Loading...
Timmons Group ~ C180048 CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM p/ (THISFORMMUSTAccompANYEvERYCONTRACT) Contract Title: Asset Management Roadmap Number: Contractor: Timmons Group Contract Total: $15,000.00 Contract Overview. Development of an Asset Management Plan is intended to include the development of an Asset Management Strategic Plan&Framework (:asset Management Roadmap),reviewing the current framework of C'NIMS and asset management within the City's three utilities.Water. Sanitan:.and Storm water s;•stems• but also to provide a survey and review of where your organization is novo and recommendations for how best to prepare for any changes Initial Risk Level: ❑ Extreme ❑ High ❑ Moderate ❑ Low- Risk Reduction Steps: Risk Comments: Risk Signature: Contract Manager: John Goodrich Ext: 2609 Department: Water Type: ersonal Svc J&Professional Svc ❑ Architectural AgrPublic Imp ElGeneral Svc Engineering Svc U Other: Start Date. _/l End Date: (J2 1&() III Quotes/Bids/Proposal: FIRM AmouNT/SCORE NA Direct -appointment Account String: Fund-Division-Account Work Order—Activity Tyke Amount FY 2018 530-6500-54001 $5,000.00 FY 2018 510-6700-54001 $5,000.00 FY 2018 500-6600-54001 $5,000.00 FY FY Approvals - LCRB Date: Department Comments: Department Signature: Purchasing Cornments: Purchasing Signature: City Manager Comments: City Manager Signature: After securing all required approvals, forward original copy to the Contracting.and Purchasing Office along with a completed Contract Checklist. Contract Numbe CITY OF TIGARD,OREGON PERSONAL SERVICES CONTRACT ASSET MANAGEMENT PLAN DEVELOPMENT(ROADMAP) THIS AGREEMENT made and entered into this 14''day of May,2018 by and between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called City,and Timmons Group, hereinafter called Consultant. RECITALS WHEREAS,the City's 2017-2018 fiscal year budget provides for services related to the development of an asset management roadmap;and WHEREAS,City has need for the services of a company with a particular training,ability,knowledge, and experience possessed by Consultant,and WHEREAS, City has determined that Consultant is qualified and capable of performing the professional services as City does hereinafter require, under those terms and conditions set forth, THEREFORE, the Parties agree as follows: 1. SERVICES TO BE PROVIDED Consultant shall initiate services immediately upon receipt of City's notice to proceed together with an executed copy of this Agreement. Consultant agrees to complete work that is detailed in Exhibit A and by this reference made a part hereof. Any and all work assigned by the City will be contained in subsequent scope of work as needed 2. EFFECTIVE DATE AND DURATION This Agreement shall become effective upon the date of execution, and shall expire, unless otherwise terminated or extended, on June 30,2019. All work under this Agreement shall be completed prior to the expiration of this Agreement. 3. COMPENSATION The City agrees to pay Consultant in accordance with the fee schedule outlined in Exhibit A for performance of those services described herein and in any subsequent agreements that arise from the work under this Agreement. The total amount paid to the Consultant by the City shall not exceed Fifteen Thousand and No/100 Dollars ($15,000.00) if all tasks are completed. Any and all payments made to the Consultant shall be based upon the following applicable terms: A. Payment by City to Consultant for performance of services under this Agreement includes all expenses incurred by Consultant, with the exception of expenses, if any identified in this Agreement as separately reimbursable. B. Payment will be made in installments based on Consultant's invoice, subject to the approval of the City Manager, or designee, and not more frequently than monthly. Payment shall be made only for work actually completed as of the date of invoice. C. Payment by City shall release City from any further obligation for payment to Consultant, for services performed or expenses incurred as of the date of the invoice. Payment shall not be considered acceptance or approval of any work or waiver of any defects therein. D. Consultant shall make payments promptly, as due, to all persons supplying labor or materials for the prosecution of this work. E. Consultant shall not permit any lien or claim to be filed or prosecuted against the City on any account of any labor or material furnished. F. Consultant shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. G. If Consultant fails,neglects or refuses to make prompt payment of any claim for labor or services furnished to Consultant or a subcontractor by any person as such claim becomes due, City's Finance Director may pay such claim and charge the amount of the payment against funds due or to become due the Consultant. The payment of the claim in this manner shall not relieve Consultant or their surety from obligation with respect to any unpaid claims. H. Consultant shall pay employees at least time and a half pay for all overtime worked in excess of 40 hours in any one week except for individuals under the contract who are excluded under ORS 653.010 to 653.261 or under 29 USC sections 201 to 209 from receiving overtime. I. Consultant shall promptly, as due, make payment to any person, co-partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury to the employees of Consultant or all sums which Consultant agrees to pay for such services and all moneys and sums which Consultant collected or deducted from the wages of employees pursuant to any law, contract or agreement for the purpose of providing or paying for such service. J. The City certifies that sufficient funds are available and authorized for expenditure to finance costs of this contract during the current fiscal year. Funding during future fiscal years shall be subject to budget approval by Tigard's City Council. 4. OWNERSHIP OF WORK PRODUCT City shall be the owner of and shall be entitled to possession of any and all work products of Consultant which result from this Agreement, including any computations, plans, correspondence or pertinent data and information gathered by or computed by Consultant prior to termination of this Agreement by Consultant or upon completion of the work pursuant to this Agreement. 5. ASSIGNMENT/DELEGATION Neither parry shall assign, sublet or transfer any interest in or duty under this Agreement without the written consent of the other and no assignment shall be of any force or effect whatsoever unless and until the other part;,has so consented. If City agrees to assignment of 2 1 1! ., tasks to a subcontract, Consultant shall be fully responsible for the acts or omissions of any subcontractors and of all persons employed by them, and neither the approval by City of any subcontractor nor anything contained herein shall be deemed to create any contractual relation between the subcontractor and City. 6. STATUS OF CONSULTANT AS INDEPENDENT CONSULTANT Consultant certifies that: A. Consultant acknowledges that for all purposes related to this Agreement, Consultant is and shall be deemed to be an independent Consultant as defined by ORS 670.600 and not an employee of City, shall not be entitled to benefits of any kind to which an employee of City is entitled and shall be solely responsible for all payments and taxes required by law. Furthermore,in the event that Consultant is found by a court of law or any administrative agency to be an employee of City for any purpose, City shall be entitled to offset compensation due, or to demand repayment of any amounts paid to Consultant under the terms of this Agreement, to the full extent of any benefits or other remuneration Consultant receives (from City or third party) as a result of said finding and to the full extent of any payments that City is required to make (to Consultant or to a third parry) as a result of said finding. B. The undersigned Consultant hereby represents that no employee of the City, or any partnership or corporation in which a City employee has an interest, has or will receive any remuneration of any description from Consultant, either directly or indirectli, in connection with the letting or performance of this Agreement, except as specifically declared in writing. If this payment is to be charged against Federal funds, Consultant certifies that he/she is not currently employed by the Federal Government and the amount charged does not exceed his or her normal charge for the type of service provided. Consultant and its employees, if any, are not active members of the Oregon Public Employees Retirement System and are not employed for a total of 600 hours or more in the calendar year by any public employer participating in the Retirement System. C. Consultant shall obtain,prior to the execution of any performance under this Agreement, a City of Tigard Business License. The Tigard Business License is based on a calendar year with a December 31st expiration date. New businesses operating in Tigard after June 30th of the current year will pay a pro-rated fee though the end of the calendar year. D. Consultant is not an officer,employee,or agent of the City as those terms are used in ORS 30.265. 7. INDEMNIFICATION City has relied upon the professional ability and training of Consultant as a material inducement to enter into this Agreement. Consultant represents that all of its work will be performed in accordance with generally accepted professional practices and standards as well 31P . . . as the requirements of applicable federal, state and local laws, it being understood that acceptance of a Consultant's work by City shall not operate as a waiver or release. Consultant agrees to indemnify and defend the City, its officers, employees, agents and representatives and hold them harmless from any and all liability, causes of action, claims, losses, damages, judgments or other costs or expenses including attorney's fees and vdtness costs (at both trial and appeal level,whether or not a trial or appeal ever takes place including any hearing before federal or state administrative agencies) that may be asserted by any person or entity which in any way arise from, during or in connection with the performance of the work described in this contract, except liability arising out of the sole negligence of the City and its employees. Such indemnification shall also cover claims brought against the City under state or federal worker's compensation laws. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. 8. INSURANCE Consultant and its subcontractors shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover risks arising directly or indirectly out of Consultant's activities or work hereunder, including the operations of its subcontractors of any tier. The policy or policies of insurance maintained by the Consultant shall provide at least the following limits and coverages: A. Commercial General Liability Insurance Consultant shall obtain,at Consultant's expense,and keep in effect during the term of this contract,Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (CG 2010 1185 or equivalent). This coverage shall include Contractual Liability insurance for the indemnity provided under this contract. The following insurance will be carried: Coverage Unlit General Aggregate $3,000,000 Products-Completed Operations Aggregate $2,000,000 Personal&Advertising Injury $1,000,000 Each Occurrence $2,000,000 Fire Damage (Any one fire) $50,000 B. Commercial Automobile Insurance Consultant shall also obtain, at Consultant's expense, and keep in effect during the term of the contract, Commercial Automobile Liability coverage including coverage for all owned, hired, and non-owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence shall not be less than $2,000,000. If Consultant uses a personalli,-owned vehicle for business use under this contract, the Consultant shall obtain,at Consultant's expense,and keep in effect during the term of the 4 1 it contract,business automobile liability coverage for all owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence shall not be less than $2,000,000. C. Workers' Compensation Insurance The Consultant, its subcontractors, if any, and all employers providing work, labor, or materials under this Contract that are subject employers under the Oregon Workers' Compensation Law shall comply v7th ORS 656.017, vihich requires them to provide workers' compensation coverage that satisfies Oregon law for all their subject workers. 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. Consultants who perform work without the assistance or labor of any employee need not obtain workers' compensation coverage. All non-exempt employers shall provide Employer's Liability Insurance with coverage limits of not less than $1,000,000 each accident. D. Additional Insured Provision All policies aforementioned, other than Workers' Compensation and Professional Liability, shall include the City its officers, employees, agents and representatives as additional insureds with respect to this contract. E. Insurance Carrier Rating Coverages proN-ided by the Consultant must be underwritten by an insurance company deemed acceptable by the City. All policies of insurance must be written by companies having an A.M.Best rating of"A-VII"or better,or equivalent. The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. F. Self-Insurance The City understands that some Consultants may self-insure for business risks and the City will consider whether such self-insurance is acceptable if it meets the minimum insurance requirements for the type of coverage required. If the Consultant is self-insured for commercial general liability or automobile liability- insurance the Consultant must provide evidence of such self-insurance. The Consultant must provide a Certificate of Insurance showing evidence of the coverage amounts on a form acceptable to the City. The City reserves the right in its sole discretion to determine whether self-insurance is adequate. G. Certificates of Insurance As evidence of the insurance coverage required by the contract, the Consultant shall furnish a Certificate of Insurance to the City. No contract shall be effective until the required Certificates of Insurance have been received and approved by the City. The certificate will specify and document all provisions within this contract and include a copy of Additional Insured Endorsement. A renewal certificate will be sent to the below address prior to coverage expiration. 5 i' . H. Independent Consultant Status The service or services to be rendered under this contract are those of an independent Consultant. Consultant is not an officer,employee or agent of the City as those terms are used in ORS 30.265. I. Primary Coverage Clarification The parties agree that Consultant's coverage shall be primary to the extent permitted by law. The parties further agree that other insurance maintained by the City is excess and not contributory insurance with the insurance required in this section. J. Cross-Liability Clause A cross-liability clause or separation of insureds clause will be included in all general liability,professional liability,pollution and errors and omissions policies required by this contract. A certificate in form satisfactory to the City certifying to the issuance of such insurance will be forwarded to: City of Tigard Attn: Contracts and Purchasing Office 13125 Ste'Hall Blvd. Tigard, Oregon 97223 At the discretion of the City, a copy of each insurance policy, certified as a true copy by an authorized representative of the issuing insurance company may be required to be forwarded to the above address. Such policies or certificates must be delivered prior to commencement of the work. The procuring of such required insurance shall not be construed to limit Consultant's liability hereunder. Notwithstanding said insurance,Consultant shall be obligated for the total amount of any damage,injury, or loss caused by negligence or neglect connected with this contract. 9. METHOD &PLACE OF SUBMITTING NOTICE BILLS AND PAYMENTS All notices,bills and payments shall be made in writing and may be given by personal delivery, mail or by 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: CWT'S`of TiGMW T1mh ONO GROUP Attn: John Goodrich,PXX'Ops Mgr Attn: Lou Garcia Address: 13125 Ste'Hall Boulevard Address: 1001 Boulders Parkway, Suite 300 Tigard, Oregon 97223 Richmond,Virginia 23225 Phone: (503) 718-2609 Phone: (443) 904-3897 Email: johng&tigard-or-gov Email: louis.garciantimmons.com and when so addressed,shall be deemed given upon deposit in the United States mail,postage prepaid, or when so faxed, shall be deemed given upon successful fax. In all other instances, 6 �' ., .. notices,bills and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to who notices, bills and payments are to be given by giving written notice pursuant to this paragraph. 10. MERGER This writing is intended both as a final expression of the Agreement between the parties with respect to the included terms and as a complete and exclusive statement of the terms of the Agreement. No modification of this Agreement shall be effective unless and until it is made in writing and signed by both parties. 11. PROFESSIONAL SERVICES The Cit;requires that services provided pursuant to this agreement shall be provided to the City by a Consultant that does not represent clients on matters contrary to City interests. Further, Consultant shall not engage services of an attorney and/or other professional who individually,or through members of his/her same firm,represents clients on matters contrary to City interests. Should the Consultant represent clients on matters contrary to City interests or engage the services on an attorney and/or other professional who individually, or through members of his/her same firm, represents clients on matters contrary to City interests, Consultant shall consult with the appropriate City representative regarding the conflict. After such consultation, the Consultant shall have seven (7) days to eliminate the conflict to the satisfaction of the City. If such conflict is not eliminated within the specified time period, the agreement may be terminated pursuant to Section 13 (B) (3) of this agreement. 1.2. TERMINATION WITHOUT CAUSE At any time and without cause, City shall have the right in its sole discretion,to terminate this Agreement by giving notice to Consultant. If City terminates the contract pursuant to this paragraph,it shall pay Consultant for services rendered to the date of termination. 13. TERMINATION WITH CAUSE A. City may terminate this Agreement effective upon delivery of written notice to Consultant, or at such later date as may be established by City, under any of the following conditions: 1) If City funding from federal, state, local, or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement may be modified to accommodate a reduction in funds 2) If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement. 3) If any license or certificate required by law or regulation to be held by Consultant,its subcontractors, agents, and employees to provide the services required by this Agreement is for any reason denied, revoked, or not renewed. 4) If Consultant becomes insolvent,if voluntary or involuntary petition in bankruptcy is filed by or against Consultant,if a receiver or trustee is appointed for Consultant, or if there is an assignment for the benefit of creditors of Consultant. 7 1 P . Any such termination of this agreement under paragraph (A) shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination. B. City, by written notice of default (including breach of contract) to Consultant, may terminate the whole or any part of this Agreement: 1) If Consultant fails to provide services called for by this agreement within the time specified herein or any extension thereof,or 2) If Consultant fails to perform any of the other provisions of this Agreement, or so fails to pursue the work as to endanger performance of this agreement in accordance with its terms,and after receipt of written notice from City,fails to correct such failures within ten (10) days or such other period as City may authorize. 3) If Consultant fails to eliminate a conflict as described in Section 11 of this agreement. The rights and remedies of City provided in the above clause related to defaults (including breach of contract) by Consultant shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. If City terminates this Agreement under paragraph (B), Consultant shall be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred, an amount which bears the same ratio to the total fees specified in this Agreement as the services satisfactorily rendered by Consultant bear to the total services otherwise required to be performed for such total fee; provided, that there shall be deducted from such amount the amount of damages, if any, sustained by City due to breach of contract by Consultant. Damages for breach of contract shall be those allowed by Oregon law, reasonable and necessary attorney fees, and other costs of litigation at trial and upon appeal. 14. ACCESS TO RECORDS City shall have access to such books, documents, papers and records of Consultant as are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. 15. FORCE MAJEURE Neither City nor Consultant 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, an act of God or of a public enemy, civil unrest,volcano, earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually severe weather or delay of subcontractor 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. 8 I' . 16. NON-WAIVER The failure of City to insist upon or enforce strict performance by Consultant of any of the terms of this Agreement or to exercise any rights hereunder should not be construed as a waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future occasion. 17. NON-DISCRIMINATION Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. Consultant also shall comply with the Americans with Disabilities Act of 1990,ORS 659A.142,and all regulations and administrative rules established pursuant to those laws. 18. ERRORS Consultant shall perform such additional work as may be necessary to correct errors in the work required under this Agreement without undue delays and without additional cost. 19. EXTRA(CHANGES) WORK Only the City's Project Manager for this Agreement may authorize extra (and/or change) work. Failure of Consultant to secure authorization for extra work shall constitute a waiver of all right to adjustment in the contract price or contract time due to such unauthorized extra work and Consultant thereafter shall be entitled to no compensation whatsoever for the performance of such work. 20. WARRANTIES All work shall be guaranteed by Consultant for a period of one year after the date of final acceptance of the work by the owner. Consultant warrants that all practices and procedures, workmanship and materials shall be the best available unless otherwise specified in the profession. Neither acceptance of the work nor payment therefore shall relieve Consultant from liability under warranties contained in or implied by this Agreement. 21. 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 pad-such sum as the court may adjudge reasonable attorney fees and court costs,including attorney's fees and court costs on appeal. 22. GOVERNING LAW The provisions of this Agreement shall be construed in accordance with the provisions of the laws of the State of Oregon. Any action or suits involving any question arising under this Agreement must be brought in the appropriate court of the State of Oregon. 23. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES Consultant 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 subcontractors and income tax withholding contained in ORS Chapters 279A,279B and 279C, the provisions of which are hereby made a part of this agreement. 911 24. 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 said terms of said proposal conflicting herewith. 25. AUDIT Consultant shall maintain records to assure conformance with the terms and conditions of this Agreement,and to assure adequate performance and accurate expenditures within the contract period. Consultant agrees to permit City, the State of Oregon, the federal government, or their duly authorized representatives to audit all records pertaining to this Agreement to assure the accurate expenditure of funds. 26. 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. 27. CONDITIONS OF SUPPLYING A PUBLIC AGENCY Where applicable,seller must make payment promptly as due to persons supplying Consultant labor or materials for the execution of the work provided by this order. Consultant shall not permit any lien or claim to be filed or prosecuted against Buyer or any subdivision of City on account of any labor or material to be furnished. Consultant further agrees to pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. 28. HOURS OF LABOR If labor is performed under this order, then no person shall be employed for more than eight (8) hours in any one day, or forty (40) hours in any one week, except in cases of necessity, or emergency or where the public policy absolutely requires it, and in such cases, except cases of contracts for personal services as defined in ORS 279A.055, the labor shall be paid at least time and a half for all overtime in excess of eight (8) hours a day and for all work performed on Saturday and on any legal holidays as specified in ORS 279C.540. In cases of contracts for personal services as defined in ORS 279A.055, any labor shall be paid at least time and a half for all hours worked in excess of forty(40)hours in any one week,except for those individuals excluded under ORS 653.010 to 653.260 or under 29 USC SS 201-209. 29. MEDICAL CARE AND WORKERS' COMPENSATION Consultant shall promptly, as due, make payment to any person, co-partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury,to the employees of such Consultant,of all sums which the Consultant agrees to pay for such services and all moneys and sums which the Consultant collected or deducted from the wages of the employees pursuant to any law, Consultant agreement for the purpose of providing or paying for such service. 10 E .. 30. 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 the Exhibits, the provision in the main body of the Agreement shall control. In the event of an inconsistency between Exhibit A and Exhibit B,Exhibit A shall control. No waiver, consent,modification,or change of terms of this Agreement shall bind either party unless in u-riting 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. Consultant, by the signature of its authorized representative, hereby acknowledges that he/she 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 Consultant has executed this Agreement on the date hereinabove first written. CITY I r TIMMO ROU -� ry Briarr3zr;PW Director By: Authorized Agent of Consultant �O fAl 7 eo0�¢icK� ,¢ice ��7. l7ueFat S Date Date EXHIBIT A SCOPE OF SERVICES The City is seeking to establish a contract for the development of an Asset Management Plan. Development of an Asset Management Plan under this project is intended to include the development of an Asset Management Strategic Plan & Framework (Asset Management Roadmap), reviewing the current framework of CMAIS and asset management within the City's three utilities: Water, Sanitary, and Storm water systems;but also,to provide a survey and review of«'here your organization is now, and recommendations for how best to prepare for any changes that can be made in the short term should Tigard Public Works decide to pursue newer technologies. The goal is to produce an Asset Management RoadMap that defines the critical path and steps necessary for the continued development and enhancement of the Asset Management programs that will improve staff productivity and service. This planwill provide a detailed view of the existing Asset Management data and systems,and establish a vision for the future with core recommendations. The plan will examine existing intra-group coordination(governance),spatial data,asset data,existing tools, existing IT, regulatory requirements, data quality and maintenance workflows, identify needed data and analyze existing/future integrations. These recommendations will be driven by Tigard's priorities and presented in a manageable plan that includes a recommendation for best to prepare for changes if it is decided to pursue newer technologies and overall governance requirements. At an overarching high-level, this Asset Management RoadMap will meet the following goals: 1. Advise on how to improve the collection of data and tracking of maintenance activities Tigard reports on to comply self-defined goals and/or other regulatory requirements. 2. Advise on how best to collect compile, and analyze data regarding your work activities to help Tigard make evidence-based business and financial decisions. 3. Advise on how to empower Tigard employees with the information they need to excel in their work. These overarching goals will be realized via a Asset Management Roadmap that will: • Review existing systems,workflows, data,governance and solutions in place; • Understand and document prioritized future requirements; • Identify possible Best Management Practices, Standard Operating Procedures and opportunities for workflow • improvement; • Identify points of integration (e.g.,Financial System,SCADA, etc.); • Lead discussions and education through examples and peer best practices; • Identify IT infrastructure improvements; • Recommend changes required in the GIS to achieve and enhance required services and commitments; • Recommend changes in governance and operations to support and expand the role and use of asset • management within Tigard by members of staff/supporters; • Identify opportunities for application improvement,retirement or development; • Create a schedule and budget for implementing the recommendations. 12 1 P TASK 1-ASSESS Step 1—Survey This stage of the project is most crucial for information gathering that will serve as the foundation of the project. Consultant will develop and distribute a preliminary set of questions to relevant Tigard member staff and stakeholders to complete prior to on-site inter-,iews/workshops. The survey will be distributed online, and the number of users is not limited. The purpose of the questionnaire is to set interview-information expectations and to collect background information from the participant that normally takes time to research and compile, and therefore cannot generally be collected conveniently (or completely) during the on-site interviews/workshops. The survey will include mainly multiple-choice questions and our aim is to collect as much background information as possible in a way that is as easy as possible for users to complete. The goal is to receive as many completed surveys as possible. Consultant will also poll users throughout the survey to judge the level of education effort that will be necessary for the kick-off meeting and knowledge transfer presentation. The survey is tailored to the individuals based on their initial responses, and will lead users through the survey in the most time-effective manner. Step 2 - Kick-Offi Consultant will convene a project kickoff meeting. This meeting (2 hours in duration) will be orchestrated by the Project Manager and will include participation from key project stakeholders from the Tigard and Consultant staff. Consultant will also conduct an educational presentation for Tigard staff participating in the RoadMap process. The educational aspect of this presentation will be formed from general Asset Management concepts and the responses that are received on the initial survey performed in Step 1 of the project. These presentations will be scheduled to align with the Kick-Off Meeting. The educational presentations will be conducted for interview/workshop groups that focus on the areas identified by the initial survey, as well as GIS/Asset Management data and integrations that are specifically useful for each group. Opportunities to learn(and see)the possibilities of GIS/Asset Management and gain knowledge about what other GIS/Asset Management users are doing will give all participants more insight and topics for discussion during the interviews/workshops. Step 3 -Infrastructure &Data Review: Consultant will request and review Tigard's existing Asset Management organizational,architectural and process management documents. Process management documents include standard operating procedures (SOP's) for Asset Management activities like system and data governance,data editing/updates,data quality review,data archiving,creating new GIS layers, creating and maintaining metadata and reports, delivering data, metadata and reports to member staff and to the public via the internet and data analysis requirements. It is understood that Tigard may not have a lot of these processes formally documented —which is not uncommon. The purpose is to gather as much background information as possible before engaging member staff and to lay the foundation for topics to be addressed during the interviews/workshops. The goal will be to maximize time spent with City staff. Step 4 - On-Site Interviews: Interviews/Workshops (8 total hours) with the key stakeholders will be conducted to collect information and provide a knowledge transfer opportunity. The goal of these interviews is to provide a forum for information exchange between Tigard and Consultant. The key stakeholders will have an opportunity to understand more about how asset management is successfully implemented and used by government entities. Consultant will gain an understanding of the specific business requirements, data, existing systems, existing work processes and future business requirements of Tigard.We will also lead the participants in realizing what performance measures and metrics will be most beneficial for the Asset Management Program. 13 I' . Step 5 - Needs Prioritization: The Evaluation of the need for new technology(ies) and eventual recommendation of a technical solution to drive the asset management plan should be completed prior to the finalization of the Asset Management RoadMap. The reason for this is that the capabilities and performance of the chosen solution will ultimately dictate items such as data structures, workflows, processes, etc. based on the technical capabilities of the chosen solution. Upon the completion of Steps 1-4, Consultant will work with Tigard to develop a technical solution evaluation plan. This plan should at a minimum address: 1. Review existing software systems based on the needs identified in Steps 1-4 2. Development of Asset Management software requirements definition, including desired integrations with existing systems 3. Technology recommendations Upon conclusion of the recommended needs for a new technical solution offering, Consultant will work with Tigard at a high-level to research a possible solution. This will be accomplished via the development of a technical matrix that lists all of Tigard's functional requirements revealed by Steps 1-4. This will be balanced against the various technical solutions available and an overall evaluation will be made based upon each solutions ability to meet the functional requirement, accomplished via industry knowledge and/or high-level research. These results, along vith technical architecture requirements,costs,and various other factors will guide the recommendation of the technical solution that best meets the functional requirements of Tigard. Once the technical solution is recommended the Final Asset Management Roadl\Zap will need to be edited based upon the recommended technical solution. TASK 2 -PLAN Step 6 — Recommendations: The next stage of the project will encapsulate all of the assessment and other information created during the project to develop a high-level schedule and plan that together form the final RoadMap that will guide Tigard during the next few years. Recommendations will be made in the following categories, which will ultimately make up the Asset Management RoadMap: • Business requirements • High-level GIS/possible technical solution BMPs, &SOPs • High-level Asset Management BMPs, & SOPs • High-level GIS, possible technical solution, asset management staffing, training and stewardship recommendations • IT / Geospatial /Asset Management/infrastructure and integrations recommendations • Asset Management software recommendations • Data recommendations • Required reports recommendations Step 7 — Budget: Consultant will prepare a high-level budget that will outline the level of funding required to ensure the RoadMap plan's ultimate success. The high-level implementation budget will include the following recommended expenditures: 14 P . • Organizational changes • IT infrastructure • Software licensing • Data development efforts • Data maintenance tools • Applications development and integrations • Training Step 8 — Schedule: A successfully implemented Asset Management Program requires the development and adherence to a manageable implementation schedule. It is important that this high- level schedule considers stated parameters and the optimal time for the deployment of the various Asset Management components. Consultant team will develop a high-level implementation schedule that fits within Tigard's stated time parameters as identified during the Assessment Stage of the project and ensure that a systematic, cost-effective Asset Management Program implementation plan is produced. Step 9— RoadMap: The 9`' step in the overall project will take deliverables from previous project tasks and create actionable recommendations designed to improve the asset management organization, content and use. The Asset Management RoadMap will articulate specific steps with high-level estimated costs. The Asset Management RoadMap plan u711: • Identify business user requirements with the goal of providing Asset Management capabilities that address the current and near future needs • Recommend changes required in the Asset Management program to achieve and enhance required services and commitments • Recommend IT infrastructure use changes and updates to improve data throughput and user experience • Recommend changes in governance and operations to support and expand the role and use of Asset Management tools within Tigard Public Works • Recommend neva data layers and improvements to existing layers • Recommend high-level suggested changes to workflows and procedures for archiving data,quality assurance and control, creating and maintaining metadata, delivering metadata to staff and to the public via the internet, defining and Introducing BMPs and SOPS where appropriate • Create a plan for integrating GIS, asset management tools with other IT systems • Create a phased high-level schedule and high-level budget for implementing the asset management programs. Deliverable - RoadMap Preparation and Presentation: Consultant will prepare and present a draft of the Asset Management RoadMap for Tigard, which shall be presented in MS PowerPoint format. Consulant will make a final presentation of the Asset Management RoadMap plan on-site and via WebEx with an accompanying PowerPoint presentation for stakeholders at the conclusion of the project. 15 !' .