a perfect fit,or it may raise additional issues,or require another adjustment.
C. Once consensus is reached the Data Conversion Document will be signed by both parties
and the final conversion will be performed with the full database.
Deliverables: Completed data conversion/migration of Tigard's data for use by the new CMMS.
Assumptions: The City has gone through an extensive multi-year cleanup of its CMMS data. It
is anticipated that through the City's extensive work this will result in expedited analysis of the
data by Seller. Seller will provide City with the Seller's database schema to allow City staff to
review and perform any necessary data preparation before submitting to Seller. Any preparatory
work will be coordinated with Seller prior to the City commencing such work. Tigard will
provide a copy of this data in Excel or ASCII format. Tigard will research and compile existing
electronic data sources. Tigard will schedule staff time for review of converted data. Tigard will
be available to the Seller's support staff via telephone or email regarding data conversion.
5. Task 5: Seller and the City will jointly develop a detailed Testing and Acceptance Plan.
Objectives: To ensure the system is operating properly and to Tigard's complete satisfaction.
Activities: Outline the testing procedures and criteria to be used in demonstrating the system is
operating properly. Put the appropriate Interfaces in place. Final System testing will now take
place"under load." Functionality and performance will be fine-tuned.
Deliverables: A completely implemented,tested and accepted CMMS.
Assumptions: Final approval and acceptance will be signed by Seller and by the City.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 14
PHASE 4-DOCUMENTATION
1. Task 1: Seller will provide documentation relating to the completed System
Objectives: Provide database design items in digital format.
Deliverables: Including as a minimum:
A. Views
B. Trigger
C. Entity Relationship Diagrams
D. Electronic User Manual with Online Help
E. Documentation of Implemented Interfaces
PHASE 5-TRAINING
1. Task 1: Seller will provide a comprehensive training plan which will be subject to approval by
the City's Project Team. Full training will be provided upon configuration and once approval
has been given for full testing.
Objectives: Ensure the training is properly configured for the City's System Administrators,
"Power Users,"and End Users.
Activities: Seller will set up a sample database using the City's own data in order to facilitate the
team's knowledge of the system. Seller will work with City staff to provide knowledge transfer
specifically in accordance with the City's requirements for its new CMMS. Seller training of the
City's primary staff will focus not only on their own understanding, but how to pass this
knowledge on to others, noting areas to emphasize and also how to explain certain functions
very clearly. Seller recommends dividing the staff into specific user groups that share similar
needs regarding System access and functionality. The training will be tailored to meet the
specific needs of the respective user groups. Depending on a user's placement into specific
groups,an individual user may be attending one or more sessions.
Deliverables: A comprehensive training plan addressing the needs of all the City's Public Works
Users.
Assumptions: Tigard will make known any particular specialized training needs and
requirements,but will otherwise rely heavily on Seller's expertise and experience in delivering the
right training for the right user.
2. Task 2: Seller will provide training configured for System Administrators, "power users," and
end users or other agreed upon training arrangements between the Seller and CMMS Project
Teams.
Objectives: Maximum beneficial usage of the system by Tigard's personnel.
Activities: Seller will ensure end users are:
A. Knowledgeable in System functionality relative to daily assignments
B. Knowledgeable in standard and customized report capabilities (where appropriate).
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 15
C. Equipped with hands-on experience during the training process.
D. Equipped with personalized one-on-one training in any specific area as needed.
The Seller's Project Manager will provide additional training sessions for foreman and
operational staff. These sessions can be hands-on workshops, or very casual sessions at various
work area locations. Training session times will be jointly determined.
Deliverables: Completed training sessions.
Assumptions: Tigard is responsible for providing the following related to these training
sessions:
A. Scheduling and preparing facilities for software training sessions and presentations.
B. Scheduling appropriate staff to attend these sessions.
C. Providing an LCD projector and other necessary equipment for these sessions.
After following the logical and practical installation and implementation steps detailed above,it
will then be time to "turn the keys over to Tigard." The transition will be a smooth one, and
your staff will be well trained on a system that is very user friendly.
City staff will get quick and clear answers from Seller for any questions that may arise at the
"Go-Live" testing time, or at any time afterwards from Seller's expert technical support staff.
Seller's technical support staff will be familiar with your system installation and will be ready to
assist with City of Tigard s technical and application questions.
Seller warrants that all software under this Agreement will be free from defects and suitable for
the use intended for a period of three years from the date of acceptance of the system by the
City. The Date of Acceptance shall be six months from the date when the "keys have been
turned over to the City of Tigard." In other words, after the system has been installed, Setup
and Data Conversion successfully completed, Implementation has been completed,Training has
been successfully completed, the System will be turned over to the City.The date when the City
will sign its acceptance of the completely successfizlly operating Seller CMMS will be six months
from this turnover date.
PHASE 6-MAINTENANCE/SUPPORT
1. Task 1:Seller will provide maintenance and support as part of this CMMS Project.
Objectives: Ensure the smooth transition from development to a fully and successfully
operational CMMS backed by unlimited technical support.
Activities: An annual support maintenance plan, unlimited technical support after Go-Live,
immediate response to high-priority applications issues, immediate phone support for critical
issues
Support Services are included in Seller's annual support agreement, which includes yearly
licensing,maintenance and update fees. Seller's annual support agreement provides:
A. Ongoing support for technical issues
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 16
B. Support for application usage questions after system training
C. Annual updates to the System,with further added features functionality and support for new
network,server and operating systems.
Seller's support staff shall use remote control web services to connect with City's system whenever
necessary and allowed by the City. This tool allows Seller to show Seller's desktop on City's
computer in order to demonstrate a function. Or, reversing the process allows Seller to see City's
system screen, which is important when Seller need to look at your data to diagnose a problem in
"real time."
Seller typically releases a new version of the system once a year—more frequently if needed. City
shall be entitled to all updates and new version releases along with and in accordance with a current
annual support agreement if so elected. Seller strongly encourages all clients to install the latest
version of the system in order to obtain maximum benefits from any enhanced functionality. All
updates and upgrades will be performed with Seller's help at City's convenience.
SPECIFICATIONS AND SCOPE OF SERVICES SUMMARY
The following is a summary of the major documents identified in this Scope of Services that will be
delivered throughout the project:
1. Implementation Plan
2. Business Process Mapping Documentation
3. Hardware Server Specifications
4. Data Interface Document
5. GIS Interface Design Document
6. Data Flow Document
7. Data Conversion Plan
8. Work Order Configuration Document
COST STRUCTURE
A. Software-$259,650
DESCRIPTION PRICE —
Software System $125,000
Setup Module
Security Module
Work Order Module
Work Ordet Standard Reports
Custom Report Writer—"Query"Module
Inventory Module
Purchasing Module
GIS Integration
Facilities Maintenance Management System
Fleet Maintenance Management System
Asset Management System
Work Request System
Maintenance Management System Modules:
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 17
Streets&Transportation
Wastewater
Storm Water
Fresh Water
Parks&Landscaping
Emergency Response%Management Module
Annual Support $23,650
System Implementation&Setup Files Configuration $60,000
ONSITE Training—20 Days (Two Trips) $40,000
Travel Expenses Actual(estimated$11,000) $11,000
Total $259,650
Plus Data Conversion at our no profit rate of$150 per
hour Requires exact specifications for exact quote
The joint CMMS Data Conversion Effort provided the exact specifications necessary for MaintStar
to produce the following additional pricing proposal:
B. Complete Data Conversion-$39,000
Setup Inventory Files
DESCRIPTION PRICE
Fleet $6,500
Facilities $6,500
Streets and Transportation $6,500
Water $6,500
Sewer $6,500
Storm $6,500
Total $39,000
C. Complete Work Order History-$39,000
Historical Data Conversion
DESCRIPTION PRICE
Fleet $6,500
Facilities $6,500
Streets and Transportation $6,500
Water $6,500
Sewer $6,500
Storm $6,500
Total $39,000
Pricing based on the assumptions agreed upon during various meetings with the City. Tigard
will provide Seller with cleaned data for initiation of data conversion. No duplicates shall be
allowed. Regarding historical data,Tigard will provide data per Seller's specifications in order to
fit our work orders and inspections database schema. Data fields, length and type must fit the
Seller's existing database. All inspections and work order prefixes must fit Seller's database
modules as well.
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 18
The table and column linkages are to be provided per Seller's specifications. Images and
attachments must be consolidated into one directory with as many subdirectories as desired.
All data is to be provided in Excel format.
D. Work Planning System-$71,800
A System within a System
DESCRIPTION PRICE
Software System $39,500
Annual Support $7,300
Training— 10 Days on-site(expenses included) $25,000
Total $71,800
Annual Support includes as much help as desired via telephone,email or web meeting,plus all
upgrades and enhancements.
E. Pricing Proposal Summary- $409,450
DESCRIPTION _s PRICE
Original Proposal $259,650
Data Conversion $78,000
Work Planning $71,800
Total a $409,450
PROPOSED PROJECT SCHEDULE
2012 PA-Computerized Maintenance Management System(CMMS)Supply and Services Page 19
My Company
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31 _Uve Technical Support_ �. 2 Apr 23,2012 8:00 LOJ Apr 24,2013 5:00 P 0% D% Oh
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